REQUEST FOR PROPOSALS (2025)

REQUEST FOR PROPOSALS

Kickapoo Tribe of Oklahoma

Network Exchange Grant Request for Proposal

Plan Development for:

1. Network Exchange Grant

INTRODUCTION / BACKGROUND

Kickapoo Tribe of Oklahoma Department of Environmental Programs (KDEP) strives to provide

effective environmental programs that promote the protection of the environment and human health. We

work directly with surface water, drinking water, air, solid waste, brownfields, underground storage tanks,

hazardous waste, emergency response, environmental justice, pesticides, and environmental planning

projects. KDEP is requesting proposals for qualified firms to address the following business and

administrative needs:

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Enhanced Interdepartmental Collaboration: Facilitate improved communication and coordination

among tribal departments involved in environmental management.

Data Management Efficiency: Implement a visual database software system to streamline data

collection, storage, and sharing, thereby reducing redundancy and improving data accuracy.

Compliance and Reporting: Aid in meeting regulatory compliance requirements by maintaining

an organized and easily accessible system for environmental data that can be used for reporting

purposes to oversight bodies.

Staff Development and Training: Provide necessary training to tribal staff on the new asset and

workflow management tools to ensure they are equipped to use the systems effectively and

efficiently.

Public Engagement and Communication: Develop tools and platforms for engaging with the tribal

community and the general public, sharing important environmental findings, and gathering

feedback for continuous improvement.

Scalability and Future Expansion: Establish a foundation with scalable solutions that can

accommodate future environmental data management needs and expansion of capabilities.

Resource Optimization: Leverage the new systems to optimize the use of existing resources,

reducing waste and increasing effectiveness in environmental program implementations.

Strategic Decision Making: Utilize data analysis tools for predictive analysis and strategic

planning to aid in making informed decisions about environmental policies and initiatives.

Sustainability and Environmental Protection: Enhance the tribe’s ability to manage environmental

projects in a way that promotes sustainability and protects natural resources effectively.

PROJECT OVERVIEW

The Kickapoo Tribe of Oklahoma was awarded grant funding to enhance data sharing and availability for

immediate stakeholders, including KDEP by integrating spatial data across tribal departments and

streamlining workflows. This grant and the programs and initiatives it seeks to develop will be managed

by the KDEP. The goal is to develop Web Mapping applications to integrate several data sources and

streamline workflows using a smart dashboard, advanced data visualization, and task automation. The

selected firm will work closely with the Tribe to develop these applications and train KDEP staff to

utilize them to make environmental data more accessible to stakeholders, other KTO departments, and the

organizations within the Exchange Network.

SCOPE OF WORK

The KDEP seeks proposals from qualified vendors to develop Web Mapping applications to integrate

several data sources and streamline workflows using a smart dashboard, advanced data visualization, and

Exchange Network Request for Proposals (Mar 2025)

task automation. The expected outcomes include several innovative environmental data management

tools including integrated mapping interfaces, administrative dashboards, and automated content

development workflows. The intended beneficiaries include the staff of KDEP, stakeholders, other KTO

departments, and the organizations within the Exchange Network. No sub-awards are included in this

grant assistance agreement.

The awarded vendor is required to develop and submit the following two (2) deliverables and

requirements by the dates specified:

A. Deliverables and Requirements

1.) Implement an interdepartmental environmental asset and workflow management visual

database

• The database is intended to allow for information to easily be shared across departments.

It must achieve transparent and coordinated interdepartmental environmental data

sharing, workflow coordination, and automated analysis and reporting by:

a. Clearly defining departmental interdependencies and environmental data sharing

requirements (June 1, 2025);

b. Training staff to use the best possible asset and workflow management visual

database software (August 30, 2025);

c. Inputting all relevant environmental data assets and workflows (December 31, 2025);

d. Setting up automated data delivery and analysis tools within the visual database (June

30, 2026).

2.) Build informative project-based public websites to display environmental findings to tribal

membership and the community.

• The outcomes of this deliverable include:

a. Identifying critical environmental projects and relevant content to share with tribal

membership (December 31, 2025);

b. Developing and maintaining project websites allowing for automated content

delivery from the visual database (June 30, 2026);

c. Performing public outreach regarding access to, comment on, and the further

development of environmental project content delivery (September 30, 2027).

Qualification of Experience

Respondents of this RFP should represent a firm, company, organization, team, or individual with ample

and demonstrated experience performing similar services and the professional standards thereof, to

undertake and successfully complete the Scope of Services outlined in this RFP.

The ideal respondent will consist of a multi-disciplinary team of professionals with experience in tribal

implementation projects.

Submission Requirements

Prospective firms are asked to submit responses in three parts:

1. Letter of Interest – the Letter of Interest shall specify the following

o Name and address of the firm

o Names and addresses of any proposed sub-contractors

o Name, title, email and phone number of the individual(s) from the firm authorized to

commit the firm to a contract

o Name, title, email and phone number of the individual the Tribe should contact

regarding any proposal questions and clarifications

o If applicable, please note any other contracts the services the firm has been

Exchange Network Request for Proposals (Mar 2025)

awarded and/or is actively pursuing.

2. Technical Response – the Technical Response shall describe the firm’s understanding of the

project and proposed approach to the following:

o Project understanding and Scope of Services including any recommendations to

improve/support the project and any special service(s) and/or accommodations

requested

o Approach the firm will take to tailor services for the Tribe

o A description of the proposed services to be performed by the firm as well as

description of any services to be performed by subcontractors listed in the Letter of

Interest.

o Project schedule

o Resumes of the proposed key personnel who will work on the project,

including descriptions of relevant recent experience performing similar

services

o Descriptions of comparable project experiences, including project budget,

services completed, and current project status.

o Three (3) references from comparable projects completed in the past five years.

3. Budget/Fee Proposal

o Breakdown of cost by task and sub-tasks

o Key personnel and hourly rates

o Total budget/fee proposal of the deliverable. Proposals should be simple and

straightforward and provide a concise description of the firm’s ability to meet the

requirements of the RFP. Any additional information that the firm would like to submit

should be included in a separate section titled “Supplemental Information”.

Evaluation Criteria

All proposals received will be evaluated by the KDEP staff on the following criteria:

1. Demonstrated understanding of the project, including tribal expectations, requirements, and

practices as well as overall clarity of the proposal (20%)

2. Project work plan, framed within an effective project management approach (20%)

3. Experience in Web Mapping Application development (20%)

4. Demonstrated ability to complete deliverables in accordance with stated deadlines; existing staff

capacity to begin the project immediately upon award/contract execution (20%)

5. Cost consideration (20%)

Contract Award

By submission of a proposal, Respondent agrees that, should it be identified as the preferred firm, it is

willing to enter into a contract with the tribe, subject to successful negotiations by both parties formally

agreed to in writing and binding of both parties.

The primary anticipated contract terms are as follows:

Period of Performance: March 2025 – December 2027

Exchange Network Request for Proposals (Mar 2025)

Additional Information

Any costs incurred in response to this request are at the Responder’s sole risk and will not be reimbursed

by the KTO or any project funders.

The KTO reserves the right to define and waive informalities, and to make a selection as deemed in its

own best interest. This includes the right to decline to enter into any contracts based on this solicitation,

withdraw, cancel, or reissue this solicitation for any reason, or reject all proposals and proceed utilizing a

different process, all at its sole discretion and without liability.

For any questions regarding this Request for Proposal contact:

Darren Shields

Environmental Director, KTO Department of Environmental Programs

Office: 405.964.4227. ext. 1700

Mobile: 405.708.0371

dshields@okkt.net

SUBMISSION OF PROPOSALS

Please remit an electronic version of the firm’s proposal no later than noon Central Standard Time on

Sunday, March 30th, 2025, to:

Darren Shields

Environmental Director, KTO Department of Environmental Programs

Office: 405.964.4227. ext. 1700

Mobile: 405.708.0371

dshields@okkt.net

Selection of a firm is anticipated no later than March 31, 2025, with contract negotiations to begin

immediately thereafter.

Exchange Network Request for Proposals (Mar 2025)