Strategic Workforce Opportunities Team Administration Services

Definitions

This RFP and all contracts for services will contain the following definitions:

  • “RDBN” means the Regional District of Bulkley-Nechako.
  • “SWOT” means the Strategic Workforce Opportunities Team.
  • “RFP” means this Request for Proposals.
  • “Proponent” means the responder to this RFP.
  • “Proposal” means a proposal to carry out the Work submitted by a Proponent in response to this RFP.
  • “Contractor” or “Consultant” means the Proponent whose Proposal has been accepted by the RDBN and is awarded a contract by the RDBN to carry out the work.
  • “Work” means and includes anything and everything required to be done for fulfillment and completion of the project in accordance with this RFP and Proposal.

Objective

The RDBN is requesting proposals for administration services of the SWOT and implementation of priority actions identified in the Regional Skills Gap Analysis.

The vision of the SWOT reflects broad-based community leadership committed to, and advocating for a skilled and resilient labour pool that is best positioned to meet local labour demand. SWOT members will provide a vision for the Bulkley-Nechako, achieved through strategic implementation of priority actions that address key challenge areas. The role of the committee is to provide strategic direction, guidance and leadership for implementation of the Regional Skills Gap Analysis Recommendations. To learn more about the SWOT and Regional Skills Gap Analysis, visit opportunities.rdbn.bc.ca/swot

Terms and Conditions of Work

  1. The term of the contract will be for a period of one year starting on May 1, 2017.
  2. The Contractor will assist the SWOT and its subcommittees with implementation of various initiatives of the Regional Skills Gap Analysis.
  3. The Contractor is accountable to external as well as internal partners.
  4. The Contractor will complete a Project Communication Strategy. Maximum Budget: $2,500
  5. The Contractor will complete a Project Sustainability Plan. Maximum Budget: $2,500
  6. The Contractor will complete or arrange for the completion of a variety of Inventories, Databases and Reports. Maximum Budget: $35,750
    Work to complete:
    • Inventory of current and future marketing initiatives that market the region
    • Inventory of job banks
    • Inventory of learning, life skills and career readiness material
    • List of provincial programs in high demand business areas
    • Database of programs, supports, relevant organizations that support practicum/work experience for youth
    • Inventory of programs and laddering opportunities with relevance to sectors
    • Database of training institutions and training events
    • Summary document/web links of training programs and employer incentives
    • Research and Best Practices Report on information sharing between institutional organizations as well as training excellence
    • Database of development/training needs
    • Create education/career pathways for high priority sectors experiencing labour force gaps
    • Database of Regional First Nations Organizations Staff and positions
    • Database of Contacts
    Arrange for the completion of:
    • Social Media Strategy* 
    • Summary document/web links of succession planning strategies and practices, tools and resources*
  7. The Contractor will complete or arrange for the completion of a variety of Marketing/Social Media/Communications Strategy Initiatives. Maximum Budget: $22,750
    Work to complete:
    • Promotion strategy for all the information collected in above inventory and databases
    • Create education/career pathways for 4 high priority sectors experiencing labour force gaps and make available
    Arrange for the completion of:
    • Infographics and Web Page for Cost of Living information*
    • Web page to promote local recreational and cultural opportunities to retain labour*
    • Create and deliver ‘Get to know your Region’ Program to assist with retention of current, future and fly in labour*
  8. The Contractor will arrange for the development and delivery of presentations showing businesses the value of local talent attraction, retention, engagement and productivity * Maximum Budget: $6,500
  9. The Contractor will be responsible for attending up to ten conference calls and two in person meetings (held in Burns Lake) of the SWOT as well as subcommittee meetings as required to complete the above actions.
  10. Office supplies, computer peripherals, mileage, accommodation and other disbursements required to do the work must be covered in the budget outlined by the proponent. All extra expenses not foreseen prior to finalizing the contract will be negotiated with the RDBN as needed.
  11. The RDBN will be responsible for teleconference charges, postage, SWOT meeting expenses, maintenance and content upload fees of the website, professional fees identified above*.
  12. Budget should include hourly rate of pay. 
  13. As a proponent of this Request for Proposals, you must be prepare to enter into an agreement with the RDBN, take direction from the RDBN and SWOT Executive, and to issue monthly invoices for work completed. 

*These activities have additional budgets to cover the expenses incurred by a contractor to complete the work. The Contractor is responsible for arranging these services, subject to RDBN approval. The RDBN is responsible for the additional fees.

Requirements of Respondent

Qualifications

  1. Ability to work independently and as a member of a team.
  2. Excellent oral and written communication skills with the ability to effectively present information and to respond to questions from SWOT members, staff, government officials, and the public.
  3. Demonstrated ability to effectively manage all resources for project completion.
  4. Working knowledge of training needs assessment process and development.
  5. Working knowledge of labour market research and research processes.
  6. Working knowledge of industry, business and community/regional resources.
  7. Proven ability to facilitate collaborative group work.
  8. Proven skills in investigation and research.
  9. Demonstrated ability to complete projects on time and on budget.

Bid Requirements

  1. The proposal should clearly show the complete company name, name of contact person, and contact information (including email, mailing address, phone).
  2. Provide a detailed budget, including:
    • Each of the work categories individually budgeted
      • Project Communication Strategy
      • Project Sustainability Plan
      • Inventories/Databases/Reports
      • Marketing/Social Media/Communications Strategy
      • Workshop Development/Delivery
    • Hourly working rate
    • Travel expenses including mileage rate and estimated travel expenses to complete project
  3. The contractor will provide all materials, vehicle and labour for the completion of the project.
  4. The proposal should identify at least two references for the type of work to be performed.
  5. Unless specifically outlined in the proposal, the services or any part thereof may not be sub-contracted, transferred or assigned to another firm or sole proprietor without the prior written authorizations from the RDBN.
  6. The Proponent shall include, if possible, information regarding insurance protection, specifically:
    • General Liability insurance – Amount and Expiry Date
    • Professional Liability Insurance – Amount and Expiry Date
    • Automobile Insurance – Amount and Expiry Date
    • Worksafe BC certificate of compliance.

Budget and Time

Project Communication Strategy - Maximum Budget: $2,500
Project Sustainability Plan - Maximum Budget: $2,500
Inventories, Databases and Reports. Maximum Budget: $35,750
Marketing/Social Media/Communications Strategy Initiatives. Maximum Budget: $22,750
Development and delivery of presentations showing businesses the value of local talent attraction, retention, engagement and productivity Maximum Budget: $6,500

Payment schedule and project milestones to be determined by the RDBN and Contractor.

The work must commence May 1, 2017 and be complete by May 5, 2018.

Submission

  1. The RDBN is requesting proposals for Administration Services for the Strategic Workforce Opportunities Team (SWOT). The proposal submissions must be submitted via email to corrine.swenson@rdbn.bc.ca , subject line “RFP RDBN#2017-03”.
  2. Proposals must be received no later than 12:00 (noon) April 3, 2017.
  3. It is the responsibility of the Proponent to ensure the email was received. A reply email will be sent within 24 hours if the proposal was received.

Proposal Evaluation

Evaluation of proposal submissions will be conducted using at least the following criteria. The RBDN reserves the right to accept any or none of the proposals submitted and will evaluate proposal submissions based on “best-value” including but not limited to the following particulars:

  • Proposal Evaluation
    • Firm’s or person’s apparent understanding of the service required
    • Proposal clarity and creativity
  • Proponent’s Evaluation
    • Demonstrated relevant experience in administration
    • Qualifications of proponent (including other support staff if applicable)
    • References
  • Budget
    • Proponent’s cost proposal

Acceptance

  1. The Regional District of Bulkley-Nechako reserves the right to accept or reject any or all bids and to accept the bid it considers most advantageous to the RDBN.
  2. The RDBN reserves the right to proceed with the assignment or to reduce or expand the scope of the program as necessary.
  3. The RDBN reserves the right to conduct post-selection meetings in order to correct, change, or adapt proposals to the wishes of the RDBN.
  4. The RDBN also reserves the right to not accept any of the proposals.

Inquiries

  1. Proposals should be based on these instructions in the RFP. Anyone interested in submitting a proposal must register to receive addenda or instruction changes by emailing Corrine Swenson at Corrine.swenson@rdbn.bc.ca. Include your name, company name, address, email address, and primary contact phone number.
  2. All questions should be directed to Corrine Swenson via email at Corrine.swenson@rdbn.bc.ca by March 29, 2017.

 

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