Human Resources Consultant Services

EQUESTRIAN CANADA REQUEST FOR PROPOSAL HUMAN RESOURCES CONSULTANT SERVICES This Request for Proposal (“RFP”) is issued by Equestrian Canada (“EC”) as of October 5, 2026. EC is the national governing body for equestrian sport, and industry in Canada. EC invites proposals from qualified human resources (HR) consultants for the ongoing services described in this RFP. 1. BACKGROUND EC uses external HR consulting support to advise its CEO, leadership team, and staff. The HR Consultant also supports the Board’s HR Committee (“HRC”), as required. As its current contractor relationship is ending, EC is seeking a consultant to continue these services. The consultant will be EC’s primary professional HR advisor working closely with the CEO or their designate, HR Team, leadership team, and staff. 2. ENGAGEMENT OVERVIEW Engagement: Human Resources Consultant Services Issuing Organization: Equestrian Canada (EC) Key Working Relationships: CEO or designate; and EC’s HR Team; advice to Directors and Managers; confidential HR support to staff; and support to the EC President and HRC, as required. Anticipated Start Date: November 30, 2026 Term: Ongoing, subject to a service agreement Location: Remote Estimated Annual Hours: Approximately 271–385 hours per year (approx. 23–32 hours per month) – see Section 3 3. SCOPE OF SERVICES The consultant will provide recurring services in the areas below. EC’s Manager, Corporate Operations, will coordinate HR processes, systems, records, scheduling, onboarding and offboarding. The consultant will provide professional advice on employee relations, compliance, and other matters requiring HR expertise. Estimated hours are provided as a planning range based on EC’s current experience. Hours may shift among service areas according to organizational needs within the estimated annual total. Services with no separate hour estimate are included in that total. HR meetings - Description: Meetings with EC’s HR Team to review HR priorities and open items - Frequency: Bi-weekly - Estimated Annual Hours: 22–30 hours Staff meetings - Description: Attendance at all-staff meetings - Frequency: Monthly - Estimated Annual Hours: 10–14 hours Recruitment support - Description: Advise on recruitment strategy, job descriptions, compensation, interview methods and questions, selection and employment contract terms as needed. Hiring managers generally screen and shortlist candidates. The Manager, Corporate Operations, coordinates postings, interview scheduling, candidate communications and reference checks; the consultant provides HR guidance throughout. - Frequency: As required - Estimated Annual Hours: 85–115 hours Performance management & manager support - Description: Advise managers throughout the performance cycle, including probation, goals, semi-annual reviews, coaching, performance concerns, improvement plans, documentation, and progressive discipline. - Frequency: Ongoing / Semi-annually - Estimated Annual Hours: 85–115 hours Exit interviews - Description: Conduct exit interviews and summarize findings. - Frequency: As required - Estimated Annual Hours: 2–4 hours Semi-annual HR reports - Description: Prepare and present semi-annual HR reports for senior leadership and the HRC, including analysis of relevant surveys and meeting findings. - Frequency: Semi-annually - Estimated Annual Hours: 27–37 hours Annual CEO Review - Description: The HR Consultant supports the President and HRC through the annual CEO performance evaluation (which is a separate process from the biannual staff check ins), plus the quad 360. - Frequency: Annual & Quadrennial - Estimated Annual Hours: 4-8 hours Ongoing HR advisory services - Description: Providing timely and confidential HR advice and guidance to the CEO or designate, Directors, Managers as appropriate including employee relations, policies, employment standards, accommodations, leaves, organizational change and compensation. as appropriate. - Frequency: As required - Estimated Annual Hours: 40-60 hours Employee relations & manager advisory support - Description: Advise and coach managers on attendance, conduct, conflict, difficult conversations, documentation. Identify matters that require escalation or legal advice. - Frequency: As required - Estimated Annual Hours: Included in annual total above Employment standards & HR compliance - Description: Advise EC on applicable employment standards, human rights, workplace requirements and material changes affecting EC’s employment practices. - Frequency: Ongoing / As required - Estimated Annual Hours: Included in annual total above Employment agreements & terminations - Description: Review employment agreements and changes to terms; advise on termination, documentation and severance, coordinating with legal counsel as appropriate. - Frequency: As required - Estimated Annual Hours: Included in annual total above Accommodation, disability, leaves & return to work - Description: Advise on accommodation, disability statutory leaves, complex attendance matters and return-to-work plans. - Frequency: As required - Estimated Annual Hours: Included in annual total above Workplace complaints & investigations - Description: Advise on workplace complaints, harassment or other employee workplace concerns; recommend appropriate response processes; support or conduct HR investigations where within scope and appropriate; and advise when independent investigation or legal counsel should be engaged. - Frequency: As required - Estimated Annual Hours: Included in annual total above HR policy development & compliance review - Description: Lead or provide professional HR input into the development, interpretation, and review of HR policies and procedures. Conduct an annual HR compliance review to identify policy/practice gaps, emerging risks and recommended updates or actions. - Frequency: Ongoing / Annually - Estimated Annual Hours: Included in annual total above Compensation, job evaluation & organizational change - Description: Advise on job evaluation, salary benchmarking, compensation and material organizational changes, working with the CEO or designate, Director of Finance and relevant managers. - Frequency: As required - Estimated Annual Hours: Included in annual total above HR training & risk escalation - Description: Train and coach managers; flag material HR risks and advise when legal counsel, an independent investigator or another specialist is needed. - Frequency: As required - Estimated Annual Hours: Included in annual total above 4. PROPOSAL REQUIREMENTS Proposal should include: 4.1 A firm or consultant profile, including relevant experience with not-for-profit or national sport organizations. 4.2 Qualifications of the individual(s) delivering the services, including senior-level Canadian HR experience; knowledge of Ontario employment standards, human rights and workplace legislation; executive and managers experience; and experience with employee relations, performance management, accommodation, terminations and workplace investigation; A CHRP, CHRL or equivalent credentials preferred. 4.3 Proposed approach to the scope of services described in Section 3. 4.4 A fee structure (e.g., monthly retainer or hourly rate), with estimated hours. 4.5 At least two references from comparable engagements. 4.6 Confirmation of availability for the bi-weekly, monthly, and semi-annual meetings described in section 3. 4.7 Disclosure of any actual or potential conflicts of interest. 4.8 Confirmation of professional liability insurance. 4.9 An approach to response times, urgent matters, confidentiality, risk escalation and coordination with EC’s HR Team and legal counsel, when needed. 5. EVALUATION CRITERIA Proposals will be evaluated using the following criteria: - Relevant experience (particularly with national sport or not-for-profit organizations) Weight: 30% - Proposed approach and understanding of EC's needs Weight: 25% - Qualifications of proposed personnel Weight: 20% - Fee structure and overall value Weight: 15% - References Weight: 10% 6. GENERAL CONDITIONS 6.1 This RFP does not constitute an offer or obligation on the part of EC to enter into an agreement with any respondent, and EC reserves the right to accept or reject any or all proposals, in whole or in part, at its sole discretion. 6.2 EC reserves the right to request clarification or additional information from any respondent, to interview shortlisted respondents, and to negotiate final terms with the successful respondent prior to execution of a services agreement. 6.3 All costs incurred by a respondent in preparing and submitting a proposal are the sole responsibility of the respondent, and EC shall not be liable for any such costs. 6.4 Information provided by respondents in connection with this RFP will be treated as confidential by EC, except as required by law. 7. SUBMISSION INSTRUCTIONS Submit proposals in PDF format by October 23, 2026, to the contact listed in Section B. Mark the submission: “HR Consultant Services – Equestrian Canada.” Questions regarding this RFP may be directed to the contact listed in Section B by October 16, 2026. Anticipated Timeline RFP issued Date: October 5, 2026 Questions deadline Date: October 16, 2026 Proposal submission deadline Date: October 23, 2026 Interviews & Reference Checks (if selected) Date: October 26-Nov 6, 2026 Anticipated award / start date Date: November 30, 2026 8. CONTACT AND INQUIRIES Marilyn Korim Manager, Corporate Operations Equestrian Canada Address: c/o House of Sport, 2451 Riverside Drive, Ottawa, ON K1H 7X7 Email: mkorim@equestrian.ca Telephone: 343-308-5340 __________________________________________________________________________________________________________ CANADA EQUESTRE APPEL D’OFFRES Services de consultation en ressources humaines SERVICES DE CONSULTATION EN RESSOURCES HUMAINES Cet appel d’offres est émis par Canada Équestre (CE) en date du 5 octobre 2026. Canada Équestre est l’organisme national de régie du sport et de l’industrie équestres au Canada. CE sollicite des propositions de la part d’entreprises ou de personnes qualifiées en consultation en ressources humaines (RH) pour les services continus décrits dans le présent appel d’offres. 1. Contexte CE fait appel à des services externes de consultation en ressources humaines afin de conseiller sa direction générale, son équipe de direction et son personnel. La personne consultante en ressources humaines apporte également son soutien au comité des ressources humaines du conseil d’administration (« CRH »), au besoin. Le contrat actuel venant à échéance, CE est à la recherche d’une personne ou d’une entreprise spécialisée en consultation assurer la continuité de ces services. La personne consultante agira comme principale ressource-conseil professionnelle en ressources humaines de CE et travaillera en étroite collaboration avec la direction générale ou la personne désignée pour la représenter, l’équipe des ressources humaines, l’équipe de direction et le personnel. 2. Aperçu de l’engagement Engagement: Services de consultation en ressources humaines Organisme émetteur: Canada Équestre (CE) Principales relations de travail: Direction générale ou personne désignée pour la représenter; équipe des ressources humaines de CE; conseils au conseil d’administration et aux gestionnaires; soutien confidentiel en matière de ressources humaines au personnel; appui à la présidence de CE et au CRH, au besoin. Date de début prévue: 30 novembre 2026 Durée: En continu, sous réserve d’une entente de services Emplacement: À distance Heures annuelles estimées: Environ 271 à 385 heures par année (environ 23 à 32 heures par mois) — voir la section 3 3. Portée des services La personne consultante fournira des services récurrents dans les domaines ci-dessous. La gestionnaire des opérations corporatives de CE coordonnera les processus, les systèmes, les dossiers, la planification des horaires, l’intégration et le départ des members du personnel. La personne consultante fournira des conseils professionnels sur les relations avec le personnel, la conformité et d’autres questions nécessitant une expertise en ressources humaines. Les heures estimatives sont fournies à titre indicatif, sur la base de l’expérience actuelle de CE. La répartition des heures entre les différents domaines de service peut varier en fonction des besoins organisationnels, dans les limites du total annuel estimé. Les services pour lesquels aucune estimation d’heures n’est fournie sont inclus dans ce total. Réunions avec les RH - Description: Réunions avec l’équipe des ressources humaines de CE pour faire le point sur les priorités en matière de RH et les questions en suspens - Fréquence: Aux deux semaines - Heures annuelles estimées: 22-30 heures Réunions avec le personnel - Description: Présence aux réunions avec le personnel - Fréquence: Mensuellement - Heures annuelles estimées: 10-14 heures Soutien au recrutement - Description: Fournir des conseils sur la stratégie de recrutement, les descriptions de poste, la rémunération, les méthodes et les questions d’entrevue, la sélection et les modalités du contrat de travail, au besoin. Les gestionnaires responsables de l’embauche procèdent généralement à la présélection des candidatures. La gestionnaire des opérations corporatives coordonne la publication des offres d’emploi, la planification des entrevues, les communications avec les personnes candidates et la vérification des références; la personne consultante fournit des conseils en ressources humaines tout au long du processus. - Fréquence: Au besoin - Heures annuelles estimées: 85-115 heures Gestion du rendement et soutien aux gestionnaires - Description: Offrir des conseils aux gestionnaires tout au long du cycle de gestion du rendement, notamment en ce qui concerne la période de probation, les objectifs, les évaluations semestrielles, l’accompagnement, les problèmes liés au rendement, les plans d’amélioration, la documentation et les mesures disciplinaires progressives. - Fréquence: En continu / deux fois par année - Heures annuelles estimées: 85-115 heures Entretiens de départ - Description: Mener des entretiens de départ et résumer les conclusions. - Fréquence: Au besoin - Heures annuelles estimées: 2-4 heures Rapports semestriels des RH - Description: Préparer et présenter des rapports semestriels sur les ressources humaines à la haute direction et au CRH, y compris l’analyse des sondages pertinents et des conclusions des réunions. - Fréquence