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

Transcription

1 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 Risk ) to obtain proposals from qualified firms for marketing and advertising services in accordance with the scope of work specified in this RFP. A qualified 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 and executing large-scale advertising and marketing projects. A qualified 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 21, 2018 December 7, 2018 December 14, 2018 December 21, 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 post responses to questions on its website at 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 ) 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. 2

3 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 s firm; address; telephone and fax numbers; name and e- mail address of contact person; and date of submission. Transmittal Letter 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. 3

4 Table of Contents Provide a clear identification of the material by section and page number. Profile of the Proposer Include background information on the 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 marketing branding and advertising, 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 marketing research and advertising campaign 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 sealed proposals from qualified firms to provide marketing and advertising services. 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 firm. GOALS Develop and project the image of AMERIND Risk as the premier insurance provider for Indian Country Develop educational articles and advertorials Create quarterly educational publication for IHBG members and newsletters for TWC and TGB customers 4

5 Increase awareness of AMERIND Risk s specific programs and services Increase awareness of AMERIND Risks support of Indian communities Support recruitment and retention of new business PROFESSIONAL SERVICES Professional services will include but are not limited to: Market research, analysis and counsel Brand analysis and refresh Advertising: conception, planning, design, development, production and evaluation Media buying, placement and monitoring Graphic design Copywriting Photography and videography Schedule This subsection should include the period of performance, proposed duration of the project(s) in months, and a milestone chart. Time for preparation and submission of the marketing research analysis and advertising campaign(s) should be included in the schedule. The initial project plan must be provided to AMERIND Risk in draft form no later than February 22, 2019 and the final project plan must be completed and submitted no later than March 22, In each subsequent year, the proposed project plan must be provided to AMERIND Risk in draft form no later than November 1st and the final project plan must be completed and submitted no later than December 15th. 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) audit 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. 5

6 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. SUBMISSION OF PROPOSALS Proposals are due by 5:00 p.m. MDT on December 21, Late submissions will be immediately disqualified from consideration and will not be evaluated. Please submit five (5) proposals (one original and four copies), 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 6

7 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 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. 7

8 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