Details

Key Contact: Julia Therrien, Acting Director of Operations at jtherrien@indigenousyouthroots.ca 

Deadline: November 7, 2024, at 9:00 AM ET

Delivery: PDF emailed to jessie@indigenousyouthroots.ca 

Description

Indigenous Youth Roots (IYR) invites your firm to respond to this Request for Proposals. IYR is seeking proposals from qualified consultants to lead the implementation of an Equity Audit and to create an accompanying report. It is anticipated that the Equity Audit Project will commence January 2025. The Equity Audit may take 3 to 6 months based on findings and project scoping during initial discovery phase.

The successful proponent must have recent experience and understanding of the non-profit sector in general as well as working with Indigenous organizations and governance structures. The successful proponent will also have experience in implementing Indigenous methodologies that center Indigenous world-views. They will also have experience in effectively conducting Equity Audit from initial planning, stakeholder and staff consultation,
document review and report building. The outcome is a guiding report that identifies and makes concrete recommendations to address inequities within the organization, its policies, procedures norms and practices.

Context

Since 2019 IYR has grown exponentially, focused-in on our programming scope and has experienced many stages of leadership change. To ensure our growth and change becomes transparent and equitable for all staff and participants we are inviting firms to submit a proposal to execute an Equity Audit and delivery an accompanying report to IYR. As a recipient of this document, your firm has been identified as a potential candidate to satisfy IYR’s requirements in this area, and this RFP is a tool to help us better understand your organization’s relevant capabilities.

Who We Are

Indigenous Youth Roots (IYR) is an Indigenous youth-led non-profit and registered charity (832296602RR0001). Formerly known as Canadian Roots Exchange (CRE), the organization was established in 2008 and renamed in 2023 to Indigenous Youth Roots to better reflect our vision, purpose and the work that we do.

IYR collaborates with communities from coast to coast to coast to provide programs, grants, and opportunities that are grounded in Indigenous ways of knowing and being and are designed to strengthen and amplify the voices of Indigenous youth aged 14-29. IYR envisions a future where Indigenous youth are empowered and connected as dynamic leaders in thriving and vibrant communities.

In the 2019 federal budget, the Government of Canada named IYR as a leading Indigenous Youth organization to take up TRC Call to Action 66 for reconciliation. To do so, the Government of Canada committed federal funding for a pilot project of $15.2 million over three years (2019/2020-2022/2023). As outlined in Budget 2019, the goal of the pilot project was to ensure “the voices of First Nations, Inuit and Métis are heard and to support Indigenous youth reconciliation initiatives.” Funding supported the establishment of a distinctions-based national network of Indigenous youth, helped ensure that the Government of Canada policies and programs are informed by the diverse voices of Indigenous youth, and provided support to community events, gathering for Indigenous youth and reconciliation-focused community-based activities.

In 2022, Crown-Indigenous Relations and Northern Affairs Canada (CIRNAC) committed $12.5M in funding over two years to extend IYR’s work on the TRC Call to Action 66 pilot project (2022/2023-2023/2024). Included in this contribution was support for the ongoing development of IYR as a leading national organization, funding to provide grants to youth-led groups and resources to continue to provide youth-led and youth-centered programming. Since its inception, IYR has grown exponentially with head offices in Toronto and Ottawa, ON and with over 50 staff members working remotely from coast to coast to meet the organization’s expanding mandate.

Our Guiding Principles

Centering Indigenous Youth perspectives, we have 7 deeply held principles that guide us in our work and in the way in which we relate to each other:

  • Solidarity
  • Innovation
  • Reclamation
  • Accountability
  • Resurgence
  • Advocacy
  • Reciprocity

Programs & Granting Opportunities

From providing funding that supports youth-led grassroots projects, to empowering policy and research initiatives, to facilitating programming focused on cultural revitalization and solidarity, IYR’s work is centered around providing Indigenous youth with the supports they need to lead the change they hope to see for their communities.

We engage youth leaders through programs such as:

  • Centre for Indigenous Policy and Research (CIPR): CIPR is a national centre that prioritizes policy development and research to support Indigenous youth in advancing their vision of meaningful reconciliation. They create space for new leadership and provide resources and tools for youth voices to create impactful change through innovative policy, research, and engagement programs and initiatives.
  • Creation Granting Program: Creation is a multi-level funding program that supports strengths-based, community-focused and youth-led projects taking place in communities across Canada. Grassroots youth groups/collectives (comprised of Indigenous youth ages 15-29) are eligible to apply for funding to support community programs and projects while receiving innovative mentorship, training and capacity-building opportunities.
  • Community Relations and Solidarity (CRS): CRS focuses on building and maintaining healthy relationships with the IYR community. CRS’s vision is to provide programs that harvest connections, create valuable opportunities for skills development, connection and growth and cultivate future leaders who are empowered and inspired. CRS houses two specific projects: solidarity programming and cultural and wellness.
  • Gatherings: IYR has run 9 National Indigenous Youth Gatherings, which bring together hundreds of Indigenous youth from coast to coast to coast to participate in youth-led programming, as well as build relationships and networks.

Governance Structure

IYR has begun to incorporate Indigenous governance processes into itsstructure. A national independent Board of Directors governs the business operations of the charity. The Community Advisory Circles (est. Fall 2021) are program-specific advisory boards that provide guidance on IYR’s charitable purpose and activities. The Board of Directors hires the Executive Director, who in turn is responsible for the hiring of senior management. Our Board of Directors is currently our membership

Scope of Work

It is expected that the consultant will be responsible for providing expert advice and facilitation throughout the project and the following deliverables at a minimum:

  • Document review of all relevant policies and procedures, with recommendations to policy/procedure development
  • Develop a culturally responsive process to cross-analyze the organization
  • Consultation with staff and stakeholders
  • A wholesome report with recommendations for implementation to improve equity at IYR

Proposal Requirements

Each proposal will include the following elements:

  • Executive Summary
  • Outline of the firm’s commitment to truth and reconciliation in Canada (Call to Action 92)
  • Outline of firms knowledge of Indigenous epistemologies and decolonized research and engagement methods, including data sovereignty
  • Understanding of Scope and Objectives
  • Audit Approach and Timelines
  • Experience and Qualifications of firm and proposed team, including 3 references and any history of work with Indigenous organizations or communities
  • Fee structure, showing cost breakdown
  • Draft Work plan

Fee Structure

The audit fees are to be specified by fiscal year together with a schedule of hourly rates for each of the audit staff participating in the audit. Rates for any additional services available are to be provided in the quotation. All prices bid shall include applicable taxes, insurance and all other charges of every kind attributable to the work. This is intended to be a fixed price contract with no extras unless specifically provided for otherwise in this RFP. All work required or desired under the terms of this RFP is to be included in the price and the price is not to be subject to adjustment, including due to unknown or undisclosed conditions, increasesin costs and taxes, cost of labour, unavailability of labour or materials, increases in cost of materials other than the changes in HST. We welcome any questions about our organization, our work, and our operations that might help your firm prepare a stronger proposal. Please contact Jessie Yusek at jessie@indigenousyouthroots.ca.

Proposal Evaluation and Selection Metrics

  • Quality of the submission: completeness, timeliness ofsubmission, and quality (5%)
  • Equity Audit approach and schedule: ability of the approach and schedule to respond to CRE’s organizational planning and fundraising needs (25%)
  • Firm and team quality and experience: necessary qualifications and knowledge and experience with Indigenous organizations, communities and charities and references. Provide 3-5 examples of projects in similar size and scope (15%)
  • Firm and team knowledge & experience: Incorporating a hybrid approach of Western & Indigenous epistemologies and decolonized research and engagement methods; including data sovereignty (15%)
  • Alignment with IYR mission and values: commitment to truth and reconciliation and ability to form a strong working relationship (25%)
  • Fees and pricing: cost effectiveness given the scope of work (15%)

Key Dates

Listed below are the important events and the target dates and times by which the events are expectedto be completed unless stated as must be completed elsewhere in this document:

  • Issue of Request for Proposals: September 27, 2024
  • Proponent’s Inquiries by October 4, 2024
  • IYR answers by the end of October 18, 2024
  • Due Date for Submission of Proposals November 4, 2024 @ 9:00am ET
  • Short list interviews with members of IYR Board of Directors & Executive Director week of November 18 & November 25, 2024
  • Acceptance of Successful Proposal, if any, by December 9, 2024

Closing Date & Time

Proposals, signed by the proponent’s authorized representative, must be received by IYR, not later than November 4, 2024 IYR will not accept submissions of any Proposals after the Closing Date and Time. Any submissions received after the Closing Date and Time shall be considered disqualified.

Standard Terms & Conditions

  1. As an Indigenous organization, we will only engage in relationships with vendors that align with our values in regards to the Truth and Reconciliation Commission’s Call to Action 92.
  2. Qualified persons of Indigenous ancestry will be given preference in accordance with s. 16(1) of the Canadian Human Rights Act.
  3. The submission of a proposal shall not in any manner oblige IYR to enter into a contract or to be responsible for the costs incurred by your organization in responding to this request.
  4. All proposals will become the property of IYR.
  5. Neither Indigenous Youth Roots (formerly Canadian Roots Exchange) nor its representatives bear any liability whatsoever regarding any costs or other burdens your firm may incur during the preparation, submission, and review of this RFP response.
  6. Once all proposals are received, they will be considered by IYR and it is anticipated that a vendor partner(s) will be selected, whom IYR will then consider a preferred vendor(s). The selection of the vendor(s) will be at the sole discretion of IYR. IYR reserves the right to retain more than one vendor for the various products/services contemplated by this Request for Proposal and to retain vendors other than those to whom the Request has been sent.
  7. Evaluation of vendor submissions will include a weighted scoring of qualitative criteria as outlined in the RFP document, as well as an evaluation of the financial aspects of the submissions. In the event of a tie score, the IYR proposal evaluation team will consider all available information, both tangible and intangible, and including but not limited to the information contained in the submissions, to arrive at a tiebreaking decision.
  8. Any vendor submissions that do not meet mandatory criteria will be disqualified.
  9. For the successful vendor(s), any or all answers and information contained within your proposal shall become part of the final agreement between your company and IYR.
  10. Conflict of Interest: By submitting a proposal, the vendor certifies that no known conflict of interest exists between the vendor, IYR, or any related party with respect to the work described herein.
  11. Agreement of Non-Disclosure: This document is considered to be proprietary and shall not be disclosed to any other party. It is designed, developed and submitted to potential partners of IYR solely for the benefit of IYR, along with our strategic partners.
  12. Bid Rigging: The respondent certifies that any submitted proposal has been arrived at independently from that of any other bidder. Furthermore, the prices in the proposal have not been knowingly disclosed and will not knowingly be disclosed by the respondent prior to or after the awarding of any preferred relationship, directly or indirectly to any other bidder or competitor.
  13. IYR reserves the right to engage or maintain vendors outside of the preferred vendor relationship.
  14. At no time shall anyone be contacted in regard to this RFP other than the above listed contact person.

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