RFP - Crafting Instructor/Facilitator

GRAND TRAVERSE BAND OF OTTAWA AND CHIPPEWA INDIANS

Crafting Instructor/Facilitator

REQUEST FOR PROPOSALS

GTB 2024-014

December 19, 2023

Contact:

Kathy Tahtinen, Department Manager
2605 N West Bay Shore Dr
Peshawbestown, MI 49682-9275

GRAND TRAVERSE BAND OF OTTAWA AND CHIPPEWA INDIANS

Crafting Instructor/Facilitator

GTB 2024-014

Request for Proposals

SUMMARY

Date:December 19, 2023
Offers due by: January 15, 2024

To:Prospective Bidders
Subject: Request for Proposals

Request for Bid

1.1 Summary

The Grand Traverse Band of Ottawa and Chippewa Indians (GTB, Grand Traverse Band) is requesting bid proposals from adult individual(s) for Crafting Instructor/Facilitator for Benzie, Leelanau, Grand Traverse, Antrim, Manistee, and Charlevoix counties (Service area). Services will be provided in-person, as agreed upon; physical locations could include any or all of the following locations:

Peshawbestown: 2300 Stallman Road Peshawbestown, MI;
Benzie: 7282 Hoadley Road Benzonia, MI;
Charlevoix: 10085 Wa-Ba-Noong Mi-Kuh East Jordan, MI; and
Traverse City: 845 Business Park Drive Traverse City, MI.

The Crafting Instructor/Facilitator provider will provide crafting activities and/or events within the limits of their knowledge and experience. Crafting may include, but not limited to:

1)Beading
2)Ribbon shirts and skirts, sewing
3)Hoop dance, jingle dress dance, Powwow dance
4)Regalia making
5)Lacrosse or walking stick-making
6)Fishing gear-making
7)Copper bowls
8)Drum-making
9)Pottery
10) Basketry
11) Crochet/knitting
12) Moccasin making
13) Cooking
14) Other crafts of interest

The GTB reserves the right to contract with multiple vendors for the same and/or different specified crafts.

1.2 Intent

GTB intends to select qualified vendor(s) on the basis of qualifications, ability, relevant experience, references, cost, required abilities and trainings, insurance, and other pertinent factors. The vendor must have experience as appropriate for their specified craft.

1.3 Bidder Requirements

Each Bidder to this RFP is expected to fully inform themselves on all aspects of the work required to be performed.

1.4Qualifications of Bidder

The Vendor, through their written proposal and interview, will be required to provide examples of experience necessary for the specified objectives/duties in this Request for Proposal. Vendor must have a minimum of two years' experience in their specified crafting practice. Vendor must have demonstrated knowledge of traditions, culture, principles, practices, and professional standards of providing specified crafting activity, ability to communicate orally and in writing effectively and tactfully with all levels of persons, including staff, clients, and other officials.

1.5 Acceptance of Offer

Acceptance of a proposal will occur only when a contract is executed. Crafting Instructor/Facilitator will have to pass a background check after the execution of the contract and before conducting any services. The GTB reserves the right to contract with multiple vendors for the same and/or different specified activities and/or events.

2 Project Overview

2.1 Project Site

The Crafting Instructor/Facilitator will provide services through the Behavioral Health Services Department (BHS), services to be provided on-site at any or all of the following offices, as pre-arranged:
Peshawbestown: 2300 Stallman Road Peshawbestown, MI;
Benzie: 7282 Hoadley Road Benzonia, MI;
Charlevoix: 10085 Wa-Ba-Noong Mi-Kuh East Jordan, MI; and
Traverse City: 845 Business Park Drive Traverse City, MI.

2.2 Project Description

Crafting will be provided in-person on an agreed upon location, on agreed upon days and times, and available to the community members in the six-county service area.

2.3 Project Location(s)
Peshawbestown: 2300 Stallman Road Peshawbestown, MI;
Benzie: 7282 Hoadley Road Benzonia, MI;
Charlevoix: 10085 Wa-Ba-Noong Mi-Kuh East Jordan, MI; and
Traverse City: 845 Business Park Drive Traverse City, MI

2.4 Typical Hours

The schedule times to be mutually arranged during and outside of business hours.

2.5 Contract dates

The contract performance dates are from start of the contract to September 30, 2024.

2.6 Inclement Weather, Emergencies, and Cancelations

Every effort will be made to avoid and/or reduce unexpected weather, emergencies, or other cancelations. In the event that BHS cancels a scheduled day with less than five (5) days' notice, the daily rate will be paid as agreed. In the event that BHS cancels a scheduled day with more than five (5) days' notice, every effort will be made to reschedule that day within 30 days.
In the event that the Crafting Instructor/Facilitator cancels a scheduled day with less than five (5) days' notice, no payment will be made for that day. In the event that the Crafting Instructor/Facilitator cancels a scheduled day with more than five (5) days' notice, every effort will be made to reschedule that day within 30 days.

2.7 Scope of Services

15)GTB BHS is looking to contract with Crafting Instructor/Facilitator(s) who will provide crafting activities and/or events within the limits of their knowledge and abilities. Crafting may include, but not limited to, Beading, Ribbon shirts and skirts, sewing, Hoop dance, jingle dress dance, Powwow dance, Regalia making, Lacrosse or walking stick-making, Fishing gear-making, Copper bowls, Drum-making, Pottery, Basketry, Crochet/knitting, Moccasin making, Cooking, Other crafts of interest.

2.8 What GTB provides

GTB and/or BHS will provide a dedicated room for cultural teachings, activities, and/or events during the agreed upon days at the agreed upon site locations. GTB will provide all pre-arranged supplies and materials for facilitator and participants. GTB will provide a BHS staff member for the duration of the activity and/or event as needed. GTB will provide marketing flyers, social media posts, invitations, text alert marketing, and other channels of awareness and marketing as needed.

2.9 Invoicing and Payment

Invoices shall be submitted to a BHS representative for processing. Invoices may be submitted no more than twice per month but not less than once per month, after all services for that invoice time period have been rendered. Payment shall be made by EFT or check following approval of an invoice. Approved invoices may take up to two weeks before payment is issued, not to exceed 30 days. The final invoice for the contract term shall be submitted within seven (7) calendar days of the conclusion of the contract.
All inquiries regarding payment shall be directed to the Office of Management and Budget.

2.10 Safety Pre-Cautions

It is preferred that the Crafting Instructor/Facilitator be current in Cardiopulmonary Resuscitation (CPR) and First Aid Certifications, and Mental Health First Aid Certification. Cardiopulmonary Resuscitation (CPR) and First Aid Certifications, and Mental Health First Aid Certification may be provided by GTB at no cost to the vendor(s) during the contract period.

Due to COVID-19 and other health issues, the follow safety guidelines need to be adhered to:
a.Follow all CDC and state laws and guidelines to avoid the spread of COVID-19.
b.Follow all current GTB COVID-19 requirements
The Crafting Instructor/Facilitator agrees to conduct all services in a manner to reduce all reasonable risk of harm to persons or property.
a.When conducting services off-site and/or after business hours, the Crafting Instructor/Facilitator will maintain contact with a designated BHS representative prior to and after services are concluded, or within a reasonable amount of time thereafter.
b.When conducting services on-site the Crafting Instructor/Facilitator will have the appropriate Public Safety contact information readily available to report a crime or other emergency situation.
c.The Crafting Instructor/Facilitator is a mandated reporter and agrees to report all suspected or known abuse or neglect, risks, or incidents to a BHS representative and/or Public Safety officer, and/or to file a report with the State of Michigan and provide a copy of the report to BHS department manager.

2.11 Member Waiver and Attendance

The Crafting Instructor/Facilitator will make every effort to have members seeking services sign a release of liability waiver prior to receiving services or participating in activities and/or events. Furthermore, the Crafting Instructor/Facilitator will make every effort to provide quantitative data with the number of members served, and any demographic details requested by BHS.

2.12 Confidentiality

All clients, services, contacts, observations, and the like, will be treated with the upmost level of confidentiality pursuant to GTB Policies and Behavioral Health Department Policies.

3 Submission Requirements

3.1 General Bid Form

Each vendor/person shall sign the bid summary sheet giving vendor's name, address, and status, that is, whether an individual, partnership or corporation. Vendor shall be qualified in the type of work which is included in this request for bids.

GTB reserves the right to accept any bid or to reject any or all bids; also, to waive defects or informalities in bids should it deem it in the best interest of GTB to do so. Vendors should submit a bid or electronic copy containing:

a.Bid Summary Sheet (attached below).
b.A statement regarding qualifications, crafts trained in/for and a brief description of experience in providing these services.
c.At least (3) professional references.
d.A statement of hourly or session rates; this rate shall be all-inclusive of all hourly or session rates and all other associated costs.
e.Copy of non-expired, valid State Identification and Tribal Identification.
f.W-9.
g.Liability Insurance.

Bidder may submit a price quote with specified number of hours per session, number of sessions, for a given number of sessions for any number of months between from start of contract through September 30, 2024.

3.2 Evaluation Procedure

Proposals will be evaluated by a committee of GTB staff based upon skills, training, past experiences, the committee interview, and bid amount. GTB reserves the right to accept one vendor for the services required, or to accept multiple bids for reduced time from different vendors to meet the maximum allowable crafting activities and events of the scope of work.

3.3 Offer Submission Deadline

To be considered, a bid package must be received by the BHS at the address shown below or by email by 11:59pm local time on January 15, 2024; the deadline can be extended or reposted at management's discretion until qualified bids are received for a variety of crafting activities and/or events.

3.4 Offer Submission Timeline

January 15th, 2024 – Bids Due
January 15th – January 31st, 2024 – Interviews Conducted
To be determined – Contract Execution
February 21, 2024 – Tribal Council Approval, if required
February 1, 2024 – Begin Background Check

3.5 Offer Submission

Submit bids to the following address:

Kathy Tahtinen, MPA, CNP
GTB Behavioral Health Services
2605 N West Bay Shore Dr
Peshawbestown, MI 49682

Or email bid to: kathy.tahtinen@gtb-nsn.gov

3.6 Inquiries

All questions relating to this RFP, including all questions relating to clarifications or
modifications of this RFP can be submitted the below:

Kathy Tahtinen
231-534-7255
kathy.tahtinen@gtb-nsn.gov
4Additional Requirements

4.1 Cancellation of Contract

The contract generated by this RFP may be cancelled by GTB for noncompliance with specifications, inability to perform the contracting requirements, or continued safety hazards. The cancellation notification shall state the cause or reason for the cancellation. Such cancellation would be at no charge to GTB other than for work authorized and completed at the time of termination. The contract may be canceled with 30 days' notice by either party, with payment due only for services rendered.

4.2 Native American/Alaskan Indian

Native American/Alaskan Indian preference applies; Bidders shall submit proof of Native American Indian status along with their bid.

4.3 Safety at Service Site(s)
Vendor shall be responsible for any injury, damage or loss to all public and private property caused directly, in whole or in part, by themselves, their employees or agents, or anyone directly or indirectly employed by them or anyone for whole acts any one of them may be responsible. The vendor shall comply with all applicable laws and codes bearing on the safety of persons or property of their protection, from injury, damage, or loss. Vendor is responsible for the means, methods, and sequence of work and all safety aspects of this work. To the maximum extent permitted by law, Vendor agrees to indemnify, hold harmless, and defend Owner and Owner's Agents from and against any and all claims or damages arising from Vendor's performance of this agreement, as well as acts committed during the course of this agreement by any of Vendor's officers, employees, guests, invitees, and those doing business with Vendor.

4.4 Background and Drug Test Requirements

Vendor will be required to pass a background check conducted by GTB. Vendor assures that do not have a criminal background which would indicate that they could present a threat to adolescents, elders, or staff. Acceptable criminal background is no felony convictions, no pattern of misdemeanors, no drug or alcohol convictions within the past five years, no violent crime conviction, and no criminal sexual conduct conviction at any point. The Managing Agent may terminate this contract if this provision is violated.
GTB reserves the right to request a drug test prior to entering into a contract, or at any time there is an accident or injury sustained during the normal course of the scope of work and/or during the normal hours of service.

4.5 Insurance

The Vendor may be required to provide and maintain insurance as provided by Michigan law. The insurance shall be contracted with a company licensed to do business in the State of Michigan setting forth the limits and coverage, with a minimum of $150,000 per person and $1,000,000 per occurrence; if requested, to be furnished to the Purchasing Agent before execution of a contract. Any policy change to submitted insurance policy shall be reported to GTB within ten (10) business days, and certificate forwarded to GTB. By signing a contract generated by the RFP, the vendor understands that neither they nor their employees, third party participants, or helpers are covered by any GTB insurance policy.
 
Grand Traverse Band of Ottawa and Chippewa Indians
Qualification of Bidders

This statement will provide information which will enable GTB to evaluate your qualifications regarding the requirements of this Request for Proposal. Please complete this form in its entirety
.
1.Name of Person:
Contact Phone:
Contact E-mail:

Specified type of Craft:

Beading
Ribbon shirts and skirts, sewing
Hoop dance, jingle dress dance, Powwow dance
Regalia making
Lacrosse or walking stick-making
Fishing gear-making
Copper bowls
Drum-making
Pottery
 Basketry
 Crochet/knitting
 Moccasin making
 Cooking
 Other crafts of interest

2.Knowledge and Experience of specified Craft:

3.Proposed schedule of activities and/or events, include number of hours per session, number of sessions per month, number of months per contract year:

4.Price Quote, all-inclusive:

5.References, include name of organization, contact person, and daytime phone number:
1.
2.
3.
By submitting this bid for Crafting Instructor/Facilitator, I self-attest that I am qualified to perform the scope of work required.

Signed by:
Name Date

Current Openings for RFP Crafting Instructor/Facilitator Jobs at Grand Traverse Band of Ottawa and Chippewa Indians