HomeMy WebLinkAbout07-19-22 City Commission Meeting Agenda & Packet MaterialsA.Call to Order - 6:00 PM - Commission Room, City Hall, 121 North Rouse
B.Pledge of Allegiance and a Moment of Silence
C.Changes to the Agenda
D.FYI
E.Commission Disclosures
F.Consent
F.1 Accounts Payable Claims Review and Approval (Waters)
F.2 Authorize the City Manager to Sign a First Amendment to the Professional Services
Agreement with The Nest Collective for Public Relations Services for the Bozeman Municipal
Watershed Fuels Reduction Project(Heaston)
THE CITY COMMISSION OF BOZEMAN, MONTANA
REGULAR MEETING AGENDA
Tuesday, July 19, 2022
This meeting will be held both in-person and also using Webex, an online videoconferencing system.
You can join this meeting:
Via Webex:
Click the Register link, enter the required information, and click submit.
Click Join Now to enter the meeting.
Via Phone: This is for listening only if you cannot watch the stream, channel 190, or attend in-person
United States Toll
+1-650-479-3208
Access code: 2554 497 1158
If you are interested in commenting in writing on items on the agenda please send an email to
agenda@bozeman.net prior to 12:00pm on the day of the meeting.
Public comments will be accepted in-person during the appropriate agenda items.
You may also comment by visiting the Commission's comment page.
You can also comment by joining the Webex meeting. If you do join the Webex meeting, we ask you
please be patient in helping us work through this hybrid meeting.
As always, the meeting will be streamed through the Commission's video page and available in the City
on cable channel 190.
1
F.3 Authorize the City Manager to Sign a First Amendment to the Professional Services
Agreement with Peck Forestry, Inc. for the Sourdough Creek Municipal Watershed Fuels
Reduction Project(Heaston)
F.4 Authorize the City Manager to Sign a First Amendment to the Professional Services
Agreement with Sanderson Stewart to Provide Right of Way Acquisition Services on a Term
Contract Basis Until July 2023(Murray)
G.Public Comment
This is the time to comment on any matter falling within the scope of the Bozeman City
Commission. There will also be time in conjunction with each agenda item for public comment
relating to that item but you may only speak once. Please note, the City Commission cannot take
action on any item which does not appear on the agenda. All persons addressing the City
Commission shall speak in a civil and courteous manner and members of the audience shall be
respectful of others. Please state your name and address in an audible tone of voice for the record
and limit your comments to three minutes.
H.Action Items
H.1 Continue the Silo Annexation and Zone Map Amendment to Annex and Establish Residential
Emphasis Mixed Use Zoning District on 115 Acres Located Northwest of the Intersection of
Davis Lane and East Valley Center Road in Conjunction with Annexation, Application 21442,
to July 26, 2022(Saunders)
I.Work Session
I.1 Belonging in Bozeman Work Session: Introduction and Discussion on the Equity & Inclusion
Planning Process(Hess & Lyon)
J.Appointments
J.1 Appointments to the Downtown Business Improvement District Board (Maas)
K.FYI / Discussion
L.Adjournment
City Commission meetings are open to all members of the public. If you have a disability that requires
assistance, please contact our ADA Coordinator, Mike Gray, at 582-3232 (TDD 582-2301).
Commission meetings are televised live on cable channel 190 and streamed live at www.bozeman.net.
City Commission meetings are re-aired on cable Channel 190 Wednesday night at 4 p.m., Thursday at
noon, Friday at 10 a.m. and Sunday at 2 p.m.
In order for the City Commission to receive all relevant public comment in time for this City
Commission meeting, please submit via www.bozeman.net or by emailing agenda@bozeman.net no
later than 12:00 PM on the day of the meeting. Public comment may be made in person at the
meeting as well.
2
Memorandum
REPORT TO:City Commission
FROM:Nadine Waters, Accounts Payable Clerk
Nicole Armstrong, Accounts Payable Clerk
Levi Stewart, Assistant City Controller
Aaron Funk, City Controller
Rachel Harlow-Schalk, Interim Finance Director
SUBJECT:Accounts Payable Claims Review and Approval
MEETING DATE:July 19, 2022
AGENDA ITEM TYPE:Finance
RECOMMENDATION:The City Commission is recommended to make a motion and approve
payment of claims as presented.
STRATEGIC PLAN:7.5. Funding and Delivery of City Services: Use equitable and sustainable
sources of funding for appropriate City services, and deliver them in a lean
and efficient manner.
BACKGROUND:Montana Code Annotated, Section 7-6-4301 requires the City Commission to
review claims prior to payment. Claims presented to the City Commission
under this item have been reviewed and validated by the Finance
Department. The Department has ensured that all goods and services have
been received along with necessary authorizations and supporting
documentation. Additionally, the Department confirmed all expenditures
were appropriately coded and within the current fiscal year allocated
budget.
UNRESOLVED ISSUES:None
ALTERNATIVES:The City Commission could decide not to approve these claims or a portion
of the claims presented. This alternative is not recommended as it may
result in unbudgeted late fees assessed against the City.
FISCAL EFFECTS:The total amount of the claims to be paid is presented at the bottom of the
Expenditure Approval List posted on the City’s website at
https://www.bozeman.net/departments/finance/purchasing.
Report compiled on: July 15, 2022
3
Memorandum
REPORT TO:City Commission
FROM:Brian Heaston, Senior Engineer
John Alston, Utilities Director
SUBJECT:Authorize the City Manager to Sign a First Amendment to the Professional
Services Agreement with The Nest Collective for Public Relations Services for
the Bozeman Municipal Watershed Fuels Reduction Project
MEETING DATE:July 19, 2022
AGENDA ITEM TYPE:Agreement - Vendor/Contract
RECOMMENDATION:Authorize the City Manager to sign Amendment 1 to the Professional
Services Agreement with The Nest Collective for public relations services for
the Bozeman Municipal Watershed Fuels Reduction Project.
STRATEGIC PLAN:1.3 Public Agencies Collaboration: Foster successful collaboration with other
public agencies and build on these successes.
BACKGROUND:The Bozeman Municipal Watershed Fuels Reduction Project is a collaborative
effort between the City and Custer Gallatin National Forest to reduce the risk
of wildfire impacting the City’s drinking water supply in the Sourdough and
Hyalite municipal watersheds. On-the-ground implementation activities to
reduce fuels loads are ongoing by both the City and Forest. The attached
Amendment 1 to the PSA with The Nest Collective provides additional
funding to continue public relations activities needed to support the fuels
reduction effort and extends the contract termination date. The PR work is
essential to keep the public informed on fuels reduction activities and any
specific work that may impact the public.
UNRESOLVED ISSUES:None.
ALTERNATIVES:As suggested by the City Commission.
FISCAL EFFECTS:Amendment 1 contains a not to exceed cost of $20,000 to continue PR
services for items in the amended scope of services. Funding is provided by
water enterprise fund ‘CIP Project W63 – Sourdough Fuels Reduction Project’
as well as a grant agreement FHE-21-101 from Montana DNRC. A grant
amendment is forthcoming to supplement the current grant funding amount
by an additional $10k. The grant originates as federal funding that is passed
through DNRC as grant administrator to the City. The grant funding provides
PR support for the communications costs related to the Forest’s fuels
reduction activities.
4
Attachments:
Amendment 1 to PSA with The Nest.pdf
Report compiled on: July 1, 2022
5
Amendment No. 1 to Professional Services Agreement
for Sourdough Creek Municipal Watershed Public Relations Services
THIS AGREEMENT is made as of this day of , 2022,
between THE CITY OF BOZEMAN, a Municipal Corporation, Bozeman, Montana, herein
referred to as “City” and The Nest Collective, a professional public relations firm, of Bozeman,
Montana, herein referred to as “Contractor”.
WHEREAS, the parties have entered into a Professional Services Agreement dated May
7, 2019, herein referred to as the “Original Agreement”, for professional public relations services
for fuels reduction activities on City timbered lands in the Sourdough Creek Municipal
Watershed; and
WHEREAS, the parties desire to amend the provisions of the Original Agreement as
contained within this Amendment No. 1.
Entirely replace Part 3. Scope of Services with the following:
3. Scope of Services: Exhibit A – Scope of Services provided as an integral part of
the Original Agreement is hereby declared by the City and Contractor to be completed in full.
The Contractor will perform the work and provide the services in accordance with the
requirements of the Amended Scope of Services, attached hereto as ‘Exhibit A1 – Amended
Scope of Services’ and incorporated herewith.
Entirely replace Part 30. Extensions with the following:
30. Extensions: This Agreement may, upon mutual agreement, be extended for a
period of one year by written agreement of the Parties until such time as the agreed Scope of
Services is completed in full or modified pursuant to Part 16.
NOW, THEREFORE, IN CONSIDERATION OF THE MUTUAL COVENANTS
CONTAINED HEREIN, the Parties agree as follows:
Except as specifically amended herein, the Original Agreement shall remain in full force
and effect and the parties shall be bound by all terms and conditions therein.
IN WITNESS WHEREOF, the parties hereto do make and execute this Agreement on the
day and year first above written.
6
CITY OF BOZEMAN
Jeff Mihelich, City Manager
ATTEST
Mike Maas, City Clerk
APPROVED AS TO FORM
Greg Sullivan, City Attorney
THE NEST COLLECTIVE
Kendra Callantine, Principal
7
www.thenestbzn.com
SCOPE OF WORK
Prepared For: Brian Heaston, City of Bozeman
Prepared By: The Nest Collective, LLC
Date: June 29, 2022
PROJECT OVERVIEW
Assist the City of Bozeman with public outreach, education, and communication efforts
related to the Sourdough Creek Municipal Watershed, also known as the Bozeman
Municipal Watershed Project.
SCOPE OF SERVICES
Below is an outline of the proposed scope of services that The Nest Collective, LLC (The
Nest) will provide for the duration of the contract amendment for the professional services
agreement.
Execute Strategic Communications Plan
Continue to execute the strategic communications plan. Assist COB with media buys,
arranging media appointments with local print and TV outlets, preparation of media
releases, and coordination with CGNF and other communications stakeholders.
Continue to update and monitor the bznwatershed.com website and communications
directed via the website.
Participate and contribute in bi-weekly team meetings with City of Bozeman and U.S.
Forest Service (Custer-Gallatin National Forest).
Generate and update creative communications materials necessary to execute the
strategic communications plan created in the original contract. Creative may be in the form
of web, print, television, radio, signage, and direct mail.
The Nest will work collectively with City of Bozeman, USFS, and other vested organizations
and businesses to educate and communicate the various phases of the communications
plan. This will include all logistical information regarding trail and road closures, duration,
etc.
INVESTMENT
The Nest Collective charges an hourly rate of $85/hour for all services provided however
cost is not to exceed $20,000. Should the scope of work change during the process, an
updated scope of work will be provided.
Outside costs such as printing, photography, media are charged at cost plus 15%, unless
invoiced to and paid directly to the vendor by the client.
Exhibit A1 - Amended Scope of Services
8
Memorandum
REPORT TO:City Commission
FROM:Brian Heaston, Senior Engineer
John Alston, Utilities Director
SUBJECT:Authorize the City Manager to Sign a First Amendment to the Professional
Services Agreement with Peck Forestry, Inc. for the Sourdough Creek
Municipal Watershed Fuels Reduction Project
MEETING DATE:July 19, 2022
AGENDA ITEM TYPE:Agreement - Vendor/Contract
RECOMMENDATION:Authorize the City Manager to Sign Amendment 1 to the Professional
Services Agreement with Peck Forestry, Inc. for the Sourdough Creek
Municipal Watershed Fuels Reduction Project.
STRATEGIC PLAN:1.3 Public Agencies Collaboration: Foster successful collaboration with other
public agencies and build on these successes.
BACKGROUND:The Sourdough Creek Municipal Watershed Fuels Reduction Project is the
City’s effort to reduce the risk of wildfire impacting the Sourdough Creek
municipal water supply infrastructure. The City’s fuels reduction project
complements the USFS Bozeman Municipal Watershed Project. Both
projects are presently ongoing.
The attached Amendment 1 to the PSA with Peck Forestry Inc provides
professionally forestry services to complete Phase 3 of the Sourdough Creek
fuels project as well as burn existing slash piles generated during Phase 1
and Phase 2 of the fuels project. Pile burning will occur during the upcoming
cold weather season subject to suitable burning conditions. Phase 3
generally consists of precommercial thinning of small diameter fuels on City
timbered lands surrounding the Sourdough Creek water supply intake.
UNRESOLVED ISSUES:None.
ALTERNATIVES:As suggested by the City Commission.
FISCAL EFFECTS:Amendment 1 to the PSA with Peck Forestry Inc comes at a cost not to
exceed $40,000 payable on a time and materials basis. Funding is provided
by Water Fund CIP Project W63 – Sourdough Fuels Reduction. Sufficient
funding exists to cover the Amendment 1 costs.
Attachments:
9
Amendment 1 to PSA with Peck Forestry.pdf
Report compiled on: July 7, 2022
10
Amendment No. 1 to Professional Services Agreement
for Sourdough Creek Municipal Watershed Forestry Services
THIS AGREEMENT is made as of this day of , 2022,
between THE CITY OF BOZEMAN, a Municipal Corporation, Bozeman, Montana, herein
referred to as “City” and Peck Forestry, Inc., a professional forestry firm, of Bozeman, Montana,
herein referred to as “Contractor”.
WHEREAS, the parties have entered in a Professional Services Agreement dated May 7,
2019, herein referred to as the “Original Agreement”, for professional forestry services for City
timbered lands in the Sourdough Creek Municipal Watershed; and
WHEREAS, the parties desire to amend the provisions of the Original Agreement as
contained within this Amendment No. 1.
Entirely replace Part 3. Scope of Services with the following:
3. Scope of Services: Exhibit A – Scope of Services provided as an integral part of
the Original Agreement is hereby declared by the City and Contractor to be completed in full.
The Contractor will perform the work and provide the services in accordance with the
requirements of the Amended Scope of Services, attached hereto as ‘Exhibit A1 – Amended
Scope of Services’ and incorporated herewith. Payment for services is set forth within Exhibit
A1.
Entirely replace Part 30. Extensions with the following:
30. Extensions: This Agreement may, upon mutual agreement, be extended for a
period of one year by written agreement of the Parties until such time as the agreed Scope of
Services is completed in full or modified pursuant to Part 16.
NOW, THEREFORE, IN CONSIDERATION OF THE MUTUAL COVENANTS
CONTAINED HEREIN, the Parties agree as follows:
Except as specifically amended herein, the Original Agreement shall remain in full force
and effect and the parties shall be bound by all terms and conditions therein.
IN WITNESS WHEREOF, the parties hereto do make and execute this Agreement on the
day and year first above written.
11
CITY OF BOZEMAN
Jeff Mihelich, City Manager
ATTEST
Mike Maas, City Clerk
APPROVED AS TO FORM
Greg Sullivan, City Attorney
PECK FORESTRY INC.
Gary Peck
12
EXHIBIT A1 – AMENDED SCOPE OF SERVICES
Sourdough Creek Municipal Watershed Forestry Services
Peck Forestry, Inc.
Payment Terms
The City agrees to provide payment to Peck Forestry, Inc. for the services contained in this Scope of
Services on a Time & Materials basis with a cost not to exceed. A billable rate of $100.00/hour, will be
applied. Total payments to Contractor under this Agreement shall not exceed $40,000. Peck Forestry,
Inc. shall be reimbursed on a Time & Materials basis and shall invoice no more frequently than monthly
for services provided in the prior month.
Task 100 – Planning and Logistics
Peck Forestry, Inc. will provide technical forestry services for the City of Bozeman related to planning
and logistics for fuel reduction activities on City‐owned lands in Sourdough Creek municipal watershed
as generally contained in the City’s Forest Management Plan dated February 17, 2010. These services
include but are not necessarily limited to participating, as directed by the City, in joint discussions with
the U.S. Forest Service, and other necessary parties, to assist in identifying and resolving planning and
logistics issues held in common for the implementation of the City’s Sourdough Creek fuel reduction
project and the USFS Custer Gallatin National Forest Bozeman Municipal Watershed (BMW) fuel
reduction project.
Task 200 – Fuel Reduction Layout
The majority of field work for the Phase 3 Fuel Reduction Project must be completed prior to bid
package preparation and solicitation of bids. Peck Forestry, Inc. will complete a field review with
potential bidders to provide potential bidders an opportunity to gain a complete overview of the
proposed project.
Field work includes designating treatment areas, flagging inboundaries and developing a treatment
prescription. All guidelines and recommendations in Montana’s Best Management Practices (BMP) will
be adhered to during the project layout and through the implementation.
Task 300 – Bid Package Preparation
Peck Forestry, Inc. will assist in preparing a bid package for the Phase 3 fuel reduction project to be sent
out to potential interested parties as well as publicly advertised. The bid package will contain items
generally required by public agencies to bid a fuel reduction project, including but not necessarily
limited to: project area map with designated units, description of work to be accomplished,
specifications for accomplishing work, time schedule, minimum qualifications of bidders, agreement
form, bonding and insurance requirements, and address to submit the bid. The responding sealed bid
will include at a minimum the costs to perform the designated work, equipment available to the bidder,
references, timber contracts awarded within the last 3 years, and bid bond.
Task 400 – Bid Review, Contract Negotiation and Recommendation of Contract Award
Upon opening of bids, Peck Forestry, Inc. will review and evaluate the apparent low bid against the basis
of bid, availability to perform the work within the desired time period, determination bidder meets
13
minimum qualifications, equipment and personnel, and bid irregularities and nonconformities. Should
the apparent low bid be determined to be nonresponsive, notification shall be provided to the
nonresponsive bidder along with an explanation of reasons supporting the nonresponsiveness
determination. Under this scenario, review and evaluation of the next lowest bid will occur until a
responsive bid is found.
Task 500 – Fuel reduction Contract Administration and Construction Oversight
Peck Forestry, Inc. will perform contract administration and project oversight to ensure the work is
conducted in conformance with the contract. Administration and oversight will include but not
necessarily be limited to: periodic site visits to ensure prosecution of the work conforms to the contract;
review of contractor applications for payment and presentations of approved pay applications to the
City for payment to contractor; assist the City in resolving any claims or disputes that may arise over the
course of the contract.
Task 600 – PostTreatment Activities
Peck Forestry, Inc. will ensure all post treatment activities included in the contractor’s bid are conducted
in accordance with the contract documents.
Task 700‐ Slash Burning
Peck Forestry, Inc. will burn slash piles generated from the previous helicopter and ground based logging
activities during Fall/Winter of 2022/2023. Burning will be accomplished when conditions are favorable
so as not to spread outside of the slash pile. Peck Forestry, Inc will prepare a burn plan and obtain any
necessary permits or approvals from agencies having jurisdiction over the burning activity, including but
not limited to a Gallatin county burn permit, prior to ignition of slash piles. All requirements within the
burn permit will be adhered to. Peck Forestry Inc will restore the burned area by dispersing a locally
sourced grass seed mix.
14
Memorandum
REPORT TO:City Commission
FROM:Bob Murray, Project Engineer
Lance Lehigh, Interim City Engineer
SUBJECT:Authorize the City Manager to Sign a First Amendment to the Professional
Services Agreement with Sanderson Stewart to Provide Right of Way
Acquisition Services on a Term Contract Basis Until July 2023
MEETING DATE:July 19, 2022
AGENDA ITEM TYPE:Agreement - Vendor/Contract
RECOMMENDATION:Authorize the City Manager to sign the First Amendment to the Professional
Services Agreement with Sanderson Stewart to provide Right of Way
Acquisition Services on a term contract basis until July 2023.
STRATEGIC PLAN:4.3 Strategic Infrastructure Choices: Prioritize long-term investment and
maintenance for existing and new infrastructure.
BACKGROUND:Attached is a copy of the First Amendment to the Professional Services
Agreement with Sanderson Stewart to provide Right of Way Acquisition
Services.
The City entered into a Professional Services Agreement with Sanderson
Stewart on July 13, 2021 to provide these services. The agreement included
an expiration date of July 31, 2022 but allowed for extension of one year
upon mutual written agreement of the parties. Upon concurrence of the
Commission, this amendment will provide for that one year extension. The
amendment also updates the consultant’s hourly rate sheet. All other
provisions of the original agreement remain unchanged.
UNRESOLVED ISSUES:None.
ALTERNATIVES:As suggested by the City Commission
FISCAL EFFECTS:Fees will be negotiated on an individual task order basis in accordance with
the original agreement and paid for from the Street Impact Fee Fund.
Attachments:
First Amendment for ROW Acquisition_Sanderson Stewart 06
2022.pdf
Report compiled on: July 7, 2022
15
16
First Amendment to Professional Services Agreement for Streets and Utilities Land Agent Services
Page 1 of 2
FIRST AMENDMENT TO PROFESSIONAL SERVICES AGREEMENT
THIS FIRST AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT is
made and entered into this _____ day of ____________, 2022, by and between the CITY OF
BOZEMAN, MONTANA, a self-governing municipal corporation organized and existing under
its Charter and the laws of the State of Montana, 121 North Rouse Avenue, Bozeman, Montana,
with a mailing address of PO Box 1230, Bozeman, MT 59771, hereinafter referred to as “City,”
Sanderson Stewart, 106 East Babcock Street, Suite L1, Bozeman, MT 59715, hereinafter referred
to as “Contractor.”
In consideration of the mutual covenants and agreements herein contained, the receipt and
sufficiency whereof being hereby acknowledged, the parties hereto agree as follows:
1. Extension of Term. Section 31 of the Professional Services Agreement between the City
and Contractor dated July 13, 2021 (the Agreement) is extended for an additional one (1)
year period. The Agreement shall terminate on July 31, 2023.
2. Consultant’s hourly rate. Exhibit A of the Professional Services Agreement between the
City and Contractor dated July 13, 2021 (the Agreement) specified the hourly rates. The
consultant’s new hourly rate sheet is attached hereto as Exhibit A.
3. Agreement still valid. All remaining terms and provisions of the Agreement remain valid.
**** END OF AGREEMENT EXCEPT FOR SIGNATURES ****
IN WITNESS WHEREOF, the parties hereto have executed this instrument the day and
year first above written.
17
First Amendment to Professional Services Agreement for Streets and Utilities Land Agent Services
Page 2 of 2
CITY OF BOZEMAN, MONTANA CONTRACTOR (Sanderson Stewart)
By________________________________ By_____________________________
Jeff Mihelich, City Manager Tony Gaddo, Project Manager
APPROVED AS TO FORM
By_______________________________
Greg Sullivan, Bozeman City Attorney
18
Memorandum
REPORT TO:City Commission
FROM:Chris Saunders, Community Development Manager
Anna Bentley, Community Development Interim Director
SUBJECT:Continue the Silo Annexation and Zone Map Amendment to Annex and
Establish Residential Emphasis Mixed Use Zoning District on 115 Acres
Located Northwest of the Intersection of Davis Lane and East Valley Center
Road in Conjunction with Annexation, Application 21442, to July 26, 2022
MEETING DATE:July 19, 2022
AGENDA ITEM TYPE:Community Development - Legislative
RECOMMENDATION:Recommended Motion: I move to continue review of application 21442 to
July 26, 2022.
STRATEGIC PLAN:4.2 High Quality Urban Approach: Continue to support high-quality planning,
ranging from building design to neighborhood layouts, while pursuing urban
approaches to issues such as multimodal transportation, infill, density,
connected trails and parks, and walkable neighborhoods.
BACKGROUND:The initial public hearing for this application was continued to July 19th.
There are some remaining issues on separate but related utility service
provisions to be resolved before this will be ready for Commission
consideration. It is suggested to continue the public hearing to July 26th to
provide additional time to resolve items with the applicant.
UNRESOLVED ISSUES:none
ALTERNATIVES:None
FISCAL EFFECTS:None
Report compiled on: July 8, 2022
19
Memorandum
REPORT TO:City Commission
FROM:Dani Hess, Community Engagement Coordinator, Interim Communications
Manager
Jeff Mihelich, City Manager
SUBJECT:Belonging in Bozeman Work Session: Introduction and Discussion on the
Equity & Inclusion Planning Process
MEETING DATE:July 19, 2022
AGENDA ITEM TYPE:Citizen Advisory Board/Commission
RECOMMENDATION:Consider, discuss, and provide guidance to staff on the work session
questions - No formal action taken at this time
STRATEGIC PLAN:3.3 Friendly Community: Ensure Bozeman continues to welcome diversity
through policies and public awareness.
BACKGROUND:Staff have begun the initial steps to begin developing the city's first Equity &
Inclusion Plan. This work session will include:
An overview of the city's existing and ongoing equity & inclusion
efforts
How that work will be continued through the new plan
Preview of key terms and shared language
Scope, purpose, timeline of the plan
Next steps
Discussion questions
Several supporting documents are included in this item below including the
Request For Proposals to hire external consultants to support this effort, as
well as the timeline and team roles document guiding the Belonging in
Bozeman Core Team work.
UNRESOLVED ISSUES:None
ALTERNATIVES:None
FISCAL EFFECTS:$50,000 has been budgeted in the City Manager's budget for FY23
Attachments:
RFP Equity and Inclusion Plan 062122 final.pdf
Equity and Inclusion Plan Timeline and Roles 04072022.pdf
City Commission Work Session 07072022.pdf
20
Report compiled on: June 30, 2022
21
Page 1 of 17
REQUEST FOR PROPOSALS (RFP)
EQUITY & INCLUSION PLAN
CITY OF BOZEMAN
Bozeman, MT
City of Bozeman
PO Box 1230
Bozeman, MT 59771-1230
June 2022
22
NOTICE IS HEREBY given that the City of Bozeman (City) is seeking proposals from firms to develop
the city’s first equity & inclusion plan.
Copies of the Request for Proposals are available on the City’s website at
https://www.bozeman.net/government/city-clerk/bids-rfps-rfqs.
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 July 22nd at 4pm 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,
https://equalpay.mt.gov/BestPractices/Employers, or equivalent “best practices publication and
has read the material.
23
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: Dani Hess, Community Engagement
Coordinator, dhess@bozeman.net.
DATED at Bozeman, Montana, this June 22, 2022
Mike Maas
City Clerk
City of Bozeman
For publication on:
Sunday, June 26, 2022
Sunday, July 10, 2022
24
I. INTRODUCTION
The City of Bozeman (Owner), is seeking proposals from firms to undertake the development of
an Equity and Inclusion Plan to ensure that all residents, visitors, and City of Bozeman employees
can thrive regardless of their race, identity, or life circumstance. Consultants will help guide the
work of the Belonging in Bozeman Core Team, facilitate community engagement with partner
organizations and community groups, and develop recommendations for policies, programs, and
practices. The plan will be guided by the City’s Equity Indicators Project that identified inequities
in the community and at the organization through data collection and community engagement.
The Owner intends to enter into a contract with the selected firm or team of consultants to
develop an Equity & Inclusion plan. Work will take place over the next 16 months (July 2022 to
October 2023). An overview of the expectations and project objectives is provided below:
Project Objectives:
• Equity & Inclusion Plan:
o Develop a narrative that tells Bozeman’s history as it relates to diversity, equity,
and inclusion
o Develop a logic model that summarizes the vision, outcomes, equity indicators,
actions, resources needed, and who is accountable (internal departments and
external partners)
o Review, assess, and build on existing equity & inclusion efforts at the City including
the Inclusive City Report & Recommendations (May 2022 Update), the Equity
Indicators Report, and Engage Bozeman framework
o Develop an equity analysis tool to apply to future City programs, policies, practices
• Community Engagement:
o Engage internal staff, directors, leadership, Economic Vitality Board, and City
Commission
o Engage external partner organizations, agencies, and community members
through accessible, inclusive, and innovative means
o Foster community support for ongoing equity action planning and implementation
o Develop a recognizable identity or brand for the City’s ongoing equity action
planning efforts
• Implementation:
o Help the City build internal capacity and strengthen external partnerships to
implement the plan
o Develop decision making tools for City departments and local partners to use as
they evaluate equity impacts of policies, programs, practices
o Promote county-wide and regional diversity, equity, and inclusion interactions
and growth amongst various stakeholders
25
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
In June of 2020, City staff conducted an internal review of existing policies, procedures, training
protocols, and hiring practices as they relate to diversity of the City’s current workforce (Inclusive
City Report July 2020). The review resulted in 24 recommendations to further diversity and
representation of the community in its workforce, anti-discrimination in its policies and practices,
and continual improvement in the delivery of equitable services. A key recommendation from
the review is to develop a City Equity & Inclusion Plan to guide efforts that ensure all persons in
Bozeman thrive regardless of race, ethnicity, gender identity, ability, or socioeconomic status.
In February-July 2021, a data collection effort engaged community members and local agencies
to identify and characterize inequities in our community through the Equity Indicators Project in
2021. The City of Bozeman hired Thomas P. Miller & Associates (TPMA), an Indianapolis-based
consulting firm, to measure equity and access to resources in the City.
The development of the indicators and gaps analysis relied on input from the community through
a survey, facilitated conversations in focus groups, virtual one-on-one interviews, and two
community forums. Data from the census and from local community needs assessments and
other programmatic documents were also reviewed. Fifty seven recommended indicators were
developed with data from the City of Bozeman, Census, American Community Survey, and local
organizations in healthcare, education, housing, childcare, and crisis response. These indicators
will guide the development of the Equity & Inclusion Plan to track progress in addressing
inequities and gaps and provided transparency and accountability to the public.
In October 2021, the Community Roundtable on Equity & Inclusion was hosted in partnership
with the Montana State University Office of Diversity & Inclusion, Montana Racial Equity Project,
Bozeman School District, and Bozeman Health. The 2.5 hour virtual event was attended by over
120 community members and leaders of local organizations. The event covered the data with a
presentation of equity indicators, made space for the voices of three local storytellers who shared
their lived experiences, and sparked discussion among attendees about how we can all contribute
to closing the gaps in our community and partner in the process of developing a city-wide Equity
& Inclusion Plan.
26
In April 2022, The Belonging in Bozeman Core Team was developed through a recruitment and
application process that resulted in a diverse team of 20 City staff. All City departments are
represented on this team with individuals from varying levels of leadership, work areas, ages,
racial, ethnic, and gender identities. The Belonging in Bozeman team will guide and conduct the
Equity & Inclusion planning process.
Over the next 16 months (July 2022-October 2023), the City will develop and adopt a
community-wide Equity & Inclusion Plan to close the gaps characterized in the Equity Indicators
Project.
The City of Bozeman is seeking a consultant team who has technical expertise in analyzing,
facilitating, and implementing diversity, equity, and inclusion efforts for governmental
institutions and municipalities. A successful consultant team shall demonstrate experience in
writing plans related to equity and inclusion, assessing public and private stakeholders through
various methodologies of engagement, analyzing existing diversity, equity, and inclusion plans,
documents, and assessments, developing goals, objectives, and policies for equity and
inclusion, and fostering implementation of various equity and inclusion initiatives on a local,
county, and regional level.
The successful consultant team will understand the history of governmental-led equity and
inclusion efforts within the United States with emphasis on the unique history of Montana,
Gallatin County, and the City of Bozeman. The consultant team must also demonstrate equity
and inclusion expertise to advise the Belonging in Bozeman Core Team, Economic Vitality
Board, City Commission, and other community members, on the intersection of these efforts,
existing inequities, and the City’s vision and role in filling these gaps. They will have the
competency to suggest, analyze and create an Equity and Inclusion Plan. Demonstrated
knowledge of diversity, equity, and inclusion efforts across organizations in the Bozeman
community and understanding of local issues is beneficial.
III. SCOPE OF SERVICES
Task 1. Finalize the project approach, scope, and schedule with the City of Bozeman
project leads. This will include an outline of City and Consultant responsibilities as related to
project management:
• Primary points of contact for City team and Consultant team;
• Project schedule/milestones;
• Meeting cadence, responsibility for meeting facilitation, developing agendas, taking
and distributing notes and action steps
• Final deliverables for the Equity & Inclusion Plan:
27
1. Copy of the Equity & Inclusion Plan document in word and final pdf format,
including a logic model outlining vision, outcomes, actions, timeframe,
accountability, and performance measures
2. Copy of branded slide deck for communicating the plan’s development,
contents, and implementation for use internally and in the community
3. Equity impact and decision making tools or worksheets
4. Summary of community engagement efforts, tools and techniques used, and
list of community groups involved
5. Recommendations for implementation of the plan
Task 1 a) Background research and review of example plans
• Review the City of Bozeman’s existing planning documents and equity &
inclusion efforts including the Inclusive City Report & Recommendations (May
2022 Update), the Equity Indicators Report, and Engage Bozeman framework.
• Review example plans and resources from:
o GARE
o Boulder, CO
o National League of Cities repository of Racial Equity Policies and
Decisions
Task 2. Create an Equity & Inclusion Plan.
The Equity & Inclusion Planning process will include facilitation and leadership of working
groups within the Belonging in Bozeman team, City departments, and among groups of
external partners through the engagement process. These working groups will help create
the vision for the plan, desired outcomes, and research recommended actions. Groups will
use equity indicators and recommendations from the Equity Indicators Project to identify
ways in which relevant services, practices, policies, or programs can help close the gaps and
address gaps & inequities. Root cause analyses, racial equity tools, or other assessments of
impacts in policy and decision making may be used in this process.
The plan will follow the Government Alliance on Race & Equity (GARE) model for results-
based accountabilty in equity planning. It will include:
• Vision, outcomes and/or results we hope to achieve in the organization and
community
• Equity indicators needed to measure success
• Actions to achieve the outcome (ie: new or changes to programs, policy, practices,
procedures, resource allocation)
• Timeframe, resources needed, and who/which department or community partner is
accountable
28
• Progress indicators to track and report action steps
Task 2 a) Community Engagement
Community engagement is also a focus of the City’s equity and inclusion efforts which is
an essential component of the Equity and Inclusion Planning Process. The consultant
team will work with staff and Belonging in Bozeman team members to develop and
implement a community engagement plan. The community engagement plan will follow
the principles outlined in the City’s Engage Bozeman framework. It will include:
• Opportunities for all to participate
• Intitatives to build and strengthen existing and new relationships, and foster trust
• Increased capacity to engage with leaders and individuals in marginalized
communties
• Interactions with internal staff, leadership, Economic Vitality Board, City Commission
• Local & regional agencies and organizations
• Interactions with external partners, the broader community, and members of
underrepresented groups (ex: BIPOC, LGBTQ+, people with disabilities)
• Emphasis on relationships with community groups and partner organizations
through the development and implementation of the Equity & Inclusion Plan.
Engagement efforts may include transactional approaches (community provides
information, input, feedback for the city to use), and emphasize relational approaches
(mutually beneficial and aiding in efforts to reach the goals of community partners and
individuals).
Task 2 b) Recommendations for implementation
Provide a recommended approach or framework for coordinating efforts across internal
City Departments as well as across external partners and organizations to facilitate
continued collaboration and progress.
IV. PROPOSAL REQUIREMENTS
Consultant teams 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. Title Page
The title page shall include the name of the firm(s), address(es), contact(s), telephone
number(s) and email address(es) to contact for information regarding the proposal.
b. Executive Summary
This section shall provide an overview of the proposal and the Respondent’s
understanding of the City’s needs. The summary should also include any experience the
Respondent wishes to highlight, as well as any relevant conditions or restrictions.
29
c. Firm and Team Member Profile(s)
Provide information about firm(s), including:
• Location, number of employees, and ownership.
• Describe the firm’s history. Include information on how many years the firm has
worked in this topic area. Identify the firm’s annual volume of business, and
speak to the firm’s current workload.
• Brief resumes shall be provided for each key project individual (no longer than
one page). Any proposed subcontractors should be clearly identified and their
profiles described.
• Primary contact information for each firm including contact name(s) and title(s),
mailing address(s), phone number(s), and email address(s).
d. Scope of Project
Provide a detailed narrative of the services proposed if awarded the contract per the
Scope of Services outlined in Section III.
• Provide a statement of your understanding of the services needed and a high-
level general description of your proposed approach to tasks outlined in the
scope of services.
• Provide detailed work plan outlining each required task necessary for completion
of the consulting services described. This should include a general project
schedule that identifies all tasks, activities, deliverables, and milestones
Respondent proposes to carry out for the project and a time of completion
(measured from project start date) for each.
• In addition to the specific service proposals specified above, identify and/or
recommend any additional or innovative services and products provided by your
firm that may be related to or helpful to a comprehensive Equity & Inclusion Plan
of this nature. If there is a better way for the City to package or define the
services that it has requested herein in order to obtain better pricing and/or
service by making it easier for the selected contractor, please explain what
modifications would be necessary to achieve such better pricing and/or service.
e. Related Experience with Projects Similar to the Scope of Services
If more than one firm is included in the response, specify which firm brings the relevant
experience as requested in scope of services. If all firms have relevant experience in a
given item, each firm may provide a response.
• Describe firm’s experience working with public agencies and/or larger
organizations (over 300 employees) to develop equity action plans.
• Describe firm’s approach to organizational change as it relates to equity &
inclusion. What frameworks, theories, or models will the firm draw from?
• Describe firm’s approach to conducting inclusive public engagement and building
trust with underrepresented populations. What skills, assets, tools or techniques
does the firm have experience using successfully?
30
• Describe how the firm exemplifies the principles of equity, inclusion, and
belonging in their organization.
• Describe firm’s experience crafting engaging and visual representations of data,
processes, and branded identities for projects or initiatives. Please include
relevant visual examples in the proposal.
f. References
Please provide name and contact information for three references for similar projects
completed in the last two years.
g. Budget
The budget for this proposal is not to exceed $50,000, therefore applicants are invited
to submit proposals with the tasks prioritized to aid the City in working together with
the selected firm to identify and implement core tasks within the budget available for
this project. In your response to this proposal, please provide the following:
• Estimated Hours by Task: Provide estimated hours for each proposed task by job
title and employee name, firm, including the time required for meetings, conference
calls, etc.
• Cost by Task: Provide the cost of each task identified in the Scope of Proposal
section detailed by employee/job position and number of hours. Provide a total not
to exceed figure for the Scope of Proposal. Price all additional services/deliverables
separately.
• Schedule of Rates: Provide a schedule of billing rates by category of employee and
job title to be used during the term of the Agreement. This fee schedule will be firm
for at least one (1) year from the date of the Agreement. The fee schedule will be
used as a basis for determining fees should additional services be necessary. A fee
schedule for sub-consultants, if used, shall be included.
h. Affirmation of Nondiscrimination (see Appendix A)
Non-completion of the Affirmation of Nondiscrimination is cause for disqualification of
firms.
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, June 26th
Sunday, July 10th
Deadline for receipt of proposals Friday, July 22nd
Evaluation of proposals July 25-29
Interviews (if necessary) and Selection of
consultants
TBD
31
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 Friday, July 22nd at 4pm
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.
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 5:00PM MST on Wednesday, July 13.
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: Dani Hess, Community
Engagement Coordinator, dhess@bozeman.net, 406-582-2274.
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.”
32
IX. SELECTION CRITERIA
Proposals will be evaluated based on the following criteria:
• [10 points] Executive Summary
• [50 points] Qualifications of the Firm and team members, Proposed work plan as per
Scope of Services; Budget
• [40 points] Related Experience with Projects Similar to the Scope of Services; References
• [10 points] Completeness of Proposal Requirements
X. 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.
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 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.
33
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.
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://equalpay.mt.gov/BestPractices/Employers, 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
34
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
Appendix B: Form of Professional Services Agreement
35
END OF RFP
36
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
37
38
Belonging in Bozeman – Equity & Inclusion Plan Timeline & Team Roles
2022 Tasks, events
April - Training (Workshop 1/4)
- First meeting! (Background, project introduction, getting to know each other) - Reviewing Inclusive City Reports, Equity Indicator Report, additional resources
May
- Identifying work areas/teams - Community Engagement Planning - Training (Workshops 2,3,4) - Research other communities, reviewing existing resources, summarize, discuss findings
- Update to Economic Vitality Board July 6th - Work Session with City Commission July 19th
June
July
August - Define problems, Identify root causes - Connect data (Equity Indicators) - Bring in local experts/consultants - Begin community engagement - Update to Economic Vitality Board
September
October
November
- Continue community engagement - Create vision/results - Connect data (Equity Indicators) - Define Outcomes
- Draft actions
- Update to Economic Vitality Board
December
2023
January
February
March
- Map resources, estimate timelines associated with actions - Continue community engagement - Present preliminary draft of the plan with internal departments,
directors, City Commission, community partners
- Update to Economic Vitality Board
April
39
May
June - First round edits of draft plan - Present final draft of the plan with internal departments, directors, City Commission, community partners - Update to Economic Vitality Board
July
August
September - Economic Vitality Board final presentation and recommendation - City Commission final presentation and adoption October
YOUR ROLE as a Belonging in Bozeman Core Team member:
Core Team members will use their personal and professional strengths and areas of expertise
throughout the process of developing a city-wide Equity & Inclusion Plan.
Some team members may help design and implement community engagement efforts, others may focus
on internal coordination with city departments and staff. Each team member will help communicate
back to colleagues in their department about the effort.
Core Team members will help do research on other communities’ plans and bring ideas forward about
actions we can take in Bozeman. Core Team members, along with consultants and community partners,
will help establish a vision, goals, outcomes, and actions for the Equity & Inclusion Plan.
The Equity & Inclusion Plan will help us make Bozeman a more inclusive place to work, improve
equitable delivery of City services, and guide collaboration with local organizations to make Bozeman a
place where we all belong.
EXPECTATIONS of Belonging in Bozeman Core Team members:
Supervisor approval and ability to commit about 10 hours a month over the next 18 months to
attend regular meetings, work on planning efforts, and actively participate in trainings;
Commitment to building a compassionate, fun, and productive team dynamic;
Humility, curiosity, and motivation to grow knowledge and understanding of equity issues;
Communication skills and willingness/ability speak to a variety of audiences about our efforts;
40
Group Agreements:
- W.A.I.T.—Why Am I Talking? W.A.I.N.T. - Why Am I NOT Talking? There needs to be space for
disagreement, discomfort, maybe even conflict because of differing perspectives. Give space for
silence
- Make Space, Take Space—help balance the contributions of the very verbose, and of the folks of
few words
- Confidentiality—take the lessons, leave the details;
- Be open to learning; many things can be true all at once depending on your experience; it’s
especially important to listen to AND BELIEVE when people share their truth or perception
- Call people in; Accountability, humility, grace; people’s perceptions or opinions do not reflect
their value as a human
- Be open to someone else speaking toward your experience; relatability; advocacy
- Building, not selling—when you speak, converse, don’t pitch; listen for the sake of listening, not
so you can formulate a response; Conversing to understand each other not to coerce each other
- Yes/and, both/and; no/and
- Value the process as much as, if not more than, you value the outcomes; what is our
experience? Mindfulness, presence allows room for creativity, creation of something together.
- Assume positive intent; acknowledge impact; we are all responsible for our own understanding
and awareness;
- Self care and community care—pay attention to your body, pay attention to your neighbors
41
City Commission -July 19th, 2022
Belonging in Bozeman
Intro to the Equity & Inclusion Planning process
42
•What’s the “why”?
•Recent and ongoing efforts
•Overview of Equity & Inclusion Planning
process
•Work session questions
o What input does the Commission have on engaging key
groups in our community and key organizational and
regional partners?
o Does the Commission support the scope and purpose of
this effort?
Overview
43
Our goal is to ensure that every resident, visitor, and City of
Bozeman employee feels welcomed and valued, and can
thrive no matter their race, identity, or life circumstance.
Equity Indicators & Gaps Analysis
•Housing cost burden
o Renters and low income households are three times as
likely to be housing cost burdened
o People of color are overrepresented in low-income
households
•Gender pay equity within the City of Bozeman
Why develop an Equity &
Inclusion Plan?
44
•Bozeman became a City for CEDAW
•Established Juneteenth and Indigenous
People’s Day
•Established an LGBTQ+ Liaison to the City
Manager’s Office
•180 staff participating in four-part workshop
series on DEI foundations
•Published RFP to hire consultants to facilitate
the development of the Equity & Inclusion Plan
Recent efforts
45
Ongoing efforts
•Inclusive City Report: City Commission
directed staff to review city policies and
procedures in July 2020
o 24 actions items
o Guided by Inclusive City Core Team
o Remaining items will be included as action
items in the new plan
46
Belonging in Bozeman Core Team
•20 staff representing all departments, varying
levels of leadership, work roles, and identities
•Responsible for developing the plan alongside
consultants
47
Photo caption: Equality is when everyone has access to a bicycle. Equity is when everyone is able to benefit from having access to a bicycle because the design of each bicycle meets their unique needs.
Establishing shared language
48
Establishing shared language
Diversity:Variation and difference across individuals in a
group, organization, or community.
A group can be described as diverse when it is made up of
individuals of varying characteristics.
49
Establishing shared language
Inclusion:What we do with diversity.
•An individual, group, organization, or community is
inclusive when differences and variation are leveraged
and celebrated.
50
Establishing shared language
Belonging: In progress!
•The Belonging to Bozeman Core Team is developing
a shared definition of “Belonging”
o Support
o Security
o Acceptance
o Purpose
o Authentic
o Trust
o Openness
o Safety
51
•Tell the story of equity and belonging in
Bozeman
•Engage city staff, partner organizations,
agencies, and community members to be more
deeply involved in the planning process
•Establish a vision and desired outcomes,
connect equity indicators, actions, resources
needed, and define accountability
•Create a framework for coordinated
implementation of the plan
Scope and purpose of the plan
52
•Work with a range of different community groups
and organizations
•Invest in language access throughout the
engagement process
•Ensure alignment with CEDAW Resolution and
continuation of Inclusive City commitments
Economic Vitality Board
Discussion
53
•April 2022: Belonging in Bozeman team kick-off
•May-July: Select consultants, background research
•August-October: Community engagement plan, root
cause analysis
•Nov-Feb 2023: Community engagement, establish
vision, desired outcomes
•March-May: Draft actions, identify responsibility,
resources, timelines
•June-August: Internal draft review, first round edits
•Sept-Oct: EV Board final presentation,
recommendation to CC for adoption, CC adoption
Developing the plan
54
•RFP closes July 22nd
•Review and select consultant early August
•Finalize community engagement plan
Next steps
55
•What input does the Commission have on
engaging key groups in our community and key
organizational and regional partners?
•Does the Commission support the scope and
purpose of this effort?
Work session questions
56
Memorandum
REPORT TO:City Commission
FROM:Taylor Chambers, Deputy City Clerk
Mike Maas, City Clerk
Jeff Mihelich, City Manager
SUBJECT:Appointments to the Downtown Business Improvement District Board
MEETING DATE:July 19, 2022
AGENDA ITEM TYPE:Citizen Advisory Board/Commission
RECOMMENDATION:I move to designate Eric Sutherland as the Vice-chair of the Downtown
Business Improvement District Board.
STRATEGIC PLAN:1.2 Community Engagement: Broaden and deepen engagement of the
community in city government, innovating methods for inviting input from
the community and stakeholders.
BACKGROUND:For the July 12 agenda, the City Clerk made an error in representing the
applicants relative to the Vice-chair position. Prior to action at that meeting,
Eric Sutherland had been serving in the position of Vice-chair. Due to the
representation in the memo that Mr. Sutherland had opted not to reapply to
the board, Erik Nelson was appointed to the position of Vice-chair. Upon
recognition of the error, and with the consent of Mr. Nelson, the City Clerk
presents this item as the formal avenue to rectify the error.
UNRESOLVED ISSUES:None identified
ALTERNATIVES:As suggested by the City Commission.
FISCAL EFFECTS:None.
Report compiled on: July 13, 2022
57