Investigative Solutions Network-Maskwa (ISNM) seeks quotes for housing accommodations across Northeastern Ontario for the 2026 calendar year. Accommodations will support temporary housing needs for Indigenous community evacuees affected by emergencies, such as floods and wildfires. Preference is given to facilities that offer culturally respectful spaces, meet accessibility standards, and allow rapid activation when needed.
Primary Locations: Sault Ste. Marie, Sudbury, North Bay, Timmins, Cochrane, Kapuskasing, Hearst, Iroqouis Falls, Kirkland Lake
Requirements
We request quotes from hotel and accommodation providers across Northeastern Ontario with the capacity to support evacuees on short notice and provide essential services in a culturally respectful manner.
1. Locations: Preferred locations are urban and suburban centers in Northeastern Ontario, offering proximity to emergency services, healthcare, and major transportation routes.
2. Capacity Requirements:
Ability to house up to 450 evacuees, with scalable options for increased capacity if required.
Room configurations for individuals and families, including accessible rooms as necessary.
Scalability: The Contractor should demonstrate the ability to increase or decrease available accommodations based on fluctuating evacuee numbers, ensuring adaptability to the scale of the emergency.
3. Amenities:
Essential amenities such as access to meal services, laundry facilities, and reliable Wi-Fi.
Designated spaces for cultural and family gatherings, respecting Indigenous traditions.
4. Space and Facility Requirements:
Congregate Dining Area: A communal dining space where families can eat together.
Command Post Room: A private area for ISN Maskwa’s Incident Command Team to manage operations.
Band Office Room: A dedicated room for community leaders to handle matters privately.
Quiet Room for Elders: A tranquil space reserved for Elders for quiet reflection and comfort.
5. Safety, Accessibility, and Compliance Standards:
Compliance with the Accessibility for Ontarians with Disabilities Act (AODA) and Ontario’s Occupational Health and Safety Act (OHSA) standards.
Enhanced cleaning and security measures must be in place, with an on-site Point of Contact available 24/7.
6. Medical, Cultural, and Religious Accommodations:
Capacity to provide medical and culturally supportive environments within 24 hours of notification, including suitable dining spaces, family meeting areas, and quiet rooms for Elders.
7. Contractor Responsibilities:
Rapid Activation: The Contractor must be prepared to activate accommodations and services within 24 hours of receiving notification from ISN Maskwa.
Conduct check-in and check-out inspections with ISNM representatives to document facility conditions, ensuring transparent records of any damages during the stay.
Maintain room standards consistent with non-evacuee guests, ensuring comfort and dignity.
8. Incidentals, Loss, or Damage:
Incidentals: All incidental charges (e.g., room service) are the responsibility of the guest.
Loss or Damage: Any loss or damage caused by a guest will be the guest’s responsibility. The Contractor must document room conditions with ISN Maskwa representatives before and after the stay.
9. Billing and Payment Terms:
Bidders must be prepared to invoice twice monthly and accommodate extended payment terms due to federal fund processing.
10. Communication During Activation
Regular Feedback Loop: During an activation, the Contractor will provide ISN Maskwa with regular updates, at a minimum every 12-24 hours, to ensure alignment on service needs, resource requirements, and any changes in evacuee numbers.
NOTE: Proponents are advised that additional scoring opportunities may be available where accommodation providers are also able to offer, or coordinate, catering services at the same location. Proponents are encouraged to review and consider submitting a proposal under the related catering RFQ.
