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Request for Proposals

HOSTING OF THE 5TH ANNUAL YOUTH SYMPOSIUM ENVIRONMENT

The Ontario First Nations Young Peoples Council (OFNYPC) is mandated to host an annual youth symposium and is an excellent opportunity for youth to network and learn from one another regarding issues they face.  The theme for the 2007 Youth Symposium will focus on the Environment. 

Interested First Nations youth groups in Nishnawbe Aski Nation are encouraged to submit a written proposal to bid for hosting the 5th Annual Youth Symposium.  In an effort to assist with bid submissions, the attached background information on OFNYPC and its past symposiums is attached for further review.  

Request for Proposal (RFP)

A written proposal should include the following information:

Host Information

1. Statement of Interest; please include why your youth group is interested in hosting the symposium, and what assets and strengths your youth group and host community will contribute to the annual symposium (please limit statement of interest to 250 words).
2. Name, description and location of the youth group and community bidding to host the conference. 
3. Letter of support and/or resolution from Chief and Band Council approving the youth group to make the bid.
4. Name and key contact information of the youth group.  To assist with the communication process, the lead contact and group must have access to telephone, fax, email including MSN or AOL Instant Messages.  The proposal must clearly demonstrate that the youth leader and group must have suitable qualifications as well as a strong commitment to devote time and effort to help plan for the annual symposium.
5. Names and contact numbers of the Host Community Planning Committee.
6. Name and contact of key finance persons responsible to manage the contract agreement i.e. financial arrangements for the symposium.
7. The conference must be held by the end of March 31st, 2008.  The date of the symposium is suggested for the last week of February 2008. Alternative dates may be considered to accommodate the host community.
8. A description of the conference planning details including a proposed agenda, suggested workshops and environment related events. 
9. Description of host group ability to contribute financially and in kind to the symposium. Will the host group set aside funds or fundraise to contribute to the symposium?
10. Description of a plan for Elders’ support for the duration of the symposium.
11. Conference planning must consider the diversity of all First Nations in Ontario.
12. All conference details are subject to OFNYPC approval.

Site Information

Description of the conference site requirements must include:

• Capacity for 300 youth delegates and at least 10 presenters;
• Multiple meeting rooms for plenary and breakout sessions;
• Good lighting, heating and access to electrical outlets at facilities;
• A list of accommodations available, public and private;
• Room rates and conference rate discounts if available;
• Description of accommodations and bathroom facilities;
• Description of kitchen, dining, cafeteria, and banquet facilities and/or other areas for meals;
• Shuttle and ground transportation services;
• List of youth volunteers and community supporters;
• Distance from accommodations to conference site;
• Logistics, map, and history of the community; 
• List of security and protection services;
• A good sound system with microphones;
• Proposed budget: please prepare a budget that includes accommodation, meals, meeting rooms, equipment, security, cleaning and setting up costs, ground transportation, and any other costs included with hosting the symposium

Local Resources Available

1. A description of area resources that can be tapped into for the environment related events;
2. A description of cultural and traditional activities, inclusive and mindful of the diversity of First Nations cultures, traditions and languages in Ontario; please include a listing of 5 workshops you think should be essential in the conference agenda. OFNYPC will approve final agenda.
3. Community catering services to provide healthy and wholesome meals snacks including traditional foods, a meal plan must be submitted and OFNYPC must approve final bid;
4. A clean ground site to host a sacred fire and or sacred rituals or customary practices;
5. Emergency and medical services;
6. Description of 3-5 local attractions to be used as possible entertainment sites-must be drug and alcohol free;
7. Traditional and cultural activities and other healthy recreational sporting events;
8. Interpreters and translations service a definite asset;
9. Local traditional knowledge practitioners knowledgeable on environment issues.

Proposals must be submitted by September 30th, 2007

The proposals will be reviewed and approved by October 7th 2007 and notification will be made shortly thereafter in order that the successful youth group can proceed with conference planning with the OFNYPC Coordinator. Upon preliminary selection, a site visit may be arranged. 

To be considered as conference site host, please submit proposal to:
 
Laura Calm-Wind
Chiefs of Ontario – Youth Coordinator

Chiefs of Ontario (Thunder Bay Office)
RR#4, Suite 101 Anemki Dr.
Fort William First Nations Office Complex
Thunder Bay, Ontario P7J 1A5
Tel: (807) 626-9339    Fax: (807) 626-9404
laura@coo.org

Website: www.chiefs-of-ontario.org

Click here for all the background information about previous gatherings