RFP.Siletz Language-Animated Videos.pdf

Confederated Tribes of Siletz Indians 201 SE Swan Avenue

PO Box 549 Siletz, OR 97380

REQUEST FOR PROPOSALS

TO DEVELOP ANIMATED

LANGUAGE VIDEOS FOR SILETZ

TRIBAL HEAD START

CLASSROOMS

ISSUED: January 28, 2026

DUE: February 27, 2026

PART I: BACKGROUND AND GENERAL INFORMATION

Introduction

The Confederated Tribes of Siletz Indians (CTSI) is a federally recognized Indian tribe headquartered on the Central Oregon Coast in Siletz, Oregon. Siletz tribal members descend from dozens of tribes and bands from across western Oregon forced onto the Coast (Siletz) Reservation beginning in the 1850s. Today, the CTSI Language Program provides instruction in one of the languages spoken by many of the people forced to Siletz, Nuu-wee-ya’ or Dee-ni Wee-ya’, a Pacific Coast Athabaskan language ancestral to the southern Oregon/northern California coast.

The CTSI Language Program offers three-levels of weekly community classes on-line, monthly in-person instruction, supports language instruction for high school students at the Siletz Valley School, and for Head Start students in classrooms located in Siletz, Salem, and Lincoln City. In 2008, language program staff developed a basic curriculum that identifies key vocabulary and simple phrases for grades K-12 as well as Head Start classrooms. More recently, tribal staff have worked to create expanded resources based on these lessons, including interactive digital posters and a limited number of simple videos.

PART II: PROJECT AND STIPULATIONS

Project and Scope of Services

CTSI is seeking proposals from qualified vendors to produce short animated videos in the tribal language for use in Tribal Head Start Classrooms. Program staff are most interested in vendors able to provide illustrations and animations that will be familiar to tribal Head Start students and the larger Siletz tribal community. CTSI is seeking bids for two independent project phases:

Phase 1 will include the production of twenty videos that feature vocabulary in existing Head Start lessons, using basic animation to accompanying each vocabulary word.

Fifteen videos will be based on basic vocabulary lessons and be approximately 30-60 seconds in length. Five videos will be based on simple songs and be approximately 90- 120 seconds length. Please see Appendix A for a list of existing lesson titles and phrases identified for Phase 1 of the project.

Phase 2 will include the production of 10-15 2-3 minute animated videos. These videos will follow a stable set of characters through simple narrative structures, highlighting lesson vocabulary being used in more complicated phrases. Successful submitter will work with Tribal language staff to develop character animation, background, and story scripts. CTSI staff/community members will provide all audio recordings for both phases of the project.

CTSI is seeking cost estimates for both Phase 1 and Phase 2 of the project. Depending on the ultimate costs received in the Proposals, CTSI may award a contract for only one of the phases described above. CTSI does not anticipate selecting different Submitters for Phase 1 and Phase 2 of the project but reserves the right to select proposals in a way that is most advantageous to CTSI and the overall goals of the project.

Deliverables

Submitter shall return fully finished videos in digital ready-to-play format. Submitter will also return working/editable files of final finished videos that CTSI may change or edit at a future date. CTSI shall possess sole intellectual property rights to any videos produced as part of this project.

Timeline to Completion

Project must be completed and all deliverables returned by CTSI by June 15, 2027.

Contact Person

Nick Viles, Language and Culture Instructor

Mail: Confederated Tribes of Siletz Indians ATTN: Nick Viles, Culture Department PO Box 549 Siletz, OR 97380

Email: nickv@ctsi.nsn.us

Phone: 541-270-5814 (work cell); 541-484-4234 (office)

FAX: 541-444-2307

Proposal Tenure

All proposals shall include a statement that the proposal is valid for a minimum of ninety (90) days after the deadline for submission of proposals.

Incurred Expenses mailto:nickv@ctsi.nsn.us

CTSI shall not be responsible for any expenses incurred by Submitter in responding to this RFP. All costs incurred by Submitter in the preparation, transmittal, or presentation of ay proposal or material submitted in response to this RFP will be borne solely by the Submitter.

Cancellation of Requests for Proposals, Rejection of Proposals, or Selection of Multiple Vendors

While it intends to award a successful bidder, CTSI is under no obligation to award a contract to any Submitter. Within CTSI’s sole discretion, for any reason whatsoever, CTSI many cancel this RFP and may reject any proposal or other material submitted in response to this RFP. CTSI may select different bidders for Phase 1 and Phase 2 of the project.

Evaluation of Proposals, Negotiation

Responses will be evaluated by an internal review committee of CTSI staff using the criteria listed in Parts III and IV below. Prior to selection, any corrections modifications, and amendments to this RFP will be provided to all qualifying submitters.

In those situations where negotiations are deemed necessary, negotiations shall be conducted with Submitters who submit proposals determined to have a reasonable chance of being selected for award, based on evaluation against the technical and price factors as specified Part IV. The purpose of negotiations shall be to seek clarification with regard to and advise Submitters of the deficiencies in both the technical and price aspects of their proposals to assure full understanding of and conformance to solicitation requirements. A common deadline shall be established for receipt of proposal revisions based on negotiations.

Award Notice

CTSI shall provide written notice of the award to all Submitters within ten (10) business days of the date of the award. CTSI reserves the right to negotiate minor modifications to the proposal with selected awardee. The award shall be contingent upon successful negotiations of a final contract between CTSI and the successful Submitter.

Unrestricted Solicitation

This solicitation is not restricted to Indian individuals and/or Indian–owned economic enterprises and organizations, but award is subject to Indian preference in accordance with the Tribal Plan of Operations, a copy of which is located on the Tribal website under ordinances (www.ctsi.nsn.us). To receive Indian preference, submitters must submit evidence of eligibility for Indian preference prior to the RFP deadline described in Part VI.

Contract Term

The successful submitter will enter into a mutually agreeable contract with CTSI for services to be performed. The term of the contract shall begin as soon as the contract is executed and must complete no later than June 15, 2027. This RFP, the proposal submitted by the successful Submitter, and the fee structure of the submitted proposal, shall become part of the terms by which the successful Submitter shall perform the services contemplated by the RFP, and will further apply to added alternatives.

Contract Cost

CTSI would prefer for this contract to be a “fixed sum not to exceed” (NTE) amount.

The proposal submitted must clearly state the proposed “fixed sum, not to exceed” amount. That amount will be used in the process of determining the successful Submitter.

Proposal Confidentiality

Except in response to inquiries from the Contact Person as part of the evaluation process, until the award is made and notice is given to all Submitters, no employee, agent, or representative of a Submitter shall make available or discuss its proposal with any officer, board member, employee, agent, or representative of CTSI other than the Contact Person.

Until the award is made and notice of the award is given to all Submitters, CTSI will not disclose the contents of any proposal or discuss the contents of any proposal with any Submitter or potential Submitter, as to make the contents of any other offer available to a competing of potential submitter.

Any information of a confidential or proprietary nature contained in a Submitter response should be marked “Proprietary” or “Confidential” by item or at the top of each page. Reasonable precautions will be taken to safeguard any part of the response identified by a Submitter as confidential or proprietary. Any portion of a response not marked as stated shall be a matter of public record according to the CTSI Plan of Operations.

Any information provided by the Contact Person, requested in writing from the Submitter, will be kept in strict confidence. No information may be shared publicly or with third part organizations not associated with Submitter without written consent of

CTSI.

Code of Conduct

No CTSI Council or Board member or employee of a tribal entity shall have any direct financial interest in any contract with the Submitter nor shall any contract exist between Submitter or its affiliate with Council, Board, or staff that would give rise to any claim of conflict or interest. Any violation of this provision will render the contract void, unless CTSI Tribal Council approves it after full disclosure.

Submitter shall warrant that it has no interest, direct or indirect, which would conflict in any manner or degree with the performance of services required under this contract. In the proposal, Submitter shall disclose any pertinent information related to conflicts of interest or potential conflicts of interest.

Certification of Compliance with Equal Employment Law

Successful Submitter will be required to comply with applicable tribal and federal laws, regulations, and executive orders related to equal employment opportunity and affirmative action.

No Waiver of Sovereign Immunity

This RFP shall not in any way be deemed to limit, diminish, or abrogate in any way CTSI’s sovereign immunity from suit.

Presentations

CTSI reserves the right to ask qualified Submitters to attend a presentation meeting to further explain their proposal, should CTSI feel it is warranted. This may happen should there be a significant number of Submitters and a clear winner is not determined by scoring the individual proposal documents. In such case, the top Submitters, as determined by the selection committee, would attend a mutually agreeable meeting time and place in order for the Submitter to further explain their proposal. CTSI will be the sole determinant of whether presentations are necessary, and whether those presentations will occur in person or by virtual platform. No Submitter will be allowed to present unless all “finalists” are available to present.

Protest

If applicable, can be filed pursuant to CTSI’s Tribal Plan of Operations, Siletz Tribal Code § 2.019(c)(10) & (11), available on the tribal website.

PART III: MINIMUM QUALIFICATIONS AND REQUIREMENTS

All submitters shall, at a minimum, include the following in their proposal pursuant to this RFP:

1. Submitter must provide documented proven experience in developing short animated videos.

2. The proposal must clearly detail the cost, scope, and timeline for the project.

3. The Submitter must provide a minimum of two (2) client references

4. Submitter must summarize the scope of services being requested by CTSI.

Submitter must also describe the Submitter’s approach to meeting CTSI’s deliverables/objectives on or before the project completion deadline. In addition to addressing any concepts and/or deliverables identified in the Scope of Services, the project approach description must include the following:

a. The most critical elements of the Project to address for a successful outcome.

b. Identification of deficiencies, needs, and development of alternatives to the proposed tasks and deliverables, if any exist.

5. Submitters must submit cost proposal estimates in “fixed sum not to exceed” format for both phases of the project. Depending on the ultimate costs received in the Proposals, CTSI may award a contract to complete only one of the planned phases of the project. Please submit cost estimates for:

a. Cost to complete Phase 1 of the project

b. Cost to complete Phase 2 of the project

c. Cost to complete both phases of the project

6. Submitter shall provide proof of Indian preference, should it apply, for the business entity or individual who will contract for services of this RFP. Indian preference is provided in accordance with the methods in the Siletz Tribal Code §

2.001. Indian preference applies to a qualified entity documenting 51% or more ownership of a business by a Tribe or person enrolled in a federally-recognized Tribe.

PART IV: EVALUATION FACTORS

CTSI shall award contract(s) to the Submitter(s) whose proposal is most advantageous to CTSI, as based on the criteria below.

Proposals meeting minimum qualifications shall be evaluated on the four criteria listed below. Each proposal shall be scored based on the points allotted to each criterion for a maximum of one-hundred (100) points. The number of points assigned to a proposal does not necessarily determine the award of a contract; rather it establishes benchmarks to assist in the overall evaluation of the proposal.

Experience and Capability Maximum Points: 50

Submitter’s skill, knowledge, and experience in creation of animated videos.

Committee will prioritize submitters with experience developing educational videos for young children and especially experience working in language revitalization and/or with Tribes/Tribal language programs.

Proposal Format and Criteria Maximum Points: 5

Submitter’s proposal must be professional, readable, and meet the minimum criteria listed in Part III and Part V of this document.

Indian Preference Maximum Points: 15

CTSI welcomes proposals from all interested persons and businesses. In evaluating the relative merit of each proposal and ultimately awarding the contract CTSI will give an Indian preference according to the Siletz Tribal Code § 2.001. Fifteen points to businesses documenting 51% or more ownership of a business entity by an enrolled Native American/Tribe.

Fees Maximum Points: 30

As well as the “fixed sum not to exceed” amount, a listing of cost of service per video will be used to evaluate the fee criteria. This may be stated in terms of a range with a maximum and minimum price for each type of video.

PART V: PROPOSAL FORMAT AND INSTRUCTIONS TO SUBMITTER

Proposals submitted to CTSI must contain the following information that shall be organized as follows:

A. Letter of Transmittal that includes the following information

a. Name, address, telephone number, and email address of Submitter and/or

Submitting Firm

b. A signature of the Submitter or of any partner, officer, or employee who certifies that they have the authority to bind the Submitter

c. Date of proposal

d. A statement that the Submitter’s proposal is valid for ninety (90) days from the deadline for submission of proposals.

B. References: Provide names of at least two references of persons/organizations who have worked with Submitter for similar work

C. Submitter’s proposal for delivering services including work plan, estimated timeline for deliverables, approach, and the availability of personnel for consultation and discussion as necessary to serve the needs of CTSI.

D. Cost Proposal Estimate for development of Phase 1 of the project, Phase 2 of the project, and both Phase 1 and Phase 2 of the project.

E. Conflict of Interest Disclosure: Please provide a statement disclosing any current or proposed business transactions between Submitter and any CTSI member, officer, employee, or their employer, or other potential conflict which may give rise to a claim of conflict of interest. Submitter shall warrant that it has no interest, direct or indirect, which would conflict in any manner or degree with the performance of services required under this contract.

F. Litigation: Please provide any material (current or pending), litigation, administrative proceedings, or investigations that would impact the reputation or financial viability of your firm.

G. CTSI requires that Submitter be an Equal Opportunity Employer. Provide a statement that Submitter complies fully with all government regulations regarding nondiscriminatory employment practices and provide a copy of any written EEO, ADA, or affirmative action policies presently followed by Submitter.

H. Proof of Indian Preference, if applicable: Preference will be provided in accordance with the methods set forth in the Siletz Tribal Code § 2.001. To the greatest extent feasible, preference shall be given to a qualified entity documenting 51% or more ownership of a business entity by an enrolled Native American/Tribe.

PART VI: SUBMISSION PROCEDURES

Proposal Submission

A. One signed original of the proposal must be received by the submission deadline, February 27, 2026 at 4:00 pm Pacific Standard Time. Physical submissions (either mailed or delivered) must be received at the front desk of the CTSI Administration Building at the address below no later than the deadline above. Physical proposals shall be in envelopes marked “Head Start Language Videos RFP Submission.” Electronic submissions may be submitted via email to the email address below and must also be received by the submission deadline.

Emailed submissions shall be sent with the subject line, “Head Start Language Videos RFP Submission.”

Proposals will be reviewed after the deadline established for receipt of proposals.

Proposals will not be opened publicly and will not be available for public inspection until after the award of the contract.

B. Proposals must be submitted one of the following three ways:

Via Mail:

Confederated Tribes of Siletz Indians ATTN: Nick Viles PO Box 549 Siletz, OR 97380

Via Physically Delivery to the CTSI Main Administration Building located at the address below:

Confederated Tribes of Siletz Indians ATTN: Nick Viles 201 SE Swan Avenue Siletz, OR 97380

Via Email:

Nick Viles nickv@ctsi.nsn.us

C. Incomplete proposals may not be considered.

D. Discussion may be conducted with Submitter(s) to provide clarification before award of contract. Any and/or all proposals may be selected and/or rejected with or without such discussions.

mailto:nickv@ctsi.nsn.us

Appendix A:

Existing Head Start Lesson Titles and Featured Vocabulary

Please be aware that final vocabulary words may change slightly during the video production process. This appendix is intended as a general overview of the focus of existing lessons and the approximate number of words to be featured in each video.

Phase 1 Videos

Vocab Videos (30-60 seconds)

1. Vocab: Animals )

• lhin’ (dog)

• tl’v-ghvsh (snake)

• buu-sri (cat)

• ts’ee-nn-telh (turtle)

• sv-ghvs (black bear)

• k’wee-lhin’-chu (frog)

2. Vocab: Face

• nii-pash (cheeks)

• mvsr-ghe’ (ears)

• mish (nose)

• si’s (head)

• nin’ (face)

• naa-ghe’ (eyes)

• da’ (mouth)

3. Vocab: Family

• da’-ye’ (family)

• ta’ (father)

• chee-le’ (brother)

• ‘aa-me’ (grandpa)

• k’waa-ga’ (mom)

• dee-sre’ (sister)

• sru’ (grandma)

4. Vocab: Feelings

• sri’-lhxvn (happy)

• din-tr’at (sick)

• day-mee-svlh (angry)

• sri’-tr’aa-ma (sad)

• shu’ dee-dvt-nish (feeling good)

5. Vocab: Sizes

• nn-nes (tall)

• t’a’-k’i (short)

• ‘ii-sdvm (small)

• nn-cha (big)

6. Vocab: Numbers

• lha’ (1)

• naa-xe (2)

• taa-xe (3)

• dvn-chi’ (4)

• srwee-la’ (5)

• k’wee-staa-ni (6)

• srch’ee-t’e (7)

• laa-nii-srvt-naa-ta (8)

• lha’-duy (9)

• nee-san’ (10)

7. Vocab: Fall Words

• san-chvn (acorns)

• xwe’-tvn (frost)

• dan’ (leaves)

8. Vocab: Weather

• xvm-sk’e’s (cold)

• ‘ak-chu (cloudy)

• lhchaa~ (rain)

• lhtr’ii (wind)

• tee-lhi (snow)

• xwe’-t’e (sunshine)

9. Vocab: Geography

• Earth Nvn-nvst-‘an

• Mountain Nan-ts’vn

• Ocean Si~s-xa

• River Nii~-li~

• Sky Yaa-me’

• Sun Xaa-shi

10. Vocab: Phrases

• ch’ee-la xwii-t’i (Hello everyone)

• daa-naa~-yash (Come in—welcome)

• daa-naa-xu’lh-xat (Come in you all-welcome)

• ‘alh-du’ nn-ghvsh-‘ii~-te (I’ll see you later)

• ‘alh-du’ nu’-nee-ghvsh-‘ii~-te (I’ll see you all later)

• hvm-chi’ (bye)

11. Vocab: Winter Words

• xvm-sk’e’s (cold)

• xwvn’ (fire)

• xwint’-tvn (ice)

• tee-lhi (snow

• sdee-li (cold feeling)

12. Vocab: Body Parts

• k’waa-ne’ (arm)

• ts’ee-ne’ (leg)

• xwe’ (foot)

• k’wan’-sxee-le’ (shoulder)

• la’ (hand)

• xwe’-sak’-‘e’ (toes)

• met (tummy)

13. Vocab: Community

• yuu-nvlh-ts’it-ne (student)

• tee-ne (road)

• mvn’-taa-dvn (town)

• laa-sri’ (friend)

• mee-xwvtlh-yaa~-ne (teacher)

• mvn’ (house)

14. Vocab: Food

• ch’aa (eats a meal)

• gus (potato)

• saa-bv-li (bread)

• ch’aa-ghee-she’ (eggs)

• t’uu-‘i’ (juice)

• tvl-xvt (water)

• ts’uu-svn’ (milk)

15. Vocab: Spring Words

• gay-yu’ (baby)

• ch’ee-yash (birds)

• ch’aa-bay-yu’ (flower)

• chvslh-mvn (puddle/lake)

Song Videos (90-120 seconds)

1. Winter Song

a. Duu-day xwe’-t’e xii-dvn nast-li; ‘ak-chu tes-ts’ilh chi’-wxvsh lhchaa~-te; dii-dvn xvm-sk’es daa-wa tee-lhi; mvn’-me’ svs-da lhtin’ lhtr’ii-te (all gone sunshine, winter has come back, clouds are moving in, it might rain, it’s cold out it might snow, inside I’ll stay it’s really windy)

2. Counting Song

a. Lha’, naa-xe, taa-xe, dvn-chi’, srwee-la’ … (1,2,3,4,5…_)

3. Head, Shoulders, Knees and Toes

4. Welcome song

a. ch’ee-la, ch’ee-la, ch’ee-la daa-‘ee-la haa, shu’-dee-dvsht-nish, shu’ dee-dvsht-nish hii-du’-la shu’-dee-dint-nish (hello, hello, hello and how are you, I’m feeling good, I’m feeling good, I hope that you are too)

5. Song about animals--TBD

Phase 2 Videos

Narrative Videos (10-15 Videos) 2-3 minutes

These videos will follow a stable set of characters through simple narrative structures, highlighting lesson vocabulary being above in more complicated phrases useful in everyday life. Successful submitter will work with Tribal language staff to develop character animation, background, and story scripts. CTSI staff/community members will provide all audio recordings for both phases of the project.