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REQUEST FOR QUALIFICATIONS (RFQ)
Learning Management System
CITY OF BOZEMAN
Bozeman, MT
City of Bozeman
PO Box 1230
Bozeman, MT 59771-1230
November 17th, 2019
NOTICE IS HEREBY given that the City of Bozeman (City) is seeking qualifications from firms to provide a
learning management system the City can use to provide training to its employees.
Copies of the Request for Qualifications are available on the City’s website at
https://www.bozeman.net/government/city-clerk/bids-rfps-rfqs.
All proposals must be in the format specified, enclosed in a sealed envelope and clearly identified with RFQ
title, company name and due date, and transmitted via hard copy.
Deliver RFQs to the City Clerk by Tuesday, December 17, 2019 at 3:00 p.m. MST. It is the sole responsibility
of the proposing party to ensure that proposals are received prior to the closing time as late submittals
will not be accepted and will be returned unopened.
The physical address is:
City Clerk’s Office, Suite 200, (upstairs) City Hall, 121 N. Rouse Avenue, Bozeman, Montana.
The mailing address is:
City Clerk’s Office, City Hall, P.O. Box 1230, Bozeman, Montana, 59771
(USPS only, shipping companies should be sent to the physical address)
NON-DISCRIMINATION
The City of Bozeman is an Equal Opportunity Employer.
Discrimination in the performance of any agreement awarded under this RFQ on the basis of race, color,
religion, creed, sex, age, marital status, national origin, or actual or perceived sexual orientation, gender
identity or disability is prohibited. This prohibition shall apply to the hiring and treatment of the awarded
entity’s employees and to all subcontracts.
As such, each entity submitting under this notice shall include a provision wherein the submitting entity,
or entities, affirms in writing it will not discriminate on the basis of race, color, religion, creed, sex, age,
marital status, national origin, or because of actual or perceived sexual orientation, gender identity or
disability and which also recognizes the eventual contract will contain a provision prohibiting
discrimination as described above and that this prohibition on discrimination shall apply to the hiring and
treatment of the submitting entity’s employees and to all subcontracts.
Failure to comply with the above may be cause for the City to deem the submittal non-responsive.
Any administrative questions regarding proposal procedures should be directed to: Robin Crough, City
Clerk (406) 582-2321, agenda@bozeman.net.
Questions relating to the RFQ should be directed to: James Henderson, Director of Human Resources,
(406) 582-2346, james.henderson@bozeman.net.
DATED at Bozeman, Montana, this 14th day of November, 2019.
Robin Crough
City Clerk
City of Bozeman
For publication on:
Sunday, November 17, 2019
Sunday, December 8, 2019
I. INTRODUCTION
The City of Bozeman (City), is seeking qualifications from firms to undertake deployment of a learning
management system to assist the City in providing training for its employees.
The City intends to enter into a contract with the selected firm that will include acquisition of the product,
the configuration and installation (if needed) of the product, training for a specified subset of users on
product use and administration, as well as ongoing support of the product.
This RFQ shall not commit the Owner to enter into an agreement, to pay any expenses incurred in
preparation of any response to this request, or to procure or contract for any supplies, goods or services.
The Owner reserves the right to accept or reject all responses received as a result of this RFQ if it is in the
Owner’s best interest to do so.
This procurement is governed by the laws of the State of Montana and venue for all legal proceedings
shall be in the 18th Judicial District Court, Gallatin County. By offering to perform services under this RFQ,
all Submitters agree to be bound by the laws of the State of Montana and of the Owner, including, but not
limited to, applicable wage rates, payments, gross receipts taxes, building codes, equal opportunity
employment practices, safety, non-discrimination, etc.
II. SCOPE OF PROJECT - PROJECT BACKGROUND AND DESCRIPTION
Introduction
With an ever-growing workforce at the City, it has become a challenge to provide quality training in a
manageable and affordable way. The City is looking for a Learning Management System that will meet
its need to provide quality training, track training results and provide the Human Resources Department
with relevant and timely training information for each employee.
III. SCOPE OF SERVICES
The services provided by the selected vendor include but may not be limited to the following:
1. Required (provide list of courses offered in each area)
a. Support certification and education requirements for Police and Fire.
b. NIMS Training.
c. Supervisor Training.
d. OSHA Training.
e. Project Management training.
f. Training for soft skills.
g. Human resources training.
h. Security and Information Technology Training.
i. Office Productivity Training.
j. Training for water/sewer/stormwater groups.
k. Ability to import eLearning classes.
l. Ability to create custom content.
m. Ability to Track individual employee progress and issue certificates upon successful
completion of training.
n. Require employee to review entire training before testing and certificate.
o. Ability to assign training tracks or single courses to individual employees/departments.
Assigned training to include:
i. Deadlines for completion.
ii. Notifications to supervisor or other designee when training is complete or
deadline has passed.
iii. Ability for employee to sign into the system and see their assigned tasks,
deadlines, and progress.
iv. Allow for self-assignment of courses
v. Access by employees to all training courses offered by vendor.
p. Easy to update when additional training content becomes available.
2. Desired
a. List of any Specialized training provided
i. Example: Boiler Maintenance Certifications
b. List of accreditation boards that accept your content as valid for certification for the state
of Montana.
c. List of accreditation boards you are working with to have your content certified in the
future and when you expect the content to be certified.
3. Staff Breakdown for Pricing Purposes
a. Full Time Employees-400
b. Part Time Employees-39
c. Short Term Workers-52
d. Seasonal Workers-3
IV. TIMELINES, DELIVERY DEADLINE, AND INSTRUCTIONS
As the initial submittal to the Owners, RFQs MUST BE DELIVERED NO LATER THAN 3:00 PM,
MOUNTAIN TIME, December 17, 2019, in a sealed box or envelope with company name shown clearly
on the outside, addressed to:
Learning Management System Bozeman City Clerk
City Hall
121 North Rouse Avenue
Bozeman, MT 59715
RESPONSES THAT ARE UNSIGNED OR SUBMITTED BEYOND THE DEADLINE SHALL NOT BE
CONSIDERED AND SHALL BE REJECTED.
A. Contact Information
ALL QUESTIONS AND CONTACTS REGARDING THIS RFQ MUST BE SUBMITTED IN WRITING TO:
James Henderson, Human Resources Director
P.O. Box 1230
Bozeman, MT 59771-1230
(406) 582-2346
james.henderson@bozeman.net
Amendments to Solicitation
Any interpretation or correction of this request will be published on the City’s webpage. The deadline for
questions related to this document is 12:00 PM MST on December 4, 2019. Responses to all questions
will be posted to the website on Dec 6, 2019.
B. Selection Timeline
Advertising dates: November 17 and December 8, 2019
Receipt of RFQs: No later than 3:00 p.m. MST December 17, 2019
RFQ Review Complete by Committee: December 24, 2019
Interviews TBD
Selection: January 6, 2020
With the exception of the advertising dates and advertised due date, the City reserves the right to
modify the above timeline.
V. SELECTION PROCEDURE
A. STATEMENT OF QUALIFICATIONS
Respondents must comply with the mandatory requirements provided in this solicitation.
The selection process shall be conducted pursuant to all applicable Montana law including
those criteria set forth in §18-8-204, MCA and applicable City policy.
1. Evaluation of RFQs. The selection committee shall consist of no less than
three persons representing the City. The selection committee will review
conforming RFQ responses using the criteria listed above. RFQ responses that do
not contain the required documentation will be deemed nonresponsive to this
solicitation and may be rejected.
2. Revisions. Responses will be accorded fair and equal treatment with
respect to opportunity for discussion and revision of responses, and such revisions
may be permitted, after submissions and prior to award for the purpose of
obtaining best and final responses.
3. Evaluation & Elimination. After evaluating all conforming responses based
on the criteria herein the selection committee may eliminate one or more or all
Respondents from further review if they do not meet the qualification criteria
specified herein. Any Respondents eliminated by the selection committee, at any
time, or for any reason, shall have no opportunity to make revisions or participate
further in the selection process.
4. Interviews. After reviewing conforming RFQ responses, the selection
committee may decide to schedule interviews with qualified respondents. Each
firm selected for interview will be notified of the specific time for their interview.
The format of the interview will be left up to the proposing firm; however,
interviews will be [45] minutes inclusive of questions from the selection
committee, with 15 minutes between interviews for transitions and set up
between Respondents.
5. Selection and Final Recommendation. The selection committee will tally
the scores for the RFQ. At that time contract negotiations will take place between
the City and successful Respondent. The City may negotiate a contract with the
next highest ranked Respondent if a contract cannot be made.
B. RFQ – FORM AND CONTENTS
Deliver one (1) original, five (3) copies, and one digital copy (via flash drive), prepared as
follows:
i. General Instructions:
a. RFQ responses must be bound and signed by an officer or principal of your firm.
b. RFQ responses must be contained in a document not to exceed 30 pages total
(single or double-sided pages) including whatever pictures, charts, graphs,
tables, and text the firm deems appropriate to be part of the review of the
firm's qualifications. A separate transmittal letter, cover page, cover sheets,
and dividers are exempted from the page limit. Page size is limited to 8-l/2 x
11 inches, with basic text information no smaller than 12-point type.
c. Schedules may be submitted in addition to the page limit.
ii. Firm Information:
a. Experience. Respondent must demonstrate successful experience and capacity
to act as a contractor on projects of similar size, type and complexity. Provide
the name and location of each project, the client, and the contact person and
phone number. Describe experience and qualifications of the professional
personnel to be assigned to this project. Describe your recent and current work
for the City of Bozeman, if any.
b. Firm Background. Provide information about the firm, including location.
Describe the firm’s history. Include information identifying the firm’s annual
volume of business, financial/bonding capacities, and speak to the firm’s
stability in the marketplace. Information identifying the firm’s strengths and
weaknesses along with special capabilities that may be appropriate to the
Project will assist in the evaluation.
c. Firm Workload. Provide the status of current and anticipated work within the
firm in terms of time and magnitude for the anticipated Project schedule as it
relates to availability of key personnel and your firm. Describe the firm’s
capability to meet time and project budget requirements.
d. Claims. At any time in the last ten (10) years has your firm been assessed and
paid liquidated damages after completion of a project under a contract with a
public owner?
e. References. Provide detailed contact information for the Owner for at least five
(5) project undertaken by your firm within the past five years.
C. EVALUATION CRITERIA
Qualifications will be evaluated by the Selection Committee who will individually score
them out of a total of 100 possible points based on the criteria below. The scoring criteria
and possible point values are
1. Respondent’s experience with projects of similar size and design:
Possible Points: 40
2. Firm’s Qualifications:
Possible Points: 20
3. Capabilities to meet time schedule and project budget requirements.
Possible Points: 20
4. Present and projected workloads:
Possible Points: 10
5. Past projects/experience working with the City of Bozeman:
Possible Points: 5
6. Office(s) location:
Possible Points: 5
VI. FORM OF AGREEMENT
The final form of the contract documents will be disclosed to Respondents during contract
negotiations.
VII. CITY RESERVATION OF RIGHTS
All proposals submitted in response to this RFQ become the property of the City and public records
and, as such, may be subject to public review.
A SUBMISSION IN RESPONSE TO THIS REQUEST FOR QUALIFICATIONS CONFERS NO RIGHTS UPON ANY
RESPONDENTS AND SHALL NOT OBLIGATE THE CITY IN ANY MANNER WHATSOEVER. THE CITY
RESERVES THE RIGHT TO MAKE NO AWARD AND TO SOLICIT ADDITIONAL REQUEST FOR
QUALIFICATIONS AT A LATER DATE.
A. This RFQ may be canceled or any or all responses may be rejected in whole or in part, as
specified herein, when it is in the best interests of the City. If the City cancels or revises
this RFQ, all Respondents who submitted will be notified using email.
B. The City reserves the right to accept or reject any and all submissions; to add or delete
items and/or quantities; to amend the RFQ; to waive any minor irregularities,
informalities, or failure to conform to the RFQ; to extend the deadline for submitting
proposals; to postpone award for up to 60 days; to award one or more contracts, by item
or task, or groups of items or tasks, if so provided in the RFQ and if multiple awards are
determined by the City to be in the public interest.
C. The City reserves the right to reject the submission of any person/firm who previously
failed to perform properly to the satisfaction of the City, or complete on time agreements
of similar nature, or to reject the submission of any person/firm who is not in a position
to perform such an agreement satisfactorily as determined by the City.
D. The City reserves the right to determine the best qualified Respondents and negotiate
a final scope of service and cost, negotiate a contract with another Respondents if an
agreement cannot be reached with the first selected Respondents, or reject all
proposals.
E. The successful Respondents will be required to enter into a contract with the City,
which will incorporate the Respondents' scope of service and work schedule as part of
the agreement.
F. This RFQ does not commit the City to award a contract. The City assumes no liability or
responsibility for costs incurred by Respondents in responding to this request for
qualifications or request for interviews, additional data, or other information with
respect to the selection process, prior to the issuance of an agreement, contract or
purchase order. The Respondents, by submitting a response to this RFQ, waives all
right to protest or seek any legal remedies whatsoever regarding any aspect of this
RFQ.
G. The professional services contract between the City of Bozeman and the successful
Contractor will incorporate the Contractor's scope of service and work schedule as part of
the agreement.
H. This project is subject to the availability of funds.
NONDISCRIMINATION POLICY
The City of Bozeman requires each entity submitting under this notice shall affirm, on a separate form
provided, that it will not discriminate on the basis of race, color, religion, creed, sex, age, marital status,
national origin, or because of actual or perceived sexual orientation, sexual preference, gender
identity, or disability in fulfillment of a contract entered into for the services identified herein and that
this prohibition on discrimination shall apply to the hiring and treatment of the submitting entity’s
employees and to all subcontracts it enters into in the fulfillment of the services identified herein.
Failure to comply with this requirement shall be cause for the submittal to be deemed nonresponsive.
MISCELLANEOUS
A. No Oral Agreements. No conversations or oral agreements with any officer, employee, or agent of
the City shall affect or modify any term of this solicitation. Oral communications or any
written/email communication between any person and City officer, employee or agent shall not be
considered binding.
B. No Partnership/Business Organization. Nothing in this solicitation or in any subsequent
agreement, or any other contract entered into as a result of this solicitation, shall constitute, create,
give rise to or otherwise be recognized as a partnership or formal business organization of any kind
between or among the respondent and the City.
C. Employment Restriction and Indemnity. No person who is an owner, officer, employee,
contractor, or consultant of a respondent shall be an officer or employee of the City. No rights
of the City’s retirement or personnel rules accrue to a respondent, its officers, employees,
contractors, or consultants. Respondents shall have the responsibility of all salaries, wages,
bonuses, retirement, withholdings, worker’s compensation and occupational disease
compensation, insurance, unemployment compensation other benefits and taxes and
premiums appurtenant thereto concerning its officers, employees, contractors, and consultants.
Each Respondent shall save and hold the City harmless with respect to any and all claims for
payment, compensation, salary, wages, bonuses, retirement, withholdings, worker’s
compensation and occupational disease compensation, insurance, unemployment
compensation other benefits and taxes and premiums in any way related to each respondent’s
officers, employees, contractors and consultants.
D. Accessibility. Upon reasonable notice, the City will provide assistance for those persons with
sensory impairments. For further information please contact the ADA Coordinator Mike Gray at
406-582-3232 or the City’s TTY line at 406-582-2301.
E. Procurement. When discrepancies occur between words and figures in this solicitation, the
words shall govern. No responsibility shall attach to a City employee for the premature opening
of an SOQ not properly addressed and identified in accordance with these documents.
F. Governing Law. This solicitation and any disputes arising hereunder or under any future
agreement shall be governed and construed and enforced in accordance with the laws of the
State of Montana, without reference to principles of choice or conflicts of laws.
VII. ATTACHMENTS
The following exhibits are incorporated in this RFQ:
Appendix A: Non-Discrimination Affirmation
END OF RFQ
APPENDIX A
NONDISCRIMINATION AFFIRMATION
____________________________________(name of entity submitting) hereby affirms it will not
discriminate on the basis of race, color, religion, creed, sex, age, marital status, national origin, or because
of actual or perceived sexual orientation, gender identity or disability and acknowledges and understands
the eventual contract will contain a provision prohibiting discrimination as described above and this
prohibition on discrimination shall apply to the hiring and treatments or proposer’s employees and to all
subcontracts.
______________________________________
Name and title of person authorized to sign on behalf of submitter