Indigenous Technical Writer for Review Panels

1.0 ADVANCE CONTRACT AWARD NOTICE (ACAN) # HICC-2025/26-PS5940 An ACAN is a public notice indicating to the supplier community that a department or agency intends to award a contract for goods, services or construction to a pre-identified supplier, thereby allowing other suppliers to signal their interest in bidding, by submitting a statement of capabilities. If no supplier submits a statement of capabilities that meets the requirements set out in the ACAN, on or before the closing date stated in the ACAN, the contracting officer may then proceed with the award to the pre-identified supplier. 2.0 DEFINITION OF THE REQUIREMENT 2.1 Title: Indigenous Technical Writer for Review Panels 2.2 Objective: The Policy and Results Branch at Housing, Infrastructure and Communities Canada (the “Client”) is seeking a Firm (the “Firm”) to provide specialized human rights technical writing services to review panels established by the National Housing Council. This includes: thematic analysis of written submissions and reports; documenting oral hearings; summaries of emerging themes for internal use; an interim report summarizing what was learned through oral and written hearings; a final report and recommendations; and communications materials to support dissemination. 2.3 Background: Canada’s Parliament passed the National Housing Strategy Act in 2019. It recognizes housing as a human right and commits the federal government to help make this a reality. The Act established the National Housing Council, Review Panels, and the Federal Housing Advocate. The National Housing Council is an advisory body to the Minister of Housing, Infrastructure and Communities. It was launched on November 22, 2020, when its first members were appointed. Its purpose is to further the housing policy of the Government of Canada and the National Housing Strategy. The Council helps promote participation and inclusion in the development of housing policy by engaging with communities. Review Panels are a unique, made-in-Canada participatory human rights accountability mechanism. At the request of the Federal Housing Advocate, the National Housing Council appoints three members to a Review Panel to examine a systemic housing issue and provide a report to the federal Minister responsible for housing, setting out their opinions on the issue and their recommendations for measures to address it. Review Panels must conduct a hearing that enables participation by the public, especially members of communities directly affected by the issue, and experts in human rights and housing. The current review panel, Neha, is examining the right to safe, adequate and affordable housing for women, Two Spirit, Trans, and gender-diverse people, and the government's duty to uphold this right. The Neha review panel is an Indigenous-led process. Neha is a Kanien'kéha-Mohawk word meaning "our ways". It describes a way of life that is open, peaceful, supportive and healing. Neha is conducting written and oral dialogues between November and July 2025. Evidence gathered during the hearing will inform an interim What Was Learned report, and the final review panel report and recommendations to be provided to the Minister in late 2025. Neha will conduct written and oral dialogues to gather evidence on this issue from a wide range of stakeholders, including researchers, civil society organizations, service providers, and persons with lived experience of inadequate housing and homelessness. Dialogue participants will share information on highly sensitive topics including gender-based violence, child apprehension, and the crisis of missing and murdered Indigenous women and girls. Project personnel require a high degree of sensitivity, knowledge, and lived expertise related to the issues of focus, and familiarity with communities directly affected. The Client requires an Indigenous technical writer possessing the following qualifications: - Direct knowledge and experience of Indigenous engagement protocols, and demonstrated prior experience documenting, and preparing reports for, Indigenous-led engagement processes; - Subject matter expertise in relevant areas such as the human right to safe, adequate, and affordable housing; gender-based analysis plus (GBA plus); Indigenous rights; and government policies and programs relating to housing and homelessness; - Demonstrated ability to understand and communicate complex concepts relating to human rights, Indigenous rights, and intersectional gender equity in relation to housing and homelessness; housing conditions of Indigenous peoples and disadvantaged groups; and policies and programs related to housing and homelessness in Canada; - Extensive prior experience documenting in-person and virtual engagements with a wide range of stakeholders including senior officials at all levels of government; civil society organizations, national Indigenous organizations and Indigenous-led organizations; persons with lived experience of homelessness and inadequate housing, and members of disadvantaged groups; - Extensive prior experience preparing reports that draw upon diverse forms of expertise including lived experience, and presenting findings in a manner that is true to the experience of Indigenous people, disadvantaged groups, and people experiencing homelessness and inadequate housing; - Strong interpersonal communication and collaboration skills; - Demonstrated ability to succinctly and persuasively present information and recommendations relating to governments’ programs, policies, and human rights obligations; - Understanding of information privacy policies, and access to required IT for the secure collection, storage, use and disposal of personal information. - Proven ability to write plain-language reports for a non-academic audience. 2.4 Tasks and deliverables: Deliverable dates are tentative and may be subject to change. Any changes to deliverable dates will require mutual consent of Client and Firm. The Client will be responsible to return comments within 10 business days of receiving drafts for comments, and within 5 business days of receiving revised drafts for review. Deliverable 1: Neha oral dialogue thematic summaries, June to August 2025 Using de-identified raw notes from in-person oral dialogues, and published recordings of virtual dialogues, produce brief periodic summaries of key themes, learnings, and solutions from the oral dialogues, for internal use by Neha and the NHC secretariat. - Three periodic summaries, based on dates of oral dialogues Deliverable 2: Neha written dialogue overview, July 2025 Using de-identified text of written submissions, reports and report summaries, and preliminary analysis provided by NHC Secretariat, produce a brief overview (<20pp) of key themes, learnings, and solutions from the written dialogue, for internal use. - Draft for comments: July 4 - Final version in Word, with accompanying deck and speaking notes: July 18 Deliverable 3: Neha interim What Was Learned report, August 2025 Building on the summaries of the written and oral dialogues, produce an interim report (30pp approx) on the key themes, learnings, and solutions identified by review panel participants through the written and oral dialogues. Provide text for an accompanying slide deck and speaking notes for presentation at conferences and events. - First draft for comments: August 8 - Revised draft for review: August 22 - Final revised text, slide deck and speaking notes: September 5 Deliverable 4: Legal & human rights analysis The proponent will engage and work closely with an Indigenous legal expert to prepare an analysis of international human rights norms and domestic law and jurisprudence relating to the right to safe, adequate, and affordable housing for women, Two Spirit, Trans, and gender-diverse people, and the government’s duty to uphold this right. This analysis will be published as a stand-alone document and will be included as an annex to the Neha final report and recommendations (see below). - Table of contents & outline: July 18 - First draft for comments: August 22 - Revised draft for review: September 5 - Final revised text, slide deck & speaking notes: Oct 30 Deliverable 5: Neha final report & recommendations, October 2025 Working closely with Neha members and NHC staff, produce a final report (30pp approx plus annexes) setting out the opinions and recommendations of the review panel, to be provided to the Minister responsible for housing. Provide text for an accompanying slide deck and speaking notes. - First draft for comments: September 15 - Revised draft: October 15 - Final complete report text with annexes, text for accompanying slide deck and speaking notes: October 30 2.4.1 Unforeseeable Work and changes to the statement of work: Any unforeseen tasks or changes with regards to this Statement of Work that may arise during the contract, including timelines, will be discussed and mutually agreed upon by all parties. 2.5 Scope: The role of the technical writer will include but not be limited to: • Provide specialized advice as requested by NHC. • Work closely with Neha members and NHC staff throughout the project to develop and refine protocols for documentation and qualitative analysis; • Receive and analyze de-identified written submissions, report summaries, secondary literature, and other documents and data; • Receive and analyze de-identified raw verbatim notes, audio / video recordings, and / or transcripts of oral dialogues and other meetings; • Produce regular summaries of emerging themes for internal use; • Draft overviews of key themes, learnings, and solutions emerging from the written and oral hearings; an interim report; and a final report and recommendations; • Prepare slide decks, speaking notes, and other materials to support dissemination. • Apply all required protocols for the secure collection, storage, use, and disposal of private information. • Understand content written in French 2.6 Constraints: The Firm should respect confidentiality and refrain from sharing or discussing any content related to Neha. Products must adhere to Government of Canada privacy legislation, and all official languages and accessibility requirements. Individuals working on the project must have experience with completing similar project for federal government clients. All meetings between the Client and the Firm will be held over the Client’s videoconferencing service. The Firm will not have access to the Client’s premises, equipment, systems or software. 2.7 Client Support: The Client will provide the Firm with access to all relevant material as required, and will be available to discuss and review concepts and drafts throughout the process. The Client will deliver comments in drafts within 10 business days. 2.8 Deliverables: All deliverables should be sent electronically to the Project Lead and other identified personnel. Deliverables must be in an accessible and editable format using agreed-upon software. 2.9 Travel: No travel outside the National Capital Region (NCR) is expected. Any and all local travel will be at the Firm’s expense. 2.10 Security Requirements: There are no security requirements for the contractors working on this project. 2.11 Official Languages: All communications, both oral and written, between the Firm and Client representatives, may be conducted in English and/or French. Deliverables will be provided in English. The Client will be responsible for translation of materials. 2.12 Period of Work:  The period of work is for one (1) year from contract award date with an option to extend the contract for 4 additional one (1) year periods, with additional deliverables for future review panel(s). 2.13 Payment: The value of the contract is up to $101,700.00 (GST/HST included). There may be an option to extend the value of the contract with additional deliverables for future review panel(s). The proponent is to provide a quote with a cost estimate for each deliverable. Payment will be released after completion of each deliverable. Deliverable Quote Deliverable 1 – oral dialogue summaries (three summaries – total amount) Amount per summary (to be paid on delivery) Deliverable 2 – written dialogue overview - total Draft Final Deliverable 3 – Interim what was heard report - total First draft Final Deliverable 4 – Legal analysis - total Table of contents Draft Final Deliverable 5 – final report - total First draft Final TOTAL before taxes TOTAL including taxes 3.0 CRITERIA FOR ASSESSMENT OF THE STATEMENT OF CAPABILITIES (Minimum Essential Requirements) Any interested supplier must demonstrate by way of a statement of capabilities that it meets all the following requirements of an Indigenous technical writer: - Demonstrated prior experience documenting, and preparing reports for, Indigenous-led engagement processes; - Subject matter expertise in relevant areas such as the human right to safe, adequate, and affordable housing; gender-based analysis plus (GBA plus); Indigenous rights; and government policies and programs relating to housing and homelessness; - Demonstrated ability to understand and communicate complex concepts relating to human rights, Indigenous rights, and intersectional gender equity in relation to housing and homelessness; housing conditions of Indigenous peoples and disadvantaged groups; and policies and programs related to housing and homelessness in Canada; - Extensive prior experience documenting in-person and virtual engagements with a wide range of stakeholders including senior officials at all levels of government; civil society organizations, national Indigenous organizations and Indigenous-led organizations; persons with lived experience of homelessness and inadequate housing, and members of disadvantaged groups; - Extensive prior experience preparing reports that draw upon diverse forms of expertise including lived experience, and presenting findings in a manner that is true to the experience of Indigenous people, disadvantaged groups, and people experiencing homelessness and inadequate housing; - Strong interpersonal communication and collaboration skills; - Demonstrated ability to succinctly and persuasively present information and recommendations relating to governments’ programs, policies, and human rights obligations; - Understanding of information privacy policies, and access to required IT for the secure collection, storage, use and disposal of personal information. - Proven ability to write plain-language reports for a non-academic audience. Security Requirements: There are no security requirements. Essential Service Requirements Based on what the Work involves that was identified in section 2.0, any interested supplier must demonstrate that they: • At least 10 years prior experience: o Documenting, and preparing reports for, Indigenous-led engagement processes with a wide range of stakeholders including senior officials at all levels of government; civil society organizations, national Indigenous organizations and Indigenous-led organizations; persons with lived experience of homelessness and inadequate housing, and members of disadvantaged groups; o Preparing reports that draw upon diverse forms of expertise including lived experience, and presenting findings in a manner that is true to the experience of Indigenous people, disadvantaged groups, and people experiencing homelessness and inadequate housing; o Drafting reports and recommendations relating to governments’ programs, policies, and human rights obligations for various audiences including senior government officials; policy makers; civil society organizations; and rights holders. • Knowledge and understanding of: o Indigenous engagement protocols; o International human rights law, particularly in the areas of social and economic rights and Indigenous rights; o Domestic legislation and policies relating to social and economic rights and Indigenous rights, including the UNDRIP Act and the National Housing Strategy Act; o Gender-based analysis plus (GBA plus) and women’s human rights; o Government policies and programs relating to housing and homelessness in Canada. • Academic qualifications: o Must possess a professional or graduate degree in law, legal studies or human rights studies. 4.0 APPLICABILITY OF THE TRADE AGREEMENTS TO THE PROCUREMENT This procurement is a voluntary set-aside under PSIB; it is no longer subject to the obligations of the trade agreements. 5.0 SET-ASIDE UNDER THE PROCUREMENT STRATEGY FOR INDIGENOUS BUSINESS This procurement is set-aside for an Indigenous/Aboriginal supplier in accordance with the government Procurement Strategy for Aboriginal Business (PSAB). Therefore, only suppliers who meet the definition of an Aboriginal business, as defined in the PSAB, may submit a statement of capabilities. 6.0 COMPREHENSIVE LAND CLAIMS AGREEMENT(S) This procurement is not subject to any Comprehensive Land Claims Agreements. 7.0 JUSTIFICATION FOR THE PRE-IDENTIFIED SUPPLIER The pre-identified supplier is Indigenous and registered in the Indigenous Business Directory; and, possesses all of essential requirements identified in Section 3.0. 8.0 GOVERNMENT CONTRACTS REGULATIONS EXCEPTION: The following exception to the Government Contracts Regulations (https://laws.justice.gc.ca/eng/regulations/SOR-87-402/FullText.html) is invoked for the procurement under subsection 6(d) – only one firm is capable of performing the contract. 9.0 EXCLUSIONS AND/OR LIMITED TENDERING REASONS This procurement is a voluntary set-aside under PSIB; it is no longer subject to the obligations of the trade agreements. 10.0 OWNERSHIP OF INTELLECTUAL PROPERTY Canada intends to retain ownership of any Foreground Intellectual Property arising out of the proposed contract on the basis that the main purpose of the contract is to generate knowledge and information for public dissemination. 11.0 PERIOD OF THE PROPOSED CONTRACT The proposed contract is for a period of one (1) year, from date of contract award with an option to extend the contract for 4 additional one (1) year periods. 12.0 COST ESTIMATE OF THE PROPOSED CONTRACT The estimated maximum value of the contract, not including options, is $101,700.00 CAD (Applicable Taxes included). 13.0 NAME AND ADDRESS OF THE PRE-IDENTIFIED SUPPLIER Celeste McKay Consulting Inc. 26 Lawndale Avenue Winnipeg, Manitoba R2H 1S8 Canada 14.0 SUPPLIERS’ RIGHT TO SUBMIT A STATEMENT OF CAPABILITIES Suppliers who consider themselves fully qualified and available to provide the services/goods described herein may submit a Statement of Capabilities by e-mail, to the contact person identified in section 16 of this Notice on or before the closing date and time of this Notice (see section 15). The Statement of Capabilities must clearly demonstrate how the supplier meets the advertised requirements. 15.0 CLOSING DATE AND TIME The closing date for a submission of a Statement of Capabilities is June 12, 2025 at 14:00 PM (24:00) Eastern Daylight Time (EDT). 16.0 INQUIRIES AND SUBMISSION OF STATEMENTS OF CAPABILITIES Inquiries and statements of capabilities are to be directed to: Jennifer Hendrick Manager – Procurement Services Housing, Infrastructure and Communities Canada Email: contact@example.gov