Osage Nation Executive Office Renovation.pdf

Project #: 27-C05

Request for Bid

Project Title:

Osage Nation Executive Office Renovations

Issued by

Osage Nation

October 22, 2026

Deadline for submissions:

Thursday, November 12, 2026

1:00 P.M. CDT

TABLE OF CONTENTS

SECTIONS

Section 1 Invitation and General Information

Section 2 Instructions to Bidders

Section 3 Scope of Work

Section 4 Bid Requirements

Section 5 Contract Information and General Requirements

ATTACHMENTS

NON-COLLUSION AFFIDAVIT

BUSINESS RELATIONSHIPS AFFIDAVIT

SORNA DISCLOSURE

PROOF OF OSAGE OWNERSHIP AFFIDAVIT

SECTION 1

INVITATION AND GENERAL INFORMATION

1.1 Invitation

The Osage Nation will receive bids for construction services for office renovations in

Pawhuska, OK.

1.2 Pre-bid Meeting

A pre-bid meeting will be held on Tuesday, November 3, 2026 at 1:00 P.M. CDT at the

Osage Nation Tribal Development Conference Room, 1420 West Ave., Pawhuska, OK

74056, south door entrance. Site visit to follow immediately after the pre-bid meeting.

1.3 Legal

A. All applicable laws, ordinances and the rules and regulations of all authorities having jurisdiction over the project, including without limitation applicable environmental, public health, and safety standards, shall apply.

B. Under Osage Nation law, the selected respondent is required to consent to the laws of the Osage Nation and the venue of the Osage Nation Trial Court for any disputes arising under the contract. The application of Osage Nation law and venue are nonnegotiable except under limited circumstances. If bidder intends to negotiate the application of the Nation’s law and venue, bidder is required to state such intent and notify the Nation of the reasons thereof within the response. Whether a respondent intends to negotiate such requirements will be strictly considered in the

Nation’s review of the responses. Respondent is hereby notified that any waiver of the Nation’s sovereign immunity is subject to review by the Principal Chief and must be approved by the Osage Nation Congress, which will cause due delay in the contract process.

C. Davis-Bacon Wages apply and Contractors are also responsible for reporting on Monthly Employment Utilization Report (CC-257). The CC-257 report requires businesses with a federal construction contract, subcontract, and/or federally assisted construction contract or subcontract in excess of $10,000 to provide information on employee work hours and employee counts by race/ethnicity, gender, and trade.

1.3 Special Requirements

Osage Preference will be applied in awarding the contract.

Osage Preference for Construction Projects:

$2,000,000 ≥ 05%

$2,000,000 – $10,000,000 = 04%

$10,000,000 – $50,000,000 = 02%

$50,000,000 – $100,000,000 = 01%

$100,000,000 ≤ 0.25%

END OF SECTION

SECTION 2

INSTRUCTIONS TO BIDDERS

2.1 Bid

Bids should be submitted in the format outlined in this RFB and should be a complete response to this RFB. Osage Nation reserves the right to waive any formalities or to reject any and all bids. No bid may be withdrawn for a period of 30 days after submission. All bids and related material become the property of the Osage Nation.

2.2 Bid Inquiry Contact:

A. All questions regarding this project shall be submitted in writing to:

Ashley Lockett ashley.lockett@osagenation-nsn.gov or

111 John Dahl Ave.

Pawhuska, OK 74056

B. Information obtained from an officer, agent or employee of the program, or any other person shall not affect the risk or obligations assumed by the Contractor or relieve them from fulfilling any of the conditions of the contract. The failure or omission of any bidder to do any of the foregoing shall in no way relieve any bidder from any obligation in respect to the submitted bid.

C. The last day to receive questions is Thursday, November 5, 2026 by 4:30 P.M.

CDT.

2.3 Addendum:

Bidders must satisfy themselves with the scope of work accurateness, including addenda.

Any addenda will be sent to each bidder and shall become part of the contract. The final addenda will be send out on Friday, November 6, 2025 by 4:30 P.M. CDT. All bids shall be bound by such addenda whether or not received by the bidder.

2.4 Bid Acceptance Period

A. No bids will be accepted 96 hours before the deadline, excluding weekends and holidays.

B. No late bids will be accepted. All bids received by the closing deadline will be carefully evaluated for conformance with the requirements of this RFB. Failure to comply with this or any other provision of the RFB shall be sufficient reason for rejection of the bid. After bid submittal, bidders shall not assert that there was a misunderstanding concerning the intent of the Scope of Work. A conditional or qualified bid will not be accepted.

2.5 Bid Submittal

Bids must contain one (1) hard copy, or one (1) electronic copy, and submitted no later than 1:00 P.M. CDT on November 12, 2026 to:

Osage Nation Purchasing Office

Attention: Ashley Lockett

Osage Nation Executive Office Renovations

111 John Dahl Ave.

Pawhuska, OK 74056

“Bidders name and address”

Electronic copy can be emailed to ashley.lockett@osagenation-nsn.gov or uploaded to

Osage Nation Procurement platform PlanetBids by 1:00 P.M. on November 12, 2026.

2.6 Bid Opening

Bids will be publicly read Thursday, November 12, 2026 at 1:15 P.M. CDT in the Osage

Nation Law Building Conference room 121 at Pawhuska, OK 74056.

mailto:ashley.lockett@osagenation-nsn.gov

SECTION 3

SCOPE OF WORK

3.1 Description

A. All work will be performed at the Osage Nation Welcome Center located at 239

West 12th Street Pawhuska, OK 74056.

B. This project consists of a complete renovation of a 440sf (20’x22’ w/10’ ceiling, roughly) office space on the 2nd floor, flooring replacement in the break room

(440sf 20’x22’roughly), and interior door installation.

3.2 Requirement

A. All design will be coordinated with and approved by Osage Nation before proceeding.

B. All materials shall be submitted to Osage Nation for approval prior to ordering.

C. The contractor shall provide construction oversight for the scope package as awarded including all labor and materials at no additional cost to Osage Nation.

D. The contractor is responsible for accurate measurements of existing conditions.

E. The contractor will maintain a clean and safe work area for the entire duration of the project.

F. The contractor is required to perform inspections, testing, punch list, provide equipment training, product information, maintenance instructions, and final documentation.

G. The Osage Nation Welcome Center will remain operational during construction.

The contractor shall coordinate work hours, access, noise/dust control, temporary barriers, security, utility interruptions, deliveries, and protection of adjacent areas with Osage Nation.

3.2 Work

A. Demolition

1. Office space – Removal and disposal of existing:

Cabinet and countertop (6’x2’, roughly).

Flooring

All trims

Ceiling tiles

Beam wrap

Interior door

Window blinds

2. Break room – Removal and disposal of existing:

Flooring

B. Flooring

1. Prepare subfloor

2. Place luxury vinyl tile (LVT)

3. Design and color will be determined by owner

C. Feature Wall (22’x10’, roughly)(Oak wood) see attached example pictures in

Attachment A-ONEOR

1. Installation of wood paneling

2. Fabricate and install custom built cabinetry and bookcases

3. Hardware color and finish to be selected by owner

4. Wood stain and finish to be selected by owner

D. Painting

1. Prepare, prime and paint remaining three walls

E. Finish Carpentry

1. Install new substantial stepped profile crown molding throughout (7” – 9” face, roughly)

2. Install new substantial stepped profile baseboard throughout (5” – 6” H, roughly)

3. Wrap corner beam in matching wood (16” x 16”, roughly)

F. Ceiling

1. Install decorative raised-panel (coffered) ceiling tile

2. Install ceiling to be recessed ceiling (6” center recess)

3. Cut in new lights

4. Design and color to be determined by owner

5. Repair sheetrock around air vents (mud, tape and paint)

G. Lighting

1. LED cove lighting at ceiling recess perimeter

2. LED Lighting for bookcases

3. Recessed LED downlights in ceiling placed for appropriate amount of light

4. A statement pendant or chandelier lighting over executive desk area, see

Attachment A-ONEOR.

H. Doors

1. Repair existing exterior door (seal and possible threshold)

2. Replace interior door and frame with a solid wood door with multi-panel frosted glass complete with hardware (3.5’x8’)

3. Relocate existing office interior door to hallway to be framed in, installed with framing, sheet rock, mud and paint to match. Hallway is 6’w x 10’h, roughly.

I. Windows

1. Apply professional grade window tint (6 windows totaling app. 220sf)

2. Remove existing blinds and replace with fitted motorized roller blinds

J. Power/Data outlets

1. Access and provide required power and date outlets, connectivity, cable management and low voltage A/V improvements, including equipment and commissioning for executive desk and a wall monitor.

K. FF&E

1. Develop a coordinated FF&E plan and selections, including executive desk, seating, guest furniture as appropriate, accessories, and other approved furnishings.

2. Provide procurement, order tracking, freight, receiving, secure storage, delivery, assembly, installation, placement, and removal of packing for all approved FF&E.

L. Concept Development

1. Concept design with furniture layout, precedent imagery/renderings as appropriate, finish/material selections, and schedule.

SECTION 4

BID REQUIREMENTS

4.1 Submission Format

A prospective bidder’s response must include:

One (1) hard copy of completed set of bidding documents OR

One (1) electronic copy of completed set of bidding documents emailed to ashley.lockett@osagenation-nsn.gov or uploaded to Osage Nation Procurement platform PlanetBids.

Completed Bid Form provided

Completed and notarized Non-Collusion Affidavit

Completed and notarized Business Relationships Affidavit

Completed SORNA Disclosure

Completed and notarized Proof of Osage Ownership Affidavit & Supporting

Documentation

* It is NOT a requirement to be Osage Owned to submit a bid.

* This checklist is provided to help ensure a complete, responsive, and responsible bid submission.

* All items on this checklist are to be completed. If any item is not applicable, it must still be acknowledged and addressed with N/A.

Osage Nation reserves the right to seek additional/supplemental information on specific issues as needed.

mailto:ashley.lockett@osagenation-nsn.gov

SECTION 5

CONTRACT INFORMATION AND GENERAL REQUIREMENTS

5.1 Contract

A. This project will be awarded to one (1) bidder.

B. The successful bidder will be required to execute the contract within 30 days from the date when the Notice of Award is delivered to the bidder. In case of the failure of the bidder to execute the contract, the contracting officer will consider the bidder in default.

C. No contractor shall begin work, provide services, deliver materials, or otherwise commence performance for the Osage Nation prior to the execution of a fully approved and signed contract by all required parties.

1. Any contractor who begins work or performs services prior to having a fully executed contract in place does so at its own risk. The Osage Nation may, at its discretion, refuse payment for any work or services performed without an executed contract, terminate or rescind the contract or award, and/or revoke the contractor’s award. Additionally, unauthorized commencement of work may result in the contractor being prohibited from bidding on or being awarded any

Osage Nation project or contract for a period of one (1) year.

2. Contractors are responsible for confirming that all required contractual approvals and signatures have been obtained before commencing work. No

Osage Nation employee or representative may authorize a contractor to begin work in violation of this requirement.

5.2 Bond & Insurance

Prior to the execution of the contract, the successful bidder shall, with the approval of the

Procurement Officer, obtain an Osage Nation Business License, submit public liability and workers’ compensation insurance, and one (1) of the following securities: Certified check or Cashier’s Check equal to one hundred percent (100%) of the bid, or a payment bond, or an Irrevocable letter of credit issued by a financial institution insured by the

FDIC or the Federal Savings and Loan Insurance Corporation for the benefit of the Osage

Nation, on behalf of the bidder, in an amount equal to one hundred percent (100%) of the bid. Unsuccessful bidders’ cashier check/certified checks will be returned once a contract has been fully executed.

NON-COLLUSION AFFIDAVIT

STATE OF OKLAHOMA )

)ss

COUNTY OF OSAGE )

______________________________________, of lawful age, being first duly sworn, on oath says, that (s)he is the agent authorized by the bidder to submit the attached bid.

Affiant further states that the Bidder has not been a party to any collusion among bidders in restraint of freedom of competition by agreement to bid at a fixed price or to refrain from proposing; or with any official or employee as to quantity, quality or price in the prospective contract, or any discussion between bidders and any official of the OSAGE

NATION OF OKLAHOMA, Pawhuska, Oklahoma, concerning exchange of money or other thing of value for special consideration in the letting of a contract.

Firm Name

Signature & Title

Subscribed and sworn to before me

This ____________ day of ____________, 2026.

Notary Public

My commission expires: ___________________________

BUSINESS RELATIONSHIPS AFFIDAVIT

______________________________________, of lawful age, being first duly sworn, on oath says, that (s)he is the agent authorized by the bidder to submit the attached bid.

Affiant further states that the nature of any partnership, joint venture or other business relationship presently in effect or which existed within one (1) year prior to the date of this statement with any officer of the Osage Nation or other party to the project is as follows:

Affiant further states that any such business relationship presently in effect or which existed within one (1) year prior to the date of this statement between any officer or director of the proposing company and any officer of the Osage Nation or other party to the project is as follows:

Affiant further states that the names of all persons having any such business relationships and the positions they hold with their respective companies or firms are as follows:

*If the business relationships herein above mentioned does not exist, affiant should so state with N/A.

OSAGE NATION

GENERAL CONTRACTOR DISCLOSURE CERTIFICATION

FOR THE

OSAGE NATION SEX OFFENDER REGISTRATION

AND NOTIFICATION ACT

The General Contractor certifies:

That all employees, subcontractors and their employees who are currently on a National

Sex Offender Registry; the national database maintained by the Federal Bureau of

Investigation (FBI) pursuant to 42 U.S.C. Section 16945 must notify the Osage Nation

Attorney General’s Office within three (3) business days after the execution date of the

“Osage Nation Construction Services Contract”.

This Certification is to further comply with the Section 24 – Applicable Law, Jurisdiction, Court and Judicial Venue, Paragraph B –SORNA in the “Osage Nation

Construction Services Contract”.

The General Contractor hereby certifies that any disclosure or information submitted is accurate, complete and current.

Signature Date

Typed or Printed Name

Title

Company Name

Company Address

PROOF OF OSAGE OWNERSHIP AFFIDAVIT

I, ______________________________________, of lawful age, being first duly sworn, on oath states, that he/she the agent authorized by the bidder to submit the attached bid and affirms that he/she is an Osage Tribal Member. Include copy of Osage Membership

Card.

Affiant further states that any such business relationship presently in effect, partnership, joint venture or other business relationship, is fifty-one percent (51%) Osage member owned. Included Osage Membership Card, financial information for the previous two (2) full calendar years, Articles of Incorporation or W-9.

Affiant further states that the names of all persons having any such business relationships and the positions they hold with their respective companies or firms are as follows:

*If the business relationships herein above mentioned do not exist, affiant should so state with N/A.