REQUEST FOR PROPOSAL

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1 REQUEST FOR PROPOSAL FOR Adult Cultural Services for the Spokane Area PROPOSAL NO. FY2014/006 BY SPOKANE TRIBE OF INDIANS PURCHASING/PROPERTY DEPARTMENT 6195 FORD/WELLPINIT RD PO BOX 100 WELLPINIT WA KEY INFORMATION Opening Date November 19, 2013 Contact: Phone Closing Date December 18, 2013 close of business Return Location Purchasing/Property Director Marnita Parr, CPP, CPPM, BSM Delivery Address 6195 Ford/Wellpinit Rd Wellpinit WA PO Box 100 1

2 I. INTRODUCTION REQUEST FOR PROPOSAL The SPOKANE TRIBE OF INDIANS (Spokane Tribe, STOI, and Tribe) is requesting proposals from reasonable, responsive, responsible, and qualified vendors to provide cultural classes to Native American Indian adults at the TANF building on 232 E Lyons Ave, Spokane Washington. There are no expressed or implied obligations for the SPOKANE TRIBE OF INDIANS to reimburse responding firms for any expenses incurred in preparing proposals in response to this request. Your proposal and proposal amount shall remain valid for a period of sixty (60) days from the closing date. To be considered for the engagement, one master copy, and three copies of the proposal must be received by Marnita Parr, CPP, CPPM, BSM, Purchasing/Property Director ( ), Spokane Tribe of Indians, P.O. Box 100, Wellpinit, WA on or before the above closing date and time. The SPOKANE TRIBE OF INDIANS reserves the right to reject any or all proposals submitted. Proposals submitted will be evaluated by selected individuals from the Spokane Tribe of Indians administration Department, 477/TANF Department, and the Purchasing/Property Department. At the discretion of the SPOKANE TRIBE OF INDIANS, vendors submitting proposals may be requested to make oral presentations as part of the evaluation process. Awarded vendor will be obligated and authorized to sign and/or enter into a contract with the Spokane Tribe of Indians; in regards to the scope of work listed in this request for proposal for a minimum of 2-years; the Spokane Tribe of Indians may elect to extend the contract for one additional year. II. SPOKANE TRIBE OF INDIANS BACKGROUND INFORMATION The Spokane Tribe of Indians is a federally recognized sovereign governmental entity established through Executive Order of the President of the United States on January 18, STOI s vision is to achieve true sovereignty by attaining self-sufficiency. We will preserve and enhance our traditional values by living and teaching the inherent principles of respect, honor, and integrity as embodied in our language and life-ways. We will utilize effective stewardship of our human, financial and natural resources. We will develop strong leadership through education, accountability, experience and positive reinforcement. There is a central administrative unit, headquartered in Wellpinit, Washington. In Wellpinit, we administer 214 programs, which provide services to tribal members and other local area community members. III. NATURE OF SERVICES REQUIRED The objective of this Request for Proposal (RFP) is to solicit proposals and ultimately enter into contract with a qualified vendor to provide cultural classes to Native American adults. 2

3 The awarded vendor will be responsible for providing services to Native American Indian adults by scheduling and planning with the TANF Contracting Officer Representative. Vendor must be willing to provide this service on an hourly basis with no hidden fees and/or costs. Vendor must be able to provide services to include: Wing-dress and ribbon shirt making, regalia making, singing, dancing, providing stick game history and lessons, making stick game sets, providing coyote stories, making charms, moccasins, baby boards, beading, and seasonal related projects. Awarded vendor must agree to sign a contract with the Spokane Tribe with an understanding a contract will not be approved prior to complete background checks on all intended instructors. The awarded vendor will be responsible for: Showing knowledge in the area of teaching culture type classes Providing group and one-on-one direction, guidance, education for projects listed; but not limited to: wing-dress making, ribbon shirt making, moccasin making, baby board making, beading, necklace making, leather work, holiday ornament making, drum making and other related projects. Providing services at least 2 days a week with a maximum of 12 hours per week for the adults Including an instructor s prep-time of maximum 4 hours per week Providing classes at the TANF office on 232 E Lyons, Spokane Washington between the hours of 10:00 AM 4:00 PM Creating monthly calendars/flyers that include descriptions of the types of classes and projects that will be offered. Schedules and/or flyers must include dates, times in order to recruit clients for participation Informing TANF staff of schedule Creating agendas and submitted at least once-a-month, prior to activities dates and times Preparing and organizing daily activities and client assistance Submitting purchase order requests for materials with estimated costs Providing photo albums of projects generated Collaborating with other service providers as it relates to tribal TANF s culture programming efforts Tracking attendance of participants through sign-in/out sheets Tracking and accounting for all project materials; keep inventory and submit reports for TANF Accounting Department IV. TIME AND DURATION OF SERVICES The time for services for the Spokane Tribe will begin on the date in which a contract is signed through two-years. The Spokane Tribe reserves the right to extend the final contract for an additional one-year, or terminate the agreement with a thirty (30) day written notice to the vendor. V. PROPOSAL REQUIREMENT When responding to this proposal the following information must be included. 3

4 Describe your experience and familiarity in providing the type of services requested. Describe what you or your company will undertake to satisfy the requirements of the services to be provided to the Tribe. Describe any unique services you or your company will offer the Tribe which will distinguish your company from other proposers. Provide documentation of past familiarity with drumming, singing, and dancing. (i.e. pictures, DVDs, videos of vendor performing these cultural events.) Inquiries concerning the request for proposals and the subject of the request for proposals must be made to the individual listed below. All questions regarding this request for proposal will be taken and/or answered up to the closing date and time of this proposal. All technical questions will be addressed and relayed back to vendor by the purchasing/property manager. Proposers should send via U.S. Postal Services or hand-deliver ( and/or faxed copies will not be accepted) the completed proposal consisting of the separate proposed cost envelope to the following address: Marnita Parr, CPP, CPPM, BSM Purchasing/Property Director Spokane Tribe of Indians P.O. Box Ford/Wellpinit Rd Wellpinit, WA VI. TECHNICAL PROPOSAL A master copy (so marked) of a Technical Proposal and three copies to include the following: The purpose of the technical proposal is to demonstrate the qualifications, competence and capacity of the firms. The technical proposal should demonstrate the qualifications of the firm and of the particular staff to be assigned to this account. The technical proposal should address all the points outlined in the request for proposals excluding any cost information, which should only be included in a separate location in order to clearly identify cost. The proposal should be prepared simply and economically, providing a straightforward, concise description of the proposer s capabilities to satisfy the requirements of the request for proposal. A signature of the vendor or of any partner, officer or employee who certifies that he or she has the authority to bind the vendor. A statement that the vendor s proposal is valid for ninety (90) days after the deadline for submission of proposals. Names and resumes of the key personnel including support staff to be assigned to the project. References. Please provide names of at least three references of persons who have worked with the same primary personnel as described above for the type of contract work in this proposal and 3 references from previous tribes the vendor has provided similar and/or like work. References should not be any Spokane Tribe of Indians personnel or programs. 4

5 Any current or proposed business transaction between vendor and any STOI officer, employee or any other Tribal entity which may give rise to a claim of conflict of interest. Vendor shall warrant that it has no interest, direct or indirect, which would conflict in any manner or degree with the performance of services required under this contract. Please provide a statement disclosing any current or proposed business transaction between vendor and any STOI officer, employee or any other Tribal entity which may give rise to a claim of conflict of interest. Vendor shall warrant that it has no interest, direct or indirect, which would conflict in any manner or degree with the performance of services required under this contract. Vendor shall at all times conduct itself in a manner consistent with STOI s Code of Conduct. Vendor shall disclose information relating to conflicts or potential conflicts of interest. Litigation. Please describe any material, current or pending litigation, administrative proceedings or investigations that could impact the reputation or financial viability of your firm. THERE SHOULD BE NO DOLLAR UNITS OR TOTAL COSTS INCLUDED IN THE TECHNICAL PROPOSAL DOCUMENT. VII. COST PROPOSAL The proposer shall submit one, sealed, original cost proposal in a separate envelope marked as follows: SEALED DOLLAR PROPOSAL; SPOKANE TRIBE OF INDIANS FOR ADULT CULTURAL SERVICES. The separate dollar amount proposed should contain all pricing information relative to performing the service requested in this proposal. The total maximum price is to contain all direct and indirect costs including all out-of-pocket expenses. The SPOKANE TRIBE OF INDIANS will not be responsible for expenses incurred in preparing and submitting the technical proposal or the separate dollar proposal. Such costs should not be included in the proposal. The first page of the separate dollar amount proposed should include the following information: 1. Name of Firm. 2. Certification that the person signing the proposal is authorized to sign a contract with the SPOKANE TRIBE OF INDIANS. 3. Any fees or other expenses that will be billed. VIII. EVALUATION PROCEDURES Proposals will be evaluated using five sets of criteria; however, criteria will not be awarded on points but on completeness and confirmation of each, in order. The Spokane Tribe is aware 5

6 that projects vary in size, time, and needed services so the awarded vendor will be awarded according to the following Responsiveness, Reliability, Responsibly and Technical Qualifications Submitter s responsiveness, reliability, responsibility, technical qualifications, skill, knowledge, and experience in similar projects. Fees and Delivery Timeline Cost provided by the submitter will be considered under this criterion. In addition, the promptness of delivery of services proposed will be factored into consideration of cost for services. Indian Preference (10% allowable) Indian-owned and controlled companies will receive preference in accordance with 25 U.S.C. 450e(b)(7). Companies claiming Indian preference must furnish adequate proof of at least 51% Indian ownership and control with their proposal in order to secure Indian-owned points. A successful vendor will be required to comply with all applicable Federal and Tribal laws and regulations in effect during the contract period, including the Indian preference requirements of the Tribe. Submitter s References Submitter must provide 3 references providing names, addresses and telephone numbers for STOI to contact. IX. GENERAL REQUIREMENTS Independence Interested vendors should provide an affirmative statement that it is independent of the SPOKANE TRIBE OF INDIANS. Interested vendors should also list and describe their professional relationships involving the SPOKANE TRIBE OF INDIANS or any of its units for the past (5) years together with a statement explaining why such relationships do not constitute a conflict of interest relative to performing the requested services. In addition, interested vendors shall give the SPOKANE TRIBE OF INDIANS written notice of any professional relationships entered into during the period of this agreement. Subcontracting If subcontractors are to be used, that fact, and the name of the proposed individuals must be clearly identified in the proposal. Following the award of the contract, no additional subcontracting will be allowed. Additional vendors or subcontractors must be able to adhere to the same requirements as the awarded vendor. 6

7 Insurance Requirements The awarded vendor will be required to provide certificates of insurance for: Comprehensive or Commercial Form General Liability Insurance (contractual liability included) with limits as follows: Each Occurrence $1,000, Automobile Liability Insurance for owned, or hired automobiles with a combined single limit not less than $1,000, Proposal Modifications or Withdrawal Any proposal may be withdrawn prior to the time set for the receipt of proposals. No proposal shall be withdrawn for a period of ninety (90) calendar days thereafter. X. ADDITIONAL INFORMATION TO BE PROVIDED BY THE PROPOSER How many years has your organization provided the type of service or material designated in the attached Scope of Work? Supplier Diversity - Is your company at least 51% owned by a Native American, Minority or Woman owned (NA, M/WBE)? (Minority group members are United States citizens who are African-American, Asian - Indian American, Asian-Pacific American or Hispanic - American.) Ownership means the business is at least 51% owned by such individuals and, management and daily operations are controlled by them as well. Can your firm be classified as a Native American Enterprise? YES NO % Can your firm be classified as a Minority Owned Business? YES NO % Can your firm be classified as a Women Owned Business? YES NO % Vendor s performance regarding NA,M/WBE placements will be considered as evaluative criteria for this and future contract awards. Vendor shall not discriminate against any subcontractors or employee regarding race, religion, color, gender, age, physical condition or national origin. The TRIBE may waive any informalities or minor defects or reject any and all proposals. Any proposal received after the time and date specified shall not be considered. No proposer may withdraw a submitted proposal within sixty (60) days after the actual closing date of the proposal. XI. COVENANTS AGAINST KICKBACKS All conditions regarding covenants against kickbacks under 48CFR shall apply. 7

8 Failure to abide by the provisions of this section may, without further notice, result in the immediate termination of any contract awarded. XII. RESERVATIONS; The Spokane Tribe of Indians Reserves: 1. The right to cancel any agreement, if in its opinion there is a failure at any time to perform adequately the stipulations of the Scope of Work, or if there is any attempt to willfully impose upon the Spokane Tribe services which are, in the opinion of the Spokane Tribe, of an unacceptable quality. 2. The right to accept or reject proposals on each item separately or as a whole, to reject any or all proposals without penalty, to waive any informalities or irregularities therein, and to contract as the best interest of the Tribe may require in order to obtain the system which best meets the needs of the Tribe, as expressed in this RFP. 3. The right to negotiate the modification of, terms and conditions with the bidder offering the best value to the Tribe, in conjunction with the award criteria contained herein, prior to the execution of a contract to ensure a satisfactory contract. 4. The right, where it may serve the SPOKANE TRIBE OF INDIANS best interest, to request additional information or clarifications from proposers or allow corrections of errors or omissions. 5. The right to retain all proposals submitted and to use any ideas in the proposal regardless of whether that proposal is selected. Submission of a proposal indicates acceptance by the firm of the conditions contained in this request for proposals. 6. The right to require the awarded vendor to obtain and/or have in place General Liability Insurance in an amount no-less than the limits of the Spokane Tribe of Indians General Liability Coverage. 8

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