HomeMy WebLinkAbout05-13-19 City Commission Packet Materials - C6. PSA with Navigate, LLC for Part Two of the Housing Action Plan1
REPORT TO: Mayor and City Commission
FROM: Loren Olsen, Affordable Housing Program Manager
Martin Matsen, Director of Community Development SUBJECT: Approval of the professional services agreement in the amount of $51,300 with
Navigate LLC and Partners for Part Two of the Housing Action Plan and
authorization for the City Manager to sign the agreement on behalf of the City.
MEETING DATE: May 13, 2019
AGENDA ITEM TYPE: Consent
STRATEGIC PLAN ALIGNMENT: The Affordable Housing Action Plan 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 Housing Needs Assessment in March of this year as part one of a two part process. This project is the second part of this two part process and will
utilize the information gathered in the Housing Needs Assessment with the goal of providing a work
plan and road map for the City’s efforts regarding affordable housing. It will produce a community-
supported and implementable housing plan that is devised by the community, not by the consultants. Specific strategies will be identified for implementation over a 5-year timeframe. The Plan is anticipated to have a longer life and should be updated over time in order address changing circumstances and
priorities.
The proposed process will involve the public and “roll up your sleeves” work from the Housing Working Group. The process will integrate data from the needs assessment, knowledge from the Working Group and other stakeholders, education and experience from the consultant team and
feedback from the public. It is comprised of: • Two public open-houses. One to set the stage for Action Plan development at the start of the process and a second to solicit and incorporate input on the draft Action Plan. • A kick-off and four (4) Housing Working Group work sessions (two- to three-hours each), in addition to Working Group attendance at the open houses. • Website presence to keep the public apprised of the process, post documents and solicit input; • Draft Plan review with the Working Group and the consultants; and • Final plan presentation before the public and City Commission.
Commission Memorandum
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The professional services agreement that has been executed by the contractor is for the facilitation and
completion of Part two, the Affordable Housing Action Plan. 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: The total amount of this contract is $51,300. The City has received $20,000 through a grant from the Kendida Fund in cooperation with The HRDC. This money has been received
and is available in the current fiscal year. The remaining $31,300 is requested from the workforce
housing fund in the budget proposal for fiscal year 2020. The contractor will invoice the City monthly
for Services completed, but not to exceed $20,000 prior to June 30, 2019. The contractor understands and agrees that City’s payments for the remaining Services is contingent on the City Commission’s appropriation of sufficient funds in the Fiscal Year 2020 budget for completion of the Services. Should
funds not be appropriated, the contract will terminate effective immediately.
Attachment: Professional Services Agreement
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PROFESSIONAL SERVICES AGREEMENT
THIS AGREEMENT is made and entered into this 13th day of May, 2019 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 31st day of December 2019.
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 (the “Services”). 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 amounts 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.
Contractor will invoice the City monthly for Services completed, but not to exceed $20,000 prior
to June 30, 2019. Contractor understands and agrees that City’s payments for the remaining Services is
contingent on the City Commission’s appropriation of sufficient funds in the Fiscal Year 2020 budget for
completion of the Services. Should funds not be appropriated, this Agreement will terminate effective
immediately, and such termination will be considered a Termination for City’s Convenience pursuant to
Section 9 herein.
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,
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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.
In the event that, during the term of this Agreement, any labor problems or disputes of any type
arise or materialize which in turn cause any services to cease for any period of time, Contractor
specifically agrees to take immediate steps, at its own expense and without expectation of
reimbursement from City, to alleviate or resolve all such labor problems or disputes. The specific
steps Contractor shall take shall be left to the discretion of Contractor; provided, however, that
Contractor shall bear all costs of any related legal action. Contractor shall provide immediate relief
to the City so as to permit the services to continue at no additional cost to City.
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
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(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
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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 sixty (60) 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
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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:
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a. City’s Representative: The City’s Representative for the purpose of this Agreement shall
be Loren Olsen 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 Loren Olsen 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.
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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:
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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,
2019.
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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.
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
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Exhibit A – SCOPE OF SERVICES
Action Plan Process
We propose to work with the City of Bozeman, CAHAB, and the Housing Working Group over an
approximately six-month timeframe to develop a 5-year strategic Community Housing Action Plan with 1-
, 3- and 5-year goals to address identified housing needs from Part 1 – Community Housing Needs
Assessment. The resulting strategy will address primary concerns raised in the RFP, including:
• Identifying strategies that represent a balanced approach to addressing community housing that
are tailored for Bozeman, including mandates, prescribed flexibility, and incentives to encourage
Bozeman’s major employers to develop workforce housing;
• Identifying strategies to secure substantial, broad-based and reliable funding for the construction
of affordable housing including affordable housing loans and programs; and
• Identifying strategies to address the range of housing needs in Bozeman as understood from Part
1 – types of housing units, for whom and at what price points. This may also include options to try
to increase the use of existing housing stock (e.g. incentives to convert short-term rentals to long-
term, preservation, etc.).
Through a series of meetings and discussion with Working Group members, CAHAB as well as public
feedback, the Action Plan process will help the Working Group:
• Identify and prioritize community housing needs;
• Explore various available tools to address identified housing needs;
• Prioritize tools and develop strategies to implement those tools; and
• Assign responsibilities and a timeline for implementation, with some strategies being ripe for
immediate action and others that may need to occur after other things are in place.
Our proposed process will involve the public, CAHAB and “roll up your sleeves” work from the Housing
Working Group. The process will integrate data from the Community Housing Needs Assessment,
knowledge from the Working Group, CAHAB and other stakeholders, education and experience from the
consultant team and feedback from the public. It is comprised of:
• An organizational conference call between city staff and consultant team;
• Two public open-houses. One to set the stage for Action Plan development at the start of the
process and a second to solicit and incorporate input on the draft Action Plan strategies;
• A kick-off and four (4) Housing Working Group work sessions (two- to three-hours each), in
addition to CAHAB and Working Group attendance and support at the open houses.
• Website presence to keep the public apprised of the process, post documents and solicit input;
• Draft Plan review with the Working Group, CAHAB and the consultants; and
• Final plan presentation before the public and City Commission.
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Our proposed process follows:
Organizational Conference Call
An organizational conference call between city staff and the consultant team will take place immediately
following contract approval. This organizational call is intended get city staff and the consultant team
aligned on the process and will include detailed process review, laying out expectations, confirming
working group members, clarifying roles and responsibilities, and approving the schedule.
Kick-Off Session
A kick-off session is proposed approximately 3 weeks after contract approval to begin the formation of
the Community Housing Action Plan. We will bring the Housing Working Group and CAHAB together to
accomplish the following:
• Provide a summary of the Housing Needs Assessment data and key findings;
• Present an overview of the action plan process;
• Explain the role of Working Group members, CAHAB and the public;
• Establish ground rules;
• Present the schedule; and
• Provide an overview of information to set the stage for the first work session – housing goals and
objectives.
Participants will be provided with necessary information and questions that can help them prepare for
the first work session.
Public Open House #1: Housing Goals and Objectives (2 hours each)
The day after the kick-off session, we will host open houses for the public, CAHAB, and the Working
Group to learn about and weigh in on the Housing Action Plan goals and objectives. One open house will
be held mid-day and the second early evening to capture more diverse public feedback. These open
houses will be facilitated by three consultant team members with assistance from CAHAB and Working
Group members. These open houses will help define the community housing priorities that set the
parameters for the Action Plan, topics of which will include:
• Number of housing units and for whom;
• Unit mix (ownership, rental) and price points;
• Jobs/Housing relationship;
• Other relevant policy issues.
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Work Session 1: Tool Identification and Initial Prioritization (2 hours)
We will use a toolbox framework to define various options to address housing needs to begin discussions
on suitable housing tools for Bozeman. The housing goals and objectives established in the first public
open house will be used to help organize tools, and we will present information from the Housing Needs
Assessment about the performance of existing tools, including community housing organizations and city
programs.
Tools typically fall into several categories and may include, for example:
• Incentives;
• Development mitigation, such as the Affordable Housing Ordinance;
• Public/private partnerships and land opportunities;
• Preservation;
• Public housing and non-profit initiatives; and
• Funding, including the affordable housing fund and the relevancy of opportunity zones in
Bozeman.
We will seek input from Working Group participants to identify additional tools for consideration and
begin prioritizing tools for exploration in the next work session – strategy refinement.
Work Sessions 2 and 3: Strategy Refinement of Prioritized Tools (3 hours each)
Using the objectives and priorities established in the first work session and open house, we will help the
Working Group develop actionable strategies for up to twelve prioritized tools. Information will be
provided to the working group for each tool, identifying:
• Issues unique to Bozeman and considerations for implementation;
• Population that will be targeted by own/rent and income level;
• Potential sources of funding; and
• General considerations in implementation.
We will discuss with the Working Group any additions to the provided information, as well as:
• Steps/tasks needed to implement;
• Timeline for implementation;
• Resources available and/or needed (land, staffing, collaboration);
• Implementation roles and responsibilities (who should be involved).
We will also provide an additional opportunity to review tools that did not make the top twelve to see if
any changes should occur.
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Public Open House #2: Draft Plan Review and Priorities (2 hours each)
We will host a second series of open houses to offer the public an opportunity to review and provide
feedback on the draft housing strategies developed by the Working Group, revisit public housing
priorities and solicit input on Action Plan roles and responsibilities. One open house will be held mid-day
and the second early evening to capture more diverse public feedback. These open houses will be
facilitated by two consultant team members with assistance from CAHAB and Working Group members.
Input received will be integrated into the final work session discussion to be held the next day.
Work Session 4: Strategy Refinement; Financing; Timeline; Responsibilities (3 hours)
At the fourth work session of the Working Group we will revisit and verify objectives and strategy
prioritization from the prior sessions and the public open houses. We will present and discuss information
on available or potential financing for each strategy; establish a timeline for implementation, recognizing
that some strategies may be easier to implement than others or require more immediate action than
other strategies; and assign responsibilities, recognizing that some tasks may be best implemented
and/or managed by different parties.
The objective is to define a 5-year Action Plan with clear goals and objectives, strategies and policies,
financing mechanisms, timeline for achievement and responsible parties. The plan will also define a
mechanism to monitor progress and an update process so that the plan can evolve with housing needs
over the long term.
Public Website
We propose to use the City’s website to solicit input from and provide project materials to the Bozeman
community. It will:
• Provide information on the planning process, meetings and schedule;
• Make project documents available for downloading;
• Invite input on housing topics and the Action Plan through questions and comment opportunities
and
• Provide contact information for the consultant team.
Presentations
Draft Plan Review - We will issue the draft Action Plan about 5 months after the process begins. We will
host a question-and-answer session and discuss edits with the Working Group and CAHAB two weeks
after the release of the draft plan. We plan to conduct this meeting via conference call. Input gathered
will be used to finalize the Action Plan.
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Final Plan and Presentation - We will issue the final Community Housing Action Plan and propose to
present to the public and City Commission approximately 6 months after the process begins. To illustrate
that the plan was developed by the community and not the consultants, we will seek involvement from
members of CAHAB and the Working Group in the presentation.
Deliverables
We propose to provide a Community Housing Action Plan specifying:
• Housing goals and priorities identified by the community;
• Strategies/policies to meet identified goals;
• Funding mechanisms;
• A timeline for implementation and assignment of responsibilities to carry out the plan; and
• Additional information and documentation as part of this study process, including compiled
information from public meetings; work session materials and discussions; and presentations
(Power Points, etc.).
Client Participation and Support
We seek client assistance with the following tasks:
• Confirming Housing Working Group Members: Establish the core working group of
approximately 20 diverse members, including confirming commitment, reducing
similarity, and including end-user stakeholders to round out the diversity of the group.
Members should be available for kick-off meetings, four work sessions (2-3 hours each),
and attendance at open houses and final presentation. 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.
• CAHAB: Ensuring members of the Community Affordable Housing Advisory Board
(CAHAB) are periodically updated on the status of the Action Plan process and
understand their role in providing support to the process, including a representative on
the Working Group, participation in the kick-off meeting, attendance and assistance at
public open houses and final presentation, draft plan review and comments, and
participation in the draft plan review meeting.
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• 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.
• 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.
Schedule
The proposed schedule shown below is based on completing a Housing Action Plan that
incorporates a robust community engagement plan to ensure that the plan is community driven
instead of consultant produced. Additional time is needed to complete this process but results
in a plan that has deep community buy-in, key stakeholders that will have gained a solid
understanding of the complexity of addressing the continuum of housing, and strategies that are
designed to work in Bozeman.
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Budget
We propose a fixed fee contract not to exceed $51,300 for Part 2 – Housing Action Plan, see
table below. Our budget is based on hourly rates ranging from $55 to $200 per hour and
includes travel, printing, attendance at meetings, insurance, and other overhead costs. We have
made an effort to reduce costs by scheduling meetings back-to-back and allocating resources
efficiently.
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