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Home My WebLink About180607 HP Inventory RFP-DRAFTDRAFT Request for Proposals Historic Preservation Inventory 12 June 2018 Prepared by: Phillipe Gonzalez Historic Preservation Specialist Community Development Table of Contents iFebruary 14, 2018 TABLE OF CONTENTS REQUEST FOR PROPOSAL ��3 Notice ��4 Non-Discrimination ��4 1� BACKGROUND INFORMATION ��5 2� BACKGROUND ON THE EXISTING ARCHITECTURAL INVENTORY & HISTORIC PRESERVATION PROGRAM 5 3�PROJECT OVERVIEW ��6 4� REPORTS, MEETINGS, AND PUBLIC PARTICIPATION ��6 5� PROJECT WILL RESULT IN: ��7 6� REQUEST FOR PROPOSAL SCHEDULE ��7 7� PROJECT DELIVERABLES ��7 8� PROGRESS REPORTS ��8 9� MANDATORY CONTENT AND SEQUENCE OF SUBMITTAL: ��8 10� CONTACTS ��9 11� SELECTION PROCESS AND RANKING CRITERIA��9 12� RESERVATION OF RIGHTS; LIABILITY WAIVER ��9 13� CONFIDENTIALITY AND DISCLOSURE OF INFORMATION ��10 14� NO PARTNERSHIP/BUSINESS ORGANIZATION ��10 15� EMPLOYMENT RESTRICTION AND INDEMNITY ��10 16� ACCESSIBILITY ��11 17� GOVERNING LAW ��11 18� MISCELLANEOUS ��11 City of BozemanHistoric Resource Survey Proposal Table of Contentsii February 14, 2018 City of BozemanHistoric Resource Survey Proposal Request for Proposal 3February 14, 2018 REQUEST FOR PROPOSAL Request for Proposal Number: Issue Date: Title:City of Bozeman Architecture Inventory RFP Start Date: RFP: End Date: Question and Answer End Date Contact: Phillipe Gonzalez | Historic Preservation Specialist The City of Bozeman Community Development Request Proposals for: Professional Services To Prepare Comprehensive Plan Update. Proposals must be received no later than: Friday, March 9, 2018 at 5:00 pm MST Deliver hard and electronic copy of proposal to: Robin Crough, City Clerk PO Box 1230 121 North Rouse Ave Suite 202 Bozeman, MT 59771 Electronic copy to: agenda@bozeman.net City of BozemanHistoric Preservation InventoryDRAFT Request for Proposal4 June 12, 2018 Notice NOTICE IS HEREBY given that the City of Bozeman (City) is seeking proposals from firms qualified to provide professional services for a comprehensive review of the City of Bozeman Neighborhood Conservation Overlay District, Design Guidelines and Historic Preservation Program. Project will result in recommendations for improvement of the Neighborhood Conservation Overlay Districts, develop corresponding Design Guidelines and re-develop Preservation Program. All proposals must be in the format specified, enclosed in a sealed envelope and clearly identified with RFP title, company name and due date and transmitted via email and hard copy. Deliver proposals to the City Clerk by Friday, March 9, 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 and will be returned unopened. The physical address is: City Clerk’s Office, Suite 202, (upstairs) City Hall, 121 N. Rouse Avenue, Bozeman, Montana. The mailing address is: City Clerk’s Office, City Hall, P.O. Box 1230, Bozeman, Montana, 59771 (USPS only, shipping companies should be sent to the physical address) The email address for submittal is: agenda@bozeman.net Non-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 may be cause for the City to deem the submittal non- responsive. For additional information on this RFP, contact Phillipe Gonzalez, Historic Preservation Specialist, 406-582-2940, pgonzalez@bozeman.net. Robin Crough, City Clerk For publication on: Sunday, February 4, 2018 Sunday, February 11, 2018 Sunday, February 25, 2018 City of BozemanHistoric Preservation InventoryDRAFT Request for Proposal 5February 14, 2018 1. BACKGROUND INFORMATION The City of Bozeman is a rapidly growing community of 43,000. It is the county seat and central place for one of the fastest growing micropolitan areas in the US. It has a multi-county trade service area. It is the home of Montana State University and a major gateway to Yellowstone National Park. It is the fourth largest city in the state and is expected to soon be the third largest. Bozeman is served by Yellowstone International Airport which has the highest annual boarding’s in the state. As the City of Bozeman continues to grow additional information and studies are needed to determine the needs of communities and to continue to provide a vibrant and healthy community to live in. The City is governed by a City Commission/ City Manager form of government. The City Commission is made up of four members plus a mayor that serves as the head of the City Commission. The City Commission appoints a City Manager to oversee the City’s eight departments. Additional information regarding the City of Bozeman may be obtained at: http:// www.bozeman.net 2. BACKGROUND ON THE EXISTING ARCHITECTURAL INVENTORY & HISTORIC PRESERVATION PROGRAM Historic Preservation in the city of Bozeman began in the early 1980’s where community members became interested in the historic resources of their community. Coming to together in a grass roots organization community members began working with a historic architect to survey and document the historic core of their city. This historic resource survey conducted in 1983/84 by the community of Bozeman was the beginning of a nearly 35 year preservation program. The survey sparked the active involvement of the city and its neighborhood residents, paving the way for the creation of 10 historic districts and 47 individually listed properties, rejuvenated neighborhoods and a prosperous historic downtown. The survey documented the value of the neighborhood’s built heritage, hundreds of late-nineteenth and early-twentieth century properties that led to the rehabilitation of a number of diverse historic neighborhoods that has been a driving force behind Bozeman’s livability and popularity. The use of this initial survey has served as the basis for all preservation work within the city and was further supported with the creation of the Neighborhood Conservation Overlay District (NCOD) in 1991. The historic inventory cards that were created as a result of the survey have been continually used to guide many planning decisions within the NCOD and largely responsible for the preservation successes in Bozeman. However, after nearly 35 years the inventory cards have been found to lack necessary information or are outdated for modern land-use planning, prompting a need for an updated historic architecture survey. As Bozeman continues to grow into a micropolitan with an expanding population it is important to update and maintain a current historic architecture inventory. The ability to locate new historic resources will facilitate discussion of the management and investment in the city’s valuable heritage assets. Properties that potentially did not have historic integrity during the initial survey may have become historic with investment into the community over the years and additionally, it will allow properties that have lost their historic integrity to be redeveloped and to maximize their potential. A historic architecture survey is a substantial project that requires investment and commitment from a city and community to achieve, though the results can help to define the ongoing cultural fabric of a community. This request for proposal outlines the investment stated in the recently approved 2018 Strategic Plan for the re-development of the city’s historic inventory. This project will serve the need and significance of a systematic but flexible framework for conducting a historic architecture survey. This is done by evaluating properties, using professional standards, engaging the public, and ensuring access to survey information for property owners, the community and city departments to make accurate decisions. City of BozemanHistoric Preservation InventoryDRAFT Request for Proposal6 June 12, 2018 3.PROJECT OVERVIEW The City of Bozeman is requesting proposals from a qualified professional consultant, meeting the NPS’s Professional Standards, to conduct an intensive architectural inventory within the City of Bozeman. Project will include the update of existing outdated architectural inventory cards with the M.T. SHPO Historic Property Record Forms. Project is intended to be a first phase of a regular city survey program. Survey work completed by consultant will lead to the update of the cities’ Nationally Registered Historic Districts nominations. Properties that had not been previously surveyed, that have met the minimum year for eligibility, will be surveyed. Consultant will provide results of survey work to the community, city commission and appropriate stake holders in order to educate the community regarding the existing cultural resources. An estimated time and work schedule shall be provided as part of the RFP and agreed to by the city before work begins. It is anticipated that the work will take a maximum of eight months to complete from date of notice to proceed. A shorter time line is welcome if the work product retains high quality and reliability. A longer time frame may be proposed on evidence of the need for additional time to meet the purposes of the RFP. Total cost of services for project not to exceed $75,000. 4. REPORTS, MEETINGS, AND PUBLIC PARTICIPATION Bozeman is committed to meaningful public access to public processes and intends the work process to be transparent and understandable to participating parties and property owners. A public engagement plan applicable to the subject matter is a required element of the proposal. The plan should be innovative and drive effective public participation and engage those who would support the project. The City expects existing cultural resource data, past architectural inventories and windshield surveys will be utilized to assist with project. Substantial effort has already been made in identifying community priorities and relevant information regarding historic preservation and cultural resources. Available local resource documents and data include but are not limited to: 1� 12018 Bozeman Strategic Plan 2� 2009 Community Plan 3� Bozeman Design Guidelines for Historic Preservation & Neighborhood Conservation Overlay 4� 2008 Bozeman Historic Context 5� Individually Listed Properties on the National Register of Historic Places 6� Historic Districts on the National Register of Historic Places 7� Historic Inventory Data Map Various city departments, citizen advisory boards and neighborhood organizations should be consulted directly during the public participation process. These groups would include but are not limited to: 1� Community Development 2� Bozeman Historic Preservation Advisory Board 3� Neighborhood Coordinators & Property Owners City of BozemanHistoric Preservation InventoryDRAFT Request for Proposal 7February 14, 2018 5. PROJECT WILL RESULT IN: 1� Updated or create new M.T. SHPO Property Records Forms for properties within city limits and submit to SHPO for review. 2� Updated existing National Register Historic District Nominations and submit to M.T. SHPO for review. 3� Recommendations for further inventory work and continued cultural resource management. 6. REQUEST FOR PROPOSAL SCHEDULE EVENT DATE/TIME Publication dates of RFP June 18, 2018 Last Day for Questions/ Clarifications July 6, 2018 Deadline for Receipt of Proposals July 13, 2018 Evaluations of Proposals July 16, 2018- July 20, 2018 Finalist Interviews July 23, 2018- July 27, 2018 Contract Award and Notice to Proceed August 10, 2018 August 10-, 2018- August 31, 2018 Public Input Process & Work August - January Report Due to City for Review and Edits January 15, 2018 Final Report Due February 1, 2018 Public Presentation February 15, 2018 Close Out of Contract March 15, 2018 Note: Dates are subject to change at project manager’s discretion. 7. PROJECT DELIVERABLES 1� Digital results and 1 editable version of all preliminary and final drafts of reports shall be provided to City of Bozeman. All documents shall be provided at least 30 working days prior to any public hearing or meetings with any city board, commission, etc. in an electronic format approved upon by the City. All work submitted shall become property of the City of Bozeman. 2� Deliverables must comply with the Americans with Disabilities Act. To comply with the ADA, documents posted online, including, but not limited to, Adobe PDF files, Microsoft Word documents, Microsoft PowerPoint presentations, and online flipbooks, must be screen-reader friendly. Accessible documents are often part of web-based information or used for support documents. Therefore, under Section 508 standards and WCAGaccessibility guidelines, it is critical to ensure all support documents made available to end users can be accessed by people with disabilities. Therefore, any digital material created for the City of Bozeman and its websites will maintain the requirements outline in WCAG 2.0 AA Convention guidelines, Section 508 “Electronic & Accessibility Standards” of the U.S. Rehabilitation Act, the Usability.gov accessibility Guidelines, and ADA Title II State & Local Government nondiscrimination requirements. Note: All final drafts will follow City of Bozeman standardized formatting which will be provided upon completion of work. City of BozemanHistoric Preservation InventoryDRAFT Request for Proposal8 June 12, 2018 8. PROGRESS REPORTS Proposer will be expected to submit progress reports every other week via e-mail or conference call outlining the following subjects: Recently Performed Work; Upcoming Tasks; Upcoming Milestones; Scope & Schedule Issues; and Issues “To Be Aware Of”. 9. MANDATORY CONTENT AND SEQUENCE OF SUBMITTAL: A. A. Submission Requirements and Instructions. 1� Submit one (1) original proposal package, four (4) complete copies for each proposal under sealed envelope, by mail or hand-delivery to the address shown on the front. 2� Each submission must be marked on the outside with the Company’s name and the name of the project. 3� Any proposal received after 5:00pm on March 9, 2018 will be returned to the bidder unopened. 4� Proposals and required attachments shall be submitted as specified and must be signed by officials authorized to 5� bind the bidder to provide the services. B. Proposal Outline and Content - Assemble and submit each proposal in the order below and address the required content/ questions. The order in which items are presented is important, as proposal evaluators will follow this order: 1� Cover Sheet 2� Table of Contents 3� Project Summary a� This summary should be concisely describe the project, its goals, and the proposed plan of implementation including a detailed schedule for completion. 4� Company Description/Capability (not to exceed 3 pages) a� Brief history of the company that includes the date of establishment and examples of relevant prior RFP/ bidsand current customers of similar attributes to the City of Bozeman. b� Describe your experience and capacity to manage projects of the size and scope proposed. 5� Project Team (not to exceed 3 pages) a� A list of the project team and their professional profile, credentials, and relevant experience. b� Specific assignments of project team members. 6� References (not to exceed 2 pages) – Provide a minimum of 3 and maximum of 6 specifically in local, municipal,county, or state agencies a� Name of Agency b� Contact name to include: title, phone number and email c. Population of jurisdiction d� Number of employees City of BozemanHistoric Preservation InventoryDRAFT Request for Proposal 9February 14, 2018 e� Project start date and completion date f� Brief summary of project 7� Outline of Services a� Describe how the proposer intends to deliver the required service. b� Describe approach and work plan with staff and community. 8� Proposed Schedule a� Provide a detailed schedule of work within proposed time frame. 9� Cost and expense (1 page) a� A cost proposal for a specific “not to exceed” fixed fee, including associated fees (i.e. printing costs, attendance at meetings, travel) shall be included with the initial submittal in a separate sealed envelope. A description of anticipated total effect allocated to each element of the work is preferred. A requested payment schedule should accompany the work schedule. Selection is based upon qualifications. Upon selection, a cost for the work will be negotiated. If a satisfactory price cannot be reached the City reserves the right to terminate negotiations and work with the next most qualified firm. 10. CONTACTS Any administrative questions regarding proposal procedures should be directed to: Robin Crough, City Clerk (406) 582- 2321, agenda@bozeman.net. Questions relating to scope of services and project management may be directed to: Phillipe Gonzalez, Historic Preservation Specialist, (406) 582-2940, pgonzalez@bozeman.net. 11. SELECTION PROCESS AND RANKING CRITERIA A review committee will evaluate all responses to the RFP that meet the submittal requirements and deadline. Submittals that do not meet the requirement or deadline will not be considered. The review committee will rank the proposals and arrange interviews with the finalist prior to selection. Proposals will be evaluated based on the following criteria: PERSONNEL QUALIFICATIONS 30 points maximum RELATED EXPERIENCE ON SIMILAR PROJECTS 30 points maximum SCHEDULE AND RESOURCES 10 points maximum LOCAL KNOWLEDGE AND ABILITY TO RESPOND 10 points maximum PRESENT AND PROJECTED WORKLOADS 10 points maximum WORK QUALITY 10 points maximum CRITERIA TOTAL SCORE 100 points maximum 12. RESERVATION OF RIGHTS; LIABILITY WAIVER All proposals submitted in response to this RFP become the property of the City and public records and, as such, may be subject to public review. 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 City of BozemanHistoric Preservation InventoryDRAFT Request for Proposal10 June 12, 2018 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 Contractor and negotiate a final scope of service and cost, negotiate a contract with another Contractor if an agreement cannot be reached with the first selected Contractor, or reject all proposals. The professional services contract between the City of Bozeman and the successful Contractor will incorporate the Contractor’s scope of service and work schedule as part of the agreement (see Attachment 3 for form of professional services 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 Contractor, 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 Contractors who submitted proposals will be notified using email. This project is subject to the availability of funds. 13. 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. 14. NO PARTNERSHIP/BUSINESS ORGANIZATION 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. 15. EMPLOYMENT RESTRICTION AND INDEMNITY No person who is an owner, officer, employee, contractor, or consultant of a respondent shall be an officer or employee of the City. No rights of the City’s retirement or personnel rules accrue to a respondent, its officers, employees, contractors, or consultants. Respondents 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 respondent 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 respondent’s officers, employees, contractors and consultants. City of BozemanHistoric Preservation InventoryDRAFT Request for Proposal 11February 14, 2018 16. 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. 17. 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. 18. 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. City of BozemanHistoric Preservation InventoryDRAFT 121 North Rouse Ave Bozeman, MT 59771 www.bozeman.net Community Development