HomeMy WebLinkAboutRFQ - Materials Testing & RPR ServicesPage 1 of 15
REQUEST FOR QUALIFICATIONS (RFQ)
CAPITAL IMPROVEMENT PROJECTS MATERIALS
TESTING & RPR SERVICES
CITY OF BOZEMAN
Bozeman, MT
City of Bozeman
PO Box 1230
Bozeman, MT 59771-1230
JANUARY 2022
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NOTICE IS HEREBY given that the City of Bozeman (City) is seeking qualifications from firms to
provide engineering services for materials testing and construction oversight for upcoming
capital improvement projects.
Copies of the Request for Qualifications are available on the City’s website
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 February 2nd, 2022 at 2:00pm 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 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.
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
the State of Montana Equal Pay for Equal Work “best practices” website, or equivalent best
practices publication and has read the material.
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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: Kellen Gamradt, Engineer II, (406) 582-2283,
kgamradt@bozeman.net
DATED at Bozeman, Montana, this 6th day of Janauary, 2022.
Mike Maas
City Clerk
City of Bozeman
For publication on:
Sunday, 1/9/2022
Sunday, 1/16/2022
Sunday, 1/23/2022
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I. INTRODUCTION
The City of Bozeman (Owner), is seeking qualifications from firms to undertake engineering
services to provide materials testing and construction oversight for upcoming capital
improvement projects.
The Owner intends to enter into a contract with the selected firm that will include providing
materials testing services and construction oversight on various city capital improvements
projects over a 3 year period with an option to extend the contract an additional 2 years.
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 SERVICES
The City of Bozeman is seeking qualifications from firms for engineering services to provide
materials testing for City Projects that will be completed during the 2022-2024 construction
seasons. The current list of anticipated projects include:
• 2022-2024 Street Reconstruction Projects
• 2022-2024 Street Improvements Projects
• 2022-2024 Curb Replacement Projects
• 2022-2024 Water & Sewer Renovations Projects
• Bridger/Story Mill Intersection Improvements
• Cottonwood from Oak to Baxter
• Sourdough Transmission Main Phase II
In addition, the selected firm shall provide resident project representatation (RPR) services to
assist the City in observing and inspecting active construction projects on an as-needed basis.
The RPR portion of the work is anticipated to be very limited and will only be used when City
staffing cannot handle the RPR workload.
These projects may or may not proceed to construction, and through the course of the
construction season additional projects may be added. In The Professional Services agreement
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that is negotiated with the successful respondent will not be based on projects, but rather on
components of testing and inspection. The successful firm will be “on call” throughout the
course of the contract and expected to respond when testing is needed.
The following are the City’s standard testing requirements that will be incorporated into the
scope of work for the selected firm:
1. Tests in accordance with methods prescribed by AASHTO for theoretical maximum
density, optimum moisture content, sieve analysis, and AASHTO and USCS classifications
for the sub-base course, pit run, crushed base course, and native backfill and subgrade
material within the right-of-way. This information shall be required for all public sewer
main, water main, storm drain and street constructions.
2. In-place field density tests. In-place density tests for trenches shall be done on each lift
of backfill material. Trench backfill tests shall be done within the first 100 feet of a
mainline trench operation and at no more than 200-foot intervals thereafter. All service
lateral trench backfills shall be tested. Compaction testing around all manholes and
valve boxes shall be done independently of the main line. In-place density tests for
roadways shall, at a minimum, be required at intervals of 50 feet. Tests for roadways
shall be provided for subgrade, sub-base course and/or pit run, and crushed base course
materials. A minimum of the top 6-inches of subgrade which are to be paved or covered
with curb & gutter, or sidewalk, shall be field density tested. All trench backfill material
in improved areas and all embankments shall be compacted for the full depth and shall
be compacted to 95% of the theoretical maximum proctor density as determined by
AASHTO T-99. This information shall be required for all public sewer main, water main,
storm drain, and street constructions.
3. A minimum of one “field marshall Test” per 2000 tons of hot mix asphalt mixture placed
to check for variations in the job mix formula. This information shall be required for all
street constructions.
4. Asphalt core samples for bituminous pavement in the public right-of-way. Four core
samples shall be required for every 1000 tons of mixture placed, with a minimum of
three samples for projects that use less than 1000 tons. The selected firm shall also
provide a certified laboratory report from the samples taken as to thickness and actual
density. Testing laboratories shall meet the requirements of ASTM D3666 (Evaluating
and Qualifying Agencies Testing and Inspecting Bituminous Paving Materials). The core
holes shall be patched with hot plant mix asphalt. This information shall be required for
all public street constructions.
5. Portland cement concrete tests for concrete placed in the public right-of-way and
concrete incorporated into public infrastructure improvements. One set of test
cylinders shall be required for every 50 cubic yards of concrete placed with a minimum
of one set of tests per project. The concrete shall be sampled, specimens cast, and
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compliance determined in accordance with the following standards:
Sampling Fresh Concrete ASTM C-172
Slump ASTM C-143 or AASHTO T119
Air Content ASTM C231 or C-173 or C-138 or AASHTO T152
Compressive Strength ASTM C-39 or AASHTO T22
Making and Curing Test ASTM C-31 or AASHTO T23
Specimens in the Field
Sampling and testing shall be done by persons that are currently certified as ACI
Concrete Field Testing Technicians, Grade 1. This information shall be required for all
public street constructions.
6. All testing documentation shall include, at a minimum, the criteria specified in the
“required reporting” section of the pertinent ASTM or AASHTO standard.
The following are requirements for Resident Project Representative Services that will be
incorporated into the scope of services for the selected firm:
1. General: RPR is the Engineer’s representative at the Site, will act as directed by and
under the supervision of the City Engineer, and will confer with the Engineer regarding the
RPR’s actions. RPR’s dealings in matters pertaining to the Contractor’s work in progress shall in
general be with Engineer and Contractor. RPR’s dealings with Subcontractors shall only be
through or with the full knowledge and approval of Contractor. RPR shall generally
communicate with Owner only with the knowledge of and under the direction of Engineer.
2. Conferences and Meetings: Attend meetings with Contractor, such as preconstruction
conferences, progress meetings, job conferences and other project-related meetings, and
prepare and circulate copies of minutes thereof.
3. Liaison: Serve as Engineer’s liaison with Contractor. Working principally through
Contractor’s authorized representative or designee, assist in providing information regarding
the intent of the Contract Documents.
4. Interpretation of Contract Documents: Report to Engineer when clarifications and
interpretations of the Contract Documents are needed and transmit to Contractor clarifications
and interpretations as issued by Engineer.
5. Shop Drawings and Samples:
a. Record date of receipt of Samples and approved Shop Drawings.
b. Receive Samples which are furnished at the Site by Contractor, and notify Engineer of
availability of Samples for examination.
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c. Advise Engineer and Contractor of the commencement of any portion of the Work
requiring a Shop Drawing or Sample submittal for which RPR believes that the submittal has not
been approved by Engineer.
6. Modifications: Consider and evaluate Contractor’s suggestions for modifications in
Drawings or Specifications and report such suggestions, together with RPR’s recommendations,
to Engineer. Transmit to Contractor in writing decisions as issued by Engineer.
7. Review of Work and Rejection of Defective Work:
a. Conduct on-Site observations of Contractor’s work in progress to assist Engineer in
determining if the Work is in general proceeding in accordance with the Contract Documents.
b. Report to Engineer whenever RPR believes that any part of Contractor’s work in
progress will not produce a completed Project that conforms generally to the Contract
Documents or will imperil the integrity of the design concept of the completed Project as a
functioning whole as indicated in the Contract Documents, or has been damaged, or does not
meet the requirements of any inspection, test or approval required to be made; and advise
Engineer of that part of work in progress that RPR believes should be corrected or rejected or
should be uncovered for observation, or requires special testing, inspection, or approval.
8. Inspections, Tests, and System Start-ups:
a. Consult with Engineer in advance of scheduled inspections, tests, and systems start-
ups.
b. Verify that tests, equipment, and systems start-ups and operating and maintenance
training are conducted in the presence of appropriate Owner’s personnel, and that Contractor
maintains adequate records thereof.
c. Observe, record, and report to Engineer appropriate details relative to the test
procedures and systems start-ups.
d. Accompany visiting inspectors representing public or other agencies having
jurisdiction over the Project, record the results of these inspections, and report to Engineer.
9. Records:
a. Maintain at the Site orderly files for correspondence, reports of job conferences,
reproductions of original Contract Documents including all change orders, field orders, work
change directives, addenda, additional Drawings issued subsequent to the execution of the
Construction Contract, Engineer’s clarifications and interpretations of the Contract Documents,
progress reports, Shop Drawing and Sample submittals received from and delivered to
Contractor, and other Project-related documents.
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b. Prepare a daily report or keep a diary or log book, recording Contractor’s hours on the
Site, weather conditions, data relative to questions of change orders, field orders, work change
directives, or changed conditions, Site visitors, daily activities, decisions, observations in
general, and specific observations in more detail as in the case of observing test procedures;
and send copies to Engineer.
c. Record names, addresses, fax numbers, e-mail addresses, web site locations, and
telephone numbers of all Contractors, Subcontractors, and major Suppliers of materials and
equipment.
d. Upon completion of the Work, furnish original set of all RPR Project documentation to
Engineer.
10. Reports:
a. Furnish to Engineer periodic reports as required of progress of the Work and of
Contractor’s compliance with the progress schedule and schedule of Shop Drawing and Sample
submittals.
b. Draft and recommend to Engineer proposed change orders, work change directives,
and field orders. Obtain backup material from Contractor.
c. Furnish to Engineer copies of all inspection, test, and system start-up reports.
d. Immediately notify Engineer of the occurrence of any Site accidents, emergencies,
acts of God endangering the Work, damage to property by fire or other causes, or the discovery
of any Constituent of Concern.
11. Completion:
a. Participate in visits to the Project to determine Substantial Completion, assist in the
determination of Substantial Completion and the preparation of lists of items to be completed
or corrected.
b. Participate in a final visit to the Project in the company of Engineer, Owner, and
Contractor, and prepare a final list of items to be completed and deficiencies to be remedied.
c. Observe whether all items on the final list have been completed or corrected and
make recommendations to Engineer concerning acceptance.
Proposals must clearly identify any elements of the proposed scope of work that would not be
provided by the respondent. Any sub-consultants to be used must be identified along with a
description of the past working history between the firms. This information will be used to
evaluate the possibility of multiple contracts/consultants to accomplish the complete scope of
work.
III. TIMELINES, DELIVERY DEADLINE, AND INSTRUCTIONS
As the initial submittal to the Owners, RFQs MUST BE DELIVERED NO LATER THAN 2:00 PM,
MOUNTAIN TIME, February 2, 2022, in a sealed box or envelope with company name shown clearly on
the outside, addressed to:
CAPITAL IMPROVEMENT PROJECTS MATERIALS TESTING
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:
Kellen Gamradt
P.O. Box 1230
Bozeman, MT 59771-1230
(406) 582-2250
kgamradt@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 5:00 PM MST on January 24, 2022.
B. Selection Timeline
Advertising dates: January 9, 16 & 23, 2022
Receipt of RFQs: No later than 2:00 p.m. MST February 2, 2022
RFQ Review Complete by Committee: February 22, 2022
Selection: February 23, 2022
With the exception of the advertising dates and advertised due date, the City reserves the right to
modify the above timeline.
IV. 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
five 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. Each
firm selected for interview 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
Deliver one (1) original 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 single searchable PDF document not to
exceed 20 pages total 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.
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.
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. 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.
d. 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
public owner?
e. References. Provide detailed contact information for the Owner for at least five
(5) project 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 design:
Possible Points: 40
2. Firm’s Qualifications:
Possible Points: 20
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
V. FORM OF AGREEMENT
The final form of the contract documents will be disclosed to Respondents during contract
negotiations.
VI. 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. This project is subject to the availability of funds.
VII. 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, or equivalent best practices publication
and has read the material.
VIII. 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 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.
IX. ATTACHMENTS
The following exhibits are incorporated in this RFQ:
Appendix A: Non-Discrimination Affirmation
END OF RFQ
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, or equivalent “best
practices publication and has read the material.
______________________________________
Name and title of person authorized to sign on behalf of submitter