Request for Proposals Administration Services to the Saskatoon Board of Police Commissioners
1. Overview:
The Saskatoon Board of Police Commissioners, appointed by Saskatoon City Council, and operating as a statutory board, holds responsibility for providing oversight of the Saskatoon Police Service as well as being a conduit between the public and the Service.
As additional information on the Board’s role and mandate, the Strategic Plan of the Board includes the following: Mission Statement: To strengthen the culture of community safety in Saskatoon.
Goal #1: To provide effective and objective oversight of the Saskatoon Police Service. Under Goal #1, its objectives include:
• An enhanced and widespread culture of community safety throughout Saskatoon.
• That the Saskatoon Police Service is regarded as the best Police Service in Canada by the community.
• The confidence of the community that a public body is effectively overseeing policing activity.
Goal #2: To be a highly effective conduit between the public and the Saskatoon Police Service. Under Goal #2, its objectives include:
• An enhanced and widespread culture of community safety throughout Saskatoon.
• That the public regularly provides input on issues relevant to policing and community safety.
• That the Board of Police Commissioners is widely known as a connection point between the public and the Police Service.
Goal #3: To strengthen the culture of community safety through effective and efficient Police Commission governance and operation. Under Goal #3, its objectives include:
• Recognition of the Board as an entity whose processes reflect best practices in governance.
• Recognition as an entity that is strategically focused.
• That the Board is positioned to carry out its mandate, in a highly effective manner, on a timely basis.
2. Background to the Request for Proposals:
The Administration services to the Saskatoon Board of Police Commissioners has traditionally been provided by the City Clerk’s Office at City Hall. With a realignment of duties, the Board of Police Commissioners is seeking a qualified contractor for provision of these services. The Board requires a contractor with senior level experience who can effectively support and enhance the internal reporting and decision making processes of the board. The Administrative Services contractor will report directly to the Board’s Executive Director.
3. Scope of Work and Primary Responsibilities:
Functions for which this position is solely responsible:
• Preparation, distribution and publishing of agendas, minutes and resolutions of monthly meetings,
• Preparation of Board packages in meeting management software (eScribe) for registered users and dissemination in electronic or print form,
• Providing Notices of the Board’s meetings in newspaper and on the City of Saskatoon website, per City of Saskatoon Policy,
• Arrangements for meeting facilities, technical requirements and meals for all regular and special meetings,
• Receipt of correspondence addressed to the Board, copying others as required, making recommendations on Board handling of such matters, in consultation with the Executive Director when necessary.
• Attending all meetings of the Board and recording minutes of all resolutions and proceedings of the Board,
• Managing and safely storing all records of the Board in accordance with City of Saskatoon Records Management practices,
• Maintaining custody of the Board Seal,
• Scheduling Board members for special Board Meetings, as required, and
• Dissemination of mail/invitations for board members, Functions of this position to be undertaken at the direction of the Executive Director:
• Receive and respond to citizen requests to speak to the Board in accordance with the Board’s policies and procedures,
• Communicate resolutions and instructions of the Board to appropriate parties,
• Provide advice to the Board on procedural matters,
• Receive Access to Information requests under LAFOIP for review by the Executive Director.
• Arrange for payment of all Board approved invoices.
4. Budget:
The estimated time commitment under this contract is 80 hours per month. Once agreed and under contract, the Administration Services provider is to ensure that all services are included in the resulting fee, with the exception of applicable taxes.
Fees will be paid to the Administration Services contractor based on actual hours of service provided to the Saskatoon Board of Police Commissioners, with the above noted number of hours and fee being the basis for calculation of a maximum to be paid in a calendar year.
Respondents to this RFP are requested to identify the hourly rate the contractor proposes for the noted services.
The Board of Police Commissioners plans to enter into an initial one-year agreement with the contractor with the intent of entering into subsequent two-year agreements provided the Board of Police Commissioners remains satisfied with the quality of work provided by the contractor.
5. Criteria for Selection:
The decision on selection of a contractor for provision of the noted services will be made by the Board of Police Commissioners as a body.
The criteria to be applied in this decision includes (but is not limited to, and may be weighted in value):
• Clear demonstration of experience and expertise in undertaking the functions identified in Section 3,
• Demonstration of an experience base that will enable the contractor to carry out these duties with “senior level” expertise, advising the Board Chair and Executive Director contractor on key issues,
• Clear indications of highly professional interactions and work habits,
• Confirmed commitment of capacity to undertake the work described herein,
• Demonstration of ability to work independently as well as part of a Board-driven organization,
• The contractor supplying their own workspace and required equipment,
• Willingness of the contractor to sign off on all relevant organizational policies including, but not limited to, confidentiality, and
• Although fees are a factor, the assessment will also include which contractor will deliver the greatest value to the Board of Police Commissioners.
6. Application Process:
Please forward your response to this Request for Proposal via email to the attention of: Police Commission RFP Responses c/o info@saskatoonpolicecommission.com
Responses must be received (all submissions will be receipt-confirmed) by 12:00 noon Friday, March 13, 2020. Applicants with whom the Board of Police Commissioners wants to hold an interview will be contacted at the contact points listed in the RFP response.
Please provide a minimum of three client references with all contact information. It is preferable that the references be such that they will touch on different elements of the Scope of Work that are identified in Section 3.
If you should have any questions on the Request for Proposal or would like any additional information on work to be performed under this contract, please feel free to contact Leanne Nyirfa at any time at 306-292-9868 or info@saskatoonpolicecommission.com
The Saskatoon Board of Police Commissioners thanks applicants for their interest.