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HomeMy WebLinkAboutRFP - On-call Services for the City of Bozeman Parking Program REQUEST FOR PROPOSALS (RFP) ON-CALL SERVICES FOR THE CITY OF BOZEMAN PARKING PROGRAM CITY OF BOZEMAN Bozeman, MT City of Bozeman PO Box 1230 Bozeman, MT 59771-1230 October 2021 pg. 2 NOTICE IS HEREBY given that the City of Bozeman (City) is seeking proposals from firms to assess and provide recommendations, and on-going advisory services regarding the City of Bozeman’s parking system and curb management strategy. Copies of the Request for Proposals are available on the City’s website at https://weblink.bozeman.net/WebLink/DocView.aspx?id=255982&dbid=0&repo=BOZEMAN 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 via email to the City Clerk by November 2, 2021 at 4:00 PM 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 email address for submission is: agenda@bozeman.net 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, pg. 3 https://wayback.archive-it.org/499/20210701223409/https:/equalpay.mt.gov/, or equivalent “best practices publication and has read the material. 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: Mike Veselik, Economic Development Program Manager—Parking, 406-582-2919, mveselik@bozeman.net DATED at Bozeman, Montana, this October 13, 2021 Mike Maas City Clerk City of Bozeman For publication on: Sunday, October 17 Sunday, October 24 pg. 4 I. INTRODUCTION The City of Bozeman (Owner), is seeking proposals from well-qualified firms to provide on-call services for parking program management consulting. Qualified firms will be able to complete all the services without any subcontractor engagement. The firm should have proven experience assisting local governments in advancing their parking program and leveraging 21st century management strategies to do so. One or more qualified firms may be selected in response to this RFP. The selected firms will be retained for a contract term of one (1) year, which may be extended annually, at the sole discretion of the City of Bozeman, for up to five (5) years. The contract may allow the consultants to perform any tasks from a general scope of work. The suggested preliminary scope of work, as well as the general scope of work, may be directed by written task order, at the sole discretion of the City of Bozeman during the contract term. 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 Parking Services Division consists of a parking manager, four parking enforcement officers, a parking finance clerk, and several staff members who assist with matters related to parking. The City of Bozeman also has a seven person Parking Commission which oversees policy direction for parking in the City. The City currently operates one structured parking facility with 435 stalls (the Bridger Parking Garage), four surface lots with a total of 177 stalls, two residential parking permit districts, and a timed downtown parking district. The City is interested in exploring future projects including, but not limited to, additional permit zones, a new permit program for employees, increased active management of on-street parking and in city-owned surface lots, and the continued use of technology and data to inform policymaking. The City of Bozeman Parking Services Division is interested in evaluating long-term parking and curb management needs for the City of Bozeman, especially in the downtown core. Bozeman is a growing community with rapid redevelopment in the downtown core. The City of Bozeman is in need of expert advice on parking technology, parking supply management and evaluation, pg. 5 integrating parking policy with the broader transportation system, and curb management strategies. III. SCOPE OF SERVICES Qualified respondents will be required to perform and be responsible for the following services. Qualified firms should be able to complete all services in-house with no sub-contractor engagement. Therefore, for and in consideration of the promises, covenants, and agreements herein contained, the parties mutually agree as follows: The Contractor shall, in a satisfactory and proper manner as determined by the Economic Development Program Manager perform all necessary services under this Agreement in connection with the purpose of the project as outlined below. A. Assist the Economic Development Program Manager and other city staff on questions and issues related to parking and mobility system planning, operation, and management. B. Assist the City with the development and implementation of a new active curb management strategy for downtown, including development of goals, study & geographical selection, revenue projections, rate studies, cost and feasibility analyses, program terms & language development, outreach & program marketing, and implementation assistance. C. Attend meetings with the general public and other key stakeholders as requested by the City. D. Provide reports, written analyses, graphics, and/or comments regarding any aspect of City transit and parking planning, operations, management, including, but not limited to: a. Parking and Mobility Planning i. Parking supply and demand ii. Shared parking opportunities and analysis iii. Parking and transportation master planning iv. Comprehensive parking plans v. Parking needs assessments vi. Analysis of new equipment and technology vii. Parking signage, guidance, and wayfinding viii. Stakeholder and community engagement ix. Financial experience with underwriting, operational, and financial audits x. Financial experience crafting proformas and operating budgets xi. Capital expenditure requirements xii. Financial feasibility of a new facility or expansion of an existing facility xiii. Parking facility operation and maintenance planning xiv. Policy and procedure review and analysis xv. Specification writing for new equipment or related services pg. 6 xvi. Parking enforcement xvii. Transit planning xviii. Transportation Demand Management xix. “Town/Gown” parking and mobility planning E. The City may require additional items or services of a similar nature, but not specifically listed above. The Contractor agrees to provide such items or services and shall provide the City prices on such additional items or services based upon a formula or method that is the same or similar to that used in establishing the prices in the proposal. The City reserves the right to services listed in the Scope of Services from other vendors at its sole discretion. In addition, the contractor shall demonstrate direct experience working for municipalities and universities, specifically in a medium-size City with high growth and a large university presence. 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 identify the item to which the responses applies. a) Executive Summary b) Firm/Individual Profile c) Related Experience with Projects Similar to the Scope of Services d) Recent and Current Work for the City of Bozeman e) References f) Price Proposal g) Affirmation of Nondiscrimination (see Appendix A) Non-completion of the Affirmation of Nondiscrimination is cause for disqualification of firms. V. TIMELINES, DELIVERY DEADLINE, AND INSTRUCTIONS EVENT DATE/TIME Publication dates of RFP Sunday, October 17th, 2021 Sunday, October 24th, 2021 Deadline for Questions and Expression of Interest Friday, October 22nd , 2021 Deadline for receipt of proposals Tuesday,November 2nd, 2021 Evaluation of proposals No Later than November 9th, 2021 Interviews (if necessary) No Later than November 30th, 2021 pg. 7 With the exception of the advertising dates and advertised due date, the City reserves the right to modify the above timeline. Deliver RFPs via email to the City Clerk (agenda@bozeman.net) by 4:00 PM on Friday, October 29, 2021. 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. 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 agenda@bozeman.net. 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. 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 5:00 PM MDT on Friday, October 22th, 2021. 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: Mike Veselik, Economic Development Program Manager, Parking, (406) 582-2919, mveselik@bozeman.net 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.” pg. 8 SELECTION CRITERIA Proposals will be evaluated based on the following criteria: • [5 points] Executive Summary • [10 points] Staff and Firm Experience • [20 points] Proven Ability to Provide Services in the Scope • [20 points] Past Examples of Municipal Work (E.g. Two Case Study and references) • [10 points] Current Work and Experience with the City • [10 points] Cost IX. 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. X. 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 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 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 pg. 9 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 (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). 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. XI. 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, pg. 10 https://wayback.archive-it.org/499/20210701223409/https:/equalpay.mt.gov/, or equivalent “best practices publication and has read the material. XII.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. pg. 11 XIII. ATTACHMENTS The following exhibits are incorporated in this RFP: Appendix A: Non-Discrimination Affirmation END OF RFP pg. 12 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 pg. 13