1-RFP-0628-DEQ (Climate Action Plan).pdf

GILA RIVER INDIAN COMMUNITY

REQUEST FOR PROPOSALS

RFP-0628-DEQ

ASSISTANCE WITH THE DEVELOPMENT OF A

COMPREHENSIVE CLIMATE ACTION PLAN (CCAP)

Proposal Due Date:

November 17, 2025 @ 11:00AM

Submit to:

https://gilariver.bonfirehub.com/portal/?tab=openOppurtunities

Gila River Indian Community RFP-0628-DEQ

Climate Action Plan

Table of Contents

SECTION I. ADMINSTRATIVE INFORMATION

A. Purpose:

B. Introduction:

C. Location:

D. Project Team:

E. Project Timeline:

F. Proposal Timeline:

G. Request for Proposal:

H. Inquires:

I. Addendum or Supplements to Request for Proposal:

J. Proposal Submission:

K. Propriety Information:

L. Response Materials Ownership:

M. Incurring Costs:

N. Acceptance of Proposal Content:

O. Selection/Acceptance Time:

P. Award of RFP/Right to Reject:

Q. General Criteria for Short listing and Final Selection:

R. Responsiveness to RFP through Compliance with RFP Provisions:

S. Exceptions

T. Contractor’s Responsibility

U. Performance Times and Delivery Dates:

V. Travel Authorization: ......................................................... Error! Bookmark not defined.

SECTION II SUBMITTAL INSTRUCTIONS

SECTION III. SCOPE OF WORK

SECTION IV. SPECIAL CONDITIONS

A. Contract

B. Hold Harmless and Indemnity Clause

C. Debarment

D. Billing and Payment:

E. Designated Personnel and Minimum Amount of Work:

F. Post Award Meetings

G. Taxes

H. Choice of Law

I. Agreements

J. Contract Award Dispute

K. Confidentiality

L. Delivery of Contract Documents

M. Insurance Requirements

N. Compliance with Community Laws and Ordinances

O. Tribal Business License, Building Permits:

P. Taxes:

Q. Ownership of Work Product:

R. Progress Schedule:

S. Conference and Notice to Proceed:

SECTION V. EXHIBITS

EXHIBIT A - COVER SHEET

EXHIBIT B - SUSPENSION AND DEBARMENT CERTIFICATION

EXHIBIT C - NON-COLLUSIVE AFFIDAVIT

EXHIBIT D – REQUEST FOR AWARD OF PREFERENCE POINTS

EXHIBIT E - AUTHORIZATION TO RELEASE INFORMATION

EXHIBIT F – FEDERAL GRANTS

ATTACHMENT 1

SECTION I. ADMINSTRATIVE INFORMATION

A. Purpose:

This RFP is meant to provide Environmental firms with sufficient information to enable them to prepare and submit proposals for consideration by the Gila River Indian

Community (the “Community”) for assistance in the completion of the Comprehensive

Climate Action Plan (CCAP) described in this RFP.

B. Introduction:

The Community is soliciting qualified Environmental firms to assist the Department of

Environmental Quality (DEQ) in the preparation of the CCAP. The Department has been established to preserve and protect the environment of the Gila River Indian Community.

C. Location:

The Gila River Indian Community is located in Central Arizona in Maricopa and Pinal

Counties. The reservation is south of the Phoenix metropolitan area divided by Interstate

10. The reservation contains approximately 372,000 acres (581 square miles) of which about one third lies in Maricopa County and remainder in Pinal County (Tribally-owned land account for about 26 percent). A majority of the land is held by the Federal

Government in a Trust status. The Tribal headquarters is located in Sacaton, Arizona, which is about 30 miles southeast of Phoenix. The Tribal government is made up of elected officials who consist of a Governor, Lieutenant Governor and seventeen members of the

Community Council. For governmental purposes, the Reservation is organized into seven districts. The project is located south of the City of Chandler, AZ within the political boundaries of the Gila River Indian Community (See Attachment A).

D. Project Team:

The Department Environmental Quality will guide the project. The selected firm will report to the assigned Project Manager for DEQ. The Environmental firm will confer and work closely with the project team during each phase in order to fully understand the requirements, to insure an exchange and understanding of ideas, and to expedite the work.

E. Project Timeline:

Firm must complete all work by June 30, 2026. Only those firms with the capacity to complete the project within this timeline should participate in this solicitation.

F. Proposal Timeline:

Issue Date: October 27, 2025

Deadline for Written Questions: November 3, 2025 – 2:00pm

Deadline for Written Responses: November 6, 2025

Proposal Submission Deadline: November 17, 2025 – 11:00AM

Selection Committee Proposal Review: November 18 – November 26, 2025

Approximate selection date: December 3, 2025

G. Request for Proposal:

The Community will be contacting prospective Environmental firms who have demonstrated previous interest in providing the services requested. All interested

Environmental firms or individuals who were not contacted are invited to submit a proposal in accordance with the specifications, requirements and dates set forth herein.

H. Inquires:

Prospective firms may make written inquiries concerning this RFP to obtain clarification of requirements. No inquires will be accepted after the date specified under Item F.

Inquiries should be made through the Bonfire Platform. Responses will be provided as an addendum and will be posted on the Bonfire platform.

I. Addendum or Supplements to Request for Proposal:

In the event it becomes necessary to revise any part of this RFP, an addendum will be posted to the Bonfire platform at the following:

https://gilariver.bonfirehub.com/portal/?tab=openOppurtunities.

Contact Jorene Tsosie if you need instruction on how to access the site. All addendums will be posted after the deadline for questions. It is the responsibility of each firm who received the original RFP to download and print the addendum(s). Firms submitting bids must acknowledge receipt of all issued addendums on Exhibit A, Cover Sheet.

J. Proposal Submission:

Proposal must be received on or before the deadline under ITEM F and in accordance with Section II.

K. Propriety Information:

Any restrictions on the use of the data contained within a proposal must be clearly stated in the proposal itself.

L. Response Materials Ownership:

All materials submitted regarding this RFP will become the property of the Gila River

Indian Community and will only be returned to the vendor at the Community’s option.

M. Incurring Costs:

The Community is not liable for any cost incurred by firms prior to issuance of a fully executed contract.

N. Acceptance of Proposal Content:

The contents of the proposal of the successful firm, and the RFP may become all or part of the Scope of Work and as such contractual obligations. Failure of the successful firm to accept these obligations in a contract may result in cancellation of the award.

O. Selection/Acceptance Time:

The Selection Committee representing the Community will judge the merits of proposals received in accordance with the general criteria described herein.

The objective of the Selection Committee will be to recommend firms whose proposals are most responsive, cost effective and responsible to the Community’s needs while staying within the stated criteria.

P. Award of RFP/Right to Reject:

The contract will be awarded to the successful firm whose proposal, conforms to the RFP, and is most advantageous to the Community. The Community reserves the right to reject any and all proposals and to waive informalities and irregularities in proposals received and to accept any portion of any proposal or all items proposed if deemed in the best interest of the Community.

Q. General Criteria for Short listing and Final Selection:

The following list of criteria has been listed with the maximum value of points to be awarded. (See Section IV. for Exhibits.)

1. Firm’s quality, experience with similar projects (40 points)

2. Technical Approach and Schedule (40 points)

3. Cost Competitiveness (20 points)

4. Native American Preference (15, 10, or 5 points)

TOTAL POSSIBLE POINTS: 115

Failure of a firm to provide in its proposal information requested in this RFP may result in disqualification of the proposal. The Selection Committee will recommend the entity, which has submitted a proposal that is most responsive to the Community’s needs.

R. Responsiveness to RFP through Compliance with RFP Provisions:

a. Proposals must be submitted by the Deadline provided under item F. Proposals received after this time will not be accepted.

b. Proposals must include all required documentation per this RFP including all applicable exhibits.

c. Proposal must conform to all the requested information and formats as described in this RFP.

S. Exceptions

Exceptions submitted with a Contractor’s proposal may be considered null, void, and without force and may not be considered at the Community’s discretion. Exceptions may negatively affect the proposal evaluation based on the published evaluation criteria or may result in rejection of proposal.

T. Contractor’s Responsibility

Contractors are cautioned that it is their sole responsibility to submit information related to the evaluation categories and that the Community is under no obligation to solicit such information if it is not included with their proposal. Failure of Contractor(s) to submit such information may cause an adverse impact on the evaluation of their proposal.

The Community is not responsible for any costs incurred prior to issuance of a fully executed contract.

U. Performance Times and Delivery Dates:

For each submission or resubmission of required deliverables, The Community review time will commence upon receipt of required submittal. All work must be completed by June

30, 2026.

SECTION II SUBMITTAL INSTRUCTIONS

A. Proposals must be received by the date and time specified. The e-Procurement portal clock is the official clock for the determination of all deadline dates and times. Without exception, Proposals will not be accepted after the submission deadline regardless of any technical difficulties such as poor internet connections.

B. Firms are solely responsible to ensure timely submission of their bid to the Community via the eProcurement Portal as given in this solicitation. Proposals must be uploaded, submitted, and finalized prior to the closing date and time listed in this document. It is strongly recommended that Firms give themselves sufficient time and at least one (1) day before the closing date to begin the uploading process and to finalize their submissions.

C. The Community assumes no responsibility for failure of any computer or other equipment to deliver all or a portion of the bid at the time and in the manner required by the solicitation. Neither Bonfire nor the Community warrant that access to and use of the

Bonfire website will be free from interruptions or free from errors, nor shall Bonfire or the Community be responsible for any inadvertent disclosure of proposal repository information or any unauthorized access to proposal repository information by third persons.

D. In the case of disruption of electronic communications or loss of services by Bonfire within two (2) hours prior to the deadline for submissions, the Community will delay the deadline to ensure the ability of potential Contractors to submit proposals. If this occurs, instructions will be communicated to known Plan Holders.

E. Failure of a Firm to provide information required in this RFP will result in disqualification. The Firm(s) who has submitted a Proposal that is deemed most responsive, responsible, and cost effective to the Community’s needs and in the best interest of the Community will be recommended for award of the Contract.

F. Submission Modifications: Firms will have the ability to modify their submission up to the submission deadline listed for this RFP directly through Bonfire. Any submittal may be withdrawn prior to the scheduled date and time set for the opening by clicking un-submit within Bonfire by the proposer or their authorized agent. No response may be withdrawn after the date and time set for the bid opening.

G. Submittal Format: the following documents must be uploaded as prescribed in Bonfire:

1. Proposal (See item H below)

2. Exhibit A, Cover Sheet

3. Exhibit B, Suspension and Debarment Certification

4. Exhibit C, Non-Collusive Affidavit

5. Exhibit D, Request for Award of Preference Points

Indian Preference Requirements:

Persons or businesses seeking qualification under the Community/Indian Preference shall submit sufficient evidence to establish their qualification as a Community/Indian-owned enterprise or organization by submitting the “Request for Award of Preference

Points” included with this document and supporting documentation. (Exhibit D).

6. Exhibit E, Authorization to Release Information

7. Exhibit F, Federal Grants Requirements

8. W9

9. Insurance Certificate(s). If award is made, Firm shall provide an updated certificate which shall meet all requirements listed in this RFP including the Community being named as an additional insured.

H. Each proposal should include the following items, in order:

1. Firm’s qualifications, experience with Similar Projects:

A) Qualifications:

i. On the first page of the response (cover letter), firm’s name(s), business address and office location(s), current telephone number(s), year(s) established, State of license or registration, name, title and email address of individual contact person for this project, number of principals, and total number of employees.

ii. Provide names, titles, responsibilities and experience of the key personnel who will be responsible for the management and completion of this project.

B) Experience with similar projects:

For no less than three (3) and no more than five (5) projects, which you believe to be similar to this project, please provide the following information in tabular form.

i. Project name, owner (identify if: Tribal, State, Federal, etc.), contact person and current contact information (email/phone).

ii. Brief description of the project.

iii. Present status of the project.

iv. Identify the firm’s project manager and other key professionals involved. Specify the role of each professional and their experience.

v. Date engaged and date completed.

vi. List all past, current and pending litigation against firm, any of its principal employees or sub-consultants or sub-contractors within the last five (5) years, and the current status of the litigation.

For the last five (5) years, list all agreements entered into by your firm or its principal employees for services which have been terminated unilaterally or by mutual consent, and all projects for which the firm and/or its principal employees have been dismissed as a result of a dispute of the rendering of services.

2. Technical Approach and Schedule:

a. Provide your methodology, approach and tasks you believe are needed to accomplish this project. Identify any options you envision for the project, and any innovative approaches you would take to help in the successful completion of the project. Describe what the Community can expect from your Firm throughout the process. Develop a project schedule indicating dates of all required work to be performed and supports your identified methodology, approach and tasks, supported by any recommended approaches and/or technologies which you would recommend to help meet the project deadline.

b. Provide a thorough description of the firm’s current commitments and the individuals within the firm assigned to each commitment. Clearly demonstrate your firm’s commitment and ability to meet the project timelines.

3. Cost Competitiveness:

A proposal shall contain competitive cost estimates in time-and-materials not-to-exceed format. Provide a breakdown of the proposed fees by task with estimated hours, hourly fees, and titles of individuals to complete the project.

No markup on subcontracted services or reimbursable expenses may be shown on the competitive cost estimate.

SECTION III. SCOPE OF WORK

Gila River Indian Community Department of Environmental Quality

Comprehensive Climate Action Plan (CCAP) Assistance

Task 1 – Project Management

• Assist GRIC DEQ in development and implementation of a plan to complete the CCAP for submission to EPA by 6/30/2026

• Utilize resources available on EPA’s CPRG website (https://www.epa.gov/inflation-reduction-act/climate-pollution-reduction-grants)

• Ensure that all tasks/deliverables shall meet the requirements of the Comprehensive Climate Action Plan: An Outline for Tribes and U.S. Territories (Outline) dated January 2025 (attached), and the EPA’s Program Guidance for Federally Recognized Tribes, Tribal Consortia, and U.S. Territories (Guidance) dated March 20231

Task 2 – Stakeholder Engagement

• Conduct stakeholder engagement sessions with GRIC leadership, departments, utilities, GRIC employees, and/or Community members in support of Tasks 3-9 o Assume 10 virtual engagement sessions and 2 in-person sessions

Task 3 – Prepare a Comprehensive Greenhouse Gas Emission Inventory

• Review the Preliminary GHG EI (attached)

• Review 2011 GHG EI (attached) and provide comparative analysis with 2022 Preliminary GHG EI and identify areas that can be refined (e.g., areas that have poor data quality, where there maybe other useable data available)

• Review the DEQ GHG QAPP and identify any areas that need revisions

• Prepare the Comprehensive 2022 GHG EI that also includes carbon sinks (vegetation, soil, etc.)

Task 4 – Develop Near-Term (e.g., 2030) and Long-Term (e.g. 2050) GHG Reduction Targets

• Provide recommendations to:

o Determine whether economy wide- or sector-based reduction targets will be developed o Determine a base year (now assumed to be 2022) o Determine/confirm near- and long-term target years o Develop GHG reduction targets for near- and long-term o Engage with stakeholders (departments, utilities, GRIC Leadership) to assess existing plans and determine feasibility of GHG reduction measures o May utilize and refine the draft Stakeholder Engagement Plan (attached)

1 https://www.epa.gov/system/files/documents/2023-

02/EPA%20CPRG%20Planning%20Grants%20Program%20Guidance%20for%20Tribes-Tribal%20Consortia-Territories%2003-01-

2023.pdf https://www.epa.gov/inflation-reduction-act/climate-pollution-reduction-grants https://www.epa.gov/inflation-reduction-act/climate-pollution-reduction-grants https://www.epa.gov/inflation-reduction-act/climate-pollution-reduction-grants https://www.epa.gov/system/files/documents/2023-02/EPA%20CPRG%20Planning%20Grants%20Program%20Guidance%20for%20Tribes-Tribal%20Consortia-Territories%2003-01-2023.pdf https://www.epa.gov/system/files/documents/2023-02/EPA%20CPRG%20Planning%20Grants%20Program%20Guidance%20for%20Tribes-Tribal%20Consortia-Territories%2003-01-2023.pdf https://www.epa.gov/system/files/documents/2023-02/EPA%20CPRG%20Planning%20Grants%20Program%20Guidance%20for%20Tribes-Tribal%20Consortia-Territories%2003-01-2023.pdf

Task 5 – Develop “Business as Usual” GHG Emission Projections

• Develop near- and long-term “business as usual” (BAU) GHG projections at the economy-wide level and by sector o Include a description of tools and processes used, assumption, and method limitations and uncertainties

• Provide a comparison of the 2022 GHG EI results and BAU GHG projections

Task 6 – Develop Quantified GHG Reduction Measures

• Review PCAP priority GHG reduction measures

• Review EPA’s Quantified Climate Action Measures Directory (https://www.epa.gov/statelocalenergy/quantified-climate-action-measures-directory) to determine if there are additional reduction measures that could be used for GRIC

• Develop comprehensive list of GHG reduction measures and quantified emission reductions to meet reduction targets o May be grouped into implementation scenarios o Must be described in complete sentences and organized by sector o The following information for each measure must be provided:

▪ Description

▪ Implementation Authority and Responsibilities

▪ Implementation Timelines and Milestones

▪ Metrics for Tracking Progress

▪ Quantified GHG Emission Reductions

▪ Measure Costs

▪ Intersection with Other Funding Availability

Task 7 – Conduct a Benefits Analysis

• Prepare quantified estimates of co-pollutant reductions associated with the reduction measures and discuss any disbenefits

Task 8 – Conduct Workforce Planning Analysis

• Prepare a workforce planning analysis that includes:

o List of priority occupations and their primary roles for each reduction measure o Historical and projected growth of industries for priority occupations

Task 9 – Prepare the CCAP

• Prepare the CCAP that includes elements from Tasks 2 – 7.

o Prepare the first draft version for leadership comments o Prepare the second draft version to be circulated through seven district meetings for input o Revise draft plan based on Community input and then finalize for submittal and approval by GRIC Council

Attachment 1 – EPA Comprehensive Climate Action Plan Attachment 2 – GRIC Preliminary 2022 GHG EI Attachment 3 – GRIC 2011 GHG EI Attachment 4 – GRIC Draft Stakeholder Engagement Plan https://www.epa.gov/statelocalenergy/quantified-climate-action-measures-directory)

SECTION IV. SPECIAL CONDITIONS

A. Contract

The Community will require the selected Contractor to execute a contract with the

Community.

No work shall commence until Community signs the contract document(s) and

Respondent(s) provides the necessary evidence of insurance as required in this RFP and the Contract. Contract documents are not binding on Community until approved by the

Community General Counsel and signed by the Governor or designee. In the event the parties cannot negotiate and execute a contract within the time specified, Community reserves the right to terminate negotiations with the selected Contractor and commence negotiations with another Contractor.

B. Hold Harmless and Indemnity Clause

The Contractor agrees to indemnify the Community from any and all liability, loss or damage arising out of or in any way connected with the Contractor’s performance of this contract, or the performance of any subcontract by a subcontractor of the Contractor.

C. Debarment

The Community will not hire, contract with, or otherwise do business, either directly or indirectly, with contractors or individuals, which have been debarred, suspended, or subjected to a Limited Denial of Participation (LDP) by the U.S. Government. The contractor must certify that their organization and its principles are not debarred, suspended, or LDP’d.

D. Billing and Payment:

The Contractor shall submit monthly invoices and shall be paid based on a time and material basis. Payment shall be due from Community within thirty (30) calendar days after receipt of invoice by Community AND approval by the Department, provided the

Contractor has fulfilled all duties and obligations stated herein. The Community shall review and approve the invoice submitted by Contractor. In conducting its review, the

Community will analyze the Contractor’s work to determine it is satisfactory before payment is authorized. Contractor is required to deliver invoices to the Community’s

Finance Department at the following address and a courtesy copy by email to the

Department:

Gila River Indian Community

Finance Department/ Accounts Payable

Post Office Box 2160

Sacaton, AZ 85147

Contractor and all consultants employed by Contractor shall keep records of all expenditures and such records shall be kept in accordance with generally accepted accounting principles. Such records shall be available to the Community for inspection.

In the absence of a written Amendment, the Contractor shall not receive any compensation for work not described in the Contract Documents, nor be entitled to any fees not identified in the Schedule of Values. All claims for additional compensation and/or time must be made in writing within twenty-one (21) calendar days of the event(s) giving rise to the claim. Failure to provide such written notice shall result in forfeiture of the claim.

The Department shall review and approve all invoices submitted by the Contractor prior to payment. Such review shall include an inspection of the Project work. Payment shall be approved and authorized for work only to the extent such work conforms to the specifications and/or other similar documents approved by the Department.

Noncompliance with and/or failure to provide timely submittals of contract requirements, and/or nonconformance to the plans and specifications approved by the Department, will be justification of withholding payments in full or additional portions thereof. Payments will be due thirty (30) calendar days from the Department’s approval of invoices and receipt by the Community’s Finance Department of such invoices.

All technical and professional services, training, development and support services rendered by any Consultant(s)/Contractor(s) shall be billed in accordance with the Billing

Policies and Guidelines, attached to this RFP as “Attachment 1”

E. Designated Personnel and Minimum Amount of Work:

Only key personnel indicated in the contractors’ proposal to be assigned to the project will be utilized, all personnel substitutions will be subject to the prior approval of the

Department of Environmental Quality.

F. Post Award Meetings

Upon award, any or all Contractor’s should avail themselves in participating in post award meeting(s) with the Community. This meeting(s) will be used to discuss mutual contractual responsibilities and other performance related items.

G. Taxes

Tax Exemption: The Community qualifies as a tax-exempt organization and is therefore exempt from any state or city sales tax for goods delivered to the reservation.

Tax Indemnification: Contractor and all subcontractors shall pay all federal, state and local taxes applicable to its operation and any persons employed by the Contractor. Contractor shall, and require all subcontractors to hold the Community harmless from any responsibility for taxes, penalties and interest, if applicable, contributions required under federal, and/or state and local laws and regulations and any other costs including transaction privilege taxes, unemployment compensation insurance, Social Security and

Worker’s Compensation.

IRS W9 Form: In order to receive payment under any resulting contract, Contractor must have a current IRS, W-9 Form on file with the Community, Office of the Treasurer.

H. Choice of Law

It is the intention of the parties that performance of the terms of the Agreement(s) shall be in accordance with and pursuant to the laws of the Gila River Indian Community and that any action, special proceeding or other proceeding that may arise from, in connection with or by reason of this Agreement shall be resolved pursuant to the laws of the Gila River

Indian Community and exclusively in its courts. Nothing in any Agreement, or in any related exhibit, document or undertaking, shall be construed as affecting, modifying or otherwise impairing the sovereign immunity of the Community and/or any of its affiliates, enterprises, entities or subdivisions.

I. Agreements

The Community reserves the right to terminate the services of a Contractor who is perceived by the Community to be ineffective, unresponsive, incompetent, or who withdraws proposed key personnel without substitution of comparably qualified personnel, as determined by the Community at its sole discretion.

By submission of a proposal, Contractor will be deemed, and agrees to be so treated, to have actual notice of every term of every contract document.

J. Contract Award Dispute

In the event a Contractor wishes to contest a contract awarded under the provision contained within this RFP, the Contractor shall initiate a written document stating the reason(s) to be the basis of the protest. In addition, the Contractor shall provide supporting documents. Written protests shall be sent to Tecumseh Manuel, Procurement Director, email is: Tecumseh.Manuel.PROC@gric.nsn.us.

K. Confidentiality

Neither Contractor nor its agents or representatives shall communicate, whether in writing or verbally, any information concerning work performed in connection with this Request for Proposal or awarded Agreement except in strict compliance with the terms and conditions of an express authorization by the Community Governor, Lieutenant Governor, or General Counsel.

L. Delivery of Contract Documents

The Contractor to whom the Community awards the contract shall, within ten (10) calendar days, sign and deliver to the Community signed copies of the contract.

M. Insurance Requirements

The Contractor shall maintain adequate insurance coverage throughout the term of this

Agreement. Insurance Coverage shall include, but is not limited to, General Liability

Insurance, Professional Liability, Automobile Liability, Excess Liability, Pollution

Liability, Workers Compensation and Employers Liability Insurance, and Property

Insurance.

Contractor agrees that no less than ten (10) days before beginning any work under this

Agreement, and as a condition precedent hereto, the Contractor shall provide the

Community with a Certificate of Insurance demonstrating that the insurance required in this section has been purchased and is in effect. The Contractor shall provide documentary proof of insurance showing the following:

Commercial General Liability Insurance with limits of $1,000,000 per occurrence and

$2,000,000 general aggregate limit. This policy shall be written or endorsed to include the following provisions:

• The Community shall be named as additional insureds.

• Waiver of subrogation as set forth herein below.

• AM Best Rating of A-8 or better.

• No Claims Made Policy forms acceptable on commercial general liability policy.

• An endorsement providing limited coverage with respect to property under the care, custody and control of the Firm.

Excess Liability coverage in the amount of $2,000,000 per occurrence.

Automobile Liability Insurance, with a combined single limit of $1,000,000.

Firm shall provide Professional Liability coverage with limited contractual liability coverage in favor of Gila River Indian Community and a deductible no greater than

$100,000 per claim. The insurance shall be maintained for not less than the duration of the project and five (5) years following completion of construction. Retroactive date of such policy must be on or before the date Construction Firm (and its consultants/subs) began providing professional services for the Department. Limit of liability shall be not less than $1,000,000 per claim.

Workers Compensation Insurance as required by Arizona law.

Contractor will also provide Gila River Indian Community with a copy of the additional insured endorsement along with any other requested coverage forms demonstrating that the insurance policy complies with the requirements of this Section. The certificate of insurance will expressly entitle Gila River Indian Community to thirty (30) days’ notice, by certified mail, before any insurance policy referred to therein is modified or canceled.

Contractor agrees that its failure to obtain or maintain the insurance required by this

Section, or to provide a satisfactory Certificate of Insurance, shall be deemed to be a material breach of this Agreement and shall entitle Gila River Indian Community to cancel this Agreement and/or recover damages at its election.

It is understood and agreed that the insurance coverage and limits, required above, shall not limit the extent of this Contractor’s responsibilities and liabilities specified within the contract documents or by law.

It is understood and agreed that authorization is hereby granted to Gila River Indian

Community to withhold payments to the Contractor until a properly executed Certificate of Insurance providing insurance as required herein, accompanied by a signed Agreement is received by Gila River Indian Community.

Contractor agrees that any contract it enters into with a lower tier contractor for the performance of any aspect of Contractor’s work under this Agreement, shall expressly bind such other contractor to this language and requirements herein, making such obligations applicable to the other contractor to the same extent as the Contractor.

Contractor shall also require its lower tier subcontractor to likewise bind and obligate any additional lower tier with which it contracts for any portion of the work under this

Agreement. This purpose of this provision is to require any lower tier contractors, regardless of level, to provide the insurance and indemnity required by this Agreement.

N. Compliance with Community Laws and Ordinances

The firm agrees to comply with all applicable laws and ordinances of the Gila River Indian

Community and United States including, but not limited to, obtaining or maintaining a business license pursuant to GRIC Code, Title 13, Chapter 2, and compliance with the

Indian preference provisions of Title 12, Chapter 4. The Contractor is aware of the

Community’s Sex Offender Registration and Notification Ordinance and will provide notice of the ordinance to its employees, and any contractors or any subcontractors who will perform work within the exterior boundaries of the Gila River Indian Reservation.

O. Tribal Business License, Building Permits

The Contractor and all Subcontractor(s) shall be responsible for obtaining a Tribal Business

License with the Office of Internal Audit prior to commencing work on the Project. Upon request from an authorized Community representative, Contractor, Subcontractor, and/or sub-subcontractor must present their Gila River Business License to the requesting representative.

P. Taxes

Gila River Indian Community is exempt from all material, sales and construction services taxes and as such, taxes shall not be included in the bid amount.

Q. Ownership of Work Product

The Contractor agrees that all documents or other work product generated on behalf of the

Community in connection with this Agreement are property of the Community.

R. Progress Schedule

As soon as possible, after contract award, the Contractor will meet with the Community’s

Project Manager of Record and coordinate the work schedule (i.e. start date), projected rate of accomplishment, etc.

S. Conference and Notice to Proceed:

Following the award of a contract, a conference will be held for discussing all project matters, contract administration and safety related issues.

SECTION V. EXHIBITS

EXHIBIT A - COVER SHEET

RFP-0628-DEQ

Name of Firm: CAGE CODE #:

Firm Address:

Telephone Number: Fax Number:

Contact Person:

Email Address:

(Please Print or type)

Person(s) authorized to negotiate with Gila River Indian Community:

Name: Title:

(Please Print)

Phone Number: Fax Number:

E-Mail:

Phone Number: Fax Number:

E-Mail:

Certification: I hereby certify the information and data contained in this proposal are true and correct. The Contractor’s governing body has authorized this application and document, and the

Contractor will comply with the attached representation if the contract is awarded. I also certify that I have received addendums _________ through ____________. We hereby propose to complete the work described on a time and materials basis for an amount not to exceed:

Signature of Company Official:

Date Signed:

Printed name of company official signing above:

EXHIBIT B - SUSPENSION AND DEBARMENT CERTIFICATION

As a matter of its own internal policy, the Community follows Federal Law (A-102 Common Rule and OMB Circular A-133) which prohibits non-federal entities from contracting with or making sub-awards under covered transactions to parties that are suspended or debarred or which principals are suspended or debarred. Covered transactions include procurement contracts for goods or services equal to or in excess of $25,000 and all non-procurement transactions (e.g., sub-awards to sub-recipients).

Additionally, the Community does not hire, contract with, or otherwise do business, either directly or indirectly, with contractors or individuals, which have been debarred, suspended, or subjected to a Limited Denial of Participation (LDP) by the U.S. Government.

Before an award of $25,000 or more can be made by your firm, you must certify that your organization and its principals are not suspended, debarred or LDP’d by a federal agency.

I, the undersigned agent for the firm named below, certify that neither this firm nor its principals are suspended or debarred by a federal agency.

VENDOR’S NAME: ______________________________________________________

Signature of Company Official: ______________________________________________

Date Signed: _________________________________________

Printed name of company official signing above: ________________________________

EXHIBIT C - NON-COLLUSIVE AFFIDAVIT

State of )

County of )

, being first duly sworn, deposes and says:

That he is, the party making the foregoing proposal for bid, that such proposal or bid is genuine and not collusive or sham; that said bidder has not colluded, conspired, connived or agreed, directly or indirectly, with any bidder or person, to put in a sham bid or to refrain from bidding, and has not, in any manner, directly or indirectly, sought by agreement or collusion, or communication or conference, with any person, to fix the bid price of affiant or of any other bidder, or to fix any overhead, profit or cost element of said bid price, or of that of any other bidder, or to secure any advantage against the Owner or any person interested in the proposed contract, and that all statements in said proposal for bid are true.

Project No.

Location

Signature

Name and Title

Date

(Signature shall be notarized.)

Subscribed and sworn before me this day of , .

Notary: Seal:

END OF FORM

EXHIBIT D – REQUEST FOR AWARD OF PREFERENCE POINTS

Firm’s Name: ______________________________________ Date: _______________ Please Print

Signature

RFP Name: CLIMATE ACTION PLAN________ RFP#: RFP-0628-DEQ

This Request for Qualifications is not restricted to Indian Organizations and Indian-owned

Economic Enterprises; however Native American preference will be given to qualified Native

American owned Companies. The prospective Firm is subject to cancellation for failure to comply with Indian preference requirements.

The above signed certifies under oath the truth and correctness of all answers to questions made herein after:

1. Vendor wishes to qualify for preference for one of the following (circle one):

A. Gila River Indian Community owned economic enterprises.

B. Gila River Indian Community Member economic enterprises, provided that such Indian ownership shall constitute not less than fifty-one percent (51%) ownership of the enterprise and that ownership shall encompass active operation and control of the enterprise.

C. Enrolled member(s) of an Indian tribe, provided that such Indian ownership shall constitute not less than fifty-one percent (51%) ownership of the enterprise and that ownership shall encompass active operation and control of the enterprise.

D. Third preference is given to minority and women owned business enterprises.

2. Attach list of names for preference, their certification by a tribe or other evidence of enrollment in a federally recognized Indian tribe, as well as evidence of ownership and percentage of Indian ownership in corporation or enterprise of those claiming preference. Based on evidence provided, vendor may be requested to provide additional information.

NOTES:

I. Omission of any information may be cause for this statement not receiving timely and complete consideration.

II. The person signing above certifies that all information in this REQUEST FOR QUALIFICATIONS and the

REQUEST FOR AWARD OF INDIAN PREFERENCE, including exhibits, is true and correct.

EXHIBIT E - AUTHORIZATION TO RELEASE INFORMATION

The undersigned hereby authorizes and request any person, firm or corporation to furnish any information requested by the Community, in verification of the recitals comprising this Statement of Qualification.

Dated this day of 20___

(Name of Responder)

By:

(Signature of Responder’s Representative)

(Title)

EXHIBIT F – FEDERAL GRANTS

The firm agrees to comply with all applicable federal, state, and local laws and regulations, as well as any additional statutory and administrative requirements according to their terms. These requirements may include, but are not limited to the following:

Additional Provisions Required under Federal Law:

This is a federally funded project and as such, the Firm must comply with the following provisions:

1. Equal Employment Opportunity.

(a) The Firm will comply with all provisions of Executive Order 11246 of September

24, 1965, as amended by Executive Order 11375 of October 13, 1967, (collectively referred to as “Executive Orders”).

(b) The Firm will furnish all information and reports required by the Executive Orders and by rules regulations, and orders of the Secretary of Labor, or pursuant thereto, and will permit access to its books, records, and accounts by the Secretary of Labor for purposes of investigation to ascertain compliance with such rules, regulations, and orders.

(c) Compliance with the requirements of this clause shall be to the maximum extent consistent with, but not in derogation of, compliance with section 7(b) of the Indian

Self-Determination and Education Assistance Act and the Indian Preference clause of this contract and the Tribal Employment Rights Ordinance of the Gila River

Indian Community.

(d) The above-referenced provisions apply except where they conflict with Sections

701(b)(1) and 703(i) of Title VII of the Civil Rights Act of 1964, 73 Stat. 253-257, 42 U.S.C. § 2000e-2(i), which pertains to Indian Tribes and to preferential treatment given to Indians residing on or near a reservation or other applicable laws which exclude applicability to Indians or Indian reservations. In addition, the above-referenced provisions, and the provisions of the Contract Documents, shall be construed in a manner consistent with applicable provisions of the Gila River

Indian Community Law and Order Code, and if any such provision conflicts with a provision of the Gila River Indian Community Law and Order Code, then the provision of the Gila River Indian Community Law and Order Code shall govern.

2. Compliance with Copeland Act Requirements.

The Firm shall comply with the requirements of the Copeland “Anti-kickback” Act (18 U.S.C.

874) as supplemented by 29 CFR Part 3, which are incorporated by reference into this

Agreement.

3. Compliance with the Contract Work Hours and Safety Standards Act.

As used in this paragraph, the terms “laborers” and “mechanics” include watchmen and guards.

(a) Overtime requirements. No Firm or subcontractor contracting for any part of the contract work which may require or involve the employment of laborers or mechanics shall require or permit any such laborer or mechanic in any workweek in which he or she is employed on such work to work in excess of forty hours in such workweek unless such laborer or mechanic receives compensation at a rate not less than one and one-half times the basic rate of pay for all hours worked in excess of forty hours in such workweek.

(b) Violation; liability for unpaid wages, liquidated damages. In the event of any violation of the clause set forth in subparagraph (b) of this paragraph, the Firm and any subcontractor responsible therefore shall be liable for the unpaid wages. In addition, such Firm and subcontractor shall be liable to the United States (in the case of work done under contract for the District of Columbia or a territory, to such

District or to such territory), for liquidated damages. Such liquidated damages shall be computed with respect to each individual laborer or mechanic, including watchmen and guards, employed in violation of the clause set forth in subparagraph

(a) of this paragraph, in the sum of $10 for each calendar day on which such individual was required or permitted to work in excess of the standard workweek of forty hours without payment of the overtime wages required by the clause set forth in subparagraph (a) of this paragraph.

(c) Withholding for unpaid wages and liquidated damages. The Community, or its designee shall upon its own action or upon written request of an authorized representative of the Department of Labor withhold or cause to be withheld, from any moneys payable on account of work performed by the Firm or subcontractor under any such contract or any other Federal contract with the same prime Firm, or any other Federally-assisted contract subject to the Contract Work Hours and Safety

Standards Act, which is held by the same prime Firm such sums as may be determined to be necessary to satisfy any liabilities of such Firm or subcontractor for unpaid wages and liquidated damages as provided in the clause set forth in subparagraph (b) of this paragraph.

4. Retention, Access to Records.

(a) The Community, or Comptroller General of the United States, or any of their duly authorized representatives shall, until 3 years after final payment under this contract, have access to and the right to examine any of the Firm’s directly pertinent books, documents, papers, or other records involving transactions related to this contract for the purpose of making audit, examination, excerpts, and transcriptions.

(b) The Firm agrees to include in first-tier subcontracts under this contract a clause substantially the same as paragraph (a) above. “Subcontract,” as used in this clause, excludes purchase orders not exceeding $10,000.

(c) The periods of access and examination in paragraphs (a) and (b) above for records relating to (1) proceedings under the disputes provisions of the Service Agreement,

(2) litigation or settlement of claims arising from the performance of this contract, or (3) costs and expenses of this contract to which the Community, or Comptroller

General or any of their duly authorized representatives has taken exception shall continue until disposition of such appeals, litigation, claims, or exceptions.

I, the undersigned agent for the Firm named below, certify that this document has been reviewed and accepted.

FIRM’S NAME: __________________________________________

Signature of Business Official: _____________________________________

Printed name of Business Official signing above: ____________________________

Date Signed: _______________________________

ATTACHMENT A

FISCAL YEAR 2026 BILLING POLICIES AND GUIDELINES FOR

CONSULTANTS/CONTRACTORS RETAINED BY THE

GILA RIVER INDIAN COMMUNITY

The following policies and billing guidelines have been developed to establish the Gila

River Indian Community’s (the “Community”) expectations from its professional, business relationship with the Consultants/Contractors throughout Fiscal Year 2026, beginning October

1, 2025, and ending on September 30, 2026. All technical and professional services, training, development and support services rendered by the Consultant(s)/Contractor (s) will be billed in accordance with these Billing Policies and Guidelines.

1. Consulting Services/Representation. It is understood that the Gila River Indian

Community is the “Client” for purposes of this representation and or provision of consulting services and not any of the Community’s individual members.

2. Billings.

(a) Invoices. The Consultants/Contractors shall prepare and submit an invoice for services rendered and costs incurred to the Gila River Indian Community’s Finance Department:

Gila River Indian Community

Finance Department Attn.: Accounts Payable P.O. Box 2160

Sacaton, Arizona 85147

All invoices will be submitted during the month following the month in which services are rendered and costs incurred. The invoice will include the correct contract number assigned by the Community’s Procurement Department Contracts Management Department and every effort will be made to include all reasonable out-of-pocket reimbursable expenses (as authorized by the Contract) in the monthly invoice the month in which the expenses are incurred. However, it is understood that some expenses and costs may not appear on a statement until sometime after the charges were actually incurred.

(b) Reimbursable Expenses. The Community will reimburse the Consultant/Contractor for all out-of-pocket disbursements or expenses incurred on the Community’s behalf in accordance with the requirements set by the Contract. There shall be no mark-up of such expenses unless explicitly allowed by the contract terms. All reimbursements must have itemized receipts. Typical of such costs are travel expenses, necessary Federal Express or similar courier expenses, delivery services, photocopying (at the rate per page), online research/database retrieval charges, printing of documents, meals, lodging and payment pursuant to subcontracts with technical or other professional consultants or other reasonable reimbursable expenses as determined by the Community. The Community reserves the right to withhold payment of reimbursable expenses that are disallowed pursuant to the Contract, provided, however, that the

Consultant/Contractor may re-submit the invoice with further justification or explanation concerning the disallowed expense or cost.

(c) Receipts. The Consultant/Contractor shall submit receipts that indicate the item, service or expense purchased and any other requirements that are set forth in this Billing Policies and Guidelines and terms of the Contract.

(d) Fee Schedule (If applicable). If the billing for professional services is primarily based upon a schedule of hourly rates agreed to by the parties, a schedule of the hourly rates will be provided in the contract or an exhibit to the Contract. When the Community is provided with discounted or reduced rates, the fee schedule shall identify the regular, market rates and the discounted rates provided to the Community. A change in the fee schedule will be implemented based on prior approvals in accordance with the procedures set forth in the contract documents.

(e) Record of Time. If billing for professional services is based on hourly rates, the

Consultant/Contractor will maintain written records of the actual time spent on Community matters, which will detail all activities and tasks, performed on behalf of the Community.

(1) Pre-approval of work. The Community should not be billed for work that is not pre-approved.

(2) Approval of personnel. The Community must approve personnel assigned to work on a matter.

(3) Travel time. Travel time outside the metropolitan area in which

Consultant/Contractor is located should be charged at no more than 50% of the hourly rate, unless…