KITIGAN ZIBI ANISHINABEG P.O. Box 309, Maniwaki, QC J9E 3C9 Tel: (819) 449-5170 Fax: (819) 449-5673

REQUEST FOR PROPOSAL

TERMS OF REFERENCE

SETUP AND STRUCTURING

OF

KITIGAN ZIBI ANISHINABEG COMMUNITY TRUST FUND ____________________________________________________________________________________

1. .BACKGROUND

Kitigan Zibi Anishinabeg (KZA) is a First Nation community adjoining the Municipality of Maniwaki, Quebec, which is situated approximately 130 kilometers north of Ottawa/Gatineau. The community was established in 1853 and is the largest of the eleven Anishinabe Algonquin communities registered under the Indian Act in Canada. It covers 21,020 hectares of reserve lands. As at 2017-11-01, it had a total registered population of 3,288 members of which 1,681 reside off-reserve. The area occupied by the Town of Maniwaki located south of the Desert River was developed on lands that were originally part of the Desert River Indian Reserve in 1853 which is now known as the Kitigan Zibi Anishinabeg First Nation. These municipal occupied lands were included in historical land transactions which are currently subject to specific land claims by Kitigan Zibi Anishinabeg (KZA). Six (6) of those claims were settled in 1988, 1996 and 1999 respectfully. There are currently twenty-nine (29) other claims from KZA in the specific claims process, of which two (2) are currently subject to negotiations. It is expected that the final compensation settlement of these specific land claims with Canada may amount to over $100 million. As such, it is the intention of the Kitigan Zibi Anishinabeg to deposit these particular land claim settlement monies and any other Capital and Revenue funds in trust with Aboriginal Affairs into a community managed trust fund generating the best possible return on capital and revenues while preserving capital over time and to be used for the sole benefit of the community and its members for generations to come. In this regard, in anticipation of receiving these settlement moneys, KZA must ensure that a trust fund be established as soon as possible with a clearly defined vision, objectives, policies and procedures in consultation and in accordance with the collective wishes of its community members, as beneficiaries of the trust fund.

2. MAIN OBJECTIVE OF THE TRUST FUND

The main objective of the Trust Fund shall be to provide a secure source of revenues for the overarching long term purpose of benefitting the community and the collective wellbeing of its members. To be determined through community consultation, the specific purposes of the trust may place particular focus on: a) Acquisition of land to establish an urban Reserve in the Ottawa/Gatineau region; b) financing public infrastructure and capital projects benefitting the community; c) financing affordable housing for residents of the community; d) ensuring sustainable economic and business development in the community; e) providing education and capacity building for beneficiaries; f) providing health and social services; g) protecting and promoting Anishinabe Algonquin culture and language retention h) supporting sports and recreation programs; i) providing assistance to members who wish to pursue a traditional way of life on the land; j) financing any other specific purposes deemed in the best interest of the community and its citizens

as identified through community consultation. Paramount to the above noted main objective and potential focus areas are three (3) basic premises: a) Independence, Transparency and Accountability: Once implemented, the Trust Fund and

its Trustees must be independent and at arms-length from any KZA political and/or governing structures and/or institutions and/or individuals (i.e. Band Chief and Council, Boards, Committees, Corporations, etc.) and be transparent and directly accountable to the community and its beneficiaries.

b) Capital Preservation: The initial constant value of any capital deposited in the fund must be preserved in current dollars over time to ensure that future generations continue to benefit from the land claim settlement taking into account the impact of inflation on constant dollars.

c) Investment Policy: The fund portfolio must be invested in secure investments providing the best possible rate of return while never putting at undue risk the fund’s initial constant value capital adjusted for inflation to current dollars over time.

3. SCOPE OF WORK

Kitigan Zibi Anishinabeg (KZA) seeks a qualified multi-disciplinary professional accounting, financial, management consulting and/or legal firm to work with its Chief and Council, personnel, community members and various stakeholders in order to provide expert opinion and services on the most appropriate legal structure, jurisdiction, corporate governance and operational structure for the Trust Fund and to assist in its implementation. Non-exhaustive components of the project are summarized as follows: a) Task I: Strategic Review & Consensus

Undertake with KZA leadership and management a strategic review of the project and obtain community membership consensus agreement through public consultation on the Fund’s: Vision and mission; Clear and realistic set of goals and objectives Qualifying beneficiaries Specific purposes of the Trust Fund Qualifying uses and preferred Methodology to be used for disbursement of funds Duration of the trust Fund; Method of selecting Trustees, qualifications, duration Roles and responsibilities of key stakeholders (including Trustees); Assessing legal, financial, and skills requirements.

b) Task II: Program Development

Define / recommend:

Eligible and non-eligible beneficiaries of the Trust Fund; Specific purposes of the Trust Fund Eligible and non-eligible uses of the Trust’s funds; Eligible and non-eligible borrowers/grantees Other eligible users and/or exclusions

c) Task III: Capital Planning

Perform the following tasks:

Recommend appropriate funding mechanism(s) for the Trust Fund to ensure long term capital preservation;

Identify /recommend and model long-term sources of revenue for the Fund; Review Trust Income Tax rules and make recommendations for tax planning purposes; Recommend an appropriate investment mix (i.e. overall mix or combination of the

various investment vehicles, such as stocks, bonds, loans, etc.) of the initial Trust Fund portfolio taking into account KZA historical and current investment risk tolerance as a First Nation Government.

Recommend specific purposes for which the trustees can disburse part of the trust fund Produce projections of the administrative and operating expenses for the Start-up and on-

going Management of the Trust Fund (5 year horizon).

d) Task IV: Governance structure

Recommend an appropriate legal vehicle, ensuring independent and arms-length oversight of the Trust Fund through a board of trustees or directors;

Propose an organizational and staffing structure that meets foreseeable needs; Define number and required qualification of Trustees, method of selection, appointment,

removal and/or replacement; Powers that the trustees are permitted (or not) to exercise. Define Staff and required qualifications; Define roles and responsibilities, lines of authority, bench marking, reporting,

transparency and accountability structures including auditing; Suggest the number and type of skills needed,

e) Task V: Terms of Indenture, Policies & Procedures

Perform the following tasks:

Draft of the Terms of Indenture; Draft trust fund policies; Draft of procedures/operating guidelines, codes of conduct, and appropriate terms of

reference. Procedures to address any future variations of the Term of Indenture Procedures for dispute resolutions Policies and procedures for trustee, remuneration and trust fund management expenses.

f) Task VI: Establishment of the Fund

Perform the following tasks:

Hold a key decision meeting with KZA Chief and Council and management to review the feasibility study, recommendations as well as all draft policies and procedures;

Prepare a time-line roadmap of next steps and other implementation arrangements and corresponding budget;

Presentation to community members of the recommended Trust Fund Draft Chief and Council resolutions approving the establishment of the Trust Fund,

structure, policies and procedures; Assist KZA in registering and/or filing appropriate documents to legally establish the

Fund where appropriate. Assist KZA in the election/appointment of trustees on the Board of Trustees; Assist KZA in the selection and set-up of appropriate office space; Assist KZA in the selection of Trust Fund staff; Assist KZA in the selection of a independent Financial Information Management System; Assist KZA in the selection of a financial institution and/or investment management firm.

g) Task VI: Launch of the Fund

Assist KZA staff by:

Preparing a Trust Fund Information Package Launching the Trust Fund - including a kick-off meeting, press releases, community

information campaign; Establishing a Training Program for Trustees and Trust Fund personnel.

4. METHODOLOGY

The Consultant shall compile best practices regarding Trust Funds in Canada and in particular regarding First Nation land claim Trust Funds. Consideration should be given to best practice regarding, amongst others:

Consultation and effective community involvement; Defining mission / vision Defining roles and responsibilities of key stakeholders Assessing legal and financial requirements Assessing skills and capacity requirements Drafting required policies and procedures for the Trust Fund’s governance and operations Ensuring Trust Fund’s transparency and accountability (i.e. Reporting, frequency, auditing,

etc.). The consultant will be expected to employ sound scientific, analytical and acceptable methodology and work plan in carrying out the study including but not limited to the following:

Review and analysis of relevant KZA documents on the subject including the terms and conditions of the land claim settlement(s);

Consultation and/or interview with Chief and Council, key management personnel, community members and other stakeholders, whose input is then to be to synthesized into recommendations on a suitable model for the KZA Community Trust Fund;

Training and transfer of skills. The consultant may further elaborate and/or supplement the Terms of Reference and Scope of Work so as to ensure the achievement of the main objectives of the project.

5. PROJECT EXPECTED DELIVERABLES

The consulting firm shall also submit regular progress reports to KZA Chief and Council. This will be undertaken in the following stages and services rendered will be paid according to deliverables as follows:

STAGE DELIVERABLE PAYMENT

Stage 1: Mobilization Consulting firm to mobilize its team 10%

Stage 2: Diagnosis Phase

An inception report containing: A Statement of Purpose for the KZA Community Trust

Fund; A summary of best practices regarding FN Community

and/or Land Claim Settlement Trust Funds; An assessment of resources, technical capacities, and

policy gaps to be addressed in the setup of the KZA Community Trust Fund

A Preliminary Project Plan with milestones and Budget

10%

Stage 3: Feasibility Phase

1) Detailed Implementation Plan with milestones and Budget

2) Detailed feasibility report summarizing: Strategy; Legal and governance framework; Operational structure – including identification of

funding mechanisms, sources of revenues, recommended programs/uses of funds;

Staffing and skills necessary for an effective, well-managed Trust Fund;

Financial model (incl. 5-year balance sheet, profit and loss statement and cash flow projections for the Fund)

3) Approval of above Plan, Budget and Feasibility Report by Chief and Council as demonstrated by a Band resolution

25%

Stage 4: Documentation

Drafts of the following documents (French and English): Trust structure, instrument and provisions or any other

appropriate documents to legally establish the Fund Trust Fund Policy documents; Operating guidelines/procedures Board of Trustees and Trustee Terms of Reference

20%

Stage 5: Establishment of the KZA Community Trust Fund

Legal formalization of the Fund as demonstrated by Chief and Council approval by Band resolution of: Trust structure, instrument and provisions or any other

appropriate documents to legally establish the Fund Trust Fund Policy documents; Operating guidelines/procedures Board of Trustees and Trustee Terms of Reference

20%

Stage 6: Launch the KZA Community Trust Fund

Launching of the Fund as demonstrated by: Election/appointment of Trustees Staffing and opening of an operational office Production of an Information Package (French and

English) describing the Fund and its purpose Kick-off meeting and public information campaign

(French and English)

15%

6. DURATION

The consulting work is expected to span over a period of six (6) months beginning 2018-04-01 to 2018-09-30 or beginning from the date of contract signature, whichever is the later. Services provided will be broken down into preparation and desk work, data collection and analysis, preparation, review and sign-off of required documents. However, subject to a complete performance review, availability and the circumstances prevailing at that time, an extension to the contract may be considered.

6. LOCATION AND LANGUAGE OF WORK

During the project implementation period, the consultant will be provided with operational office space in Kitigan Zibi, Québec, as required in accordance to the Project Plan Schedule. The working language in Kitigan Zibi is mostly English as it is exempted as an Indian Reserve from the application of “La Charte de la Langue Française” of Québec. Thus, all correspondence and reports between KZAFN and the consulting firm must be presented in English. However, all working documents to be used by Trust Fund Trustees and/or employees and all those for public dissemination must be provided in both French and English. Examples are: a) the Trust structure, instrument and provisions to legally establish the Fund; b) Trust Fund Policy documents and Operating Guidelines/Procedures; c) Board of Trustees and Trustee Terms of Reference. d) All publicly distributed materials (i.e. survey questionnaire, trustee election ballots, etc.) e) Information Package and the public information campaign f) Training program Any required Anishinaabemowin (i.e. Anishinabe Algonquin language) translations, whenever needed, will be the responsibility of Kitigan Zibi Anishinabeg First Nation.

7. PROJECT MANAGEMENT AND KZA MAIN CONTACT DURING PROJECT

1. The selected Consultant will report directly to Chief and Council;

2. A Project Steering Committee will be established by Chief and Council to oversee the day-to-

day supervision and monitoring of the assignment on an on-going basis.

The Role of the Project Committee is as follows: Act as a liaison between Chief and Council and the Consultant; Ensure that the outputs and deliverables are consistent with the overall objectives of the

assignment; Ensure the appropriate reviews and resolutions of issues encountered during the lifespan

of the assignment; Verify that the required approvals and directions for the assignment are obtained at every

stage of the assignment; Review recommendations and documents submitted by the consultant; and Make appropriate presentation and recommendations to Chief and Council with, as

required, the assistance of the Consultant.

3. Subject to change, the Project Steering Committee will comprise of the following six (6)

individuals:

One Member of KZA Band Council; Community Services Director/Comptroller; Human Resources Coordinator; Director, Education/School Sector, Director, Health and Social Services; and Chief of Police

Committee members will elect a person amongst themselves to serve as Chair of the committee. This person will serve as the consultant’s main contact during the project.

8. BIDDING GUIDELINES

The consulting work shall be carried out by an established multi-disciplinary professional consulting firm either in the fields of accounting, finance, management and/or law. The individual consultants assigned to the project by the consulting firm must have demonstrated experience in:

Structuring and successful implementation of trust funds or foundations; Providing administration, finance, accounting and/or legal services in a First Nation

environment; Institutional capacity building.

Moreover, assigned consultants to the project must have:

Education to university degree standard in relevant disciplines (e.g. Financial Management, Administration, Finance, Marketing, Project Management and/or Law);

Excellent written and oral communication skills in French and English and the ability to prepare and synthesize lengthy and complex documents;

Proven leading and interpersonal skills and ability to work in a multi-cultural, multi-ethnic and multi-agency environment with sensitivity and respect for diversity;

Ability to handle effectively multiple tasks without compromising the quality and respect of deadlines;

Ability to actively seek and improve services, offer new and different options/initiatives to solve problems/meet client needs, promote and persuade others to consider new ideas.

While the consulting firm will be expected to provide at least two (2) individual consultants with experience in different aspect of the assignment, additional professional and/or support personnel may be added to the proposal as deemed necessary by the consulting firm. The consulting firm must provide all the supporting information/documents as proof of their firm expertise in the area under consideration. Thus, in addition to the Financial Proposal, the bid must contain the following technical parts:

a) Background/Administrative information concerning the consulting firm including: Name of consulting firm, full address, telephone and fax numbers and e-mail address; Legal status; Physical address; Date of establishment or registration; Details of the organization structure.

b) List of references

A list of clients to whom the consulting firm has provided similar services in the last three (3) years.

c) Technical content of the bid

This would include: Detailed CV of the proposed team of consultants - key information should include

education, professional designation, number of years of experience and degree of responsibility held in various relevant projects during the last five years - as well as an explanation of the nature and extent of their availability for the proposed consultancy;

Description of relevant professional experience emphasizing their experience relevant to areas as explained above;

Description of the consulting firm proposed work programme, methodology, execution plan, staffing and monitoring for undertaking the assignment.

Interpretation, comments or suggestions to the Terms of Reference and/or Scope of Work;

9. FINANCIAL PROPOSAL

a) Total Professional Fee (Excluding any applicable taxes)

TITLE HOURS RATE ($) TOTAL ($)

Partner

Manager

Project Leader

Professional Staff

Support / Clerical Staff

Others (Describe)

FEE: Grand Total

b) Other related expenses (Excluding any applicable taxes)

DESCRIPTION NUMBER RATE ($) TOTAL ($)

Travel (*)

Meals (*)

Daily Allowance (*)

Accommodation (*)

Other (Describe)

OTHER EXPENSES: Grand Total

(*) In conformity with Kitigan Zibi Anishinabeg Travel Directives

Full details of the proposed price for the project must be stated in Canadian dollars. All costs associated with the consultancy services should be indicated – including: professional fee, travel allocations and reimbursable expenses (e.g. Travel, accommodation, meals, etc..). If appropriate, these expenses should be broken down. Personnel fringe benefits and Head office overhead charges are to be included as part of the professional fee submitted. It is to be noted that all services and products delivered on Kitigan Zibi Anishinabeg territory are tax exempt being an Indian Reserve under the Indian Act. Nonetheless, if applicable, the Financial Proposal should clearly indicate as separate amounts: taxes, duties fee, levies and other charges imposed under the law on the consulting firm, its sub-consultants and/or personnel.

10. KZA CONTACT PERSON

Questions regarding this Request for Proposals (RFP) may be directed to the following person:

Chief Jean-Guy Whiteduck Telephone: 819-449-5170 Fax: 819-449-5673 E-mail: ogima@kza.qc.ca Or Sandra Commanda, CAFM Community Services Director/Financial Comptroller

Telephone: 819-449-5170 Fax: 819-449-5673 E-mail: scommanda@kza.qc.ca

11. GENERAL INFORMATION FOR RESPONDING TO THE REQUEST FOR PROPOSAL

a) Proposals should address at a minimum the information requested in “Section 8 – Bidding

Guidelines” taking into consideration the scope of the work to be performed. Respondents may include, if needed, relevant attachments or exhibits. Responses should be presented in a clear and concise format.

b) Kitigan Zibi Anishinabeg reserves the right to accept or reject any and all proposals and to use any suggestions and/or ideas in a proposal regardless of whether or not that proposal is selected. Submission of a proposal indicates acceptance by the firm of the conditions contained in this request for proposals unless clearly and specifically noted in the proposal submitted and confirmed in a contract between KZA and the firm selected.

c) A selection committee will be involved in the proposal review process. The committee will consider a variety of factors in recommending the selected firm to the Kitigan Zibi Anishinabeg Band Council, including evaluating the proposals for compliance with the requirements of the RFP. The following are several of the criteria to be used of which the relative importance is not determined by the order shown:

Overall quality of the technical aspect of the proposal (i.e. Presentation, methodology,

coherence, etc.) Consulting firm track record structuring and successful implementation of trust funds

and/or foundations; Quality of the consulting firm proposed work programme, methodology, execution plan

and milestones, staffing and monitoring for undertaking the assignment Experience in institutional capacity building Quality / Qualifications of the proposed project team; Project team experience in providing administrative, financial, accounting, legal and/or

similar trust fund implementation services particularly in a First Nation environment; Project team experience in drafting policies and procedures; Demonstrated inter-personal skills, tact and judgment and ability to work in a multi-cultural

multi-disciplinary environment without compromising quality and deadlines.

Financial Proposal d) During the evaluation process KZA reserves the right to request additional information or

clarifications from firms submitting proposals or to allow corrections of errors or omissions.

12. ACCEPTANCE OR REJECTION OF PROPOSALS

KZA reserves the right to reject any or all proposals, to waive any irregularities in the request for proposal, and to accept or reject any item or combination of items. By requesting proposals, KZA is in no way obligated to award a contract or to pay expenses of the proposing firms in connection with the preparation or submission of a proposal. Furthermore, KZA reserves the right to reject any and all proposals prior to the execution of the contract, with no penalty to Kitigan Zibi Anishinabeg.

13. SUBMISSION OF PROPOSALS

A hard paper copy of the Technical and Financial proposal along with an electronic copy (i.e. USB Flash Drive) must be sent by mail or courier in a “Confidential” sealed envelope and received no later than Friday, March 2, 2018 16:00 (Eastern Time) to the attention of:

Kitigan Zibi Anishinabeg First Nation Community Trust Fund Proposal c/o Debbie Whiteduck Assistant Community Services Director P.O Box 309 Maniwaki, Quebec, J9E 3C9

The bid proposal shall remain valid for ninety (90) days after submission date. During this period, the consultant is expected to keep available the professional staff proposed for the assignment. Kitigan Zibi Anishinabeg will make best effort to complete contract negotiations within this period.

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SPECIAL PRICES for SENIORS (65 yrs. Over)

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