Grant Writing Services

REQUEST FOR PROPOSAL
Grant Writing Services
September 30, 2026

TABLE OF CONTENTS
I. Introduction .................................................................................................................................................. 3
II. Solicitation .................................................................................................................................................... 3
III. Scope of Services ........................................................................................................................................ 3
IV. Proposal Requirements ............................................................................................................................... 4
V. Evaluation Criteria ....................................................................................................................................... 5
VI. Management ................................................................................................................................................. 6
VII. Term of Contract .......................................................................................................................................... 6
VIII. Payment...............................................................................................................................6
IX. Schedule ........................................................................................................................................................ 7
X. Terms and Conditions ................................................................................................................................. 7
XI. Required Documents ................................................................................................................................. 11
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I. Introduction
Tanana Chiefs Conference (TCC), organized as Dena' Nena' Henash or "Our Land Speaks," is a
sovereign tribal consortium with a board of directors consisting of 42 Tribal communities across
Interior Alaska, representing 37 federally recognized tribes. TCC is an Alaska Native non-profit
corporation that provides health and social services for the more than 18,000 Alaska Native people
in the Interior Alaska region. TCC was formed in 1962, but its history dates back over 100 years,
when tribal chiefs from throughout the region banded together to protect their Native land rights.
TCC's main office is in Fairbanks, Alaska. TCC region covers 235,000 square miles of Interior
Alaska, which is equal to about 37 percent of the entire state. The region is divided into six sub-
regions: Yukon Koyukuk, Yukon Tanana, Lower Yukon, Upper Kuskokwim, Yukon Flats, and
Upper Tanana.
II. Solicitation
TCC Health Services (with potential to include Behavioral Health, Health Administration, &
Wellness and Prevention) invites qualified and experienced individuals/firms to submit proposals to
perform grant writing services. See below for scope of services.
Bid Due Date
Bid submissions are to be sent to diane.evans@tananachiefs.org. Deadline for submitting bids
shall be no later than 4:00 PM on October 16, 2026.
TCC has a file limit of 20 MB size limit for email.
III. Scope of Services
The following services are required:
1. Scope of Services
Tasks and Responsibilities:
Writers to submit proposals for providing grant writing services for TCC Health Services programs
to include: researching, preparing, and submitting grant proposals for program development and
sustainability. The proposals include support for existing programs or the development of new
projects. The Contractor selected will collaborate with Health Services staff to collect data and
information for actual proposal submissions.
* Research and identify federal, state, Tribal, local, and private funding opportunities that align with
TCC Health Services priorities and strategic initiatives.
* Review funding opportunity announcements and provide recommendations regarding funding
eligibility, competitiveness, and program fit.
* Coordinate with designated Health Services leadership, program managers, finance staff, and
subject matter experts to gather information necessary for proposal development.
* Develop competitive grant proposals for new program initiatives, continuation funding, and
sustainability of existing programs.
* Prepare proposal narratives, goals, objectives, work plans, implementation timelines, logic models,
evaluation plans, sustainability plans, and other required application components.
* Assist with the development of grant budgets and budget justifications in collaboration with TCC
program and finance staff.
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* Prepare and organize all required proposal attachments, including organizational information,
staffing plans, resumes, letters of commitment, letters of support, and other required
documentation.
* Ensure all proposals comply with funding agency requirements, formatting instructions, submission
guidelines, and applicable federal, state, Tribal, and sponsor regulations.
* Coordinate proposal development schedules to ensure all internal review deadlines and
submission deadlines are met.
* Assist with identifying funding strategies that support long-term program sustainability and
expansion.
* Maintain regular communication with designated TCC staff regarding project status, upcoming
funding opportunities, proposal progress, and anticipated deadlines.
* Maintain confidentiality of all proprietary, financial, personnel, client, and organizational information
obtained during the performance of this contract.
* Attend planning meetings, conference calls, virtual meetings, or in-person meetings with TCC staff,
as requested.
* Complete other grant development, grant planning, evaluation, or related professional services as
requested by TCC Health Services.
Each bidder shall thoroughly examine the contract documents. The failure or neglect of a
bidder to receive or examine any contract document or any part thereof shall in no way relieve
it from any obligations with respect to its quote or to the service contract. No claim for
additional compensation shall be allowed, which is based upon a lack of knowledge of any
contract document.
IV. Proposal Requirements
Proposals submitted in response to this Request for Proposal (RFP) should be comprehensive and
structured to provide a clear understanding of the capabilities and approach of the proposing firm.
Each proposal shall include a technical proposal and fee proposal.
1. Technical Proposal:
The technical proposal should detail your firm's approach to each task specified in the Scope of
Work. This should include a description of methodologies, tools, and technologies that will be
used, as well as an outline of the key personnel who will be involved in the project. Highlight
your firm's previous experience with similar projects, showcasing your ability to deliver on time
and within budget.
2. Fee Proposal:
The fee proposal should outline the financial aspects of the proposal without tying costs to
specific project details. Instead, proposers should present a structured pricing model that is
adaptable to various project scopes. This model should include:
* General pricing strategies or philosophies that guide the firm's fee structure.
* Standard rates for professional services, categorized by staff qualifications or roles.
* An explanation of any other costs that might be applicable in a typical project scenario,
such as travel expenses, third-party consultation fees, or software licensing fees.
Each proposal should be formatted as a single PDF document, ensure that all information is
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accessible and easily navigable. The document should include a table of contents, and each
section should be clearly labeled to facilitate quick reference.
Through the narrative of your proposal, your firm should convey not only its technical competence
to execute the work detailed in the Scope of Work, but also its commitment to maintaining a
collaborative relationship with TCC and other stakeholders throughout the course of this
agreement.
Proposal shall be submitted via email by the deadline specified in this RFP. It is crucial that
proposals are comprehensive, addressing all sections outlined in this RFP, as incomplete
submissions may not be considered.
V. Evaluation Criteria
Selection of the Meeting Facilitator will proceed through a structured process to ensure
transparency, fairness, and to find the most qualified candidate. The selection process will include
the following steps.
1. Proposal Submission:
* Proposals must be submitted by the stated deadline and should conform to the
specified format and content requirements to be considered.
2. Initial Screening:
* All submissions will be reviewed to ensure compliance with the requirements. Proposals
that do not meet the basic submission criteria will be rejected.
* All documents should be submitted in a PDF form and limited to five pages, not
including cover page or resume(s).
3. Evaluation of Proposals:
Each proposal will be evaluated based on the following defined criteria.
* Understanding: Illustrate that the firm understands the scope of work and duties
involved in carrying out the tasks required. (20 Points)
* Firm Experience: Describe the firm's expertise in grant facilitation and coordination.
(20 Points)
* References: Provide references and contact information from previous clients. (10
Points)
* Methodology: Describe how the firm will perform the tasks required. (10 Points)
* Management Plan: Describe the management plan and who will be performing
services under this contract. Include availability of staffing. (20 Points)
* Cost: Value of services. (20 Points)
Native Preference: Native Preference will be applied to a vendor's total bid
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price for evaluation purposes only, in accordance with TCC policy and TCC
Resolution 2026-25, as amended, as follows:
(a) In-Region Native Preference. A vendor qualifying for the in-region Native preference will receive a ten
percent (10%) reduction in its total bid price for evaluation purposes only. To qualify for this preference,
the vendor must be majority-owned (more than 50% ownership interest) by one or more TCC-region tribal
members or by a TCC-region village corporation. The qualifying ownership interest must exceed 50% at
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the time the bid is submitted.
(b) Alaska Native Preference. A vendor qualifying for the Alaska Native preference but not qualifying for
the in-region preference described in subsection (a), will receive a five percent (5%) reduction in its total
bid price for evaluation purposes only. To qualify for this preference, the vendor must be majority-owned
(more than 50% ownership interest) by one or more Alaska Native tribal members or by an Alaska Native
village corporation. The qualifying ownership interest must exceed 50% at the time the bid is submitted.
4. Interviews:
The top scoring firm(s) may be invited for interviews to discuss their proposal, explore their
project approach, and assess the team's fit for the project. Interviews will provide firms with an
opportunity for the selection committee to ask detailed questions and for the firm(s) to clarify
and expand on their proposal.
5. Ranking and Recommendation:
Following interviews, the selection committee will rank the firms based on the overall
evaluations and interviews.
6. Final Selection:
Multiple firms may be selected for final negotiations. TCC reserves the right to negotiate first to
refine project specifics, costs, and contractual terms to ensure alignment with the department's
goals.
7. Contract Award:
Upon successful negotiation, a contract may be awarded to multiple firms. If negotiations are
unsuccessful, TCC reserves the right to not award.
8. Notification:
All proposers shall be notified of the decision. The successful firm(s) will receive a contract
award notification.
Upon selection, proof of insurance and current business licenses are required to be provided.
VI. Management
Diane Evans-Sommer, or designee, will manage this RFP for TCC with Program Directors
managing contracts for their departments/divisions. If a party changes its contract manager, then
the party will notify the other in writing of this change.
VII. Term of Contract
Subject to Section 7 of TCC's Services Contract Termination in the Terms and Conditions, the
Services shall start upon receiving a fully signed agreement and shall end September 30, 2027,
with the option to renew as agreed upon by the two parties, but not to exceed a total of three (3)
years.
VIII. Payment
Payment shall be made no later than thirty (30) days for undisputed services after TCC receives
properly prepared invoice. A valid tax identification number must be provided to TCC prior to any
payment being made.
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IX. Schedule
The anticipated project schedule is as follows.
Deadline to submit Proposals October 16, 2026
Issue Notice of Intent to Award (NOITA) October 21, 2026
Execute Contract /Notice to Proceed October 23, 2026
Contract End Date (including all possible renewals) September 30, 2027/2028/2029
All dates are approximate and contingent upon the completion of previous activities.
X. Terms and Conditions
1. Waiver of Minor Informalities
TCC expressly reserves the right to waive minor informalities, negotiate changes or reject any
and all quotes and to not award the proposed contract, if in its best interest. "Minor
informalities" means matters of form rather than substance which are evident from the submittal
or are insignificant matters that have negligible effect on price, quantity, quality, delivery or
contractual conditions and can be waived or corrected without prejudice to the other Proposers.
2. Proposals
TCC reserves the right to accept or reject any and all proposals. Proposals must be signed
(electronic signatures are acceptable) and dated in order to be valid. Proposals are to be valid
for Ninety (90) days from solicitation due date.
TCC will not pay any cost associated with the preparation, submittal, or presentation of any
proposal.
3. Contracts
By submitting a bid, vendor agrees to be bound by the terms of TCC's Services Contact provided
for in Appendix B.
4. Insurance and Indemnification by Contractor
Before starting performance of the Services, the Contractor will provide to TCC proof of all
required insurance in connection with the Services or for the type of work, including workers'
compensation insurance, in amounts acceptable to TCC. Except for claims arising out of acts
caused by the sole negligence of TCC or its employees, the Contractor shall indemnify and
hold harmless TCC, its employees, agents, officers, and directors for any claims arising out of
an act or omission of any nature whatsoever of the Contractor, or its employees, causing
damage to any person or property in performance of this contract. Required limits are listed
below:
* Commercial general liability insurance with limits of no less than $1,000,000 per occurrence
and $2,000,000 in the aggregate;
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* Automobile insurance with limits of no less than $1,000,000 combined single limit coverage;
and
* Worker's Compensation insurance as required by the State of Alaska, and; where
applicable, any other statutory obligations including but not limited to Federal U.S.L. & H.
and Jones Act requirements.
* Professional Liability insurance covering negligent acts, errors, and omissions in the
performance of the professional services with policy limits not less than $1,000,000 per
occurrence and $2,000,000 in the aggregate. The Contractor warrants that any retroactive
date applicable to coverage under the policy precedes the effective date of this contract;
and that continuous coverage will be maintained or an extended discovery period will be
exercised for a period of three (3) years beginning from the time that work under this
contract is completed.
* Waiver of Subrogation. Contractor waives all rights against TCC and its agents, officers,
directors and employees for recovery of damages to the extent these damages are covered
by the above policies maintained pursuant to this agreement. Contractor shall obtain an
endorsement to the above policies to affect this waiver.
5. Native Hire
If this contract involves a federal program or if the State of Alaska is acting under congressional
delegation of federal trust authority the Contractor will provide employment preference for
Native Americans in activities under this contract under Public Law 93-638 and other applicable
laws.
6. Compliance
Contractor agrees to comply with all applicable federal and state laws, orders and regulations
including, but not limited to Executive Order 11246 as amended, and the regulations at 41
CFR60-1 through 60-60, and 36 United States Code (USC) 2012, the Vietnam Era Veterans
Readjustment Assistance Act of 1974, and 503 of the Rehabilitation Act of 1973, as amended,
and the requirements listed at 41 CFR 60-741, the BETS-100 reporting requirement listed at 41
CFR 60-250.10, and any applicable criminal history or background check requirements.
7. Records and Retention
Contractor will provide TCC, the Comptroller General of the United States, and any federal or
state grantor agency that contributed any portion of the contract funding, access to any books,
documents, papers, and records of Contractor related to the contract for the purpose of making
audits, examinations, excerpts and transcriptions. Contractor agrees to maintain all such
records for at least Seven (7) years from the date when final contract payment is made by TCC
to the Contractor.
8. Termination
A. Either Party may terminate this Contract upon thirty (30) days' prior written notice to the other
Party. TCC may terminate this Contract immediately for a breach, non-performance, material
non-compliance, lack of insurance coverage, or convenience. TCC may, at its option, provide
Contractor with an opportunity to correct a breach or violation of this Contract in lieu of
termination. Any such correction must occur within thirty (30) days after TCC provides notice
of the cause and its intent to terminate, unless TCC determines that additional time for
correction is appropriate under the circumstances.
B. If TCC terminates this Contract because of breach, non-performance, or material non-
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compliance or Contractor terminates this Contract for a reason other than a breach by TCC,
Contractor shall be liable to TCC for damages equal to the difference between the Contract
price and cost to TCC to complete the work. If TCC terminates this Contract without cause,
Contractor shall be paid for the percentage of total work under the Contract satisfactorily
completed, less advances.
9. Privacy and Confidentiality
TCC is required to safeguard the privacy of its clients and to protect their rights to
confidentiality. Federal or state privacy or confidentiality laws and regulations protect certain
information including a client's identity or presence for purposes of treatment. Contractor is
responsible to apprise itself of and abide by the provisions of all federal or state laws and
regulations that may apply including, but not necessarily limited to, the Alcohol and Other Drug
Confidentiality Rule, 42 CFR Part 2, and the Health Insurance Portability and Accountability Act
Privacy Rule, 45 CFR Sections 160 and 164, and to preserve and safeguard the privacy and
confidentiality of TCC clients. Contractor shall not disclose the identity of any TCC client or
share any information or observations regarding any TCC client. Contractor shall keep
confidential all information about any TCC employee learned in connection with this contract or
performance of the Services. Contractor shall hold all information made available by TCC to
Contractor in strict confidence. If Contractor has any questions regarding matters of privacy or
confidentiality, Contractor is to contact the TCC contract manager.
10. Independent Contractor
Contractor is an independent contractor, not an employee of TCC. Contractor shall possess a
valid, current Alaska business license and City of Fairbanks business license, if applicable, and
such other permits and licenses required to perform the work required by this contract.
Contractor is solely responsible for all taxes, employee withholdings, workers' compensation
insurance, and unemployment insurance.
11. Expenses
TCC and Contractor will each pay for the negotiation and performance of their respective
obligations under this contract.
12. Prohibition on Subcontracting and Assignment
Contractor agrees not to subcontract to any extent the Services without the prior consent of
TCC. Neither party may assign its rights, interests, or obligations under this contract without the
prior consent of the other party.
13. Disclosure of Potential Conflicts of Interest
Before signing this contract, Contractor agrees to disclose to the TCC contract manager any
relationship that may be a potential conflict of interest related to the performance of the
Services. A potential conflict of interest includes, but is not limited to, Contractor having existing
relationships or agreements with entities that may be averse to TCC, Contractor being related
within the third degree of blood relationship to an employee of TCC, Contractor having an
existing financial interest with TCC, or Contractor having an existing financial interest with any
person involved in the signing of this contract. By signing this contract, Contractor represents
and warrants that it has made all required disclosures to TCC. Any breach of this Section will
be considered a material breach of this contract.
14. Contractor's Representations
Contractor represents and warrants that Contractor is qualified to perform the Scope of
Services outlined in Section III, Scope of Work, and has obtained all professional licenses,
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business licenses, permits, or governmental approvals necessary for performance of the
Services.
15. Debarment and Suspension Certification
Contractor certifies that its principals are licensed attorneys in good standing in a state within
the United States, and no principals are listed on the Excluded Parties List System, in
accordance with the OMB guidelines at 2 CFR part 180 that implement Executive Orders
12549 and 12689, "Debarment and Suspension."
16. Equal Employment Opportunity
Subject to Section 5, Contractor will comply with Executive Order 11246, "Equal Employment
Opportunity," as amended by Executive Order 11375, "Amending Executive Order 11246
Relating to Equal Employment Opportunity," and as supplemented by regulations at 41 CFR
part 60, "Office of Federal Contract Compliance Programs, Equal Employment Opportunity,
Department of Labor."
17. Anti-Lobbying Certification
(This provision applies if the contract amount exceeds $100,000). Contractor agrees that it has
not and will not use Federal appropriated funds to pay any person or organization for
influencing or attempting to influence an officer or employee of any agency, a member of
Congress, officer or employee of Congress, or an employee of a member of Congress in
connection with the awarding of any Federal contract, grant, or any other award covered by 31
USC 1352.
18. Clean Air Act and Federal Water Pollution Control Act Certification
(This provision may apply if the contract amount exceeds $100,000). Contractor agrees to
comply with all applicable standards, orders or regulations issued pursuant to the Clean Air Act
(42 USC 7401 et seq.) and the Federal Water Pollution Control Act as amended (33 USC
1251 et seq.).
19. Severability
If any provision of this contract is held invalid, such provision is ineffective only to the extent
prohibited or invalidated by law, without invalidating the remaining provisions of this contract.
20. Complete Contract
This contract, together with any attachments or other documents expressly referenced,
comprises the complete agreement between the parties and supersedes any prior
understandings, contracts or representations by or between the parties.
21. Counterparts
This Contract may be executed in one or more counterparts, any one of which need not contain
the signatures of more than one Party, but all such counterparts taken together will constitute
one and the same instrument.
22. Governing Law and Forum
The internal law of the State of Alaska, without regard to conflicts of laws principles, governs
the construction, validity, interpretation, and performance of this contract. Any claim under this
contract shall be filed in the courts of the State of Alaska, Fourth Judicial Organization at
Fairbanks.
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