RFP Juvenile Wellness Court Youth Wellness & Life Skills Retreat

QUINAULT INDIAN NATION | JUVENILE WELLNESS COURT
QUINAULT INDIAN NATION
REQUEST FOR PROPOSALS
Juvenile Wellness Court
Youth Wellness & Life Skills Retreat
December 18-22, 2026 | Four nights / Five days
Issue date: November 3, 2026
Proposal deadline: November 9, 2026 | Submission time: 4:30 pm
Submission and questions email: bids@quinault.org
Procurement authority: Quinault Indian Nation (QIN)
Solicitation at a glance
* Depart Taholah Friday, December 18, 2026 at 7:30 AM; return Tuesday, December 22, 2026.
* Contractor to plan, coordinate, facilitate and support supervision in partnership with designated QIN staff.
* Contractor fee must be stated as a flat fee, with separately paid retreat expenses clearly identified.
* Indian Preference applies as determined under Quinault Tribal Code Title 97 and QIN Tribal Employment Rights
Office certification.
RFP * Youth Wellness & Life Skills Retreat * December 18-22, 2026

QUINAULT INDIAN NATION | JUVENILE WELLNESS COURT
1. Introduction and Purpose
QIN invites proposals from experienced individuals or organizations to plan and facilitate a culturally responsive,
youth-centered, four-night, five-day retreat for Juvenile Wellness Court participants. The retreat will connect
Tribal identity, education and career exploration, wellness, leadership, practical life skills and positive youth
development.
The contractor shall use experiential, strengths-based and trauma-informed methods and coordinate all
activities with the designated QIN Juvenile Wellness Court representative. The contractor supports, but does not
replace, QIN staff responsibility for participant supervision and court-related decisions.
2. Program Background and Intended Outcomes
The Juvenile Wellness Court seeks to support youth healing, accountability, family and community connections,
and positive future pathways. The retreat is designed to give youth meaningful experiences outside their usual
environments.
* Strengthen cultural identity and relationships with Native peers and communities.
* Increase awareness of college, vocational, scholarship and employment pathways.
* Practice budgeting, self-advocacy, communication, decision-making and other life skills.
* Build confidence, resilience, healthy relationships and personal goals.
* Provide opportunities for reflection and participant feedback.
Outcomes are program goals, not guarantees of individual behavioral or recidivism results.
3. Project Dates, Locations and Coordination
Friday, December 18, 2026, with departure from Taholah, Washington at 7:30 AM, and concludes upon return to
Taholah Tuesday, December 22, 2026. The contractor must be available for pre-retreat planning and for the
entire retreat period.
Proposed activities may take place in the Tacoma/Seattle area and at other approved locations. Specific venues,
lodging and transportation arrangements require QIN approval before commitments or expenditures.
4. Scope of Work
4.1 Planning and project management
* Develop a complete daily itinerary, travel plan, activity sequence and contingency alternatives, including
meals, rest, transitions and supervision.
* Attend planning meetings; coordinate reservations, educational and Tribal partnerships, admissions,
materials, and approved logistics.
* Identify each activity's contact, location, estimated duration, costs, accessibility considerations and
responsible lead.
* Obtain written QIN approval for the final itinerary and any material changes.
RFP * Youth Wellness & Life Skills Retreat * December 18-22, 2026

QUINAULT INDIAN NATION | JUVENILE WELLNESS COURT
4.2 College, career and educational exploration
Provide approximately two days of college and education exploration, subject to campus availability and QIN
approval. Potential partners include Northwest Indian College, University of Washington Tacoma and/or Seattle,
Native student services, Tribal education representatives and vocational programs.
* Arrange interactive campus experiences and discussions with Native students, faculty, advisors or
professionals when available.
* Include admissions, financial aid, Tribal scholarships, student support services, apprenticeships and
training pathways.
* Provide age-appropriate reflection that helps youth identify at least one future education or career interest.
4.3 Tribal cultural exchange
Coordinate a cultural exchange with the Puyallup Tribe of Indians, a Tribal school, another Tribal community or
an appropriate Native youth program, contingent on partner agreement.
* Facilitate respectful exchange about history, culture, contemporary Tribal community and youth
experiences.
* Offer opportunities to share Quinault perspectives and engage in cultural learning, discussion, art or food as
appropriate.
* Observe host-community protocols; do not promise access to protected cultural knowledge or record
activities without authorization.
4.4 Cultural and educational visits
Explore feasible visits to the Burke Museum, University of Washington Intellectual House, and other appropriate
Native cultural exhibits, speakers or sites. Confirm availability, permissions and admissions before finalizing the
schedule.
4.5 Wellness, leadership and life skills
* Use hands-on activities addressing goal setting, financial literacy and budgeting, communication, healthy
relationships and decision-making.
* Include teamwork, leadership, self-advocacy, career readiness, independent living responsibilities and
healthy coping strategies.
* Prioritize interactive exercises, discussion, practical challenges and reflection over lecture-only instruction.
4.6 Facilitation and participant engagement
Provide inclusive, culturally responsive and developmentally appropriate facilitation, with clear expectations
and opportunities for youth input. Contractor shall communicate concerns promptly to designated QIN staff and
follow their direction concerning participant issues.
4.7 Safety, supervision and safeguarding
* Work with QIN staff to establish supervision roles, youth-to-adult coverage, rooming and transportation
procedures, emergency contacts and escalation pathways before departure.
* Submit an emergency response and incident notification plan covering medical needs, missing youth,
severe weather, transport disruptions and behavioral crises.
* Complete applicable QIN screening and training requirements for working with minors before direct
contact.
* Do not transport youth in personal vehicles, administer medication, or authorize unsupervised activities
unless expressly approved under QIN procedures.
RFP * Youth Wellness & Life Skills Retreat * December 18-22, 2026

QUINAULT INDIAN NATION | JUVENILE WELLNESS COURT
* Immediately report incidents and safety concerns to designated QIN staff; follow applicable mandated-
reporting and QIN requirements.
4.8 Logistics and expenditures
Coordinate four nights of lodging; round-trip and local transportation; meals and snacks; campus and cultural
visits; admissions; reservations; supplies and other approved retreat expenses. Clarify in advance which costs
QIN will purchase directly and which, if any, contractor may incur for reimbursement. No unapproved expenses
are reimbursable.
4.9 Retreat materials and evaluation
Provide itineraries, expectations, goal-setting and reflection activities, life-skills resources, college/career
information and age-appropriate evaluation tools. Do not include identifying youth information in public or
promotional materials.
5. Required Deliverables and Acceptance
Deliverable Timing Acceptance standard
Draft itinerary, logistics/budget During pre-retreat planning; date All five days addressed; venues
plan and contingency options agreed with QIN and costs identified
Final itinerary, confirmations Before departure; deadline set in Written approval by QIN program
and safety plan contract representative
Retreat facilitation and December 18-22, 2026 Approved activities delivered or
coordination substitutions authorized
Attendance/activity records and During retreat and promptly Accurate, secure, sufficiently
expenditure receipts afterward detailed for grant/procurement
review
Final narrative and youth Within 10 business days after Activities, engagement, lessons,
feedback summary return, unless contract specifies issues and recommendations
otherwise documented
6. Minimum Qualifications
* Three to five years of relevant experience in youth programs, educational travel, retreats, Tribal youth
activities, wellness or comparable projects.
* Demonstrated multi-day program planning and facilitation.
* Experience with Native youth, Tribal communities, youth justice or wellness programs strongly preferred.
* Demonstrated trauma-informed, youth-centered and culturally responsive practice.
* Strong organizational, partnership and communication skills.
* Ability to meet QIN background-screening and other requirements for working with minors.
* CPR/First Aid certification, or ability to obtain it before the retreat, preferred.
* Ability to document authorized expenditures and provide receipts.
7. Proposal Submission Instructions
Proposals must be received by email by November 9, 2026, at 4:30 pm PST to bids@quinault.org, with a copy to
Leona.colegrove@quinault.org. Questions must be sent to bids@quinault.org by . QIN may publish written
clarifications to all known respondents.
* Legal name, address, phone, email and principal contact.
RFP * Youth Wellness & Life Skills Retreat * December 18-22, 2026

QUINAULT INDIAN NATION | JUVENILE WELLNESS COURT
* Project lead and team members, resumes, relevant credentials and responsibilities.
* Relevant experience, at least three references and examples of similar retreats.
* Proposed approach and preliminary five-day itinerary, including college exploration, Tribal exchange, life
skills and contingency options.
* Safety/supervision approach and coordination with QIN staff.
* Flat contractor fee and itemized assumptions; separate estimate of QIN-paid travel, lodging, food,
admissions, materials and other costs.
* Indian Preference certification from the Tribal Employment Rights Office if claiming preference; conflict
disclosure and required certifications.
8. Selection and Evaluation
Responsive proposals may be reviewed by a QIN selection committee, with interviews or clarification requests
as needed. The existing RFP allocates 100 points as follows; QIN should confirm these weights before
publication.
* Project understanding, scope and proposed retreat plan: 30 points
* Qualifications and relevant youth/Tribal experience: 30 points
* Past performance and references: 10 points
* Cost proposal: 30 points
Indian Preference applies in accordance with Quinault Tribal Code Title 97 and certification/determination by
the QIN Tribal Employment Rights Office. The preference method should be confirmed by QIN procurement
before issuance; it is not replaced by the criteria above.
9. Procurement and Contract Conditions
* QIN may reject any or all submissions, waive minor informalities, request clarification, negotiate, cancel
this RFP or decline to award. Proposal preparation costs are the respondent's responsibility.
* The successful contractor must obtain a QIN business license and submit Form W-9 within 10 days of
contract signing, consistent with the original solicitation.
* Federal suspension/debarment checks and UEI/SAM.gov requirements apply when required by the funding
source and procurement rules; the contractor must provide requested evidence.
* Any resulting agreement shall be in a form supplied or approved by QIN and reviewed as required by the QIN
Office of Attorney General. Applicable law and venue terms shall be set by the approved agreement.
* Contractor is an independent contractor, not a QIN employee; subcontracting, compensation, travel,
payment schedule and termination must be addressed in the executed agreement.
* Insurance, indemnification, licensing and any background check standards will be established by QIN
according to the work and applicable policy; no unsupported coverage limits are stated in this RFP.
* No waiver of QIN sovereign immunity is intended or implied by this solicitation.
10. Confidentiality, Records and Grant Conditions
The contractor shall safeguard confidential information concerning minors, juvenile court involvement,
treatment and family circumstances; access only information needed for performance; and follow QIN-
RFP * Youth Wellness & Life Skills Retreat * December 18-22, 2026

QUINAULT INDIAN NATION | JUVENILE WELLNESS COURT
approved storage, transmission, retention and destruction instructions. Photographs, names, recordings or
publicity require advance written QIN approval and any necessary consents.
The executed agreement will incorporate applicable award-specific federal grant conditions, procurement
requirements, records access and retention, monitoring, nondiscrimination and safeguarding provisions. HIPAA
and 42 CFR Part 2 requirements apply only to information and entities within their respective legal scope; the
contractor must follow QIN instructions for any protected records.
11. Proposal Checklist
Contact and legal identity
Lead personnel qualifications
Relevant experience and three references
Proposed five-day retreat itinerary
Safety and supervision approach
Flat fee and separately itemized retreat costs
Indian Preference certification (if claimed)
Conflict disclosure and signed certifications
Appendix A - Contractor Budget Template
Budget item Included in flat fee? Estimated amount / notes
Planning and coordination [Yes / No] $________
On-site facilitation [Yes / No] $________
Other contractor staffing [Yes / No] $________
Lodging [Yes / No] $________
Round-trip transportation [Yes / No] $________
Local transportation [Yes / No] $________
Meals and snacks [Yes / No] $________
College/cultural admissions [Yes / No] $________
Materials and supplies [Yes / No] $________
Other approved costs [Yes / No] $________
Total flat contractor fee: $________ Estimated QIN-paid costs: $________
Appendix B - Respondent Certifications
Respondent legal name: ______________________________________________
I certify that the information submitted is accurate to the best of my knowledge; that I have disclosed actual or
potential conflicts of interest; and that the proposed pricing and services are submitted independently without
collusion.
Conflict disclosures (or "None"): ________________________________________
____________________________________________________________________
RFP * Youth Wellness & Life Skills Retreat * December 18-22, 2026

QUINAULT INDIAN NATION | JUVENILE WELLNESS COURT
Signature: __________________________ Title: ______________ Date: __________
Appendix C - Indian Preference Documentation
Indian Preference is administered by QIN pursuant to Quinault Tribal Code Title 97. Respondents seeking
preference must submit the applicable Tribal Employment Rights Office certification. This appendix does not
substitute for the Office's determination.
Certification attached: Yes No Not seeking preference
Appendix D - Proposed Agreement Terms (Negotiation Checklist)
* Parties, authorized signatories, scope and approved itinerary
* Contract period, flat fee, payment milestones, allowable costs and receipts
* Supervision allocation, safeguarding, emergency response and incident reports
* Background checks, business license, insurance and indemnification as required
* Confidentiality, protected records, photography and work-product permissions
* Applicable grant clauses, records access, retention and audit cooperation
* Change control, cancellation, termination and dispute resolution
* QIN law, sovereign immunity preservation and required legal approvals
This appendix is a negotiation checklist, not an executed contract or a substitute for QIN-approved professional
services agreement language.
RFP * Youth Wellness & Life Skills Retreat * December 18-22, 2026