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HomeMy WebLinkAbout19- Professional Services Agreement - Navigate, LLC - Affordable Housing Action Plan Phase II BOZEMANMT Community Development PROFESSIONAL SERVICES AGREEMENT THIS AGREEMENT is made and entered into this 131h 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 31't 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, TDD: 406-582-2301 THE MOST LIVABLE PLACE. BEAMT Community Development 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 TDD: 406-582-2301 THE MOST LIVABLE PLACE. BOZE MAN MT Community Development (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 020 East Otive Street P.O. Box 1230 Bozeman, NIT 59771-1230 TDD: 406-582-2301 THE MOST LIVABLE PLACE. BOZEMANMT Community Development 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 Bozeman, MT 59771-1230 TDD: 406-582-2301 THE MOST LIVABLE PLACE. BOZ E MAN MT Community Development 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: O / East Olive Street © P.O. C•• 1 1 O 416 •1 © 416 •• • BozemTDD: 406-582-2301 THE MOST LIVABLE PLACE. E iMT Community Development 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. Bozeman, MT 59771-1230 TDD: 406-582-2301 THE MOST LIVABLE PLACE. BOZEMANMT Community Development 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: • • :• 1 20 East Otive StreetTDD: 406-582-2301 THE MOST LIVABLE PLACE. BOZ E MAN MT Community Development 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. • • C• 1 0 1 • © O � 1. .1 0 � 1. b• Bozeman, • TDD: 406-582-2301 THE MOST LIVABLE PLACE. BOZ E MAN MT Community Development 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 l By By Andrea Surratt,City Manage Christine Walker Managing Member APPROVED AS TO FORM: By Gr 4 ll van, Bozeman City Attorney Bozeman, MT 59771-1230 TDD: 406-582-2301 THE MOST LIVABLE PLACE. BOZEMANMT Community Development 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. Bozeman, NIT 59771-1230 TDD: 406-582-2301 THE MOST LIVABLE PLACE. BOZ E MAN MT Community Development 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. Bozeman, MT 59771-1230 TDD: 406-582-2301 THE MOST LIVABLE PLACE. BOZ E MAN MT Community Development 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. P.O. Box 1230 TDD: 406-582-2301 THE MOST LIVABLE PLACE. BOZEMANMT Community Development 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. 20 East Olive Street P.O. Box 1230 Bozeman, Q 40. .• © • •• TDD: 406-582-2301 THE MOST LIVABLE PLACE. BOZEMAN MT Community Development 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. TDD: 406-582-2301 THE MOST LIVABLE PLACE. BOZEMANMT Community Development • 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. Month 1 Monfh 2 1 Month 3 Month 4 Month 5 Month 6 Week 1 1 2 1 3 1 4 1 2 13 1 41 1 2 3 4 1 2 3 4 1 2 13 1 4 1 2 3 4 Part 2-Community Housing Action Plan Contract Approved/Organizational conference call x Kick-off Session x Public Open House#1-Housing Goals and Objectives x Work Session 1-Tool Identification x Work Sessions 2&3-Strategy Refinement x Public Open House#2 Draft Strategies&Priorities x Work Session 4-Strategy,Financing,Timeline,Responsibilities x Draft Report Submitted x Draft Report Conference Call x Commission Presentation x P.O. Box 1230 0 1 East Olive Street © Bozeman, • / Q 416 •1 © 406-582-2263 www.bozeman.net TDD: 406-582-2301 THE MOST LIVABLE PLACE. BOZE MAN MT Community Development 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. BUDGET PART 2 - Housing Action Plan Research Technical strategy support $ 2,000 Working Group Sessions Open House #1 - Goals and objectives (3 consultants) $ 5,000 Work Session 1 - Tool identification and initial prioritization (2 consultants) $ 5,500 Work Session 2 - Strategy Development 1 (3 consultants) $ 7,000 Work Session 3 - Strategy Development 2 (3 consultants) $ 7,000 Open House #2 - Draft plan review, priorities, roles (2 consultants) $ 4,000 Work Session 4 - Strategy Refinement; Financing; Timeline; Responsibilities $ 5,500 Presentation, Management Organizational Conference Call (3 consultants) $ 600 Kick-off Work Session (3 consultants) $ 3,000 Website (postings and management) $ 1000 Plan Drafting $ 3,000 Draft Review/Edits (meeting/conference call) $ 1,500 Final Presentation to City Commission (1 consultant) $ 3,700 Project Management $ 2,500 TOTAL $ 51,300 Q • East Olive Street 40. .• © 4•. .. Bozeman, • TDD: 406-582-2301 THE MOST LIVABLE PLACE.