1-RFQL-0610-DEQ (Data Management) for Bonfire.pdf

GILA RIVER INDIAN COMMUNITY

REQUEST FOR QUALIFICATIONS

RFQL-0610-DEQ

Data Management Assessment and Development

Statement of Qualifications Due: 2PM, TUESDAY, AUG 26TH 2025

Submit Qualifications at:

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

Table of Contents

SECTION I. ADMINSTRATIVE FORMATION

Criteria Points Statement of Qualifications for the firm and personnel Experience with ArcGIS Portal Experience with mobile app development Experience developing environmental databases Experience developing private and public-facing portals Experience with data management for environmental monitoring, assessments, reporting, and inspections Experience working with Tribal government/entities Ability to dedicate the completion of the Scope of Work by 9/30/25 Hourly rates for proposed personnel & cost for travel Preference Points (Maximum, in accordance with item a. below)

SECTION II SUBMITTAL INSTRUCTIONS

SECTION III SCOPE OF WORK

SECTION IV SPECIAL CONDITIONS

EXHIBIT A - REQUEST FOR AWARD OF PREFERENCE POINTS

EXHIBIT B - SUSPENSION AND DEBARMENT CERTIFICATION

EXHIBIT C - NON-COLLUSIVE AFFIDAVIT

EXHIBIT D - AUTHORIZATION TO RELEASE INFORMATION

EXHIBIT E – Federal Grants

EXHIBIT F - BILLING POLICIES & GUIDELINES

Gila River Indian Community RFQL-0610-DEQ

DATA MANAGEMENT ASSESSMENT AND DEVELOPMENT

SECTION I.

ADMINSTRATIVE FORMATION

A. Purpose:

This Request for Qualifications (RFQL) is meant to provide potential firms with sufficient information to enable them prepare and submit a Statement of Qualifications

(SOQ) for consideration by the Gila River Indian Community’s (the “Community”)

Department of Environmental Quality (DEQ) to award a firm to assist the DEQ with the development of digital field observation and inspection forms for departmental field work; assess digital field software applications for geospatial data; to research public-facing portals; and the development of a geospatial data platform in Portal for ArcGIS

Enterprise (ArcGIS Portal) to link data between existing databases of the department.

B. Introduction:

The Community is seeking proposals from qualified firms or individuals to provide development of Digital inspection forms, assess of software apps for GIS research public facing portals and develop GIS platform in ARCGIS portal to connect existing databases.

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. Timeline:

ISSUE DATE: Wednesday, AUG 6TH, 2025

DEADLINE FOR QUESTIONS: Wednesday, AUG 13TH , 2025-2PM

DEADLINE FOR RESPONSES: Friday, AUG 15TH , 2025 -2PM

SUBMISSION DEADLINE: Tuesday, AUG 26TH, 2025- 2PM

REVIEW AND SELECTION: Wednesday, AUG 29, 2025 (Tent)

APPROX. NOTIFICATION TO VENDORS: SEPT. 2025 (Tent)

E. Inquiries:

Prospective firms may make written inquiries concerning this RFQL to obtain clarification of requirements. No inquires will be accepted after the date and time as specified under Item D. Inquiries should be made through the Bonfire Platform.

Responses will be provided as an addendum and will be posted on the Bonfire platform.

F. Addendum or Supplements to Request for Qualifications:

In the event it becomes necessary to revise any part of this RFQL, an addendum will be posted to the Bonfire: https://gilariver.bonfirehub.com/portal/?tab=openOppurtunities.

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

G. SOQ Submission:

Firms interested in entering into Agreements with the Community should submit an

SOQ, which shall include a cover letter introducing the firm and explaining its ability to conduct the work. Resumes for each key team member shall be attached as an appendix to the SOQ. The cover letter must include the name and telephone number(s) of the primary contact for the proposer, with such contact to be available by telephone between 8:00 AM and 5:00 PM Monday through Friday.

SOQ must be received on the Bonfire platform or before the deadline under SECTION

1.D.

H. Propriety Information:

Any restrictions on the use of the data contained within the qualifications must be clearly stated.

I. Response Materials Ownership:

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

Indian Community and will only be returned to the Firm at the firm’s request.

J. Incurring Costs:

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

K. Statement of Qualification Requirements

Statement of Qualifications (SOQ) shall include the following:

1. History of the Firm’s experience providing services as outlined in the Scope of

Work and capabilities to complete the project by September 30, 2025. (maximum

2 pages)

2. Qualifications and experience, related to the Scope of Work, of key personnel who will be working on this project. (maximum 1 page per person)

3. Provide Hourly Rates for the proposed personnel and any estimated costs for travel.

4. Submission of required Exhibits and documents as shown in Section II.

L. Selection/Acceptance:

1. The Selection Committee representing the Department will judge the merits of the

SOQ’s received in accordance with the general criteria described herein.

2. The objective of the Selection Committee will be to recommend companies whose

SOQ is most responsive and responsible to the Community’s needs.

3. Each Statement of Qualifications (SOQ) will be evaluated according to the following criteria:

Criteria Points

Statement of Qualifications for the firm and personnel 70

Experience with ArcGIS Portal 15

Experience with mobile app development 10

Experience developing environmental databases 10

Experience developing private and public-facing portals 10

Experience with data management for environmental monitoring, assessments, reporting, and inspections

Criteria Points

Experience working with Tribal government/entities 10

Ability to dedicate the completion of the Scope of Work by 9/30/25 15

Hourly rates for proposed personnel & cost for travel 5

Preference Points (Maximum, in accordance with item a. below) 15

Total Possible Points 105

a. Request for Award of Preference Points. (must complete attached

Exhibit A) Community-Owned economic enterprises (15 Points);

Community Member-owned business (10 Points);

Native-owned business (5 points); and

Women, Minority Business Owned (5 Points)

M. Award of Agreement/Right to Reject:

Company recommended by the Selection Committee will be given the opportunity to enter into a “Contractual Agreement” with 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 RFQL or all items proposed if deemed in the best interest of the Community.

SECTION II

SUBMITTAL INSTRUCTIONS

A. Qualifications 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, qualifications 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. Qualifications 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 SOQL will result in disqualification. The Firm(s) who has submitted Qualifications that is most cost effective, responsible, and responsive to the Community’s needs and in the best interest of the Community will be recommended for award of the Master Agreement.

F. Submission Modifications: Firms will have the ability to modify their submission up to the submission deadline listed for this SOQL 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. Statement of Qualifications (refer to Section I item K)

2. Exhibit A, Request for Award of Preference.

3. Exhibit B, Suspension and Debarment Certification

4. Exhibit C, Non-Collusive Affidavit.

5. Exhibit D, Authorization to Release Information.

6. Exhibit E, Federal Grant Requirements.

7. W9.

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

SECTION III

SCOPE OF WORK

When authorized in writing by the Community, the firm shall furnish any additional services required by the project.

Task 1 – Assess & Develop Mobile Forms and Applications

Mobile Forms:

Develop mobile field forms using Survey 123 for its environmental programs in air and water quality, wildlife and ecosystems, and hazardous and solid waste management. Forms will be used to collect environmental data and mobile geospatial data in the field during program inspections, assessments, permitting, monitoring, and emergency response. Once this information is collected in the form, a report will be automatically generated in a designated database dependent on the type of mobile form.

Mobile Applications:

Assess and develop existing and new mobile apps to be used for geospatial data and data management practices and link apps to existing departmental databases [or assess for new databases]. Mobile apps will support GRIC DEQ to streamline public and program identification, reporting, and tracking of environmental issues. An assessment report on public-facing portal capability for the department.

Task 2 – Develop Data Linkages between ArcGIS Portal & DEQ Databases

Develop an ArcGIS Portal dashboard with data linkages to existing DEQ databases and publicly available external databases. The dashboard will serve as a viewing platform for summaries of

GRIC DEQ’s current and future geospatial data produced by each program, publicly available information (e.g., Critical Habitats from U.S. Fish and Wildlife Service), and will enhance departmental reporting and decision-making. Exhibit G (see attached) contains of list of categories and sources proposed for current or future inclusion in the dashboard.

SECTION IV

SPECIAL CONDITIONS

A. Contract Requirements:

The Community will require the selected firm(s) to execute a Agreement with the

Community. No work shall commence until the Community and the selected firm(s) sign the contract document(s) and the contractor provides the necessary evidence of insurance as required. At the sole discretion of the Community, if negotiations are not likely to lead to an executed contract, the Community reserves the right to terminate negotiations with the selected firm.

1. The contract period shall commence upon execution of an Agreement and terminate September 30, 2025 unless amended.

2. The Community reserves the right to terminate the services of a firm which 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.

3. Tribal Law. 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 Community.

4. Only the contract will govern the relationship between the contractor and the

Community; no other supplemental legal agreements will be considered by the

Community or requested by the Firm during the term of agreement.

5. Payments to the Firm will be made as follows: Payment will be paid on a monthly basis within 30 days AFTER the Community and the Department approve and initial the invoice submitted for payment.

All invoices should be mailed to Accounts Payable at PO Box 2160, Sacaton, AZ 85147 with a courtesy copy to DEQ for approval.

6. Insurance

The Firm shall procure, pay for, and maintain in full effect with an insurance company or companies and under policies of insurance that are acceptable to the Community as follows:

1) Workers Compensation and Employer’s Liability Insurance with the minimum limits required by and in full compliance with the state

Workmen’s Compensation and Employer’s Liability Law.

2) Commercial General Liability Insurance with minimum limits of

$1,000,000 per occurrence and $2,000,000 general aggregate (on a most 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 insureds. This policy shall be written or endorsed to include the following provisions:

• The Community shall be named as additional insureds.

• Waiver of subrogation as set forth herein below.

• AM Best Rating of A-8 or better.

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

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

3) Excess Liability- in the amount of $2,000,000 aggregate. Such excess liability policy shall provide coverage as broad as the underlying policy.

4) Automotive insurance shall cover all vehicles used in connection with the work, with minimum of $1,000,000 combined single limits.

5) Firm shall provide Professional Liability coverage with limited contractual liability coverage in favor of Gila River Indian

Community and a deductible no greater than $100,000 per claim. The insurance shall be maintained for not less than the duration of the project and five (5) years following completion of construction. Retroactive date of such policy must be on or before the date Construction Firm (and its consultants/subs) began providing professional services for the Department. Limit of liability shall be not less than $1,000,000 per claim.

6) The Firm shall provide the Community with insurance coverage, with the minimum limits set forth in the aforementioned paragraphs, by naming the Gila River Indian Community as an additional insured.

7) Waiver of Subrogation- To the extent permitted by law and without affecting the coverage provided by insurance required to be maintained hereunder, the 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. The Firm agrees immediately after execution of this 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.

8) The 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.

9) The 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 this Agreement and shall entitle Gila River Indian Community to cancel this

Agreement and/or recover damages at its election.

10) 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.

11) 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.

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

13) The Firm shall also require its lower tier subcontractor(s) to likewise bind and obligate any additional lower tier with which it contracts for any portion of the work under this Agreement. This purpose of this provision is to require any lower tier contractors, regardless of level, to provide the insurance and indemnity required by this

Agreement.

B. Choice of Law:

It is the intention of the parties that performance of the terms of the 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 this Agreement shall be resolved pursuant to the laws of the Gila

River Indian Community and exclusively in its courts.

C. Billing Policy and Guidelines

Payment and Expenses shall be in accordance with the Community’s Billing Policy and

Guidelines, attached as Exhibit F. This document is updated at the beginning of each

Fiscal Year.

D. Ownership of Work Product

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

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

E. 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 the 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.

F. Indemnification

The Firm shall indemnify, defend, protect and hold the Department and the Community, and its employees, directors, agents, representatives and assigns harmless from and against any and all actions, causes of action, demands, liabilities, losses, damages, injuries, costs or expenses of whatever kind in nature, including reasonable attorney’s fees and reasonable expenses incurred in connection with the Agreement, to the extent arising or resulting from, caused by or pertaining to the negligent performance and/or willful misconduct of the Firm, its contractors or subcontractors, suppliers, materialmen, employees, directors, agents, representatives and assigns, except to the extent the damage or liability is caused by negligence or willful misconduct of the Department and/or the

Community and by no other cause. The parties will agree to notify each other immediately upon the making of any claim or institution of litigation giving rise to the

Firm’s obligation of indemnity under the Agreement. Notwithstanding provisions of the

Agreement, no claim or litigation which is based in whole or in part upon allegations arising from activities undertaken pursuant to the Agreement shall be settled by the Firm without the advance written approval of the Community.

EXHIBIT A - REQUEST FOR AWARD

OF PREFERENCE POINTS

Bidder’s Name: ________________________________ Date: _________________________ Please Print

Signature

RFQL Name: Data Management Assessment and Development Bid #: RFQL-0610-DEQ

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:

1. 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

2. 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 B - SUSPENSION AND

DEBARMENT CERTIFICATION

As a matter of its own internal policy, the Community follows Federal Law (A-102 Common Rule and

OMB Circular A-133) which prohibits non-federal entities from contracting with or making sub-awards under covered transactions to parties that are suspended or debarred or which principals are suspended or debarred. Covered transactions include procurement contracts for goods or services equal to or in excess of $25,000 and all non-procurement transactions (e.g., sub-awards to sub-recipients).

Additionally, the Community does not hire, contract with, or otherwise do business, either directly or indirectly, with contractors or individuals, which have been debarred, suspended, or subjected to a Limited

Denial of Participation (LDP) by the U.S. Government.

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

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

VENDOR’S NAME: ______________________________________________________

Signature of Company Official: ______________________________________________

Date Signed: _________________________________________

Printed name of company official signing above: ________________________________

EXHIBIT C - NON-COLLUSIVE

AFFIDAVIT

State of )

County of )

, being first duly sworn, deposes and says:

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

Project No.

Location

Signature

Name and Title

Date

(Signature shall be notarized.)

Subscribed and sworn before me this day of , .

Notary: Seal:

EXHIBIT D - AUTHORIZATION TO

RELEASE INFORMATION

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

Dated this day of 20___

(Name of Responder)

By:

(Signature of Responder’s Representative)

(Title)

EXHIBIT E – Federal Grants

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

Additional Provisions Required under Federal Law:

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

1. Equal Employment Opportunity.

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

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

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

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

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

Indian Community.

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

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

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

2. Compliance with Copeland Act Requirements.

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

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

Agreement.

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

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

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

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

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

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

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

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

4. Retention, Access to Records.

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

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

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

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

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

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

FIRM’S NAME: __________________________________________

Signature of Business Official: _____________________________________

Printed name of Business Official signing above: ____________________________

Date Signed: _______________________________

EXHIBIT F - BILLING POLICIES &

GUIDELINES

FISCAL YEAR 2025 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 2025, beginning October

1, 2024, and ending on September 30, 2025. 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 Contracts Management Department of the Community 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 Department with whom the contract is made, in coordination with the Community’s Contracts Management Department, will manage and oversee the Contract. The Contracts Management Department 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, 2025 under the Contract must be received by the Community on or before October 14, 2025. Any invoice submitted after October 14, 2025 will not be paid.

Major Sub Air PCO Waste Water WEMP

Air IMPACT

Pesticides TRACER

Waste

ArcGIS/

FF/TBD/TRACER

Water

EQuIS/FF/

ArcGIS/TBD

WEMP ArcGIS/FF

Admin (ADAPT)

Active

Inactive

Dust IMPACT

Burn IMPACT

Non-Title V IMPACT future breakout to emission source types

De-Minimis IMPACT

WWTP ArcGIS/FF

401 ArcGIS/FF

Complaint IMPACT TBD TBD

Inspection IMPACT TBD TBD

Enforcement (NOV, ACO, OTC) IMPACT TBD TBD

Generator (not permitted) IMPACT?

Air Monitors ArcGIS?

Asbestos IMPACT for NESHAP notifications (what about sample reports?)

Agricultural Fields TRACER

Agricultural Applications TRACER

Dump site ArcGIS

UST

ArcGIS/

FF/TBD

AST

ArcGIS/

FF/TBD

LUST ArcGIS/FF

Brownfield ArcGIS/FF

Farm Maintenance Yards

ArcGIS/

FF/TBD

Vehicle Incidents

ArcGIS/

FF/TBD

RCRA

ArcGIS/

FF/TBD

Wells ArcGIS? PMIP?

SPCC TBD

SWPPP TBD

Other Facility

External

Source Notes

Internal Source

- Excluding PCO since no coordinates (not fixed facilities)

- See MCAQD Post-Sept 2019 Viewer tab for IMPACT examples

Facility Status

Category

Program

Permits

Compliance &

Enforcement

Major Sub Air PCO Waste Water WEMP

External

Source Notes

Internal SourceCategory

SW Sample Site

ArcGIS/FF

EQuIS

GW Sample Site

ArcGIS/FF

EQuIS

Salt Cedar Removal ArcGIS

Fuel Breaks ArcGIS

Injured Wildlife ArcGIS

Biological Survey ArcGIS

Plant Survey (future?) ArcGIS

COC LUPZ?

LUAR LUPZ?

T&E Wildlife Species iPaC (FWS)

Unknown

Project Reviews (LUPZ)

FHMP Items / Project Mgmt?

Table Notes:

FF = DEQ electronic file folder system (MS 360 system?)

Other Facility

Year (Fiscal or

Calendar?)

ADEQ Viewer https://adeq.maps.arcgis.com/apps/webappviewer/index.html?id=d471f25d99c04580b349bb5daaa75470 https://adeq.maps.arcgis.com/apps/webappviewer/index.html?id=d471f25d99c04580b349bb5daaa75470

MCAQD Viewer (Pre-Sept 2019 records) https://gis.maricopa.gov/aqd/recordsviewer/ https://edms.maricopa.gov/aq/index.html?OBKey__3635_1=F012472 https://edms.maricopa.gov/aq/index.html?OBKey__3635_1=F000951 https://edms.maricopa.gov/aq/index.html?OBKey__3635_1=F041487 https://edms.maricopa.gov/aq/index.html?OBKey__3635_1=F012901 https://gis.maricopa.gov/aqd/recordsviewer/ https://edms.maricopa.gov/aq/index.html?OBKey__3635_1=F012472 https://edms.maricopa.gov/aq/index.html?OBKey__3635_1=F000951 https://edms.maricopa.gov/aq/index.html?OBKey__3635_1=F041487 https://edms.maricopa.gov/aq/index.html?OBKey__3635_1=F012901

MCAQD Records (Sept 2019 and newer) https://aqdata.maricopa.gov/home/about.jsf

GIS viewer map not available - Lat/Long opens in Google maps https://aqdata.maricopa.gov/home/about.jsf