ACE RFP 2025 FAQ

Question 1 – Themes

• Institute 2026 Planning – Are there any guiding themes, priorities, or parameters already in place for 2026 (e.g., format, size, anticipated location)? Does ACE intend on expanding and growing its activities in Canada specifically over 2026 or is this contract focused on sustaining existing momentum?

 

ACE has been a joint Canadian-US organization since its founding. Among our founding board members was the late Saskatchewan-based co-operator Harold Chapman. The year 2026 marks the 75th anniversary of ACE. We have not yet set our conference theme, but it will surely focus on the history of our movement. Because we have held the ACE conference in Canada in 2025, we will likely select a 2026 location in the United States (Minnesota might be the most likely candidate since ACE was founded by cooperators based in the Upper Midwest of the United States and from Canada). That said, it is possible that political conditions in the United States might necessitate hosting the conference in Canada (most likely the backup location would be Toronto). Typical turn-out at an ACE conference is roughly 100 people. But since it is our 75th anniversary, we are hoping the 2026 conference might attract a larger level of participation closer to 150-200 people.

 

Question 2 – Structure

• Team Structure and Collaboration – Would ACE be open to a team-based model, where a lead administrator is supported by a distributed team across departments (communications, finance, etc.)? Additionally, are formal collaborations or subcontracted partnerships with aligned organizations (e.g., for financial administration) encouraged?

 

ACE is open to all sorts of models, but to be frank, we are a very small organization with a core budget of roughly $100,000. ACE does have an active working volunteer board of nine individuals. At present, ACE has exactly the model you describe, where a single administrator is supported by a distributed team across departments (with access to a limited number of hours per function given the limited budget). Historically, ACE has both had a team model like you describe and more of a part-time single administrator with modest back-office support model as management models and we are open to whatever works best for the bidding organization.

 

Question 3 – Budget

• Budget Parameters – Are you able to share an approximate budget range or allocation guidelines for this contract, especially for planning staffing and subcontracting support
  
  
• Can you please share how much the expected pay range is for the contract, and if it’s hourly or otherwise time-scheduled, what is expected for time commitment?  Do you know what the budget range will be? 

 

Given present finances, you should assume a very modest budget for administration of roughly $50,000. That said, if there is success in fundraising, the board is very open (would prefer) to increase that amount substantially.

 

Question 4 – Language Accessibility Expectations

• What has been ACE’s past practice for ensuring French and Spanish accessibility (e.g., trilingual live translation during events, etc.)? Other than the newsletter being trilingual, are there standards you hope to maintain or expand?

 

To be honest, ACE’s current board is English-dominated. The board has 7 first-language English speakers, one first-language Spanish speaking member from Puerto Rico and one first-language French speaking member (who is also on the board executive committee) from Quebec. Most internal business is conducted in English, however.

In public events, like the annual Institute conference, past practice at ACE has been to ensure that at least main (plenary) sessions are conducted with simultaneous translation in all three languages. In 2024, due to budget constraints, we experimented with AI-generated translation that people could read on their smartphones, which worked better than might be expected. Still, with appropriate funding, we wish to be a fully trilingual organization when it comes to public-facing events. This means too making sure our logo and materials reflect our trilingual membership and mission.

 

Question 5 – Evaluation Criteria

• Proposal Review Process – Will shortlisted organizations be invited to present or interview? And could you share anything more about the evaluation criteria the Board will use in reviewing proposals?”

 

Yes, a board committee will conduct interviews of candidates that are seen as viable. In terms of evaluation criteria, the main criteria for qualifying for an interview is submission of a proposal that responds to the conditions set for in the request-for-proposals.