RFP-Policy and Procedure Writer

GRAND TRAVERSE BAND OF OTTAWA AND CHIPPEWA INDIANS

Policy & Procedure Content Creator and Writer

REQUEST FOR PROPOSALS

GTB 2023-021

April 12, 2023

Contact: Kathy Tahtinen, Human Services Department Manager

231.534.7255 | kathy.tahtinen@gtb-nsn.gov

Lyndell Luster, Purchasing Manager

2605 N West Bay Shore Dr

Peshawbestown, MI 49682-9275

GRAND TRAVERSE BAND OF OTTAWA AND CHIPPEWA INDIANS

Policy & Procedure Content Creator and Writer

GTB 2023-021

Request for Proposals

SUMMARY

Date: April 12, 2023

Offers due by: May 1, 2023, or until qualified RFPs are received thereafter

To: Prospective Bidders

Subject: Request for Proposals

1 Request for Offers

1.1 Summary

The Grand Traverse Band of Ottawa and Chippewa Indians (GTB, Grand Traverse Band) is requesting bid proposals for a Policy & Procedure Content Creator and Writer for the Human Services Department/Behavioral Health Services to include Purpose, Policy, Criteria, Procedures, Responsibilities, Definitions, and Miscellaneous sections as appropriate per policy. All Policies and Procedures must be written with regard to and in compliance with Commission on Accreditation of Rehabilitation Facilities (CARF), Health Insurance Portability Accountability Act (HIPAA), Code of Federal Regulation 42 Part 2 (42 CFR Part 2).

1.2 Bidder Requirements

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

1.3 Qualifications of Bidder

The Bidder, through their written proposal and interview, will provide evidence of ability and experience to undertake the specified objectives/duties in this Request for Proposal.

1.4 Acceptance of Offer

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

2 Project Overview

2.1 Project Site

The Policy & Procedure Content Creator and Writer will provide services through the Human Service Department/Behavioral Health Services, which is located in Peshawbestown, MI. Consultation, meetings, presentations, and other contact between the Human Services Department Manager and the Contractor will be done virtually via Zoom or a similar platform.

2.2 Project Description

Policy & Procedure Content Creator and Writer for the Human Services Department/Behavioral Health Services to include creating, writing, organizing, editing, consulting, and presenting a finished digital file ready to print, all aspects of Policies and Procedures, including but not limited to the following sections for each Policy: Policy, Purpose, Criteria, Procedures, Responsibilities, Definitions, and Miscellaneous sections as appropriate per policy. All Policies and Procedures must be written with regard to and in compliance with Commission on Accreditation of Rehabilitation Facilities (CARF), Health Insurance Portability Accountability Act (HIPAA), Code of Federal Regulation 42 Part 2 (42 CFR Part 2). Resources available to the Contractor to provide the requested services include but are not limited to: our website: www.gtbindians.org/human_services.asp, current policies and procedures, conversations with the Department Manager and staff representatives, and the CARF standards manual.

2.3 Scope of Services

GTB Human Services is looking to contract with a Policy & Procedure Content Creator and Writer who will provide all items described in 2.2 Project Description. Updates and work will be reviewed between the Department Manager and the Contractor a minimum of bi-weekly throughout the contract. The meetings can be conducted in person or through video conference. The contract will be from date of contract through end of fiscal year (September 30, 2023).

2.4 Safety Pre-Cautions

Due to COVID-19 and other health issues, the follow safety guidelines need to be adhered to:

1. Follow all CDC and state laws and guidelines to avoid the spread of COVID-19.
2. Follow all current GTB COVID-19 requirements

2.5 Confidentiality

All clients, services, contacts, observations, and the like, will be treated with the upmost level of confidentiality pursuant to 42 CFR Part 2 of the Code of Federal Regulations and the HIPAA Privacy Rule.

3 Submission Requirements

3.1 General Bid Form

The following is requirements for a bid submission:

1. Bid, which includes price and a brief description on the process on how you will develop the policy and procedures. The bid will be on an 8 ½ x 11 document and no more than 10 pages.
2. Complete the attached Qualification of Bidder Form
3. Attach a W9

3.2 Amounts

All RFP bids should include a budget of all costs, fees, and other known items in totality with the understanding that additional costs and fees discovered later in the project will need to be approved in writing by GTB and the Contractor.

3.3 Evaluation Procedure

Proposals will be evaluated by a committee of GTB staff based upon skills, training, past experiences, the committee interview, and bid amount. The lowest priced proposal is not necessarily the best proposal. An evaluation may not be based on discrimination due to the race, religion, color, national origin, sex, age, marital status, pregnancy, parenthood, disability, or political affiliation of the offeror.

3.4 Offer Submission Deadline

To be considered, a bid package must be received by the Grand Traverse Band by 2:00 p.m.

local time on May 01, 2023. Bids received after this deadline will be accepted if no qualified RFPs are received by the deadline. Bids can be mailed, dropped off, or submitted electronically. Regardless of submission method, all bids will remain sealed until after the deadline.

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

Bids can also be submitted electronically. GTB utilizes https://www.bidnetdirect.com/mitn to

distribute official copies of the Request for Proposals (RFP) and to received bids electronically.

Proposing firms will be required to register with the website to download the RFP documents

and addenda and to submit bids. If you experience problems with BidNet Direct, please call 1-

800-835-4603 option 2 for assistance. There is no charge by BidNet Direct for this service.

https://www.bidnetdirect.com/mitn

3.5 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

4 Additional 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 of GTB 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.

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)

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.

4.4 Background and Drug Test Requirements

If working on-site with elders or adolescents, the contractor must be able to pass a background check conducted by GTB. Contractor assures that do not have a criminal background which would indicate that they could present a threat to students 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.

4.5 Insurance

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.

4.6 Payments

Payments for services will be billed bi-weekly or monthly only for services rendered, with payment processed within 14 days. Fees additional to the contract bid amount will be pre-arranged, negotiated, and agreed upon in writing by GTB and Contractor.

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:

Number of Years as a Policy & Procedure Content Creator and Writer:

1. Types of certifications and trainings for specified services:

1. Description of experience as a Policy & Procedure Content Creator and Writer:

1. Price Quote (see section 3):

Current Openings for RFP Policy and Procedure Writer Jobs at Grand Traverse Band of Ottawa and Chippewa Indians