GILA RIVER INDIAN COMMUNITY

REQUEST FOR QUALIFICATIONS

RFQL-0645-DPW

On-Call Engineering Consultant to Provide Design Services for Water and Wastewater Infrastructure

Statement of Qualifications Due:

Tuesday, July 7, 2026 at 11:00AM

Submit Qualifications at:

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

Table of Contents

SECTION I. ADMINSTRATIVE FORMATION

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 - BILLING POLICIES & GUIDELINES

Gila River Indian Community RFQL-0645-DPW

On-Call Engineering Consultant to Provide Design Services for Water & Wastewater Infrastructure

SECTION I.

ADMINSTRATIVE FORMATION

A. Purpose:

This Request for Qualifications (“RFQL”) is meant to provide potential firms with sufficient information to enable them to prepare and submit a Statement of Qualifications (“SOQ”) for consideration b by the Gila River Indian Community’s (the “Community”) Department of Public Works (DPW) to provide engineering design services on an on-call basis.

B. Introduction:

The Department is seeking proposals from qualified firms or individuals to provide engineering design services for various projects throughout the Community on an as needed basis.

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. Projects associated to this RFQL will be scattered across the reservation.

D. Timeline:

Issue Date: Monday, June 15, 2026

Deadline for Written Questions: Tuesday, June 23, 2026 @ 4:00pm

Deadline for Written Responses: Thursday, June 24, 2026 @ 5:00pm

SOQ Submission Deadline: Tuesday, July 7, 2026 @ 11:00am

Selection Committee SOQ Review: Friday, July 10, 2026

Approximate selection date: Friday, July 17, 2026

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 Platform at the following web address:

Contact Ms. Adriana Espinoza 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. Additional instructions are provided in Section II.

SOQ must be received on the Bonfire platform on 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. Qualification Requirements

Statement of Qualifications (SOQ) shall include the following:

1. 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. Brief overview of the company and history of the organization.

3. Provide at least 3 references of similar projects as those described in Section II, completed within the last 10 years.

4. Include resumes of staff who are qualified to provide engineering design services.

5. Wage scale for any professional services (include the Engineer PE, Civil Engineer, Project Manager, CAD drafters, Inspector, GIS Technician, Engineer Tech, etc.)

6. SOQ shall be no more than ten (10) pages, not including covers, cover letter and resumes).

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 will be evaluated according to the following criteria:

a. Understanding and Quality of Approach to Work (30 points)

b. Experience and Organization of the Firm (20 points)

c. Specific project completion of projects similar in nature and conditions to those proposed (15 points)

d. Indian Economic Enterprises. (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)

e. Location of office and proposed organizational structure for quick and efficient response to DPW requests (10 points)

M. Award of Agreement/Right to Reject:

Companies recommended by the Selection Committee will be given the opportunity to enter into a “Contractual Agreement” with the Community in the form of a “Master Services Agreement”. Work will be issued in the form of a Community Task Order or Purchase Order. 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 firms to submit proposals. If this occurs, instructions will be communicated to known Plan Holders.

E. Failure of a Firm to provide information required in this RFQL 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 Services Agreement(s).

F. Submission Modifications: Firms will have the ability to modify their submission up to the submission deadline listed for this RFQL 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. Licenses and Certifications.

7. W9.

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

SECTION III

SCOPE OF WORK

The Gila River Indian Community, Department of Public Works, is seeking qualified engineering consultants to enter into on-call contracts to provide design and design consulting services, as needed, for various Public Works projects. The nature of the projects will mainly be related to expanding, upgrading or retrofitting the Community’s water and wastewater infrastructure. Such projects may include, but not be limited to, water and sewer line extensions, sewage lift station rehabilitations, water production, SCADA upgrades, water and sewer master planning and modeling, surveying and could necessitate subconsultants such as geotechnical or water storage tank inspection, evaluations, etc. Survey services could be requested as standalone task orders.

The scope of work related to a project will generally consist of the following:

A. Preliminary Design

(1) Consult with and assist Community in determining the extent of the Project phase for which Engineer is to provide services.

(2) Perform necessary pre-design studies and investigations (including aerial, ground and legal surveys, field investigations and evaluations) to obtain required data and information to develop Preliminary and Final Design documents.

(3) Prepare Preliminary Design Documents consisting of a Final Design Criteria Report to be used during the Final Design.

(4) Prepare a "Master" set of contract clauses and technical specifications to be used in the Final Design.

(5) Prepare an Engineer’s Cost Estimate of the facilities in the Preliminary Design documents.

B. Final Design

(1) Prepare Final Design Drawings and Technical Specifications based on the Final

Design Criteria Report and Community's comments thereon.

(2) Prepare for approval by Community, all bid forms, invitations to bid, and instructions to bidders, collectively with final design drawings and technical specifications referred to herein as bid documents, and assist in the preparation of other related documents.

(3) Prepare and submit Engineer's Cost Estimate of Construction Costs for each construction project based on the information contained in the Final Design Documents.

(4) Assist the Community in obtaining the approval of governmental agencies, if any, which have jurisdiction over the Project.

(5) Furnish the Community with the Final Design Documents including any necessary revisions thereto for prospective bidders and distribution to entities for records and files.

C. Building and Negotiating Phase

(1) Assist in reviewing bids for each project.

(2) Advise, as required as to the acceptability of subcontractors.

(3) Advise as to the acceptability of substitute materials and equipment when substitution is allowed by the bidding documents.

(4) Assist in evaluating bids, recommending the lowest responsible bidders, and negotiating terms and conditions as necessary.

D. Construction Phase

The Community may request the services of Engineer for construction contract administration and monitoring on a phase or phases of the Project designed by the Engineer or by others. These services may include the following:

(1) Serving as Community's representative as specified in the specifications and perform general construction contract administration and monitoring services.

(2) Coordinate construction activities through the Community Project staff assisting with the construction management program including the Community's Safety Officer.

(3) Make site visits during construction to observe, as an experienced and qualified design professional, the progress and quality of work being executed by construction contractor and to determine in general if such work is proceeding in accordance with the contract documents. Engineer shall also observe the means, methods, techniques, sequences or procedures of construction selected by contractor or the safety precautions and programs incidental to the work of contractor and recommend to the Community any action needed to improve and/or correct any deficiencies. Engineer's efforts will be directed toward ensuring and advising the Community that the ongoing/completed work of contractor will conform to the contract documents and the work is progressing and/or completed according to approved work schedule. The Engineer shall not be responsible for the failure of the contractor to meet his contract obligations. Engineer shall continuously keep Community informed of the progress of the work, shall endeavor to guard Community against defects and deficiencies in such work and may disapprove or reject work, with the consent of the Community, which fail to conform to the contract documents.

(4) Construction surveying and staking to be provided by the Engineer will be limited to establishing base lines for locating the principal components of the work, together with a suitable number of bench marks adjacent to the work as provided in the contract documents. Detailed construction surveys needed for construction may be provided by Engineer upon request from the Community. All permits and licensing, slope stakes, batter boards, other construction staking and other working points, lines, elevations and cut sheets required by the drawings and specifications will be the responsibility of the construction contractor.

(5) Construction testing, if any, to be provided by the Engineer will be limited to providing soil classification, moisture-density, compaction testing, and field sampling and testing of concrete in accordance with the final drawings and technical specifications. If warranted, the Engineer may be authorized to do special testing and/or inspection of the work. All additional testing which is required to complete the actual construction in accordance with the final drawings and specifications shall be the responsibility of the construction contractor.

(6) Review shop drawings and samples, test and inspection results, and other data required for conformance with the design concept of the Project and compliance with the contract documents. Actions to be taken will be approved through the Community's Project staff. Please state in your submittal your agreed upon review time frames for project submittals.

(7) Issue necessary interpretations and clarifications of the contract documents; review and approve any field change requests, prepare change orders as required; act as initial interpreter of the requirements of the contract documents and of the acceptability of the work, and make recommendations on all claims of Community and contractor relating to the acceptability of the work or the interpretation of the requirements of the contract documents pertaining to the execution and progress of the work. The Engineer shall not be liable for the results of any such interpretations or recommendations rendered by him in good faith. Please state in your submittal your agreed upon review time frames for Requests for Information (RFI).

(8) Review applications for payment and the supporting data and schedules, determine and recommend in writing the amounts due the contractor; such recommendations of payment will be made by the Engineer based on his on-site observations and project reviews (estimated quantities, scheduling, etc.) to verify that the work has progressed to the point indicated; that, to the best of Engineer's knowledge, information and belief, and the construction and the quality of work is in accordance with the contract documents (subject to an evaluation of such work as a functioning project upon substantial completion, to the results of any subsequent tests called for in the contract documents, and to any qualifications stated in his recommendation);

and that payment of the amount recommended is due the contractor. By recommending any payment, Engineer will not thereby be deemed to have represented that continuous or exhaustive examinations have been made by Engineer to check the quality or quantity of the work or to review the means, methods, sequences, techniques or procedures of construction or safety precautions or programs incidental to the work, or that Engineer has made an examination to ascertain how or for what purposes any contractor has used the monies paid on account of the contract price, or that title to any of the work, materials or equipment has passed to Community free and clear of any liens, claims, security interests or encumbrances, or that contractor has completed the work exactly in accordance with the contract documents.

(9) Conduct an inspection to determine if the project is substantially complete and a final inspection to determine if the work has been completed in accordance with the contract documents and if each contractor has fulfilled all of his obligations, so that Engineer may recommend, in writing, final payment to each contractor and may give written notice to the Community and the contractor that the work is acceptable (subject to any conditions expressed), but any such recommendation and notice shall be subject to the limitations expressed in Section One, paragraph D(7) herein.

(10) Prepare and submit to the Community a set of final reproducible record prints of drawings incorporating the changes made during the construction process. During construction, the Engineer and the contractor will maintain two separate sets of drawings marked up with project record details. The record drawings will contain pertinent information from shop drawings, submittals, plan mark ups and any changes from the original plan whether recorded as a change order or not. The Engineer will complete the record drawings and forward them along with the contractor’s original mark-ups to the Community. These record drawings shall bear a stamp stating “Record Drawing”, date of project completion and sealed by the Engineer.

(11) Engineer shall not be responsible or liable for the acts or omissions of any construction contractor, or subcontractor, or any of the contractor's or subcontractor's agents or employees or any other persons (except Engineer's own employees and agents) at the site or otherwise performing any of the contractor's work; however, nothing contained in paragraphs 1D(1) through 1D(10), inclusive, shall be construed to release Engineer from liability for failure to properly perform duties undertaken under the approved “Task Order” (see paragraph 2).

E. Additional Engineering Services

When authorized in writing by the Community, the Engineer shall furnish any additional services required by the project. Such additional services shall be subject to compensation to be delineated in a “Task Order” as stated in the Firm’s Master Agreement.

SECTION IV

SPECIAL CONDITIONS

A. Contract Requirements:

The Community will require the selected firm(s) to execute a Master Services Agreement with the Community. No work shall commence until the Community and the selected firm(s) sign both the contract document(s) for the Master Services Agreement and a Task Order for the specific work, 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 three (3) years from execution unless amended or terminated in accordance with the Agreement. The Community, at its sole discretion, shall have the option to renew the agreement for two (2) additional one (1) year periods.

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 Firm 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 LUPZ 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 E. This document is updated at the beginning of each Fiscal Year and shall be provided to the awarded Engineer(s) at that time.

D. Authorization to Proceed

The execution of a Master Services Agreement does not, in and of itself, constitute an authorization for an Engineer to proceed with services. A formal “Task Order” or Purchase Order shall constitute an acknowledgment and ratification of services to be rendered by the Engineer, to the extent they fall within the scope of services described in a Master Services Agreement. One or more separate Task Orders or Purchase Order will be prepared for each of the specific projects, and when signed by the parties, becomes part of the Master Services Agreement and is governed by the provisions of the Master Services Agreement. The Engineer may elect not to perform any services prior to the issuance of the Task Order or Purchase Order by the Community or its agent. Each Task Order or Purchase Order shall set forth:

A. The specific services to be performed, including the compensation for services and the deliverables.

B. The time limits, if any, within which such services are to be performed.

C. The method of computing the compensation to be paid to the Engineer for services.

D. The method of compensation for reimbursable expenses.

E. The overhead factor and fee, if applicable.

F. Special conditions or provisions, if any, which apply to the subject task.

E. 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.

F. 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.

EXHIBIT A - REQUEST FOR AWARD

OF PREFERENCE POINTS

Bidder’s Name: Date:

Please Print

Signature

RFQL 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:

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- BILLING POLICIES &

GUIDELINES

FISCAL YEAR 2026 BILLING POLICIES AND GUIDELINES FOR

CONSULTANTS/CONTRACTORS RETAINED BY THE

GILA RIVER INDIAN COMMUNITY

The following policies and billing guidelines have been developed to establish the Gila River Indian Community’s (the “Community”) expectations from its professional, business relationship with the Consultants/Contractors throughout Fiscal Year 2026, beginning October 1, 2025, and ending on September 30, 2026. All technical and professional services, training, development and support services rendered by the Consultant(s)/Contractor (s) will be billed in accordance with these Billing Policies and Guidelines.

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

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

2. Billings.

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

Gila River Indian Community Finance Department Attn.: Accounts Payable P.O. Box 2160 Sacaton, Arizona 85147

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

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

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

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

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

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

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

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

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

Consultant/Contractor is located should be charged at no more than 50% of the hourly rate, unless otherwise approved by the General Counsel. If work is performed during travel time, travel time billing should be reduced accordingly.

Travel should be pre-approved.

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

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

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

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

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

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

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

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

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

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

4. Other Miscellaneous Charges.

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

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

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

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

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

5. General Matters.

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

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

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

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

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

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