HomeMy WebLinkAboutCommission Memo & Service Agreement for Approval of the Professional Services Agreement with Navigate LLC1
REPORT TO: Mayor and City Commission
FROM: Matthew Madsen, Temporary Affordable Housing Program Manager
Martin Matsen, Director of Community Development
SUBJECT: Approval of the professional services agreement in the amount of $45,000 with
Navigate LLC and Partners for Part One of the Housing Needs Assessment and
authorization for the City Manager to sign the agreement on behalf of the City.
MEETING DATE: October 1, 2018
AGENDA ITEM TYPE: Consent
STRATEGIC PLAN ALIGNMENT: The Affordable Housing Administrative Manual supports item
4.5 (b) Housing and Transportation Choices – Develop a comprehensive Affordable Housing Action
Plan.
RECOMMENDATION: That the City Commission approve the professional services agreement with
Navigate LLC and authorize the City Manager to sign the agreement on behalf of the City.
BACKGROUND: The City Commission approved the Affordable Housing Program one year work
plan that included conducting a community housing needs assessment and the development of a housing
work plan. In addition, the City of Bozeman wrote for a State of Montana Community Development
Block Grant Planning Grant in the amount of $50,000 to help fund the needs assessment and work plan
development. The City was awarded a grant in the amount of $25,000. Because the award was half of
what was written, the City plans to break the contract with the consultant into two parts. Part one is for
the Housing Needs Assessment and Part two will be the development of a housing work plan.
The professional services agreement that has been executed by the contractor is for the facilitation and
completion of Part one, the Housing Needs Assessment. A standard professional services agreement
was executed by the contractor. The signed document and required insurance certificate are provided.
UNRESOLVED ISSUES: None determined at this time.
ALTERNATIVES: As determined by the Commission.
FISCAL EFFECTS: Contract cost of $45,000 uses $25,000 of CDBG grant award and $20,000 of the
$30,000 that was budgeted into the workforce housing fund for needs assessment processes fiscal year
2019.
Attachment: Professional Services Agreement
Insurance Certificate
Commission Memorandum
PROFESSIONAL SERVICES AGREEMENT
THIS AGREEMENT is made and entered into this 8th day of October, 2018 by and between the CITY OF
BOZEMAN, MONTANA, a self-governing municipal corporation organized and existing under its Charter
and the laws of the State of Montana, 121 North Rouse Street, Bozeman, Montana, with a mailing
address of PO Box 1230, Bozeman, MT 59771, hereinafter referred to as “City,” and, Navigate LLC, a
Wyoming limited liability company with an address of 700 N. Wenzel, P.O. Box 1508, Wilson, WY 83014,
hereinafter referred to as “Contractor.”
In consideration of the mutual covenants and agreements herein contained, the receipt and sufficiency
whereof being hereby acknowledged, the parties hereto agree as follows:
1. Purpose: City agrees to enter this Agreement with Contractor to perform for City services
described in the Scope of Services attached hereto as Exhibit A and by this reference made a part hereof.
2. Term/Effective Date: This Agreement is effective upon the date of its execution and will
terminate on the 28st day of February, 2019 unless earlier terminated as provided herein.
3. Scope of Work: Contractor will perform the work and provide the services in accordance with the
requirements of the Scope of Services, Exhibit A. For conflicts between this Agreement and the Scope of
Services, unless specifically provided otherwise, the Agreement governs.
4. Payment: City agrees to pay Contractor the amount specified in the Scope of Services. Any
alteration or deviation from the described services that involves additional costs above the Agreement
amount will be performed by Contractor after written request by the City, and will become an additional
charge over and above the amount listed in the Scope of Services. The City must agree in writing upon
any additional charges.
5. Contractor’s Representations: To induce City to enter into this Agreement, Contractor makes the
following representations:
a. Contractor has familiarized itself with the nature and extent of this Agreement, the Scope
of Services, and with all local conditions and federal, state and local laws, ordinances, rules, and
regulations that in any manner may affect cost, progress or performance of the Scope of Services.
b. Contractor represents and warrants to City that it has the experience and ability to
perform the services required by this Agreement; that it will perform said services in a professional,
competent and timely manner and with diligence and skill; that it has the power to enter into and
perform this Agreement and grant the rights granted in it; and that its performance of this Agreement
shall not infringe upon or violate the rights of any third party, whether rights of copyright, trademark,
privacy, publicity, libel, slander or any other rights of any nature whatsoever, or violate any federal, state
and municipal laws. The City will not determine or exercise control as to general procedures or formats
necessary to have these services meet this warranty.
6. Independent Contractor Status/Labor Relations: The parties agree that Contractor is an
independent contractor for purposes of this Agreement and is not to be considered an employee of the
City for any purpose. Contractor is not subject to the terms and provisions of the City’s personnel policies
handbook and may not be considered a City employee for workers’ compensation or any other purpose.
Contractor is not authorized to represent the City or otherwise bind the City in any dealings between
Contractor and any third parties.
Contractor shall comply with the applicable requirements of the Workers’ Compensation Act, Title 39,
Chapter 71, MCA, and the Occupational Disease Act of Montana, Title 39, Chapter 71, MCA. Contractor
shall maintain workers’ compensation coverage for all members and employees of Contractor’s business,
except for those members who are exempted by law.
Contractor shall furnish the City with copies showing one of the following: (1) a binder for workers’
compensation coverage by an insurer licensed and authorized to provide workers’ compensation
insurance in the State of Montana; or (2) proof of exemption from workers’ compensation granted by law
for independent contractors.
Contractor shall indemnify, defend, and hold the City harmless from any and all claims, demands, costs,
expenses, damages, and liabilities arising out of, resulting from, or occurring in connection with any labor
problems or disputes or any delays or stoppages of work associated with such problems or disputes.
7. Indemnity/Waiver of Claims/Insurance: For other than professional services rendered, to the
fullest extent permitted by law, Contractor agrees to release, defend, indemnify, and hold harmless the
City, its agents, representatives, employees, and officers (collectively referred to for purposes of this
Section as the City) from and against any and all claims, demands, actions, fees and costs (including
attorney’s fees and the costs and fees of and expert witness and consultants), losses, expenses, liabilities
(including liability where activity is inherently or intrinsically dangerous) or damages of whatever kind or
nature connected therewith and without limit and without regard to the cause or causes thereof or the
negligence of any party or parties that may be asserted against, recovered from or suffered by the City
occasioned by, growing or arising out of or resulting from or in any way related to: (i) the negligent,
reckless, or intentional misconduct of the Contractor; (ii) any negligent, reckless, or intentional
misconduct of any of the Contractor’s agents.
For the professional services rendered, to the fullest extent permitted by law, Contractor agrees to
indemnify and hold the City harmless against claims, demands, suits, damages, losses, and expenses,
including reasonable defense attorney fees, to the extent caused by the negligence or willful misconduct
of the Contractor or Contractor’s agents or employees.
Such obligations shall not be construed to negate, abridge, or reduce other rights or obligations of
indemnity that would otherwise exist. The indemnification obligations of this Section must not be
construed to negate, abridge, or reduce any common-law or statutory rights of the indemnitee(s) which
would otherwise exist as to such indemnitee(s).
Contractor’s indemnity under this Section shall be without regard to and without any right to contribution
from any insurance maintained by City.
Should any indemnitee described herein be required to bring an action against the Contractor to assert its
right to defense or indemnification under this Agreement or under the Contractor’s applicable insurance
policies required below the indemnitee shall be entitled to recover reasonable costs and attorney fees
incurred in asserting its right to indemnification or defense but only if a court of competent jurisdiction
determines the Contractor was obligated to defend the claim(s) or was obligated to indemnify the
indemnitee for a claim(s) or any portion(s) thereof.
In the event of an action filed against City resulting from the City’s performance under this Agreement,
the City may elect to represent itself and incur all costs and expenses of suit.
Contractor also waives any and all claims and recourse against the City or its officers, agents or
employees, including the right of contribution for loss or damage to person or property arising from,
growing out of, or in any way connected with or incident to the performance of this Agreement except
“responsibility for his own fraud, for willful injury to the person or property of another, or for violation of
law, whether willful or negligent” as per 28-2-702, MCA.
These obligations shall survive termination of this Agreement and the services performed hereunder.
In addition to and independent from the above, Contractor shall at Contractor’s expense secure
insurance coverage through an insurance company or companies duly licensed and authorized to conduct
insurance business in Montana which insures the liabilities and obligations specifically assumed by the
Contractor in this Section. The insurance coverage shall not contain any exclusion for liabilities specifically
assumed by the Contractor in subsection (a) of this Section.
The insurance shall cover and apply to all claims, demands, suits, damages, losses, and expenses that may
be asserted or claimed against, recovered from, or suffered by the City without limit and without regard
to the cause therefore and which is acceptable to the City and Contractor shall furnish to the City an
accompanying certificate of insurance and accompanying endorsements in amounts not less than as
follows:
Workers’ Compensation – statutory;
Employers’ Liability - $1,000,000 per occurrence; $2,000,000 annual aggregate;
Commercial General Liability - $1,000,000 per occurrence; $2,000,000 annual aggregate;
Automobile Liability - $1,000,000 property damage/bodily injury; $2,000,000 annual aggregate;
and
Professional Liability - $1,000,000 per claim; $2,000,000 annual aggregate.
The above amounts shall be exclusive of defense costs. The City of Bozeman, its officers, agents, and
employees, shall be endorsed as an additional or named insured on a primary non-contributory basis on
both the Commercial General and Automobile Liability policies. The insurance and required
endorsements must be in a form suitable to City and shall include no less than a thirty (30) day notice of
cancellation or non-renewal. Contractor shall notify City within two (2) business days of Contractor’s
receipt of notice that any required insurance coverage will be terminated or Contractor’s decision to
terminate any required insurance coverage for any reason.
The City must approve all insurance coverage and endorsements prior to the Contractor commencing
work.
8. Termination for Contractor’s Fault:
If Contractor refuses or fails to timely do the work, or any part thereof, or fails to perform any of its
obligations under this Agreement, or otherwise breaches any terms or conditions of this Agreement, the
City may, by written notice, terminate this Agreement and the Contractor’s right to proceed with all or
any part of the work (“Termination Notice Due to Contractor’s Fault”). The City may then take over the
work and complete it, either with its own resources or by re-letting the contract to any other third party.
In the event of a termination pursuant to this Section 8, Contractor shall be entitled to payment only for
those services Contractor actually rendered.
Any termination provided for by this Section 8 shall be in addition to any other remedies to which the City
may be entitled under the law or at equity.
In the event of termination under this Section 8, Contractor shall, under no circumstances, be entitled to
claim or recover consequential, special, punitive, lost business opportunity, lost productivity, field office
overhead, general conditions costs, or lost profits damages of any nature arising, or claimed to have
arisen, as a result of the termination.
9. Termination for City’s Convenience:
a. Should conditions arise which, in the sole opinion and discretion of the City, make it
advisable to the City to cease performance under this Agreement City may terminate this Agreement by
written notice to Contractor (“Notice of Termination for City’s Convenience”). The termination shall be
effective in the manner specified in the Notice of Termination for City’s Convenience and shall be without
prejudice to any claims that the City may otherwise have against Contractor.
b. Upon receipt of the Notice of Termination for City’s Convenience, unless otherwise
directed in the Notice, the Contractor shall immediately cease performance under this Agreement and
make every reasonable effort to refrain from continuing work, incurring additional expenses or costs
under this Agreement and shall immediately cancel all existing orders or contracts upon terms
satisfactory to the City. Contractor shall do only such work as may be necessary to preserve, protect, and
maintain work already completed or immediately in progress.
c. In the event of a termination pursuant to this Section 9, Contractor is entitled to payment
only for those services Contractor actually rendered on or before the receipt of the Notice of Termination
for City’s Convenience.
d. The compensation described in Section 9(c) is the sole compensation due to Contractor
for its performance of this Agreement. Contractor shall, under no circumstances, be entitled to claim or
recover consequential, special, punitive, lost business opportunity, lost productivity, field office overhead,
general conditions costs, or lost profits damages of any nature arising, or claimed to have arisen, as a
result of the termination.
10. Limitation on Contractor’s Damages; Time for Asserting Claim:
a. In the event of a claim for damages by Contractor under this Agreement, Contractor’s
damages shall be limited to contract damages and Contractor hereby expressly waives any right to claim
or recover consequential, special, punitive, lost business opportunity, lost productivity, field office
overhead, general conditions costs, or lost profits damages of any nature or kind.
b. In the event Contractor wants to assert a claim for damages of any kind or nature,
Contractor shall provide City with written notice of its claim, the facts and circumstances surrounding and
giving rise to the claim, and the total amount of damages sought by the claim, within thirty (30) days of
the facts and circumstances giving rise to the claim. In the event Contractor fails to provide such notice,
Contractor shall waive all rights to assert such claim.
11. Representatives:
a. City’s Representative: The City’s Representative for the purpose of this Agreement shall
be Chris Saunders or such other individual as City shall designate in writing. Whenever approval or
authorization from or communication or submission to City is required by this Agreement, such
communication or submission shall be directed to Chris Saunders as the City’s Representative and
approvals or authorizations shall be issued only by such Representative; provided, however, that in
exigent circumstances when City’s Representative is not available, Contractor may direct its
communication or submission to other designated City personnel or agents as listed above and may
receive approvals or authorization from such persons.
b. Contractor’s Representative: The Contractor’s Representative for the purpose of this
Agreement shall be Christine Walker or such other individual as Contractor shall designate in writing.
Whenever direction to or communication with Contractor is required by this Agreement, such direction
or communication shall be directed to Contractor’s Representative; provided, however, that in exigent
circumstances when Contractor’s Representative is not available, City may direct its direction or
communication to other designated Contractor personnel or agents.
12. Permits: Contractor shall provide all notices, comply with all applicable laws, ordinances, rules,
and regulations, obtain all necessary permits, licenses, including a City of Bozeman business license, and
inspections from applicable governmental authorities, and pay all fees and charges in connection
therewith.
13 Laws and Regulations: Contractor shall comply fully with all applicable state and federal laws,
regulations, and municipal ordinances including, but not limited to, all workers’ compensation laws, all
environmental laws including, but not limited to, the generation and disposal of hazardous waste, the
Occupational Safety and Health Act (OSHA), the safety rules, codes, and provisions of the Montana Safety
Act in Title 50, Chapter 71, MCA, all applicable City, County, and State building and electrical codes, the
Americans with Disabilities Act, and all non-discrimination, affirmative action, and utilization of minority
and small business statutes and regulations.
14. Nondiscrimination: The Contractor agrees that all hiring by Contractor of persons performing this
Agreement shall be on the basis of merit and qualifications. The Contractor will have a policy to provide
equal employment opportunity in accordance with all applicable state and federal anti-discrimination
laws, regulations, and contracts. The Contractor will not refuse employment to a person, bar a person
from employment, or discriminate against a person in compensation or in a term, condition, or privilege
of employment because of race, color, religion, creed, political ideas, sex, age, marital status, national
origin, actual or perceived sexual orientation, gender identity, physical or mental disability, except when
the reasonable demands of the position require an age, physical or mental disability, marital status or sex
distinction. The Contractor shall be subject to and comply with Title VI of the Civil Rights Act of 1964;
Section 140, Title 2, United States Code, and all regulations promulgated thereunder. The Contractor
shall require these nondiscrimination terms of its sub-Contractors providing services under this
agreement.
15. Intoxicants; DOT Drug and Alcohol Regulations/Safety and Training: Contractor shall not permit
or suffer the introduction or use of any intoxicants, including alcohol or illegal drugs, by any employee or
agent engaged in services to the City under this Agreement while on City property or in the performance
of any activities under this Agreement. Contractor acknowledges it is aware of and shall comply with its
responsibilities and obligations under the U.S. Department of Transportation (DOT) regulations governing
anti-drug and alcohol misuse prevention plans and related testing. City shall have the right to request
proof of such compliance and Contractor shall be obligated to furnish such proof.
The Contractor shall be responsible for instructing and training the Contractor's employees and agents in
proper and specified work methods and procedures. The Contractor shall provide continuous inspection
and supervision of the work performed. The Contractor is responsible for instructing his employees and
agents in safe work practices.
16. Modification and Assignability: This Agreement may not be enlarged, modified or altered except
by written agreement signed by both parties hereto. The Contractor may not subcontract or assign
Contractor’s rights, including the right to compensation or duties arising hereunder, without the prior
written consent of City. Any subcontractor or assignee will be bound by all of the terms and conditions of
this Agreement.
17. Reports/Accountability/Public Information: Contractor agrees to develop and/or provide
documentation as requested by the City demonstrating Contractor’s compliance with the requirements
of this Agreement. Contractor shall allow the City, its auditors, and other persons authorized by the City
to inspect and copy its books and records for the purpose of verifying that the reimbursement of monies
distributed to Contractor pursuant to this Agreement was used in compliance with this Agreement and all
applicable provisions of federal, state, and local law. The Contractor shall not issue any statements,
releases or information for public dissemination without prior approval of the City.
18. Non-Waiver: A waiver by either party any default or breach by the other party of any terms or
conditions of this Agreement does not limit the other party’s right to enforce such term or conditions or
to pursue any available legal or equitable rights in the event of any subsequent default or breach.
19. Attorney’s Fees and Costs: That in the event it becomes necessary for either Party of this
Agreement to retain an attorney to enforce any of the terms or conditions of this Agreement or to give
any notice required herein, then the prevailing Party or the Party giving notice shall be entitled to
reasonable attorney's fees and costs, including fees, salary, and costs of in-house counsel to include City
Attorney.
20. Taxes: Contractor is obligated to pay all taxes of any kind or nature and make all appropriate
employee withholdings.
21. Dispute Resolution:
a. Any claim, controversy, or dispute between the parties, their agents, employees, or
representatives shall be resolved first by negotiation between senior-level personnel from each
party duly authorized to execute settlement agreements. Upon mutual agreement of the parties,
the parties may invite an independent, disinterested mediator to assist in the negotiated
settlement discussions.
b. If the parties are unable to resolve the dispute within thirty (30) days from the date the
dispute was first raised, then such dispute may only be resolved in a court of competent
jurisdiction in compliance with the Applicable Law provisions of this Agreement.
22. Survival: Contractor’s indemnification shall survive the termination or expiration of this
Agreement for the maximum period allowed under applicable law.
23. Headings: The headings used in this Agreement are for convenience only and are not be
construed as a part of the Agreement or as a limitation on the scope of the particular paragraphs to
which they refer.
24. Severability: If any portion of this Agreement is held to be void or unenforceable, the balance
thereof shall continue in effect.
25. Applicable Law: The parties agree that this Agreement is governed in all respects by the laws of
the State of Montana.
26. Binding Effect: This Agreement is binding upon and inures to the benefit of the heirs, legal
representatives, successors, and assigns of the parties.
27. No Third-Party Beneficiary: This Agreement is for the exclusive benefit of the parties, does not
constitute a third-party beneficiary agreement, and may not be relied upon or enforced by a third party.
28. Counterparts: This Agreement may be executed in counterparts, which together constitute one
instrument.
29. Integration: This Agreement and all Exhibits attached hereto constitute the entire agreement of
the parties. Covenants or representations not contained therein or made a part thereof by reference, are
not binding upon the parties. There are no understandings between the parties other than as set forth in
this Agreement. All communications, either verbal or written, made prior to the date of this Agreement
are hereby abrogated and withdrawn unless specifically made a part of this Agreement by reference.
30. Extensions: This Agreement may, upon mutual agreement, be extended for a period of one year
by written agreement of the Parties. In no case, however, may this Agreement run longer than March 31,
20120
31. Section 3 of the Housing and Urban Development Act of 1968: The contractor will ensure that to
the greatest extent feasible opportunities for training and employment arising in connection with this
CDBG-assisted project will be extended to lower income project area residents. Further, the contractor will,
to the greatest extent feasible, utilize business concerns located in or substantially owned by residents of
the project area, in the award of contracts and purchase of services and supplies.
[END OF AGREEMENT EXCEPT SIGNATURE PAGE]
IN WITNESS WHEREOF, the parties hereto have executed this instrument the day and year first
above written.
CITY OF BOZEMAN, MONTANA Navigate, LLC
By________________________________ By __________________________________
Andrea Surratt, City Manager Christine Walker
Managing Member
APPROVED AS TO FORM:
By_______________________________
Greg Sullivan, Bozeman City Attorney
Exhibit A – SCOPE OF SERVICES
Part 1 - Housing Needs Assessment Update
Contractor will produce a well-documented and comprehensive update to the 2012 Affordable Housing
Needs Assessment for the City of Bozeman. It will document the current and future housing needs across
the continuum of housing. This report will inform development of housing strategies and solutions in the
Action Plan phase.
The report will contain a summary of key conclusions and recommendations resulting from Contractor’s
analysis, providing a synopsis of significant findings for decision-makers. This section will be designed to
allow easy transition into the second part of the study – Housing Action Plan.
The Housing Needs Assessment Update will cover:
Demographic and Economic Trends – data upon which the housing analysis and needs are built, including:
Household characteristics such as income, own/rent, household size, age, and type;
The current number of workforce households and jobs;
Rates of job growth (current and projected); and
Commuting patterns and community connectedness.
Housing Inventory – information on:
The occupancy rate, type, and age of units;
The number of market, affordable/income-restricted, and special needs housing units; and
Housing in the planning/development pipeline.
Housing Costs and Availability – analysis of the average and median prices of units for-sale, average rents
and vacancy rates, and the relative affordability of units to residents and the workforce.
Housing Problems – analysis of housing problems in Bozeman, such as:
Cost-burden;
Overcrowding;
The loss of affordable housing stock, as available from local information (e.g. mobile home park
redevelopment, expiration of low-income housing tax credit restrictions); and
Impacts of short-term rentals.
Current Housing Resources and Programs – a brief inventory of local housing resources and existing
programs available in Bozeman, such as:
Area housing organizations and departments (e.g., Bozeman affordable housing program
manager, HRDC, etc.);
Existing housing programs (e.g., down-payment assistance); and
Current Inclusionary Zoning Ordinance, including units produced.
Current and Projected Housing Needs - quantitative estimates for the current and projected number of
community housing units over the next five (5) years. This analysis will describe the current and projected
gaps in the market, and what additional housing is needed by income and tenure.
Community Comparison - a summary of housing programs, policies and approaches in up to five
communities that have similar access to amenities, a university with student housing demand, and
effective community housing programs in place, which may include Bend, Oregon; Boulder, Colorado; and
Burlington, VT. This list will be finalized at the kick-off meeting. This section will include information that
is easy to reference and useful to inform the formation of the Housing Action Plan.
The report will integrate secondary information with primary research from interviews, focus groups,
public outreach and employer surveys, including:
Employer problems identified through the survey, including unfilled jobs and employee turnover,
will be presented;
Current contributions that employers are making to ease housing problems among their
employees;
Housing profiles and preferences of resident buyers and renters, including unit amenities,
location, access to transportation, and other needs;
The effect of lending requirements on home purchase ability and potential impact as interest
rates rise; and
Resident perceptions of affordable housing, including willingness to purchase or rent deed
restricted units.
Research
Contractor will use a combination of secondary data sources and primary research. Primary research is
proposed to include a kick-off meeting, a site visit, a focus group with rental property managers, a focus
group with Realtors and lenders, a focus group with developers and builders, and an online employer
survey.
Employer survey. Contractor will propose a short on-line survey to be distributed to area employers
between the Thanksgiving and Christmas holidays. City will seek assistance from the Chamber and other
relevant entities to promote the survey through effective channels (radio, newspaper, employer
meetings, etc.) and distribute the link to businesses in the City of Bozeman. The employer survey will
probe the number of employees, where workers live (commute patterns), employee retention and
recruitment issues and housing perceptions. Contractor will follow up as necessary with participating
employers to clarify responses and generate a deeper understanding of issues.
Realtor and lender focus group. Local Realtors and lenders (mortgage brokers, banks) will be interviewed
in a focus group to obtain information on the ownership market including current prices, recent trends,
occupancy patterns, availability and what households are seeking when looking to purchase a unit. This
discussion will also help define housing preferences in the area, including unit type and locations. Lenders
will provide information on the availability of financing and the challenges faced when residents try to
buy a home. This focus group will be conducted during Contractor’s site visit during the first week in
November.
Property manager focus group. Property managers will be interviewed in a focus group to obtain
information on the rental market including rents, vacancy rates, recent trends, and units most in demand.
This focus group will include apartment property managers and companies managing units on behalf of
individual owners (single-family homes, condominiums and cabins in the area). This focus group will also
be held during the first week in November.
Developer and builder focus group. Developers and builders will be interviewed in a focus group to
obtain information about the development environment including costs, trends, entitlement process,
inclusionary zoning ordinance, and incentives and barriers to the development of community housing.
This focus group will include small to large scale residential developers, multi-family developers, home
builders, and general contractors. This focus group will also be held during the first week in November.
Stakeholder organizations. Contractor will be in contact with representatives of HRDC, Habitat for
Humanity, Family Promise, Haven and related organizations active in Bozeman to obtain needed data and
information for the study on their services offered and assistance provided, units managed (as
applicable), challenges and planned projects/direction.
City departments, Chamber of Commerce and other stakeholders. Contractor will consult with city
departments, Chamber of Commerce, and others to obtain needed data. City departments to obtain
needed data on recent development trends, proposed commercial and residential projects that may be in
the planning stages, County Assessor records and housing inventory data.
Work Sessions and Presentation
Kick-off meeting. Early in the process (3rd week of October) contractor will facilitate an in-person and
virtual kickoff meeting to clarify the goals of the project, identify communities to include in the
community comparison and target information resources. This will preferably also include the full
Housing Working Group.
Draft report and conference call. Contractor will issue the draft report the last week of January.
Contractor will host a question and answer session and gather input from city departments, Community
Affordable Housing Advisory Board (CAHAB), and other Housing Working Group members within two
weeks of issuing the draft report. Information gathered from this discussion will be used to finalize the
report.
Final report. Contractor will issue the final report and present report findings and recommendations in
partnership with the City of Bozeman staff to the City Commission the third week in February. Contractor
will prepare Power Point slides to support the presentation, which can be used in the future if there are
other opportunities to present the findings.
Preliminary Schedule of Events and Due Dates
Note: Exact dates and number of site visits are subject to change as agreed to by both parties.
City Participation and Support
City will assist and support Contractor with the following tasks:
Recruiting Housing Working Group Members. Identifying and recruiting approximately 20 diverse
stakeholders. Members should be available for kick-off meetings, four work sessions (2-3 hours
each), and attendance at open houses and presentations. Working Group members function as
ambassadors of the Action Plan and will be expected to keep their constituencies or membership
(as may be applicable) apprised of the process and share their input.
Focus Groups. Identifying, providing contact information for, and recruiting Realtors, lenders,
property managers, developers, and builders to participate in the focus groups. Providing a
meeting room, materials and refreshments.
Data. Assistance compiling needed City and County data, including existing reports/studies,
Assessor data/contacts, planning/building department records, etc.
Survey. Assistance promoting the survey through various media (radio, newspaper, websites,
etc.), distributing the survey to employers, and publicizing the online employer survey link.
Media Outreach/Publicity. Press releases, interviews for articles, distribution of web site link to
Chamber members and widespread notification though print and social media about the two
open houses and presentations to City Commission.
Working Group/Consultant Communication. Forwarding materials, relaying issues that may arise,
sending reminders of work sessions, open houses, and presentation schedules.
Week 1 2 3 4 5 1 2 3 4 1 2 3 4 1 2 3 4 5 1 2 3 4 1 2 3 4
Part 1 - Housing Needs Assessment Update
Compile working group x x
Kick-off meeting (week of 10/15)x
Secondary data collection x x x x x x
Site visit (week of 11/5)x
Employer Survey (in field)x x x
Analysis and report write-up x x x x x x
Draft report submitted (week of 1/28)x
Draft report conference call (week of 2/4)x
Final report and presentation (2/18)x
MarFebOctNovDecJan
Meeting Support. Organizing and providing the meeting place/venue, refreshments for
participants, public notice when applicable, work session/open house materials (white boards,
projectors, etc.) as needed by consultants.
Deliverables
A clear, well documented, transparent report on the Community Housing Needs, Resources and
Opportunities in Bozeman. This report will document our research, methodology, data, and trends, as
defined above. This will provide the information needed to help target housing tools and develop the
Housing Action Plan in Part 2.
Contractor acknowledges that two hard copies and a PDF version of all preliminary and final drafts will be
provided to City planning staff, that all documents will be provided at least 14 working days prior to any
public hearing or meeting with the City Commission in an electronic format, ADA accessible, approved by
the City; and that all work submitted will become property of the City of Bozeman.
Cost and Expense
Contractor will be paid a fixed-fee amount not to exceed $45,000 for Part 1 – Community Housing Needs
Assessment update. The budget is based on hourly rates ranging from $55 to $200 per hour and include
travel, printing, attendance at meetings, insurance, and other overhead costs. Contractor made an effort
to reduce costs by scheduling meetings back-to-back.
PART 1 - Community Housing Needs Assessment Cost
Primary Research
Employer Survey (online)6,000$
Focus Groups (Realtors, property managers, developers)8,000$
Interviews (housing groups, city departments, Chamber of Commerce, etc.)3,500$
Housing Needs Assessment Update 14,500$
Process and Meetings
Kick-off Work Session: clarify goals, data sources, etc. (2 consultants)4,000$
Draft report review (conference call)1,500$
Final report 1,000$
Final Presentation (2 consultants)4,000$
Project management 2,500$
TOTAL 45,000$