Kinoomaadziwin Education Body
REQUEST FOR PROPOSALS
Needs Assessment Study of the Anishinabek Education System Capital Requirements Table of Contents
1.0 General Overview ...... 3 2.0 Anishinabek Education System (AES) Information ...... 3 Participating First Nation and Local Education Authorities...... 3 Regional Education Councils ...... 3 The Kinoomaadziwin Education Body (KEB) ...... 4 KEB Chiefs Committee ...... 5 Youth Council ...... 5 2.0 First Nations Capital Funding ...... 5 3. The Project ...... 6 3.0 Purpose of Review ...... 6 3.1 Scope of Work ...... 6 Evaluation of Student Enrollment ...... 6 Major Capital Requirements ...... 6 Minor Capital ...... 7 O & M Funding Requirements ...... 7 Recommendations ...... 7 3.2 Proposal Requirements ...... 8 3.2.1. Statement of Work and Schedule ...... 8 3.2.2. Qualifications of Firm ...... 8 3.2.3. Role of Firm ...... 8 3.2.4. Deliverables ...... 9 3.2.5. Project Timetable ...... 10 4.0 Information Required - Qualifications ...... 10 5.0 Information Required - Proposal ...... 11 6.0 RFP – Submission Details ...... 11 7.0 Scoring of Qualifications and Proposals ...... 12 8.0 Pre-Submission and Other Information ...... 12 Table 1 – Scoring Matrix ...... 13 Table 2 – Organizational Structure ...... 14 Appendix A ...... 1 (Schedule to be completed and returned) ...... 1 Price and Declaration Capital Needs Assessment – Consulting Services ...... 1 Complete Schedule “B” to provide a detailed costing by component...... 1 Declaration ...... 2 Appendix B - Detailed Components ...... 3 Appendix C - First Nation Schools on reserve ...... 4
Kinoomaadziwin Education Body Needs Assessment Study RFP Page 2 of 12 1.0 General Overview
The Kinoomaadziwin Education Body (KEB) is issuing a Request for Proposal (RFP) for the services of a Consulting Firm (‘Firm’) to complete a comprehensive assessment of the Anishinabek Education System (AES) capital needs. The assessment is to involve an analysis of Participating First Nations existing major capital, anticipated needs based on student population growth and community priorities, anticipated minor capital needs, and cost estimates to meet the capital needs.
It is understood that the information in the RFP is a combined Statement of Qualifications (Qualifications) and a Price Proposal (Proposal), and it shall be the general basis for the selection of a Firm to provide this professional service and study.
The KEB expects to select the highest-scoring Firm based on a structured scoring evaluation. The scoring evaluation (Section 7 and Table 1) shall consider each Firm’s ability to perform the required service, experience, approach to the project, the personnel assigned to the actual project work, the proposed fees and costs, the time period in which the project will be completed, the reference checks and the clarity of the submission, in relation to the scoring matrix.
2.0 Anishinabek Education System (AES) Information
The AES is comprised of the Participating First Nations, Local Education Authorities, Regional Education Councils, and the KEB.
Participating First Nation and Local Education Authorities Each Participating First Nation has law-making authority over education on-reserve, from Junior Kindergarten to Grade 12. A Participating First Nation may set up a Local Education Authority (education board or committee) to support and manage education programs and services at the community level. There are currently 23 Participating First Nations in the Anishinabek Education System. These First Nations vary significantly in terms of overall population and student population. One First Nation operates schools from JK to Grade 12. Other First Nations operate elementary schools only. One First Nation only operates a high school. Many of the First Nations do not operate schools on-reserve. A complete list of all the Participating First Nations is set out in Appendix C.
Regional Education Councils Each Participating First Nation belongs to one Regional Education Council (REC). The REC provides opportunities for networking, for determining First Nation and regional education priorities, and to provide input to the KEB. A Regional Education Council Coordinator supports the activities of each Regional Education Council. Each Participating First Nation appoints two representatives as Regional Education Council members to represent the First Nation at Regional Education Council meetings that occur at least twice each year.
Kinoomaadziwin Education Body Needs Assessment Study RFP Page 3 of 12 The Kinoomaadziwin Education Body (KEB) Participating First Nations work together through a central administrative structure called the Kinoomaadziwin Education Body (KEB). The KEB takes direction from the Participating First Nations. The KEB supports the First Nations in their delivery of education programs and services and liaises with the Province of Ontario on education matters. The KEB also negotiates with the Government of Canada for additional financial resources to meet the Participating First Nations’ education needs.
The image below provides an overview of the Anishinabek Education System structure.
In Table 2 of this RFP is a copy of the KEB Organizational Structure.
Kinoomaadziwin Education Body Needs Assessment Study RFP Page 4 of 12 KEB Chiefs Committee By resolution of the Participating First Nations, a committee comprised of one Chief from each Regional Education Council was created to provide political support, advocacy and guidance to the KEB Board of Directors.
Youth Council The KEB is in the process of establishing a Youth Council.
2.0 First Nations Capital Funding The Government of Canada is responsible for matters pertaining to First Nations in Canada. This includes responsibility for services on reserves such as education, housing, community infrastructure and social support to Status Indians on reserve.
The federal government provides funding to First Nations in Canada for infrastructure and capital related to housing, education, water and wastewater, and other public infrastructure. Indigenous Services Canada primarily funds First Nation capital through the Capital Facilities and Management Program. There are three funding streams under the Program, which are major capital, minor capital and operations and maintenance. Major capital is defined as capital projects costing more than $1.5 million. Minor capital is defined any other required capital costing less than $1.5 million. Operations and maintenance funding is provided for First Nations to operate and maintain major capital assets. Annual capital requirements for small equipment, technology and buildings is not separately funded by Indigenous Services Canada. These types of costs may be funded through other program or discretionary funding.
Indigenous Services Canada invests in major capital projects in accordance with a national priority ranking framework. First Nations are required to submit five-year capital plans that document and prioritize their major capital needs. Indigenous Services Canada prioritizes major capital investments based on their capital budget and health and safety concerns. Operations and maintenance funding is provided based on a formula which is a factor of the total capital funded by Indigenous Services Canada. Minor capital funding is provided to a limited number of First Nations as a separate program.
The Participating First Nations of the Anishinabek Education System have restored legislated control over education from Junior Kindergarten to Grade 12. The federal government, however, is still responsible to provide financial resources to the Participating First Nations for their education system. The responsibility over education capital was not restored to the Participating First Nations. Therefore, at this time, the Participating First Nations must submit capital plans and secure funding in accordance with the national priority ranking framework. The Participating First Nations have directed the Kinoomaadziwin Education Body to pursue education capital funding to meet the capital needs under the Anishinabek Education System. This needs assessment will demonstrate the education capital needs of the Participating First Nations to initiate negotiations with the federal government.
Kinoomaadziwin Education Body Needs Assessment Study RFP Page 5 of 12 3. The Project
3.0 Purpose of Review
The purpose of this project is to conduct an assessment of education capital needs, under the Anishinabek Education System, and estimate ongoing capital operations and maintenance needs. The objective of the study is to:
1. Provide a report on the short, medium and long-term needs in relation to education capital needs of the Anishinabek Education System; and
2. Provide an estimate of the costs to meet the education capital needs.
3.1 Scope of Work
The successful Firm shall develop and execute a process in consideration of the following guidelines/requirements and having regard for the purpose of the review as set out in section 3.1.
Evaluation of Student Enrollment
1. Evaluate current student enrollment for the past three years to identify trends.
2. Review Stewart Clatworthy population projections to identify the projections for the Participating First Nations of the Anishinabek Education System.
3. Project student enrollment within the Participating First Nations for the next 5, 10 and 15 years to anticipate the changing needs for education capital.
Major Capital Requirements
1. Education major capital is understood to be school buildings situated on a First Nation. Conduct a preliminary analysis of existing school infrastructure to estimate the remaining useful life of existing school buildings and renovations and/or repairs required. Asset Condition Reporting System (ACRS) reports pertaining to existing schools may be available through the First Nation and/or Kinoomaadziwin Education Body. ACRS reports will include information such as school size, building age and building condition. An on-site assessment of existing facilities may be required to document the state of school assets.
2. Engage with the Participating First Nations, in cooperation with Regional Education Council Coordinators, to hear their thoughts on their major capital needs and priorities for major capital, considering a 5, 10 and 15-year horizon.
3. Estimate the future school facility needs of Participating First Nations that have existing schools, including additions to existing facilities and replacement of existing facilities, based on student enrollment projections. Anticipated school facility needs must be
Kinoomaadziwin Education Body Needs Assessment Study RFP Page 6 of 12 estimated within the next 5, 10 and 15 years. 4. Estimate future school facility needs based on student enrollment projections for those Participating First Nations that do not currently have an existing school. New school needs must be estimated within the next 5, 10 and 15 years. 5. Provide Class D estimates to document the anticipated costs to address school facility needs within the next 5, 10 and 15 years.
Minor Capital
1. Engage with the Participating First Nations, in cooperation with Regional Education Council Coordinators, to hear their thoughts on minor capital needs and priorities over a 5, 10 and 15-year horizon. Minor capital shall include, but not be limited to, student transportation vehicles, communication and technology assets, library assets, computer and office equipment, software, and student information management systems.
2. Estimate the minor capital needs of the Participating First Nations within the next 5, 10 and 15 years.
3. Engage the Kinoomaadziwin Education Body to hear their thoughts on minor capital needs and priorities for the central administration of the Anishinabek Education System.
4. Provide an estimate to document the anticipated minor capital costs for both the Participating First Nations and the Kinoomaadziwin Education Body to address minor capital needs within the next 5, 10 and 15 years.
5. Compare the estimated minor capital costs to the minor capital funding provided to the Participating First Nations under the fiscal transfer agreement from Canada. Minor capital funding will be provided by the Kinoomaadziwin Education Body.
Operations & Maintenance Funding Requirements
1. Estimate operations and maintenance funding based on the current Indigenous Services Canada formula. The formula will be provided through the Kinoomaadziwin Education Body from Indigenous Services Canada.
2. Estimate the costs to operate and maintain major and minor capital assets for both the Participating First Nations and the Kinoomaadziwin Education Body based on the firms’ experience and expertise.
Recommendations
1. Based on the needs assessment, provide recommendations to meet the Participating First Nations’ education capital needs, including major capital, minor capital and ongoing maintenance of education capital assets, over the following periods: immediate, 5 years, 10 years and 15 years.
Kinoomaadziwin Education Body Needs Assessment Study RFP Page 7 of 12 2. Based on the needs assessment, provide recommendations to meet the Kinoomaadziwin Education Body capital needs over the following periods: immediate, 5 years, 10 years and 15 years.
3. Recommend capital investments to address the education capital needs within the Anishinabek Education System.
3.2 Proposal Requirements
3.2.1. Statement of Work and Schedule
The Firm shall provide a statement of work that demonstrates:
how it proposes to achieve the objectives and scope of work, including a proposed schedule;
how it will engage the Participating First Nations to gain their input and priorities for their education capital needs; and
proposed protocols and personal protective equipment to ensure that COVID-19 restrictions, imposed by the Ontario Government and Participating First Nations, will be complied with and to ensure safety during any visits to Participating First Nations.
3.2.2. Qualifications of Firm
The Firm shall demonstrate: a thorough knowledge and understanding of capital assets pertaining to education;
experience conducting capital needs assessments;
expertise and capacity to perform the necessary scope of work and engagement with the Participating First Nations;
several years of experience in working with First Nations and First Nation organizations in Ontario; and
demonstrated ability to conduct research, write reports and deliver the reports on time and on budget.
3.2.3. Role of Firm
The Firm will provide independent expertise and advice and shall:
guide, manage and monitor the progress of the capital needs assessment;
Kinoomaadziwin Education Body Needs Assessment Study RFP Page 8 of 12 identify and implement methods to engage and obtain feedback/involvement from the Participating First Nations and the Kinoomaadziwin Education Body;
prepare and execute a project communications plan to keep the KEB Board of Directors and Director of Education informed of the progress of the capital needs assessment;
prepare, provide and present a preliminary findings report to summarize key findings and key issues requiring consideration that will be included in the report;
prepare, provide and present a draft report to the KEB Board of Directors and to the KEB staff;
prepare a final report incorporating any changes after reviews of draft(s); and
present an overview of the needs assessment report, and recommendations, at a meeting of the Participating First Nations.
3.2.4. Deliverables
The following items shall be delivered to the KEB upon completion of the final report:
one (1) unbound copy of the final report, to include background, summary of engagement, capital needs and cost estimates and recommendations, etc.;
one (1) electronic copy of the above report in Microsoft Word;
all materials received and produced by the Firm in the undertaking of this project; and
in general, all reports and presentation materials shall be in a form and of a quality so as to be acceptable for reproduction and presentation, and shall be acceptable to the KEB Board of Directors. All information and files required to complete this project will become property of the KEB.
Kinoomaadziwin Education Body Needs Assessment Study RFP Page 9 of 12 3.2.5. Project Timetable
Activity Date Request for Proposal Issued September 18, 2020 Request for Proposal Closed October 13, 2020 Selection of Successful Firm November 5, 2020 Needs Assessment Commences November 2020 Preliminary Findings Report February 12, 2021 Submission of Draft Report 2 weeks in advance of Draft Report Presentation Presentation of Draft Report March 15, 2021 Final Report March 31, 2021
Note: although every attempt will be made to meet all dates, the KEB reserves the right to modify any or all dates at its sole discretion.
4.0 Information Required - Qualifications
Each Firm shall respond to each of the following questions in a clear and comprehensive manner.
a) Provide the full name and main office address of the Firm.
b) Identify when the Firm was organized and, if a Corporation, when incorporated and how many years engaged in providing this type of service.
c) Identify and set out the qualifications of any Firms or individuals that the Firm intends to subcontract, or otherwise use, to perform work on this project.
d) Describe the Firm’s specific and relevant experience related to the scope of this project.
e) Describe the Firm’s depth and resources that would also be available for the benefit of this project.
f) Describe the Firm’s understanding of the Project – Scope of Work and approach to complete the project, engagement and how it will achieve the timetable. Include innovative approaches that have been used in other organizational reviews to gain acceptance and allow for a better understanding of the project’s goals.
g) Set out the various components of the project including demonstrating how the project will be completed.
h) Identify the personnel who would take the lead position in this project and set out their particular qualifications and experience in carrying out this type of work. Kinoomaadziwin Education Body Needs Assessment Study RFP Page 10 of 12
i) Identify the amount of KEB staff time required.
j) Provide references from three (3) recent projects that relate to this project that the Firm has completed and, if not included in the foregoing, a reference from a First Nation regional organization in Ontario.
5.0 Information Required - Proposal
Each Firm must respond to each of the following areas in a clear and comprehensive manner.
a) Provide a confirmed price for the project and expected payment schedule (Appendix A).
b) Specifically identify any additional work or services that exceed the services requested herein and the associated costs thereof.
c) A detailed project schedule including timelines for each component of the project.
d) Complete “Appendix B – Detailed Components”
6.0 RFP – Submission Details
Event Detail Date Request for Proposal (RFP) Issued September 18, 2020 Submission Deadline 11:59:59 am (noon) October 13, 2020
Each Firm shall submit an electronic copy of the RFP no later than 11:59:59 a.m. (noon) on October 13, 2020 as follows:
Email Address: [email protected]
The cover page of any submitted proposal shall indicate "Request for Proposal – AES Capital Needs Assessment” together with the Firm’s name and delivery address. Any Proposals received after the above deadline not