Request for Proposals:  Organizational Assessment-Confederated Tribes of the Umatilla Indian Reservation

Request for Proposals: Organizational Assessment-Confederated Tribes of the Umatilla Indian Reservation

Confederated Tribes of the Umatilla Indian Reservation

(CTUIR)

Request for Proposals

(RFP)

Organizational Assessment

Ted A Wright

Executive Director

tedwright@ctuir.org

Pendleton, Oregon

Issued: August 28, 2019

Due by: 2:00 PM September 20, 2019

  1. PROJECT PURPOSE

The Confederated Tribes of the Umatilla Indian Reservation (CTUIR) seeks proposals that would provide a strategic Comprehensive Assessment of Tribal Government Operations & Structure. The purpose of this assessment would be to provide the CTUIR Executive Director and elected governing body, the Board of Trustees, with a report that includes analysis and recommendations, as set forth in this Request for Proposals.

  1. PROPOSAL GUIDELINES

This request represents the requirements for an open and competitive process and subject to the CTUIR Fiscal Management Policies. Proposals will be accepted until 2:00 PM PST September 20, 2019. Any proposals received after this date and time will be returned to sender. All proposals must be signed by an official agent or representative of the company submitting the proposal.

If the organization submitting a proposal must contract any work to meet the requirements contained herein, this must be clearly stated in the proposal. Additionally, all costs detailed in a proposal must include any contracted work, so as to be all-inclusive. Proposals that call for contracted work must include a name and description of the organization or individuals to be contracted.

All proposed costs must be itemized to include an explanation of all fees and costs.

Contract terms and conditions will be negotiated upon selection of the winning bidder for this RFP. All contractual terms and conditions will be included in the CTUIR form Professional Services Agreement (PSA), and subject to review by the Tribe’s Office of Legal Counsel. That PSA will include scope, budget, schedule and any other items necessary to complete the proposed project.

  1. PROJECT SCOPE

The CTUIR Tribal Government and employment of its staff was generated primarily through the development of the ISDEAA (Indian Self Determination and Education Assistance Act of 1974). Adoption of the CTUIR’s first Comprehensive Plan occurred in 1979. That plan designated the planned growth and development of the Umatilla Reservation. In the 1980’s reflects substantial growth in tribal programs, services, enterprises and building and capital improvements. Many of those planning initiatives were accomplished. That period reflected the Tribal Governments assumption of federal services and capacities for services to the Reservation and its membership through PL-638 contracting, and eventually compacting most of the services available under the ISDEAA. Although the CTUIR made substantial progress to enhance tribal services, the federal appropriations for those services remains substantially deficient to tackle the unmet service needs of its membership. In the early 1990’s the CTUIR created Wildhorse Resort and Casino. Those revenues supplement the tribal government operations and services to its membership. The CTUIR has further updated its 20 year Comprehensive Plan in 2010.

The CTUIR tribal government has garnered recognition for its award winning service and governance over the last 20 years. Many of those services are centered on protecting and restoring the CTUIR’s treaty and cultural heritage. Examples include restoration of instream flows and fisheries in the Umatilla River Basin, cultural resource preservation, hydrology, Native American business network, energy and economic development, violence against women, public transportation and more. The CTUIR consistently meets or exceeds annual audit standards, and advances Board Priorities as well.

With the substantial growth of the CTUIR tribal government over the last 20 years, there are now over 500 employees and an annual budget exceeding $230,000,000. The CTUIR growth has included a number of management structure changes to address organizational priorities and concerns. Over time, the CTUIR has gained substantial institutional strength. CTUIR management has discouraged pursuit of programs and personnel supported only by unsustainable grants that eventually disappear, and avoid absorbing unfunded positions within a department’s budget. Periodically, the Board appropriates for priority services using tribal “hard-dollars,” which becomes institutionalized by virtue of its continued real or perceived value. Over the last few years, the organization has had several swift changes to its management structure, and is imperative for the Tribe to step back and strategically examine how it should be organized for present and future realities.

The scope of this project includes a comprehensive, critical and constructive examination of the growth of the CTUIR tribal government from 2005 to 2020. The successful bidder will propose an assessment that covers the history of growth for the required period, including a detailed account of how departments and programs of the tribe have evolved to current day. Further, the analysis must include a critical effectiveness review of existing programs, projects and general operations with constructive organizational change management recommendations.

Bidders should follow something like a MITRE approach (see Attachment B) with project progression through the mobilization-to-phase-one to facilitate 2005-2020 data collection to inform a broader snapshot, to phase-two of targeted data collection (targeted), and phase–three analysis for identifying strategic changes and action plan recommendations. Some variation on this model, or one like it, is preferred.

Note: The final written report will include sections that address each of the designated Tasks, with Deliverables and Timelines specified below. Additionally, presentations will be made to groups within CTUIR, as outlined in the schedule. Bidders should describe the model they will use to assess organization change and performance and explain why it is best suited for this study.

Task 1. Conduct a historical analysis of the growth of the Confederated Tribes of the Umatilla Indian Reservation since 2005, including at least the following:

A. Numbers of employees each year with a graphical representation of the increases or decreases.

B. Department growth by number of employees and budget each year for the 15 year period.

C. Graphical representation of organization chart changes via clickable digital overlays, as in PPT or some other application.

D. Facilities growth as measured in total square footage for the study period.

E. Other indicators of growth, as determined by Contractor in consultation with CTUIR management.

Deliverable: Analysis of Historical Growth

Task 2. Conduct an analysis of CTUIR organizational structure including lines of communication, supervision, and authority, with an emphasis on efficient and effective operations, integration, and capacity.

Deliverable: Analysis of Strategic Organizational Considerations

Task 3. Include analysis and strategic recommendations to enhance organizational:

A. alignment of staff, resources and integration of data support for CTUIR services and work goals;

B. oversight of performance and productivity;

C. informed decision making at the management, executive and policy levels;

D. other key governance structure opportunities;

Deliverable: Action Plan Recommendations

  1. REQUEST FOR PROPOSAL AND PROJECT TIMELINE

RFP Timeline

Ø All proposals in response to this RFP are to be received by CTUIR no later than 2:00PM PST September 20, 2019

Ø Evaluation of proposals will be conducted through the end of September 2019. The CTUIR reserves the right to contact a responding entity to gather further information and explore negotiations to arrive at negotiated agreement before selecting a proposal.

Ø Selection of the winning responding entity is targeted for no later than October 30, 2019.

Ø Notification to responding proposal entities not selected is targeted for no later than October 30, 2019.

Project Timeline

Ø Project initiation must be started by November 5, 2019.

Ø Project conclusion must be no later than December 30, 2019.

  1. BUDGET

Proposals must include all costs to complete the tasks described in the project SCOPE. Costs should be stated as one-time or non-recurring costs (NRC), or monthly recurring costs (MRC). Pricing should be listed for each of the following items in accordance with the format below:

NRC MRC Total

Project Initiation

Phase-One 2005-2020 Data Collection

Phase-Two Targeted Data Collection

Analysis of Strategic Considerations

Action Plan Recommendations

___________

Total =

NOTE: All costs and fees must be clearly described in each proposal. All NRC should be detailed including and work proposed to be completed by contractor(s). Prepare your cost estimates based on hourly rates for personnel. If your proposal is organized around a different approach (not MITRE), then provide an explanation of the value added through your approach.

  1. BIDDER QUALIFICATION

CTUIR will evaluate all proposals based on the following criteria:

Proposals should follow the format below and should be less than 20 pages, single-sided, minimum 11 point font. Divider sheets are required and will not be included in the page count. Facsimile or emailed transmissions will not be accepted. To ensure responsiveness, your proposal should be complete and include all the following information:

a. Firm Background (10 points): Describe your ownership structure, service area, volume of organizational assessment services, length of time in the industry, and financial stability.

b. Local Knowledge (10 points): Describe your understanding of the project site location and the unique considerations of working on the CTUIR Reservation. Describe your firm’s plan to help maximize the efficiency of tribal government, and thus improve the ability of the CTUIR to better serve its citizens. Provide specific examples of your track record in this area.

c. Previous Experience and Work History: (10 points): Provide evidence of recent experience conducting organizational assessments for tribe’s and/or tribal organizations. Provide references and contact information (name, phone number).

d. Staffing Plan (25 points): Provide a detailed and specific discussion of your firm’s proposed staffing plan. Include an organizational chart, description of staff roles, resume’s and other pertinent information. Describe your plan to staff this project so that the work is completed on a tight timeline as cost-effectively as possible.

e. Approach (15 points): Provide a general discussion of your firm’s consultancy approach, including involvement with CTUIR personnel from initiation through completion of the project.

f. Value and Cost (25 points): Provide a detailed breakdown of your proposed fees, clearly stating any items not covered by your fees. State whether your proposed fee is a lump sum request or a not-to-exceed amount.

g. Indian Preference & TERO Certification (5 points): Provide documentation to confirm whether your firm is 51% Native-owned and that your firm is certified as native-owned by the CTUIR TERO office.

Each bidder must submit 5 copies of their proposal and include the following:

Attachments:

A: Professional Services Agreement

B: MITRE Approach to Organizational Assessment

C: Brief background; Confederated Tribes of the Umatilla Indian Reservation

ATTACHMENT A

Professional Services Agreement

ATTACHMENT B

Umatilla

ATTACHMENT C

BRIEF BACKGROUND: CTUIR

The CTUIR is a federally recognized tribe with reserved treaty rights, self-governance responsibilities for its citizens and the residents of the 172,000 acre and allotted Umatilla Indian Reservation located within in Northeastern Oregon. The CTUIR is a large regional employer with governance, business enterprise and housing activities. More information is available at: http://ctuir.org/

The CTUIR Constitution and Bylaws designates the Board of Trustees as the governing body of the CTUIR. The Board hires and supervises an Executive Director who is charged with overseeing most all operations of the tribal government. An Executive Management Policy, (EMP) approved by the Board of Trustees and amended periodically, provides general guidance and formal authorizations/prohibitions for the Executive Director as he/she leads the organization.

The work of the CTUIR entities is guided by the 20 year CTUIR Comprehensive Plan. The Comprehensive Plan includes 15 governance elements ranging across organizational excellence, public safety, economic and community development, human services, land acquisition, treaty rights and more. Annual work plans and associated budget appropriations are approved annually by the Board of Trustees pursuant to the CTUIR Fiscal Management Policies.

The Executive Director supervises 15 department directors. In the past there was a Deputy Executive Director, but that position was eliminated by Board action in 2017. A 2012 internal analysis of organizational growth produced a plan that would phase in two additional Deputy Executive Directors by 2017. That plan was not implemented.

The Board of Trustees, following their election every other year, arrives at Board Priorities for their term. Those priorities are shaped from the CTUIR Comprehensive Plan, and typically arrived at after an initial governance and policy retreat. Following the retreat, the Executive Director ensures that organizational management incorporates the Board term priorities as well as ongoing benchmarks.

The Action Plans Recommendations that result from the proposed Organizational Assessment will inform the Executive Director on organizational change options as per 2018-2019 Board of Trustees Priority: Organizational Excellence.

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