Request for Proposals head electoral officer

1. Introduction

Lac Seul First Nation (LSFN) invites qualified individuals or firms to submit proposals to serve as the Electoral Officer for the upcoming election conducted under the Lac Seul First Nation Custom Election Law on November 13, 2026.

The First Nation will conduct an election to select one (1) Chief and ten (10) Councillors.

2. Scope of Work

The Electoral Officer, with some assistance from the Governance Coordinator, will be responsible for the full administration of the election, including but not limited to:

Pre-Election Duties

·       Review and become fully familiar with the Election Law

·       Establish an election work plan and timeline 

·       Obtain and verify the voters list 

·       Post, Mail and or Email the Notice of Election 

·       Manage communications with voters 

Nomination Process

·       Receive and review nomination forms 

·       Confirm candidate eligibility 

·       Manage nomination meetings in Frenchman’s Head, Kejick Bay and Whitefish Bay, with some assistance from the Governance Coordinator.

·       Publish list of candidates 

Election Administration

·       Organize and oversee: 

o   Mail-in voting 

o   Electronic voting* 

o   In-person voting stations 

·       Recruit and supervise Deputy Electoral Officers 

·       Ensure voting materials, ballots, and supplies are prepared 

·       Maintain integrity, secrecy, and security of voting 

*Note:  Assistance can be provided by LSFN for candidates not familiar with electronic voting platforms.

Candidates Meetings

·       Organize and facilitate in-person and virtual candidate meetings (At least 2 meetings - 1 for Candidates for Chief, and 1 or more to accommodate all nominees for Councillor)

·       Ensure fairness and order 

·       The LSFN Governance Coordinator may be available to assist with booking venues. 

Voting & Counting

·       Oversee all voting processes 

·       Maintain Master List of Voters 

·       Count ballots and validate results 

·       Manage spoiled/rejected ballots 

Post-Election

·       Certify election results 

·       Publish and communicate results 

·       Prepare and submit final Election Report (within required timeline) 

·       Support any objection process (if required) 

Project Management and Communication

·      Biweekly meetings (at a minimum) with LSFN Governance Coordinator, Executive Director and/or other Staff 

·      Election Officer to provide a status report at biweekly meetings updating on progress towards Election Day timeline/milestones and completion of the activities outlined in this scope of work

3. Term of Contract

The contract will:

·       Begin upon appointment no later than August 1, 2026 

·       End after: 

o   Election completion (Nov 13, 2026)

o   And/or the resolution of any objections 

4. Qualifications and Requirements

The Electoral Officer must:

·       Be at least 18 years of age 

·       Not be a candidate or supporter of any candidate 

·       Demonstrate experience in: 

o   Election administration (preferred) 

o   Project management 

o   Working with First Nation communities 

·       Have strong organizational and communication skills 

·       Be able to manage confidential information 

One factor in the recruitment process will be a preference for candidates who are familiar with where LSFN members live

5. Proposal Requirements

Proponents must submit:

1.     Cover Letter 

2.     Company/Individual Profile 

3.     Relevant Experience 

o   Previous election work (First Nations preferred) 

4.     Proposed Approach & Work Plan 

5.     Team Structure (if applicable) 

6.     Proposed Fees and Budget* 

7.     References (minimum 2–3) 

*Note – LSFN members applying for this position who do not have experience procuring an online voting software platform/tool can propose a budget for Election Services without online voting costs included and if successful, will be supported by LSFN Administration to procure this required service.

6. Timeline  Date

RFP Issued. May 11

Questions Deadline. May 29

Proposal Submission Deadline June 17

Selection  June 30

Contract Start. July 13

7. Submission Details

Proposals must be submitted and received either through electronic email, hand delivered, mailed or faxed:

Email:leslieking@lacseulfn.org

Hand Delivery: Frenchman’s Head Band Office 

Mail: Lac Seul First Nation   ATTN: Leslie King

          P.O. Box 100, Hudson, ON, P0V 1X0

Fax: 1.807.582.3449
Subject Line:RFP – Electoral Officer Service

8. Terms and Conditions

·       LSFN reserves the right to accept or reject any proposal 

·       Lowest cost proposal will not necessarily be accepted 

·       Proponents are responsible for all costs associated with proposal preparation 

·       The Electoral Officer must sign an oath of impartiality prior to commencing duties (Appendix A of Election Law) 

9. Contact Information

For inquiries, please contact:

Leslie King
Governance Coordinator, Lac Seul First Nation
Email: leslieking@lacseulfn.orgPhone: 1.807.582.3503 Ext. 1035

Cell: 1.807.738.4227

Please also see the Lac Seul First Nation “Governance – Election Law” page for additional information on the LSFN Election Law. < https://www.lacseulfn.org/election-law >