RFP+Grant_Management_Services+.docx

STATE OF NORTH DAKOTA

OFFICE OF MANAGEMENT AND BUDGET

STATE PROCUREMENT OFFICE

600 E BOULEVARD AVENUE, DEPT. 012

BISMARCK, ND 58505-0310

REQUEST FOR PROPOSAL (RFP)

RFP Title: Grant Management Services RFP Number: 110.7-25-129 Issued: December 17, 2025 Purpose of RFP: The State of North Dakota is seeking contractors to provide Grant Management consulting services, to assist state, local and/or tribal governments with the administration, implementation, and closeout of grant projects approved for their respective agency or jurisdiction through Federal or State grant programs.

Table of Contents

ATTACHMENTS

Attachment 1 - Cost Proposal Format Attachment 2 - Proposal Evaluation Worksheet Attachment 3 - Contract Attachment 4 – Task Order Attachment 5 – Change Order

SECTION ONE – INSTRUCTIONS

1.1 PURPOSE OF THE RFP

The State of North Dakota, acting through its Office of Management and Budget, State Procurement Office (the STATE), is soliciting proposals from qualified offerors to establish one Primary Contract and one Secondary Contract for the provision of professional Grant Management Services.

The Primary Contract will be used to obtain Grant Management Services through project-specific Task Orders or Statements of Work (SOWs). Task Orders will be issued first to the Primary Contractor. The Secondary Contract will be utilized only if the Primary Contractor is unable or unavailable to perform the required services.

Award of a Primary or Secondary Contract does not guarantee the issuance of any Task Orders, and participation by State agencies, local governments, and tribal governments is not mandatory.

1.2 cooperative purchase This contract is a cooperative purchasing contract established pursuant to North Dakota Century Code (NDCC) section 54-44.4-13. This contract is made available to State entities, institutions under the jurisdiction of the State Board of Higher Education, other government entities (including counties, cities, townships, public primary and secondary educational entities, governmental boards and commissions), nonprofit entities established on behalf of public entities, tribal agencies, transportation providers under N.D.C.C. chapter 39-04.2, and the International Peace Garden. Participation in this open-ended contract is not mandated; therefore, the estimated volume of this contract is not known.

1.3 DEFINITIONS

For the purposes of this RFP, the acronyms and defined terms are as follows:

1.4 PROCUREMENT OFFICER CONTACT INFORMATION

The procurement officer is the point of contact for this RFP. Offerors shall direct all communications regarding this RFP to the procurement officer. Please do not add the procurement officer to any marketing distribution lists. Engaging in unauthorized communication or seeking to obtain information about an open solicitation with any state employee or official other than the responsible procurement officer or designee is sufficient grounds for suspension or debarment. [N.D.A.C. § 4-12-05-04(7)]

PROCUREMENT OFFICER: Chad Keech EMAIL: ckeech@nd.gov

PHONE: 701-328-2767

TTY Users call: 7-1-1

1.5 ASSISTANCE TO INDIVIDUALS WITH A DISABILITY

Contact the procurement officer, as soon as possible, if an individual with a disability needs assistance with the RFP, including any events in the RFP schedule, so reasonable accommodations can be made.

1.6 SECRETARY OF STATE REGISTRATION REQUIREMENTS

The North Dakota Secretary of State has registration requirements for individuals and businesses transacting business in North Dakota. If the successful Offeror is determined to have a registration requirement with the North Dakota Secretary of State, they must be registered before the contract award and registration must remain active for the duration of the contract period (N.D.C.C. § 54-44.4-09.1)

· See the OMB Guidelines to Vendor Registry for more information.

Visit the Secretary of State's Vendor Registration webpage for information on registration requirements and fees. Visit FirstStop, the Secretary of State's business and licensing software, for online form options.

· Check the Business Records database to see if a business is registered.

· Contact Secretary of State's office by email or call 701-328-2900 (choose menu item 2, then option 1).

· If you need to register, fees apply.

· Vendors may need to obtain businesses licenses. See the list of licenses required of businesses in the State of North Dakota. The link includes information on who to contact, application fees, renewal dates, and the legal reference.

1.7 BIDDERS LIST REGISTRATION

Individuals or business entities desiring to be notified of bidding opportunities may apply to be placed on the Bidders List. (N.D.C.C. § 54-44.4-09) Bidders Lists are used to notify vendors when solicitations are issued on the State Procurement Office Online system (SPO Online). Placement on the Bidders List does not guarantee a vendor will receive notice of every solicitation (N.D.A.C. § 4-12-05-01). There are no fees to register as a bidder. The online application form requests contact information for the receipt of solicitation notices. The Bidders List application and SPO Online system use commodity codes to identify categories of goods, services, and information technology.

The commodity codes used for this solicitation are: 918, 961

Visit the OMB website for instructions and the online Bidders List Application:

Bidders List Registration Website

For assistance with Bidders List Registration, contact State Procurement Help Desk at 701-328-1728 or infospo@nd.gov.

1.8 STATE PROCUREMENT WEBSITE (SPO ONLINE)

This RFP and any related amendments and notices will be posted on the North Dakota OMB website using SPO Online. Offerors are responsible for checking this website to obtain all information and documents related to this RFP: https://apps.nd.gov/csd/spo/services/bidder/main.htm Select “Recent Solicitations”. Recent Solicitations are listed by close date.

Notices related to this RFP will be sent to the Bidders List for the needed commodity or service and other known potential Offerors.

Offerors not having completed the Bidders List registration may request to receive notices related to this RFP by contacting the Procurement Officer in writing with the following information: RFP title, business name, contact person, mailing address, telephone number, and email address.

1.9 AMENDMENTS TO THE RFP

If an amendment to this RFP is issued, it will be provided to all offerors on the Bidders List for the solicitation and to those prospective offerors who have contacted the procurement officer to receive notices related to the RFP.

1.10 RFP SCHEDULE

1.11 DEADLINE FOR QUESTIONS AND OBJECTIONS

Offerors should carefully review the RFP including all Attachments. Offerors may ask questions to obtain clarification and request additional information, or object to material in the RFP. Questions and objections must be submitted to the Procurement Officer in writing by the deadline identified in the RFP Schedule. If no deadline is specified, questions or objections must be received at least seven days prior to the Solicitation Closing deadline. The Procurement Officer may elect to respond to questions received after the deadline.

Questions and objections should include a reference to the applicable RFP section or subsection. Email is the preferred method of submission with the RFP number and title cited in the email subject line.

Responses to questions will be distributed as a solicitation amendment unless the question can be answered by referring the Offeror to a specific section of the RFP.

1.12 PREPROPOSAL CONFERENCE OR SITE INSPECTION

The STATE will not hold a preproposal conference or site inspection for this RFP.

1.13 OFFER HELD FIRM

Offerors must hold proposals firm for at least 120 days from the deadline for receipt of proposals. The STATE may send a written request to all offerors to hold their offer firm for a longer time period of time.

1.14 OFFEROR RESPONSIBLE FOR COSTS

Offeror is responsible for all costs associated with the preparation, submittal, presentation, and evaluation of any proposal.

1.15 TAXES

The STATE is not responsible for and will not pay itemized local, state, or federal taxes. Purchases of tangible personal property made by a state government agency is exempt from sales tax. The state sales tax exemption number is E-2001, and certificates will be furnished upon request by the purchasing agency. The contractor must provide a valid Vendor Tax Identification Number as a provision of the contract.

The purchasing agency will determine if services provided under this contract are Form 1099 reportable. The purchasing agency may require the contractor to submit an IRS Form W-9.

The state tax exemption number should not be used by contractors in the performance of a contract.

A contractor or service provider performing any contract, including service contracts, for the United States Government, State of North Dakota, counties, cities, school districts, park board or any other political subdivisions within North Dakota is not exempt from payment of sales or use tax on materials, tangible personal property, and supplies used or consumed in carrying out contracts. In these cases, the contractor is required to file returns and pay sales and use tax just as required for contracts with private parties. Contact the North Dakota Tax Department at 701-328-1246 or visit their website at https://www.nd.gov/tax/tax-resources/ for more information.

A contractor performing any contract, including a service contract, within North Dakota is also subject to the corporation income tax, individual income tax, and withholding tax reporting requirements, whether the contract is performed by a corporation, partnership, or other business entity, or as an employee of the contractor. In the case of employees performing the services in the state, the contractor is required to withhold state income tax from the employees’ compensation and remit to the state as required by law. Contact the North Dakota Tax Department at 701-328-1248 or visit their website for more information.

1.16 PROPOSAL RECEIPT DEADLINE – LATE PROPOSALS REJECTED

An offeror is responsible for ensuring its proposal is received by the STATE prior to the proposal receipt deadline identified in the RFP schedule. A solicitation amendment will be issued if this deadline is changed. An offeror may contact the procurement officer to inquire whether its proposal has been received. Offerors assume the risk of the method of dispatch chosen. The STATE assumes no responsibility for delays caused by any delivery service. Postmarking by the deadline shall not substitute for actual proposal receipt by the STATE. Proposals delivered late will be rejected pursuant to N.D.A.C. § 4-12-08-13.

1.17 PROPOSAL OPENING

This is a formal sealed Request for Proposal process. Proposals will be secured and held unopened until the Proposal Receipt Deadline. A public opening will not be held. At the specified date and time, each proposal will be opened in a manner to avoid disclosure of the contents to the competing offerors.

1.18 PROPOSALS SUBJECT TO NORTH DAKOTA OPEN RECORDS LAWS

All proposals and other material submitted become the property of the STATE and may be returned only at the STATE's option. All proposals and related information, including detailed cost information, are exempt records and will be held in confidence until an award is made, in accordance with N.D.C.C. § 54-44.4-10(2).

Offerors may make a written request that trade secrets and other proprietary data contained in proposals be held confidential. Material considered confidential by the offeror must be clearly identified, and the offeror must include a brief statement that sets out the reasons for confidentiality. See the North Dakota Office of the Attorney General website for additional information. http://www.ag.nd.gov/OpenRecords/ORM.htm After award, proposals will be subject to the North Dakota open records law. Records are closed or confidential only if specifically stated in law. If a request for public information is received, the procurement officer, in consultation with the Office of the Attorney General, will determine whether the information is an exception to the North Dakota open records law, and the information will be processed appropriately.

1.19 AMENDMENT AND WITHDRAWAL OF PROPOSALS

Offerors may amend or withdraw proposals prior to the deadline for receipt of proposals. No amendments will be accepted after the deadline unless they are in response to the STATE’s request. After the deadline, offerors may make a written request to withdraw proposals and provide evidence that a substantial mistake has been made, and the STATE may permit withdrawal.

1.20 NEWS RELEASES

Offerors shall not make any news releases related to this RFP without prior approval of the STATE.

1.21 CONFLICT OF INTEREST

Under state laws and rules, a state employee or official shall not participate directly or indirectly in a procurement when the state employee or officials knows of a conflict of interest. Potential conflicts of interest include state employees or their immediate family members employed by the firm, seeking employment with the firm, or with a financial interest in the firm. Potential conflicts of interest will be addressed in accordance with N.D.A.C. § 4-12-04-04. [, N.D.C.C. § 12.1-13-03].

Persons employed by the State of North Dakota, or within one year thereafter, may be prohibited from acquiring a pecuniary interest in a public contract or transaction. Offerors should review N.D.C.C. § 12.1-13-02 to ensure compliance and avoid such conflict(s) of interest.

1.22 ATTEMPT TO INFLUENCE PROHIBITED

Offerors must not give or offer to give anything to a state employee or official anything that might influence, or appear to influence procurement decisions. Suspected attempt to influence will be handled in accordance with N.D.A.C. § 4-12-04-05.

1.23 COLLUSION PROHIBITED

Offerors must prepare proposals independently, without collusion. Suspected collusion will be handled in accordance with N.D.A.C § 4-12-04-06.

1.24 PROTEST AND APPEAL

An interested party may protest a solicitation pursuant to N.D.C.C. § 54-44.4-12 and N.D.A.C. § 4-12-14-01. When a solicitation contains a deadline for submission of questions and objections, protests of the solicitation will not be allowed if these faults have not been brought to the attention of the procurement officer before the specified deadline.

An offeror that has submitted a response to a solicitation and is aggrieved may protest an award or notice of intent to award pursuant to N.D.C.C. § 54-44.4-12 and N.D.A.C. § 4-12-14-02. The protest must be submitted in writing to the Procurement Officer during the protest period, which is seven calendar days beginning the day after the notice of intent to award is issued.

The protestor may appeal the decision of the procurement officer to the Director of Office of Management and Budget (OMB) within seven calendar days after receiving notice of the decision pursuant to N.D.C.C. § 54-44.4-12 and N.D.A.C. § 4-12-14-03.

SECTION TWO – BACKGROUND

2.1 BACKGROUND INFORMATION

The STATE is looking to develop specific strategies to assist State, Local, and Tribal agencies/organizations with the administration, implementation, and closeout of grant projects approved for their respective agency or jurisdiction through Federal or State grant programs.

As an example, the ND Department of Emergency Services (NDDES) works with the federal government to fund and administer numerous grant programs, to include the Public Assistance (PA) and Hazard Mitigation Assistance (HMA) Programs, Emergency Management Performance Grant (EMPG), State Homeland Security Grant Program (SHSP), and Hazardous Materials Emergency Preparedness Program (HMEP). Through these programs, NDDES works with eligible subapplicants from State, Local, and Tribal agencies/organizations to fund eligible projects and activities that must be completed per federally approved scopes of work and by following the appropriate federal rules, regulations, and guidelines. If needed, a Grant Management Service could be hired by an eligible subapplicant to assist with the administration, implementation, and closeout of the above mentioned grant programs to ensure all projects and activities are completed correctly and per federal requirements.

There are numerous state agencies that have similar grant programs that could benefit and utilize Grant Management Services, to include the State Water Commission, Department of Health, Department of Commerce, Department of Transportation, and ND Game and Fish. Additional agencies may also have opportunities for these types of services. Participation in this open-ended contract is not mandated; therefore, the future volume of this contract is not known.

2.2 BUDGET

The funds for payment of this contract are already appropriated and identified.

SECTION THREE – SCOPE OF WORK

3.1 SCOPE OF WORK

The State of North Dakota is soliciting proposals from qualified contractors to provide professional Grant Management Services to assist State, local, and tribal governments with the administration, implementation, monitoring, and closeout of grant-funded projects approved under Federal or State grant programs.

The purpose of this RFP is to establish one Primary Contract and one Secondary Contract for Grant Management Services. The Primary Contract will define the general terms, conditions, pricing, and requirements applicable to all services performed under this contract. The Secondary Contract will function as a contingency contract and may be utilized only when the Primary Contractor is unable or unavailable to perform the required services.

Grant Management Services will be obtained through project-specific Task Orders or Statements of Work (SOWs) issued under the Primary Contract. Task Orders will be offered first to the Primary Contractor. If the Primary Contractor is unable to perform the work within the required timeframe, declines the Task Order, or is otherwise unable to meet the requirements of the requesting entity, the Task Order may then be issued to the Secondary Contractor.

All work performed under a Task Order shall be governed by the terms and conditions of the Primary Contract. Award of a Primary or Secondary Contract does not obligate the STATE or any participating entity to issue any Task Orders. Participation by State agencies, local governments, and tribal governments is voluntary, and no minimum level of work is guaranteed.

3.2 APPLICABLE DIRECTIVES

The work performed under this contract must comply with all applicable local, state and federal laws, rules, codes, and regulations. The Contractor shall obtain and maintain all licenses, permits, and authority necessary to do business and render service under this Agreement.

The Contractor must be in compliance with state and federal statutes including Executive Order 11246 (as amended by Executives Orders 11375 and 12086), Federal Fair Labor Standards Act, “Equal Employment Opportunity,” Sections 103 and 107 of the “Contract Work Hours and Safety Standards Act,” the Copeland “Anti-Kickback” Act, the Brooks-Murkowski Amendment, and any others regarding performance of activities under the respective grant program they will be assisting with.

3.3 REQUIREMENTS

SPECIFIC CRITERIA

The State, local, or tribal government seeking Grant Management Services will provide the Contractor with information regarding the specific grant project(s) for which Grant Management assistance is required. It is the responsibility of the Contractor to develop and implement the necessary processes to ensure each project is administered, implemented, monitored, and closed out in accordance with the goals and requirements outlined in this RFP.

Grant Management Services shall be authorized through project-specific Task Orders or Statements of Work (SOWs) issued under the Primary Contract. Task Orders will be issued first to the Primary Contractor. If the Primary Contractor is unable to perform the required services within the timeframe specified, declines the Task Order, or is otherwise unable to meet the needs of the requesting entity, the Task Order may be issued to the Secondary Contractor.

1. Required Services The Contractor shall be required to provide the following types of services relating to Grant Management, as applicable to the Task Order or SOW:

a. Ensure State, local, and tribal governments perform proper procurement operations by following all applicable Federal, State, and/or local procurement regulations, applying the most restrictive requirements when multiple regulations apply

b. Develop Requests for Proposals (RFPs) and/or Requests for Qualifications (RFQs) for use by State, local, and tribal governments when conducting procurement operations

c. Review all bid documentation to ensure contractors have completed the procurement process correctly and are eligible and qualified to perform the approved scope(s) of work

d. Develop contracts that comply with all applicable Federal, State, and/or local laws, regulations, and statutory requirements necessary to hire eligible and qualified contractors under the applicable grant program

e. Manage and monitor grant-funded projects to ensure all work is completed in accordance with the approved scope of work and within established project deadlines, including work performed by contractors or through force account labor

f. Develop formal change requests for grant-funded projects, including but not limited to modifications to scope of work, cost overruns or underruns, and project schedule extensions

g. Assist State, local, and tribal governments with financial management of grant-funded projects, including monitoring project costs for eligibility and reasonableness and assisting with tracking and payment of eligible grant-related expenses

h. Prepare and submit reimbursement requests to the applicable grant program’s lead agency, including required supporting documentation such as contracts, bids, invoices, purchase orders, change orders, and proofs of payment

i. Develop formal appeals on behalf of State, local, and/or tribal governments to address grant determinations that are factually inaccurate or where regulations have been improperly applied

j. Prepare quarterly progress and financial reports for grant-funded projects, as required by the applicable grant program

k. Complete and submit grant project closeouts, including all required supporting documentation necessary for review and approval

l. Develop or refine records maintenance and retention policies and procedures to ensure grant documentation is properly stored and available for State or Federal audits

2. Full Award Lifecycle Tasks The Contractor may be required to perform services throughout the full grant award lifecycle, including but not limited to:

a. Awarding and administering grants, cooperative agreements, or other related assistance instruments

b. Designing, developing, implementing, and interpreting grant or assistance management policies, procedures, and practices

c. Providing training, technical assistance, oversight, ethics guidance, expertise, and consultation to program officials, awardees, review panels, applicants, recipients, and subrecipients, as needed

d. Reviewing and evaluating the adequacy and effectiveness of grant or assistance policies and procedures

e. Serving as a liaison between the United States Federal Government and external stakeholders, including recipients and awardees, to clarify, interpret, and resolve program-related issues

f. Initiating, planning, and conducting surveys, assessments, and studies to recommend improvements to policies, procedures, and regulatory compliance

3. Reporting Requirements Contractor must report to the requesting State, Local, or Tribal Government as deemed necessary by the applicable agency/jurisdiction. The Contractor must keep the agency/jurisdiction informed of any significant activities that are not on the approved timeline and negotiate adjusted timelines with the agency/jurisdiction as needed. Lack of quality or progress on goals or projects can result in termination of the Task Order or State Contract. The Contractor shall provide:

a. Timely and complete documentation for all procurement, project management and monitoring, financial management, formal change requests, appeals, quarterly reports, and closeout activities they complete on behalf of the State, Local, or Tribal Government

b. Provide full transparency of processes and activities completed for the management and monitoring of grant projects to the State, Local, or Tribal Government

c. Full transparency of costs charged to the State, Local, or Tribal Government in relation to Grant Management services provided

4. Standards All services shall be performed in accordance with the applicable Task Order or SOW, the Primary Contract, and this RFP. Failure to perform required tasks in a satisfactory manner may result in discontinuation of services and issuance of the Task Order to the Secondary Contractor, without penalty to the STATE.

The Contractor shall be responsible for completing each Task Order it accepts, in compliance with contract requirements and in accordance with the agreed-upon schedule, pricing, and approved change orders. All work is subject to inspection, evaluation, and acceptance by the STATE.

If the Contractor fails to resolve performance deficiencies or fails to complete Task Orders in accordance with contract requirements, the STATE may terminate the contract upon written notice. Where applicable, the STATE may also pursue additional remedies available under law, including suspension or debarment in accordance with North Dakota procurement statutes and rules.

RISK MANAGEMENT

The contractor will take appropriate measures to ensure the safety of its employees, state employees, the public, and property. The contractor must identify any potential risks, issues and problems associated with the project and identify ways to mitigate those potential risks.

CONTRACT TERM

This contract will be for one (1) year, with up to four (4) renewal options, and an option to extend for a 12 month period. See Contract - Attachment 3.

3.4 EXPERIENCE AND QUALIFICATIONS

1. Minimum Qualifications No specific minimum qualifications have been set for this RFP. At the time specified by the Proposal Receipt Deadline, the offeror must have and keep current any professional licenses and permits required by federal, state, and local laws for performance of this contract. Offerors that do not possess required licenses at the time proposals are due will be determined non-responsive and rejected.

Experience The offeror must meet the following experience requirements in order to be considered for contract award. A proposal from the offeror that does not meet minimum experience requirements will be rejected.

The offeror must have a minimum of three (3) years of experience managing grants and/or and participating in grant programs.

Contractor Project Team Personnel The contractor must inform the STATE of any changes to the contractor’s project team members named in the proposal, in advance and in writing. The Personnel changes of key contractor project team members that are not acceptable to STATE may be grounds for the STATE to terminate the contract.

3.5 Task order

1. Request Entities eligible to purchase under this contract (see Section 1.1) shall issue a written Task Order Request for Grant Management Services (Attachment 4 – Task Order). Each Task Order Request shall describe the services required and may include a Statement of Work (SOW) detailing project-specific requirements.

Task Order Process When an agency requires Grant Management Services, the agency shall prepare a written ask Order Request describing the required services, scope of work, schedule, and any applicable deliverables.

Task Orders shall be issued first to the Primary Contractor. The Primary Contractor shallreview the Task Order Request and respond within the timeframe specified by the agency.

If the Primary Contractor is unable to perform the requested services within the required timeframe, declines the Task Order, or is otherwise unavailable, the agency may issue the Task Order Request to the Secondary Contractor under the same terms and conditions.

No competitive process, rotation, or tiered selection is required for Task Order issuance under this contract structure.

Submission of Project Offer

Each non-emergent Task Order Request shall specify an offer due date for the Contractor’s response. The response period shall be no less than two (2) business days, unless otherwise agreed to by the requesting agency.

Within the specified timeframe, the Contractor shall respond to the issuing agency by either:

Accepting the Task Order and submitting a Project Offer, or Declining the Task Order and stating the reason for non-acceptance.

If the Contractor is capable of fulfilling the Task Order, it shall complete and attach a Project Offer to the Task Order Request form, sign, and return it to the requesting agency by the specified due date. The Project Offer shall include, as applicable:

1. Basic contractor staff information, including names and dates of availability

2. If an hourly rate is requested, proposed personnel costs and service rates for the staffing required. If the Task Order period spans more than one year of the contract term, rates shall be provided for each applicable contract year. Service rates shall not exceed those proposed in response to this RFP

3. If a fixed price is requested, a fixed-price offer to accomplish the Statement of Work

4. Résumé(s) for proposed contractor staff, if requested by the agency

5. Reference information for proposed contractor staff, if requested by the agency, including the results of two reference checks per individual, with at least one reference from a prior employer or a customer for whom similar grant management services were performed

3.6 Change Orders

A change order process will be used to manage issues and changes during the life of a task order project. A change request must be in writing to document the potential change. The change will be reviewed and, if acceptable to the agency, the vendor will submit an estimate of the charges and the anticipated changes in the delivery schedule that will result from the proposed change in the scope of work. A change order must be approved and signed by both parties prior to implementation of the change. (See Attachment 5 - Change Order)

3.7 Contract Performance Provisions

The success of this contract depends on vendor response to agency issued task orders and the quality of grant services rendered. The following performance provisions and reporting requirements apply to vendors participating in this contract.

A. Vendor Reporting Requirements By submitting a proposal to this RFP, the vendor agrees, should it be awarded a contract, to the following reporting requirements:

1) Participate, as requested, in periodic project status meetings

2) Participate, as requested, in periodic project executive steering committee meetings

3) Provide, as requested, written activity/status reports to the agency regarding work accomplished for each task order

4) Provide a report as requested by the State Procurement Office (template will be provided) at least once each annual contract period, within 30 days of the request, that includes a summary of task orders completed or in progress. The summary shall include task order number and short description of the project, agency name, contract type (Time & Materials or Fixed Bid), number of vendor staff provided, and task order price

B. Customer Satisfaction Surveys Throughout the Contract term, agencies may be asked to complete customer satisfaction surveys rating the agency’s satisfaction with quality of work, cost and schedule adherence, and contract compliance. Dissatisfaction with vendor performance indicated on agency customer satisfaction surveys may be used by the State in making a determination to terminate or restrict the vendor’s contract.

Upon the State’s exercising its right to restrict a vendor contract, the vendor may not be allowed to accept any future task orders. The remainder of the contract provisions shall remain in effect to the extent necessary to allow the vendor to complete any existing task orders that are in progress. When a restricted vendor completes its existing task orders, the State may reinstate the vendor if the performance problems have been resolved or it may exercise its option to terminate the vendor contract.

SECTION FOUR – PROPOSAL INSTRUCTIONS

4.1 PROPOSAL PREPARATION

The STATE discourages overly lengthy and costly proposals. An Offeror must prepare their proposal using the prescribed proposal format and provide all the requested information; this will enable the proposal to be evaluated fairly and completely. If an Offeror submits more than one proposal, each proposal must be prepared in accordance with these instructions.

Each proposal will include a Technical Proposal and a Cost Proposal prepared in accordance with these instructions. The Technical Proposal and the Cost Proposal must be submitted as separate documents, clearly labeled with the name of the Offeror, and marked “Technical Proposal” and “Cost Proposal.” Costs must not be revealed in the Technical Proposal. Options may be discussed in the technical proposal, but all cost information must be in the Cost Proposal only. DO NOT submit documents that are embedded into proposal documents or that contain links to documents on an external website.

4.2 DISCLOSURE OF PROPOSAL CONTENTS AND NORTH DAKOTA OPEN RECORDS LAWS

All proposals and other material submitted become the property of the STATE and may be returned only at the STATE's option. All proposals and related information, including detailed cost information, are exempt records and will be held in confidence until an award is made, in accordance with N.D.C.C. § 54-44.4-10(2).

Offerors may make a written request that trade secrets and other proprietary data contained in proposals be held confidential. Material considered confidential by the offeror must be clearly identified, and the offeror must include a brief statement that sets out the reasons for confidentiality. See the North Dakota Office of the Attorney General website for additional information. http://www.ag.nd.gov/OpenRecords/ORM.htm After award, proposals will be subject to the North Dakota open records law. Records are closed or confidential only if specifically stated in law. If a request for public information is received, the procurement officer, in consultation with the Office of the Attorney General, will determine whether the information is an exception to the North Dakota open records law, and the information will be processed appropriately.

4.3 PROPOSAL SUBMISSION INSTRUCTIONS

PROPOSAL FORMAT

Each proposal will include a technical proposal and a cost proposal prepared in accordance with these instructions.

The technical proposal and cost proposal must be submitted as separate documents, clearly labeled with the name of the Offeror and marked “Technical Proposal” and “Cost Proposal.” Costs must not be revealed in the technical proposal. Options may be discussed in the technical proposal, but all cost information must be in the cost proposal only.

UPLOAD RESPONSE THROUGH THE STATE PROCUREMENT ONLINE SYSTEM (SPO ONLINE):

Offeror must electronically submit proposals through the State Procurement Office Online system (SPO Online) by the Solicitation Closing deadline.

DO NOT WAIT UNTIL THE “LAST MINUTE” TO SUBMIT A RESPONSE. We recommend uploading your response 24 hours prior to the Solicitation Closing deadline.

Offeror must begin the electronic submission process well in advance of the Solicitation Closing deadline to allow for transmission and resolution of any technical difficulties. Be advised that the STATE is not responsible for an Offeror’s failure to timely submit a proposal due to any technical difficulties. If you experience any technical difficulties, contact the Procurement Officer or the State Procurement Office at infospo@nd.gov or 701-328-2740.

If documents are in the process of being uploaded when the Solicitation Closing deadline occurs, the upload process will stop. The attempted submission will not be uploaded successfully and is ineligible for consideration. The STATE takes no responsibility for electronic submissions that are captured, blocked, filtered, quarantined, or otherwise prevented from uploading by any anti-virus or other security software.

1. This solicitation is posted on SPO Online at: https://apps.nd.gov/csd/spo/services/bidder/main.htm

2. Select “Recent Solicitations” and find the solicitation. Solicitations are listed by close date.

3. Use “Upload Response” to upload a maximum of five (5) clearly labeled documents before the Solicitation Closing deadline provided in the RFP Schedule.

4. Offeror must upload their Technical Proposal and Cost Proposal in separate files.

5. The maximum file size allowed is 50 MB per file.

6. There is a 50 character file name limitation for the document being uploaded.

7. There is 75 character limit in the TITLE field within SPO Online.

8. All SPO Online field entries must be alphanumeric. Dashes and underscores are allowed; however, the system DOES NOT accept other special characters such as apostrophe, & symbol, quotation marks, etc.

9. DO NOT submit documents that are embedded (zip files), movies, wmp, encrypted, or mp3 files.

10. Offeror will receive an email confirmation from infospo@nd.gov that the upload response was received including the “File Description” for the uploaded files. Review this email to ensure all files were successfully uploaded. If Offeror DOES NOT receive an email confirmation, the upload was NOT successful, and the files will need to be uploaded again. If Offeror does not receive an email confirmation after the reattempt, contact the Procurement Officer or the State Procurement Office at infospo@nd.gov or 701-328-2740.

Visit https://www.omb.nd.gov/sites/www/files/documents/doing-business-with-the-state/procurement/spo-electronic-response-external-job-aid.pdf for the SPO Electronic Response Job Aid which describes how to submit an electronic response.

4.4 PROPOSAL FORMAT

Prepare the technical proposal and cost proposal in accordance with these instructions.

Technical Proposal – Format the proposal with the following labeled sections:

Section 1 – Cover Letter Section 2 – RFP Amendments Section 3 – Scope of Work Strategy Section 4 – Experience and Qualifications Section 5 – Contract Provisions Section 6 – Open Records and Confidentiality

Cost Proposal – The Cost Proposal must be a separate document. Format the cost proposal following the RFP instructions.

4.5 TECHNICAL PROPOSAL

SECTION 1 – COVER LETTER

Proposals shall include a cover letter that includes the following:

1. The name of the Offeror, name of the person to contact regarding the proposal, email address, telephone number, and mailing address.

2. Offerors are instructed to review the “Conflict of Interest” provisions in RFP Section 1 “Instructions.” If the firm, its employees, or subcontractors working on the contract have an apparent or actual conflict of interest, provide a statement disclosing the circumstances of the apparent or actual conflict of interest. Otherwise, provide a statement that your firm, employees, and subcontractors do not have a conflict of interest.

3. The cover letter must be signed by an individual with authority to bind the Offeror. By signing the cover letter, an Offeror certifies that it complies with:

a. All the requirements, terms, and conditions as set forth in this RFP.

b. The requirement that the Offeror’s proposal accurately describes the goods and services being offered to the STATE, and the proposal will be held firm for the period specified.

c. All local, state, and federal laws, rules, code laws, rules, code, regulation, and policies, including those relating to nondiscrimination, accessibility, civil rights, and equal employment.

d. The requirement that this proposal was prepared independently without collusion.

SECTION 2 – RFP AMENDMENTS

Provide signed copies of all Solicitation Amendments issued by the STATE that were required to be acknowledged by offerors.

SECTION 3 –SCOPE OF WORK STRATEGY

Offeror must review the requirements and deliverables provided in RFP Section 3, Scope of Work.

Offerors must review the requirements and deliverables provided in RFP Section 3, Scope of Work, which describe the Grant Management Services that may be requested under the Primary Contract through Task Orders or Statements of Work (SOWs).

1. Applicable Directives.

The Offeror must identify any applicable State and Federal laws, rules, regulations, or grant requirements that may apply to services performed under the Primary Contract.

2. Strategy for Scope of Work Requirements – Specific Criteria.

The Offeror must provide narrative statements demonstrating its understanding of the scope of work requirements and its general approach to performing Grant Management Services when requested under a Task Order. The Offeror shall describe its methodology to meet requirements and deliverables described in Section 3, as applicable to future Task Orders.

a. Describe any State and Federal regulations that may apply to services performed under this Scope of Work;

b. Provide a detailed description of how the Offeror would perform the tasks listed in Section 3 when authorized through a Task Order;

c. Describe the Offeror’s approach to meeting reporting requirements identified in Section 3;

d. Describe methodologies used to monitor quality assurance for services performed under the contract.

3. Location of Work.

Describe where services are generally expected to be performed and identify any anticipated travel requirements that may apply when services are authorized through a Task Order.

4. State-Furnished Property and Services.

Provide a general description of the Offeror’s expectations regarding State-furnished resources that may be required to support services performed under the contract, including anticipated roles, responsibilities, and coordination needs.

5. Risk Management.

Describe measures used to ensure the safety of employees, State employees, the public, and property. Identify potential risks associated with providing Grant Management Services and describe mitigation strategies.

SECTION 4 –EXPERIENCE AND QUALIFICATIONS

Mandatory Requirements. An offeror must provide information to demonstrate meeting the Offeror Experience and Qualifications Mandatory Requirement in RFP Section 3, Scope of Work, Experience and Qualifications.

Experience and Qualifications of the Firm Provide a brief history and describe the organization of the firm. Describe the number of years the offeror has provided the type of work requested in this RFP. Describe specific experience of their firm in completing similar projects. Provide a description of the project, approximate time frame of the project, and contact information for the customer. Offerors may provide letters of reference from customers. The reference letter must include the name of a contact person, address, email, and telephone number. The STATE may contact references provided for verification and to obtain additional information.

Experience and Qualifications of the Project Team Provide a narrative or organizational chart that describes the organization of the proposed project team. Provide information for key project team members, including:

1. Description of anticipated work they will perform and approximate estimated hours;

2. Resume or description of the relevant education, training, experience, skills and qualifications;

3. If the offeror has vacant positions, identify the job description and minimum qualifications for staff members to be recruited;

4. Subcontractors. If an offeror intends to use subcontractors, the offeror must identify in the proposal the names of the subcontractors and the portions of the work the subcontractors will perform. Provide a statement that the offeror will ensure that the subcontractor has or will obtain any required licenses and registrations, including registration with the North Dakota Secretary of State; and

5. Joint Venture. If submitting a proposal as a joint venture, provide narrative statements that describe the roles and responsibilities of each party to the joint vendor. If available, submit a copy of the joint venture agreement that identifies the parties involved and its rights and responsibilities

References Provide three (3) reference letters from clients for whom similar work was completed. The reference letter must include the name of a contact person, address, email, and telephone number. The STATE may contact references provided for verification and to obtain additional information. Evaluation may be impacted if the STATE is unable to contact the reference or the reference does not provide the requested information in a timely fashion.

SECTION 5 – CONTRACT PROVISIONS

Offeror shall review the STATE’s Contract – Attachment 3.

The proposal must include indicate whether or not the offeror accepts the terms and conditions in the STATE’s Contract. The proposal must include a copy of the Contract (Attachment 3) completed according to the instructions in the attachment.

An offeror may state that they accept the STATE’s Contract as written.

An offeror may state any objections or propose changes or additions to the STATE’s Contract. Describe the changes to the Contract being proposed or provide a red-line of the STATE’s Contract. Offerors are not to submit their own contract or standard terms and conditions with their proposals. Offeror should address the specific language in the attached contract and submit any proposed changes.

North Dakota procurement statutes, rules, and policies allow some negotiation of the terms and conditions. No changes to the terms and conditions will be permitted without prior written approval from the STATE.

SECTION 6 – OPEN RECORDS AND CONFIDENTIALITY

The State of North Dakota has broad open records laws. Proposals received are exempt from open record requirements until an award is made, in accordance with N.D.C.C. § 54-44.4-10(2). After award, proposals are subject to the North Dakota open records laws. Proposals or portions of proposals may be confidential only if specifically stated in law.

Offerors are instructed not to mark their entire proposal as “confidential.”

Offeror must provide one of the following in their proposal:

· Provide a statement indicating that their proposal does not contain any confidential information; OR

· Make a written request to hold confidential any trade secrets and other proprietary data contained in its proposal. Offeror must clearly identify the material considered confidential and explain why the material is confidential. See the North Dakota Office of the Attorney General website for additional information.