SAULT TRIBE REQUEST FOR PROPOSAL (RFP) Tribal Justice Systems Strategic Planning Services The Tribal Justice Systems Strategic Planning Services Agreement is funded by the U. S. Department of Justice, Bureau of Justice Assistance (BJA) PROJECT # 15-038 Bid Release Date: Monday, November 16, 2015 Bid Submission Due Date: Wednesday, November 25, 2015 Bid Opening Date: Wednesday, November 25, 2015 Page 1 of 8
SAULT TRIBE REQUEST FOR PROPOSAL (RFP) Tribal Justice Systems Strategic Planning Services TABLE OF CONTENTS Description Page Number Table of Contents.. 2 RFP Synopsis..... 3 Scope of Work.... 4 Requirements and Conditions...... 5 Page 2 of 8
Sault Tribe Purchasing Department 2186 Shunk Road Sault Ste. Marie, MI 49783 (906) 635-7035 DATE: November 16, 2015 TO: Planning Consultants RE: Request for Proposal (RFP) Due Wednesday, November 25, 2015 to Provide Tribal Justice Systems Strategic Planning Services RFP Synopsis Attached is a Request for Proposal (RFP) to provide comprehensive Tribal Justice Systems strategic planning services for the Sault Ste. Marie Tribe of Chippewa Indians ( Tribe ). The Tribal Justice Systems Strategic Planning Services RFP package will be available from the Sault Tribe Purchasing Department ( Purchasing Department ) starting Monday, November 16, 2015 upon request by email to TRoche@saulttribe.net. Bidders using Tribal Justice Systems Strategic Planning Services RFP packages not obtained from the Sault Tribe Purchasing Department risk not receiving necessary addenda, eliminating their bid from consideration. Questions regarding the Tribal Justice Systems Strategic Planning Services RFP must be emailed to the Sault Tribe Purchasing Department to TRoche@saulttribe.net. Responses will be sent electronically to all bidders. The deadline for questions regarding the Tribal Justice Systems Strategic Planning Services RFP is Monday, November 23, 2015. Sealed bid envelopes must be labeled with the words: SEALED BID ENCLOSED TRIBAL JUSTICE SYSTEMS STRATEGIC PLANNING SERVICES PROJECT # 15-038 Sealed and labeled bid packages must be mailed or delivered in person to the address below: Tribal Administration Building c/o Jill Romano Project # 15-038 ATTN: Tamara Roche 523 Ashmun Street Sault Ste. Marie, MI 49783 Bid packages submitted by facsimile or email will not be considered. Bids must be received at the Tribal Administration Building no later than 3:15 p.m. EST, Wednesday, November 25, 2015. Bids must be complete at time of submission prior to bidding deadline to be considered a responsive bid. Incomplete or late proposals will not be considered. Public video recorded bid opening will be conducted at 3:15 p.m. EST, Wednesday, November 25, 2015 at the Tribal Administration Building, 523 Ashmun Street, Sault Ste. Marie, MI 49783. The Sault Ste. Marie Tribe of Chippewa Indians reserves the right to accept and / or reject any or all bid proposals for any reason whatsoever it deems appropriate. A bid shall constitute an irrevocable offer for a period of one-hundred twenty (120) days from the bid opening date or until date of award, whichever is earlier. In the event that an award is not made by the Sault Tribe within one-hundred twenty (120) days from the bid opening date, the bidder may withdraw the bid or provide a written extension of the bid. The Tribal Justice Systems Strategic Planning Services Agreement is funded by the U. S. Department of Justice, Bureau of Justice Assistance (BJA). Page 3 of 8
Sault Tribe Purchasing Department 2186 Shunk Road Sault Ste. Marie, MI 49783 (906) 635-7035 DATE: November 16, 2015 TO: Strategic Planning Consulting Companies RE: Request for Proposal (RFP) Due Wednesday, November 25, 2015 to Provide Tribal Justice Systems Strategic Planning Services REQUEST FOR PROPOSALS The Sault Ste. Marie Tribe of Chippewa Indians is a federally recognized Indian Tribe located in the Eastern Upper Peninsula of Michigan. It is the mission of the Purchasing Department to acquire goods and services for the Sault Ste. Marie Tribe of Chippewa Indians and its entities at the lowest possible cost consistent with the quality required. Service requirements, delivery schedules and payment terms play a crucial role in the decision of the vendor chosen. PROFESSIONAL SERVICES: Tribal Justice Systems Strategic Planning PROJECT DESCRIPTION: As described below, Tribal Justice Systems strategic planning services will include two distinct areas of focus. 1) Initially, strategic planning services will involve writing and implementing the Tribal Action Plan (TAP) to be derived from the TAP Vision, Mission, Goals and Objectives Outline provided by Sault Tribe. The Tribal Action Plan, which has been funded through a 2013 grant from the U. S. Department of Justice, Bureau of Justice Assistance (BJA), will be Sault Tribe s comprehensive, culturally-based strategic plan to prevent and respond to alcohol and substance abuse throughout the next seven generations. The TAP Vision, Mission, Goals and Objectives Outline was developed by Tribal Court, a multi-disciplinary Advisory Board composed of key stakeholders and community members, three sub-committees to address data collection, community forums and focus groups, and various Tribal personnel. Writing, approval and implementation of the Tribal Action Plan is scheduled to be completed by 08/31/16. 2) After completing the Tribal Action Plan implementation, strategic planning services will involve the development of a comprehensive Tribal Justice Systems strategic plan. Currently, each department within the Tribal Justice Systems, including but not limited to Tribal Court, Law Enforcement, Tribal Prosecution, Advocacy Resource Center (victims services) and Child Protection, handles their own strategic planning, coordination with other tribal justice programs, and preparing applications for funding assistance. In 2013, Sault Tribe was awarded a grant from the U. S. Department of Justice, Bureau of Justice Assistance (BJA) to develop a comprehensive, collaborative plan for Tribal Justice Systems. This comprehensive plan would be developed to promote community wellness and safety, while avoiding duplication of efforts or leaving gaps in services between the Tribal Justice System departments. Development of the comprehensive Tribal Justice Systems strategic plan is scheduled to be completed by 08/31/16. SCOPE OF WORK: Provide Tribal Justice Systems strategic planning services, as outlined below: Write and Implement Tribal Action Plan to Combat Substance Abuse Review the TAP Vision, Mission, Goals and Objectives Outline and supporting documentation. Draft the Tribal Action Plan document, as per the TAP Vision, Mission, Goals and Objectives Outline, and prepare the itemized plan implementation steps and schedule. Present Tribal Action Plan and implementation process/schedule for executive reviews and approval. Prepare implementation materials and schedule implementation sessions with Tribal Divisions, as approved. Page 4 of 8
Conduct implementation sessions, assess outcomes, and prepare status reports for executive review. Attend TAP project meetings, prepare and present status updates and recommendations. Develop Comprehensive Tribal Justice Systems Strategic Plan Conduct strategic planning sessions with the Tribal Justice Systems departments. Review and perform collection of relevant assessment data. Draft Comprehensive Strategic Plan document and itemized plan implementation steps and schedule. Review/edit drafts of Comprehensive Strategic Plan document and implementation steps and schedule with Tribal Justice Systems departments. Present Comprehensive Strategic Plan and implementation process/schedule for executive reviews and approval. REQUIREMENTS: Detailed description of proposed Tribal Justice Systems Strategic Planning Services. Completion date for the Tribal Justice Systems Strategic Planning Services deliverables must be no later than 5:00 p.m. EDT, 8/31/16. The Tribal Action Plan to Combat Substance Abuse, the Comprehensive Tribal Justice Systems Strategic Plan, and all technical reports, recommendations and other project related written materials must be electronically submitted, be reproducible, and the intellectual property rights of all materials provided must be granted to the Sault Ste. Marie Tribe of Chippewa Indians. All data provided by the Sault Ste. Marie Tribe of Chippewa Indians and Tribal Justice Systems Strategic Planning Services related materials are confidential and must not be used or released by the successful bidder without prior written authorization from Sault Tribe, as designated in the awardee s contract. Any information of a confidential nature obtained by the bidder from the Sault Tribe and/or in connection with the Justice Systems Strategic Planning Services shall be used solely for the purposes of providing the specific products and services, which are the subject of this RFP and are to be contracted for under separate Agreement. Generally, confidential information is any information that has not been made public by the Sault Tribe and is not generally known within the occupational field of the bidder and includes, but is not limited to, written information, information that is disclosed verbally and any other information, digital or otherwise, which may be made available to the bidder, in any form or format, under this RFP and/or as a party to any separate Agreement entered into hereunder. The bidder shall at all times during and after the term of any Agreement entered into between the parties maintain the confidentiality of any such information and shall not disclose such information to third parties without the express written consent of the Sault Tribe. The bidder shall not duplicate any confidential information in a tangible form and shall return such information to the Sault Tribe along with any notes or compilations immediately after the need for such information has expired, but not later than the conclusion of the term of any Agreement entered into between the parties. Bidders must provide a list of items, information and involvement needed from Sault Tribe during the performance of the proposed Tribal Justice Systems Strategic Planning Services activities. Bidders must provide their timeline for the Tribal Justice Systems Strategic Planning Services. Bidders must provide separate pricing for 1) Writing and implementing the Tribal Action Plan (TAP), 2) Development of Comprehensive Tribal Justice Systems Strategic Plan, and 3) Total Project. Bidders must acknowledge receipt of all addenda. Bidders must conduct the Tribal Justice Systems Strategic Planning Services as the prime and sole contractor. Subcontracted services will not be considered a responsive bid in the performance of the Tribal Justice Systems Strategic Planning Services. Page 5 of 8
Bidders must describe relevant strategic planning experience, project sizes, number of projects, number of years working in this field, and any experience working with tribes and tribal communities. Bidders must provide resumes of all personnel to be assigned to this project. Bidders must provide general organizational information about their company. Bidders must supply three (3) strategic planning client references with current contact information. Native Preference Policy: As per the Sault Ste. Marie Tribe of Chippewa Indians Purchasing Policy, revised October 6, 2015, all proposals received for the Tribal Justice Systems Strategic Planning Services will be subject to the Native Preference Policy. To qualify for native preference, a contractor must be classified as an Indian Economic Enterprise, which means any business entity which is at least 51 percent owned by one or more members of a federally recognized Indian Tribe; and has one or more of the tribe members involved in the daily business management of the economic enterprise; and a majority of the earnings from said Economic Enterprise benefits said member or members. The vendor claiming to be an Indian Economic Enterprise must have satisfied the requirements of eligibility/ certification. Eligibility would include proof that a member/vendor is an Enrolled Tribal Member of a Federally Recognized Indian Tribe. Certification of eligibility for native preference could include: Bureau of Indian Affairs Certification, Michigan Minority Business Development Council, Small Business Administration, and Certification of membership from another Tribe. Eligibility/Certification shall be submitted with the bid response. A prospective vendor seeking to qualify for preference shall evidence showing extent of Indian ownership and interest. Evidence of structure, management and financing affecting the Indian character of the enterprise, including major subcontractors and purchase agreements; materials or equipment supply arrangement; and management salary or profit sharing arrangements; and evidence showing the effect of these on the extent of Indian ownership and interest. Evidence to demonstrate that the contractor has the technical, administrative, and financial capability to perform work of the size and type involved. The Indian Economic Enterprise must submit a letter as evidence of Indian ownership and control certifying that the enterprise will continue to meet requirements necessary to sustain Indian ownership and control throughout the period of service. Smoke Free Work Environment / No Smokeless Tobacco Policy: Smoking is prohibited in all Sault Tribe buildings and Tribally-owned vehicles. Chewing tobacco or snuff is also prohibited. All contractor employees, customers and visitors are expected to comply with the Smoke Free Work Environment / No Smokeless Tobacco Policy. Substance Abuse Policy: Creating a healthy and safe work environment is a top priority for Sault Tribe. The Substance Abuse Policy reinforces the Sault Tribe s firm commitment to an alcohol and drug-free workplace, established to help keep employees healthy, productive and free of injury. All contractor employees, customers and visitors shall comply with the Substance Abuse Policy while on Sault Tribe premises. Background Clearances: Prior to contract award, the selected bidder will be required to provide company information, including their DUNS number, for conducting a debarment clearance as part of their contractor approval process. Prior to commencing work, the awarded contractor and any of their employees, who will be working at the Tribal Justice Systems Strategic Planning Services site, shall successfully pass a criminal history check and child protective services clearance conducted by the Sault Tribe Gaming Commission. Costs associated with clearances and the $75 fee for issuing badges shall be paid by the awarded contractor. Insurance Requirements: The following insurance requirements must be submitted to Sault Tribe prior to commencement of any work on the Tribal Justice Systems Strategic Planning Services: A. Minimum Scope of Insurance Coverage Coverage shall include: Page 6 of 8
1. Commercial General Liability Insurance; to include Contractual Liability coverage. 2. Workers Compensation and Employer s Liability Insurance. 3. Professional Liability Insurance. 4. Automobile Liability Insurance. 5. Cyber Liability may be required on storage and transmittal of data. B. Minimum Limits of Insurance Contractor shall maintain limits no less than: 1. General Liability: $1,000,000.00 per occurrence for bodily injury, personal injury and property damage; at least $2,000,000.00 in the aggregate. 2. Worker s Compensation statutory limits and Employer s Liability: $1,000,000.00 per accident for bodily injury or disease. 3. Professional Liability: $1,000,000.00 per occurrence. 4. Automobile Liability: Must meet State of Michigan minimum requirements. C. Deductibles and Self-Insured Retentions Any deductibles or self-insured retentions must be declared to and approved by the Tribe. D. Other Insurance Provisions The general liability and automobile liability policies are to contain, or be endorsed to contain, the following provisions: 1. The Sault Tribe, 523 Ashmun, Sault Ste. Marie, MI 49783, its agents, officers, officials, employees and volunteers are to be named as additional insured s with respect to liability arising out of automobiles owned, leased, hired or borrowed by or on behalf of the contractor; and with respect to liability arising out of work or operations performed by or on behalf of the contractor including materials, parts or equipment furnished in connection with such work or operations. General liability coverage can be provided in the form of an endorsement to the contractor s insurance, or as a separate owner s policy. 2. For any claims related to this project, the contractor s insurance coverage shall be primary insurance as respects the Tribe, its agents, officers, officials, employees and volunteers. Any insurance or self-insurance maintained by the Tribe, its agents, officers, officials, employees or volunteers shall be excess of the contractor s insurance and shall not contribute with it. 3. Each insurance policy required by this clause shall be endorsed to state that coverage shall not be cancelled or reduced by either party or modified in any way, except after thirty (30) days prior written notice by certified mail, return receipt requested, has been given to the Tribe. E. Waiver of Subrogation The Workers Compensation and General Liability policies are to be endorsed with a waiver of subrogation. The insurance company, in its endorsement, agrees to waive all rights of subrogation against the Tribe, its agents, officers, officials, employees and volunteers for losses paid under the terms of the policy which arises from the work performed by the named insured for the Tribe. F. Acceptability of Insurers Insurance is to be placed with insurers with a current A.M. Best s rating of no less than A:VII. G. Verification of Coverage Contractor shall furnish the Tribe with original certificates and amendatory endorsements effecting coverage required by this clause. All certificates and endorsements are to be received and approved by the Tribe before work commences. The Tribe reserves the right to require complete, certified copies of all required insurance policies, including endorsements affecting the coverage required by these specifications at any time. Notice of Award: The Sault Tribe Purchasing Department will notify in writing the successful bidder of the acceptance of their bid. Contract: Prior to any services being performed by the awarded contractor, the Tribe and awarded contractor shall enter into a separate signed Agreement which sets forth the obligations of the parties for the project. Such Agreement will be a separate document, which will be negotiated and executed after bid has been awarded. Moreover, such Agreement will include all provisions and requirements as set forth in this RFP along with other required provisions agreed to between the parties. Page 7 of 8
Governing Law: This RFP and/or any Agreement entered into between the Tribe and the Awarded Contractor for services will be governed by the laws of the Sault Ste. Marie Tribe of Chippewa Indians. Contractor agrees that all disputes, actions and claims arising from said Agreement shall be subject to the exclusive jurisdiction of the Sault Ste. Marie Tribe of Chippewa Indians Tribal Court and Contractor consents to the personal jurisdiction of said Tribal Court. Contractor further consents to enforcement of any judgment of said Tribal Court in any state court of applicable jurisdiction. Notice to Proceed: Tribal Court will contact the awarded contractor prior to commencement of work. Requests for Payment: The awarded contractor shall submit itemized monthly Requests for Payment to Sault Tribe with a percentage complete cut-off date of the end of each month. Bid Package Materials: Bidders must submit the items listed below in their bid package. Detailed description of proposed Tribal Justice Systems Strategic Planning Services List of items, information and involvement needed from Sault Tribe during performance of proposed Tribal Justice Systems Strategic Planning Services activities Timeline for the Tribal Justice Systems Strategic Planning Services Separate pricing for 1) Writing and implementing the Tribal Action Plan (TAP), 2) Development of Comprehensive Tribal Justice Systems Strategic Plan, and 3) Total Project Acknowledgement of receipt of all addenda Description of relevant strategic planning experience, project sizes, number of projects, number of years working in this field, and any experience working with tribes and tribal communities Resumes of all personnel to be assigned to this project General organizational information about their company Three (3) strategic planning client references with current contact information Native Preference Policy eligibility documentation, if applicable Any other material specified to be submitted as part of the bid package as set forth in this RFP Bid Package Submission: Bidders must submit their bid package as directed below. Questions regarding the Tribal Justice Systems Strategic Planning Services RFP must be emailed to the Sault Tribe Purchasing Department to TRoche@saulttribe.net. Sealed bid envelopes must be labeled with the words: SEALED BID ENCLOSED TRIBAL JUSTICE SYSTEMS STRATEGIC PLANNING SERVICES PROJECT # 15-038 Sealed and labeled bid packages must be mailed or delivered in person to the address below: Tribal Administration Building c/o Jill Romano Project # 15-038 ATTN: Tamara Roche 523 Ashmun Street Sault Ste. Marie, MI 49783 Bid packages submitted by facsimile or email will not be considered. Bids must be received at the Tribal Administration Building no later than 3:15 p.m. EST, Wednesday, November 25, 2015. Bids must be complete at time of submission prior to bidding deadline to be considered a responsive bid. Incomplete or late proposals will not be considered. Page 8 of 8