1. Osage Nation Grayhorse Arbor Improvements (R).pdf

Project #: 26-PS15R

Request for Qualifications

Project Title:

Osage Nation Grayhrose Arbor Improvements

Issued by

Osage Nation

August 17, 2026

Deadline for submissions:

Thursday, September 17, 2026

2:30 P.M.

TABLE OF CONTENTS

SECTIONS

Section 1 Invitation and General Information

Section 2 Instructions to Qualifiers

Section 3 Scope of Work

Section 4 Submission Format

Section 5 Evaluation Criteria

ATTACHMENTS

NON-COLLUSION AFFIDAVIT

BUSINESS RELATIONSHIPS AFFIDAVIT

SORNA DISCLOSURE

PROOF OF OSAGE OWNERSHIP AFFIDAVIT

SECTION 1

INVITATION AND GENERAL INFORMATION

1.1 Invitation

The Osage Nation is seeking sealed qualifications for architect and engineering services for an existing structure in Grayhorse, OK.

1.2 Objective

The Osage Nation’s primary objective is to obtain architect and engineering services to provide design and engineering construction documents for improvements to the existing

Dance Arbor.

1.3 Legal

A. All applicable laws, ordinances and the rules and regulations of all authorities having jurisdiction over the project, including without limitation applicable environmental, public health, and safety standards.

B. Under Osage Nation law, the selected respondent is required to consent to the laws of the Osage Nation and the venue of the Osage Nation Trial Court for any disputes arising under the contract. The application of Osage Nation law and venue are nonnegotiable except under limited circumstances. If respondent intends to negotiate the application of the Nation’s law and venue, respondent is required to state such intent and notify the Nation of the reasons thereof within the response. Whether a respondent intends to negotiate such requirements will be strictly considered in the Nation’s review of the responses. Respondent is hereby notified that any waiver of the Nation’s sovereign immunity is subject to review by the Principal Chief and must be approved by the Osage Nation Congress, which will cause due delay in the contract process.

1.4 Contract Execution

A. This project will be awarded to one (1) vendor.

B. The successful respondent will be required to execute the contract within 30 calendar days from the date when the Notice of Award is delivered to the respondent. In case of the failure of the respondent to execute the contract, the contracting officer will consider the respondent in default.

C. The successful proposer will be required to provide Professional Liability

Insurance prior to the execution of the contract.

END OF SECTION

SECTION 2

INSTRUCTIONS TO QUALIFIERS

2.1 Qualifications

Sealed qualifications should be submitted in the format outlined in this RFQ and should be a complete response to this RFQ. Osage Nation reserves the right to waive any formalities or to reject any and all qualifications. No qualification may be withdrawn for a period of 30 days after submission. All qualifications and related material become the property of the Osage Nation.

2.2 Inquiry Contact:

A. All questions regarding this project shall be submitted in writing to:

Ashley Lockett ashley.lockett@osagenation-nsn.gov or

111 John Dahl Ave.

Pawhuska, OK 74056

B. Information obtained from an officer, agent or employee of the program, or any other person shall not affect the risk or obligations assumed by the Qualifier or relieve them from fulfilling any of the conditions of the contract. The failure or omission of any qualifier to do any of the foregoing shall in no way relieve any qualifier from any obligation in respect to the submitted qualification.

C. The last day to receive questions is Tuesday, September 8, 2026 by 4:30 P.M.

CST.

2.3 Addendum:

Qualifiers must satisfy themselves with the scope of work accurateness, including addenda. Any addenda will be sent to each qualifier and shall become part of the contract. The final addenda will be sent out Thursday, September 10, 2026 by 4:30 P.M.

CST. All qualifiers shall be bound by such addenda whether or not received.

2.4 Qualification Submittal

Sealed qualifications must contain one (1) hard copy and one (1) digital copy within sealed envelope via flash drive format and submitted no later than 2:30 P.M. CST on

September 17, 2026 to:

Osage Nation Purchasing Office

Attention: Ashley Lockett

Osage Nation Grayhorse Arbor Improvement

111 John Dahl Ave.

Pawhuska, OK 74056

2.5 Acceptance Period:

A. No qualification(s) will be accepted more than 96 hours before the deadline, excluding weekends and holidays.

B. No late qualification(s) will be accepted. Failure to comply with this or any other provision of the RFQ shall be sufficient reason for rejection of the qualification.

After qualification submittal, qualifier shall not assert that there was a misunderstanding concerning the intent of the Scope of Work. A conditional or qualified response will not be accepted.

SECTION 3

SCOPE OF WORK

3.1. Summary

Successful firm shall provide designed and engineered Construction Documents including construction costs for expansion of the existing Dance Arbor, addition of 2 adjoining pavilions to the Pawhuska and Hominy Camp facilities and all storm drainage improvements.

3.2 Dance Arbor

Extend roof structure and slab on the north and south sides of the existing Dance Arbor to match the existing components including electrical appurtenances, guttering and downspouts. Include all earth work and paved area alterations necessary to accommodate roof extension work. Provide positive storm water drainage away from structures.

3.3 Grayhorse Pavilions

Expand approximately 2,000 square feet each. Include matching electrical appurtenances, slab, gutters, downspouts and all earth work alterations necessary to accommodate extensions. Provide positive storm water drainage away from structures. Roofs configured to avoid any water intrusion. These are to be located east of the Dance Arbor adjoining the 2 smaller existing pavilions.

SECTION 4

SUBMISSION FORMAT

4.1 Information and Format

A prospective Qualifier’s response to this RFQ should include the following information at a minimum. Qualifications that do not adhere to the following format or include the requested information/documents may be considered incomplete and therefore unresponsive.

a. Introduction - indicate the name of individual and/or firm, brief history and description of the company which should include the size, contact person and the address of the office to which this project will be assigned.

b. Table of Contents

c. Statement of Experience – include work with Native American Tribes

d. Qualifications

e. Team Qualifications

f. References

g. Project Understanding/Approach

h. Required Documents/Affidavits:

1. Completed and notarized: Business Relationships Affidavit

2. Completed and notarized: Non-Collusion Affidavit

3. Completed: SORNA Disclosure

4. Completed and notarized: Proof of Osage Ownership Affidavit with supporting documentation *It is NOT a requirement to be Osage Owned to submit a qualification

*Items h.1-4 are to be completed. If any item is not applicable, it must still be acknowledged and addressed with an N/A.

The Osage Nation reserves the right to seek additional/supplemental information on specific issues as needed.

SECTION 5

EVALUATION CRITERIA

5.1 Evaluation Criteria

All qualifications will be evaluated based on the following criteria, and selection is based on the ranking by the selection committee:

Individual and/or Firm Qualifications – Experience of the individual and/or firm in providing requested services and experience in providing those services to

Native American Tribes. Identify what distinguishes your firm from other brokers/consultants. -20 points

Project Team - List and describe the expertise of the members of your account team who will be responsible for serving our account. Be sure to indicate the roles and responsibilities of each team member. Please provide an overview of any expertise, resources, or tools that are available beyond what is represented on the assigned local account team. -20 points

Project Understanding and Approach – Please provide a discussion of your firms understanding of the project along with your approach to providing the necessary services. -20 points

Understanding the needs of the Osage Nation and the surroundings and the responsiveness to the RFP – Provide a brief narrative regarding the location of the individual or firm with regards to the proximity to the Osage Nation and include your familiarity with the area. Evaluation of the firm’s approach to the

Scope of Services will be based on an understanding of each task and deliverable provided, the work plan for each service, and an understanding of the broker’s fiduciary responsibility. 20 points

References - Provide at least five (5) contacts your firm works with that have roughly the same characteristics as the Osage Nation, such as population, multiple locations, geographic area, funding, tribal entity, etc. -15 points

Osage Ownership – If applicable, provide proof of ownership constituting not less than 51% of the enterprise. -5 points

Selection of the individual and/or company will be made after a review and analysis of the qualifications. Respondents may be reduced to a list of “finalists” that may be requested to meet with the selection committee. Those selected as Finalists will be notified of time and date of presentations.

NON-COLLUSION AFFIDAVIT

STATE OF OKLAHOMA )

)ss

COUNTY OF OSAGE )

______________________________________, of lawful age, being first duly sworn, on oath says, that (s)he is the agent authorized by the qualifier to submit the attached qualification. Affiant further states that the qualifier has not been a party to any collusion among qualifiers in restraint of freedom of competition by agreement to propose at a fixed price or to refrain from proposing; or with any official or employee as to quantity, quality or price in the prospective contract, or any discussion between qualifiers and any official of the OSAGE NATION OF OKLAHOMA, Pawhuska, Oklahoma, concerning exchange of money or other thing of value for special consideration in the letting of a contract.

Firm Name

Signature & Title

Subscribed and sworn to before me

This ____________ day of ____________, 2026.

Notary Public

My commission expires: ___________________________

BUSINESS RELATIONSHIPS AFFIDAVIT

______________________________________, of lawful age, being first duly sworn, on oath says, that (s)he is the agent authorized by the qualifier to submit the attached qualification. Affiant further states that the nature of any partnership, joint venture or other business relationship presently in effect or which existed within one (1) year prior to the date of this statement with any officer of the Osage Nation or other party to the project is as follows:

Affiant further states that any such business relationship presently in effect or which existed within one (1) year prior to the date of this statement between any officer or director of the proposing company and any officer of the Osage Nation or other party to the project is as follows:

Affiant further states that the names of all persons having any such business relationships and the positions they hold with their respective companies or firms are as follows:

*If none of the business relationships herein above mentioned exist, affiant is to acknowledge with N/A.

OSAGE NATION

GENERAL CONTRACTOR DISCLOSURE CERTIFICATION

FOR THE

OSAGE NATION SEX OFFENDER REGISTRATION

AND NOTIFICATION ACT

The General Contractor certifies:

That all employees, subcontractors and their employees who are currently on a National

Sex Offender Registry; the national database maintained by the Federal Bureau of

Investigation (FBI) pursuant to 42 U.S.C. Section 16945 must notify the Osage Nation

Attorney General’s Office within three (3) business days after the execution date of the

“Osage Nation Professional Services Contract”.

This Certification is to further comply with the Section 24 – Applicable Law, Jurisdiction, Court and Judicial Venue, Paragraph B –SORNA in the “Osage Nation

Professional Services Contract”.

The General Contractor hereby certifies that any disclosure or information submitted is accurate, complete and current.

Signature Date

Typed or Printed Name

Title

Company Name

Company Address

PROOF OF OSAGE OWNERSHIP AFFIDAVIT

I, ______________________________________, of lawful age, being first duly sworn, on oath states, that he/she the agent authorized by the qualifier to submit the attached qualification and affirms that he/she is an Osage Tribal Member. Include copy of Osage

Membership Card.

Affiant further states that any such business relationship presently in effect, partnership, joint venture or other business relationship, is fifty-one percent (51%) Osage member owned. Included Osage Membership Card, financial information for the previous two (2) full calendar years, Articles of Incorporation or W-9.

Affiant further states that the names of all persons having any such business relationships and the positions they hold with their respective companies or firms are as follows:

*If none of the above mentioned statements are applicable affiant is to acknowledge with N/A.