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HomeMy WebLinkAboutRFP - Maintenance Manual Bridger Parking Garage REQUEST FOR PROPOSALS (RFP) MAINTENANCE MANUAL FOR BRIDGER PARKING GARAGE IN THE CITY OF BOZEMAN CITY OF BOZEMAN Bozeman, MT City of Bozeman PO Box 1230 Bozeman, MT 59771-1230 November 2021 pg. 2 NOTICE IS HEREBY given that the City of Bozeman (City) is seeking proposals from firms to assess the maintenance needs of the Bridger Parking Garage and provide a comprehensive plan for both short- and long-term maintenance projects based on best practices for the management of a post-tension concrete park on ramp facility for its entire useful life. Copies of the Request for Qualifications are available on the City’s website at https://weblink.bozeman.net/WebLink/Browse.aspx?id=256527&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 RFPPs via email to the City Clerk by November 30, 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 RFQ 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 pg. 3 the State of Montana Equal Pay for Equal Work “best practices” website 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 November 7, 2021 Mike Maas City Clerk City of Bozeman For publication on: Sunday, November 14 Sunday, November 21 pg. 4 I. INTRODUCTION The City of Bozeman (Owner), is seeking proposals from well-qualified firms with engineering and facilities maintenance expertise to draft a maintenance manual for the City of Bozeman to follow in maintaining the City’s Parking Garage. One or more qualified firms may be selected in response to this RFP. The selected firms will be retained for the duration of the drafting of the maintenance manual. The City retains the option to contract with the selected firm beyond the initial drafting of the manual. If contracted beyond initial drafting, the selected firm may be asked to assist the City in identifying and prioritizing maintenance projects, selecting vendors or contractors, and managing any maintenance work arising work from the manual. 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 currently manages a four story parking garage including a basement with 435 spaces. The structure was completed in 2009 at a cost of $11.8 million. The garage is one of the largest and most valuable structures in the city’s portfolio of facilities. However, in its thirteen years of operation, the Bridger Garage has never had a defined plan on long-term maintenance for the facility. The average life span of a post-tension park on ramp structure is 50-60 years. The City of Bozeman is committed to maintaining the health of the structure for the duration of its lifespan. We recognize a lack of expertise in maintaining a structure of this size and complexity. To ensure the structure continues to serve the community long into the future, a detailed maintenance manual covering everything from crack mapping, evaluation, and repair to door and window maintenance to structural integrity will guide our long term strategy for the facility. pg. 5 III. SCOPE OF SERVICES Qualified respondents will be required to draft and publish a maintenance manual for the Bridger Parking Garage and the City of Bozeman Parking Services Department. The manual should include maintenance needs that require immediate attention from the City. Additionally, the City requests a schedule for regular maintenance needs in the facility over the lifespan of the facility. Further, the manual should identify maintenance needs that will arise in the lifespan of the facility. 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. Assess and document current conditions of the facility, including the structural maintenance needs of the facility. Assess maintenance needs including, but not limited to, concrete crack mapping, evaluation, and repair, doors, windows, HVAC systems, fire suppression and sprinkler systems, oil sand incterceptors, water and sewer facilities, electrical, fencing, parking technology, and any other assets associated with the facility. B. Recommend immediate maintenance tasks to be completed for the safety and long- term operation of the facility, Immediate tasks should also include timelines for when staff must complete the project. C. Create a schedule for routine maintenance needs. The schedule should outline the task that needs to be completed, an example of contractors or vendors in the area who can complete the task, and a recommended schedule for how often the task should be completed. D. Present the maintenance manual to a team of city staff as selected by the Economic Development Prorgam Manager. Identify appropriate mediums to share information with staff who will execute upon the plan. Contractor creates a workflow for each project including calendar dates, materials needed, and staff required to coordinate. 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, specifically in a medium-size City with high growth. IV. PROPOSAL REQUIREMENTS pg. 6 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, November 14th , 2021 Sunday, November 22nd , 2021 Deadline for Questions and Expression of Interest Monday, November 22nd , 2021 Deadline for receipt of proposals Tuesday, November 30th, 2021 Evaluation of proposals No Later than December 10th, 2021 Interviews (if necessary) No Later than January 15th, 2021 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 Tuesday, November 30, 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. pg. 7 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 Monday, November 22nd 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.” 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 pg. 8 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 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 pg. 9 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, https://equalpay.mt.gov/BestPractices/Employers, 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 pg. 10 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. XIII. ATTACHMENTS The following exhibits are incorporated in this RFP: Appendix A: Non-Discrimination Affirmation END OF RFP pg. 11 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://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 pg. 12