Request for Proposal - Yukon River Intertribal Fish Commission Contract

March 12, 2024

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Tanana Chiefs Conference (TCC) is soliciting to obtain proposals from qualified firms or individuals to work directly, with supervision from the Yukon River Inter-Tribal Fish Commission
(YRITFC) Chair to coordinate and facilitate YRITFC Business.
Questions regarding this solicitation shall be emailed to Sonja Kokrine at Sonja.kokrine@tananachiefs.org. All questions must be submitted prior to close of business.

March 21, 2024. The final Addendum responding to questions shall be released no later than March 27, 2024. Quotes are required to be submitted no later than 2:00 PM, April 2, 2024.

Scope of Work
1. Communication: Responsible for the development and implementation of internal and external communications efforts of the YRITFC, including but not limited to:
1.1. Creating and maintaining the commissions social media accounts;
1.2. Sending information out to Yukon River Tribes and Fish Commissioners;
1.3. Issuing meeting notices;
1.4. Press releases;
1.5. Admission of material for the Council.
2. Meetings: Responsible for making all arrangements for meeting, including, but not
limited to:
2.1. Creating an agenda;
2.2. Recording minutes;
2.3. Creating meeting notices;
2.4. Reserve facilities and logistics necessary to hold a meeting (building rentals,
arrangements for food and drink);
2.5. Preparing and copying any handouts or presentation materials, updating binders for the Executive Council, Annual and Biannual Meetings.
2.6. Distribute meeting information to Fish Commissioners.
3. Travel Coordinator: Responsible for coordinating all travel for the Commissioners and Tribal representatives for participation in YRITFC meetings. Example:
Contractor would be expected to reach out to the Fish Commissioners to gather travel arrangements and enter onto a TCC Travel Authorization that will be submitted for approval. The Contractor would also check in with the Commissioners
to ensure they have booked their lodging, and share how to receive their per diem, which can include the contractor picking up the checks from TCC and handing them
out to Commissioners.
4. Administration: Responsible for clerical duties, including, but not limited to:
4.1. Answering phones;
4.2. Receiving and sending emails;
4.3. Correspondence, drafting or revising;
4.4. Outreach to tribes;
4.5. Setting up virtual meetings such as Zoom or Teams;
4.6. Modifying the database and obtain reports for the Chairperson for meetings;
4.7. Maintaining an updated contact list for each meeting;
4.8. Updating resolutions;
4.9. Maintaining efficient communications with Tribes.
5. Confidentiality: Maintain confidentiality of decisions, strategy, actions, and recommendations for YRITFC’s priorities.
Each bidder shall thoroughly examine the contract documents. The failure or neglect of a bidder to receive or examine any contract document or any part thereof shall in no way
relieve it from any obligations with respect to its quote or to the contract. No claim for additional compensation shall be allowed which is based upon a lack of knowledge of any contract document.
III. Evaluation and Award Criteria
TCC is not awarding this contract based on price alone. The selection criteria will include all of the following:
1. History: Describe the history contractor. Provide full contact information, identification of duties and availability of staff performing tasks for this project. Total available points for this: 30 Points.
2. Experience: Describe the skill, experience, and training of the specified persons who will be performing the services requested. Clearly describe experience inworking with tribal governments, TCC, or other Alaska Native organizations, Tribes, or communities. Resumes to be included for staff that will perform tasks for this project. Total available points: 30 Points.
3. Knowledge: Successful applicants would have some knowledge of the Tribes, hunting and fishing, background of the YRITFC and/or the Yukon River. Total available points: 30 Points.
4. Cost: The total estimated cost or hourly rate charged. 10% preference (in evaluation only) shall be given to AN/AI owned businesses. Appendix A must be
signed and submitted to receive preference. Total available points: 10 Points.
IV. Management
The Tribal Government and Client Services Department (TCS) will manage this contract for TCC. Betty Ross, TCS Deputy, will be the Contractor’s primary contact at TCC regarding the
administration of the contract for purposes of payments to the Contractor. YRITFC Chair, Karma Ulvi, will the Contractor’s primary supervisor for the scope of work and responsibilities of the contract. The Chair shall review and approve the Contractor’s invoices and forward to Betty Ross for payment. If either party changes its contract manager, then the party will notify the other in writing of this change.
V. Term of Contract
Subject to Section 7. Termination in the Terms and Conditions, the Services shall start upon receiving a fully signed agreement (approximately May 1, 2024) and shall end April 30, 2025.
VI. Payment
Contractor shall submit a properly prepared invoice. Payment shall be made no later than thirty
(30) days after TCC determines that the Scope of Services agreed upon is being adhered to,
satisfactory progress made, and Contractor has furnished TCC with Contractors Tax ID number and all required documents.
VII. Schedule
The anticipated project schedule is as follows.
Deadline to submit Proposals April 2, 2024
Issue Notice of Intent to Award (NOITA) April 15, 2024
Execute Contract /Notice to Proceed May 1, 2024
Contract End Date April 30, 2025
All dates are approximate and contingent upon the completion of previous activities.
VIII. Terms and Conditions
1. Waiver of Minor Informalities.
TCC expressly reserves the right to waive minor informalities, negotiate changes or reject
any and all quotes and to not award the proposed contract, if in its best interest. “Minor
informalities” means matters of form rather than substance which are evident from the
submittal or are insignificant matters that have negligible effect on price, quantity, quality,
delivery or contractual conditions and can be waived or corrected without prejudice to the
other Proposers.
2. Quotes.
TCC reserves the right to accept or reject any and all quotes. Quotes must be signed
(electronic signatures are acceptable) and dated in order to be valid. Quotes to be valid for
Ninety (90) days from solicitation due date.
3. Insurance and Indemnification by Contractor.
Before starting performance of the Services, the Contractor will provide to TCC proof of all required insurance in connection with the Services or for the type of work, including workers’ compensation insurance, in amounts acceptable to TCC. Except for claims arising out of acts caused by the sole negligence of TCC or its employees, the Contractor shall indemnify and hold harmless TCC, its employees, agents, officers, and directors for any claims arising out of an act or omission of any nature whatsoever of the Contractor, or its employees, causing damage to any person or property in performance of this contract.
Required limits are listed below:
• Commercial general liability insurance with limits of no less than $1,000,000 per occurrence and $2,000,000 in the aggregate; Automobile insurance with limits of no less than $1,000,000 combined single limit coverage; and
• Worker’s Compensation insurance as required by the State of Alaska.
4. Travel.
The Contractor shall follow the TCC Travel policy regarding Per Diem rates. Policy and rates to be provided to awarded Contractor.
5. Native Hire.
If this contract involves a federal program or if the State of Alaska is acting under congressional delegation of federal trust authority the Contractor will provide employment
preference for Native Americans in activities under this contract under Public Law 93-638 and other applicable laws.
6. Compliance.
Contractor agrees to comply with all applicable federal and state laws, orders and regulations including, but not limited to Executive Order 11246 as amended, and the
regulations at 41 CFR60-1 through 60-60, and 36 United States Code (USC) §2012, the Vietnam Era Veterans Readjustment Assistance Act of 1974, and §503 of the Rehabilitation Act of 1973, as amended, and the requirements listed at 41 CFR 60-741, the BETS-100 reporting requirement listed at 41 CFR 60-250.10, and any applicable criminal history or background check requirements.
7. Records and Retention.
Contractor will provide TCC, the Comptroller General of the United States, and any federal or state grantor agency that contributed any portion of the contract funding, access to any
books, documents, papers, and records of Contractor related to the contract for the purpose of making audits, examinations, excerpts and transcriptions. Contractor agrees to maintain
all such records for at least Seven (7) years from the date when final contract payment is made by TCC to the Contractor.
8. Termination.
Either party may terminate this contract upon Thirty (30) day written notice to the other party. If TCC terminates this contract without cause, the Contractor shall be paid for the
percentage of total work under the contract that has been satisfactorily completed, less advances for the current month. TCC may terminate this contract immediately for a breach,
non-performance, or material non-compliance with the terms of this contract, or Contractor terminates this contract for a reason other than a breach by TCC, the Contractor shall be liable to TCC for damages equal to the difference between the contract price and cost to TCC to complete the work.
9. Privacy and Confidentiality.
TCC is required to safeguard the privacy of its clients and to protect their rights to confidentiality. Federal or state privacy or confidentiality laws and regulations protect certain information including a client’s identity or presence for purposes of treatment. Contractor is responsible to apprise itself of and abide by the provisions of all federal or state laws and regulations that may apply including, but not necessarily limited to, the Alcohol and Other Drug Confidentiality Rule, 42 CFR Part 2, and the Health Insurance Portability and Accountability Act Privacy Rule, 45 CFR Sections 160 and 164, and to preserve and safeguard the privacy and confidentiality of TCC clients. Contractor shall not disclose the identity of any TCC client or share any information or observations regarding any TCC
client. Contractor shall keep confidential all information about any TCC employee learned in connection with this contract or performance of the Services. Contractor shall hold all
information made available by TCC to Contractor in strict confidence. If Contractor has any questions regarding matters of privacy or confidentiality, Contractor is to contact the TCC
contract manager.
10. Independent Contractor.
Contractor is an independent contractor, not an employee of TCC. Contractor shall possess a valid, current Alaska business license and City of Fairbanks business license, if applicable,
and such other permits and licenses required to perform the work required by this contract. Contractor is solely responsible for all taxes, employee withholdings, workers’ compensation
insurance, and unemployment insurance.
11. Expenses.
TCC and Contractor will each pay for the negotiation and performance of their respective
obligations under this contract.
12. Prohibition on Subcontracting and Assignment
Contractor agrees not to subcontract to any extent the Services without the prior consent of
TCC. Neither party may assign its rights, interests, or obligations under this contract without
the prior consent of the other party.
13. Disclosure of Potential Conflicts of Interest
Before signing this contract, Contractor agrees to disclose to the TCC contract manager any relationship that may be a potential conflict of interest related to the performance of the
Services. A potential conflict of interest includes, but is not limited to, Contractor being related within the third degree of blood relationship to an employee of TCC, Contractor
having an existing financial interest with TCC, or Contractor having an existing financial interest with any person involved in the signing of this contract. By signing this contract, Contractor represents and warrants that it has made all required disclosures to TCC. Any
breach of this Section will be considered a material breach of this contract.
14. Contractor’s Representations.
Contractor represents and warrants that Contractor is qualified to perform the Scope of Services outlined in Section II, and has obtained all professional licenses, business licenses, permits, or governmental approvals necessary for performance of the Services.
15. Debarment and Suspension Certification.
Contractor certifies that neither it nor its principals are listed on the Excluded Parties List System, in accordance with the OMB guidelines at 2 CFR part 180 that implement Executive Orders 12549 and 12689, “Debarment and Suspension.”16. Equal Employment Opportunity.
Subject to Section 6, Contractor will comply with Executive Order 11246, “Equal Employment Opportunity,” as amended by Executive Order 11375, “Amending Executive Order 11246 Relating to Equal Employment Opportunity,” and as supplemented by regulations at 41 CFR part 60, “Office of Federal Contract Compliance Programs, Equal
Employment Opportunity, Department of Labor.”
17. Anti-Lobbying Certification. (This provision applies if the contract amount exceeds $100,000). Contractor agrees that it
has not and will not use Federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, a member of
Congress, officer or employee of Congress, or an employee of a member of Congress in connection with the awarding of any Federal contract, grant, or any other award covered by 31 USC §1352.
18. Clean Air Act and Federal Water Pollution Control Act Certification.
(This provision may apply if the contract amount exceeds $100,000). Contractor agrees to comply with all applicable standards, orders or regulations issued pursuant to the Clean Air Act (42 USC §7401 et seq.) and the Federal Water Pollution Control Act as amended (33 USC §1251 et seq.).
19. Rights to Inventions Made Certification. (This provision is applicable if the contract is for the performance of experimental,
developmental, or research work). Contractor agrees that the Federal Government and TCC shall have all rights to any resulting invention in accordance with 37 CFR part 401,
“Rights to Inventions Made by Nonprofit Organizations and Small Business Firms Under Government Grants, Contracts and Cooperative Agreements,” and any implementing regulations issued by the awarding agency.
20. Severability.
If any provision of this contract is held invalid, such provision is ineffective only to the extent prohibited or invalidated by law, without invalidating the remaining provisions of this contract.
21. Complete Contract.
This contract, together with any attachments or other documents expressly referenced, comprises the complete agreement between the parties and supersedes any prior
understandings, contracts or representations by or between the parties.
22. Counterparts.
This contract may be executed in one or more counterparts, any one of which need not contain the signatures of more than one party, but all such counterparts taken together will constitute one and the same instrument.
23. Governing Law and Forum
The internal law of the State of Alaska, without regard to conflicts of laws principles, governs the construction, validity, interpretation, and performance of this contract. Any claim under this contract shall be filed in the courts of the State of Alaska, Fourth Judicial
Organization at Fairbanks.
24. Headings.
Headings in this contract are used for reading convenience only.
25. Amendment and Waiver.
This contract may not be amended or waived except by a writing signed by both parties. No course of dealing will amend or waive any part of this contract.
26. Notices.
All notices, demands and other communications to be given under this contract will be in writing and will be deemed to have been given when personally delivered or Three (3) days
after being mailed by first class mail, or when receipt is acknowledged if sent by fax or other electronic transmission. Notices, demands, and communications will, unless another
address is specified in writing, be sent to the respective addresses indicated on award documents.
27. Attachments.
• Appendix A – AN/AI Owned Business Form
• Appendix B – Copy of sample contract
IX. Required Documents.
The following documents are required to be considered responsive.
• Signed proposal covering all aspects to be evaluated as listed in Section III.
• Cost proposal detailing hourly rates and estimated hours.
• Resume(s) for proposed staff responsible for work being performed
• References from past clients for similar work.
• Insurance certificate meeting or exceeding requirements
• State of Alaska Business License
• Signed Appendix A – AN/AI Owned Business Form (if applicable)

Submit bids to:
Sonja.kokrine@tananachiefs.org
Deadline to receive bids:
April 2nd, 2024 at 2:00 PM