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REQUEST FOR PROPOSALS (RFP)
COMMUNITY DEVELOPMENT REVIEW FEE REVIEW
STUDY
CITY OF BOZEMAN
Bozeman, MT
City of Bozeman
PO Box 1230
Bozeman, MT 59771-1230
August 2020
NOTICE IS HEREBY given that the City of Bozeman (City) is seeking proposals from firms to perform
the tasks that shall include, but are not necessarily limited to:
• Determining City cost to provide various services.
• Identifying if these costs are reasonable and if the current cost recovery levels are
sufficient.
• Recommending fee changes necessary to achieve cost recovery.
• Recommending methodology to calculate fee increases in future years.
If the consultant/firm feels that additional tasks are warranted, they must be clearly identified in
the proposal.
Copies of the Request for Proposals are available on the City’s website at
http://weblink.bozeman.net/WebLink8/0/doc/217215/Electronic.aspx.
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 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 same, prior to the given deadline.
Deliver RFPs to the City Clerk by Friday, August 28, 2020 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.
The email address for submission is: mmaas@bozeman.net
NON-DISCRIMINATION
The City of Bozeman is an Equal Opportunity Employer.
Discrimination in the performance of any agreement awarded under this RFP 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 RFP should be directed to: Kristin Donald, Finance Director, (406) 582-
2318, kdonald@bozeman.net.
DATED at Bozeman, Montana, this 5th day of August, 2020.
Mike Maas
City Clerk
City of Bozeman
For publication on:
Sunday, August 9, 2020
Sunday, August 16, 2020
I. INTRODUCTION
The City of Bozeman (Owner), is seeking proposals from firms to undertake the review of
Community Development’s review feees.
The Owner intends to enter into a contract with the selected firm that will include , but are not
necessarily limited to:
• Determining City cost to provide various services.
• Identifying if these costs are reasonable and if the current cost recovery levels are
sufficient.
• Recommending fee changes necessary to achieve cost recovery.
• Recommending methodology to calculate fee increases in future years.
If the consultant/firm feels that additional tasks are warranted, they must be clearly identified in
the proposal.
This RFP 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 RFP 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 RFP, 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. PROJECT BACKGROUND AND DESCRIPTION
The City of Bozeman periodically reviews its Community Development review fee models and
updates fees annually based on inflation. The last study was done dirung 2014 and adopted in
2015.
III. SCOPE OF SERVICES
1. Establish a methodology for the evaluation of fees. Work and meet with City staff to
refine the project scope, purpose, uses and goals of the City’s Development Review
Fee Study to ensure that the study will be both accurate and appropriate to the City’s
needs. Review project schedule and answer any questions pertaining to the
successful development of the Study. 2. Conduct a comprehensive review of the City’s existing fees, rates, and charges.
Meet with staff and conduct interviews as needed to gain an understanding of the
City’s processes and operations. Review current methodology and supporting
information. The City will provide information on cost per class of employee and
hours spent reviewing each project grouped by project types.
3. Identify the total cost of providing each City service reflecting an average or
representative projects. Costs should include appropriate General and Administrative
overhead allocations to City activities and applicable overhead rates for use in
calculating the City’s billable hourly rates.
4. Compare service costs with existing cost recovery levels. This should include service
areas where the City is currently charging for services as well as areas where we
perhaps should charge, in light of the City’s practices, or the practices of similar
and/or neighboring cities.
5. Prepare a report that identifies each service, its full cost, current and recommended
cost recovery levels. The report should identify the direct cost, the indirect cost, and
the overhead cost for each service; and provide a model for adjusting these fees and
rates for the City’s current and future needs.
6. Recommend appropriate fees and charges. Recommended fees are based on the
analysis, together with the appropriate subsidy percentage for those fees where full
cost recovery may be unrealistic.
7. Prepare a report that identifies the current fees, and recommended fees. The report
must also identify percentage change and cost recovery percentage. A survey comparison
of rates and fees with similar Montana cities that are comparable to Bozeman and up to
five non-Montana cities is for information purposes only.
8. Report on other matters that come to your attention in the course of your evaluation
that in your professional opinion the City should consider.
9. Present the findings to the Director of Community Development, City Manager and
Director of Administrative Services and make necessary adjustments as requested.
10. Prepare and deliver presentations to the Bozeman City Commission to facilitate
understanding of the proposed fee schedule and its implications for the City; provide
necessary adjustments as requested.
11. Provide the City with an electronic copy of the final comprehensive study, including
related schedules and cost documentation in a format that can be edited and updated by
City staff to accommodate changes in the organization or changes in costs.
12. Develop or modify the existing model for adjusting fees/rates; include the addition of
potential service areas, future service enhancements, and the ability to calculate the
estimated costs of providing the service under consideration.
13. Provide on-site training to enable staff to update fees on an annual basis.
14. Prepare a final fee study report in a single PDF file of the plan that can be made available
to City staff via the intranet to the City. Any Master fee schedule revisions developed shall
also be made available to the City on CD/ROM and/or electronically, providing the ability to
add or delete and/or update information as needed.
15. Project Budget for the Comprehensive Fee Study-a description of the project budget
itemized according to individual tasks. Project budget should include:
• A project schedule with activities, milestones, and deliverables.
• Project budget defined, at minimum, as follows: i) By task with a collective total by milestone and deliverable;
ii) Labor rates for all project team members;
iii) General overhead rates;
iv) Costs for expenses such as printing, travel and attendance at meetings.
• Proposed services to be referred to a sub-contracted, anticipated sub-contractors and
anticipated costs for these services.
16. Consult with the City staff should it become necessary to defend the City's User
Fees as a result of any legal or other challenge.
IV. PROPOSAL REQUIREMENTS
Firms interested in providing the services described above are requested to submit the following
information. Responses to each item should appear in the same order as in this RFP and should
identifythe item to which the responses applies.
a) Proposal requirements
• Executive Summary
• Firm/Individual Profile
• Scope of Project
• General and Technical Requirements
• Related Experience with Projects Similar to the Scope of Services
• Proposed Schedule (Completed by 11/26/20 for staff to bring to theComission by
December for January 1 implementation)
• Recent and Current Work for the City of Bozeman
• References
• Price Proposal (not to exceed $14,400)
b) Affirmation of Nondiscrimination and Equal Pay (see Appendix A)
Non-completion of the Affirmation of Nondiscrimination and Equal pay is cause for
disqualification of firms.
V. TIMELINES, DELIVERY DEADLINE, AND INSTRUCTIONS
EVENT DATE/TIME
Publication dates of RFP Sunday, August 9, 2020
Sunday, August 16, 2020
Deadline for receipt of proposals Friday, August 28, 20120 – 3:00 PM
Evaluation of proposals 8/31 – 9/3
Interviews (if necessary) and Selection of
consultants
Friday September 4 -4pm
With the exception of the advertising dates and advertised due date, the City reserves the right
to modify the above timeline.
VI. 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 3:00 PM MST on August 28, 2020.
VII. CONTACT INFORMATION
Any administrative questions regarding proposal procedures should be directed to: Mike Maas,
City Clerk, (406) 582-2321, agenda@bozeman.net
Questions relating to scope of services should be directed to: Kristin Donald, Finance Director,
(406) 582-2318, kdonald@bozeman.net
VIII. RFP – FORM AND CONTENTS
Deliver one (1) one digital copy (via email attachment), prepared as follows:
As the initial submittal to the Owners, PROPOSALS IN RESPONSE TO THIS RFP MUST BE
DELIVERED NO LATER THAN 3:00 PM, MOUNTAIN TIME, August 28, 2020, in 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 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 same, prior to the given
deadline.
The email address for submission is: mmaas@bozeman.net
RESPONSES THAT ARE UNSIGNED OR SUBMITTED BEYOND THE DEADLINE SHALL
NOT BE CONSIDERED AND SHALL BE REJECTED.
IX. SELECTION PROCEDURE
A review committee will evaluate all responses to the RFP that meet the submittal requirements
and deadline. Submittals that do not meet the requirement or deadline will not be considered.
The review committee will rank the proposals and may arrange interviews with the finalist(s) prior
to selection. Selection may be made directly based on the written RFP submission.
If interviews occur, the selection of finalists to be interviewed will be made by a selection
committee representing the City of Bozeman. The selection of interview candidates will be based
on an evaluation of the written responses to the RFPs.
All submitted proposals must be complete and contain the information required as stated in the
"Request for Proposals.”
X. SELECTION CRITERIA
Proposals will be evaluated based on the following criteria:
• Executive Summary
• Qualifications of the Firm for Scope of Services; Cost
• Proposal Requirements
XI. FORM OF AGREEMENT
The Contractor will be required to enter into a contract with the City in substantially the same
form as the professional services agreement attached as Attachment B.
XII. CITY RESERVATION OF RIGHTS / LIABILITY WAIVER
A. All proposals submitted in response to this RFP become the property of the City and
public records and, as such, may be subject to public review.
B. The City reserves the right to accept or reject any and all proposals; to add or delete
items and/or quantities; to amend the RFP; to waive any minor irregularities,
informalities, or failure to conform to the RFP; to extend the deadline for submitting
proposals; to postpone award for up to 30 days; to award one or more contracts, by
item or task, or groups of items or tasks, if so provided in the RFP and if multiple awards
or phases are determined by the City to be in the public interest; and to reject, without
liability therefore, any and all proposals upon finding that doing so is in the public
interest.
C. The City of Bozeman reserves the right to reject the proposal of any person/firm who
previously failed to perform properly to the satisfaction of the City of Bozeman, or
complete on time agreements of similar nature, or to reject the proposal of any
person/firm who is not in a position to perform such an agreement satisfactorily as
determined by the City of Bozeman.
D. The City of Bozeman reserves the right to determine the best qualified Contractor and
negotiate a final scope of service and cost, negotiate a contract with another Contractor
if an agreement cannot be reached with the first selected Contractor, or reject all
proposals. 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 (see Appendix B for form of professional services
agreement. The professional services agreement presented to the Contractor may
differ from this form as appropriate for the scope of services).
E. This RFP does not commit the City to award a contract. The City assumes no liability or
responsibility for costs incurred by firms in responding to this request for proposals 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 Contractor, by submitting a response to this RFP, waives all right to protest or seek
any legal remedies whatsoever regarding any aspect of this RFP.
F. The City reserves the right to cancel, in part or in its entirety, this RFP including, but not
limited to: selection procedures, submittal date, and submittal requirements. If the City
cancels or revises this RFP, all Contractors who submitted proposals will be notified
using email.
G. Projects under any contract are subject to the availability of funds.
XIII. 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.
XIV. 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 RFP 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.
XV. ATTACHMENTS
The following exhibits are incorporated in this RFP:
Appendix A: Non-Discrimination and Equal Pay Affirmation
Appendix B: Form of Professional Services Agreement
END OF RFP
APPENDIX A
NONDISCRIMINATION AND EQUAL PAY 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.
In addition, ____________________________________(name of entity submitting) hereby
affirms it will abide by the Equal Pay Act of 1963 and Section 39-3-104, MCA (the Montana
Equal Pay Act), and has visited the State of Montana Equal Pay for Equal Work “best practices”
website, https://equalpay.mt.gov/BestPractices/Employers, or equivalent “best practices
publication and has read the material.
______________________________________
Name and title of person authorized to sign on behalf of submitter