Manitoba Indigenous Games: Bid Procedure

It is the responsibility of the Manitoba Aboriginal Sport & Recreation Council Board of Directors to invite letters of interest to host the Manitoba Indigenous Summer Games (MISG). All First Nations and Metis communities in Manitoba are eligible to submit letters of interest and will have to be received by the MASRC no later than the established deadlines.

The letter of interest will require the following information:

• Proposed date for the event.

• Community achievements and resources (i.e. events hosted, facilities).

• List of sports.

• Organizing committee or chairperson.

• Any other pertinent information on the community and its people.

• An attached letter of support from the office of the Chief and Council and/or Vice-President of MMF local and any others.

The letters will be reviewed by the MASRC and the MISG Committee which consist of members of the Board of Directors, and the MISG Technical Manual will be forwarded to those communities who meet the above criteria to help in the development of the formal bid package.

Important note: If an MISG committee is a member of the potential host committee for their community, the committee member will be temporarily replaced by an alternate board member during the bid review and site selection processes. The representative will return to the MISG committee once the games have been awarded to the successful community.

Deadlines for accepting formal bids will be set at a minimum 18 months in advance of any particular games. Bids submitted after the established deadline date will not be returned to the bidding community. Communities wishing to resubmit their bids will have to submit a new bid with the applicable changes.

All official bids to host the MISG should be accompanied by the following information:

1. Proposed dates for staging games.

2. A list of other events or communities achievements that have been hosted by the community in recent years.

3. Assurance that the First Nation/Tribal Council can form an organization with sufficient experience and ability to properly host the games.

4. Assurance that the games will be conducted to the best of everyone’s ability.

5. A detailed outline of the facilities listed in the letter of interest that exist in the community relative to the games. These facilities should be noted on an accompanying plan (blueprint) of the community.

6. A description of facilities which will be constructed or renovated specially for the games as well as a detailed outline relative to type and size plus capital cost budget.

7. A detailed description of accommodations which will house the athletes and officials and where these accommodations will be located. Blueprints or floor plans should be attached.

8. A description of accommodations and food service facilities that will be available for visitors, members of the press and dignitaries.

9. A guaranteed per diem rate for accommodation and living expenses for officials.

10. The methods of raising revenue to finance the games other than those funds provided by the government partners.

11. The proposed capital and operating costs of the games prepared in budgetary form.

A more detailed description of the Official Bid Package Requirements is available upon request.

Bid Review
The MISG Committee drawn from the MASRC Board of Directors will review all bids submitted to host the MISG. The committee may also request additional information or clarification from the community submitting the bid. The MISG committee will discuss the bids through conference call if they cannot meet in person. The MASRC will make all arrangements for the conference call.

A community that has hosted the MISG within a 5-year period must withdraw their respective bid if other bids are submitted from communities who have not hosted the Games within the imposed period.

Site Selection
During the bid review process the MISG Committee and staff designate will establish site evaluation tours of all communities. The MASRC staff designate will arrange all site evaluations during the bid review and collect all additional information requests for the committee. If the committee cannot for any reason attend any of the site evaluations, the staff designate will conduct the tours and record all information in the Site Evaluation Form. The Site Evaluation criteria is available on request.

Awarding of Host Community
Upon completion of the site evaluation process, a report prepared by the MASRC indicating a summary of the communities evaluated based on the selection criteria. The MISG committee will make a recommendation to award the MISG to a community based on all information provided in the bid and site evaluation reports.

The recommendation will be forwarded to the entire Board of Directors by the MISG Committee chairperson for final approval.

An announcement of the successful community awarded the Manitoba Indigenous Summer Games will be prepared immediately after the board’s approval.

Retraction of Host Community Bid
Upon the awarding of the Manitoba Indigenous Summer Games to a host community, it is the intention of that community to fulfill their obligation of hosting the games. If by some circumstance, the community cannot host or fulfill their obligation of hosting the Manitoba Indigenous Summer Games, the following policy will apply:

• A minimum of 12 months or one year notification from the date of Games be provided in writing outlining their rationale for not fulfilling their commitment;

• That community that submitted the bid and was successful in the awarding of the Manitoba Indigenous Summer Games waives it’s right to submit a bid to host the Games for a five-year period.