request for proposals - indigenous [email protected] proposals will be titled:...
TRANSCRIPT
Request for Proposals Inclusion Works ’15 ~ “Manage and Coordinate the National Aboriginal Recruitment Fair”
Reply to…
Subash Biswal, CFBO
Aboriginal Human Resource Council
708 - 2nd Avenue North Saskatoon, Saskatchewan S7K 2E1
aboriginalhr.ca
RFP – Manage and Coordinate the National Aboriginal Recruitment Fair 2
TABLE OF CONTENTS
Introduction .............................................................................. 3
Background ................................................................................ 3
Overview of Inclusion Works ’12 ................................................. 4
Budget ....................................................................................... 5
Contractor Tasks ........................................................................ 5
Proposal Terms .......................................................................... 7
Proposal Requirements ............................................................... 7
Proposal Evaluation .................................................................... 8
Proposal Submission ................................................................... 8
AHRC Rights ............................................................................... 8
Contract .................................................................................... 8
RFP and Project Schedule ........................................................... 9
Appendix 1: Program Architecture (Inclusion Works ’12) .............. 9
RFP – Manage and Coordinate the National Aboriginal Recruitment Fair 3
Introduction The Aboriginal Human Resource Council (AHRC) is asking for proposals to manage and
coordinate the 6th Annual National Aboriginal Recruitment Fair, a component of the
Council’s annual signature event Inclusion Works. On May 11-14, 2015 the Council will
hold Inclusion Works ’15 in Toronto. Employers participating in the recruitment fair
will have an opportunity to interview and make job offers to the Aboriginal graduates
selected for this event. A contractor is required to coordinate and manage this event
component.
For this proposal the Council is seeking a company with experience and expertise in
both Aboriginal recruitment and in managing recruitment fairs.
By October 3, 2014 proposals are to be submitted to:
Subash Biswal, CFBO
Aboriginal Human Resource Council 708 - 2nd Avenue North
Saskatoon, Saskatchewan S7K 2E1 [email protected]
Proposals will be titled: “Inclusion Works ’15 ~
“Manage and Coordinate the National Aboriginal Recruitment Fair”
Background The Aboriginal Human Resource Council was formed in 1998 as a national non-profit
organization. Today, as a thriving social enterprise, we are a national Canadian
based organization with a mandate to advance the full participation of Aboriginal
Peoples and Indigenous Peoples in the economy.
Our products, services and networks are designed to help large organizations
understand the value of inclusion while advancing workplace strategies. Our
partners build workplaces of inclusion that position them as employers-of-choice for
Aboriginal workers, while building partnerships that work with the Aboriginal
community. Our programs also help members of the Aboriginal community obtain
essential skills, design a career path and connect to employers.
We pursue our mandate and conduct our business through connections, partnerships
and mutually beneficial solutions that build bridges between the business, union,
Aboriginal talent, educational institutes, government and Aboriginal communities.
RFP – Manage and Coordinate the National Aboriginal Recruitment Fair 4
We have a proven track record as an ISO 9001:2008 accredited organization, we are
proud to deliver service excellence and leadership in Aboriginal workplace inclusion.
Our primary market is middle and senior managers working in larger companies as
well as education, government, labour and Aboriginal organizations. We have
customers in Canada and international markets. Many of our clients work for
organizations that have invested in the Council as partners through our Leadership
Circle partnership program. These Leadership Circle partners are the companies for
whom this national Aboriginal recruitment fair is being organized.
Overview of Inclusion Works ’15 & Recruitment Fair
The date and location for Inclusion Works ‘15 has been set for May 11-14, 2015 at the
Sheraton Centre Toronto located at 123 Queen Street W, Toronto, ON.
Inclusion Works ‘15 has set high standards to bring participants and attendees first-
rate interactive engagement, presenters and information that will help transform their
workplace into a dynamic driver of Aboriginal employment and economic growth.
Inspiring keynote thought leaders will join the cast of experts to captivate
participants’ attention, challenge thinking and advance insights into the business case
and opportunities for success through inclusion. A new Awards Luncheon will be
hosted on 14th May to recognize companies and their inclusion practices. An overview
of the program architecture is attached as Appendix 1. This is a preliminary program
overview and subject to refinement.
Recruitment Fair
The National Aboriginal Recruitment Fair was first launched in 2009. This event
provides ‘career candidates’ with a life-changing leadership skill-build and
recruitment fair. The event will bring together top Aboriginal post-secondary
graduates (engineers, nurses, marketers, accountants, HR practitioners, writers,
trades people, etc.) from all parts of Canada, together, to meet with leading
employers of inclusion that want to hire them.
Inclusion Works ‘15 will feature an on-site recruitment fair similar to the format used
in past years. The contractor will also help organize pre-event webinars to connect
our employer partners with the career applicant pool. These webinars are educational
forums to provide more information on industry and company profiles and
opportunities (ie financial sector, technology sector, mining sector etc.). The Council
will offer webinar opportunities to mentor the candidates and familiarize employers
with candidates in the weeks leading up to the event.
RFP – Manage and Coordinate the National Aboriginal Recruitment Fair 5
We expect up to 30 employers to participate in the National Recruitment Fair. The
contractor will work with the recruitment fair personnel from each company to
address issues and concerns. We will work with the contractor to use technology (ie
webinars) to better prepare recruiters for a productive event.
Budget Interested parties are requested to submit a budget for this project indicating fees and expenses to undertake the required work in the range of 20-25k plus applicable taxes. The travel expenses to and from IW ‘15 in Toronto will be paid by the Council.
Contractor Tasks The following tasks would be required by the contractor in order to effectively manage
and coordinate the National Aboriginal Recruitment Fair component of Inclusion Works
‘15 which will be held in Toronto from May 11-14, 2015 at Sheraton Centre.
Prepare employer and candidate profiles;
Implement the communication strategy and practices to effective reach career
candidates and employers;
Engage employers (i.e. LC partners who sign for Recruitment Fair Booths ) to
determine their needs as to candidates’ skills and experience requirements
and/or job requirements;
Screen the candidate pool by downloading resumes, interviewing the
candidates via short phone interview;
Create a pool/database of Aboriginal candidates (screening in a general pool of
candidates that meet the selection criteria);
Make final selection of graduates (i.e. those identified to participate in the
recruitment fair based on employers’ job/profile needs and review of
applicants selected by the employers);
Advise graduates and employers as to final selection decisions;
Assist with employer participation in the recruitment fair (logistics, preparation
etc);
Develop recruitment fair timetable, plan and agenda;
RFP – Manage and Coordinate the National Aboriginal Recruitment Fair 6
Liaise with graduates and employers to ensure that the event is well
coordinated;
Develop a booklet containing the names and credentials of all graduates that
have been “screened in”. (i.e. this includes those that have met the general
selection criteria as well as those ultimately chosen to attend the recruitment
fair and participate in interviews). This proprietary material is intended for
Council employer partners.
Work with employers and graduates to schedule interviews on the day of the
event
Attend the event (be on-site for the recruitment fair).
Organize and attend webinars for mentoring the selected candidates
Coordinate travel plan of candidates with Flight Centre, council’s travel
consultant
Organize and attend an orientation/skill build session for candidates (on the
day prior to Inclusion Works recruitment fair). This will consist of interview
skill-building information and other related “career success” programming (e.g.
motivational speaker, “dress for success”, tips etc.);
Provide support to graduates and employers on the day of the recruitment fair;
Conduct post telephone interviews and a web survey with employers and
graduates to ensure that their experience with the recruitment fair met their
needs;
Produce a final report with recruitment fair results.
Participate in a post event de-brief
As to project scope, it may be anticipated that the following targets will be achieved:
300-400 -- general pool of Aboriginal candidates from across the provinces and
territories
20-30 -- employers participating in the recruitment fair
Approximately 50-100 Aboriginal career candidates will participate in the
recruitment fair
It will be noted that the Council has held national Aboriginal Recruitment Fairs at each
of Inclusion Works since 2009. It has information about the success factors of these
RFP – Manage and Coordinate the National Aboriginal Recruitment Fair 7
fairs which it will share with the contractor selected for this project. The objective is
to build on previous successes and strategies.
Proposal Terms In submitting your proposal, your company is implicitly agreeing to the following terms:
Use of Vendor Response in Contract – Any part or parts of the selected vendor’s proposal may be used in, attached to, or referenced in the final contract. In addition, any correspondence between AHRC and the selected vendor may be used in, attached to, or referenced in the final contract.
Confidentiality – This RFP, in its entirety, is considered confidential. The information contained within the RFP is for the exclusive use of AHRC and the vendor who has received it. Any other use or distribution is prohibited without written authorization from AHRC. AHRC will only use the information in this proposal for the purposes of the selection process and will not distribute this information to any other parties without the express written consent of the proposing vendor.
Full Responsibility – The vendor agrees to act as the prime contractor for the delivery, implementation, and support of the project.
Proposal Requirements To facilitate ease of evaluation by our evaluation team, and to ensure each proposal receives full consideration the following information is requested. Submissions will be made by email in pdf format and must include, but are not limited to, the following components:
Phases and specifications outlined in Contractor Requirements above.
Description of work plan and critical path: Full details describing the general
approach or development strategy, with time frames and explanations of how
the RFP requirements will be achieved.
Identified risks and risk management plan.
Project management methodology.
Description of the contractor’s work in related areas.
Clear evidence of an understanding of the goals and challenges of a national
event/national recruitment fair.
Team profile: An overview of the team’s services and relevant experience.
Project Costing: A breakdown of the costs associated with the project, for
example: labour, equipment, materials/supplies, subcontracts and
assignments, travel, taxes and incidentals.
RFP – Manage and Coordinate the National Aboriginal Recruitment Fair 8
Proposal Evaluation We will review incoming proposals using the following evaluation framework
Understanding of our needs (10%)
Company information. Provide a description of your company and key team
members involved to deliver the work for the event and identify contingency
plans if key team members become unavailable (20%)
Methodology – including work plan, timelines, methodology, identified risks and
risk management plan (25%)
Related experience. Provision of three projects completed by the contractor.
Projects will be rated based on relevance budget and reference check. Project
summaries should not exceed one page and should include the client name,
phone number and email address (35%)
Financial proposal (10%)?
Proposal Submission
By October 3, 2014 an electronic copy of the proposal must be received by:
Subash Biswal, CFBO
Aboriginal Human Resource Council
708 - 2nd Avenue North
Saskatoon, Saskatchewan S7K 2E1 [email protected]
AHRC Rights The Aboriginal Human Resource Council (AHRC) reserves the right to:
reject any or all proposals received
accept any proposal in whole or in part
verify any or all information provided in the project proposals
Contract
The contract to be entered into between the preferred vendor and AHRC shall be
finalized with the vendor by the AHRC and shall contain AHRC standard terms and
conditions. If, in the opinion of AHRC, it appears that a contract will not be finalized
with the preferred vendor within ten days, negotiations with other vendors submitting
responsive proposals may be undertaken. The RFP and the proposal shall form part of
the contract.
RFP – Manage and Coordinate the National Aboriginal Recruitment Fair 9
RFP and Project Schedule RFP Issue Date September 22, 2014
RFP Closing Date October 3, 2014
Expected Date of Contract Award October 10, 2014
Event promotion to Candidates and Employers October – January
Continue to invite applications from Aboriginal graduates January to February 2015
Continue to work with companies to identify their job
postings/graduate needs
January to March 2015
Last day for grads to apply for Recruitment Fair Feb 28, 2015
Intensive matching of grad applications with company needs March 1-March 20, 2015
Final selection of Candidates Outside date of April 3, 2015
Webinar for mentorship and employer showcases March and April, 2015
Selecting, finalizing and coordinating career candidates and
employers
April 2015
Inclusion Works May 11-14, 2015
Follow-up with companies/Candidates June 19, 2015
Contract wrap up June 26, 2015
Empowering Performance Preliminary Program
Sheraton Centre Hotel, Toronto May 11 to May 14, 2015
Monday, May 11
Time Activity
1 pm - 2 pm Registration for Grads
2 pm - 9 pm Leadership Skill Build and Ice Breaker Dinner for grads only President’s Welcome –Kelly Lendsay, President and CEO, Aboriginal Human Resource Council
Tuesday, May 12
Time Activity
7 am - 12 pm Recruitment Fair set-up
7 am - 10:30 am Exhibitor set-up
7:15 am - 8:45 am Registration for Grads and Recruiters
8 am - 9 am Breakfast for Grads and Recruiters
9 am - 12 am Grad Skill Build Session
11 am - 4 pm Registration for Delegates
11 am - 4 pm Employer Showcase and Internet Café Open
12 pm - 1 pm Luncheon for Grads and Recruiters
12 pm - 1 pm Bagged Lunch in Employer Showcase (for all who are not involved in Recruitment Fair)
RFP – Manage and Coordinate the National Aboriginal Recruitment Fair
1 pm - 2:30 pm Showtime! Video Screening & Discussion
2 pm - 4 pm Local Schools and ASETS Visit Employer Showcase
2 pm - 5:30 pm Recruitment Fair Interviews
2:45 pm - 4:30 pm Onsite Concurrent Interactive Cultural Learning Sessions (choose 1 of 3)
2:45 pm - 4:30 pm Optional Visit Employer Showcase for Delegates
6:30 pm - 9 pm Spring Festival
Wednesday, May 13
Time Activity
7:15 am - 4:00 pm Registration
7:30 am - 8:30 am Breakfast in Employer Showcase / Internet Café
8:30 am - 9:00 am Opening Prayer / Welcome / Greetings Empowering Performance at IW’15 Thought Leader: Kelly J. Lendsay, President and Chief Executive Officer, Aboriginal Human Resource Council
9:00 am - 9:45 am Opening Plenary
10 am - 11 am Concurrent Management Learning Sessions (choose 1 of 4)
11:15 am - 12 pm Plenary
12 pm - 12:30 pm Networking time in the Employer Showcase
12:30 pm - 2 pm Lunch and Thought Leader
2 pm - 2:30 pm Networking Time in the Employer Showcase Area
2 pm - 5:30 pm Recruitment Fair Interviews
RFP – Manage and Coordinate the National Aboriginal Recruitment Fair
2:30 pm - 3:30 pm Concurrent Management Learning Sessions (choose 1 of 4)
3:30 pm - 3:45 pm Transition time between sessions
3 pm - 4:30 pm Local Schools and ASETS Visit Exhibit Area
3:45 pm - 4:30 pm Concurrent Management Cracker Barrel Sessions (choose 1 of 4)
6 pm Delegates on their own for dinner and evening
Thursday, May 14
Time Activity
7:30 am - 12 pm Registration
8 am - 9 am Breakfast in Employer Show-Case Area / Internet Café
9 am - 10:15 am Management Learning Sessions (choose 1 of 4)
10:15 am - 10:30 am Transition time between sessions
10:30 am - 11:30 am Plenary - Thought Leader
11:30 am - 12 pm Visit Employer Showcase and Networking Break
12 pm - 2:30 pm Luncheon and Inclusion Awards Presentations
2:30 pm - 3:30 pm Closing Plenary Thought Leader
3:30 pm - 4 pm Wrap-up, Employer Show-Case Draw for Prizes and Closing Prayer Wrap-Up: Kelly J. Lendsay, President and Chief Executive Officer, Aboriginal Human Resource Council