Formerly Annapolis Valley First Nation

REQUEST FOR PROPOSALS

Community Engagement and Electoral Governance Review

Potential Transition from the Indian Act Election System to the First Nations

Elections Act

RFP Number: 20261020-01

Issue Date: October 20, 2026

Submission Deadline: November 3, 2026

Anticipated Project Start: November 15, 2026

Anticipated Project Completion: March 31, 2027

1. Introduction

Jijiktukwej L'nue'katik (formerly Annapolis Valley First Nation) invites proposals from

qualified consultants or consulting firms to plan, coordinate, and deliver a comprehensive

community engagement process concerning the potential transition from the election

provisions of the Indian Act to the First Nations Elections Act (FNEA).

The purpose of this engagement is to ensure that community members have access to clear,

accurate, and accessible information about both electoral systems and are provided with

meaningful opportunities to share their perspectives, concerns, priorities, and

recommendations.

The successful consultant will be responsible for developing and implementing a culturally

appropriate, inclusive, and transparent engagement process that supports informed

community discussion and assists Chief and Council in understanding the views of

membership before determining whether to pursue a transition.

This project is an exploratory engagement process and does not presume or predetermine

community support for transitioning to the FNEA.

2. Background

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Jijiktukwej L'nue'katik is a Mi'kmaw First Nation located in the Annapolis Valley region of

Nova Scotia, with approximately 350 registered members residing both on and off reserve.

The First Nation currently conducts Chief and Council elections pursuant to the election

provisions of the Indian Act.

Chief and Council are exploring whether transitioning to the First Nations Elections Act

would better support the community's long-term governance priorities, including electoral

stability, accountability, transparency, and meaningful participation in community

governance.

The FNEA provides an alternative statutory electoral framework for participating First

Nations, including four-year terms of office and different provisions governing electoral

administration, nominations, voting, and electoral offences.

The First Nation recognizes that electoral governance is a matter of significant importance

to its members and that any potential transition must be informed by meaningful

community engagement.

Jijiktukwej L'nue'katik anticipates its next Chief and Council election in December 2027.

The First Nation wishes to explore whether a transition to the FNEA could reasonably be

completed before that election, subject to community engagement, Council consideration,

and applicable federal legislative and administrative requirements.

The First Nation is seeking an independent consultant to facilitate this process and provide

an objective assessment of community feedback.

3. Project Objectives

The objectives of this project are to:

1. Provide community members with accurate, understandable, and balanced

information about the current Indian Act electoral system and the FNEA.

2. Explain the potential benefits, limitations, risks, and implications of transitioning

between the two electoral systems.

3. Engage members residing both on and off reserve through accessible and culturally

appropriate methods.

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4. Identify community perspectives, priorities, concerns, and recommendations

regarding electoral governance.

5. Assess the level and nature of community support for, or opposition to, a potential

transition.

6. Identify any outstanding questions or matters requiring further consideration

before Chief and Council make a decision.

7. Identify the legislative and administrative requirements and anticipated timelines

associated with a potential transition before the December 2027 election.

8. Produce a comprehensive final engagement report with findings and

recommendations to inform Chief and Council's consideration of the proposed

transition.

4. Scope of Work

The successful consultant will be expected to undertake the following activities.

4.1 Project Planning and Coordination

The consultant will:

- Conduct an initial meeting with the Executive Director and designated

representatives of Jijiktukwej L'nue'katik.

- Review relevant governance documents, electoral information, and applicable

legislative requirements.

- Develop a detailed engagement work plan, including methodology, activities,

timelines, communications, and deliverables.

- Identify potential barriers to participation and propose strategies to address them.

- Establish a process for maintaining confidentiality, protecting participant

information, and documenting engagement findings.

- Coordinate regularly with the designated First Nation project representative.

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- Identify any risks or dependencies that may affect project delivery or the anticipated

December 2027 election timeline.

4.2 Electoral Systems Research and Educational Materials

The successful consultant will prepare clear, impartial, and accessible educational materials

comparing the current Indian Act electoral system with the FNEA.

At a minimum, materials must address:

- Length of terms for Chief and Council.

- Nomination and candidacy requirements.

- Eligibility to vote and opportunities for member participation.

- Election administration and responsibilities.

- Voting methods and accessibility for off-reserve members.

- Election appeals, challenges, and dispute-resolution processes.

- Electoral offences and enforcement provisions.

- Removal from office and related accountability provisions.

- Legislative and administrative implications of transitioning.

- The process and requirements for requesting inclusion under the FNEA.

- Potential implications for future community governance development and self-

determination.

Materials must explain both the potential advantages and disadvantages of the two systems

without advocating for a predetermined outcome.

Legislative Accuracy and Review

All educational materials and explanations of the transition process must be based on

current federal legislation, regulations, and applicable guidance.

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The consultant must identify any legislative requirements, administrative procedures, or

timelines that may affect the First Nation's ability to transition before its anticipated

December 2027 election.

The consultant must arrange for appropriate legal review of the legislative comparison and

proposed transition process by a qualified legal professional, in coordination with the First

Nation, before educational materials are distributed.

The proposal must identify how this review will be completed and include any associated

costs or clearly identified assumptions.

All educational materials must be reviewed and approved by Jijiktukwej L'nue'katik before

public distribution.

4.3 Community Engagement Strategy and Minimum Requirements

The successful consultant will develop and implement a comprehensive community

engagement strategy that provides meaningful opportunities for members residing both on

and off reserve to participate in discussions regarding the proposed transition.

At a minimum, the engagement process must include the following activities.

A. In-Person Community Engagement Sessions

The consultant must organize and facilitate a minimum of three (3) in-person community

engagement sessions within Jijiktukwej L'nue'katik.

These sessions must:

- Provide an accessible, plain-language overview of the current Indian Act electoral

system and the FNEA.

- Explain the potential advantages, disadvantages, and implications of transitioning.

- Allow members to ask questions and receive accurate, impartial responses.

- Facilitate respectful discussion regarding electoral governance, representation,

accountability, and community priorities.

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- Provide opportunities for members to express support, opposition, uncertainty, or

alternative perspectives.

- Collect and document feedback for inclusion in the final engagement report.

Sessions should be scheduled at varying dates and times to maximize participation,

including consideration of evening or weekend availability.

B. Virtual Off-Reserve Engagement Sessions

The consultant must organize and facilitate a minimum of two (2) virtual engagement

sessions specifically intended for off-reserve members.

These sessions must provide the same educational information and opportunities for

discussion as the in-person sessions.

The consultant must ensure that:

- Sessions are accessible using commonly available virtual meeting technology.





- Members receive sufficient advance notice and clear instructions for participation.

- Appropriate measures are established to verify membership while protecting

privacy.

- Participants can ask questions and provide feedback.

- Sessions are scheduled at different times to accommodate varying schedules and

time zones.

Off-reserve members must also be able to participate in the broader engagement process

through surveys and other feedback mechanisms.

C. Membership Survey

The consultant must develop and administer a membership survey to gather perspectives

on the proposed transition.

The survey must be available in both online and paper formats.

The consultant will be responsible for:

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- Developing explicit, neutral, and accessible survey questions.

- Ensuring that members receive sufficient information about both electoral systems

before expressing their preferences.

- Establishing reasonable measures to verify eligibility and prevent duplicate survey

submissions.

- Making paper surveys available at designated community locations.

- Providing an accessible means for off-reserve members to request and return paper

surveys.

- Ensuring confidentiality of individual responses.

- Collecting and analyzing survey results.

- Reporting the number of responses, participation rates where measurable, and

relevant differences in perspectives between on-reserve and off-reserve

respondents.

Survey questions must be reviewed and approved by the First Nation before distribution.

D. Additional Engagement Opportunities

Proponents are encouraged to recommend additional engagement activities that

strengthen accessibility and participation, including:

- Individual interviews.

- Small-group discussions.

- Elder-focused engagement.

- Youth engagement, including young adults eligible to participate in elections.

- Other culturally appropriate and accessible engagement methods.

The minimum engagement requirements identified above are mandatory and must be

included in the proposed work plan and budget.

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4.4 Engagement Facilitation

The successful consultant will:

- Organize and facilitate engagement activities in coordination with the First Nation.

- Present information in a clear, neutral, and respectful manner.

- Ensure that members have meaningful opportunities to ask questions and express

differing perspectives.

- Maintain an inclusive environment that respects Mi'kmaw culture, values, and

governance traditions.

- Document participation levels and key themes.

- Address misinformation or misunderstandings through accurate, evidence-based

explanations.

- Provide reasonable accommodations to support accessibility and participation.

The consultant must maintain independence and neutrality throughout the engagement

process.

4.5 Community Participation and Assessment of Support

The consultant must establish a clear methodology for assessing community perspectives

regarding the potential transition.

The methodology must:

- Distinguish between support, opposition, uncertainty, and requests for additional

information.

- Identify participation by on-reserve and off-reserve members where appropriate.

- Report the total number of participants and survey respondents.

- Explain how duplicate participation across engagement activities will be addressed

when reporting overall participation.

- Identify potential barriers to participation and any limitations affecting the

representativeness of findings.

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- Distinguish between the perspectives of engagement participants and the broader

membership.

The engagement process is not intended to constitute a formal referendum or binding

community vote.

The consultant must not characterize survey findings as demonstrating the position of the

entire membership unless the methodology and evidence reasonably support such a

conclusion.

4.6 Analysis and Reporting

Following the completion of engagement activities, the consultant will analyze all

information collected and prepare a comprehensive report.

The report must include:

1. Executive summary.

2. Overview of the engagement process and methodology.

3. Description of engagement activities conducted.

4. Participation statistics, including on-reserve and off-reserve participation where

information is available and appropriate.

5. Summary of educational information provided.

6. Key themes identified through engagement.

7. Community perspectives regarding the current electoral system.

8. Perceived benefits and concerns regarding the FNEA.

9. Assessment of community support, opposition, and uncertainty, with appropriate

methodological limitations.

10. Outstanding questions or issues requiring further consideration.

11. Legislative and administrative requirements associated with a potential transition.

12. Assessment of the feasibility of transitioning before the December 2027 election.

13. Recommendations regarding potential next steps.

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14. Appendices containing engagement tools, survey instruments, and anonymized

findings.

The report must distinguish between the perspectives expressed by participants and

conclusions that can reasonably be drawn about the broader membership.

The consultant must not characterize engagement findings as a formal referendum or

binding community decision.

4.7 Transition Timeline and December 2027 Election Considerations

Jijiktukwej L'nue'katik anticipates its next Chief and Council election in December 2027.

The First Nation wishes to explore whether a transition to the FNEA could reasonably be

completed in advance of that election, subject to community engagement, Council

consideration, and applicable federal requirements.

Proponents must provide a detailed project schedule that:

- Allows sufficient time for all required engagement activities.

- Includes time for the development, review, and approval of educational materials.

- Provides adequate advance notice to on-reserve and off-reserve members.

- Establishes a reasonable period for survey completion.

- Includes time for analysis, draft reporting, and presentation of final findings.

- Identifies the federal administrative steps and anticipated timelines associated with

a potential transition.

- Identifies any risks, dependencies, or deadlines that could affect implementation

before March 31, 2027.

The consultant must provide a realistic assessment of the feasibility of completing the

transition process before the anticipated election.

The engagement process must not be shortened or compromised solely to meet the

anticipated election date.

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4.8 Final Presentation

The successful consultant will present the final engagement findings to Chief and Council

and respond to questions regarding the methodology, results, and recommendations.

The consultant may also be requested to participate in a community presentation of the

findings.

5. Required Deliverables

Deliverable Minimum Requirement

Detailed methodology, schedule, communications strategy, and
Project Work Plan

participation plan

Legislative Plain-language comparison of the two electoral systems, subject to

Comparison appropriate legal review

Community presentations, information sheets, and supporting
Educational Materials

materials

In-Person Engagement Minimum 3 facilitated community sessions

Virtual Off-Reserve
Minimum 2 facilitated virtual sessions

Engagement

Membership Survey Online and paper formats, including administration and analysis

Engagement Summary Participation statistics and emerging themes

Draft Final Report Findings, analysis, limitations, and recommendations

Final Engagement Finalized findings, community perspectives, and recommended

Report next steps

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Transition Timeline Assessment of the legislative and administrative steps required for

Assessment a potential transition before December 2027

Final Presentation Presentation of findings to Chief and Council

All final materials, including editable documents and anonymized engagement data, will

become the property of Jijiktukwej L'nue'katik, subject to applicable privacy requirements

and agreed contractual terms.

6. Project Timeline

The anticipated project timeline is as follows:

Activity Target Date

RFP Issued October 20, 2026

Proposal Submission Deadline November 3, 2026

Consultant Selection November 10, 2026





Project Initiation November 16, 2026

Engagement Plan and Educational Materials Approved December 15, 2026

Community Engagement Activities January 4-March 4, 2027

Draft Report Submitted March 9, 2027

Final Report and Presentation March 30, 2027

Proponents are encouraged to propose a realistic schedule that allows sufficient time for

meaningful engagement, particularly with off-reserve members.

Any anticipated legislative or administrative timelines should be identified in the work

plan.

7. Consultant Qualifications

Proponents should demonstrate the following qualifications and experience:

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- Demonstrated experience conducting community engagement with First Nations or

Indigenous communities.

- Strong understanding of First Nations governance, electoral systems, and the

relevant federal legislative framework.

- Familiarity with the Indian Act election provisions and the First Nations Elections

Act.

- Knowledge of Mi'kmaw communities, governance traditions, and cultural protocols.

- Experience facilitating sensitive or potentially contentious community discussions.

- Demonstrated ability to engage geographically dispersed membership populations.

- Experience developing accessible educational materials, surveys, and engagement

reports.

- Strong analytical, facilitation, communication, and report-writing skills.

- Ability to conduct engagement independently, objectively, and confidentially.

Preference may be given to qualified Mi'kmaw and other Indigenous consultants or

consulting firms with relevant experience.

8. Proposal Submission Requirements

Interested proponents must submit a proposal containing the following information.

A. Consultant Profile

- Name of consultant or firm.

- Contact information.

- Overview of qualifications and relevant experience.

- Identification of proposed project team members and their roles.

B. Understanding of the Project

- Demonstrated understanding of the First Nation's objectives.

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- Understanding of the relevant electoral systems.

- Identification of key considerations, opportunities, and potential challenges.

C. Proposed Methodology

- Detailed approach to community education and engagement.

- Proposed engagement activities and methods, including all mandatory sessions and

surveys.

- Strategies for ensuring meaningful participation by on-reserve and off-reserve

members.

- Approach to maintaining neutrality, confidentiality, and cultural appropriateness.

- Proposed methods for analyzing feedback and assessing community perspectives.

- Approach to legislative research and legal review.

D. Project Work Plan

- Proposed schedule and milestones.

- Estimated time required for each phase.

- Proposed project management and reporting arrangements.

- Assessment of potential timeline considerations related to the December 2027

election.

E. Relevant Experience and References

- Examples of comparable projects.

- At least two professional references from previous clients.

F. Financial Proposal

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A detailed, itemized budget identifying:

- Professional fees and hourly or daily rates.

- Estimated consultant hours or days.

- Planning, research, and project management.

- Legislative research and coordination of legal review.

- Development of educational materials.

- Preparation and facilitation of three in-person engagement sessions.

- Preparation and facilitation of two virtual off-reserve engagement sessions.

- Development, distribution, and analysis of online and paper surveys.

- Travel, accommodation, and other engagement-related expenses.

- Analysis, reporting, and final presentations.

- Other anticipated expenses.

- Applicable taxes.

The proposal must clearly identify the total proposed project cost and any assumptions or

exclusions.

Proposals must include all mandatory engagement activities within the quoted total project

cost.

Any proposed additional engagement activities must be identified and priced separately.

9. Proposal Evaluation

Proposals will be evaluated using the following criteria:

Evaluation Criteria Weight

Experience with First Nations governance and electoral legislation 25%

Quality and suitability of proposed engagement methodology 25%

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Experience working with Mi'kmaw and other Indigenous communities 20%

Project work plan, timelines, and deliverables 10%

Cost and overall value 15%

References and demonstrated past performance 5%

Total 100%

Jijiktukwej L'nue'katik reserves the right to request additional information, conduct

interviews, or seek clarification from proponents during the evaluation process.

Proposals that do not include all mandatory engagement activities may be deemed non-

compliant.

The lowest-priced proposal will not necessarily be selected.

10. Project Oversight and Reporting

The successful consultant will report to the Executive Director of Jijiktukwej L'nue'katik or

their designate.

The consultant will be required to provide regular progress updates, identify emerging

issues, and obtain approval for major changes to the agreed-upon scope of work.

Chief and Council will maintain responsibility for any decisions regarding the potential

transition to the FNEA.

The consultant's role is limited to research, education, engagement, analysis, and

recommendations unless otherwise agreed upon in writing.

11. Confidentiality and Information Management

The successful consultant will be required to maintain strict confidentiality regarding all

non-public information obtained during the project.

The consultant must:

- Protect the privacy of engagement participants.

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- Obtain appropriate informed consent for participation and information collection.

- Ensure that individual responses are not attributed to identifiable participants

without explicit permission.

- Store information securely and restrict access to authorized project personnel.

- Comply with applicable privacy requirements and the First Nation's information-

management expectations.

- Ensure engagement findings are reported in a manner that protects participant

confidentiality.

- Not disclose, publish, or use project information for purposes outside the contract

without prior written authorization.

The consultant must respect First Nations principles of ownership, control, access, and

possession (OCAP) in the management of community information.

12. Conflict of Interest and Independence

Proponents must disclose any actual, potential, or perceived conflicts of interest, including

relationships or interests that could reasonably affect the independence of the engagement

process.

The successful consultant must not advocate for a particular electoral outcome or attempt

to influence members toward a predetermined position.

All educational materials, facilitation activities, analysis, and reporting must be conducted

objectively and impartially.

13. General Terms and Conditions

Jijiktukwej L'nue'katik reserves the right to:

- Accept or reject any or all proposals.

- Request clarification or additional information from proponents.

- Negotiate the scope, schedule, and fees with a preferred proponent.

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- Cancel or amend this RFP process at any time.

- Decline to award a contract.

- Verify references and qualifications.

- Award the contract based on the proposal that provides the best overall value and

alignment with community needs.

All costs associated with preparing and submitting a proposal are the responsibility of the

proponent.

Issuance of this RFP does not constitute a commitment to award a contract.

The successful proponent will be required to enter into a written services agreement before

commencing work.

14. Submission Instructions

Proposals must be submitted electronically in PDF format.

Submission Deadline: November 3rd, 2026, 11:59pm AST

Submit Proposals To:

Sarah Toole

Executive Director

Jijiktukwej L'nue'katik

Email: [email protected]

Subject Line: RFP Submission – FNEA Community Engagement

Questions regarding this RFP must be submitted in writing to the contact identified above

by November 3rd, 2026.

Late or incomplete proposals may not be considered.

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15. Closing Statement

Jijiktukwej L'nue'katik is committed to ensuring that its members are informed, heard, and

meaningfully involved in discussions concerning the future of community governance.

Through this project, the First Nation seeks to support transparent, respectful, and

informed consideration of its electoral governance options, while recognizing the

importance of Mi'kmaw identity, community values, and the right to self-determination.

The First Nation welcomes proposals from qualified consultants who share this

commitment and can demonstrate the expertise, independence, and cultural understanding

necessary to support this key engagement process.

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📌 Election Act Consultant (Millbrook)
🏢 Jijiktukwej L'nue'katik (Formerly known as Annapolis Valley First Nation)
📍 Millbrook