1-RFP-0641-GRPD (SOCIAL MEDIA STRATEGY IMPLEMENTATION SERVICES).pdf

GILA RIVER INDIAN COMMUNITY

REQUEST FOR PROPOSALS

RFP-0641-GRPD

SOCIAL MEDIA STRATEGY & IMPLEMENTATION

SERVICES

Responses Due:

Wednesday, June 16, 2026, at 11:00AM

Submit to:

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

Gila River Indian Community RFP-0641-GRPD

SOCIAL MEDIA STRATEGY & IMPLEMENTATION SERVICES

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. Firm Responsibility U. Performance Times and Delivery Dates:

SECTION II SUBMITTAL INSTRUCTIONS

SECTION III. SCOPE OF WORK

SECTION IV. SPECIAL CONDITIONS

A. Contract B. Billing and Payment:

C. Choice of Law D. Contract Award Dispute E. Confidentiality F. Insurance Requirements G. Compliance with Community Laws and Ordinances H. Taxes:

I. Ownership of Work Product:

J. Safety Standards K. Termination L. Responsibilities

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 - FEE PROPOSAL FORM

SECTION I. ADMINSTRATIVE INFORMATION

A. Purpose:

This RFP is meant to provide Firms with sufficient information to enable them to prepare and submit proposals for consideration by the Gila River Indian Community (the “Community”) for social media strategy & implementation services for the Gila River Police Department. There will be an option to renew the agreement with the selected Firm for two (2) additional years. Renewal will be at the sole discretion of the Community.

B. Introduction:

The Gila River Police Department (GRPD) is seeking a qualified marketing agency to provide professional social media strategy development, content creation, and ongoing digital communication management services.

The objective is to establish a structured, data-driven, and sustainable social media program that enhances transparency, strengthens community trust, supports recruitment, and ensures the timely and accurate dissemination of public safety information.

As part of this initiative, GRPD aims to modernize and elevate its digital presence to align with, and remain competitive among, leading law enforcement agencies. This includes the development of engaging, high-quality, and platform-optimized content designed to inform, educate, and connect with the community. Content strategies should incorporate a mix of formats, including short-form video, visual storytelling, informational campaigns, brief podcast-style segments, community surveys, and other interactive media that encourage two-way engagement and public participation.

This Scope of Work outlines the required services, deliverables, performance expectations, and qualifications necessary to support GRPD’s communication modernization efforts and ensure a professional, consistent, and forward-looking digital presence.

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.

D. Project Team:

The selected firm will report to Teaya Enos, Public Information Officer Gila River Police Department, or her designated representative.

E. Project Timeline:

Gila River Police Department has set a time frame for this project in phases. Phase 1 is Strategy Development with a 90-day completion date. Phase 2 is content creation being done quarterly throughout the year. And Phase 3 being Implementation and Management for 12 months with the option to renew for additional periods.

F. Proposal Timeline:

Issue Date: Monday, May 18, 2026 Deadline for Written Questions: Wednesday, May 27, 2026 @ 4:00pm Deadline for Written Responses: Monday, June 1, 2026 @ 5:00pm Proposal Submission Deadline: Wednesday, June 16, 2026 @ 11:00am Selection Committee Proposal Review: Monday, June 22, 2026 Approximate selection date: Thursday, July 2, 2026

G. Request for Proposal:

The Community will be contacting prospective Firms who have demonstrated previous interest in providing the services requested. All interested 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 inquiries 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 Ileta Meredith if you need instructions 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 proposals 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 Firm 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 for the Community’s needs while staying within the stated criteria. The Community may request an Interview with any short-listed firm prior to final selection.

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. Cover Letter (Pass/Fail)

2. Firm’s Experience with Similar Service’s (30 points)

3. Ability to meet Project Schedule and Current workload strategy (20 points)

4. Strategic & Creative Approach (20 points)

5. Cost Competitiveness (20 points)

6. Native American Preference (15, 10, or 5 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, woman or minority owned enterprise or organization by submitting the “Request for Award of Preference Points” included with this document. (Exhibit D).

TOTAL POSSIBLE POINTS: 105

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 Firms 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. Firm Responsibility Firms 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 Firm(s) to submit such information may have 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.

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 for ensuring timely submission of their proposal 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 proposal 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 Firms 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 proposal to close.

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

6. Exhibit E, Authorization to Release Information

7. Exhibit F, Cost Proposal Form

8. Licenses and Certifications

9. W9

10. 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. Cover Letter :

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

2. Quality of Firm Management and Team :

a. Provide resumes of key personnel that would be assigned to this project.

Include specific experience with the following: Social media marketing, digital content creation, strategic communications, public sector or public safety communications.

b. Describe the roles & responsibilities of the key personnel.

c. Identify the organizational structure.

d. Identify any products, software, resources etc. that your Firm will utilize to achieve results.

3. Firm’s Experience with Similar Service’s:

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.

a. Project name, location, contact person and current telephone number.

b. Brief description of the project, results, and special features.

c. Present status of project.

4. Ability to Meet Project Schedule and Current Workload strategy:

a. Provide a brief description of the firm’s current commitments through consultant and the individuals within the firm assigned to each commitment.

5. Strategic and Creative Approach:

a. Provide your methodology, approach and tasks you believe are needed to accomplish this 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 utilize.

SECTION III. SCOPE OF WORK

BACKGROUND

As GRPD continues to grow, scope, and responsibility, the need for a coordinated, professional, and data-driven social media presence has become increasingly critical. Digital communication platforms must accurately reflect the scale of the agency, the professionalism of its personnel, and the high level of service provided to the community.

Social media now serves as a primary channel through which the public receives safety information, evaluates transparency, and builds trust in public institutions. In the absence of a formalized strategy, the Department faces ongoing challenges, including inconsistent or reactive messaging, limited engagement, reduced capacity to proactively communicate during critical incidents, and underdeveloped public education and recruitment efforts.

Currently, GRPD operates with a single Public Information Officer responsible for all public-facing communications, including media relations, social media management, emergency messaging, content creation, and community engagement. This structure limits scalability creates sustainability concerns and does not align with modern public safety communication standards or community expectations.

Peer law enforcement agencies typically operate with dedicated communications teams consisting of multiple specialized roles, enabling consistent messaging, timely responsiveness, and professional-quality content across platforms. In contrast, GRPD’s current model presents operational risk during high-demand or concurrent incidents and constrains the Department’s ability to deliver proactive, strategic communication.

To address these challenges, the Department requires a phased and strategic approach that enhances current communication capacity, establishes a structured and measurable framework, and supports long-term sustainability while future staffing solutions are evaluated.

SCOPE OF SERVICES

The selected Firm should provide comprehensive social media strategy, content creation, and management services across all current and future Gila River Police Department digital platforms.

PHASE I: STRATEGY DEVELOPMENT

Platform Coverage Requirement Services under this Scope of Work shall include, but are not limited to, management and provide strategic recommendations and oversight of the Department’s official online presence across the following platforms:

• Facebook

• Instagram

• X (formerly Twitter)

• LinkedIn

• YouTube

• WhatsApp Business

• Any additional or emerging social media or digital communication platforms utilized by the Department during the term of the contract

The Firm shall ensure platform-specific strategies, content optimization, and consistent branding across all channels while maintaining alignment with departmental priorities, public safety messaging, and community engagement goals.

The selected Firm shall provide services across three (3) phases:

Objective

Develop a comprehensive, data-driven social media strategy aligned with GRPD’s mission, community expectations, and measurable performance outcomes.

Required Deliverables

• Social Media Strategy Plan including:

o Brand positioning and messaging framework o Defined content pillars o Platform-specific goals and objectives o Performance benchmarks and KPIs

• Social Media Audit:

o Assessment of current platforms o Competitive benchmarking against comparable agencies

• Audience & Engagement Analysis:

o Demographic and behavioral insights o Content performance evaluation

• Audience Sentiment & Temperature Checks:

o Development and implementation of tools to assess community perception, trust, and engagement (e.g., surveys, polls, feedback mechanisms, and sentiment analysis) o Establishment of baseline audience sentiment metrics o Ongoing measurement methods to evaluate whether communication strategies are resonating with the community and meeting intended outcomes o Integration of findings into strategy refinement and performance reporting

• Stakeholder Engagement:

o Discovery sessions with command staff, staff, and members of the community

• Quarterly Planning Framework:

o Repeatable content planning and evaluation model

Timeline

• Estimated duration: 90 days

• Anticipated start date: August 1, 2026

PHASE TWO: CONTENT CREATION

Objective Translate strategy into professional, consistent, and engaging content aligned with departmental priorities.

Required Deliverables

• Monthly and quarterly content calendars

• Professional multimedia content:

o Photography o Videography o Graphic design

• Messaging aligned with:

o Public safety education o Community engagement o Transparency initiatives o Recruitment efforts

• On-camera personnel identification and guidance

• Content workflows:

o Approval processes o Posting cadence o Roles and responsibilities

• Initial analytics tracking aligned with KPIs

Timeline

• Estimated duration: Start date August 1, 2026. To run concurrently with phase 1.

Additional Requirements

• Firm shall coordinate content production days (estimated quarterly)

• Firm shall ensure all content reflects professionalism, accuracy, and cultural awareness

PHASE THREE: ONGOING IMPLEMENTATION & MANAGEMENT

Objective Provide continuous management, execution, and optimization of GRPD’s social media presence.

Required Deliverables

• Monthly content calendar

• Content creation, copywriting, and publishing

• Daily monitoring and engagement (comments, messages, trends)

• Monthly analytics and performance reports

• Quarterly content production sessions

• Continuous strategy refinement based on performance data

Content Expectations

• Minimum:

o 3–5 videos per month o 10+ static posts per month

PERFORMANCE REQUIREMENTS

The Firm shall meet the following performance benchmarks:

• Engagement Growth:

10–15% increase in average monthly engagement within six (6) months

• Reach:(visibility):

25% increase in monthly reach

• Content Consistency:

Minimum of 3–5 professional posts per week

• Responsiveness:

Improved response time to public inquiries

• Reporting:

Monthly performance reports and quarterly strategic reviews

FIRM QUALIFICATIONS

Firms must demonstrate:

• Proven experience in:

o Social media marketing o Digital content creation (photo/video/graphics) o Strategic communications o Public sector or public safety communications (preferred)

• Expertise in:

o Analytics-driven performance measurement o Audience targeting and engagement strategies o Crisis communication support

• Ability to:

o Develop and execute multi-platform strategies o Produce high-quality, professional multimedia content o Provide training and knowledge transfer to internal staff

SPECIAL REQUIREMENTS

o Firm must maintain confidentiality of sensitive law enforcement information o All content must be approved by GRPD prior to publication o Firm must be available for time-sensitive or emergency communication support o Firm must demonstrate cultural awareness and sensitivity when working with

Tribal communities o Firm shall operate under the direction of the Gila River Police Department Public

Information Officer (PIO), who will serve as the primary point of contact and final authority on all communications, content, and strategy execution o Firm must identify and assign dedicated agency representative(s) who will be specifically responsible for servicing the Gila River Police Department throughout the duration of the contract. These representatives ensure continuity, responsiveness, and familiarity with departmental operations, priorities, and communication standards o All Firm personnel assigned to work with the Gila River Police Department must successfully pass a background check, as determined by the Department, prior to accessing facilities, systems, or information o All assigned Firm personnel shall be required to sign a Non-Disclosure Agreement (NDA) acknowledging the sensitive and confidential nature of information they may hear, see, or access while on Gila River Indian Community property or while performing services under this contract

DELIVERABLES & REPORTING

The Firm shall provide:

• Monthly reports including:

o Engagement metrics o Reach and impressions o Content performance analysis o Strategic recommendations

• Quarterly reports including:

o Trend analysis o Strategic adjustments o Performance benchmarking

PERIOD OF PERFORMANCE

• Phase One: ~3 months

• Phase Two: As needed / project-based

• Phase Three: Ongoing monthly services (12-month term with renewal options)

SECTION IV. SPECIAL CONDITIONS

A. Contract

The Community will require the selected Firm to execute a contract with the Community.

No work shall commence until Community signs the contract document(s) and Respondent(s) provide 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 Firm and commence negotiations with another Firm.

B. Billing and Payment:

The Community shall pay the Firm within 30 calendar days following approval of an invoice and completion of the work and approval of an invoice. All billings should be mailed to Accounts Payable at PO Box 2160, Sacaton, AZ 85147 with a courtesy copy to GRPD for approval. Payments will be made after billing has been approved. Invoices should be within GRIC billing policies and guidelines per attachment A

C. 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 Agreements

The Community reserves the right to terminate the services of a Firm 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, Firm will be deemed, and agrees to be so treated, to have actual notice of every term of every contract document.

D. Contract Award Dispute In the event a Firm wishes to contest a contract awarded under the provision contained within this RFP, the Firm shall initiate a written document stating the reason(s) to be the basis of the protest. In addition, the Firm shall provide supporting documents. Written protests shall be sent to Tecumseh Manuel, Procurement Director, Procurement Department, 1632 South Nelson Drive, Chandler, Arizona, 85226.

E. Confidentiality Neither Firm 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.

F. Insurance Requirements The Firm 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.

Firm agrees that no less than ten (10) days before beginning any work under this Agreement, and as a condition precedent hereto, the Firm 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 Firm 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 insured.

• AM Best Rating of A-8 or better.

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

• There is no exclusion of coverage for Sexual Abuse and/or Molestation and all sub-limits must be disclosed

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

Automobile Liability Insurance shall cover any vehicle used in connection with the contract, with $1,000,000 combined single limits.

Technology Professional Liability Insurance, if not included in any other policy, with limits of not less than $1,000,000.00 per claim.

Workers Compensation Insurance as required by Arizona law, including Employer’s Liability, with limits of:

• For bodily injury by accident, $1,000,000 per accident

• For bodily injury by disease, $1,000,000 per employee and $1,000,00 policy limit

G. 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 Firm 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.

H. 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 proposal amount.

I. Ownership of Work Product:

The Firm agrees that all documents or other work products generated on behalf of the Community in connection with the Agreement are property of the Community.

J. Safety Standards All work must comply with the current applicable occupational safety and health standards and regulations, and any applicable standards as required by state, tribal and federal law.

K. Termination The Community may terminate the Agreement, or a portion thereof if conditions encountered during the progress of the work make it impracticable or undesirable to proceed with the work, or if a local or national emergency exists.

Termination of the Agreement, or any portion thereof, shall not relieve the Firm of its responsibilities for the completed work.

The Community may terminate the Agreement without penalty or further obligation if any person significantly involved in initiating, negotiating, securing, drafting, or creating the Agreement, or any related document or undertaking, on behalf of the Community, is or becomes, at any time while the Agreement or any extension of the Agreement is in effect, an employee of or a consultant to any other party to the Agreement. The termination of the Agreement shall be effective when the Firm receives written notice of the termination, unless the notice specifies a later time.

In the event either party provides written notice to the other party asserting a claim of non-performance, this Agreement may be terminated by the asserting party upon five (5) business days’ written notice following the provision of such notice, unless the non-performance is cured within the five (5) business days.

L. Responsibilities It is the responsibility of each prospective Firm, prior to submitting a Bid, to:

1. Examine thoroughly the data identified in the Bid Documents.

2. Additional Requirements:

A. Gila River Furnished Codes

1. The Department will maintain and furnish the Firm with the applicable Community Ordinances.

2. Applicable codes and standards will be those in effect at time of contract award.

B. Communications

All notices, requests, instructions, approvals, proposals, and claims must be in writing :

Ileta Meredith, Contract Specialist Ileta.Meredith.PROC@gric.nsn.us

Office Number: 520-796-3950 mailto:Ileta.Meredith.PROC@gric.nsn.us

SECTION V. EXHIBITS

EXHIBIT A - COVER SHEET

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:

Name: Title:

(Please Print)

Phone Number: Fax Number:

E-Mail:

Name: Title:

(Please Print)

Certification: I hereby certify the information and data contained in this proposal are true and correct. The Firm’s governing body has authorized this application and document, and the Firm will comply with the attached representation if the contract is awarded. I also certify that I have received addendums _________ through ____________.

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 Contractor, 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.

FIRMS 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

This RFP is not restricted to Indian Organizations and Indian-owned Economic Enterprises;

however Native American preference will be given to qualified Native American owned firms.

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. Contractor 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 Contractor.

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. 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, Contractor 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 below certifies that all information in this REQUEST FOR AWARD OF INDIAN

PREFERENCE, including exhibits, is true and correct.

Signed: Date:

(Authorized Recipient Name/Title)

Print Name:

EXHIBIT E - AUTHORIZATION TO RELEASE INFORMATION

The undersigned hereby authorizes and requests 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 - FEE PROPOSAL FORM

Date: __________________

Proposal of ___________________________________________________________________, a corporation organized and existing under the laws of the State of _______________________;

a partnership consisting of _________________; an individual trading as __________________.

PROJECT: RFP-0641-GRPD- SOCIAL MEDIA STRATEGY & IMPLEMENTATION

SERVICES.

TO: Gila River Indian Community

In compliance with your Notice Inviting Sealed Proposals, and Instructions to Proposers, the undersigned hereby offers to perform the Work for GRIC’s Project designated above, in strict accordance with the Contract Documents, and agrees, upon written notice of acceptance of this proposal at any time within ninety (90) calendar days after the date of opening of the proposals, that he or she will execute the Agreement Between GRIC and the Contractor in accordance with the Proposal as accepted within fifteen (15) calendar days after the Contract between GRIC and Contractor is presented for signature.

Fees for Services:

The total fee is based on items below:

Enter fee Please provide the fee schedule below with pricing for all costs to include Firm’s fee, insurance, etc. and attach clarifications or additional pages if necessary. For additional information, see Section II.H.6 – Contents of Submittal: Cost Competitiveness.

Phase (Unit) Price Total Phase 1 Services (lump sum) $ $ Phase 2 Services (quarterly) $ $ Phase 3 Services (monthly) $ $ Expense Allowance (lump sum) $ $

Total $ Hourly Rates (for additional services and/or informational purposes only)

Title Name Billable Hourly Rate

The Gila River Indian Community reserves the right to negotiate the fee and expense based on the final Scope of Work.

The above amounts are to be stated in figures only and are the total amounts proposed for the entire contract work. Any alteration, erasure, or change must be clearly indicated and initialed by the proposer. In the event of any error in the Fee Proposal, the individual fee percentages will prevail. The proposer agrees that the above fees will be held until completion of the project. The Gila River Indian Community reserves the right to reject any and all proposals or to waive any irregularities.

1. It is understood and agreed that the work shall be commenced by the undersigned proposer, if awarded the Contract for the Services, on the date of Notice to Proceed issued by GRIC and as required to maintain the project schedule.

2. The undersigned hereby acknowledges receipt of the following Addenda, if any:

Addendum No. Date

3. The undersigned Proposer understands that GRIC reserves the right to reject any or all Proposals or to waive any formality or technicality, as determined by GRIC in its sole discretion, in any Proposal in the interest or GRIC.

Seal – If Proposer is a Corporation

By_______________________________ Signature

Printed Name

Printed Title

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 otherwise approved by the General Counsel. If work is performed during travel time, travel time billing should be reduced accordingly.

Travel should be pre-approved.

(4) Preparation of bills. Consultants/Contractors should not bill for time devoted to preparation of bills, cover letters or adjustments to bills.

(5) Block billing. Block billing is not permitted. Bills or invoices must indicate the amount of time (to one-quarter of an hour) spent on each task.

3. Travel Expense Policy. Expenses for travel shall comply with the following:

(a) Mileage. If mileage is claimed, it shall be billed at the established Federal standard mileage rate.

(b) Air Travel. The Consultant/Contractor is responsible for arranging their own airfare and lodging accommodations while on travel status for the Community. Economy or regular coach airfare is allowable; however, first class travel is not an allowable expense unless no other seats are available, and the Consultant/Contractor provides prior written justification explaining the need to travel first class and receives prior approval by the General Counsel.

(c) Car Rental. The use of car rental is allowed, except that the Consultant/Contractor agrees to rent only one vehicle when more than one individual from Contractor/Consultant is traveling on behalf of the Community. If, however, there are more than four (4) individuals traveling together, rental of additional vehicles is allowed.

(d) Ground Transportation. Consultant/Contractor shall make every effort to utilize local reasonable public transportation or ride sharing services (e.g., Uber, Lyft) when practical. Use of a taxi service is permitted and is reimbursable if a receipt is submitted with invoice. The Community may reimburse for ground transportation utilizing sedan or limousine services when:

(1) transportation of Community representatives and officials to meetings scheduled by the Consultant/Contractor is necessary; or (2) late night or early morning transportation to an airport is necessary; or (3) upon written explanation of unique circumstances for which such transportation services is necessary and appropriate, and the Community agrees and approves. All receipts must be submitted and indicate date, destination, purpose of travel and cost.

(e) Meals. Meals will be reimbursed at actual cost. In order to be reimbursed, the

Consultant/Contractor shall submit an itemized receipt. If the itemized receipt for meals involves more than one individual, the Consultant/Contractor will indicate on the receipt, the number and identity of additional persons, and the issues or topics discussed by meal participants.

4. Other Miscellaneous Charges.

(a) Alcohol and Tobacco. Alcoholic beverages and tobacco products are not an allowable expense.

(b) Cellular Telephones. The Community does not reimburse for cellular telephone use while traveling on Community business.

(c) Petty Cash. Receipts for disbursement of petty cash will not be reimbursed.

(d) In-Room Movies or Entertainment. Hotel in-room movies or entertainment are not an allowable expense while on travel status for the Community.

(e) Wi-Fi/Internet. The Community does not reimburse for Wi-Fi or Internet service while traveling on Community business.

5. General Matters.

(a) Assignment of Contract Number. The Community Department with which the contract is made, in coordination with the Community’s Procurement Department Contracts Management, will manage and oversee the Contract. Contracts Management will assign a Contract Number (e.g.

Cxxxx) to the contract. All original billing invoices must include the correct assigned contract number and sent to: Gila River Indian Community, Finance Department, Attn: Accounts Payable, P.O. Box 2160, Sacaton, Arizona 85147.

(b) Subcontractors. The Consultant/Contractor may not assign to or engage any subcontractor unless authorized by the Contract and prior written approval is obtained from the Community. Unless otherwise agreed by the Community, approved subcontracts shall be subject to these billing guidelines.

(c) Adjustment of Fees. Any request for an adjustment of fees, including fee increases, required an executed amendment to the Contract.

(d) Audits. The Community may, at its discretion, require or perform an audit of expenditures incurred under the Contract. Upon such an occasion and upon reasonable notice to the Consultant/Contractor, the Community shall be afforded access to and shall be permitted to audit and copy, the Consultant/Contractor’s records, books, correspondence, sub-contracts, invoices, billing statements and other data relating to the Contract.

(e) Fiscal Year Close Out. In order to meet the Community’s requirements for prompt close out of its fiscal year, all invoices for fees and expenses through September 30, 2026 under the Contract must be received by the Community on or before October 14, 2026. Any invoice submitted after October 14, 2026 will not be paid.