Seminole Tribe of Florida Native Learning Center Request for Proposals (RFP) Call for Instructors Procedures The Seminole Tribe of Florida s Native Learning Center (NLC) is accepting written proposals from qualified individuals for delivering online webinars. The NLC courses are specifically related to our mission of providing Native and Indigenous people with knowledge and skills that improve quality of life for Tribal members and Native communities. The online webinar training(s) will be provided on the date(s) specified in the RFP that was Monday, March 10, 2014 issued on. Send proposals to one of the below choices: 1. Email: NLCTTS@semtribe.com 2. Fax: 954-989-3864 3. Mailing: Seminole Tribe of Florida Native Learning Center Training & Technical Services Department Hollywood, FL 33024 Monday, April 14, 2014 Deadline: A contract for these services will be made in accordance with the Seminole Tribe of Florida s Procurement Policy, as well as NAHASDA/OMB regulations, and will be based on the selection criteria identified in these RFP procedures. Respondents must be responsive, responsible, and qualified with an extensive background in instruction under any of the requested NLC s five (5) focus areas: Celebrating Culture & Language, Financial Wellness, Grant Education, Housing Strategies, and Tribal Government. Section 1 - Proposal Format Respondents shall be responsive in providing sufficient detail to facilitate the review of all factors included in the evaluation criteria (see Section 3), and must include the required items listed below in Section 4. Failure to provide required items, even if already submitted to NLC as part of a response to a previous RPF, will result in the proposal being considered non-responsive and not eligible for credit under the related category. Additionally, failure to provide sufficient information to support the evaluation criteria will result in loss of points. Proposals shall be assessed based upon the OMB and NAHASDA s competitive proposal process (24 CFR 85.36(d)(3)). Proposals must be received by the date, time and, submitted via email to NLCTTS@semtribe.com, by fax to 954-989-3864, or by mail to Seminole Tribe of Florida Native Learning Center, Training and Technical Services Department,, Hollywood, FL 33024 in order to be considered. 1
Proposals should be submitted in a manner that will facilitate copying by the NLC evaluation team. The work to be performed under this contract is subject to Section 7(b) of the Indian Self-Determination and Education Act (25 U.S. C. 450e). Section 7(b) requires, to the greatest extent feasible, that: Preference and opportunities for training and employment shall be given to Native Americans. Preference in the award of contracts and subcontracts shall be given to Native American organizations and Native American-owned and operated economic enterprises. If Native American preference applies, please provide proof that the respondent is American Indian, Alaskan Native, or Native Hawaiian or an American Indian, Alaskan Native, or Native Hawaiian owned business/organization. Native American preference will be applied to respondents who provide proof of enrollment/membership in a federally or state recognized Tribe via documentation, i.e. Tribal enrollment card, or certification as an Indianowned business/organization. Indian ownership must be at least 51% or more for a business/organization. In accordance with the NAHASDA Statute (PL 104-330, as amended), Section 1. (b) Sec 4. Definitions, Federal and State recognized tribes are defined as follows: (A) IN GENERAL. The term Indian tribe means a tribe that is a federally recognized tribe or a State recognized tribe. (B) FEDERALLY RECOGNIZED TRIBE. The term federally recognized tribe means any Indian tribe, band, nation, or other organized group or community of Indians, including any Alaska or Hawaiian Native village or regional or village corporation as defined in or established pursuant to the Alaska Native Claims Settlement Act, that is recognized as eligible for the special program and services provided by the United States to Indians because of their status as Indians pursuant to the Indian Self-Determination and Education Assistance Act of 1975. (C) STATE RECOGNIZED TRIBE. (i) In General- The term state recognized tribe means any tribe, band, nation, pueblo, village, or community (I) that has been recognized as an Indian tribe by any State; and (II) for which an Indian Housing Authority has, before the effective date under section 705, entered into a contract with the Secretary pursuant to the United States Housing Act of 1937 for housing for Indian families and has received funding pursuant to such contract within the 5-year period ending upon such effective date. Section 2 Scope of Work The NLC will offer webinars through Kerretv Online, and the length of the class will be detailed in the RFP. The NLC will work out instruction assignments before the beginning of the event. Respondent will be provided with a branded PowerPoint template in which to provide their presentations. All respondents must be willing to adhere to with the NLC s Branding Guidelines. Additionally, respondents must: Have internet access; Create an account on Kerretv Online; Have a microphone for use during the webinar session; Meet with the Training & Technical Services Department prior to the delivery of the webinar 2
to demo the presentation; Learn the online technology the NLC utilizes. Selected instructors will be responsible for providing an electronic copy of all materials developed for classroom sessions. All materials, machines, instruments, and products purchased, manufactured, or assembled and paid for by the NLC shall be the exclusive property of the NLC, except those materials, if any, owned by or supplied by the respondent. In addition, All materials of whatever media created by the respondent at the specific request of the NLC and the cost of which are paid for by the NLC are the exclusive property of the NLC. Section 3 - Evaluation Criteria Proposals will be reviewed by the NLC evaluation team. The NLC will determine the most responsive proposal(s) based in part on the accumulation of the highest number of points from the following criteria: AREA TO BE EVALUTED EARNED POINTS (If a team of instructors have a different score under the criteria above, the average of the two scores will be used) 1 Webinar Description and Content are Appropriate: (Please be aware that the description will be used for the community outreach of the event and the publication of relevant materials. Therefore, please take care to submit these sections exactly as you would like them to appear in such documents and publications.) Highly Appropriate = 30 Somewhat Appropriate = 20 Needs Improvement = 10 2 Instructors Expertise in the Subject Area of the Webinar(s): Highly Appropriate = 30 Somewhat Appropriate = 20 (30 Max) Not Appropriate = 00 (30 Max) Needs Improvement = 10 Not Appropriate = 00 3 Cost Proposal: Points for relevant cost will be based upon being equal to or less than the maximum daily threshold of $598.08. In-Kind Contribution = 25 Less than Threshold = 20 Equal to Threshold = 15 (25 Max) Greater than Threshold = 0 4 Indian Preference or Tribal Affiliation/Enrollment: Did the respondent submit proof of Tribal Affiliation/Enrollment for either an individual/business/organization/tribe? (10 Max) Member of a Federal or State Recognized Tribe Organization owned by a Tribe or a Member of a Tribe Native Hawaiian 5 Instructor has Experience Teaching Online: (10 Max) Yes = 10 No = 00 6 Successful NLC History: The trainer has successfully completed a contracted training for an NLC Event and received positive feedback by attendees. (5 Max) Yes = 05 No = 00 Yes = 05 No = 00 7 Completed Request for Proposal (RFP) Form: Did the respondent fully complete the NLC RFP form? (5 Max) 8 Experience with Tribes? (10 Max) (5+ years) Past Experience working with Tribes / Tribal Organizations = 10 (-5 years) Past Experience working with Tribes / Tribal Organizations = 5 No Experience = 00 3
Section 4 Required Completed Forms Prior to acceptance: 1. Fully completed NLC RFP 2. Proof of Tribal Affiliation/Enrollment for either individuals/businesses/organizations/tribes (if Indian Preference applies) After acceptance: 2. Seminole Tribe of Florida (STOF) Vendor Application and Registration Form 3. Instructor Agreement 4. Commercial General Liability Insurance and Endorsements 5. Media Authorization and Release 7. Invoice All needed forms must be completed and returned by the requested due date(s). Relevant forms are: STOF Vendor Application and Registration Form (if not already an approved vendor with the Tribe), Instructor Agreement, General Commercial Liability Insurance and Endorsements, Media Authorization and Release, and Invoice. If a respondent is presenting on the behalf of an organization, that organization will complete the STOF Vendor Application and Registration Form and Instructor Agreement. Each individual instructor will have to complete the remainder of the afore mentioned forms, in the order listed above. Independent contractors will each need to complete all of the afore mentioned forms, including the STOF Vendor Application and Registration Form, in the order listed above. All respondents providing services to the NLC are required to hold Commercial General Liability insurance for up to $1 million dollars. If a respondent is presenting on behalf of an organization, that organization will be required to provide the insurance requirements. Upon acceptance of the proposal the respondent will need to provide a Certificate of Insurance (COI), which must include the following information: 1. 2. 3. Certificate Holder: Seminole Tribe of Florida Additional Insured by Endorsement Seminole Tribe of Florida Waiver of Subrogation by Endorsement The Certificate Holder s information is: The Seminole Tribe of Florida 6300 Stirling Road For respondents not receiving payment, Attachment E (In-Kind Donation) of the Instructor Agreement will need to be signed, and all other forms listed above completed, with the exception of the STOF Vendor Application and Registration Form and Invoice. Respondents applying for multiple webinars may be required to complete a set of all required forms for each individual webinar that is selected, with the exception of the STOF Vendor Application and Registration Form and Certificate of Insurance (COI) with attached Endorsements. 4
Section 5 - Compensation Awards shall be subject to the negotiation of fair and reasonable compensation in accordance with Seminole Tribe of Florida s adopted Purchasing Policies and Procedures Manual, as well as NAHASDA/OMB regulations. All proposals received shall be deemed to be the individual s best offer. However, the NLC s Executive Director or his/her designee may elect to conduct negotiations with the respondents in the competitive range, based on the evaluation criteria noted above, to seek a best and final offer if such action is deemed to be in the best interest of the NLC. Section 6 - Payment The NLC pays instructors based upon the NAHASDA/OMB regulations, executive schedule, level IV, (grade 15, step 10), and the policies of the Seminole Tribe of Florida. If an instructor is representing an organization, the NLC will remit payment to that organization, and it will be the responsibility of the instructor to receive payment from the respective organization from whom they are representing. In the case of independent contractor(s), payment will be remitted to the individual instructor(s). In both afore mentioned cases, invoice for payment must be submitted upon completion of services being rendered. All invoices should include a description of the service preformed and the percentage of completion of services represented. Invoices approved by the Executive Director shall be paid thirty (30) calendar days after approval. Under NAHASDA/OMB regulations the maximum that the Native Learning Center will pay a single instructor is: $74.76 x 2 hours (for preparation) = $149.52/per day of instruction $74.76 x 8 hours = $598.08 maximum rate per day of instruction (number of hours teaching in any one day does not matter) Keep in mind that the RFP Evaluation Criteria awards 25 points to the proposal with the most competitive bid. Section 7 Inquiries Respondents should carefully review this set of RFP s procedures before preparing and submitting his/her proposal. Any questions relating to this solicitation must be delivered in writing (via first class mail or email) to the NLC. All questions will be answered in writing (via first class mail or email) with responses being provided to each party who has submitted a response to the RFP or who has inquired about the RFP. If determined necessary by the NLC, the RFP may be revised, including an extension of the submittal deadline by addenda. If this occurs, amendments will be sent (via first class mail or email) to each party who has submitted a response to the RFP or who has inquired about the RFP. All inquiries regarding this RFP shall be formally submitted in writing to NLC by one of the methods listed below: 1. Email: NLCTTS@semtribe.com 2. Fax: 954-989-3864 3. Mailing: Seminole Tribe of Florida Native Learning Center Training & Technical Services Department, Hollywood, FL 33024 5
Section 8 Disputes An award of contract, if any, resulting from this solicitation will be made in the best interest of the NLC. The NLC reserves the right to accept or reject any and all responses, to waive irregularities, and to advertise as may be determined to be in the best interest of the NLC. In the event that any dispute arises from this solicitation or resulting contract for services, such dispute shall be resolved in accordance with the Seminole Tribe of Florida s adopted policies and procedures. Section 9 Disclaimer The Native Learning Center is a Model Program supported by the Indian Housing Block Grant awarded by the Office of Native American Programs, U.S. Department of Housing and Urban Development. The opinions contained in education, training and technical assistance sessions are those of the author(s) and do not necessarily represent the official position or policies of the Native Learning Center, Seminole Tribe of Florida, Office of Native American Programs, or the U.S. Department of Housing and Urban Development. References to specific agencies, organizations, firms, products, services, processes and procedures should not be considered an endorsement by the listed entities. Rather, the references are informational and illustrations to supplement discussions of the issues. 6