SPECIAL STUDIES AND ANALYSIS
About this Request for Proposals
Purpose
The purpose of this Request for Proposals (RFP) is to seek proposals from potential vendors to develop an Immigration Strategy for the Saint John Region.
This document sets forth the requirements and evaluation criteria for respondents.
Administrative Requirements
For tendering, legal, and billing purposes, the client is Envision Saint John: The Regional Growth Agency. Submissions in response to this RFP assume acceptance of all the terms described herein.
Eligibility
Vendors must be registered companies, with the legal authorization to conduct business in the Province of New Brunswick. Vendor consultants, proposed for this project, must be legally entitled to work in Canada.
Project Location
The project will be based at the Envision Saint John offices at 1 Germain Street in Saint John. The vendor consultants will be expected to attend meetings as required at this location.
Timeline
RFP release date MAR 28, 2024
Proposal submission deadline APR 19, 2024
Project launch MAY 10, 2024
Project completion NOV 08, 2024
Enquiries
All enquiries related to this RFP are to be directed to the individual noted in the 'Contact' section at the end of this document. Information obtained from any other source is not official and may be inaccurate. Enquiries and responses may be recorded and may be distributed to all proponents at the option of Envision Saint John.
Conflict of Interest
Respondents must fully disclose, in writing, to the person noted in the Contact section, on or before the closing date of this RFP, the circumstances of any possible conflict of interest or what could be perceived as a possible conflict of interest between the Vendor and Envision Saint John. Envision Saint John may reject any proposal where, in the opinion of Envision Saint John, the Vendor is or could be perceived to be in a conflict of interest.
Background
Envision Saint John (the Agency) is the backbone economic development organization helping to accelerate growth for the Saint John Region. Envision Saint John's role is to attract people, visitors, business, and investment to the Saint John Region.
The Agency has set 10-year outcomes to increase the Saint John's Region population by 25,000, increase the municipal tax base by 30-35% and build a stronger place brand, creating a community of proud ambassadors.
Envision Saint John is responsible for developing a common immigration vision for the region, working with service providers, municipal units, employers and stakeholders to attract and retain new residents and acting as the region's lead sales, marketing and support engine. The agency accelerates regional growth by connecting innovators, entrepreneurs, and builders to get things done.
Project Overview
The Saint John Region, with a population of 135,622, comprises the City of Saint John, Quispamsis, Rothesay, Grand Bay-Westfield, Hampton, Fundy-St. Martins, and the Fundy Rural District. The region includes a major port city located on the world-famous Bay of Fundy and vibrant surrounding communities and 'naturehoods.'
The Saint John CMA experienced a declining population in 2016, making it one of only two CMAs in the country to do so. However, following the COVID-19 pandemic, Saint John has become an attractive destination at a national and international level, leading to record-setting population growth and an increase in newcomer retention rates over the past two years. Envision Saint John was created in 2020 to be accountable for the population growth file and newcomer retention at a regional level.
This change presents an opportunity to continue growing and retaining the population, develop a community plan to settle and retain newcomers in the region. Population and workforce are essential to the region's economic growth, but attracting talent is not the only puzzle piece. Recognizing this, Envision Saint John aims to convene the ecosystem to find a shared vision to move forward. The project's ultimate objective is to lead the community in developing alignment on a clear strategy for
approaching immigration and a set of concrete actions to get us there.
Envision Saint John will assign other human resources (including executive leadership, agency of record, logistical support, etc.) as required.
Coordination and Alignment with Existing Initiatives
In November 2022, the City of Saint John introduced their Immigration Strategy for 2022-2032, titled "Succeed and Stay". One of the tactics outlined in the strategy is an exercise that aims to incorporate the needs of the region into a single, cohesive regional immigration strategy. The results of this exercise will be aligned with the city's ongoing efforts to implement its immigration strategy and will ultimately help to make a more significant impact within the ecosystem.
Additionally, Envision Saint John is undertaking three formative initiatives in 2024, one of which will be the regional immigration strategy and action plan. The successful consultant selected for this initiative will be required to coordinate with other consultants working on different initiatives from time to time. These initiatives include:
- Regional Tourism Masterplan: A tourism master plan is currently being developed alongside the immigration strategy and action plan. This project aims to prioritize efforts and investments that will create wealth and drive economic growth from the region's tourism economy.
- Regional Economic Development Strategy: This strategy aims to lead the community in developing a clear growth strategy for the economy and a set of concrete actions to achieve it. Workforce development tactics will be a key outcome of this strategy. The immigration strategy will play a crucial role in addressing the population growth needed to fill the current and future workforce of the region.
Moreover, there are other documents and projects that the consultant should take into consideration to align efforts, including:
- 2023-2032 City of Saint John 10-year Strategic Plan
- 2022-2032 Regional Population and Labor Force Projections
- 2023 Envision Saint John Strategic Immigration Framework
- 2023 Envision Saint John Talent Strategy
- A Population Growth Action Plan for New Brunswick 2019-2024
The selected vendor consulting group can propose alignment with other relevant documentation or strategies.
Role and Reporting
The role of the vendor consultants is to:
1. Prepare the base-line research as identified.
2. Prepare an updated asset map of the immigration support ecosystem in the Saint John Region.
3. Provide resources to complete stakeholder consultations.
4. Undertake the synthesis and analysis phases.
5. Prepare the project's strategic & implementation plans and final deliverables.
6. Participate in presentations of findings as required.
The vendor consulting team will liaise with the project governance structure and will collaborate with other Envision Saint John resources assigned to this initiative i.e., communications, research, executive leadership, agency of record, etc.
Scope of Work
Respondents are expected to put forward proposals which fulfill the anticipated key requirements for this project, however, respondents recommending alternatives to the scope that provide a superior product are encouraged. Below is a summary of the anticipated scope of the project.
Baseline Research:
1. Immigration Support Ecosystem Current State Assessment: The Agency requires a comprehensive assessment of the Saint John Region from the perspective of new residents. This assessment should review the region's current key demand generators, municipal differences and dependencies, and evaluate the current services, agencies, and structures designed to support population growth - attraction, settlement, and retention. The map should include organizational assets, services, and programmatic
resources, highlighting any duplication and gaps in the new resident immigration, settlement, and retention journey. The Agency has prepared an inventory of services that will be provided to the vendor to complete this exercise.
2. Market-Based Opportunities Assessment: This assessment includes an analysis of immigration levels and settlement habits in the Saint John Region. This market-based review will explore opportunities for growth in existing segments and untapped markets aligned to mandates and accountabilities.
3. General Opportunities Assessment: Review opportunities and obstacles facing new residents' attraction, settlement, and retention. This review is envisioned to be undertaken at the regional level within specific population segments and at the regional level. Output will be a clear articulation and understanding of the unique opportunities of the Saint John Region municipalities. Opportunities identified in this assessment stage should be explored in the general opportunity assessment stage.
4. Newcomer Survey - The last newcomer survey was conducted in 2019, with limited scope to the CMA limits. The Agency will be interested in proposals that can leverage past information collected (benchmark), execute a new iteration that serves the purpose of this exercise, and provide a template for continuous execution of similar exercises that will support the ecosystem to use as continued validation of actions and inform future planning. The survey is intended to collect the information and
perspectives of past and prospective new residents of the Saint John Region.
Stakeholder Consultations:
1. Prepare a Stakeholder Consultation Plan, including the objectives and framework for consultations.
2. Provide advice and feedback on the Stakeholder Consultation invitation list (to be developed by Envision Saint John in collaboration with the Saint John Local Immigration Partnership).
3. Facilitate group stakeholder consultation meetings (approx. ten sessions).
4. Meetings with Municipal Shareholders: Envision Saint John works closely with the municipal governments of the Saint John Region as the initial shareholders in the organization. Individual meetings with the municipalities should be scheduled to understand key priorities and objectives from the municipality's perspective.
5. Prepare a discussion guide for one-on-one consultation meetings to be undertaken by Envision Saint John.
6. Capture findings of stakeholder consultation meetings.
Note: Envision Saint John will administer invitations and handle facility arrangements for consultation sessions.
Synthesis and Analysis:
1. Prepare a complete synthesis and analysis of the research findings, asset mapping and consultation phases.
Strategic Planning:
1. Development of Shared Vision and Strategic Goals: The vendor consulting team will draft a vision and a set of strategic goals to unite stakeholders toward a shared vision for growth. The strategic goals will support future investment and policy decisions and the development of specific actions for the 5-year implementation plan.
2. Stakeholder Workshop: The vendor consulting team will lead the stakeholders through a workshop to confirm the vision and strategic goals. Workshop participants are to be identified by Envision Saint John and Saint John Local Immigration Partnership.
3. Development of 5-year Implementation Plan (Community Plan): The vendor consulting team will create an action plan with defined roles and shared responsibilities for the service delivery agencies, partnerships, and regional authorities. These entities collectively comprise the immigration support efforts for the region, including attraction, settlement, and retention. The action plan should identify priority investments in infrastructure, policies, and services required to support the vision.
The plan should identify where existing resources and services may support actions and where new resources or structures may be necessary. Different funding cycles should also be considered.
4. Development of Monitoring and Evaluation Plan: The vendor consulting team will create a monitoring and evaluation plan to ensure the action plan's implementation. This should include specific goals and measures as well as a defined process for renewing and updating the plan as future opportunities and issues present. The evaluation should include an assessment of local partner uptake/adherence to the plan.
Reports:
1. The vendor consulting team will write the final detailed and summary reports including presentation versions of each.
Submission Requirements
The following information should be provided in each proposal:
Methodology
Clear articulation of the proposed work plan in order to achieve the Scope of Work.
Team Competence & Resources
Description of the capability of the proposed consultants to meet the requirements described in the Scope of Work and the relative level of effort each will apply to the project.
Include related experience of the firm, including the past three similar jobs that have been completed with the company name, contact person and phone number that may be contacted for a reference.
Schedule and Availability
The project is scheduled to start as soon as possible but no later than May 10, 2024, and be completed by November 8, 2024. Respondents should confirm the availability of their proposed project team to meet these scheduling objectives.
Fees and Expenses
Total project costs will not exceed $50,000 (including expenses).
Proposals should include a breakdown of the respondent's fees and disbursements in completing the project. The respondent agrees to invoice Envision Saint John based on progress completion of the services. All pre-approved expenses and disbursements are to be invoiced as they are incurred together with a monthly progress billing.
Fee and expense information should be supplied including a breakdown of costs by major work plan tasks:
- Per Diem rates.
- Travel, if required.
- Administration overhead.
- Phone, fax, courier, printing, etc.
- Sundry and contingency overhead rates.
- Software costs, data information, or research.
Closing Date
Each proposal must be received by 3:00 pm, local time, on April 19, 2024 to hello@envisionsaintjohn.com
Addendum or modifications can be made before the Closing Date but will not be accepted after that date. Proposals may be withdrawn by respondents at any time after submission.
Evaluation of Proposals and Notification of Proponents
Evaluation Criteria
Envision Saint John will review all submitted proposals and reject those which do not meet submission requirements. Non-compliant respondents will be notified at that time. Non-compliant proposals will not be returned.
Once it has been confirmed that the respondent's proposal has met the submission requirements, it will be evaluated based on the following criteria:
- A demonstrated understanding of the project and favourable project approach.
- Thoroughness of the proposal.
- Knowledge, experience and professional standing of key personnel.
- Availability of key personnel and demonstrated ability to meet proposed work schedule.
- Cost of services to be performed.
- Performance history on past projects for government and/or economic development clients including, but not limited to, quality of work, ability to meet schedules, cost control and working relationship with clients, advisory groups and the public.
At Envision Saint John's sole discretion, a winning proposal will be selected and the submitting respondent will be invited to participate in contract negotiations and finalization.
Note that while pricing is an important factor, the lowest price bid will not necessarily determine the winning proposal nor is Envision Saint John obligated to award this project to a respondent.
Envision Saint John may contact individual respondents during this process to for clarification or elaboration of proposal elements. Selected proponents may also be expected to meet with Envision Saint John and orally present their proposals.
Contract
The winning respondent will be invited to participate in contract negotiations, starting with the RFP submission.
In the event that a contract agreement cannot be successfully reached, then Envision Saint John reserves the right to cease discussions with the winning respondent then either choose another respondent or pursue another avenue to fulfill the requirements.
Optional Bidder Registration
An optional bidder's registration will be available for those interested in receiving information updates during the open period of the RFP. This is an option only to prospective bidders and is not a requirement.
List of bidders will not be disclosed. Bidders can register by submitting an email to hello@envisionsaintjohn.com stating your interest and return email address for communications.
QUESTIONS
All questions must be directed to hello@envisionsaintjohn.com. The questions and responses will be circulated to all registered bidders. No phone contacts for questions.
No Further Contract or Liability Arising from RFP Process
By submitting a proposal, the respondent agrees and acknowledges that:
- Nothing in this RFP, nor the submission of the proposal, nor the review and consideration of the proposal by Envision Saint John, nor any communication between the parties in relation to the RFP, obligate any party to enter into any further business relationship with the other party and, in particular, if Envision Saint John decides to engage the respondent in connection with the subject matter of the RFP then such engagement may only occur pursuant to a written agreement that has been signed
by both parties and, absent such written agreement, Envision Saint John will have no further liability or obligation to the respondent in connection with the subject matter of the RFP;
- The respondent is participating in this RFP process at its sole risk and expense, and Envision Saint John will not be liable to the respondent for any costs, expenses or liabilities incurred by the respondent in any way arising in connection with the respondent's participation;
- Envision Saint John has made no representations other than those expressly stated in this RFP.
Envision Saint John has the right to cancel this RFP at any time and to reissue it for any reason whatsoever or decide not to reissue it for any reason, without incurring any liability and no vendor will have any claim against Envision Saint John as a consequence; and the proposal and any accompanying documentation submitted by the respondent will become the property of the Envision Saint John and will not be returned.
Contact Information for Submissions
hello@envisionsaintjohn.com
This is a tender notice only. In order to submit a bid, you must obtain official tender documents from the New Brunswick Opportunities Network, another authorized tendering service or as indicated in the tender notice.
