Terms of Reference – Evaluation Board

1. Purpose

The Evaluation Board for the Request for Proposals (RFP) for Abbot Pass Hut Salvaged Building Materials and Supporting Heritage Resources (“the Board”) is established to review, assess, and make recommendations regarding proposals for the use of salvaged building materials and supporting heritage resources originating from Abbot Pass Refuge Cabin Classified Federal Heritage Building and National Historic Site (“the Site”).

Although the salvaged materials originate from a heritage setting, they:

• Do not possess intrinsic heritage value,
• Are not considered artifacts, and
• Are not subject to cultural resource management policies, designations, or conservation standards.

The Board ensures that the allocation of these non‑heritage salvaged materials is conducted in a fair, transparent, safe, and responsible manner, consistent with Parks Canada’s commitment to manage federal assets responsibly and uphold public trust.

2. Scope

The Board is responsible for:

• Reviewing all eligible proposals
• Evaluating proposals against approved criteria (see Section 7.0)
• Requesting additional information from proponents, if required
• Ensuring materials are allocated in ways that are safe, lawful, and operationally appropriate
• Documenting decision rationale for transparency and accountability
• Recommending approval, conditional approval, deferral, or denial of proposals to Parks Canada.

The Board is not responsible for:

• Applying heritage conservation standards or Cultural Resource Management Policy requirements to these materials.
• Managing or supervising the physical handling, storage, or transportation of materials.
• Issuing final approvals unless expressly delegated.

3. Authority

The Board operates under the authority of:

• Parks Canada Agency’s internal governance structures,
• Relevant policies related to the management, disposal, or repurposing of federal materials and assets, and
• Direction from the Lake Louise Yoho Kootenay Field Unit Superintendent.

Cultural Resource Management Policy and heritage conservation standards do not apply. Oversight focuses instead on responsible federal asset management.

4. Composition

The Board shall consist of 3 members, representing a balance of expertise and perspectives, plus a Parks Canada appointed secretary.

The Board may invite technical advisors to attend meetings by invitation, but advisors do not participate in decision-making.

5. Roles and Responsibilities

Chair

• Convenes meetings and sets agendas.
• Facilitates discussion and ensures fair, transparent review.
• Provides final summary of recommendations.

Members

• Review proposals in advance.
• Apply evaluation criteria consistently.
• Declare and manage any potential conflicts of interest.
• Participate in consensus decision-making.

Secretary

• Coordinates meeting logistics and distributes materials.
• Maintains minutes and records of decisions.
• Tracks follow-up actions and communications with applicants.

6. Meetings

• The Board will meet 3 times or as needed depending on proposal volume.
• Quorum is 3 members, including the Chair or Acting Chair.
• Meetings may be held in person or virtually.

7. Evaluation Criteria

7.1 Mandatory Criteria

Proposals will be assessed against three mandatory criteria:

• Proponent Information
• Letter from a Financial or Partner Institution
• Interpretation Plan

7.2 Rated Requirements

The Interpretation Plan will be assessed again three weighted criteria:

• Experience 30%
• Organization’s operational capacity
• Organization’s experience in heritage management
• Organization’s connection to the site
• Project Proposal 45%
• Alignment with provided heritage values
• Alignment with provided interpretive principles
• Public reach
• Legacy 25%
• Lasting impact or legacy

The proposal must align with at least one of the following heritage values expressed by the national heritage designations:

• architectural values (Rustic Design Tradition)
• association with outdoor recreation in the national parks
• historical associations
• environmental values

The proposal must also align with at least one additional heritage value identified through public engagement:

• Birthplace of Canadian Mountaineering
• Refuge and Recreational Gateway Unique in Canada
• Architectural Reflection of the Alpine Environment
• Location Equally Breathtaking and Inhospitable
• A Place of Connection

Finally, the proposal must employ one or more of the following interpretive principles:

• Visual
• Interactive
• Immersive
• Educational
• Mobile / travelling
• Engaging the senses
• Informed by research
• Accessible to wide audiences

Further information about the criteria is available in the Request for Proposals.

8. Conflict of Interest

• All Board members must declare any real, potential, or perceived conflicts of interest prior to discussion.
• Members with a conflict must recuse themselves from related deliberations.

9. Decision-Making

• Decisions will be made by consensus where possible.
• If consensus cannot be reached, a simple majority vote will determine the recommendation.
• Minority views may be documented upon request.

10. Documentation and Record Keeping

The Board will maintain:

• Meeting agendas and minutes
• Proposals and supporting materials
• Evaluation records
• Final recommendation reports
• All records will be stored according to Parks Canada’s information management policies.

11. Reporting

• The Board will provide recommendations to the Field Unit Superintendent within 2 months of completing evaluations.