RFQ Education Outreach Coordinator.docx

CONFEDERATED TRIBES OF

COOS, LOWER UMPQUA AND SIUSLAW INDIANS

1245 Fulton Avenue - Coos Bay, Oregon 97420 Telephone (541)888-9577 Toll Free 1-888-280-0726 Fax: (541)888-2853

REQUEST FOR Quote (RFQ)

Due Date: June 26th, 2024 2 p.m. PST

Respond to:

Confederated Tribes of Coos, Lower Umpqua, & Siuslaw Indians Attn: Jemiah Wassman 1425 Fulton Ave Coos Bay, Or 97420 541-888-1318 jwassman@ctclusi.org

Implementing SAMHSA Grant Objectives for CTCLUSI Education Department

Table of Contents

SECTION 1: INTRODUCTION

1.1 Project, Purpose, and Scope 3

1.2 Scope of Work 4

SECTION 2: OVERVIEW OF CURRENT ENVIRONMENT

2.1 Background Information 4

SECTION 1: INTRODUCTION

1.1 Project, Purpose, and Scope

The Confederated Tribes of Coos, Lower Umpqua, and Siuslaw Indians (CTCLUSI) is seeking quotes for qualified individuals or firms to provide services as an Education Outreach Coordinator and two (2) Advocates. The Consulting Specialist will play a crucial role in planning, coordinating, and implementing educational services to support tribal students from kindergarten through 12th grade. This role emphasizes the development of prevention and intervention programs for youth at risk of substance abuse, depression, and/or suicide, while enhancing cultural connectivity and addressing educational and health disparities within the 5-county service area.

1.2 Scope of Work

The selected Coordinator and Advocates will work to engage and educate the Tribal community. The Coordinator with assistance of the two Advocates will assist CTCLUSI Education Department in implementing the SAMHSA Grant. An outline of timelines and goals from July 1st, 2024, to December 30th, 2024, for the specific tasks to be completed. This is a six (6) month contract.

Objective: To develop comprehensive prevention and intervention programs for youth at risk and to enhance cultural connectivity.

· The Coordinator and Advocates will collaborate closely with the CTCLUSI Education Team to develop, implement, and manage the SAMHSA grant.

· Coordinator will organize workshops, seminars, and other educational events. Coordinator and Advocates will act as a liaison building partnerships with schools, community groups, parents/guardians, and other stakeholders. Additionally, promote parent/guardian and student participation in these activities.

· Attend and coordinate meetings with other facilitators and agencies.

· Address and/or assist in resolving student concerns with school staff as directed.

· Creation of educational materials and resources.

· The Coordinator will coordinate the two Education Outreach Advocates to engage tribal families and students in outreach and programming efforts.

· The Coordinator will provide a detailed action plan and timeline to CTCLUSI Education Department to ensure compliance with SAMHSA grant requirements.

· Coordinator, Advocates and Education Department to evaluate the effectiveness of the outreach activities and making recommendations for improvement.

· Reporting progress and outcomes to the CTCLUSI Education Department

The Coordinator and Advocates will play a key role in achieving the objectives of the SAMHSA grant projects. Their expertise and active collaboration with the Education Team will be instrumental in developing and implementing prevention and intervention programs for at-risk youth, as well as enhancing cultural connectivity and addressing educational and health disparities within the 5-county service area.

SECTION 2: OVERVIEW OF CURRENT ENVIRONMENT

2.1 Background Information

The Education Department of CTCLUSI is dedicated to assisting Tribal Members in achieving their educational goals. Our team, including Jemiah Wassman, Director of Education, Brandy Lauby, Education Specialist II, Isaac Dull, Experiential Learning Specialist, and Morgan Cloud, Higher Education Specialist, provides comprehensive support through case management, financial assistance for college and technical school, scholarships, and various youth activities.

These activities encompass a Summer School, After School Program, Spring Camp, Tutoring, Language and Culture Camps, and a Student Recognition Event, celebrating the achievements of all Tribal children and adults. Our primary focus is on supporting students' academic pursuits by offering resources, guidance, and support to help them become educated, healthy, and well-rounded Tribal members as they strive toward higher education and vocational aspirations.

The Education Department also oversees the Tribal Library, which offers hundreds of titles for Tribal Members of all ages. We continually expand our collection to inform and engage our Tribal Community.

We pledge to provide both traditional learning and Western principles through our Higher Education Stipend Program, Adult Education Program, and support systems for high school completion, tutoring, and mentoring for middle and elementary school students who identify with indigenous traditions. Our commitment is to help Tribal Members explore their potential contributions to the community. As resources grow, we aim to enhance our program offerings across the five-county service area and to all members of the tribe.

It is essential to hire an independent contractor to assist in running the SAMHSA grant. This grant aims to focus on educational and cultural revitalization within the tribe. The contractor will play a crucial role in providing expertise, guidance, and support to ensure the successful execution of the grant objectives.

The current education staff is committed to their roles and willing to collaborate with the independent contractor. They are prepared to undertake the necessary work to develop and implement high-quality programming strategies that will benefit the native student population and the tribal community at large. The team recognizes the importance of creating an inclusive and culturally sensitive educational environment that honors and preserves the tribe’s traditions, language, and heritage.

SECTION 3: SUBMITTAL REQUIREMENTS

3.1 Qualifications

To facilitate the analysis of responses to the RFQ, consultants or advocates, firms, or individuals are required to prepare their proposals in accordance with the instructions outlined in this section. Consultants, Advocates, or firms who deviate from these instructions may be considered non-responsive and may be disqualified at the discretion of CTCLUSI. Proposals should be prepared in a concise manner and provide sufficient detail and descriptions of the consultants’ capabilities to satisfy the requirements of this RFQ. A proposal shall constitute an irrevocable offer for 90 days following the deadline for its submission. All proposals will be confidential until selection of a vendor or final rejection of all proposals by CTCLUSI at which time all proposals will be public information.

You may submit for all or an individual position.

The ideal candidate or firm should have:

· Proven experience in educational outreach or a related field

· Strong organizational and communication skills

· Ability to work independently and as part of a team

· Experience in creating educational content and organizing events

· Familiarity with the topics outline in the scope of work.

Please submit electronic bid proposal to Oregon Buys https://OregonBuys.gov/bso/view/login/login.xhtml by June 24, 2024 @ 2 p.m. Pacific Standard Time (PST) Any proposal received after the published time will be rejected.

3.2 Proposal Format

Responses to this RFQ should include a cover page and a signed letter of transmittal followed by a table of contents. Quotes should be organized into the following major sections and provided sufficient detail for CTCLUSI to make an informed decision and comparison of proposals. Emphasis will be given on accuracy, completeness and clarity of content.

I. Executive Summary A brief narrative is not to exceed three (3) pages describing the proposed solution.

II. Company Background

· Provide background information including previous grant experience, services, and education. Responses should address the following items and may include other information that the consultant believes would be relevant to CTCLUSI in light of the information in this RFP.

· Extensive knowledge of prevention and intervention programs: The candidate should have a comprehensive understanding of prevention and intervention programs, their goals, and operational requirements. They should possess in-depth knowledge of the resources, frameworks, and best practices related to building and expanding such initiatives.

· Experience in program development and implementation: The candidate should be familiar with the regulatory and compliance aspects of educational programs and have the ability to navigate and interpret relevant policies and guidelines.

· Expertise in resource identification and utilization: The candidate should demonstrate strong research and analytical skills to identify and evaluate resources necessary for building out educational programs. They should have experience in assessing community needs, identifying funding sources, and leveraging available resources effectively to support program development and sustainability.

· Familiarity with grant application processes: The candidate should possess knowledge and experience in preparing and submitting requests for proposals (RFPs) or requests for quotations (RFQs) related to educational programs. They should be proficient in navigating grant application processes, including proposal writing, budgeting, and compliance requirements.

III. Proposed Solution Provide a narrative of the proposed timelines and goals mentioned in Section 1.2. Responses should address items identified in the requirements section above as well as, in separate section, other optional features recommended by the consultant. The consultant should highlight features and capabilities that the consultant feels are the strength of the proposed solution.

Provide a work plan including consultants methodology for implementing the proposed solution. This section should address all key phases including project planning, configuration, testing, rollout and support. Responses should include implementation plan consideration including estimated time frame and deliverables for various stages of the project. Responses should include a discussion of resources required by CTCLUSI staff including Education, IT personnel, and user training for the implementation as well as skills required to support the new system. Key areas of interest include testing procedures and project risk mitigation to help avoid downtime.

IV. Client References Proposal must include a minimum of three (3) references for directly applicable grant projects. References should include an overview of the solution. Additional references are allowable if the consultant chooses. Include the contact person who was directly responsible for overseeing the implementation/completion for each of the referenced projects. Proposals must include the name of the client/agency, contact information (name, phone number and/or email address.) and the dates the services were provided.

V. Cost Proposal Proposal must include the proposed cost, including all out-of-pocket costs, broken down by major activity. Include hourly rates and number of hours for each individual that will work on the project. Consultant(s) should clearly indicate the level and type of support to be provided in detail. This should include number of hours of operation for support or available support plans with associated costs.

Cost proposal should identify any hardware and software required to implement the project. Cost proposals should include the following cost components.

· Equipment (Hardware and Software)

· Implementation Services

· Training

· Support

· Maintenance

· Optional Items

· Other

3.3 Selection Criteria

Proposals will be evaluated based on following criteria:

· Clarity of Proposal

· Demonstrated success in similar projects; particular attention will be paid to proposals from entities with experience implementing services for government or tribal agencies.

· Responsiveness of the proposal to CTCLUSI objectives and scope of work (Attachment A)

· The technical ability, capacity, and flexibility of consultant(s) to perform the scope of work

· Total cost of proposal (Attachment B)

· References and past performance

Questions should be submitted via email to jwassman@ctclusi.org. Questions along with answers will be posted on the Oregon Buys website. Questions are allowed to be emailed until June 24th at Noon.

Award Announcement Selection decisions are expected to be announced on June 26th, 2024 at 2 PM.

CTCLUSI appreciates your interest and looks forward to receiving your proposal.

ATTACHMENT A – SCOPE OF WORK

ATTACHMENT B – FEE SCHEDULE

image1.png