HomeMy WebLinkAbout21- RFP - Code Compliance Snow RemovalPage 1 of 11
REQUEST FOR PROPOSALS (RFP)
CODE COMPLIANCE SNOW REMOVAL SERVICES
CITY OF BOZEMAN
Bozeman, MT
City of Bozeman
PO Box 1230
Bozeman, MT 59771-1230
October 2021
NOTICE IS HEREBY given that the City of Bozeman (City) is seeking proposals from firms to provide
snow and ice removal services on an “as-needed” basis for the City of Bozeman within 48 hours
of notification from the Code Compliance Section.
Copies of the Request for Proposals are available on the City’s website at
https://weblink.bozeman.net/WebLink/DocView.aspx?id=255127&dbid=0&repo=BOZEMAN
All proposals must be in the format specified, enclosed in a sealed envelope and clearly identified
with RFP title, company name and due date, and transmitted via hard copy.
Deliver RFPs to the City Clerk by Thursday, October 21, 2021 at 2:00 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 AND EQUAL PAY
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.
In addition, pursuant to City Commission Resolution 5169, the entity awarded a contract under
this RFP and any subcontractors must abide by the Equal Pay Act of 1963 and Section 39-3-104,
MCA (the Montana Equal Pay Act), and affirm it will abide by the above and that it has visited the
State of Montana Equal Pay for Equal Work “best practices”
website, https://wayback.archive-it.org/499/20210701223409/https:/equalpay.mt.gov/, or
equivalent “best practices publication and has read the material.
Any administrative questions regarding proposal procedures should be directed to: Mike
Maas, City Clerk (406) 582-2320, agenda@bozeman.net.
Questions relating to the RFP should be directed to: Gary Roberts, Code Compliance
Program Manager, (406) 582-2223, groberts@bozeman.net.
DATED at Bozeman, Montana, this September 30, 2021.
Mike Maas
City Clerk
City of Bozeman
For publication on:
Sunday, October 3rd, 2021
Sunday, October 10th, 2021
I.INTRODUCTION
The City of Bozeman (Owner), is seeking proposals from firms to to provide snow and ice removal
services on an “as-needed” basis for the City of Bozeman within 48 hours of notification from the
Code Compliance Section.
The Owner intends to enter into a contract with the selected firm that will include removing snow
and ice from sidewalks and other areas determined by the Compliance Officer.
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
Introduction
The City of Bozeman is in need of a contractor to remove snow and ice from sidewalks within the
city limits when this task is not completed by the homeowner adjacent to the sidewalk.
I.SCOPE OF SERVICES
The final scope of services may change and will be contained in a professional services
agreement to be executed by the City and the selected Contractor.
The Contractor is to perform snow and ice removal of sidewalks and any other areas
determined by the Compliance Officer through various methods such as, but not limited to:
chipping, ice melts, blowing, shoveling, plowing, etc.
The City will prepare a list of properties that are in violation of Bozeman Municipal Code
sections 34.06.010 through 34.06.050 and submit it to the Contractor. The City will take a
photograph of the property to document the condition of the property at the time cleanup is
ordered and to aid the Contractor in identification.
The Contractor will take a photograph of the property immediately before and after the
removal of snow. Photographs should show identifying scene markers as to confirm
address/property location. The property address, date and time of snow removal activities
must be recorded on the photographs. Photographs should be taken from approximately the
same location for easy reference at a later date. All photographs must accompany the
Contractor’s billing invoice for payment of any snow removal work. The Contractor may be
summoned to testify in court regarding photographs and work performed.
The Contractor shall use equipment no wider than the sidewalk which is being cleaned.
Equipment shall be of a weight that will not damage the sidewalk or adjacent property.
The contractor shall maintain his operation within the public right of way.
Snow and ice must be completely removed from the sidewalks before payment will be made to
the contractor and shall not be moved into streets.
If salt or other chemicals are used to loosen ice, only the minimum amount of salt or other
chemicals will be used to adequately perform this function and the contractor shall refrain from
depositing any resulting salt/ice mixture onto private property, grassed, or landscaped area.
Snow and ice removal shall commence within forty-eight (48) hours after notice by the City is
given to the contractor. The Contractor may be required to work on any day of the week,
including holidays.
III.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.
COMPANY INFORMATION AND EXECUTIVE SUMMARY
Please provide the following information:
•Vendor’s full company or corporate name
•The company’s office location responsible for performance under a contract with the
City of Bozeman
•The URL for the Vendor’s website, if any
Each proposal should be accompanied by an executive summary not exceeding two pages
which summarizes key points of the proposal and which is signed by an officer of the firm who
is responsible for committing the firm’s resources.
Proposals must include the following:
Description of Proposed Solution
Please describe means by which you have the ability to perform this work.
Affirmation of nondiscrimination (see Attachment 1)
Non-completion of the Affirmation of non-discrimination is cause for disqualification of firms.
References
Please provide name and contact information for at least three references for projects
completed in the last two years.
Pricing
Please provide your quote on a per square foot basis.
IV.TIMELINES, DELIVERY DEADLINE, AND INSTRUCTIONS
EVENT DATE/TIME
Publication dates of RFP Sunday, October 3, 2021
Sunday, October 10, 2021
Deadline for receipt of proposals No later than 2 PM, MST, October 21, 2020
Evaluation of proposals TBD
Interviews (if necessary) and Selection of
consultants
TBD
With the exception of the advertising dates and advertised due date, the City reserves the right
to modify the above timeline.
V.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 2 PM MST on October 14, 2021.
VI.CONTACT INFORMATION
Any administrative questions regarding proposal procedures should be directed to: Mike
Maas, City Clerk, (406) 582-2320, agenda@bozeman.net
Questions relating to scope of services should be directed to: Gary Roberts, Code Compliance
Program Manager, (406) 582-2223, groberts@bozeman.net
VII.RFP DELIVERY INSTRUCTIONS
Deliver one (1) original, and one digital copy (via flash drive), prepared as follows:
As the initial submittal to the Owners, PROPOSALS IN RESPONSE TO THIS RFP MUST BE
DELIVERED NO LATER THAN 2 PM MOUNTAIN TIME, October 21, 2021 in a sealed box
or envelope with company name shown clearly on the outside, addressed to:
Code Compliance Snow Removal Services
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.
VIII.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.”
IX.SELECTION CRITERIA
Proposals will be evaluated based on the following criteria:
•[5 points]Executive Summary
•[45 points]Qualifications of the Firm for Scope of Services; Cost
•[30 points]Proposal Requirements
•[5 points]Related Experience with Similar Projects
X.FORM OF AGREEMENT
The Contractor will be required to enter into a contract with the City to provide the services.
The agreement will be provided to the selected Contractor.
XI.CITY RESERVATION OF RIGHTS / LIABILITY WAIVER
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.
A SUBMISSION IN RESPONSE TO THIS REQUEST FOR PROPOSALS 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 PROPOSALS AT
A LATER DATE.
A.This RFP 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 RFP, all Respondents who submitted will be notified using email.
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 60 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.
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.
E.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.
F.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.
G.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.
H.Projects under any contract are subject to the availability of funds.
XII.NONDISCRIMINATION AND EQUAL PAY 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.
The City also requires each entity submitting under this notice shall affirm 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://wayback.archive-it.org/499/20210701223409/https:/equalpay.mt.gov/,
or equivalent “best practices publication and has read the material.
XIII.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.
XIV.ATTACHMENTS
The following exhibits are incorporated in this RFP:
Appendix A: Non-Discrimination Affirmation
END OF RFP
Attachment 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://wayback.archive-it.org/499/20210701223409/https:/
equalpay.mt.gov/, or equivalent “best practices publication and has read the material.
______________________________________
Name and title of person authorized to sign on behalf of submitter