REQUEST FOR PROPOSALS PROJECT CONSULTANT IT SYSTEMS ASSESSMENT AND STRATEGIC ROADMAP

January 6, 2026

UNION OF ONTARIO INDIANS

REQUEST FOR PROPOSALS
PROJECT CONSULTANT
IT SYSTEMS ASSESSMENT AND STRATEGIC ROADMAP

1.0        SUMMARY OF WORK

The Union of Ontario Indians (UOI) is seeking a qualified IT consulting firm to conduct a comprehensive assessment and develop a multi-year strategic roadmap for its distributed technological environment. As the secretariat for the Anishinabek Nation, the UOI operates across a head office and six satellite locations, supporting 39 First Nations.

The successful proponent will evaluate and provide actionable recommendations for the following core areas:

  • Infrastructure & Security Analysis: A technical evaluation of network performance, scalability, and a robust cybersecurity review covering endpoint protection, firewalls, and threat mitigation.
  • Modernization & Identity Management: Development of a formal migration strategy from the current Active Directory environment to Entra ID (Azure AD).
  • Staffing & Service Model Optimization: A detailed evaluation of current staffing levels, external service arrangements, and the development of optimal staffing structures with clearly defined roles to ensure continuity of service.
  • Operational Resilience: Recommendations for a user support model and training plans for the IT User Support Manager to maintain IT services during staff absences.
  • Lifecycle & Asset Management: Implementation strategies for centralized IT asset management and software inventory tracking to support a master lifecycle
  • Strategic Vision: Delivery of a 3-to-5-year IT Roadmap that aligns technological investment and human resources with the UOI’s organizational goals.

The final output will provide the UOI with a clear, prioritized framework for enhancing security, scalability, and service delivery across all regional offices.

2.0        CORPORATE OVERVIEW

The Anishinabek Nation (AN) incorporated the Union of Ontario Indians (UOI) as its secretariat in 1949. We are a political advocate for 39 First Nations throughout the province of Ontario from Golden Lake in the east, Sarnia in the south, Thunder Bay and Lake Nipigon in the north. The 39 First Nations have an approximate combined population of 65,000 citizens. The AN has four strategic regional areas, Southwest, Southeast, Lake Huron and Northern Superior.

The UOI head office is located on Nipissing First Nation, just outside of North Bay, Ontario and has satellite offices in Fort William First Nation, Thunder Bay, Curve Lake First Nation, Garden River First Nation, Sudbury, and Munsee-Delaware Nation. We deliver a variety of programs and services, such as Economic Development, Lands and Resources, Health, Social Services, Education, Policy, and Communications, in addition to providing the necessary forum for collective First Nation action on issues through the Chiefs in Assembly.

To learn more about us, please visit our website at www.anishinabek.ca.

3.0        PROJECT BACKGROUND

As UOI’s reliance on digital platforms continues to grow, ensuring that our IT systems are secure, scalable, and resilient has become a critical priority. While the current infrastructure and cybersecurity posture have supported operations to date, a formal assessment is needed to identify gaps, risks, and opportunities for improvement. In addition, the organization requires strategies to maintain continuity of IT services during staff absences, implement effective asset management and inventory tracking, and establish a long-term technology roadmap that aligns with organizational goals.

4.0        STATEMENT OF WORK

The scope of work includes the successful execution and delivery of the following key outputs:

IT Infrastructure Assessment

  • Evaluate existing IT infrastructure across all UOI offices for performance, gaps, and future scalability.

Cybersecurity Review

  • Conduct a comprehensive review of cybersecurity measures, including endpoint protection, firewalls, email filtering, and user awareness programs.

Documentation of Current Environment

  • Prepare detailed documentation of the existing network infrastructure and cybersecurity posture, including:
  • Network diagrams
  • IP addressing schemes
  • Hardware and software configurations
  • Current security protocols

IT Asset Management Recommendations

  • Recommend an approach for IT inventory and software asset management that supports a centralized master list and lifecycle management tool.

Active Directory Assessment & Migration Plan

  • Assess the current Active Directory environment and develop a migration plan to Entra ID (Azure AD).

Strategic IT Roadmap

  • Develop a 3-to-5-year IT strategy roadmap aligned with organizational

Risk and Gap Analysis

  • Identify risks, gaps, and opportunities for improvement within the IT

Training Recommendations

  • Provide training recommendations and delivery plans for the IT User Support

Staffing and Service Model Assessment

  • Evaluate existing staffing levels and external service
  • Develop options for optimal staffing structure and external service utilization, including clearly documented roles and responsibilities.

5.0        DELIVERABLES

Executive Summary

  • High-level overview of findings, key recommendations, and strategic

Current State Assessment

  • Summary of existing IT infrastructure performance and
  • Overview of cybersecurity posture and identified

Network & System Documentation

  • Simplified network diagrams and inventory lists (including visual presentation via Visio etc.).
  • Summary of hardware, software, and security

Cybersecurity Review Findings

  • Key observations on endpoint protection, firewalls, email filtering, and user
  • Risk and gap analysis with prioritized

IT Asset Management Recommendations

  • Proposed approach for inventory tracking and lifecycle
  • Suggested tools or processes for maintaining a master

Active Directory Assessment & Migration Plan

  • Current AD environment
  • High-level roadmap for migration to Entra ID (Azure AD).

3–5 Year IT Strategy Roadmap

  • Strategic goals and
  • Timeline with major

Risk, Gap, and Opportunity Analysis

  • Consolidated list of risks and improvement
  • Suggested mitigation

Training Plan Recommendations

  • Recommended training topics for IT User Support
  • Delivery options (in-house, external, online).

Staffing & Service Model Options

  • Assessment of current staffing and external
  • Proposed structure with roles and

Actionable Recommendations Summary

  • Prioritized list of short-term and long-term

6.0        FINANCIAL CONSIDERATIONS

Proponents must submit an all-inclusive fixed-cost quotation with clear breakdowns by work area. Include estimated costs for any third-party tools or licensing (e.g., asset inventory systems, cybersecurity software, or training platforms).

7.0        TIMEFRAME

Submissions will be reviewed and evaluated within three weeks of the closing date and only the successful proposal will receive a response.

  • The Request for Proposal (RFP) will close on: Friday February 6, 2026 at 4:00pm
  • Anticipated project completion date: The project completion deadline will be agreed upon between the UOI, and the successful proponent.

8.0        PROPOSAL RESPONSE GUIDELINES

To ensure your proposal is considered for evaluation, it must include the following:

Cover Letter

  • Dated and signed by a person authorized to negotiate and make commitments, and provide clarification with respect to the proposal on behalf of the bidding proponent or firm;
  • A statement indicating the proponents’ understanding of the proposed project and the deliverables required;
  • Reference the title of the RFP;
  • Indicate the capacity of the proponent to complete the project; and
  • The name of a single point of contact from your

Proposed Project Plan

  • A proposed project plan, with clear timelines, that indicates the steps to be taken from the start of the contract to the final deliverable.

Qualifications

  • Provide examples of previous relevant work experience; and
  • Identify the qualifications and experiences of the project

Costs and Charges

  • Provide an all-inclusive fixed-cost quotation for this project; and
  • Identify the expected costs and their

9.0        INQUIRIES

All inquiries about this request for proposals should be directed to:

Name: Ray St. Louis, IT User Support Manager
E-mail: ray@anishinabek.ca
Telephone: 1-877-702-5200 or (705) 497-9127

10.0    SUBMISSION PROCEDURE

As a potential supplier of these professional services, you are invited to submit a proposal to provide professional 3rd-party contractor services in accordance with the terms and conditions detailed in this document.

Please submit your proposal to:

Proposal packages must be clearly marked:

  • Request for Proposal Submission: IT Systems Assessment and Strategic Roadmap

Closing Date and Time

  • Proposals must be received by Friday February 6, 2026, at 4:30pm. Proposals received after closing time will not be considered.

Project Completion

  • The project completion deadline will be assessed and agreed upon between the UOI, and the successful project proponent.

11.0         REQUEST FOR PROPOSALS PROCESS

Upon closing, proposals will be reviewed for completeness. Only complete proposals will be brought forward to the selection committee for further consideration and a final decision.

Eligible proposals will be evaluated based on the response guidelines in section 8.0.

12.0         SELECTION OF SUCCESSFUL PROPONENT

The UOI reserves the right to reject any or all proposals and to accept the proposal deemed most favorable to the interests of the UOI and its partners.

UOI reserves the right to seek clarification and supplementary information from proponents after the submission deadline.

Proponent will be notified in writing once a selection has been made.

13.0         CONTRACT NEGOTIATION

The UOI, at any time, and without liability, may withdraw from negotiations with any potential proponent.

The UOI will enter into a contractual agreement with the preferred proponent.

14.0         TERMS AND CONDITIONS

  • The UOI will not be responsible for any costs incurred by a proponent in preparing and submitting proposals. The UOI accepts no liability of any kind to a proponent prior to the signing of a contract.
  • Submissions of a proposal shall not obligate, nor should it be construed as obligating the UOI, to accept any such proposal, or to proceed further with the project. The UOI may, in their sole discretion, elect not to proceed with the project, and may elect not to accept any, or all proposals for any reason.
  • A proponent may amend or withdraw their proposal prior to the closing date and time specified in the request for proposals by way of written notice to the UOI.
  • Proposals submitted shall be final and may not be altered by subsequent offerings, discussions, or commitments, unless the proponent is requested to do so by the UOI.
  • The proponent must identify any information in its proposal that it considers to be confidential or proprietary.
  • All proposals and accompanying documentation received under this competition will become the property of the UOI and will not be returned.
  • The UOI has reserved the right to waive minor non-compliance by a proponent with the requirements of the This will allow the UOI to consider and possibly accept, any proposal which is advantageous, even though the proposal may be non-compliant in some minor respect.
  • The UOI reserves the right to accept or reject, in whole or in part, any and all
  • The UOI reserves the right to cancel and/or re-issue this request for proposals at any time, for any reason, without penalty.
  • Prices quoted are to be held firm for a minimum of 90 days following the RFP closing date, and shall remain in effect through the duration of an agreement.
  • The proponent’s proposal shall form part of the contractual agreement by attachment and will be incorporated by reference. Claims made in the proposal shall constitute contractual warranties. Any provision in the proposal may be included in the contractual agreement as direct provisions thereof.
  • The successful proponent agrees to obtain and maintain all professional certification and licenses necessary to lawfully provide the services required under this request for proposal.
  • By submitting a proposal, the proponent agrees and acknowledges that it will provide for the duration of the project, the full complement of staff required to perform the work of the project, including the specific individuals identified in its proposal. These key personnel shall remain assigned for the duration of the project unless otherwise agreed to in writing by the UOI. In the event the proponent wishes to substitute any key personnel, the individual(s) proposed must demonstrate similar qualifications and experience as required, to successfully perform such duties.
  • Intellectual property and any data associated with this project is the express property of the UOI.