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The Regional Workforce Development Partnership (RWDP), in northwestern Alberta, is led by the City of Grande Prairie, County of Grande Prairie No. 1 and the Municipal District of Greenview No. 16 in partnership with the Grande Prairie & District Chamber of Commerce and Northwestern Polytechnic. The overall purpose of the RWDP is to create and sustain a deep pool of skilled and diverse labour across the region able to meet current and emerging job needs, create strong innovative businesses and organizations, and drive sustainable economic growth. The RWDP Steering Group is a working and decision-making group, made up of personnel from the five partner organizations engaged in workforce development. Working with business and community, it guides and oversees the work of the RWDP, including leading and mobilizing the Regional Workforce Development Strategic Action Plan. The RWDP invites qualified consultants to submit a proposal to provide services as Contract Administrative Coordinator. Scope of Work
The Opportunity
The Regional Workforce Development Partnership (RWDP) is seeking an individual or firm as a Contract Administrative Coordinator for the RWDP Steering Group. Working with business and community, the Steering Group is responsible to lead and mobilize the Regional Workforce Development Strategic Action Plan aimed at ensuring there are enough workers with the right skills and supports to drive economic growth in the region. The Contract Administrative Coordinator reports to and supports the Steering Group, and is primarily responsible for coordinating and facilitating the work of the RWDP. Statement of Work
Administrative services
• Organize and schedule meetings, prepare meeting agendas and minutes, and provide or track follow-up for regular virtual RWDP Steering Group meetings and other meetings, as required.
• Research, coordinate and facilitate projects, as directed by the Steering Group.
• Prepare reports and documents.
• Track project budgets.
• Other tasks, as required by Steering Group. Communications
• Manage and create content for and edit the RWDP website and social media platforms to keep current and interactive.
• Develop presentations.
• Ensure good public relations on behalf of the RWDP. Stakeholder relations
• Serve as the primary point of contact for the RWDP and the conduit between stakeholders engaged in RWDP and Steering Group initiatives, including businesses, community, government and vendors.
• Liaise with external stakeholders. The ideal candidate has:
• Ability to interact well with, and respond to inquiries from diverse stakeholders, including external consultants, job seekers and employees, businesses and community.
• Strong organizational skills to prioritize multiple projects simultaneously and meet established deadlines.
• Strong communication skills (verbal and written) including report writing.
• Strong problem-solving skills.
• Ability to build and maintain, strong collaborative relationships.
• Strong computer skills including all Microsoft Office Suite.
• Digital and social media experience.
• Adaptability and flexibility.
• Experience with a committee or board in any sector would be considered an asset.
• Preference to candidates located in the region. Additional Details about the Contract Position
• This contract position is remote.
• The successful proponent shall utilize their own office space, equipment and software (including Microsoft Office Suite) for the performance of the contract.
• Weekly hours will typically be up to a maximum of 20 hours per week. Hours per week will vary by activity.
• Weekly reporting of hours and activities will be required. Contract Term
April 15-December 16, 2024 with possibility of extension, at RDWP’s discretion, based on project requirements. Contract Budget
$22,000 for the term of the contract. This total does not include GST.
Information Required in the Proposal Project Overview
Provide a brief summary of the proponent’s understanding of the project and the key features of the proposal. This includes how you will meet the business needs as outlined in the Statement of Work. About you
To help us get to know you better, we'd like to know more about your firm and your experiences.
• The address and location of the office from which any work will be performed.
• Description of the firm, including size, range of activities, etc. Particular emphasis should be given as to how the corporate-wide experience and expertise in the area of administration, communications and stakeholder relations will be brought to bear on the proposed work.
• Describe your knowledge of administration, communications and stakeholder relations.
• Expectations of Regional Workforce Development Partnership Steering Group.
• Litigation within the last five years or any pending litigation arising out the firm's performance. Summary of Three (3) Past Projects
To demonstrate that you are the right vendor for this project, provide three detailed examples of similar projects in the past five years. For each engagement, please let us know:
• Type of entity e.g. Public, Private or Non Profit
• Start and completion dates
• Involvement of the firm and key staff
• What your customer was asking
• What methodology you followed
• What made this project successful The Regional Workforce Development Partnership will not award this contract to any respondent who does not furnish satisfactory evidence of possessing the ability and experience in this class of work and sufficient capital and equipment / manpower to ensure acceptable performance and completion of the commitment. Any proposal may be considered non-compliant if reference checks or past experience are deemed unsatisfactory, in the opinion of the Regional Workforce Development Partnership. Project Team
During the course of the project, we will need to understand the various aspects of the design. You must identify individual(s) to be assigned to this project including their role and summary of the team member’s knowledge and experience with similar projects.
• Experience
• Technical background
• Respective position descriptions
• Extent of their involvement in the project
• Identification of any subcontractor / sub consultants No change in key staff will occur without written permission by the Regional Workforce Development Partnership. Include the personnel who will undertake the work, their position and resumes. References
Provide three (3) references of projects of similar size and scope. Proponents may be required to attend an online interview with the RWDP Steering Group where they will be asked to clarify information in their proposal or demonstrate their understanding of the requirements of this RFP. Fees for Service
Proposals should clearly outline all costs associated with successfully conducting the work. Negotiation
At the discretion of the RWDP, the RWDP may negotiate with the top-ranked proponent and shall advise so by means of a written communication, shortly after the review of all proposals. If a negotiated proposal cannot be concluded within 5 business days of notification to the designated proponent of the RWDP’s desire to negotiate, the RWDP, in its sole discretion, may terminate negotiations with that proponent and negotiate a contract with the next highest-ranked proponent. The engagement of the Contractor is subject to the execution of a Contract with terms and conditions satisfactory to the RWDP and the Contractor. Insurance
Comprehensive General Liability Insurance protecting the Grande Prairie & District Chamber of Commerce, Project Partners, the Contractor, and their respective servants, agents or employees against damages arising from personal injury (including death) and claims for property damage which may arise out of the operations of the Contractor, its subcontractors, and their respective servants, agents or employees under the Agreement is required. This insurance shall be for an amount of not less than $2,000,000.00 inclusive per occurrence and shall include a standard form of cross liability clause. Complete operations coverage shall be maintained for at least 12 months after the date of the Certificate of Total Performance, and proof of same provided to the Partnership. Confidentiality
Information pertaining to this project and/or Project Partners obtained by the Consultant as a result of participation in this RFP is confidential and must not be disclosed by the Consultant, except as authorized in writing by the Grande Prairie & District Chamber of Commerce. The Regional Workforce Development Partnership understands that the information Consultants have provided can be sensitive or proprietary in nature, and will be kept in confidence. Terms and Conditions of the RFP Process
General Information and Instructions Proponents to Follow Instructions
Proponents should structure their proposals in accordance with the instructions in this RFP. Where information is requested in this RFP, any response made in a proposal should reference the applicable section numbers of this RFP. To ensure receipt of the latest information and updates via email regarding this bid, or if a proponent has obtained this RFP document from a third party (e.g. Alberta Purchasing Connection), the onus is on the proponent to register for the bid on that site. Proposals in English
All proposals are to be in English only. No Incorporation by Reference
The entire content of the proponent’s proposal should be submitted in a fixed form, the content of websites or other external documents referred to in the proponent’s proposal but not attached will not be considered to form part of its proposal. References and Past Performance
During the evaluation process, the Regional Workforce Development Partnership and the Grande Prairie & District Chamber of Commerce reserve the right to request references and conduct a reference check of the top ranked proponent. Information in RFP Only an Estimate
The Regional Workforce Development Partnership and the Grande Prairie & District Chamber of Commerce make no representation, warranty or guarantee as to the accuracy of the information contained in this RFP or issued by way of addenda. Any quantities shown or data contained in this RFP or provided by way of addenda are estimates only, and are for the sole purpose of indicating to proponents the general scale and scope of the Deliverables. It is the proponent’s responsibility to obtain all the information necessary to prepare a proposal in response to this RFP. Proponents to Bear Their Own Costs
The proponent will bear all costs associated with or incurred in the preparation and presentation of its proposal, including, if applicable, costs incurred for interviews or demonstrations. Proposal to be Retained
The Regional Workforce Development Partnership and the Grande Prairie & District Chamber of Commerce will not return the proposal or any accompanying documentation submitted by a proponent. No Guarantee of Volume of Work or Exclusivity of Contract
The Regional Workforce Development Partnership and the Grande Prairie & District Chamber of Commerce make no guarantee of the value or volume of work to be assigned to the successful proponent. The agreement to be negotiated with the selected proponent will not be an exclusive contract for the provision of the described Deliverables. Proponents to Review RFP
Proponents should promptly examine all of the documents comprising this RFP and may direct questions or seek additional information on or before the Deadline for Questions. Questions related to this RFP are to be submitted to the RFP representative via email to tanya@gpchamber.com All New Information to Proponents by Way of Addenda
This RFP may be amended only by addendum in accordance with this section. If the Regional Workforce Development Partnership and the Grande Prairie & District Chamber of Commerce, for any reason, determine that it is necessary to provide additional information relating to this RFP, such information will be communicated to all proponents by addendum. Should the Regional Workforce Development Partnership and the Grande Prairie & District Chamber of Commerce issue an addendum to the RFP, it will be posted only on Alberta Purchasing Connection and Bids and Tenders. Each addendum forms an integral part of this RFP and may contain important information, including significant changes to this RFP. Proponents are responsible for obtaining all addenda issued. Governing Law and Interpretation
These Terms and Conditions of the RFP Process:
(a) are intended to be interpreted broadly and independently (with no particular provision intended to limit the scope of any other provision);
(b) are non-exhaustive and will not be construed as intending to limit the pre-existing rights of the parties to engage in pre-contractual discussions in accordance with the common law governing direct commercial negotiations; and
(c) are to be governed by and construed in accordance with the laws of the province of Alberta and the federal laws of Canada applicable therein. Criteria Requirements Project Understanding, Methodology and Approach 20 points
• Project Understanding: Proponent to demonstrate their understanding of the scope and purpose of the project, project requirements and deliverables. (10)
• Methodology and Approach: Proponent to effectively identify major phases of the project, with clear explanations of steps required to achieve project deliverables. Proponent to demonstrate knowledge and keen comprehension of the challenges and risks associated with the project. (10) Previous Relevant Projects 20 points
• Proponent to provide a detailed outline of three (3) recent projects its firm, has delivered which are considered relevant and comparable to this project in size and complexity. (20) Experience and Qualifications 10 points
• Proponent will provide a brief company profile and highlight its expertise and qualifications. (5)
• Proponent will identify staff member(s) and subcontractors to be assigned to this project and provide their individual capabilities knowledge and relevant experience with similar projects, including their respective role and responsibilities. Project team’s resumes are to be included with the submission. (5) Pricing 0 points
• Total contract is set at $22,000. Freedom of Information and Privacy Clause:
In accordance with applicable privacy legislation, including but not limited to the Freedom of Information and Protection of Privacy Act, R.S.A. 2000, c. F-25 (“FOIP Act”), as amended from time to time, the Regional Workforce Development Partnership (“RWDP”) recognizes the importance of safeguarding the confidentiality and privacy of information exchanged during the Request for Proposals (“RFP”) process.
1. Confidentiality of Proposal Information:
All information provided in response to this RFP, including but not limited to proposals, documentation, and any other materials submitted, shall be treated as confidential by the RWDP Steering Group and its designated representatives.
2. Use of Information:
Information submitted in response to this RFP will be used solely for the purpose of evaluating and selecting a Contract Administrative Coordinator for the RWDP. The RWDP Steering Group and associated personnel will not use or disclose any information provided by the proposer for any other purpose without prior written consent, unless required by law.
3. Protection of Personal Information:
The RWDP Steering Group commits to taking reasonable measures to protect the personal information of individuals associated with the proposal. Any personal information provided, voluntarily or otherwise, will be handled in accordance with applicable privacy laws.
4. Protection of Proprietary Business Information:
a. The RWDP Steering Group acknowledges that proposers may submit proprietary business information as part of their proposals. Proprietary information includes, but is not limited to, trade secrets, intellectual property, confidential business strategies and financial data not publicly disclosed.
b. The RWDP Steering Group commits to taking all reasonable measures to protect the confidentiality of proprietary business information submitted by proposers.
c. Proposers are encouraged to clearly mark and identify any proprietary information within their proposals. However, the RWDP Steering Group and its designated representatives will treat all information provided by proposers with the same level of confidentiality, regardless of whether it is explicitly marked as proprietary.
d. The RWDP Steering Group will not use, disclose or permit the use or disclosure of any proprietary business information for any purpose other than the evaluation and selection of a Contract Administrative Coordinator for the RWDP, unless required by law.
e. In the event that the RWDP Steering Group considers the release of proprietary business information under FOIP legislation, reasonable efforts will be made to notify the proposer in advance, allowing the proposer an opportunity to seek appropriate protective measures, unless prohibited by law.
f. The obligation to protect proprietary business information extends beyond the conclusion of the RFP process, and all parties involved shall continue to treat such information as confidential for a period specified by applicable laws or until otherwise agreed in writing.
g. Proposers are responsible for clearly communicating to subcontractors or third parties, engaged to fulfill the contract, the confidential nature of any proprietary business information and ensuring their adherence to the confidentiality and privacy obligations outlined in this FOIP clause.
5. Disclosure under FOIP Legislation:
The RWDP acknowledges its obligations under FOIP legislation and reserves the right to disclose information as required by law. Proposers should be aware that certain information may be subject to release under FOIP legislation, and the RWDP will make reasonable efforts to notify the proposer in advance of any such disclosure.
6. Duration of Confidentiality:
The obligation to maintain the confidentiality of information extends beyond the conclusion of the RFP process. All parties involved, including the RWDP Steering Group and the proposer, shall continue to treat the information as confidential for a period specified by applicable laws or until otherwise agreed in writing.
7. Subcontractors and Third Parties:
In the event that the proposer engages subcontractors or third parties to fulfill the contract, the proposer shall ensure that such entities adhere to the confidentiality and privacy obligations outlined in this FOIP clause. By submitting a proposal in response to this RFP, the proposer acknowledges and agrees to comply with the additional terms related to the protection of proprietary business information outlined in this FOIP clause. The RWDP Steering Group reserves the right to take appropriate action, including disqualification, in the event of non-compliance with these provisions. Delivery Instructions and Closing Date
Proposals should be submitted in PDF by email to:
Tanya Oliver, CEO, Grande Prairie & District Chamber of Commerce E tanya@gpchamber.com
Grande Prairie & District Chamber of Commerce
#127 Centre 2000, 11330 106 Street Grande Prairie, Alberta, Canada T8V 7X9
P 780-532-5340 Instructions
• Upon receipt of your proposal, you will receive a notice of confirmation. If you do not receive this within two hours, please contact Tanya Oliver at tanya@gpchamber.com
• The proponent must have the legal capacity to contract.
• If requested by the Chamber, the selected proponent agrees to provide proof of insurance coverage in the form of a valid certificate of insurance prior to the execution of the contract. PROPOSAL DEADLINE: March 26, 2024 12:00 p.m. Mountain Time All source information/files collected, used and created by the proponent will become the property of the Regional Workforce Development Partnership.
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