Request for Proposal COMMUNITY WELLNESS ... - Sto:lo Nation

Request for Proposal 

COMMUNITY WELLNESS WORKERS (CWW) 

Program Coordination 

Stó:lō Nation 

Request for Proposal (RFP) Number: 2013-01 

Issue date: Wednesday, July 10, 2013 

Contact Information 

All enquiries related to this Request for 

Proposal are to be directed, in writing, to the 

person below who will respond if time permits. 

Information obtained from any other source is 

not official and should not be relied upon. 

Enquiries and any responses will be recorded 

and may be distributed to all Proponents. 

Stó:lō Nation Health Services (SNHS) 

Building #7 – 7201 Vedder Road 

Chilliwack BC V2R 4G5 

Attention: Jeanine Lynxleg 

Manager, SNHS 

Fax number (604) 824-0276 

Email: Jeanine.Lynxleg@stolonation.bc.ca 

Closing Time and Location 

Proposals may be forwarded by mail, courier or by hand to 

the location as indicated under Contact Information. 

Proposals must not be sent by facsimile or e-mail. Proposals 

and their envelopes should be clearly marked with the name 

and address of the Proponent, the Request for Proposal 

number, and the program title. Proposals received after the 

designated date and time will not be accepted and will be 

returned unopened to the Proponent. 

Three (3) complete copies of each proposal must be received 

no later than 2:00 PM Pacific Time on Monday, July 22, 

2013, at the location as follows: 

Attention: Jeanine Lynxleg 

Manager, SNHS 

Building #7 – 7201 Vedder Road 


Proponent Section 

A person authorized to sign on behalf of the Proponent, and to bind the Proponent to statements made in response 

to this Request for Proposal, must complete and sign this Proponent Section, leaving the rest otherwise unaltered, 

and return one original with the first copy of the proposal. 

THE ENCLOSED PROPOSAL IS SUBMITTED IN RESPONSE TO THE ABOVE-REFERENCED REQUEST FOR 

PROPOSAL, INCLUDING ANY ADDENDA. THROUGH SUBMISSION OF THIS PROPOSAL WE AGREE TO ALL OF 

THE TERMS AND CONDITIONS OF THE REQUEST FOR PROPOSAL AND AGREE THAT ANY INCONSISTENT 

PROVISIONS IN OUR PROPOSAL WILL BE AS IF NOT WRITTEN AND DO NOT EXIST. WE HAVE CAREFULLY 

READ AND EXAMINED THE REQUEST FOR PROPOSAL, INCLUDING THE ADMINISTRATIVE SECTION, AND HAVE 

CONDUCTED SUCH OTHER INVESTIGATIONS AS WERE PRUDENT AND REASONABLE IN PREPARING THE 

PROPOSAL. WE AGREE TO BE BOUND BY STATEMENTS AND REPRESENTATIONS MADE IN OUR PROPOSAL. 

SIGNATURE 

PRINTED NAME 

LEGAL ORGANIZATION NAME OF PROPONENT 

ADDRESS 

TITLE 

DATE

Summary Requirement 

a. The Stó:lō Nation 

Stó:lō Nation is a non-profit service delivery organization registered under the Societies Act in the 

Province of British Columbia. The mission of the Nation is to: create a better world for its people, 

provide high quality services, practice and promote cultural values, protect and manage its resources, 

and operate in a fair, honest, and respectful manner. 

b. Stó:lō Nation Programs and Services 

There are several programs and services within Stó:lō Nation covering a broad range of functions, as 

follows: 

 

 

 

 

 

 

 

 

 

 

 

 

Stó:lō Fishery Program 

Planning and Policy Development 

Aboriginal Justice Program 

Community Development Program 

Finance and Administration Services 

Information Technology 

Lands Administration Program 

Property Management 

Stó:lô Nation Health Services 

Health Management and Supervision 

SN Human Resource Development 

Stó:lô Research and Resource Management Centre 

c. Scope of Services 

The Community Wellness Coordinator is under the general supervision of the Health Manager and 

provides the overall leadership, consultation and direction to the Community Wellness Workers. 

The duties and responsibilities include: Community Wellness operations; coordination, liaison and 

networking duties; implementation of programs for the benefit of the community and their citizens; and 

technical support and assistance to staff that includes coordination of the planning and implementation 

of health programs reflecting the physical, cultural, psychological, social and environmental needs of 

Stó:lō First Nation communities. 

Tasks, Activities, Deliverables and Milestones 

In carrying out its objective, the following activities will be carried out by the Contractor: 

a. Work Plan - a schedule of team deliverables over the various stages of the coordination plan 

including: carrying out annual reviews and preparing annual reports; meetings and other contacts so 

the contractor can obtain program updates and ensure proper data collection. 

b. Analysis and the submission of the final Accomplishment Report by the contractor. 

c. Dissemination and use of results - how the coordination results will be communicated within the 

RMN/RFP-CWW Coordination-May 2, 2013.doc 

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community and used to improve the Community Wellness Program (CWP). 

d. Period of Contract 

August 1, 2013–March 31, 2014 with contract provision for extension for the succeeding years 

depending on budget availability. The normal work-week is 3 days/week for 7 hours/day. 

e. Schedule and Estimated Level of Effort (Work Breakdown Structure) 

Task 

1. Contract Signed 

3. Submission of CWP Coordination Proposal 

4. Submission of CWP Coordination Work plan 

5. Submission of Final Accomplishment Report 

Date 

August 1, 2013 

On or before July 22, 2013 

On or before July 22, 2013 

March 15, 2014 

Definitions 

f. Location of Work 

All work relative to the overall coordination of the Community Wellness Program in Stó:lô Nation 

communities shall be performed on-site at the Stó:lō Nation central office and when necessary, at the 

communities where the Community Wellness Workers (CWWs) are assigned. 

g. Payment Schedule 

Stó:lõ Nation will pay the Contractor based on invoice submitted on a Monthly basis. 

Throughout this request for proposal, terminology is used as follows: 

a. “Conflict of Interest” means a breach of an obligation to the Nation that has the effect or 

intention of advancing one's own interest or the interests of others in a way detrimental to the 

interests or potentially harmful to the integrity or fundamental mission of the Nation. Conflicts of 

interest and the appearance of conflicts of interest must be avoided. 

b. “Contract” means the written agreement resulting from this Request for Proposal executed by 

Stó:lō Nation and the Contractor. 

c. “Contractor” means the successful Proponent to this Request for Proposal who enters into a 

written contract with the Nation. 

d. “Nation” means Stó:lō Nation. 

e. “Must”, or “mandatory” means a requirement that must be met in order for a proposal to 

receive consideration. 


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f. “Proponent” means an individual or a company that submits, or intends to submit, a proposal in 

response to this Request for Proposal. 

g. “Should” or “desirable” means a requirement having a significant degree of importance to the 

objectives of the Request for Proposal. 

Request for Proposal Process 

Receipt Confirmation Process 

Enquiries 

Proponents are advised to fill out and return the attached Receipt Confirmation Form (see page 

1). All subsequent information regarding this Request for Proposal, including changes made to 

this document will be directed only to those Proponents who return the form. Subsequent 

information will be distributed by the method authorized on the Receipt Confirmation Form. 

All enquiries related to this Request for Proposal are to be directed, in writing, to the attention of 

the person below: 

Jeanine Lynxleg 

Manager, Stó:lô nation Health Services 

Bldg 7 – 7201 Vedder Road 


Fax number (604) 854-4558 

Email: Jeanine.Lynxleg@stolonation.bc.ca 

Enquiries must be made in writing either by regular mail, electronic mail, or by facsimile. 

Enquiries and responses will be recorded and may be distributed to all Proponents at the Nation’s 

discretion. 

Proponents’ Meeting 

The Proponent’s meeting is waived for this particular proposal. Should you require further 

information about this RFP, please direct your inquiry in writing to the contact person identified 

above. 

Closing Date 

Three (3) hard copies of each proposal must be received by 2:00pm, Pacific Time, on July 22, 

2013, to the place specified on the front page of this Request for Proposal. 

Proposals must not be sent by facsimile. Proposals and their envelopes should be clearly marked 

with the name and address of the Proponent, the Request for Proposal number, and the project or 

program title. 

Late Proposals 

Late proposals will not be accepted and will be returned unopened to the Proponent. 


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Eligibility 

Proposals will not be evaluated if the Proponent’s current or past corporate or other interests 

may, in the Nation’s opinion, give rise to a conflict of interest in connection with this project. 

Negotiation Delay 

If a written contract cannot be negotiated within thirty (30) days of notification of the successful 

Proponent, the Nation may, at its sole discretion at any time thereafter, terminate negotiations 

with that Proponent and either negotiate a contract with the next qualified Proponent or choose to 

terminate the Request for Proposal process and not enter into a contract with any of the 

proponents. 

Signed Proposals 

The proposal must be signed by a person authorized to sign on behalf of the Proponent using the 

Proponent section of this Request for Proposal cover page. 

Irrevocability of Proposals 

By submission of a clear and detailed written notice, the Proponent may amend or withdraw its 

proposal prior to the closing date and time. Upon closing time all proposals become irrevocable. 

By submission of a proposal, the Proponent agrees that should its proposal be successful the 

Proponent will enter into a Contract with the Nation. 

Proponents’ Expenses 

Proponents are solely responsible for their own expenses in preparing a proposal and for 

subsequent negotiations with the Nation, if any. If the Nation elects to reject all proposals, the 

Nation will not be liable to any Proponent for any claims, whether for costs or damages incurred 

by the Proponent in preparing the proposal, loss of anticipated profit in connection with any final 

contract, or any other matter whatsoever. 

Proposal Validity 

Debriefing 

Proposals will be open for acceptance for at least ninety (90) days after the closing date. 

At the conclusion of the Request for Proposal process, all Proponents will be notified. 

Unsuccessful Proponents may request a debriefing meeting with the Nation. 

Currency and Taxes 

Prices quoted are to be in Canadian dollars, inclusive of duty, where applicable, and exclusive of 

Goods and Services Tax and Provincial Sales Tax. 

Proposal Evaluation and Award 

Opening of Proposals 

The proposals will be sealed until the deadline has passed at which time the Chair of the Bidding 

Committee will open the sealed box and announce the name and address of the bidder, and the 

amount of the bid to anyone present. No tenders are disqualified at the opening. 


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Evaluation of Proposals 

The evaluation committee will check proposals against the mandatory criteria. Proposals not 

meeting all mandatory criteria will be rejected without further consideration. Proposals that do 

meet all the mandatory criteria will then be assessed and scored against the desirable criteria. 

The Nation’s intent is to enter into a Contract with the Proponent who has the highest overall 

ranking. 

1. Qualifications/Experience 

The Proponent must demonstrate that it is a duly incorporated company (Please attach 

copy of incorporation certificates.) registered in the province of British Columbia with 

certified and experienced evaluation consultants and/or staff. 

2. Deliverables 

The successful proponent will deliver the services as set out in section 1-c. Likewise, the 

successful proponent will, upon request; provide relevant documentation, in regards to 

the data gathering methodology and results. 

3. Mandatory and Desirable Criteria 

Proposals not meeting the mandatory criteria will be rejected without further 

consideration. Proposals that do meet all the mandatory criteria will then be assessed and 

scored against the desirable criteria. The Nation’s intent is to enter into a contract with 

the proponent who has the highest overall ranking. 

Mandatory Criteria 

All bids must: 

Be in English 

Be accompanied by the cover page of the request for proposal and signed by an authorized person 

in the company 

Be submitted in triplicate 

Be submitted in person or by courier 

Include resumes of key personnel to be involve din the contract. 

Demonstrate relevant and significant previous experience in program review and evaluation. 

Desirable Criteria 

Proposals that meet the mandatory requirements will be further assessed against the following 

desirable criteria. 

Contractor Qualifiers 

Applicable experience in program management and evaluation and in the conduct of 25% 

surveys 

Aboriginal involvement in the organization 10% 

Geographical proximity/accessibility of business operations 10% 

Proposal 


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Quality and clarity of proposal 10% 

Management/organization plan 5% 

Clearly presented and adequately detailed pricing 5% 

Costs and Work Levels 

Contractor and staff time commitment under the proposal 15% 

Value for money 20% 

Awarding of Proposal 

Approval of a contract award is contingent upon funds being available. A contract award may be 

approved any time after the closing of tenders, but a contractor is not bound to accept the award if it is 

offered after the specified tender acceptance period. 

4. Contract Award 

The contractor is notified of the award and all conditions and changes by fax, letter, or 

sending a copy of the signed contract. 

5. Notification of Unsuccessful Firms or Individuals. 

Accomplishment Report Format 

The Nation will advise all other bidders of the name of the firm that has been awarded the 

contract, in writing. If an unsuccessful bidder requests, a meeting with the Bidding 

Committee Chair, may be scheduled to answer questions. The unsuccessful bidder will 

only be provided with the name and price of the successful bidder. If necessary, the 

bidder may be advised of the weak areas of the bid while the details of the other bids will 

be kept confidential. 

The following format and sequence should be followed in order to provide consistency in the Proponent 

response and ensure each proposal receives full consideration. All pages should be consecutively 

numbered and include: 

Cover 

The Accomplishment Report cover should indicate the name of the Nation, the period covered by the 

evaluation, the year of the report, and the contractor who conducted the evaluation and prepared the 

Report. 

Table of Contents 

The Table of Contents should consist of the main headings and first level of subheadings in the report 

with page numbers. It must include any tables or figures with their number, title and page number, as 

well as any appendices with their number (or letter), title, and page number. 

Foreword or “Message from ...” 

The Foreword or “Message from ...” section is a brief message from the Executive Director of Sto:lo 

Nation. 


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Body of the Accomplishment Report 

The report must include: 

 

 

 

 

an indication that the Evaluation Report has been reviewed and accepted by the Sto:lo Nation Health 

Management Team; 

the name, title and affiliation of the Contractor; 

brief reflections on the key accomplishments and challenges identified in the Accomplishment 

Report; and 

how the coordination results, lessons learned and recommendations will be used to improve the 

CWP. 

Main Messages 

This section to written by the contractor of the Accomplishment Report. It is not a summary of the 

contractor’s findings but is an opportunity for him or her to set aside the text and express clear 

conclusions based on what has been learned. 

Appendices 

6. Overall Summary 

The Overall Summary (or Executive Summary) must include: 

a. the major success stories and strengths of the CWP; 

b. a general perspective on why the CWP did or did not meet its objectives; 

c. the critical challenges for the future (such as health issues or population groups, the community 

context, funding); 

d. revised health priorities; and 

e. coordination approach and methodology. 

7. Reporting Requirement 

The contractor shall submit bi-weekly written progress reports to Stó:lõ Nation. 

Progress reports should address progress against the approved project work plan and will include: 

 

 

 

 

completed activities/deliverables to date; 

planned activities/deliverables for the next reporting period; 

statement on whether or not the activities are on schedule relative to the work plan; and 

explanation of any major variances from the work plan and the corrective measures to be undertaken. 


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Request for Proposal COMMUNITY WELLNESS ... - Sto:lo Nation

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