REQUEST FOR PROPOSALS FOR EVENT PLANNING, MANAGEMENT AND EXECUTION AMERIND RISK MANAGEMENT CORPORATION

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1 REQUEST FOR PROPOSALS FOR EVENT PLANNING, MANAGEMENT AND EXECUTION AMERIND RISK MANAGEMENT CORPORATION PURPOSE The purpose of this Request for Proposals ( RFP ) is for AMERIND Risk Management Corporation ( AMERIND Risk ) to obtain proposals from qualified individuals and firms to manage the execution of events including concept development, planning, securing sponsorships and, overall event management logistics including day-of-event coordination, budget management, programming, implementation, and analysis. Information that is more detailed can be found in the Scope of Work section below. Ideally, a qualified individual or firm will have demonstrated experience and expertise in forming strategic partnerships with Tribal governments, Tribal business enterprises and Tribal organizations. It will have proven success in conceiving, planning and executing large-scale events. A qualified individual or firm will be viable, professionally organized, well versed in communicating in a variety of media, skilled at telling the AMERIND Risk story clearly and persuasively, and, above all, creative. TIMELINE November 26, 2018 December 7, 2018 December 10, 2018 December 28, 2018 January 4, 2019 RFP issued Clarification questions due. Questions may be submitted only via to Robert Dahl, Program Manager, at rdahl@amerindrisk.org. The subject line of the should state: ATTENTION Questions, Marketing Services RFP. AMERIND Risk will not provide oral explanations or interpretations. AMERIND will provide responses to all interested firms. Proposals due. Proposals must be received in writing by 5:00 p.m. MDT. Any proposals submitted after this deadline will be immediately disqualified from consideration and will not be evaluated. AMERIND Risk will not accept fax or submissions. AMERIND Risk will notify selected firm. 1

2 BACKGROUND AMERIND Risk is a tribally owned corporation under federal law chartered by three federally recognized Tribal Nations. These Charter Tribes are the Red Lake Band of Chippewa Indians, the Confederated Salish and Kootenai Tribes of the Flathead Indian Reservation, and the Pueblo of Santa Ana. AMERIND Risk is located on the Pueblo of Santa Ana. AMERIND Risk is organized, incorporated, and chartered by the U.S. Department of Interior as tribal corporation under Section 17 of the Indian Reorganization Act, 25 U.S.C. 5124, as amended, and has the powers, privileges, and immunities granted by that statute. AMERIND Risk is a legal entity owned by the Charter Tribes, but pursuant to its Section 17 Charter, is separate and distinct from the Charter Tribes. AMERIND Risk is exempt from state and federal taxes, and is vested with sovereign immunity. AMERIND Risk is the only 100% Tribally owned and operated insurance solutions provider in Indian Country. AMERIND Risk provides property, liability, auto and workers compensation insurance for Tribes, Tribal governments and Tribal businesses, as well as individual homeowners and renters insurance. AMERIND Risk also owns a retail benefits agency to assist Tribes in obtaining employee benefit coverages. AMERIND Risk is one of four organizations competing to provide insurance coverages that are specific to federally and state recognized American Indian Tribes, Alaska Native Villages, tribal business entities and employers. Our organizational structure creates a powerful story and creates advantages that are unique to AMERIND Risk. AMERIND Risk operates a number of cells and business lines, which will be more fully described below: Indian Housing Risk Retention Pool ( Risk Pool ), also known as the Native American Housing Assistance and Self-Determination Act ( NAHASDA ) program Native American Homeowners and Renters ( NAHR ) Tribal Workers Compensation ( TWC ) Tribal Governments and Businesses ( TGB ) AMERIND Benefits LLC AMERIND Re AMERIND Critical Infrastructure ( ACI ) AMERIND Cell Advisory Commission ( Cell Commission ) 2

3 AMERIND Risk provides coverage and protection to Native American homeowners and renters through its Native American Homeowners and Renters ( NAHR ) programs, whose members are enrolled in either the Native American Shield or Community Shield programs. AMERIND Risk provides workers compensation coverage for federally and state recognized American Indian Tribes and Alaska Native Villages and tribal business entities and employers through its Tribal Workers Comp ( TWC ) program. AMERIND Risk provides property, liability, fleet auto and cyber liability coverage for federally and state recognized American Indian Tribes and Alaska Native Villages and tribal business entities and employers through its Tribal Governments and Businesses ( TGB ) program. The TGB program also program provides protection for Tax Credit partnerships, tribal operations, tribally owned housing, and NAHASDA housing entities that are state recognized tribes. AMERIND Re exists to share exposure to loss through internal reinsurance treaties across AMERIND Risk s various cells, which allows AMERIND Risk to take higher or lower retentions on the open reinsurance market and save substantial costs of ceding premiums to other entities. AMERIND Benefits LLC offers customized packages for employee benefits, as well as implementation and streamlined benefits enrollment. AMERIND Critical Infrastructure helps tribal nations develop and deploy the most critical 21 st century infrastructure high-speed Internet, or broadband. AMERIND s Board of Directors approved the creation of the Cell Commission for the purpose of providing feedback, monitoring, and compliance review concerning the creation and operation of Cells. The Cell Commission must include at least three (3) and no more than seven (7) members who are identified and engaged by the Board of Directors. Section 3 of the Cell Regulations articulates the composition of the Cell Commission, its responsibilities, and other details associated with the Commission. PROPOSAL PREPARATION Instructions and information required in your proposal Your proposal must include the following information in the order presented below to be considered eligible for selection. Section I PROPOSAL Title Page Show RFP subject, name of proposer or proposer s firm; address; telephone and fax numbers; name and address of contact person; and date of submission. Transmittal Letter 3

4 Provide a one- or two-page summary of the proposer s understanding of the work to be done and a commitment to perform the work within the time period required. Table of Contents Provide a clear identification of the material by section and page number. Profile of the Proposer Include background information on the individual or firm, including location of office(s) and the number of partners, managers, supervisors, seniors, and other professional staff for both the firm as a whole and in the office location performing the marketing branding and advertising work. Describe the range of services provided by your firm, including the extent of event planning capabilities and other services. Qualifications and Experience of Firm Describe the company s experience that is relevant to the proposed services, such as recent experience with other Tribal entities. Technical Approach Provide a clear description of the approach and methodology for implementing the scope of work. Project Organization and Management Show the project team proposed for the work identified (including identification of persons assigned to individual tasks). Include a description of how the event planning and execution would be conducted. That is, describe each phase and the use of technology to increase efficiency and reduce costs. Scope of Work AMERIND Risk is seeking the assistance of a professional event coordinator, who is a strong leader that can work with AMERIND management, staff and our vendors to help coordinate various events. We are seeking sealed proposals from innovative individuals and firms to provide the services below. This Request for Proposals (RFP) outlines basic requirements for services to be provided. AMERIND Risk is the client and makes no guarantee as to the number and size of projects which may be awarded under this proposal. AMERIND Risk may elect to use in-house services and resources, including staff, for all or part of any project. AMERIND Risk s Business Development team will be the firm s point of contact throughout the contract and will coordinate the professional services required of the firm. The term for the agreement will be one (1) year with an option to renew for three (3) additional one-year terms if mutually agreed upon by AMERIND Risk and the individual or firm. Events 4

5 Annual Conference and Tradeshow for our membership (owners & customers). This event is held the end of May in different locations from year-to-year. Charity golf tournament (fundraiser). This event is held the end of April and is a fundraiser for various Native Non-profit Organizations. Annual Risk Management Symposium (educational networking opportunity). This event is held in Albuquerque each October and is attended by our customers. Reception events during various National Native Organization conferences, where AMERIND is acting in its role as a sponsor.. General Management and Financial Operations Develop a timeline and work plan Work with the event date provided and help develop event budget Assist with vendor identification, negotiating and contracting Event Marketing Develop and implement a marketing and communication plan Ensure timely execution of all creative material associated with the event This includes: invitations, notices, registration forms, pledge forms, press kits, press materials, table signs, sponsor signage, advertising materials, etc. Sponsorship Develop sponsorship strategy; Create and develop sponsorship levels and benefits Track the fulfillment of sponsors benefits logo inclusion, etc. Raffle (Charity Golf Tournament) Prepare an raffle procedure document that will detail all aspects of the raffle s prelaunch, launch and fulfillment operations. Assist in the solicitation and securing of items/packages. Prepare an raffle recognition plan and ensure that the proper information is on the raffle s donor s list (package description). Support and coordinate all signage, raffle showing, arrange easel rentals and set up displays. Event Management Help identify venue Manage and coordinate general event logistics, such as catering, venue coordination, contracts, staging, entertainment, floor plans, seating plans, décor, volunteers & staffing, technical equipment, presentations, emcee, protocol management of VIP guests and any other relevant tasks as required. Ensure all applicable licenses and appropriate insurance coverage is acquired. Create and execute volunteer duty program, meeting and training. Submit a post-event evaluation report with recommendations to AMERIND Business 5

6 Development. Other duties as assigned. Days of Event Supervise all aspects of the event and manage the logistics and onsite supervision of the event as mentioned in event management above Other Schedule Meet regularly as required with AMERIND Business Development staff and Program Manager to provide updates on progress, issues, resources and budget matters. This subsection should include the period of performance, proposed duration of the project(s) in months, and a milestone chart. Time for planning and execution of the event plan(s) should be included in the schedule. The proposal must be provided to AMERIND Risk in draft form no later than January 15th, of each year and the final report must be completed and submitted no later than February of each year. Qualifications and Experience of Staff Include a list of personnel to be assigned to this project(s) and their qualifications. Brief resumes or CVs including education, experience, type of clients served, and any other pertinent information must be included for each of the key personnel to be assigned for direct work on the project. References Include references for three (3) clients served by the firm in the last three (3) years. The information should include the name of each client, contact information ( and phone) for the key points of contact, the services performed by your firm, and the period of time the reference was/has been a client of the firm. SECTION II COST PROPOSAL Include a cost statement showing proposed fees to perform the scope of work. This information should include a table identifying each level of staff hours planned for each phase at the proposed rates and an itemized listing of all other expenses or fees proposed, including travel. List the assumptions upon which the fees may be based, if any. That is, identify any conditions that would cause the firm to request a change in the proposed fees. 6

7 SUBMISSION OF PROPOSALS Proposals are due by 5:00 p.m. MDT on December 28, Late submissions will be immediately disqualified from consideration and will not be evaluated. Please submit two (2) proposals (one original and one e-copy), in sealed envelopes or packages, to the following address: AMERIND Risk Management Corporation Attention: Robert Dahl, Program Manager Response to RFP 502 Cedar Drive Santa Ana Pueblo, NM AMERIND Risk will not accept faxed or ed submissions. EVALUATION PROCEDURES Evaluation Criteria The proposals will be evaluated based on the following criteria and point ranges: Responsiveness of the proposal in clearly stating an understanding of the work to be performed: 0-25 Marketing and advertising approach Reasonable time estimates for each major section of the work to be performed Qualifications and experience of the firm: 0-25 Size and structure of the firm and ability to maintain continuity of project Recent experience of the firm that is relevant to the scope of work, such as work with Tribal entities Reputation of the firm and satisfaction with the firm s services as expressed by current clients and references Ownership Structure of Firm 0-10 Native owned firm (See Indian Preference provision below) Qualifications and experience of staff to be assigned. Education, position in the firm, and years and types of experience will be considered: 0-15 Qualifications of marketing and advertising team Supervision to be exercised over the team by the firm s management, including how much time will be spent by partners and managers 7

8 Cost factor cost of marketing and advertising project(s) 0-25 TOTAL POINTS INDIAN PREFERENCE Preference in the award of contracts or subcontracts in connection with the administration of contracts may be given to Indian organizations and to Indian owned economic enterprises, as defined in Section 3 of the Indian Financing Act of 1974 (25 U.S.C. 1452). That Act defines economic enterprise as any Indian owned commercial, industrial, or business activity established or organized for the purpose of profit, except that the Indian ownership must constitute not less than 51 percent of the enterprise. Indian organization means the governing body of any Indian tribe or entity established or recognized by such governing body. Indian means any person who is a member of any tribe, band, group, pueblo, or community which is recognized by the Federal government as eligible for services from the Bureau of Indian Affairs and any Native as defined in the Alaska Native Claims Settlement Act. Indian tribe means any Indian tribe, band, group, pueblo, or community, including Native villages and Native groups (including corporations organized by Kenai, Juneau, Sitka, and Kodiak) as defined in the Alaska Native Claims Settlement Act, which is recognized by the Federal government as eligible for services from the Bureau of Indian Affairs. Proposers seeking to qualify for preference must submit proof of Indian ownership with their proposals. Such proof shall include, but not be limited to, the following: Certification by a tribe or other evidence that the proposer is an Indian. AMERIND will accept a Tribe s certification that an individual is a member. Evidence such as stock ownership, structure, management, control, financing, and salary or profit sharing arrangements of the proposer. All proposers seeking Indian preference must submit with their proposals a statement detailing the following: (1) the number or percentage of Indians currently employed; (2) their employment and training opportunities and their plans to provide preference to Indians in implementing the contract; and (3) the number or percentage of Indians anticipated to be employed and trained. CONTRACT AWARD AMERIND Risk may award a contract on the basis of initial proposals received, without negotiations. Therefore, each initial proposal received should contain the proposer s best terms. In the event that AMERIND Risk does not award a contract on the basis of initial proposals received, AMERIND Risk will conduct negotiations with all responsible, responsive proposers in the competitive range. 8

REQUEST FOR PROPOSALS FOR MARKETING AND ADVERTISING SERVICES AMERIND RISK MANAGEMENT CORPORATION

REQUEST FOR PROPOSALS FOR MARKETING AND ADVERTISING SERVICES AMERIND RISK MANAGEMENT CORPORATION PURPOSE The purpose of this Request for Proposals ( RFP ) is for AMERIND Risk Management Corporation ( AMERIND