RFP 2026-0400-0285 Communications Support Services.pdf

STATE OF ALASKA

REQUEST FOR

PROPOSALS

OFFERORS ARE NOT REQUIRED TO RETURN THIS FORM.

IMPORTANT NOTICE: IF YOU RECEIVED THIS SOLICITATION FROM THE STATE OF ALASKA’S

“ONLINE PUBLIC NOTICE” WEB SITE, YOU MUST REGISTER WITH THE PROCUREMENT OFFICER

LISTED IN THIS DOCUMENT TO RECEIVE NOTIFICATION OF SUBSEQUENT AMENDMENTS. FAILURE

TO CONTACT THE PROCUREMENT OFFICER MAY RESULT IN THE REJECTION OF YOUR OFFER.

ISSUED BY:

DEPARTMENT OF REVENUE

ALASKA PERMANENT FUND

CORPORATION

PRIMARY CONTACT:

HEATHER PEDERSEN

PROCUREMENT OFFICER

HPEDERSEN@APFC.ORG

(907) 796-1507

COMMUNICATIONS SUPPORT SERVICES

RFP 2026-0400-0285

ISSUED APRIL 14, 2026

THE ALASKA PERMANENT FUND CORPORATION (APFC) IS SOLICITING PROPOSALS FOR A COMMUNICATIONS

OFFEROR

STATE OF ALASKA – REQUEST FOR PROPOSALS RFP 2026-0400-0285

2 Rev. 8/24

TABLE OF CONTENTS

INTRODUCTION & INSTRUCTIONS

SEC. 1.01 PURPOSE OF THE RFP

SEC. 1.02 BUDGET

SEC. 1.03 DEADLINE FOR RECEIPT OF PROPOSALS

SEC. 1.04 PRIOR EXPERIENCE

SEC. 1.05 REQUIRED REVIEW

SEC. 1.06 QUESTIONS PRIOR TO DEADLINE FOR RECEIPT OF PROPOSALS

SEC. 1.07 RETURN INSTRUCTIONS

SEC. 1.08 ASSISTANCE TO OFFERORS WITH A DISABILITY

SEC. 1.09 AMENDMENTS TO PROPOSALS

SEC. 1.10 AMENDMENTS TO THE RFP

SEC. 1.11 RFP SCHEDULE

SEC. 1.12 PRE-PROPOSAL TELECONFERENCE

SEC. 1.13 ALTERNATE PROPOSALS

SEC. 1.14 NEWS RELEASES

SECTION 2. BACKGROUND INFORMATION

SEC. 2.01 BACKGROUND INFORMATION

SECTION 3. SCOPE OF WORK & CONTRACT INFORMATION

SEC. 3.01 SCOPE OF WORK

SEC. 3.02 WORK ORDER ONE – PRODUCTION OF ANNUAL REPORT

SEC. 3.03 OTHER CONSIDERATIONS

SEC. 3.04 CONTRACT TERM AND WORK SCHEDULE

SEC. 3.05 DELIVERABLES

SEC. 3.06 CONTRACT TYPE

SEC. 3.07 PROPOSED PAYMENT PROCEDURES

SEC. 3.08 CONTRACT PAYMENT

SEC. 3.09 CONTRACT PRICE ADJUSTMENTS

SEC. 3.10 LOCATION OF WORK

SEC. 3.11 SUBCONTRACTORS

SEC. 3.12 JOINT VENTURES

SEC. 3.13 RIGHT TO INSPECT PLACE OF BUSINESS

SEC. 3.14 F.O.B. POINT

SEC. 3.15 CONTRACT PERSONNEL

SEC. 3.16 INSPECTION & MODIFICATION - REIMBURSEMENT FOR UNACCEPTABLE DELIVERABLES

SEC. 3.17 CONTRACT CHANGES - UNANTICIPATED AMENDMENTS

SEC. 3.18 NONDISCLOSURE AND CONFIDENTIALITY

SEC. 3.19 INDEMNIFICATION

SEC. 3.20 INSURANCE REQUIREMENTS

SEC. 3.21 TERMINATION FOR DEFAULT

SECTION 4. PROPOSAL FORMAT AND CONTENT

SEC. 4.01 RFP SUBMITTAL FORMS

SEC. 4.02 SPECIAL FORMATTING REQUIREMENTS

SEC. 4.03 OFFEROR INFORMATION AND CERTIFICATIONS (SUBMITTAL FORM A)

SEC. 4.04 EXPERIENCE AND INSTITUTIONAL UNDERSTANDING (SUBMITTAL FORM B)

SEC. 4.05 TEAM STRENGTH AND KEY PERSONNEL (SUBMITTAL FORM C)

SEC. 4.06 STRATEGIC APPROACH AND METHODOLOGY (SUBMITTAL FORM D)

SEC. 4.07 CREATIVE EXECUTION AND ANNUAL WORK ORDER (SUBMITTAL FORM E)

SEC. 4.08 COST PROPOSAL (SUBMITTAL FORM F)

SECTION 5. EVALUATION CRITERIA AND CONTRACTOR SELECTION

SEC. 5.01 SUMMARY OF EVALUATION PROCESS

SEC. 5.02 EVALUATION CRITERIA

SEC. 5.03 SCORING METHOD AND CALCULATION

SEC. 5.04 EXPERIENCE AND INSTITUTIONAL UNDERSTANDING

SEC. 5.05 TEAM STRENGTH AND KEY PERSONNEL

SEC. 5.06 STRATEGIC APPROACH AND METHODOLOGY

SEC. 5.07 CREATIVE EXECUTION AND ANNUAL REPORT WORK ORDER

SEC. 5.08 ORAL PRESENTATION/INTERVIEW

SEC. 5.09 CONTRACT COST (COST PROPOSAL)

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SEC. 5.10 ALASKA OFFEROR PREFERENCE

SEC. 5.11 SHORTLISTING

SEC. 5.12 ORAL PRESENTATION/INTERVIEW

SECTION 6. GENERAL PROCESS AND LEGAL INFORMATION

SEC. 6.01 INFORMAL DEBRIEFING

SEC. 6.02 ALASKA BUSINESS LICENSE AND OTHER REQUIRED LICENSES

SEC. 6.03 SITE INSPECTION

SEC. 6.04 CLARIFICATION OF OFFERS

SEC. 6.05 DISCUSSIONS WITH OFFERORS

SEC. 6.06 EVALUATION OF PROPOSALS

SEC. 6.07 CONTRACT NEGOTIATION

SEC. 6.08 FAILURE TO NEGOTIATE

SEC. 6.09 OFFEROR NOTIFICATION OF SELECTION

SEC. 6.10 PROTEST

SEC. 6.11 APPLICATION OF PREFERENCES

SEC. 6.12 ALASKA BIDDER PREFERENCE

SEC. 6.13 ALASKA VETERAN PREFERENCE

SEC. 6.14 ALASKA MILITARY SKILLS PROGRAM PREFERENCE

SEC. 6.15 STANDARD CONTRACT PROVISIONS

SEC. 6.16 QUALIFIED OFFERORS

SEC. 6.17 PROPOSAL AS PART OF THE CONTRACT

SEC. 6.18 ADDITIONAL TERMS AND CONDITIONS

SEC. 6.19 HUMAN TRAFFICKING

SEC. 6.20 RIGHT OF REJECTION

SEC. 6.21 STATE NOT RESPONSIBLE FOR PREPARATION COSTS

SEC. 6.22 DISCLOSURE OF PROPOSAL CONTENTS

SEC. 6.23 ASSIGNMENT

SEC. 6.24 FORCE MAJEURE (IMPOSSIBILITY TO PERFORM)

SEC. 6.25 DISPUTES

SEC. 6.26 SEVERABILITY

SEC. 6.27 SUPPLEMENTAL TERMS AND CONDITIONS

SEC. 6.28 SOLICITATION ADVERTISING

SEC. 6.29 FEDERALLY IMPOSED TARIFFS

SECTION 7. ATTACHMENTS

SEC. 7.01 ATTACHMENTS

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INTRODUCTION & INSTRUCTIONS

SEC. 1.01 PURPOSE OF THE RFP

The Department of Revenue, Alaska Permanent Fund Corporation (APFC), invites qualified communications firms with demonstrated expertise in public relations and strategic integrated communications to respond to this formal Request for Proposal (RFP) for services including strategic communications planning, public affairs, and stakeholder engagement.

Established in 1980 as an independent public corporation, APFC is responsible for managing and investing the Alaska Permanent Fund (Fund) and other funds designated by law. In fulfilling this mandate, APFC provides timely, accurate, and objective information on the Fund’s management and performance.

The selected firm will support the development and execution of integrated communications strategies that advance APFC’s vision, strengthen public understanding, and uphold trust in the Fund's stewardship.

APFC Communications Vision

To serve as a trusted voice that fosters transparency, engagement, and understanding of APFC’s mission to manage and invest the assets of the Alaska Permanent Fund and other funds designated by law.

SEC. 1.02 BUDGET

APFC estimates a budget of $500,000 dollars for the first 2-year term. Proposals priced at more than

$500,000 for the first 2-year term will be considered non-responsive.

Approval or continuation of a contract resulting from this RFP is contingent upon legislative appropriation.

SEC. 1.03 DEADLINE FOR RECEIPT OF PROPOSALS

Proposals must be received no later than 2:00 PM prevailing Alaska Standard Time on May 5, 2026, as indicated by postmark or email timestamp; late proposals will not be considered.

SEC. 1.04 PRIOR EXPERIENCE

For offers to be considered responsive offerors must meet these minimum prior experience requirements:

• 5 years of experience in communications support services.

• 2 comparable engagements within the past 5 years.

An offeror's failure to meet these minimum prior experience requirements will result in their proposal being considered non-responsive and rejected.

SEC. 1.05 REQUIRED REVIEW

Offerors should carefully review this solicitation for defects and questionable or objectionable material.

Comments concerning defects and questionable or objectionable material should be made in writing and received by the procurement officer at least ten days before the deadline for receipt of proposals. This will allow time for the issuance of any necessary amendments. It will also help prevent the opening of a defective proposal and exposure of offeror's proposals upon which award could not be made.

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SEC. 1.06 QUESTIONS PRIOR TO DEADLINE FOR RECEIPT OF

PROPOSALS

All questions must be in writing and directed to the procurement officer. The interested party must confirm telephone conversations in writing.

Two types of questions generally arise. One may be answered by directing the questioner to a specific section of the RFP. These questions may be answered over the telephone. Other questions may be more complex and may require a written amendment to the RFP. The procurement officer will make that decision.

PROCUREMENT OFFICER: Heather Pedersen – 907-796-1507 – hpedersen@apfc.org

SEC. 1.07 RETURN INSTRUCTIONS

If submitting a hard copy proposal, Offerors may submit one hard copy of their proposal to the procurement officer in a sealed package. The cost proposal included with the package must be sealed separately from the rest of the proposal and must be clearly identified. The sealed proposal package(s) must be addressed as follows:

Department of Revenue

Alaska Permanent Fund Corporation

Attention: Heather Pedersen

Request for Proposal (RFP) Number: 2026-0400-0285

RFP Title: Communications Support Services

If using U.S. mail, please use the following address:

801 W. 10TH, STE. 302

JUNEAU, AK 99801

If using a delivery service, please use the following address:

801 W 10TH ST, STE 302

JUNEAU, AK 99801

If submitting a proposal via email, the technical proposal and cost proposal must be saved as separate PDF documents and emailed to procurement@apfc.org as separate, clearly labeled attachments, such as

“Vendor A – Technical Proposal.pdf” and “Vendor A – Cost Proposal.pdf”. The email must contain the

RFP number in the subject line.

The maximum size of a single email (including all text and attachments) that can be received by the state is 20mb (megabytes). If the email containing the proposal exceeds this size, the proposal must be sent in multiple emails that are each less than 20 megabytes and each email must comply with the requirements described above.

Please note that email transmission is not instantaneous. Similar to sending a hard copy proposal, if you are emailing your proposal, the state recommends sending it with enough time to ensure the email is delivered by the deadline for receipt of proposals.

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It is the offeror’s responsibility to contact the issuing agency at 907-796-1507 to confirm that the proposal has been received. The state is not responsible for unreadable, corrupt, or missing attachments.

SEC. 1.08 ASSISTANCE TO OFFERORS WITH A DISABILITY

Offerors with a disability may receive accommodation regarding the means of communicating this RFP or participating in the procurement process. For more information, contact the procurement officer no later than ten days prior to the deadline for receipt of proposals.

SEC. 1.09 AMENDMENTS TO PROPOSALS

Amendments to or withdrawals of proposals will only be allowed if acceptable requests are received prior to the deadline that is set for receipt of proposals. No amendments or withdrawals will be accepted after the deadline unless they are in response to the state's request in accordance with 2 AAC 12.290.

SEC. 1.10 AMENDMENTS TO THE RFP

If an amendment is issued before the deadline for receipt of proposals, the amendment will be posted on the State of Alaska Online Public Notice (OPN) website. The link to the posting of the amendment will be provided to all who were notified of the RFP and to those who have registered with the procurement officer after receiving the RFP from the OPN.

After receipt of proposals, if there is a need for any substantial clarification or material change in the RFP, an amendment will be issued. The amendment will incorporate the clarification or change, and a new date and time established for new or amended proposals. Evaluations may be adjusted as a result of receiving new or amended proposals.

SEC. 1.11 RFP SCHEDULE

RFP schedule set out herein represents the state’s best estimate of the schedule that will be followed. If a component of this schedule, such as the deadline for receipt of proposals, is delayed, the rest of the schedule may be shifted accordingly. All times are Alaska Standard Time.

ACTIVITY TIME DATE

Issue Date / RFP Released 4/14/2026

Pre-Proposal Conference 10:00 AM 4/20/2026

Deadline for Receipt of Proposals / Proposal Due Date 2:00 PM 5/5/2026

Proposal Evaluations Complete 5/15/2026

Notice of Intent to Award 5/18/2026

Contract Issued 6/1/2026

This RFP does not, by itself, obligate the state. The state's obligation will commence when the contract is approved by the Commissioner of the Department of Revenue, or the Commissioner's designee. Upon written notice to the contractor, the state may set a different starting date for the contract. The state will not be responsible for any work done by the contractor, even work done in good faith, if it occurs prior to the contract start date set by the state.

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SEC. 1.12 PRE-PROPOSAL TELECONFERENCE

A pre-proposal teleconference will be held at 10:00 AM, Alaska Time, on April 20, 2026. The purpose of the teleconference is to discuss the work to be performed with the prospective offerors and allow them to ask questions concerning the RFP. All questions raised during the meeting must be submitted in writing to the Procurement Officer and will be posted along with the answers on the Alaska Online Public Notice website as an Amendment to the RFP, as soon as possible after the meeting.

Offerors with a disability needing accommodation should contact the procurement officer prior to the date set for the pre-proposal conference so that reasonable accommodation can be made. Participants may sign into the meeting using the following link:

https://teams.microsoft.com/meet/28371381773753?p=mWumoME0oHMk

GSupM5

SEC. 1.13 ALTERNATE PROPOSALS

Offerors may only submit one proposal for evaluation. In accordance with 2 AAC 12.830 alternate proposals (proposals that offer something different than what is asked for) will be rejected.

SEC. 1.14 NEWS RELEASES

News releases related to this RFP will not be made without prior approval of the project director.

https://teams.microsoft.com/meet/28371381773753?p=mWumoME0oHMkGSupM5 https://teams.microsoft.com/meet/28371381773753?p=mWumoME0oHMkGSupM5

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SECTION 2. BACKGROUND INFORMATION

SEC. 2.01 BACKGROUND INFORMATION

The success of the Alaska Permanent Fund reflects the intergenerational vision of Alaskans who chose to set aside a portion of resource royalty wealth to benefit all generations.

In 1976, Alaskans amended the State Constitution to establish the Alaska Permanent Fund, dedicating a share of non-renewable resource revenues to a long-term, income-producing investment fund. In 1980, the Legislature created the Alaska Permanent Fund Corporation (APFC) to manage these assets under the fiduciary oversight of the Board of Trustees.

Today, APFC plays a critical role in Alaska’s fiscal future. As traditional oil revenues decline, earnings from the Fund now provide more than half of the State’s general fund revenue. This shift heightens the importance of clear, accurate, and transparent communication to ensure stakeholders understand the

Fund’s performance, value, and evolving role.

As a public corporation managing one of the State’s most significant financial resources, APFC has a responsibility to foster trust through consistent, accessible, and accountable communication. Effective public outreach and stakeholder engagement are essential to maintaining confidence in APFC’s stewardship, supporting informed public dialogue, and upholding its fiduciary obligations.

APFC fulfills the roles of:

- Preserving and growing the Fund to benefit all generations of Alaskans

- Providing a sustainable, predictable revenue stream to support current public services

The Board of Trustees and staff are committed to strong governance, accountability, and public engagement. APFC is widely recognized for its disciplined investment strategy, long-term performance, and high standards of fiduciary stewardship.

With a team of over 60 professionals across investment, risk, finance, operations, technology, and communications, APFC manages the Fund on behalf of all Alaskans.

Mission: To manage and invest the assets of the Permanent Fund and other funds designated by law.

Vision: To deliver outstanding returns for the benefit of all current and future generations of Alaskans.

Values: Integrity – Stewardship – Passion

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SECTION 3. SCOPE OF WORK & CONTRACT INFORMATION

SEC. 3.01 SCOPE OF WORK

The Alaska Permanent Fund stands as an enduring expression of intergenerational stewardship worldwide.

Its success is grounded in disciplined investment management and in the trust and confidence of the people it serves.

As the manager of this globally recognized Fund, the Alaska Permanent Fund Corporation (APFC) has a responsibility to communicate with clarity, transparency, and purpose. Effective communication is central to maintaining public trust, fostering informed understanding, and reinforcing APFC’s role as a disciplined, long-term steward of Alaska’s most important financial asset.

0APFC is seeking a strategic communications partner to help shape and deliver a modern, integrated communications program that reflects the scale, complexity, and significance of the Fund while remaining accessible and meaningful to all Alaskans.

Stakeholders

APFC’s stakeholders span Alaska, the United States, and global markets. They include Alaska residents, policymakers, public and private partners, the broader investment community, and APFC’s Trustees and staff. Each brings a unique perspective, but all share a common interest in the responsible management and long-term success of the Permanent Fund.The selected Offeror will help APFC engage these audiences consistently, credibly, and insightfully.

Strategic Communications Priorities

▪ Build and sustain trust through transparent, accurate, and accessible communications

▪ Strengthen understanding of APFC’s role as the investment manager of the Fund

▪ Leverage the 50th anniversary of the Fund to connect past vision with future purpose

▪ Expand outreach and education, including engagement with Alaska’s next generation

▪ Support the Board of Trustees and staff as informed and effective ambassadors

Partnership Approach

APFC maintains a two-person, focused, in-house communications team and seeks a partner that brings capacity, strategic perspective, and executional excellence. The relationship is expected to be collaborative, proactive, and grounded in shared accountability for outcomes.

The Offeror will execute communications activities and proactively identify opportunities, anticipate risks, and bring forward recommendations to help APFC anticipate opportunities, navigate challenges, and continuously evolve its approach.

Scope of Services

The Offeror will deliver an integrated suite of communications services, including:

Strategic Communications

10 Rev. 8/24

Develop and implement cohesive communications strategies that translate complex investment concepts into clear, compelling narratives. Create high-quality content across formats and channels, supported by an annual editorial framework.

Brand & Creative Development

Strengthen and evolve APFC’s brand identity through thoughtful design and consistent application.

Produce materials that reflect the organization's professionalism, credibility, and global stature.

Publication Development & Reporting

Support the production of APFC’s publications, including the Annual Report, the General Elections

Pamphlet, the Mid-Year Report, and others, which serve as touchpoints for stakeholders across Alaska and global investment partners.

Public Outreach & Education

Design and execute initiatives to deepen public understanding of the Permanent Fund, its purpose, performance, and long-term value, through accessible, engaging communications.

Board Meeting Support

Provide communications support for Board of Trustees meetings, including preparation, support during meetings, and post-meeting follow-up communications to ensure an informed public.

Digital & Social Communications

Enhance APFC’s digital presence through strategic content, user-focused web experiences, and effective use of social platforms. Leverage analytics to inform continuous improvement.

Marketing & Campaigns

Develop targeted campaigns that align with strategic priorities, including paid media where appropriate, to reach and resonate with key audiences.

Research & Insights

Incorporate stakeholder research and data-driven insights to guide strategy, assess sentiment, and measure impact.

Executive Communications & Media Training

Prepare APFC leadership and the Board of Trustees to communicate with confidence and clarity through training, message development, and ongoing advisory support.

Media Relations & Reputation Management

Support proactive media engagement and earned media opportunities, while providing counsel on messaging, positioning, and issue management.

Crisis & Issues Communications

Provide experienced counsel and responsive support in managing emerging issues, including availability for time-sensitive situations beyond standard business hours.

Visual Media & Content Production

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Plan and produce photography, video, and multimedia content that captures APFC’s work and enhances storytelling across platforms.

Multicultural Communications

Ensure communications reflect and respect the diversity of Alaska’s communities through inclusive and culturally aware approaches.

Events & Milestones

Support the planning and execution of key events and initiatives, including the Alaska Permanent Fund’s

50th anniversary (1976-2026), with an emphasis on strategic impact and cohesive storytelling.

Pace and Production Expectations

APFC operates in a dynamic, highly visible environment that requires high-quality output across channels and audiences. The selected Offeror must be capable of managing a high volume of concurrent requests, often with accelerated timelines amid evolving priorities, while maintaining accuracy, clarity, and alignment with APFC’s standards.

Exclusions

APFC does not engage in lobbying activities. Legislative communications remain the responsibility of internal staff and are not included in this scope.

General Expectations

APFC seeks a partner that is aligned with its mission, values, and long-term perspective. The Scope of

Work is intended to provide direction while allowing flexibility for innovation and continuous improvement.

Offerors are encouraged to bring forward ideas, best practices, and creative approaches that elevate

APFC’s communications and strengthen its connection with the people it serves.

Final roles, responsibilities, and deliverables will be defined in collaboration with the selected Offeror upon contract award.

SEC. 3.02 WORK ORDER ONE – PRODUCTION OF ANNUAL REPORT

The development and production of the APFC FY2026 Annual Report, celebrating the 50th Anniversary of the Alaska Permanent Fund, will be among the first work assignments for the selected Offeror. The report must be completed and delivered in advance of the Board of Trustees’ annual meeting by Wednesday, September 16, 2026.

The Annual Report is a statutorily mandated publication, that communicates the Fund’s investment strategy, performance, and financial results to Alaskan stakeholders. The report will be a 50–70 page, full-color, bound publication, including approximately 30 pages of audited financial information, tables, 12 Rev. 8/24 charts, and graphs (Annual Report Archive). A complementary web-based version will support digital release and broader distribution.

In collaboration with APFC, the Offeror will be responsible for:

▪ Developing, maintaining, and driving the production timeline, including content submission deadlines and reviewing cycles to ensure on-time delivery.

▪ Developing a cohesive creative concept, including theme, design approach, typography, color palette, and material recommendations, with consideration for both print and digital formats

▪ Leading the design and layout of the report aligned with the approved concept

▪ Providing copywriting support, as needed, to enhance clarity and narrative flow

▪ Delivering comprehensive proofreading and editorial services

▪ Designing and producing charts, graphs, and data visualizations based on APFC-provided content

▪ Preparing a final, print-ready version of the report

▪ Managing print production, including vendor coordination and quality assurance, with a focus on cost-effectiveness

▪ Developing a web-based version that translates and enhances report content for digital audiences

▪ Supporting distribution, including delivery to designated locations and coordination of mailing to an APFC-provided distribution list.

SEC. 3.03 OTHER CONSIDERATIONS

▪ The Offeror will be available by telephone, e-mail, and in-person to the Project Director as needed throughout the contract period.

▪ Notification periods for work may vary from 24 hours to several weeks, depending on the nature and complexity of the work required.

▪ Unless special requests are made (e.g. related to scheduled meetings, or board, or other presentations), the Offeror will be free to perform the requested tasks at its discretion within the timeframe allotted by APFC.

▪ Subcontractors may be used by the Offeror subject to APFC approval. The Offeror must submit the subcontractor’s company name, names of key participants with résumés, address, phone, e-mail, and a copy of the subcontractor’s Alaska business license, as required, with each work order.

SEC. 3.04 CONTRACT TERM AND WORK SCHEDULE

The length of the contract will be from the date of award for approximately 2 years expiring 5/31/2028, with 2 additional 2-year renewal options issued at APFC’s sole discretion.

Unless otherwise provided in this RFP, the State and the successful offeror/contractor agree: (1) that any extension of the contract excluding any exercised renewal options, will be considered as a month-to-month extension, and all other terms and conditions shall remain in full force and effect and (2) the procurement officer will provide notice to the contractor of the intent to cancel such month-to-month extension at least

30 days before the desired date of cancellation. A month-to-month extension may only be executed by the procurement officer via a written contract amendment.

https://apfc.org/report-archive/#14-12-annual-reports

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SEC. 3.05 DELIVERABLES

The Contractor will be expected to deliver the following services and outputs in support of APFC’s communications program, with a focus on measurable impact and continuous improvement:

Publications & Reporting

Design, development and production of key publications, including the Annual Report, General Election

Report, Mid-Year Report, Trustee materials, educational collateral, and other corporate publications.

Outcome: High-quality, accurate, and accessible materials that clearly communicate APFC’s performance, strategy, and value to stakeholders.

Social Media & Digital Content

Ongoing social media strategy, data-driven recommendations, and execution, including monthly content development and scheduled postings aligned with APFC’s communications objectives.

Outcome: Increased audience reach, engagement, and understanding across digital platforms, supported by performance metrics.

Strategic Planning & Program Evaluation

Facilitation of the communications program’s annual strategic planning to assess performance, evaluate the effectiveness of prior efforts, and establish priorities for the coming year.

Outcome: A clear, data-informed communications roadmap aligned with APFC’s strategic goals.

Video & Multimedia Production

Concept development and production of educational video content on a periodic basis, aligned with key initiatives and milestones.

Outcome: Engaging, high-quality visual storytelling that enhances stakeholder understanding and reach.

On-Demand Advisory Support

Timely and responsive support for ad hoc communications needs, including messaging, content development, and strategic counsel.

Outcome: Agile, reliable communications support that enables APFC to respond effectively to emerging needs.

Crisis Communications & Media Training

Ongoing advisory support for issues and crisis communications, including annual planning and real-time response. Provide periodic media training, holding statements, and message preparation for APFC leadership.

Outcome: Prepared, confident leadership and coordinated, effective responses that protect and reinforce

APFC’s reputation.

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Website & Digital Platform Support

As needed, develop, update, and maintain website content to ensure accuracy, relevance, and alignment with APFC's communications priorities. Support user experience improvements, accessibility standards, and content organization across the site.

Manage all technical operations of APFC's website and digital platforms, including plugin updates, security patches, platform upgrades, hosting coordination, and backend maintenance. Monitor site performance, troubleshoot issues, and ensure uptime and functionality.

Outcome: A modern, user-friendly digital presence that supports transparency, accessibility, and stakeholder engagement.

SEC. 3.06 CONTRACT TYPE

This is a cost-plus-fixed-fee contract. Additional consulting services may be performed throughout the life of the contract at predetermined hourly rates, plus allowable costs, on an as-requested basis by the

Project Director.

The combined hourly rates as submitted on the Fee Proposal will be fixed, with the exception of Contract

Price Adjustments as detailed in Sec. 3.10.

The cost of producing communications materials (reports, leaflets, pamphlets, etc.) will be billed on a time and materials basis.

SEC. 3.07 PROPOSED PAYMENT PROCEDURES

The state will make payments based on a negotiated payment schedule. Each billing must consist of an invoice and a progress report. No payment will be made until the progress report and invoice have been approved by the project director.

SEC. 3.08 CONTRACT PAYMENT

No payment will be made until the contract is approved by the CEO of the Alaska Permanent Fund or the

CEO's designee. Under no conditions will the state be liable for the payment of any interest charges associated with the cost of the contract. The state is not responsible for and will not pay local, state, or federal taxes. All costs associated with the contract must be stated in U.S. currency.

Payment for agreements under $500,000 for the undisputed purchase of goods or services provided to a state agency, will be made within 30 days of the receipt of a proper billing or the delivery of the goods or services to the location(s) specified in the agreement, whichever is later. A late payment is subject to 1.5% interest per month on the unpaid balance. Interest will not be paid if there is a dispute or if there is an agreement that establishes a lower interest rate or precludes the charging of interest.

Any single contract payment of $1 million or higher must be accepted by the contractor via Electronic

Funds Transfer (EFT).

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SEC. 3.09 CONTRACT PRICE ADJUSTMENTS

The contractor may request a percentage price increase adjustment, in writing, 30 days prior to each optional renewal contract date. If a contractor fails to request a percentage price increase adjustment 30 days prior to the renewal date, the adjustment will be effective 30 days after APFC receives the written request.

Said price increase may not, under any circumstances, exceed three percent of the base hourly rate for each of the key personnel assigned to the contract for the preceding 12 months. No retroactive contract price adjustments will be allowed.

SEC. 3.10 LOCATION OF WORK

The work location is to be performed, completed, and managed externally from APFC’s headquarters office in Juneau, Alaska. APFC may require the Offeror to travel to functions, meetings, and other venues to provide support services.

The state will not provide workspace for the contractor. The contractor must provide its own workspace.

By signing their proposal, the offeror certifies that all services provided under this contract by the contractor and all subcontractors shall be performed in the United States.

If the offeror cannot certify that all work will be performed in the United States, the offeror must contact the procurement officer in writing to request a waiver at least 10 days prior to the deadline for receipt of proposals.

The request must include a detailed description of the portion of work that will be performed outside the

United States, where, by whom, and the reason the waiver is necessary.

Failure to comply with these requirements may cause the state to reject the proposal as non-responsive or cancel the contract.

SEC. 3.11 SUBCONTRACTORS

Subcontractors may be used to perform work under this contract. If an offeror intends to use subcontractors, the offeror must complete a list of all subcontractors.

An offeror's failure to provide this information with their proposal may cause the state to consider their proposal non-responsive and reject it.

Subcontractor experience shall not be considered in determining whether the offeror meets the requirements set forth in SEC. 1.04 PRIOR EXPERIENCE.

If a proposal with subcontractors is selected, the offeror must provide the following information concerning each prospective subcontractor within five working days from the date of the state's request:

• complete name of the subcontractor;

• complete address of the subcontractor;

• type of work the subcontractor will be performing;

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• percentage of work the subcontractor will be providing;

• evidence that the subcontractor holds a valid Alaska business license;

If a subcontractor on the list will be performing work within Alaska, and did not have a valid

Alaska business license at the close of the RFP, the Offeror may not use the subcontractor in the performance of the contract and shall replace the subcontractor with a subcontractor who had a valid Alaska business license at the close of the RFP.

• a written statement, signed by each proposed subcontractor that clearly verifies that the subcontractor is committed to render the services required by the contract.

An offeror's failure to provide this information, within the specified time will cause the state to consider the proposal nonresponsive and to reject it. The substitution of one subcontractor for another that has already been approved may be made only at the discretion of the project director and with prior written approval.

Note that if the subcontractor will not be performing work within Alaska, they will not be required to hold an Alaska business license.

SEC. 3.12 JOINT VENTURES

Joint ventures will not be allowed.

SEC. 3.13 RIGHT TO INSPECT PLACE OF BUSINESS

At reasonable times, the state may inspect those areas of the contractor's place of business that are related to the performance of a contract. If the state makes such an inspection, the contractor must provide reasonable assistance.

SEC. 3.14 F.O.B. POINT

All goods purchased through this contract will be F.O.B. final destination. Unless specifically stated otherwise, all prices offered must include the delivery costs to any location within the State of Alaska.

SEC. 3.15 CONTRACT PERSONNEL

Any change of the project team members or subcontractors named in the proposal must be approved, in advance and in writing, by the project director and the procurement officer. Changes that are not approved by the state may be grounds for the state to terminate the contract.

SEC. 3.16 INSPECTION & MODIFICATION - REIMBURSEMENT FOR

UNACCEPTABLE DELIVERABLES

The contractor is responsible for the completion of all work set out in the contract. All work is subject to inspection, evaluation, and approval by the project director. The state may employ all reasonable means to ensure that the work is progressing and being performed in compliance with the contract. The project director or procurement officer may instruct the contractor to make corrections or modifications if needed in order to accomplish the contract’s intent. The contractor will not unreasonably withhold such changes.

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Substantial failure of the contractor to perform the contract may cause the state to terminate the contract.

In this event, the state may require the contractor to reimburse monies paid (based on the identified portion of unacceptable work received) and may seek associated damages.

SEC. 3.17 CONTRACT CHANGES - UNANTICIPATED AMENDMENTS

During the course of this contract, the contractor may be required to perform additional work. That work will be within the general scope of the initial contract. When additional work is required, the project director will provide the contractor a written description of the additional work and request the contractor to submit a firm time schedule for accomplishing the additional work and a firm price for the additional work. Cost and pricing data must be provided to justify the cost of such amendments per AS 36.30.400.

The contractor will not commence additional work until the procurement officer has secured any required state approvals necessary for the amendment and issued a written contract amendment, approved by the

CEO of the APFC or the CEO's designee.

SEC. 3.18 NONDISCLOSURE AND CONFIDENTIALITY

Contractor agrees that all confidential information shall be used only for purposes of providing the deliverables and performing the services specified herein and shall not disseminate or allow dissemination of confidential information except as provided for in this section. The contractor shall hold as confidential and will use reasonable care (including both facility physical security and electronic security) to prevent unauthorized access by, storage, disclosure, publication, dissemination to and/or use by third parties of, the confidential information. “Reasonable care” means compliance by the contractor with all applicable federal and state law, including the Social Security Act and HIPAA. The contractor must promptly notify the state in writing if it becomes aware of any storage, disclosure, loss, unauthorized access to or use of the confidential information.

Confidential information, as used herein, means any data, files, software, information or materials

(whether prepared by the state or its agents or advisors) in oral, electronic, tangible or intangible form and however stored, compiled or memorialized that is classified confidential as defined by State of Alaska classification and categorization guidelines provided by the state to the contractor or a contractor agent or otherwise made available to the contractor or a contractor agent in connection with this contract, or acquired, obtained or learned by the contractor or a contractor agent in the performance of this contract.

Examples of confidential information include, but are not limited to: technology infrastructure, architecture, financial data, trade secrets, equipment specifications, user lists, passwords, research data, and technology data (infrastructure, architecture, operating systems, security tools, IP addresses, etc).

If confidential information is requested to be disclosed by the contractor pursuant to a request received by a third party and such disclosure of the confidential information is required under applicable state or federal law, regulation, governmental or regulatory authority, the contractor may disclose the confidential information after providing the state with written notice of the requested disclosure ( to the extent such notice to the state is permitted by applicable law) and giving the state opportunity to review the request.

If the contractor receives no objection from the state, it may release the confidential information within

30 days. Notice of the requested disclosure of confidential information by the contractor must be provided to the state within a reasonable time after the contractor’s receipt of notice of the requested disclosure and, 18 Rev. 8/24 upon request of the state, shall seek to obtain legal protection from the release of the confidential information.

The following information shall not be considered confidential information: information previously known to be public information when received from the other party; information freely available to the general public; information which now is or hereafter becomes publicly known by other than a breach of confidentiality hereof; or information which is disclosed by a party pursuant to subpoena or other legal process and which as a result becomes lawfully obtainable by the general public.

SEC. 3.19 INDEMNIFICATION

The contractor shall indemnify, hold harmless, and defend the contracting agency from and against any claim of, or liability for error, omission, or negligent act of the contractor under this agreement. The contractor shall not be required to indemnify the contracting agency for a claim of, or liability for, the independent negligence of the contracting agency. If there is a claim of, or liability for, the joint negligent error or omission of the contractor and the independent negligence of the contracting agency, the indemnification and hold harmless obligation shall be apportioned on a comparative fault basis.

“Contractor” and “contracting agency”, as used within this and the following article, include the employees, agents and other contractors who are directly responsible, respectively, to each. The term

“independent negligence” is negligence other than in the contracting agency’s selection, administration, monitoring, or controlling of the contractor and in approving or accepting the contractor’s work.

SEC. 3.20 INSURANCE REQUIREMENTS

Without limiting contractor's indemnification, it is agreed that contractor shall purchase at its own expense and maintain in force at all times during the performance of services under this agreement the following policies of insurance. Where specific limits are shown, it is understood that they shall be the minimum acceptable limits. If the contractor's policy contains higher limits, the state shall be entitled to coverage to the extent of such higher limits.

Certificates of Insurance must be furnished to the procurement officer prior to beginning work and must provide for a notice of cancellation, non-renewal, or material change of conditions in accordance with policy provisions. Failure to furnish satisfactory evidence of insurance or lapse of the policy is a material breach of this contract and shall be grounds for termination of the contractor's services. All insurance policies shall comply with and be issued by insurers licensed to transact the business of insurance under

AS 21.

Workers' Compensation Insurance: The contractor shall provide and maintain, for all employees engaged in work under this contract, coverage as required by AS 23.30.045, and where applicable, any other statutory obligations including but not limited to Federal U.S.L. & H. and

Jones Act requirements. The policy must waive subrogation against the State.

Commercial General Liability Insurance: covering all business premises and operations used by the Contractor in the performance of services under this agreement with minimum coverage limits of $300,000 combined single limit per claim.

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Commercial Automobile Liability Insurance: covering all vehicles used by the contractor in the performance of services under this agreement with minimum coverage limits of $300,000 combined single limit per claim.

Contract Amount Minimum Required Limits

Under $100,000 $300,000 per Claim/Annual Aggregate

$100,000-$499,000 $500,000 per Claim/Annual Aggregate

$500,000-$999,999 $1,000,000 per Claim/Annual Aggregate

$1,000,000 or over Refer to Risk Management

SEC. 3.21 TERMINATION FOR DEFAULT

a. If the Project Director or Procurement Officer determines that the contractor has refused to perform the work or has failed to perform the work with such diligence as to ensure its timely and accurate completion, the state may, by providing written notice to the contractor, terminate the contractor's right to proceed with part or all the remaining work.

b. The Procurement Officer may also, by written notice, terminate this contract under Administrative

Order 352 if the contractor supports or participates in a boycott of the State of Israel.

This clause does not restrict the state's termination rights under the contract provisions of Appendix A, attached in SECTION 7. ATTACHMENTS.

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SECTION 4. PROPOSAL FORMAT AND CONTENT

SEC. 4.01 RFP SUBMITTAL FORMS

This RFP contains Submittal Forms, which must be completed by the offeror and submitted as part of their proposal. An electronic copy of the forms is posted along with this RFP.

Unless otherwise specified in this RFP, the Submittal Forms shall be the offeror’s entire proposal. Do not include any marketing information in the proposal.

Any proposal that does not follow these requirements may be deemed non-responsive.

SEC. 4.02 SPECIAL FORMATTING REQUIREMENTS

The offeror must ensure that their proposal meets all special formatting requirements identified in this section.

Documents and Text: All attachment documents must be written in the English language, be single sided, and be single spaced with a minimum font size of 10. Pictures or graphics may be used if the offeror feels it is necessary to communicate their information, however, be aware of the below requirements for page limits.

Page Limits: Some Submittal Forms listed below have maximum page limit requirements. Offerors must not exceed the maximum page limits. Note, the page limit applies to the front side of a page only (for example, ‘1 Page’ implies that the offeror can only provide a response on one side of a piece of paper). Any pages exceeding the maximum page limit will be discarded and will not be included in the evaluations (for example, the maximum page limit is 3 pages, but the Offeror submits

5 pages for that submittal form. Only pages 1-3 will be evaluated. Pages 4 and 5 would be discarded by the Procurement Officer before sending to the proposal evaluation committee for evaluation.).

Submittal Form Maximum

Page Limits

Submittal Form A – Offeror Information and Certifications

Submittal Form B – Experience and Institutional Understanding 5

Submittal Form C – Team Strength and Key Personnel 5

Submittal Form D – Strategic Approach and Methodology 5

Submittal Form E – Creative Execution and Annual Report Work Order 5

Submittal Form F – Cost Proposal

Any Submittal Form submitted as part of a proposal that is not compliant with the instructions above may be a basis for finding the proposal non-responsive and thus rejected.

SEC. 4.03 OFFEROR INFORMATION AND CERTIFICATIONS (SUBMITTAL

FORM A)

The offeror must complete and submit this Submittal Form. The form must be signed by an individual authorized to bind the offeror to the provisions of the RFP.

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By signature on the form, the offeror certifies they comply with the following:

a) the laws of the State of Alaska;

b) the applicable portion of the Federal Civil Rights Act of 1964;

c) the Equal Employment Opportunity Act and the regulations issued thereunder by the federal government;

d) the Americans with Disabilities Act of 1990 and the regulations issued thereunder by the federal government;

e) all terms and conditions set out in this RFP;

f) a condition that the proposal submitted was independently arrived at, without collusion, under penalty of perjury; and

g) that the offers will remain open and valid for at least 90 days.

If any offeror fails to comply with [a] through [g] of this paragraph, the state reserves the right to disregard the proposal, terminate the contract, or consider the contractor in default.

The Submittal Form also requests the following information:

a) The complete name and address of offeror’s firm along with the offeror’s Tax ID.

b) Information on the person the state should contact regarding the proposal.

c) Names of critical team members/personnel.

d) Addenda acknowledgement.

e) Conflict of interest statement.

f) Federal requirements.

g) Alaska preference qualifications.

An offeror's failure to address/respond/include these items may cause the proposal to be determined to be non-responsive and the proposal may be rejected.

SEC. 4.04 EXPERIENCE AND INSTITUTIONAL UNDERSTANDING

(SUBMITTAL FORM B)

Offerors must provide the following information:

• Relevant experience with sovereign wealth funds, pension systems, Native corporations, or comparable public financial institutions

• Track record of producing annual reports, stakeholder communications, and public accountability materials

• Understanding of governance, fiduciary responsibility, and transparency

• Ability to translate financial concepts into clear messages for broad audiences

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• Familiarity with Alaska or similarly high-scrutiny stakeholder environments

The offeror shall not disclose their costs in this Submittal Form. Submission forms shall not exceed the page limit (as described in Section 4.02).

SEC. 4.05 TEAM STRENGTH AND KEY PERSONNEL (SUBMITTAL FORM

C)

Offerors must provide comprehensive narrative statements that illustrate the following:

• Qualifications, roles, and alignment of key personnel

• Balance of senior leadership oversight and day-to-day execution support

• Depth of relevant individual team member experience

• Coverage of required skills: strategy, writing, design, production

• Continuity and availability of key staff over the project

The offeror shall not disclose their costs in this Submittal Form. Submission forms shall not exceed the page limit (as described in Section 4.02).

SEC. 4.06 STRATEGIC APPROACH AND METHODOLOGY (SUBMITTAL

FORM D)

Offerors must provide comprehensive narrative statements that show the following:

• Understanding of APFC’s mission, stakeholders, and governance environment

• Clear identification of communications priorities, risks, and opportunities

• Structured, repeatable approach from strategy to execution

• Integration and sequencing across channels and audiences

• Realistic workflows, timelines, and governance awareness

• Defined metrics for measurement and continuous improvement

The offeror shall not disclose their costs in this Submittal Form. Submission forms shall not exceed the page limit (as described in Section 4.02).

SEC. 4.07 CREATIVE EXECUTION AND ANNUAL WORK ORDER

(SUBMITTAL FORM E)

Offerors must provide comprehensive narrative statements that set out the following:

• Originality and cohesion of communications concepts, including the Annual Report narrative

• Clarity and engagement of writing and messaging

• Quality of design, data visualization, and storytelling across formats

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• Feasible production plan with timelines, milestones, and coordination

• Ability to manage high-visibility deliverables, iterative reviews, and risks

The offeror shall not disclose their costs in this Submittal Form. Submission forms shall not exceed the page limit (as described in Section 4.02).

SEC. 4.08 COST PROPOSAL (SUBMITTAL FORM F)

Offerors must complete and submit this Submittal Form. Proposed costs must include all direct and indirect costs associated with the performance of the contract, including, but not limited to, total number of hours at various hourly rates, direct expenses, payroll, supplies, overhead assigned to each person working on…