RFP for Data Migration Review

Request for Proposal for Data Migration Review
Section 1 - General Information
1.1 - Deadlines and Contact Information
* RFP Issue Date: 10/14/2026
* Proposal Deadline: 10/29/2026
* Quinault Indian Nation Representative Contact:
Name: Julie Burnett
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Phone: 3602768211 ext. 4012
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E-mail: Julie.burnett@quinault.org
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1.2 - Submission Instructions
Subject to the conditions set forth in this binding Request for Proposal ("RFP), the Quinault Indian
Nation ("QIN") is requesting Proposals from qualified Vendors for Reviewing merging files from
one Meeting software program to another. .
* RFP Name: Data Migration Review
* Submission: Vendors are required to submit tenders in searchable .PDF, Word, or Excel
format or a combination to bids@quinault.org with "Data Migration Review" in the subject
line. Faxed tenders will not be accepted. Tenders may also, in addition to emailed tenders,
be submitted by U.S. Mail, courier, Fed Ex, DHL, UACA to:
QUINAULT INDIAN NATION
ATTN: Contracts/Cora Pope
1214 AALIS DRIVE
TAHOLAH, WA 98587
1.3 - RFP Review Schedule
The following schedule of milestones is based on planned QIN activities and anticipated Vendor
delivery capabilities. It is presented for illustrative purposes only.
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RFP Procedure Date Time
RFP Issue Date 10/14/2026
Questions Due 10/26/2026 5:00 PM PST
Responses to Questions 10/27/2026
Proposal Deadline 10/28/2026 5:00 PM PST
Vendor Selection 10/29/2026
Contract Execution 11/5/2026
Services Commence 11/9/2026
Estimated Date Subject to Change with Notice
1.4 - Code of Conduct and Fair Competition
It is the responsibility of the Vendor to notify the QIN Representatives in writing of any possible
conflict of interest as set forth below. QIN will investigate the matter and determine if an actual
conflict of interest exists. A conflict of interest arises when a QIN or Vendor employee, officer or
agent involved in the RFP process or Contract has a financial or any other interest in a Vendor. If
a conflict of interest exists, the Vendor may not submit a Proposal.
QIN or Vendor employees, officers and agents may neither solicit nor accept gratuities, favors, or
anything of monetary value from Vendors, Contractors, or parties to sub-agreements. Any such
actions must be reported to the QIN Representatives immediately.
QIN reserves the right to cancel the award if, in its sole discretion, it determines that any interest
disclosed from any source could give the appearance of a conflict or cause speculation as to the
objectivity of the program to be developed by the Vendor. QIN's determination regarding any
questions of conflict of interest shall be final.
1.5 - Compliance with International, Tribal, Federal, State, and Local Laws
Vendor warrants in submitting a Proposal and in the performance of an award as a result of the
Proposal, that Vendor has complied with, or will comply with, all applicable international, tribal,
federal, state, and local laws, ordinances, license requirements and all lawful orders, rules and
regulations hereunder. The Vendor, by submitting the Proposal or performance that results from
an award by QIN, agrees not to discriminate against any employee or applicant based on an
individual's race, color, religion, religious creed, ancestry, national origin, age (except minors),
sex, sexual orientation, marital status, medical condition and/or disability, and otherwise as
required or permitted by law. Vendor further agrees that any sub-contract will contain a provision
requiring non-discrimination in employment as specified above. Any breach of this provision may
be regarded as material breach of contract and cause for cancellation.
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1.6 - Limitation of Liability
QIN makes no representations, warranties, or guarantees that the information contained herein is
accurate, complete, timely, or that such information accurately represents the full technical
requirements for the Vendors offerings now or in the future. The furnishing of such information
by QIN shall not create or be deemed to create any obligation or liability upon it for any reason
whatsoever and each Vendor, by submitting its Proposal, expressly agrees that it has not relied
upon the foregoing information, and that it shall not hold QIN liable or responsible therefore in
any manner whatsoever. Accordingly, nothing contained herein and no representation, statement,
or promise, of QIN, its directors, officers, agents, representatives, or employees, oral or in writing,
shall impair or limit the effect of the warranties of the Vendor required by this Request for Proposal
and that it shall not hold QIN liable or responsible therefore in any manner whatsoever. Neither
the Trustees of QIN, nor any officer, agent, or employee thereof shall be charged personally with
any liability by a Vendor or another or held liable to a Vendor or another under any term or
provision of this RFP or any statements made herein or because of the submission or attempted
submission of a response hereto or otherwise.
1.7 - Qualification of Vendor
Vendor must possess the potential ability to perform successfully under the terms and conditions
set forth in the RFP. Consideration shall be given to such matters as Vendor integrity; record of
past performance; and financial and technical resources.
QIN shall make such investigations as deemed necessary to determine the ability of a Vendor to
provide the specified equipment and perform professional services.
QIN reserves the right to reject any Proposal if the evidence submitted by, or investigation of, such
Vendor fails to satisfy QIN, in its sole judgement, that said Vendor is properly qualified to carry
out the obligations of the final Contract.
Vendor must have a minimum of one year administrative experience, proof-reading, and/or data
entry experience.
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Section 2 - Submission of Proposals
2.1 - Preparation of Proposals
By submission of its Proposal, the Vendor agrees that the Proposal is predicated upon the
acceptance of all the terms and conditions stated in the Request for Proposal, unless specifically
excluded by the Vendor in its Proposal. Part or all the RFP and the successful Proposal may be
incorporated into the Contract.
Each Vendor shall furnish the information and documents required by the RFP. Failure to submit
all required information may deem a Proposal as non-responsive.
Submittal of Proposal shall be in English. Submittal must be in searchable .pdf format, Word or
Excel, or combination.
All costs associated with the Contract must be stated in U.S. Dollars. By submitting a Proposal,
Vendor certifies that the prices proposed have been arrived at independently, without consultation,
communication, or agreement for the purpose of restricting competition as to any matter relating
to such prices with any other Vendor or competitor. Vendors are cautioned to write all descriptions
and prices clearly so there is no doubt as to the intent and scope of the Proposal.
A person who is legally authorized to bind Vendor to a Contract shall sign the Proposal. A Proposal
submitted by an agent shall have a current Power of Attorney, which evidences the agent's
authority to bind Vendor. The person signing the Proposal shall initial erasures or other changes.
Unnecessarily elaborate Proposals beyond what is sufficient to present a complete and effective
Proposal are not desired and may be construed as an indication of the Vendor's lack of cost
consciousness. Elaborate artwork, expensive paper and bindings are neither necessary nor desired.
The cost incurred for the preparation of the Proposal is the sole responsibility of the Vendor. QIN
does not assume any liability for any pre-contract activity and/or cost incurred by Vendors
responding to this RFP.
Proposal information is not considered confidential or proprietary. Trade secrets and other
proprietary data contained in Proposals may be held confidential if the Vendor requests, in writing,
that QIN does so, and if QIN agrees, in writing, to do so. Material considered confidential by the
Vendor must be clearly identified. Such confidential/proprietary information must be easily
separable from the non-confidential sections of the Proposal. Marking the entire Proposal as
proprietary will be neither accepted nor honored. Notwithstanding any of the foregoing, QIN
reserves the right to use any of the ideas presented in any reply, Proposal, discussion, negotiations,
or presentation related to the RFP.
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Vendor is an independent contractor, and no employee or agent of Vendor shall be deemed to be
an employee or agent of QIN.
2.2 - Communications Regarding the RFP
Requests for clarification and interpretations of the RFP must be made via e-mail prior to the
Additional Questions Due date and no later than 5 pm PST on each of the days.
All questions regarding the RFP shall be directed to the QIN Representative by e-mail. Two types
of questions generally arise. One may be answered by directing the questioner to a specific section
of the RFP. Other questions may be more complex and may require a written amendment to the
RFP. The QIN Representatives will make that decision.
The QIN Representatives shall make clarifications, interpretations, corrections, and changes to the
RFP by written Addenda as specified below.
MS Teams or Zoom meetings can be scheduled to address specific questions and/or for general
discussion of the RFP.
Questions will not be answered, and clarification will not be given after the Responses to Questions
date.
2.3 - Addenda to RFP
Addenda to the RFP will be issued in writing and will be communicated to all Vendors by e-mail
and shall become part of the RFP. If the RFP is amended, all terms and conditions that are not
modified by the Addenda remain unchanged and in effect as written. If an addendum is issued
after Proposals have been received and/or after a short list has been developed, the addendum may
be provided only to those who submitted Proposals or only to those on the short list, in the sole
discretion of QIN.
Each Vendor shall be responsible for making sure it has received all issued Addenda prior to
submitting a Proposal.
Addenda may be issued through the Responses to Questions date.
QIN reserves the right to change the RFP schedule and to issue addenda.
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QIN also reserves the right to cancel, reissue, or to make corrections or amendments to the RFP
due to errors or changes identified by QIN or suggested by a Vendor, and to otherwise modify the
terms of the RFP, or to withdraw it, at any time in its sole discretion.
2.4 - Submission of Proposals
Proposals are to be received via email or by the designated office on or before the date and time
specified as the Proposal Deadline in the RFP. Oral, or facsimile Proposals will not be considered.
Email submissions are required whether a hardcopy is delivered or not. Email submissions must
be in searchable .pdf, Word, or Excel format or a combination. Email proposals must be delivered
to bids@quinault.org.
If a Proposal is sent by mail, Vendor assumes full responsibility in assuring that its Proposal is
received by the Proposal Deadline. Hardcopy Proposals, one (1) only, can be submitted in a sealed
envelope or package as follows:
1. Addressed to the address specified on the cover page of this RFP,
2. Show the RFP Name,
3. Give the Vendor's name, primary contacts address, and
4. Show the date and time of the Proposal Deadline as specified in this RFP.
QIN, or any QIN representatives, officers, or employees, will not be held responsible for the pre-
opening of, post-opening of, or the failure to open a Proposal not properly addressed and identified.
2.5 - Alternate or Substitute Proposals
Vendors may submit more than one Proposal. Alternate or substitute Proposals must comply with
the terms and conditions of the RFP and must contain all required documents as specified in the
RFP.
QIN is seeking Proposals that meet its minimum requirements as outlined in the Technical
Requirements/Proposal. If more than one method of meeting these requirements is proposed, each
should be labeled primary, secondary, etc., submitted separately, and they will be evaluated in the
specific priorities.
2.6 - Late Submissions, Modifications, and Withdrawals of Proposals
Proposals received after the specified Proposal Deadline will not be considered and shall be
returned to the Vendor unopened.
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Prior to the Proposal Deadline, a submitted Proposal may be modified by written notice, signed by
a duly authorized person on behalf of the Vendor, to the QIN Representative. The written notice
shall be worded as not to reveal the amount of the original Proposal.
Proposal Modifications must contain all required documents as specified in the RFP. Failure to
submit all required information can deem the Proposal Modification as non-compliant and the
contents of the Proposal Modification will not be considered.
A previously submitted Proposal will not be returned, unless written notice, signed by a duly
authorized person, from the Proposing Company is received by the QIN Representative.
Prior to the Proposal Deadline, a submitted Proposal may be withdrawn by written notice to the
QIN Representative up until the Proposal Deadline. Written requests to withdraw must be signed
by a duly authorized person on behalf of the Vendor and shall not reveal the amount of the
Proposal. Proposals may not be modified or withdrawn after the Proposal Deadline.
A withdrawn Proposal may be resubmitted prior to the Proposal Deadline. All resubmitted
Proposals must fully comply with the RFP. QIN will only consider the latest version of the
Proposal.
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Section 3 - Evaluation of Proposals
3.1 - Opening of Proposals
The assigned QIN Representatives will not accept Proposals after the specified date and time.
Proposal services and pricing will not be publicly announced. Proposals will be reviewed and
evaluated by QIN. At any time, and from time to time after the opening of the Proposals, QIN
may give oral or written notice to one or more Vendors to furnish additional information relating
to its Proposal and/or qualifications to perform the services contained in the RFP, or to meet with
designated representatives of QIN. The giving of such notice shall not be construed as an
acceptance of a Vendor's Proposal.
All materials submitted in response to this RFP become the property of QIN.
Selection or rejection of a response does not affect this right. All copyright of materials produced
under any contract or subcontract awarded as a result of this RFP shall be retained by QIN. All
forms of documents and data generated as a result of this contract are owned by and shall be
delivered to QIN at the direction of the QIN Representative. During the period of performance,
the information may not be disclosed by the Vendor to third parties, except as expressly provided
in the Contract, without the written permission of QIN.
3.2 - Postponement of Proposal Opening
If an emergency or unanticipated event interrupts normal QIN processes to cause the postponement
of the scheduled Proposal opening or the issuance of an addenda, the QIN will issue, in writing, to
all Vendors, the new timeline and process.
3.3 - Proposal Evaluation
QIN may use a variety of procedures and techniques in evaluating Proposals and Vendors,
including, but not limited to, creating a short list of Vendors, using technical, comparative pairing,
and price conversion techniques, requesting Best and Final Offers, conducting discussions, oral
interviews and presentations, site visits, and negotiations, checking references, determining
financial capability, and performing reevaluations of Proposals as necessary. Through use of any
procedure or technique, QIN may limit the number of Proposals to one or more that it will continue
to consider. QIN reserves the right to reject any Proposal that does not meet prerequisites or
minimum requirements or which scores below average on any of the criteria.
3.4 - Selection Criteria
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QIN reserves the right to make an award without further discussion of the Proposals submitted;
there may be no best and final offer procedure. Interviews and negotiations may be conducted with
one or more of the Vendors, but there shall be no obligation to receive further information from
any Vendor. Therefore, each initial offer should contain the Vendor's best terms from a cost or
price, service, and technical standpoint.
QIN may consult references familiar with the Vendor regarding its prior operations and projects,
financial resources, reputation, performance, or other matters. Submission of a Proposal shall
constitute permission for QIN to make such inquiries and authorization to third parties to respond
thereto.
QIN may elect to initiate contract negotiations with one or more Vendors including negotiation of
costs/price(s) and any other issues or terms and conditions, including modifying any requirement
in the RFP. The option of whether or not to initiate contract negotiations rests solely with QIN.
No Vendor shall have any rights against QIN arising from such negotiations. The Vendors will be
responsible for their travel and per diem expenses, required for any presentations, discussions,
and/or negotiations.
QIN reserves the right to award the Contract to a supplier other than the Vendor presenting the
lowest price. The Contract resulting from this solicitation may be awarded to the Vendor(s) whose
Proposal(s) QIN believes will be the most advantageous to QIN or their respective Clients.
The release of the RFP does not compel QIN to purchase or to make an award. QIN shall not be
obligated in any manner to any Vendor whatsoever until a written Contract has been duly executed
relating to an approved Proposal.
QIN reserves the right to award multiple contracts for the products, work and/or services that are
the subject matter of this Proposal and Vendor(s) are hereby given notice that they may not be
QIN's only Contractor or Vendor for such products, work and/or services.
As a result of the selection of a Vendor to supply products and/or services to QIN, QIN is neither
endorsing nor suggesting that the Vendor's product or service is the best or only solution. The
Vendor agrees to make no reference to QIN in any literature, promotional material, brochures,
sales presentation, or the like without the express written consent of QIN.
The Vendor will be expected to enter into a Contract Agreement with QIN, in a form substantially
similar to Quinault's template contract.
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QIN will evaluate proposals on a qualitative basis. This includes our review of the Vendor's peer
review report and related materials, interviews with senior engagement personnel to be assigned
to our organization, results of discussion with other clients and the Vendor's completeness and
timeliness in its response to us.
3.5 - Rejection of Proposals
QIN has the right to reject any and all Proposals for any reason, or no reason.
3.6 - Effective Period of Prices
All pricing Proposals by Vendor will remain fixed and firm until the Services Commence date.
Vendors may propose prices based on a flat fee, flat fee plus expenses, hourly fee, or hourly fee
plus expenses basis; however, in all cases Vendors must provide an estimate of total cost and must
provide a detailed schedule of the variables and calculations utilized to determine estimated total
cost.
3.7 - Notification of Award
The QIN Representative will issue "Notification of Award" letter(s) once a selection has been
made.
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