HomeMy WebLinkAbout20- RFQ - COB Revolving Loan Fund and Coronoavirus Small Business Local Relief Fund
REQUEST FOR QUALIFICATIONS (RFQ)
MANAGEMENT OF THE CITY OF BOZEMAN’S
COMMUNITY DEVELOPMENT BLOCK GRANT REVOLVING
LOAN FUND AND CORONAVIRUS SMALL BUSINESS LOCAL
RELIEF FUND
CITY OF BOZEMAN
Bozeman, MT
City of Bozeman
PO Box 1230
Bozeman, MT 59771-1230
May 24, 2020
NOTICE IS HEREBY given that the City of Bozeman (City) is seeking qualifications from firms to manage the
Citgy of Bozeman’s Revolving Loan Fund.
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 provided as a single, searchable PDF document file and be submitted digitally as an
email attachment to the RFP Recipient email address below. Respondents are advised that Recipient’s
email attachment size limit is 25MB and that only one PDF file will be allowed per response. The subject
line of the transmittal email shall clearly identify the RFP title, company name and due date/time. File
sizes greater than 25MB in size may be uploaded to bzncloud.bozeman.net upon special arrangement of
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the Recipient; however, it is the respondent’s sole responsibility to ensure the file upload is completed,
and that the Recipient is separately notified via email of completed file upload prior to the given deadline.
The deadline to submit the RFP response is Wednesday June 10th at 3:00 p.m. MST. It is the sole
responsibility of the responding individual to ensure their email transmittal is digitally timestamped as
being sent to the Recipient’s email address prior to the prescribed closing time as late submittals will not
be accepted.
RFP Recipient Email Address: bfontenot@bozeman.net
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: Mike Maas, City Clerk
(406) 582-2321, agenda@bozeman.net.
Questions relating to the RFQ should be directed to: Brit Fontenot, Economic Development Director, (406)
579-1302, bfontenot@bozeman.net.
DATED at Bozeman, Montana, this 24th day of May, 2020.
Mike Maas
City Clerk
City of Bozeman
For publication on:
Sunday, May 24, 2020
Sunday, May 31, 2020
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I. INTRODUCTION
The City of Bozeman (Owner), is seeking qualifications from firms to undertake management of the City
of Bozeman’s Community Development Block Grant (the “CDBG”) Revolving Loan Fund (the “RLF”) and, if
created, a Coronavirus Small Business Relief Fund (the “CSBRF”).
The Owner intends to enter into a contract with the selected firm that will include management of the City of
Bozeman’s CDBG RLF and CSBRF.
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
The City of Bozeman is seeking professional services to manage the Community Development Block
Grant (“CDBG”) Revolving Loan Fund (“RLF”) and a yet to be funded Coronavirus Small Business Relief
Fund (“CSMRF”).
III. SCOPE OF SERVICES
1. The Sub-Recipient will be responsible for all facets of the CDBG financing program. The Sub-
Recipient will also be responsible for all aspects of the RLF and CSBRF, including the
following:
(a) Develop, apply and enforce written Policies and Procedures as they relate to the
City of Bozeman RLF and CSBRF programs and/or administering the RLF and CSBRF
program under the approprioate state and federal program guidelines, including
the creation and operation of RLF/CSBRF Loan Committee(s) to review and act upon
requests.
(b) Application process through approval:
a. Assist prospective applicants in completing materials;
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b. Conduct UCC lien searches, if applicable and pertinent to the
proposed loan collateral;
c. Provide a project analyses to the RLF/CSBRF Loan Committee(s);
d. Coordinate monthly RLF/CSBRF Committee meetings; and
e. Present proposed projects to RLF/CSBRF Committee(s) for approval
or denial. Decisions as to approval or denial are the sole
responsibility of the RLF/CSBRF Committee(s), and the City shall have
no authority or ability to intervene in the loan approval or denial
process.
(c) Loan Closing and Documentation, if applicable:
a. Completion of loan documentation using loan documentation
software;
b. Loan closing, to be conducted by a title company or by Sub-
Recipient;
c. Funds disbursement and payment processing, utilizing the GMS Loan
Accounting software; and
d. Collection and retention, for Sub-Recipient’s use, of loan fees and
charges, as provided in Sub-Recipient’s Policies and Procedures.
(d) Grant Documentation, if applicable:
a. Completion of grant documentation using grant documentation
software;
c. Funds disbursement and payment processing, utilizing the
appropriate grant management softtware; and
d. Collection and retention, for Sub-Recipient’s use, of fees and
charges, as provided in Sub-Recipient’s Policies and Procedures.
(e) Loan/Grant Servicing Oversight:
a. Gather and analyze monthly or quarterly financial reports from
borrowers as required by the applicable loan agreement;
b. Track and monitor status of borrower insurance policies;
c. Track and monitor UCC financing statement filings and renewals; and
d. Provide monthly loan updates to RLF/CSBRF Loan Committee(s).
(f) Process monthly loan/grant payments
a. Track, receive, process and account for all monthly loan/grant
payments;
b. Track late payments – mailing late notices and calling delinquent
borrowers, as needed; and
c. Work with delinquent borrowers to cure defaults and, where
appropriate, develop a work-out plan, subject to approval of the RLF
Loan Committee.
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(g) Monitor and process all forfeitures of loan collateral and use commercially
reasonable efforts to collect delinquent and defaulted loans, including the filing of
creditor’s claims in bankruptcy, where applicable, subject to the approval of the
RLF/CSBRF Loan Committee(s).
2. The Sub-Recipient shall maintain eligibility as a Community-Based Development
Organization pursuant to Title 24, Part 504, CFR, and shall ensure all activities conducted
pursuant to this Agreement comply with all federal and state regulations regarding
community development block grants.
3. During the term of this Agreement, the Sub-Recipient will maintain reasonable records of
its performance under this Agreement in a manner consistent with generally accepted
accounting principles. The Sub-Recipient will provide the City (or its authorized
representatives) access to these records at any time during normal business hours. Upon
written request of the City, the Sub-Recipient will submit to the City, in the format
prescribed by the City, semi-annual status reports on its performance under this
Agreement.
4. Except as set forth in Section (4) below, the Sub-Recipient will retain, administer, manage,
record, and account to the City for all RLF loan fund revenue and/or CSBRF funds received
subsequent to the date of this Agreement, including principal and interest received from
borrowers. Sub-Recipient will use such revenue to enhance the RLF program for the benefit
of all eligible borrowers located within the City of Bozeman.
5. This section applies only to the City’s existing revolving loan fund(s). As payment for the
services rendered by Sub-Recipient, the Sub-Recipient shall retain either $34,000 or
eighteen percent (18%) of the total of payments on interest and principal from loan
repayments and interest earned on the principal balance, whichever is greater. The Sub-
Recipient may retain and pay such compensation to itself in installments, not more
frequently than monthly. In no case, except for the Sub-Recipient’s expenses for attorney
fees and attorney costs related to collection efforts as described in subsection 6 of this
section, shall the payment for services to the Sub-Recipient result in a decrease in the base
principal amount of the fund as determined on a yearly basis.
6. As of the date of this RFQ release, the Coronavirus Small Business Relief Fund (the “CSBRF”)
has not been espablished by the City of Bozeman. Upon creation of such a fund, the City
will negotiate compensation and other required terms for the management of a CSBRF.
The City intends to comply wil all federal statutes and rules related to the establishment
and management of a Coronavirus Small Business Relief Fund.
7. Sub-Recipient is entitled to use RLF funds for any costs incurred by Sub-Recipient in
connection with the collection of delinquent or defaulted loans, including but not limited
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to any filing fees or legal fees and costs. It is specifically agreed and understood that any
such use of RLF funds in this manner by the Sub-Recipient is separate and distinct from the
payment Sub-Recipient will be receiving for its services; that is to say, costs and fees
incurred in connection with the collection of delinquent or defaulted loans will be paid by
RLF Funds and not by the Sub-Recipient.
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, JUNE 10, 2020, in a sealed box or envelope with company name shown clearly on
the outside, addressed to:
Management of the City of Bozeman’s Community Development Block Grant Revolving
Loan Fund
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:
Brit Fontenot, Economic Development Director
P.O. Box 1230
Bozeman, MT 59771-1230
bfontenot@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 Monday, May 1, 2020.
B. Selection Timeline
Advertising dates: Sunday, May 24 and Sunday, May 31, 2020
Ammendments to Solicitation by: 12:00 PM MST on Monday, June 1, 2020.
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Receipt of RFQs: No later than 3:00 p.m. MST , Wednesday, June 10,
2020
RFQ Review Complete by Committee: June, 12, 2020
Selection: June 15, 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 (3) 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. If
interviews are conducted, each firm 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
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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 signed by an officer or principal of your firm.
b. RFQ responses must be contained in a document not to exceed 20 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,
company profile, key contacts, loan/grant management systems and software,
federal and state reporting experience and staff experiuence. 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. Proposal for managing the CDBG RLF/CSBRF fund(s) including:
i. Compensation and fees;
ii. RLF program description; and
iii. Proposed CSBRF program description.
d. 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.
e. 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
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public owner?
f. References. Provide detailed contact information for the Owner for at least
three (3) projects 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 scope:
Possible Points: 30
2. Firm’s Qualifications:
Possible Points: 30
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.
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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
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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.
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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
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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