Job Title

Overview REQUEST FOR PROPOSAL RFP Oneida Nation of the Thames Electoral Officer for Oneida Election on June 20, 2026 Posting Date: Monday, March 2, 2026 Closing Date: Tuesday, March 17, 2026, at 4:30pm 1. SUMMARY The Chief and Council of Oneida Nation of the Thames are issuing a Request For Proposal (RFP) for the position of Electoral Officer for their upcoming elections (June 20, 2026). The Chief (1 position) and Councillors (12 positions) are elected under the Indian Band Election Regulations (C.R.C., c.952 December 17, 2018) and have a term of two (2) years. Please review all twelve (12) sections of the RFP for details before submitting your proposal. Proposal guidelines and requirements - The bidders name, address, telephone number and e-mail address; - The date of the proposal; - A brief description of the bidders company and/or attach resume (include experience as an Electoral Officer); - A statement and description of the physical and human resources required to complete the election process including software and intellectual material; - A cost breakdown/budget including fees and other expenses (please see APPENDIX A, the Expense Sheet/Budget Form); - A statement of what you would require from the Oneida Nation of the Thames (i.e. support staff, equipment, polling station, etc.); - A work plan for conducting the Oneida Nation of the Thames elections for Chief (1 position) and Councillor (12 positions), including approach, short synopsis/abstract and timeline; - The names of reference(s) who have used the services of the bidder as an electoral officer. Budget The overall budget for the Oneida Nation of the Thames election for Chief (1 position) and Councillor (12 positions). The bidder must complete the attached Expense Sheet/Budget form. If required, please include additional line items separately with an explanation. Background The Oneida Nation of the Thames is located approximately 25 km southwest of the City of London. We are approximately a 10-minute drive from an interchange off Highway 401. The Oneida Nation of the Thames has a current population of 6,618 registered members. As of December 2025, the Oneida Nation of the Thames will have 5,600 eligible voters who are 18 years of age or older. Of those who are 18 years of age and older, we have approximately 3,753 registered as off-settlement voters. Total Eligible Votes ON/OFF for June 20, 2026, will be 5,600. In previous elections, we have estimated 2100 mail-out ballots within the U.S.A. Scope & Guidelines - i. Understanding and compliance with the Indian Band Election Regulations (C.R.C., c.952 December 17, 2018); - ii. Issue a Call for Election in accordance with the Indian Band Election Regulations (C.R.C., c.952 December 17, 2018); - iii. Take in nominations for the listed positions in accordance with the Indian Band Election Regulations (C.R.C., c.952 December 17, 2018); - iv. Coordinate and facilitate a Candidates Night to be held in the First Nation on a date (at least one week prior to election date) decided by the Electoral Officer and the Oneida Nation of the Thames; - v. Preparing, processing and secure collection of all mail out ballots of all registered off-reserve voters in accordance with the Indian Band Election Regulations (C.R.C., c.952 December 17, 2018); - vi. May have to make some home visits in the Oneida Nation of the Thames community; - vii. Undertaking the preparation and delivery of all ballots in accordance with the Indian Band Election Regulations (C.R.C., c.952 December 17, 2018); - viii. Hold a general election ballot on the prescribed date as set-out by the First Nation (proposed election to be held on June 20, 2026) in accordance with the Indian Band Election Regulations (C.R.C., c.952 December 17, 2018); - ix. Securing and maintaining in his or her possession all ballot papers, in accordance with the Indian Band Election Regulations (C.R.C., c.952 December 17, 2018); - x. Undertaking the return, securing an official count of all ballots, in accordance with the Indian Band Election Regulations (C.R.C., c.952 December 17, 2018); - xi. Reporting on the result of the vote, in accordance with the Indian Band Election Regulations (C.R.C., c.952 December 17, 2018); - xii. Complete the final count of all votes (on a date and at a location to be determined by the successful bidder and the Oneida Nation of the Thames); - xiii. File all necessary paperwork in accordance with the Indian Band Election Regulations (C.R.C., c.952 December 17, 2018). Evaluation All proposals will be evaluated by a Selection Committee established by the Oneida Nation of the Thames. The Selection Committee will independently review and rate each proposal on a variety of quantitative and qualitative criteria. Format for Proposals All proposals will be submitted in a professional format. Electronic versions must be in PDF, MS Word and/or MS Excel. Confidentiality Responses to this RFP will be considered as confidential information by the Oneida Nation of the Thames and will be used solely for the purposes of selecting the successful bidder. Questions Requests for clarification and/or questions regarding this RFP must be submitted by phone, fax or by e-mail on or before Monday, March 9, 2026 to: Kailey Thomson, CAO Oneida Nation of the Thames Political Office 2210 Elm Ave Southwold, ON N0L 2G0 T: 519-652-6161 E: [email protected] All answers will be provided to all bidders via e-mail, fax or phone on or before Thursday, March 12, 2026. Submission of Proposal - i. Proposals MUST be received before 4:30 p.m. on Tuesday, March 17, 2026 - ii. Late proposals will not be considered for evaluation. - iii. Proposals may be sent by e-mail, mail, fax or dropped off in person to: - Kailey Thomson CAO Oneida Nation of the Thames Political Office 2210 Elm Ave Southwold, ON N0L 2G0 T: 519-652-6161 E: [email protected] Contact for RFP For information about this Request for Proposal or any other questions, please contact: Kailey Thomson Oneida Nation of the Thames Political Office 2210 Elm Ave Southwold, ON N0L 2G0 T: 519-652-6161 E: [email protected] #J-18808-Ljbffr