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HomeMy WebLinkAbout18- RFP - Professional Services to Provide City of Bozeman Sports Park Loan RFP: LOAN SERVICES 1 Request for Proposals (RFP) PROFESSIONAL SERVICES TO PROVIDE City of Bozeman Sports Parks Loan Proposals must be received no later than: Friday, April 20, 2018 at 5:00 pm MST Email proposal to: agenda@bozeman.net RFP: LOAN SERVICES 2 NOTICE IS HEREBY given that the City of Bozeman is requesting proposals for loan services. All proposals must be in the format specified, enclosed in a sealed envelope and clearly identified with the RFP title “City of Bozeman Sports Parks”, company name and due date. Proposals must be delivered electronically to the City Clerk at agenda@bozeman.net by Friday, April 20, 2018 at 5:00 p.m. MST. It is the sole responsibility of the proposing firm to ensure that proposals are received prior to the closing time as late submittals will not be accepted. DISCRIMINATION The City of Bozeman is an Equal Opportunity Employer. Discrimination in the performance of any agreement awarded under this RFP on the basis of race, color, religion, creed, sex, age, marital status, national origin, or actual or perceived sexual orientation, gender identity or disability is prohibited. This prohibition shall apply to the hiring and treatment of the awarded entity’s employees and to all subcontracts. As such, each entity submitting under this notice shall include a provision wherein the submitting entity, or entities, affirms in writing it will not discriminate on the basis of race, color, religion, creed, sex, age, marital status, national origin, or because of actual or perceived sexual orientation, gender identity or disability and which also recognizes the eventual contract will contain a provision prohibiting discrimination as described above and that this prohibition on discrimination shall apply to the hiring and treatment of the submitting entity’s employees and to all subcontracts. Failure to comply with the above shall be cause for the City to deem the submittal non- responsive. For additional information on this RFP, contact Kristin Donald, Finance Director, 406-582- 2318, kdonald@bozeman.net. DATED at Bozeman, Montana, this 4th day of April, 2018. For publication on: Sunday April 8, 2018 Sunday, April 15, 2018 RFP: LOAN SERVICES 3 Request for Proposals City of Bozeman Sports Parks Loan The City of Bozeman, Montana is soliciting proposals for loan services to support the construction of artificial turf fields and other supporting improvements at the Bozeman Sports Park. It is expected that the selection will be made and work can commence by May 2018. Please submit a copy of the proposal electronically to: City Clerk agenda@bozeman.net Deadline for submission is no later than 5:00 p.m., Friday, April 20, 2018. Please direct your questions regarding this RFP in writing to agenda@bozeman.net, no later than 5:00pm, Friday April 20th. A written response to submitted questions, in the form of an update to the RFP on the City’s website, will be provided by Wednesday April 25, 2018. Proposals will not be accepted after the date and time designated above. It is the sole responsibility of the proposer to see that their proposal is delivered and received by the deadline. Any proposal received after the designated date and time will not be accepted. 1) BACKGROUND In 2014, the City purchased 80 acres on the corner of Baxter Lane and Flanders Mill Road for the construction of the Bozeman Sports Park, a public recreational and athletic complex. The purchase of the property was encouraged by citizens involved in various soccer and lacrosse programs, and other user-groups for rectangular field sports. The application to use Trails, Open Space and Parks bond (TOP) funds to purchase and develop the property involved these citizens’ commitment to fundraise and help build a long-term partnership with the City that could benefit taxpayers, park users, and the Bozeman economy. To that end, they formed a non-profit organization, The Sports Parks Foundation, Inc., whose mission is to support the development and use of both city-owned Bronken Fields Park and the Bozeman Sports Park, through fees charged to users and charitable donations. Recently, the Sports Parks Foundation described the need to have at least 10 sports fields available so that current demand from existing teams could be met – and large soccer and lacrosse tournaments could be held in Bozeman. Without a 10-field complex, Bozeman would not be a competitive host city for large tournaments. There is a need for artificial turf fields so that our playing season can be extended in the spring and fall months and the fields can be used more intensely each day that they are needed. The City is seeking a loan to install two turf fields in the area shown as Phase 1B: RFP: LOAN SERVICES 4 The following will be the terms of the partnership for the loan, the construction and the repayment of the loan: • City borrows money for a 20-year term, under its general borrowing authority described in Montana Code Annotated 7-7-4104, to construct turf fields. • Foundation agrees to make all debt payments when they become due, from field user fees. • However, in the event that the Foundation cannot make the debt payment, the City’s General Fund will make the payment. 2) SCOPE OF WORK The plan to construct turf fields at the City of Bozeman’s Sports Park is scheduled to begin summer of 2018 and be completed no later than the fall of 2018. The total project is estimated at $1.7 million. Loan funds need to be available to the City beginning on July 1, 2018. Under an agreement between the City and the Sports Parks Foundation, the loan will be paid back through user fees charged to those playing on and using any of the fields at the Sports Park and Bronken Park. To that end, the Sports Parks Foundation would prefer to structure the loan repayments to begin on July 2019 and have an “interest only” or some reduced payment feature in the first years of the loan. As part of the review and selection process, the City of Bozeman will consider the lender’s commitment to the project and understanding of the project's importance to the community RFP: LOAN SERVICES 5 served. This may be reflected by the lender’s offer of a discounted interest rate as a partial philanthropic contribution to the Bozeman Sports Parks Foundation. Philanthropic rate reduction _____________% 3) PROPOSAL FORMAT AND CONTENT Interested Respondents shall submit Proposals that clearly demonstrate their ability to provide the Services. The Proposal must be submitted electronically. The Proposals shall include the following information in the order listed below to facilitate fair and equal evaluation of Proposals. 1. COVER LETTER - Briefly introduce the Respondent, explain the Respondent’s interest in providing the Services, and articulate why the Respondent is qualified to provide the Services. Include the name, address, email address and phone number of the person who will serve as the Respondent’s principle contact with City staff. Identify individual(s) who will be working on the project. 2. FINANCIAL STRENGTH - Provide a copy or a working hyperlink of the Bank’s latest annual report. 3. LOAN PROPOSAL– Include information regarding the following for the $1.7 million dollar loan based on a twenty-year term: a. Interest rate, specifying any philanthropic rate reduction. b. Repayment schedule c. Fees d. Other terms and conditions, including draft loan documents. 4) MINIMUM QUALIFICATIONS Evaluation of the proposal will be based on the quantitative and qualitative responses to the questions and supplemental information supplied in the proposal. The City reserves the exclusive right to select the firm(s) that it deems to be the best interest of the City to accomplish the completion of the project. 5) ANTICIPATED AGREEMENT Interviews may be requested once Proposals have been reviewed. The City may contact references provided with the Proposal. The City reserves the right to request clarification or additional information from Respondents and to consider independently obtained information. The City will select the Respondent determined to be the best value by the City in its sole discretion. In addition to the criteria stated above, the City’s determination may consider, without limitation, the Bidder’s financial resources, ability to comply with all legal and regulatory requirements, ability to perform the work and complete the project on time, history of performance, reputation, ability to obtain necessary equipment, data, and facilities, and any other factor deemed important by the City, including location within the City. The City may select multiple Respondents to provide services as needed by the City. The City reserves the right to negotiate further with one or more respondent. Selection of any contractor and execution of a contract is dependent on approval in accordance with applicable City RFP: LOAN SERVICES 6 laws and policies and the City’s receipt of any required Certificates of Insurance and applicable endorsements. The City Commission has the approval authority for any eventual contract. 6) RESERVATION OF RIGHTS; LIABILITY WAIVER All proposals submitted in response to this RFP become the property of the City and are public records and, as such, may be subject to public review. Withdrawal of, or modifications to proposals are effective only if written notice thereof is sent to the City Clerk prior to the time proposals are due. A notice of withdrawal or modification of a proposal must be signed by an officer with the authority to submit the company and no withdrawal or modifications will be accepted after the time proposals are due. The City reserves the right to accept or reject any and all proposals; to add or delete items and/or quantities; to amend the RFP; to waive any minor irregularities, informalities, or failure to conform to the RFP; to extend the deadline for submitting proposals; to postpone award for up to 30 days; to award one or more contracts, by item or task, or groups of items or tasks, if so provided in the RFP and if multiple awards or phases are determined by the City to be in the public interest; and to reject, without liability therefore, any and all proposals upon finding that doing so is in the public interest. The City of Bozeman reserves the right to reject the proposal of any person/firm who previously failed to perform properly to the satisfaction of the City of Bozeman, or complete on time agreements of similar nature, or to reject the proposal of any person/firm who is not in a position to perform such an agreement satisfactorily as determined by the City of Bozeman. The City of Bozeman reserves the right to determine the best qualified respondent and negotiate a final scope of service and cost, negotiate a contract with another respondent if an agreement cannot be reached with the first selected respondent, or reject all proposals. The contract between the City of Bozeman and the successful respondent will incorporate the respondent’s scope of service and work schedule as part of the agreement. This RFP does not commit the City to award a contract. The City assumes no liability or responsibility for costs incurred by firms in responding to this request for proposals or request for interviews, additional data, or other information with respect to the selection process, prior to the issuance of an agreement, contract or purchase order. The proposer, by submitting a response to this RFP, waives all right to protest or seek any legal remedies whatsoever regarding any aspect of this RFP. The City reserves the right to cancel, in part or in its entirety, this RFP including, but not limited to: selection procedures, submittal date, and submittal requirements. If the City cancels or revises this RFP, all proposers who submitted proposals will be notified using email. 7) CONFIDENTIALITY AND DISCLOSURE OF INFORMATION Upon completion of negotiations or a determination that no proposals will be pursued, one copy of each submitted proposal shall be retained for the official files of the City and will be considered a public record. 8) NO PARTNERSHIP/BUSINESS ORGANIZATION RFP: LOAN SERVICES 7 Nothing in this RFP or in any subsequent agreement, or any other contract entered into as a result of this RFP, shall constitute, create, give rise to or otherwise be recognized as a partnership or formal business organization of any kind between or among the City and respondent proposer. 9) EMPLOYMENT RESTRICTION AND INDEMNITY No person who is an owner, officer, employee, contractor, or consultant of a proposer shall be an officer or employee of the City. No rights of the City’s retirement or personnel rules accrue to a proposer, its officers, employees, contractors, or consultants. Proposers shall have the responsibility of all salaries, wages, bonuses, retirement, withholdings, worker’s compensation and occupational disease compensation, insurance, unemployment compensation other benefits and taxes and premiums appurtenant thereto concerning its officers, employees, contractors, and consultants. Each proposer shall save and hold the City harmless with respect to any and all claims for payment, compensation, salary, wages, bonuses, retirement, withholdings, worker’s compensation and occupational disease compensation, insurance, unemployment compensation other benefits and taxes and premiums in any way related to each proposer’s officers, employees, contractors and consultants. 10) ACCESSIBILITY Upon reasonable notice, the City will provide assistance for those persons with sensory impairments. For further information please contact the ADA Coordinator Mike Gray at 406-582-3232 or the City’s TTY line at 406-582-2301. 11) GOVERNING LAW This RFP and any disputes arising hereunder or under any future agreement for the sale and purchase of shares, interests, or rights shall be governed hereafter and construed and enforced in accordance with the laws of the State of Montana, without reference to principles of choice or conflicts of laws. 12) MISCELLANEOUS No conversations or agreements with any officer, employee, or agent of the City shall affect or modify any term of this RFP. Oral communications or any written/email communication between any person and the designated contact City staff shall not be considered binding. RFP: LOAN SERVICES 8 Attachment 1 - Affirmation of Nondiscrimination ____________________________________(name of entity submitting) hereby affirms it will not discriminate on the basis of race, color, religion, creed, sex, age, marital status, national origin, or because of actual or perceived sexual orientation, gender identity or disability and acknowledges and understands the eventual contract will contain a provision prohibiting discrimination as described above and this prohibition on discrimination shall apply to the hiring and treatments or proposer’s employees and to all subcontracts. ______________________________________ Name and title of person authorized to sign on behalf of submitter