RFQ Sub-Award Sub-Grantee Virtual Training.pdf

Request for Quotes (RFQ)

Sub-grantee/Sub-award Virtual Training (Finance Specific and Departmental Training)

Purpose

The Confederated Tribes of Coos, Lower Umpqua and Siuslaw Indians (CTCLUSI) desires to strengthen its grant compliance and administration capabilities through a tailored, practical, and virtual training program. Recognizing the complexity of managing multiple awards, including pass-through funding and subawards, CTCLUSI is seeking two virtual trainings designed to align with CTCLUSI’s people, processes, and compliance needs.

Scope of Services

The training program and specific content will be developed in coordination with CTCLUSI and informed by feedback received during a planning and development phase. This approach is intended to ensure the trainings are grounded in the Tribe’s current business processes, roles and responsibilities, and operating environment.

CTCLUSI is interested in a phased approach, as described below:

Phase 1: Project Kickoff and Training Planning

CTCLUSI will work with a designated vendor project liaison to confirm the objectives, anticipated participants, timing, and priority areas of focus for the training program. This planning phase will be used to better understand CTCLUSI’s current grant administration environment and identify specific learning opportunities for the training sessions.

As part of this phase, a vendor will need to:

• Request and review relevant CTCLUSI policies, procedures, templates, and other materials associated with grant management and subaward administration;

• Coordinate planning discussions with key stakeholders in Finance and select department representatives;

• Clarify roles and responsibilities across Finance and departments throughout the award lifecycle; and

• Identify priority compliance topics, process considerations, and practical examples to incorporate into the training content.

The information gathered during this phase will be used to tailor the training materials to CTCLUSI’s internal practices, current business processes, and compliance needs.

Phase 2: Training Content Development and Review

Based on the information gathered during Phase 1, the vendor will develop a recommended training outline for each session and provide the outlines to CTCLUSI for review. After receiving feedback, the vendor will develop draft presentation materials and submit them to the project liaison for management review. The vendor will update the materials based on consolidated feedback received from CTCLUSI.

The two anticipated trainings are described below:

Training 1: Finance-Focused Grant Compliance and Administration Training

The first training will be targeted to the Tribe’s Finance personnel and is anticipated to include approximately six to eight participants. This session will focus on what Finance should be considering and doing throughout the full lifecycle of an award.

Topics are expected to include how Finance can effectively partner with departments to obtain the programmatic and operational information needed to support compliance, accurate financial reporting, and complete documentation. A key emphasis of this session will be subaward management from a Finance perspective, including how Finance can support departments that perform programmatic monitoring while Finance remains responsible for financial reporting, invoice review, and payment processing.

Consistent with CTCLUSI’s goals, this training will also address what requirements and supporting information Finance should be looking for prior to releasing payments to subrecipients or vendors. This will include practical considerations to reduce the risk of unallowable costs, incomplete support, or noncompliance with award terms.

Training 2: Department-Focused Grant Compliance and Subaward Management Training

The second training will be designed for a broader audience across CTCLUSI departments and is anticipated to include approximately 30 to 35 participants, including personnel from the Departments of Natural Resources, Health, and Social Services.

This training will need to include a detailed summary of what was instructed in the Finance- Focused training session.

This session will focus on key concepts of grant compliance and what departments should be considering to help mitigate risk to the Tribe throughout award lifecycle. Vendor will discuss department roles and responsibilities from award initiation through closeout, including the importance of clear documentation, timely communication with Finance, and adherence to award-specific requirements.

Because subawards are a priority area for CTCLUSI, this training will also address what a strong subaward process looks like from the department perspective. Topics are expected to include key components of a well-structured subaward, how to establish appropriate expectations for deliverables and reporting, and how to carry out and document monitoring activities in a manner that supports both programmatic success and compliance.

Phase 3: Training Delivery and Final Materials

Vendor will coordinate with CTCLUSI to schedule both trainings to occur in the Summer of 2026, on dates and times agreed upon by the parties. Each training is expected to be conducted virtually via Zoom and will be approximately 60 minutes in length. Each session will include time for questions and answers.

Vendor will record each training session for CTCLUSI’s internal use. Upon completion of the trainings, the vendor will provide CTCLUSI with the final presentation materials and recordings of both training sessions.

Charges for Services

CTCLUSI Requests vendors to quote fees as follows:

• Finance-focused training - (Training 1):

• Department-focused training - (Training 2):

• Any additional costs - (Please Explain):

CTCLUSI realizes these estimates are dependent on the level of tailoring required, and the number of planning meetings.

CTCLUSI requests that these trainings take place virtually via Microsoft Teams or Zoom.

CTCLUSI requests that these trainings be recorded for internal use only and that the recordings along with any slide presentations and/or videos are provided to CTCLUSI within 5 business days of the completion of training.

CTCLUSI will not pay for any travel or out-of-pocket fees for these training events.

Evaluation Criteria & Scoring

Quotes will be evaluated based on the following criteria:

Evaluation Criteria Weight Experience & Qualifications 25% Regulatory Compliance 25% Cost & Pricing Transparency 25% Customer Support 20% Indian-owned business preference 5%

Total

100%

Submission Instructions

Any questions must be submitted electronically by May 28, 2026 at 2 PM PST

All quotes must be submitted electronically to:

Procurement@ctclusi.org

Subject Line: Sub-Grantee/Sub-Award Training (CTCLUSI)

Deadline for submission: June 4, 2026 at 2 PM PST

General Terms & Conditions

• CTCLUSI reserves the right to reject any or all quotes

• This RFQ does not guarantee award of a contract

• CTCLUSI may negotiate terms with the selected vendor

• All submitted materials become the property of CTCLUSI

• It is the sole responsibility of the Vendor to provide all information requested and meet all requirements of this RFQ

• CTCLUSI has no express or implied obligation to reimburse any Vendor for any expenses incurred in preparing quotes in response to this request

• CTCLUSI is a state sales tax exempt organization

Gratuities and Kickbacks

• It shall be a breach of ethical standards for any person, business or Organization to offer, give or agree to give any current or former officer, agent, or employee, or for any current or former officer, agent, or employee to solicit, demand, accept, or agree to accept from another person, a gratuity or an offer of employment in connection with any decision, approval, disapproval, recommendation, preparation of any part of a program requirement or a purchase request, influencing the content of any specification or procurement standard, rendering of advice, investigation, auditing or in any other advisory capacity in any proceeding or application, or any other particular matter, pertaining to any program requirement, contract, subcontract, or to any solicitation or proposal for a contract or subcontract.