Request for Proposal – Yukon River Intertribal Fish Commission Contract

Tanana Chiefs Conference (TCC) is soliciting to obtain proposals from qualified firms or individuals to work directly, with supervision from the Yukon River Inter-Tribal Fish Commission (YRITFC) Chair to coordinate and facilitate YRITFC Business.
Questions regarding this solicitation shall be emailed to Sonja Kokrine at Sonja.kokrine@tananachiefs.org. All questions must be submitted prior to close of business on March 21, 2024. The final Addendum responding to questions shall be released no later than March 27, 2024. Quotes are required to be submitted no later than 2:00 PM, April 2, 2024.

Scope of Work

1. Communication: Responsible for the development and implementation of internal and external communications efforts of the YRITFC, including but not limited to:
   • 1.1. Creating and maintaining the commissions social media accounts;
   • 1.2. Sending information out to Yukon River Tribes and Fish Commissioners;
   • 1.3. Issuing meeting notices;
   • 1.4. Press releases;
   • 1.5. Admission of material for the Council.
2. Meetings: Responsible for making all arrangements for meeting, including, but not limited to:
   • 2.1. Creating an agenda;
   • 2.2. Recording minutes;
   • 2.3. Creating meeting notices;
   • 2.4. Reserve facilities and logistics necessary to hold a meeting (building rentals, arrangements for food and drink);
   • 2.5. Preparing and copying any handouts or presentation materials, updating binders for the Executive Council, Annual and Biannual Meetings.
   • 2.6. Distribute meeting information to Fish Commissioners.
3. Travel Coordinator: Responsible for coordinating all travel for the Commissioners and Tribal representatives for participation in YRITFC meetings. 
   • Example: Contractor would be expected to reach out to the Fish Commissioners to gather travel arrangements and enter onto a TCC Travel Authorization that will be submitted for approval. The Contractor would also check in with the Commissioners to ensure they have booked their lodging, and share how to receive their per diem, which can include the contractor picking up the checks from TCC and handing them out to Commissioners.
4. Administration: Responsible for clerical duties, including, but not limited to:
   • 4.1. Answering phones;
   • 4.2. Receiving and sending emails;
   • 4.3. Correspondence, drafting or revising;
   • 4.4. Outreach to tribes;
   • 4.5. Setting up virtual meetings such as Zoom or Teams;
   • 4.6. Modifying the database and obtain reports for the Chairperson for meetings;
   • 4.7. Maintaining an updated contact list for each meeting;
   • 4.8. Updating resolutions;
   • 4.9. Maintaining efficient communications with Tribes.
5. Confidentiality: Maintain confidentiality of decisions, strategy, actions, and recommendations for YRITFC’s priorities.

Submit bids to:

Sonja.kokrine@tananachiefs.org
Deadline to receive bids:
April 2nd, 2024 at 2:00 PM