REQUEST FOR PROPOSALS
Report Writing
Nunavut Tunngavik Incorporated (NTI) is Requesting for Proposals (RFP) from qualified proponents to compile and write an annual report on State of Inuit Culture and Society for 2018/2019, providing a twenty-five year overview between the periods of 1993-2018 focusing on whether Inuit self-reliance, social and cultural well-being have improved or declined since the signing of the Nunavut Agreement.
The annual report on the State of Inuit Culture and Society will be solicited under the direction of the department of Social Cultural Development at NTI.
Table of Contents
A. Instructions to Proponents
B. Terms of Reference
C. Fees and Expenses
D. Inuit Firm Bid Adjustment
A. Instructions to Proponents
1. Proposals must be received by NTI via email no later than 5 p.m. EST on March 19, 2021 at the following address:
Nunavut Tunngavik Inc.
Attention: Tina DeCouto
Director of Social and Cultural Development
Tel: (867) 975-7576
• The e-mailed proposal must be received on or before the closing date at the e-mail address stated in this RFP, including a subject line as: Status of Inuit Culture and Society Report.
• To ensure that the proposal is received before the closing date, it is recommended that it be sent by e-mail well in advance of the closing date, and that the proponent confirm receipt by return e-mail or by telephone inquiry.
NTI will not accept liability for any claim, demand or other actions for any reason should an e-mail transmission be interrupted, not received in its entirety, received after the stated closing time and date, or for any other reason.
4. NTI will not consider any proposal that:
• Is delivered after the closing date or time.
• Is delivered to any address other than that provided above.
After the closing date, only the identity and addresses of the proponents will be made public.
. Questions will be accepted until March 12, 2021 at 5 p.m. EST.6. This is an RFP: It is not a tender or an offer. NTI is not bound to accept any proposal or the proposal that provides for the lowest cost or price.
7. NTI has the right to cancel this RFP at any time and to reissue it for any reason whatsoever, without incurring any liability and no proponent shall have any claim against NTI as a consequence.
8. If a contract is awarded as a result of this RFP, it shall be awarded to the proponent who is most responsive and whose proposal provides the best potential value to NTI. A proponent who is “responsive” is one who best meets the requirements described in this RFQ and possesses the ability to perform fully the requirements described in the RFP.
9. The negotiation and execution of a written agreement shall constitute the making of a contract. No proponent shall acquire any legal or equitable rights or privileges whatsoever under this RFP until the contract is signed.
10. The contract will contain relevant provisions from this RFP, from the accepted proposal, as well as other terms that may be mutually agreed upon, whether arising from the accepted proposal or as a result of any negotiations. NTI reserves the right to negotiate modifications with any proponent who has submitted a proposal.
11. In the event of any inconsistency between this RFP and the ensuing contract, the contract shall govern.
12. Any amendments made by NTI to this RFP will be issued in writing and sent to all who have received the documents.
13. NTI is not liable for any costs of preparation or presentation of proposals.
14. An evaluation committee will review each proposal. NTI reserves the exclusive right to determine the qualitative aspects of all proposals relative to the evaluation criteria.
15. Proponents may amend their proposal up to the closing date and time by email. A proposal may not be amended after the closing date but may be withdrawn by the proponent at any time prior to acceptance.
16. NTI encourages the use of goods, services offered by Inuit Firms, labour and training of Inuit labour, and will be given preferential considerations to the above in any evaluation of a proposal.
17. A listing of Inuit Firms can be obtained online: https://inuitfirm.tunngavik.com
18. Proposals and accompanying documentation submitted by the proponent become the property of NTI and will not be returned. It is expected that a winning proposal may be identified by April 2, 2021 by 5 p.m. EST.
19. Proponents whose offers have been rejected will receive written notification within approximately ten business days of the selection.
B. Terms of Reference
Nunavut Tunngavik Incorporated is mandated, fulfilling the Nunavut Social Development Council’s role, to prepare and submit annual report on the state of Inuit culture and society for the year 2018/2019 (Article 32.3.4).
This RFP is to select a proposal that would assist NTI in fulfilling its’ obligation to publish an annual report on the State of Inuit Culture and Society (SICS Report), providing a twenty-five year overview between the periods of 1993-2018 focusing on particular themes of whether Inuit self-reliance, social and cultural well-being has improved or declined, in the following areas;
• Inuktut language,
• Inuit participation in the development of social and cultural policies, and the design of social and cultural programs and services,
• Inuit educational attainment, training and employment,
• Social and cultural indicators on education, health, justice system, child welfare, housing and economic status
The annual report should also contain an evaluation on whether the current governance structures effectively serve Inuit, and whether progress has been made to improve Inuit lives socially, culturally and economically as envisioned in Nunavut Agreement, and in accordance with their rights and expectations, including exploring alternative structures such as self-determination and self-governance.
Final specifications may vary. If the project differs from the description above, a final price will be renegotiated with the proponent upon notification of changes.
C. Tentative Schedule
The draft report must be completed by June 4, 2021 for NTI to review and provide feedback and provide a final report by September 30, 2021.
D. Bid Evaluation and Inuit Firm Adjustment
The proposals will be evaluated according to the following criteria:
1. Report development approach, work plan, project team’s knowledge and skill: 40%
2. Fees and expenses: 30%
3. Use of Inuit Labour: 20%
4. Proven ability to meet deadlines: 10%
Total: 100% (100 points)
1. Report development approach, work plan and project team’s knowledge and skill
The proponent must provide a complete outline illustrating the approach to report writing that demonstrates the following:
• Adherence to the terms and conditions of the RFP.
• An understanding of the report requirements and “deliverables.”
• An approach to the report writing that will meet the report requirements.
• Organizational and managerial competence.
• A detailed work plan, to include tasks to be completed, and project controls.
• References with respect to previously completed successful reports of a similar nature must be included, with contact information provided (names, addresses and telephone numbers).
The proponent must also address their specific qualifications, knowledge and experience that it believes make it the suitable candidate for the development of the report. The proponent is encouraged to include detailed qualifications of each team members who will work on the project.
2. Fees and Expenses
The proposal should provide an outline of the preferred billing arrangements and include a description of a standard invoice. The proposal must include a detailed statement of the charges to be incurred. Costs must be stated in Canadian funds.
3. Use of Inuit Labour
Contract proposal demonstrating the use of Inuit labour (directly or through sub-contractor) will receive up to 20 per cent of the overall available points. In order to receive the adjustment for use of Inuit labour, contract proposals must include details concerning proposed use of Inuit labour by the proponent and all sub-contractors. Additional reporting will be required from the successful proponent on the actual use of Inuit labour after the contract is awarded and failure to implement the proposed Inuit labour target may result in a penalty.
4. Ability to meet deadlines
The ability to meet all deadlines on the finalization of the report is critical. The proposal must demonstrate how the firm has consistently met all deadlines in the past and must provide two references.
E. Inuit Firm Adjustment
1. Inuit Firms, registered on NTI’s Inuit Firm Registry, will receive an adjustment (Inuit Firm Adjustment) of 15 per cent on the design and production costs component of the contract proposal (excluding GST and shipping).
2. Inuit Firms must provide details of their Inuit Firm status in order to receive an Inuit Firm Adjustment.
3. Pro-Rating of Inuit Firm Adjustment
Contract proposals must include details concerning all sub-contractors, including the fees and expenses attributable to the subcontractor. The Inuit Firm Adjustment shall not be applied to any portion of the contract proposal where the work is to be subcontracted to a non-Inuit firm. The Inuit Firm Adjustment may be applied to those contract proposals made by non-Inuit firms with respect to any portion of the contract proposal where the work is to be subcontracted to an Inuit firm.
