RFP - Cultural Services Support Team

GRAND TRAVERSE BAND OF OTTAWA AND CHIPPEWA INDIANS

Cultural Services Support Team

REQUEST FOR PROPOSALS

GTB 2023-017

March 29, 2023

Contact:

Lyndell Luster, Purchasing Manager

2605 N. West Bay Shore Drive

Peshawbestown, MI 49682-9275

GRAND TRAVERSE BAND OF OTTAWA AND CHIPPEWA INDIANS

Cultural Services Support Team[1]

Request for Proposals

GTB 2023-017

SUMMARY

Date: March 29, 2023

Offers due by: April 28, 2023

To: Prospective Bidders

Subject: Request for Proposals

1 Request for Proposals

1.1 Summary

The Natural Resources Department (NRD) is requesting proposals for the development of a 'CULTURAL SERVICES SUPPORT TEAM1'. This team should be composed of Grand Traverse Band community educators who will use this contract as seed funding to establish a long term program focused on educating our non-tribal neighbors about land and water issues.

1.2 Background

The Grand Traverse Band of Ottawa and Chippewa Indians is a federally recognized Indian tribe having a government-to-government relationship with the United States by action of the Department of the Interior effective May 27, 1980. The Grand Traverse Band's Reservation is located in the northwest section of the lower peninsula of Michigan. The GTB Service Area for the delivery of federal and Tribal services encompass six counties that include Antrim, Benzie, Charlevoix, Grand Traverse, Leelanau, and Manistee-an area of 2,562 square miles. All counties in the Service Area are designated "rural" by the U.S. Department of Agriculture. There are 4,189 Grand Traverse Band tribal members, of which 1,923 members and their dependents reside on the reservation lands or within the Service Area.

The Natural Resources Department of GTB aims to bring a deeper awareness of Anishinaabeg land- and water-based relationships, responsibilities, and rights to the local communities. We know that a common, shared understanding of the depth and breadth of tribal connections to our homelands and waters will create opportunities to better honor the original and ongoing stewards of this region, the Kchi Wiikwedong Anishinaabeg. Building this kind of awareness among our non-tribal neighbors is critical for the watershed, our natural resources, the local economy, and our communities to be healthy and sustainable.

The primary focus of this contract will be to develop a CULTURAL SERVICES SUPPORT TEAM composed of GTB community educators. The team will develop and deliver pilot education programming about Anishinaabeg land- and water-based connections, rights, and responsibilities. The team will work with the GTB Natural Resources and Cultural Services departments to determine one or more community partners or audiences for the pilot program(s) (e.g., local units of government, non-profit organizations, special project teams, etc.) Additionally, the team will apply their collective knowledge to contribute to two specific initiatives: the Lower Boardman-Ottaway River Unified Plan and FishPass in Traverse City.

This contract is for one-year of program development and piloting with the expectation that the team will develop a plan for sustaining their work into the future. The team's sustainability plan will likely involve a combination of fee-for-service educational programs and grant writing, potentially structured within a new for-profit or non-profit entity.

1.3 Bidder Requirements

See Section 3.2

2 Project Overview

2.1 Project Site

Various sites throughout the GTB Six County Service Area: Antrim, Benzie, Charlevoix, Grand Traverse, Leelanau, and Manistee Counties.

2.2 Project Background & Description

The development and implementation of the planned CULTURAL SERVICES SUPPORT TEAM responds to the need for a strong tribal voice in current and future water-related initiatives and planning throughout GTB's Service Area, especially where Anishinaabe history and knowledge of natural resources and the land can be employed to educate, shape efforts, and change perspectives to integrate tribal values. GTB's NRD and Cultural Services Department field a high (and increasing) volume of requests for guidance, input, and assistance from non-tribal entities. We know that the GTB community is rich with the expertise and knowledge needed to respond to these requests and to engage actively in new efforts, and that a CULTURAL SERVICES SUPPORT TEAM can, where appropriate, assist government departments to elevate effectiveness both in community input and in departmental operations.

A notable theme connecting many non-tribal requests for engagement and input is that of the Boardman-Ottaway Watershed and the rivers and water within it, which gives rise to the general focus of the CULTURAL SERVICES SUPPORT TEAM. Together, the GTB NRD and Cultural Services Department have defined the kind of team that can work effectively to support non-tribal inquiries and partnerships; the task defined in this RFP is to plan, build, and implement this team. The Natural Resources and Cultural Services departments will dedicate time early in this process to further defining needs and plans for communication with the CULTURAL SERVICES SUPPORT TEAM.

Supporting Objectives:

• To facilitate and implement a communications, outreach and education strategy or vehicle that elevates and promotes tribal cultural awareness leading to measurable changes in local community perspectives and behaviors; these changes will demonstrate a cultural shift in how local communities and visitors understand and learn from tribal cultural values and perspectives on matters of river health and community connection and interdependence with the environment.
• Particularly in the Lower Boardman-Ottaway River corridor, efforts to fully establish a cross-cultural sense of community need to go beyond typical interpretive signage approaches and include thoughtful displays and a landscape that engages the visitor in an active way. This approach to learning reaches the public in a deeper way and helps create a more exciting and fulfilling place to visit.

Current projects on which the CULTURAL SERVICES SUPPORT TEAM will provide guidance include, but are not limited to, the following:

• FishPass
• Boardman River Watershed Ecosystem Restoration Project
• Lower Boardman River Unified Plan and its multiple ongoing and planned implementation projects
  • Anishinaabe History Projects – restoring indigenous trails
  • Traverse City promotion of GTB
• General guidance and consultation concerning the integration of Tribal Language and Cultural knowledge and practices into local community projects or initiatives GTB Governmental Departments are (or become) engaged in
• Any strategic planning and fundraising efforts involving Natural Resources, Language and Culture, Elders and Youth Education Departments

One specific example of the CULTURAL SERVICES SUPPORT TEAM's function will be to provide tribal cultural guidance through various phases of planning, design and implementation of a cohesive riverwalk and path system and improved habitat along the river in Traverse City. The desired outcome is that these changes offer a memorable and inspiring way to engage the community and visitors with history, culture and learning focused on the downtown and the Lower Boardman-Ottaway River. This potential for learning and highlighting the deep historical backdrop of this community requires tribal engagement in all design stages for improving pedestrian connectedness not only in Traverse City, but throughout the Boardman-Ottaway Watershed. Ideally, both in Traverse City and throughout the watershed, through careful work by the CULTURAL SERVICES SUPPORT TEAM and partners, historic, cultural and natural assets will drive the location of improvements made to the existing trail networks throughout the Boardman-Ottaway River corridor.

2.3 Scope of Work

The broad goal of this RFP is to create a deep, meaningful and lasting shift in non-native community awareness and perspectives that is defined by and reflects tribal cultural values and conservation ethics.

To this end, Bidders should demonstrate understanding of and a plan to accomplish the following desired outcomes through the creation of a CULTURAL SERVICES SUPPORT TEAM:

• A team that can take opportunities to articulate the necessity of healthy natural resources as a reflection of community health; this will include advising on decisions related to natural resources and connected to social, spiritual, economic and physical aspects of people and their communities, for example.
• A common vision and take- home awareness of tribal history and culture, reflected in language and art of the Anishinaabeg (with particular emphasis on restoring the health and function of rivers) that is embraced commonly among disparate communities (GTB, non-tribal governments, non-tribal / settler neighbors, part-time residents, and tourists within the watershed).
• The Kchi Wiikwedong Anishinaabeg are the original stewards of this region who have continuously been an integral part of these lands and waters. Despite playing these important roles in plain sight, non-Native community members and visitors are woefully unaware of the history, heritages, and ongoing leadership roles of the Anishinaabeg. The vision of this work is to create more space, opportunity, and awareness in local communities such that tribal communities and citizens continue to express and celebrate with confidence and passion their extraordinary heritage and culture and the inextricable ties to rivers and all connected resources, human and non-human alike.
• Across and within GTB government and community, the process of engagement with requests and opportunities for collaboration or tribal community input should become more efficient through effective CULTURAL SERVICES SUPPORT TEAM management and involvement where effective communication and coordination among multiple community initiatives and endeavors becomes customary and routine.
• The CULTURAL SERVICES SUPPORT TEAM will serve as a basis for establishing a self-supporting, environmentally based public outreach, communication and education program comprised of one or more coordinators and cultural resources responsible for serving the communication needs of the Natural Resources, Conservation and Cultural Services Departments in an integrated and collaborative fashion.

In delivery of the Cultural Rivers Education Communications Team services as described in this RFP, the successful Candidate will provide:

• An organizational, operation, implementation plan (including compensation plan to team members) to assemble a CULTURAL SERVICES SUPPORT TEAM comprised of tribal community members who are well-versed and willing to provide guidance in responding to outside requests for cultural knowledge and perspectives.
• A relative impact assessment of the CULTURAL SERVICES SUPPORT TEAM on cultural awareness and depth of understanding within the local community.
• Key components/recommendations to a long term (minimum 5 years) public outreach, communication and education program for the Natural Resources and Cultural Services Departments to include, but not limited to, a detailed position description and annual workplan and operating budget.
• Monthly reports to GTB that will include, at a minimum, progress assessments of any and all elements, deliverables, budgetary burn rates, or other project related details as specified in the negotiated scope of work. Reports shall be submitted to GTB by the 3rd of each month. Payment to the contractor cannot be made until the reports are submitted and accepted.

In administration of the contract resulting from this RFP the GTB will provide:

• Timely processing and payment of monthly invoices.
• Project-specific guidance, as needed.
• Access to staff, technical support personnel, and other individuals agreeable as approved by GTB for interviews, project information inquiries, or other agreed upon information gathering efforts necessary and prudent for project coordination purposes as detailed in the Contract.
• Required permits, if applicable.
• Project content review and evaluation as necessary throughout the production process.

2.4 Project Timeline:

The term of the awarded contract will be approximately 1 year beginning on the award date cited and ending on or about May 19, 2024, depending on when the notice to proceed is issued. Additional phases, scope expansions and associated extension of Contract duration may be defined at the discretion of GTB and negotiated with the contractor accordingly. Proposals should reflect this approximate timeline and should be structured around the following suggested benchmarks:

• Within 1 month of award date: Contractor(s) will be briefed by appointed contacts from GTB Natural Resources and Cultural Services Departments on priorities, active partnerships, and areas of highest need for the CULTURAL SERVICES SUPPORT TEAM; a preliminary list of contacts within the GTB community and from outside entities will be established by the Contractor with the assistance of GTB tribal government staff
• Within 3 months of award date: A preliminary CULTURAL SERVICES SUPPORT TEAM will be formed and actively addressing the highest-priority projects/areas of need according to a work plan and schedule determined and managed by the Contractor(s)
• Within 6 months of award date: The contractor and CULTURAL SERVICES SUPPORT TEAM will develop criteria, metrics and a benchmarking tool(s) from which to establish a cultural awareness baseline of the local community from which the CULTURAL SERVICES SUPPORT TEAM's impact/success may be measured.
• Within 1 year of award date: The contractor will refine and utilize the appropriate tool(s) to conduct an evaluation of accomplishments and other measures to assess the relative impact of the CULTURAL SERVICES SUPPORT TEAM on community cultural awareness and depth of understanding within the local community.
• At the completion of the term of the contract (approximately 1 year) the contractor and CULTURAL SERVICES SUPPORT TEAM will develop a detailed position description and annual workplan and operating budget that will form the basis of a long term (minimum 5 years) public outreach, communication and education program for the Natural Resources Department that effectively integrates programming and content of other GTB Government Departments including Cultural Services, Education, Elders, and others as appropriate. This program/position will serve as the Natural Resources Department Public Relations Section lead.

Proposals should be structured according to the recommended timeline and benchmarks. Alternatively, a Bidder may choose to suggest and justify a different timeline and benchmarks within the stated contract term.

2.5 Materials

In addition to addressing the Scope of Work and Project Timeline, proposals should include the following:

• A proposed cost of services, including Bidder compensation, sub-contractor compensation, and CULTURAL SERVICES SUPPORT TEAM member compensation; proposed compensation budgets may be broken down by cost per hour or structured as a per-project bid for all projected contractors, sub-contractors, and CULTURAL SERVICES SUPPORT TEAM members
• A statement of qualifications (see 'Desired Bidder Qualifications' below)
• If applicable, a brief summary of relevant prior work carried out by the Bidder (including contact information for references where appropriate)

3 Submission Requirements

3.1 General Bid Form

Each vendor must submit 1 copy of the proposal. The proposal should not exceed ten pages

and should be printed on 8½ x 11-inch paper. Pages should be consecutively numbered. A professional resume (one from an individual; no more than two resumes from any bidding team, firm, or organization) may be attached and will not be counted towards the ten-page proposal limit.

3.2 Bidder Requirements

·A Bidder may be an individual, team, firm, or organization, and must be able to demonstrate a background, education, experience, and/or capabilities suited to the work described here.

• Location requirement – in-person access as appropriate or requested with remote virtual / hybrid meetings and consultation as necessary to accommodate protection of individual health and safety.
• A Bidder must be able to commit time consistently throughout the project timeline to communication with and reporting to designated contacts within the GTB NRD and/or Cultural Services Department, and to coordination of work with CULTURAL SERVICES SUPPORT TEAM members; any known barriers to consistent availability to dedicate working time to this project should be defined clearly within a proposal.
• Each Bidder to this Request for Proposal (RFP) is expected to fully inform themselves and any expected sub-contractors on all aspects of the work required to be performed.
• Bidders to this Request for Proposal (RFP) shall submit a W-9 along with the proposal.

3.3 Desired Bidder Qualifications

Individual contractors, professional firms, companies or teams with the following qualifications and capacities are encouraged to submit proposals:

• Demonstrated capacity to coordinate, convene and facilitate a tribal community-based advisory team that specializes in providing guidance and informed recommendations to various agencies, units of government, non-government organizations, associated contractors and the general public on matters of tribal culture, language and indigenous perspectives on environmental conservation ethics.
• Demonstrated technical, organizational, and interpersonal capacity to plan, design, develop and implement written publications, media relationships, social media, topical documentaries and environmental education over a range of demographics, with particular focus on non-native communities and entities.

Strong experience in working with and on behalf of Indian Tribes in efforts to integrally promote and educate all publics on tribal cultural values, language, environmental ethics and other issues of import and value to indigenous communities locally and on larger scales. If you have experience in working with Indian Tribes in river restoration, please provide tribal name, contact information, and project name.

Native American Preference will be afforded to those candidates that demonstrate that they represent an organization, firm, business, or team that is at least fifty-one percent (51%) owned by an individual who is a member of a federally recognized Indian Tribe.

Disadvantaged Business Enterprises (DBE) Preference will be afforded to those candidates that demonstrate that they are a disadvantaged business enterprise. To receive this preference, candidates must present certification or registration as a disadvantaged business enterprise with the Small Business Administration (SBA) or the United States Department of Transportation (USDOT).

3.4 Evaluation Procedure

Proposals will be evaluated by GTB staff based upon the responsiveness of the Proposal to this RFP, which may be weighted by GTB in any manner it deems appropriate. Interviews, if considered necessary, will be held with selected Candidates based on an evaluation of the proposals. All proposals will be evaluated using the criteria listed below:

• Evaluation of the scope of work to accomplish the Goal and Desired Outcomes described in this RFP – 30%
• Evaluation of the statement of qualifications – 25%
• Cost - 20%
• Indian-owned firm – 20%
• DBE-5%

3.5 Best Value

GTB will be awarding this contract based on "best value" according to the evaluation procedure list in paragraph 3.3.

3.6 Offer Submission Deadline

To be considered, a bid package must be received by the Grand Traverse Band at the address shown below by 2:00 p.m. local time on April 28, 2023. Bids received after this deadline will not be accepted.

Address and mail or hand deliver offers to:

Lyndell Luster, Purchasing Manager

2605 N West Bay Shore Dr

Peshawbestown, MI 49682

Acceptance of Offer

Acceptance of a proposal will occur only when a contract is executed.

3.6 Inquiries

All questions relating to this RFP, including all questions relating to clarifications or

modifications of this RFP must be submitted in writing to the attention of Brett Fessell Brett.Fessell@gtb-nsn.gov. The email must specify the following subject: "CULTURAL SERVICES SUPPORT TEAM-QA". If any question submitted makes necessary the issuance of a written addendum to this RFP, the addendum will be furnished to all persons receiving a copy of the RFP. GTB will not respond to questions received after April 14, 2023.

3.7 Estimated Timeline

4 Additional Requirements (if applicable)

4.6 Inspection of Property

Unless specified otherwise by the project manager, the contractor shall provide all items, articles, operations mentioned or herein specified, related labor services, tools, equipment, transportation and incidentals necessary and required for satisfactory, acceptable completion of the contracted work or delivery of materials. Owner may inspect work at any time during the ongoing work. Should a problem with the materials or the work performed by the Contractor occur during the course of this contract, and should it be shown that the case of this problem is faulty work, the Contractor shall repair such problem fully at Contractor's own expense. After completion of work, Contractor will return the site to its original condition as determined by the Managing Agent. Any work required to return the property to its original condition will be at the Contractor's expense. Contractor will repair damage to the site which is caused by the contractor.

4.7 Safety at the Project Site

Contractor shall be responsible for any injury, damage or loss to all public and private property caused directly, in whole or in part, by 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 contractor shall comply with all applicable laws and codes bearing on the safety of persons or property of their protection, from injury, damage, or loss. Contractor is responsible for the means, methods and sequence of work and all safety aspects of this work. To the maximum extent permitted by law, Contractor agrees to indemnify, hold harmless, and defend Owner and Owner's Agents from and against any and all claims or damages arising from Contractor's performance of this agreement, as well as acts committed during the course of this agreement by any of Contractor's officers, employees, guests, invitees, and those doing business with Contractor.

4.8 Employee Background

Contractor assures that all existing and every new staff working on site do not have a criminal background which would indicate that they could present a threat to residents or staff. Acceptable criminal background is no felony arrests or convictions within five years and no pattern of misdemeanors (three or more) within five years. The Managing Agent may terminate this contract if this provision is violated. Contractor certification regarding criminal background included in attachments.

4.9 Insurance

Insurance Requirements

Contractor shall secure, pay the premiums for, and keep in force until the expiration of their contract adequate liability insurance and Worker's Compensation Insurance as provided by Michigan law. Certificate of insurance for Worker's Compensation and for liability shall be delivered to GTB or kept on file at GTB prior to start of contract. Any policy change shall be reported to GTB and certificate forwarded to GTB. By signing a contract generated by the RFP, the contractor understands that neither they nor their employees are covered by any GTB insurance policy. All copies of proof of insurance will be submitted to GTB along with the RFP. Contractors may send a copy of the required insurances with their proposal, but the work of the RFP cannot begin, nor contract executed until original insurance verification forms are on file at the GTB offices.

The following insurance coverage is required:

• Commercial General Liability: Minimum of $150,000 per person and $1,000,000 per occurrence.
• Worker's Compensation Insurance: Equal to or at least $100,000 per employee.
• Automotive Insurance: Minimum of $100,000/$300,000 for bodily insurance and $50,000 for property damage.

[1] The name assigned to the "CULTURAL SERVICES SUPPORT TEAM" in this RFP was established as an example name to which the Contractor and affiliated team arising from this contract may adopt or develop a different name that best fits the purposes and roles it will serve once commissioned. The application of Anishinaabemowin terms or words are encouraged and expected to be applied in the establishment of its official name and followed by the English translation if deemed necessary and appropriate.

Current Openings for RFP Cultural Services Support Team Jobs at Grand Traverse Band of Ottawa and Chippewa Indians