1-RFP-0650-OGC (Federal Lobbying Consultant).pdf

GILA RIVER INDIAN COMMUNITY

REQUEST FOR PROPOSALS

RFP-0650-OGC

Lobbying Services for the

Gila River Indian Community

Proposal Due Date:

August 14, 2026 @ 11:00AM

Submit to:

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

Gila River Indian Community RFP-0650-OGC

Table of Contents

SECTION I. - ADMINISTRATIVE 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. Propriety Information:

K. Response Materials Ownership:

L. Incurring Costs:

M. Acceptance of Proposal Content:

N. Selection/Acceptance Time:

O. Award of RFP/Right to Reject:

P. General Criteria for Short listing and Final Selection:

SECTION II – SUBMITTAL INSTRUCTIONS

SECTION III - SCOPE OF WORK

SECTION IV - SPECIAL CONDITIONS

A. General:

B. Performance Times and Delivery Dates:

D. Travel Authorization:

E. Payment:

F. Designated Personnel and Minimum Amount of Work:

G. Choice of Law

H. Ownership of Work Product

I. Confidentiality

J. Hold Harmless and Indemnity Clause

K. Licenses

L. Non-Exclusive Contract

M. Post Award Meetings:

N. Price Adjustment:

O. Insurance Requirements

P. Compliance with Community Laws and Ordinances

SECTION V - EXHIBITS

EXHIBIT A - COVER SHEET

EXHIBIT B - FEE PROPOSAL FORM

EXHIBIT C - SUSPENSION AND DEBARMENT CERTIFICATION

EXHIBIT D - NON-COLLUSIVE AFFIDAVIT

EXHIBIT E – Request for Award of Preference Points

EXHIBIT F – Conflict of Interest Attestation

EXHIBIT G - AUTHORIZATION TO RELEASE INFORMATION

ATTACHMENT 1 – BILLING POLICIES AND GUIDELINES

SECTION I. - ADMINISTRATIVE INFORMATION

A. Purpose:

This Request for Proposals (“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 the lobbying services described in this RFP.

B. Introduction:

The Community is soliciting consulting services from qualified lobbying firms to provide federal lobbying and advocacy services for the Gila River Indian Community. The

Consultant selected under this RFP will be responsible for working closely with the

Community’s elected leadership to assist the Community pursue its federal legislative priorities.

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 Tribal Leadership and the Office of General Counsel, or designee.

E. Project Timeline:

The Community requires the services to be available from October 1, 2026 through

September 30, 2027. The Community may renew the contract for additional terms at the direction of Tribal Leadership. Only those firms that have the resources to meet this schedule should respond.

F. Proposal Timeline:

Issue Date: July 14, 2026

Deadline for Written Questions: July 21, 2026 @ 2:00 pm

Deadline for Written Responses: July 24, 2026 @ 2:00pm

Proposal Submission Deadline: August 14, 2026 @11:00 am

Community Council Proposal Review: through August 21, 2026 (Tentative)

Approximate selection date: September 1, 2026 (Tentative)

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 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, Contract Specialist 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 proposals must acknowledge receipt of all issued addendums on Exhibit A, Cover Sheet.

J. Propriety Information:

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

K. 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.

L. Incurring Costs:

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

M. 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.

N. Selection/Acceptance Time:

1. The Community Council will judge the merits of proposals received in accordance with the general criteria described herein.

2. The objective of the Community Council will be to select a firm whose proposals is most responsive and responsible to the Community’s needs while staying within the stated criteria.

O. 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.

P. General Criteria for Short listing and Final Selection:

The proposals will be reviewed by the Community Council. Interviews of candidates may be requested to seek more information prior to making a final decision. The following criteria may be considered during the evaluation and selection process: qualifications and experiences of the Consultant; references; and proposed billing rates.

The following list of criteria has been listed in the order of importance. (See Section IV.

for Exhibits.)

1. Quality of Firm Management and Team (30 points)

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. Firm’s Experience with similar services and in Tribal Governance (30 points)

For no less than three (3) and no more than five (5) clients, which you believe to be similar to the services required by the Community, please provide the following information in tabular form.

a. Client name, contact person and current telephone number.

b. Brief description of the services provided.

c. Present status of the services.

d. Identify the Firm’s key professionals involved. Specify the role of each professional.

e. For each of the Clients listed above, include the following information:

1. Date engaged;

2. Date completed;

3. Results of efforts, challenges and solutions your Firm offered client.

4. Name and telephone number of client contact.

f. 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.

g. For the last five (5) years, list all agreements entered into by the 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.

3. Cost Competitiveness (20 points)

a. Provide a Schedule of Fees for professional services.

b. Please submit an exhibit detailing the following:

1. Listing of positions and hourly wages.

c. The Community reserves the right to negotiate the fee and expenses based upon the final scope of work.

4. Community/Native American owned Firms (10 points maximum)

Indian Preference Provision: Preference will be given to Community/Indian

Owned Firms.

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 “Indian

Enterprise Qualification Statement” included with this document. (Exhibit E)

TOTAL POSSIBLE POINTS: 100

Failure of a firm to provide in its proposal information requested in this RFP may result in disqualification of the proposal. The Community Council will select the firm that has submitted a proposal that is most responsive to the Community’s needs.

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, Fee Proposal Form

4. Exhibit C, Suspension and Debarment Certification

5. Exhibit D, Non-Collusive Affidavit

6. Exhibit E, Request for Award of Preference Points (optional)

7. Exhibit F, Conflict of Interest Attestation

8. Exhibit G, Authorization to Release Information

9. Licenses and Certifications

10. W9

11. 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 (refer to G.1 above) should include the following items, in order:

1. Name of Consultant and the contact information.

2. Description of the Consultant including size and location.

3. Description of the Consultant’s experience in matters relevant to this solicitation, including but not limited to: tribes and tribal entities, lobbying, legislation, and federal agencies (Refer to Section I, Item P).

4. Identify the proposed billing rates and structure, including any additional charges and anticipated increases or decreases to the billing rates.

5. Resumes of the proposed lead consultant and any additional personnel that may be assigned to provide services.

6. List of other tribes, tribal entities, or gaming entities that the Consultant has represented.

7. List of current or former clients that may be contacted to provide a reference.

8. Cover letter of the proposal contents.

SECTION III - SCOPE OF WORK

Lobbying Consultant

The Gila River Indian Community (“Community”) invites qualified consultant firms

(“Consultant”) to submit proposals to provide federal lobbying and advocacy services to the

Community.

DISTINGUISHING FEATURES OF THE ROLE

The Consultant selected under this RFP will be responsible for working closely with the

Community’s elected leadership to assist the Community pursue its federal legislative priorities.

ESSENTIAL FUNCTIONS

• Work closely with the Community’s elected leadership to understand and identify federal priorities.

• Represent the interests of the Community to secure legislation and federal funding opportunities.

• Maintain productive working relationships with federal agencies and legislative personnel.

• Monitor and provide updates regarding legislation, administrative actions, federal grants, press releases and other relevant information that affect the Community.

• Identify funding opportunities and develop strategies to pursue such funding.

• Keep the Community updated and informed on proposed federal actions and initiatives.

• Assist with the development and submission of testimony before legislative committees.

• Work and cooperate with the Community’s Office of General Counsel.

• Facilitate interactions and meetings between Community leadership and federal officials.

• Offer assistance and strategy to pursue legislative and administrative actions.

• Advocate on the Community’s behalf in support of identified priorities.

REQUIRED KNOWLEDGE, SKILLS, ABILITIES, AND LICENSURE

• Working knowledge of federal legislative process and administrative rulemaking process.

• Established productive relationships with federal officials, including legislative and administrative personnel in areas relevant to Indian Country and the Community.

• Experience in drafting testimony and legislative summaries.

• Experience with and knowledge of tribal governments.

• Ability to work independently and in team settings with outside counsel, the Gila River

Indian Community’s Office of General Counsel and Community officials and employees.

• Ability to articulate and present ideas and analysis orally and in writing.

SECTION IV - SPECIAL CONDITIONS

A. General:

The Community will be directly involved in the lobbying services. The Community

Council, Office of General Counsel and Tribal Leaders will have substantial involvement in reviews, decision-making, and directing work throughout the entire project.

The firm will confer and work closely with the Community in order to fully understand the requirements, to ensure an exchange and understanding of ideas, and to expedite the work.

B. Performance Times and Delivery Dates:

1. The awarded Firm will have a contract from October 1, 2026 through September

30, 2027 which may be renewed for additional 1-year periods at the direction of

Tribal Leadership.

2. The awarded Firm will be required to provide monthly reports, as well as an annual report prior to the end of the contract term.

C. Termination:

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, Firms(s) will be deemed, and agrees to be so treated, to have actual notice of every term of every contract document.

D. Travel Authorization:

The Selected Firm may be required to travel on behalf of the Community. All travel shall be billed in accordance with the Community’s Billing Policy and Procedures, attached to this RFP as Attachment 1.

E. Payment:

The firm may submit pay requests for work on a monthly basis and billed in accordance with Attachment 1.

F. Designated Personnel and Minimum Amount of Work:

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

Leadership and/or, the Office of General Counsel.

G. Choice of Law

It is the intention of the parties that performance of the terms of an awarded Agreement 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 the 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.

H. Ownership of Work Product

The Firm agrees that any documents or other work product generated on behalf of the

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

I. Confidentiality

The Firm agrees that neither they nor their agents or representatives shall communicate, whether in writing or verbally, any information concerning work performed in connection with any Agreement except in strict compliance with the terms and conditions of an express authorization by the Community Governor, the Lieutenant Governor, or the General

Counsel of the Community.

J. Hold Harmless and Indemnity Clause

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

K. Licenses

Firm shall maintain in current status all federal, state and local licenses and permits required for the operation of a business conducted by the Firm. Firms will be required to obtain a Gila River Indian Community Business License. The cost of all required inspections, permit and licenses shall be the responsibility of the Firm.

L. Non-Exclusive Contract

The contract will be awarded with the understanding and agreement that it is for the sole convenience of the Community. The Community reserves the right to obtain like services from another source when necessary.

M. Post Award Meetings:

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

N. Price Adjustment:

After negotiations have completed, the Firm must hold the price for the duration of the contract. At Contract renewal, if the Firm has requested a price adjustment, Community, at its sole option shall determine whether the requested price adjustment or alternate options is in the best interest of the Community. Any price adjustments must be formalized in the contract or contract amendment.

O. Insurance Requirements

The Firm shall maintain adequate insurance coverage throughout the term of the

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

Insurance, Professional Liability, Automobile Liability, Excess Liability, Workers

Compensation and Employers Liability Insurance, and Property Insurance.

Firm agrees that before beginning any work under the 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- Commercial general liability insurance with minimum limits of $1,000,000 per occurrence and $2,000,000 general aggregate (on a current ISO CGL form or its equivalent, including without limitation, broad form contractual liability, bodily injury, property damage, fire legal liability, and products and completed operations coverage) under which the Community shall be named as additional insured. This policy shall be written or endorsed to include the following provisions:

• The Community shall be named as an additional insured

• 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 Firm.

▪ Automobile Liability Insurance- Automobile liability insurance shall cover all vehicles used in connection with the project, with $1,000,000 combined single limits.

▪ Professional Liability – 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. Limit of liability shall be not less than $1,000,000 per claim.

▪ Workers Compensation Insurance as required by Arizona law, including

Employer’s Liability, with limits of:

• For bodily injury by accident, $500,000 per accident.

• For bodily injury by disease, $500,000 per employee and $1,000,000 policy limit.

▪ Waiver of Subrogation- To the extent permitted by law and without affecting the coverage provided by insurance required to be maintained hereunder, Firm waives any right to recover against the Community on account of any and all claims Firm may have against the Community with respect to any loss or damage insured against under the insurance actually carried to the extent of the proceeds realized had the insurance required hereunder been carried by the

Firm. Firm agrees immediately after execution of an Agreement to give each insurance company, which has issued to it policies of insurance, written notice of the terms of the mutual waivers contained in this paragraph, and if necessary, to have the insurance policies properly endorsed. Firm’s Professional Liability policy shall be an exception to the Waiver of Subrogation requirement.

Firm 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. At least thirty (30) days prior to the expiration of the coverage required in an Agreement, Firm shall provide certificates evidencing that all coverage required herein has been renewed.

Firm 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 the Agreement and shall entitle Gila River Indian Community to cancel the Agreement.

It is understood and agreed that the insurance coverage and limits, required above, shall not limit the extent of the Firm’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 Firm until a properly executed Certificate of

Insurance providing insurance as required herein, accompanied by a signed Agreement is received by Gila River Indian Community.

Firm agrees that any contract it enters into with a lower tier contractor for the performance of any aspect of Firm’s work under the 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 Firm.

Firm 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 the

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

P. 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 Consultant 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.

SECTION V - EXHIBITS

EXHIBIT A - COVER SHEET

RFP-0650-OGC

Name of Firm:

Firm’s Address:

City: _____________ State: _______ Zip: _________Telephone 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 ____________.

Signature of Company Official:

Date Signed:

Printed name of company official signing above:

EXHIBIT B - 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-0650-OGC Lobbying Services for Gila River Indian Community

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 Firm in accordance with the Proposal as accepted within fifteen (15) calendar days after the Contract between GRIC and

Firm is presented for signature.

Fees for Services:

The total annual/monthly fee based on items below:

Enter fee

Please provide a detailed fee schedule listing all hourly billing rates for Consultants that would be assigned to this project and attach clarifications where required and anticipated or proposed escalation if awarded a contract for any renewal period. For additional information, see Section I – Contents of Submittal: Cost Competitiveness.

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

EXHIBIT C - 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.

FIRM’S NAME: ______________________________________________________

Signature of Company Official: ______________________________________________

Date Signed: _________________________________________

Printed name of company official signing above: ________________________________

EXHIBIT D - 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

Name and Title

Date

(Signature shall be notarized.)

Subscribed and sworn before me this day of , .

Notary: Seal:

END OF FORM

EXHIBIT E – Request for Award of Preference Points

Bidder’s Name: Date:

Please Print

RFP Name: Bid #:

This Request for Qualifications is not restricted to Native American firms; however, Native American preference will be given to qualified Native American Firms. The prospective Firm agreement is subject to cancellation for failure to comply with Native American preference requirements.

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

5. Firm 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-owned enterprises, provided that such

Native American 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 a Native American tribe, provided that such Native

American 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. Women, Minority Business Owned

6. Attach list of names for preference, their certification by a tribe or other evidence of enrollment in a federally recognized Native American tribe, as well as evidence of ownership and percentage of Indian ownership in corporation or enterprise of those claiming preference. Based on evidence provided, Firm 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 NATIVE AMERICAN PREFERENCE, including exhibits, is true and correct.

EXHIBIT F – Conflict of Interest Attestation

The Proposer represents that it presently has no interest and shall acquire no interest, either direct or indirect, which would conflict in any manner with the performance or services required hereunder. The Proposer further represents that no person having any interest shall be employed for said performance.

The Proposer shall promptly notify the Community’s representative, in writing, by certified mail, of all potential conflicts of interest for any prospective business association, interest, or other circumstance, which may influence or appear to influence the firm’s judgment or quality of services being provided hereunder. Such written notification shall identify the prospective business association, interest or circumstance, the nature of work that the Proposer may undertake and request an opinion of the Community as to whether the association, interest or circumstance would, in the opinion of the Community, constitute a conflict of interest if entered into by the Proposer.

The Community agrees to notify the Proposer of its opinion by certified mail within thirty days of receipt of notification by the Proposer.

Name and Title

Date

(Signature shall be notarized.)

Subscribed and sworn before me this day of , .

Notary: Seal:

EXHIBIT G - 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 Proposal.

Dated this day of 20___

(Name of Responder)

By:

(Signature of Responder’s Representative)

(Title)

ATTACHMENT 1 – BILLING POLICIES AND GUIDELINES

FISCAL YEAR 2027 BILLING POLICIES AND GUIDELINES FOR

ATTORNEYS/LAW FIRMS 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 its Attorneys/Law Firms for Fiscal Year 2027, beginning October 1, 2026, and ending on

September 30, 2027. All services rendered by the Attorneys/Law Firms will be billed in accordance with these Billing Policies and Guidelines.

Representation. It is understood and acknowledged 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.

Billing.

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

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 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 Attorney/Law Firm 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 actual 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 Attorney/Law Firm may re-submit the invoice with further justification, documentation or explanation concerning the disallowed expense or cost.

(c) Receipts. The Attorney/Law Firm 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 the billing for professional services is 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 discounted or reduced rates, the fee schedule shall identify the regular, market rates and the discounted rates provided to the

Community. Any changes 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 legal services is based on hourly rates, the Attorney/Law

Firm 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, subject to the following:

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

(2) Clerical or administrative work. Attorneys/Law Firms may not bill for clerical or administrative work. This includes filing, scheduling, obtaining copies of court orders, transmitting copies of court orders, delivering papers and similar tasks.

(3) Training activities. Attorneys/Law Firms may not bill the Community for training associates or new attorneys on areas of expertise the firm is expected to have. This includes activities such as reviewing prior pleadings, basic legal research, or reviewing court rules.

(4) Duplicate billing. Attorneys/Law Firms may not bill the Community for duplicative work (e.g., more than one attorney billing for reviewing the same pleading or performing the same work) without prior written approval.

(5) Appearances at meetings, court hearings, etc. Unless prior written approval is given, the Community will not pay for more than one representative of

Attorney/Law Firm at meetings, court appearances, hearings, depositions, etc.

(6) Intra-office conferences. If intra-office conferences are required for effective representation (other than a brief conference to allocate work responsibilities), the description in the billing statement must list all persons present and the subject matter. Time for extended intra-office conferences is expected to be limited to a single charge for time spent by the participant with the highest authorized billing rate, unless such intra-office conferences promote efficiency in the performance of attorney's work on a matter, or a reduction in the cost of compensation paid or reimbursement made for related, actual, reasonable and necessary to carry out such tasks in an efficient and effective manner.

(7) Pre-approval of work. The Community should not be billed for work that is not pre-approved. For example, if a court decision impacts the Community, the

Attorney/Law Firm may inform the Community, but not bill time unless approved.

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

(9) Travel time. Travel time outside the metropolitan area in which Attorney/Law

Firm is located should be charged at not more than 50% of the hourly rate, unless otherwise approved by the General Counsel. If legal services or work is performed during travel time, travel time billing should be reduced accordingly. Travel should be pre-approved.

(10) Preparation of bills. Attorney/Law Firm should not bill for time devoted to preparation of bills, cover letters or adjustments to bills.

(11) Litigation matters. All litigation or formal arbitration matters shall be set up for separate billing. All litigation matters require a separate litigation plan which details all anticipated litigation activities and the time and cost estimated to be spent on activities through the conclusion of the contract term. A litigation plan and budget shall be submitted to the General Counsel for approval prior to the initiation of any discovery or substantive work (e.g., motion to dismiss) in a case, generally following a scheduling conference or entry of a case management or scheduling order. Compliance with this requirement is a condition for payment of any invoices.

(12) Work-product. The Community will not pay fees for work-product that has not been reviewed by an Office of General Counsel (“OGC”) attorney prior to the submission of an invoice.

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 Attorney/Law Firm 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 Attorney/Law Firm provides prior written justification explaining the need to travel first class and receives prior approval by the General Counsel. Upgrades, check-in services or TSA PreCheck or Clear fees are not reimbursable.

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

(d) Ground Transportation. Attorney/Law Firm 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

Attorney/Law Firm 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

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

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 is 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.

(f) Laundry/Dry Cleaning. The Community does not reimburse for laundry/dry cleaning while on Community business.

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 Attorney/Law Firm may not assign to or engage any subcontractor unless such is authorized by the Contract and prior written approval is obtained from the General

Counsel. 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 Attorney/Law Firm, the Community shall be afforded access to and shall be permitted to audit and copy, the Attorney/Law Firm’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, 2027 under the

Contract must be received by the Community on or before October 15, 2027. Any invoice submitted after October 15, 2027 will not be paid.