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REQUEST FOR QUALIFICATIONS (RFQ)
BOZEMAN SUSTAINABLE ORGANICS
MANAGEMENT PROCESSING SERVICES
CITY OF BOZEMAN
Bozeman, MT
City of Bozeman
PO Box 1230
Bozeman, MT 59771-1230
January 2024
Page 2 of 13
NOTICE IS HEREBY given that the City of Bozeman (City) is seeking qualifications from firms to support the
city of Bozeman Solid Waste Division with Processing Services for the Sustainable Organics Management
Program.
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 the City Clerks’ Office 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 RFQs via email to the City Clerk by February 29th, 2024 at 2:00 p.m. MST. It is the sole responsibility
of the proposing party to ensure that proposals are received prior to the closing time as late submittals
will not be accepted and will be returned unopened.
The 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.
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: Alex Newby, Deputy
City Clerk (406) 582-2320, agenda@bozeman.net.
Questions relating to the RFQ should be directed to: Kevin Handelin, Solid Waste Superintendent, (406)
582-3238, khandelin@bozeman.net .
DATED at Bozeman, Montana, this January 30, 2024.
Alex Newby
Deputy City Clerk
City of Bozeman
For publication on:
Saturday, February 3, 2024
Saturday, February 10, 2024
Saturday, February 17, 2024
Saturday, February 24, 2024
I. INTRODUCTION
The City of Bozeman (City), is seeking statements of qualifications from experienced compost processing
service contractors capable of providing organics processing services.
The City intends to enter into a contract with a selected contractor to process the organic waste
collected through the City's curbside collection program and produce a finished stabilized product
compliant with compost regulations and quality standards. Organic material anticipated for processing
includes both yard and food waste. The City may add other permissible streams of organic waste for
processing in future.
This RFQ shall not commit the City 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 City
reserves the right to accept or reject all responses received as a result of this RFQ if it is in the City’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 City, 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 PROJECT - PROJECT BACKGROUND AND DESCRIPTION
Introduction
The City of Bozeman Solid Waste Division currently operates a seasonal yard waste collection program. In
2023, Bozeman City Commission voted to adopt a policy to expand these services citywide to include a
year-round co-mingled organics collection service that will include both yard waste and vegetative food
waste. Also included is public yard waste material accepted by the Bozeman Convenience Site, located at
2143 Story Mill Road, Bozeman, MT.
The City is looking to enter into a contract with an experienced compost processing service contractor for
a period of 3 years to process the yard clippings, leaves, tree trimmings(1/4 inch diameter and smaller),
weeds, sawdust, livestock bedding/manure, and organic food waste collected and accepted. Yard waste
feedstock from City collection will include vegetative food waste. The City may add any other permissible
steam of organic waste for processing in future.
Operating Hours & Facility Access
For this contract the City will require all compost processing to occur at the City composting processing
facility area (“Compost Facility”) located at 2143 Story Mill Road, Bozeman, MT. See area identified on
map.
• Monday - Friday, 7am to 5pm for permissible hours of operation
• Front access gate off Story Mill Road to be used for main entrance/exit.
• Contractor will use the City composting processing area for owner customer materials
only. Private haulers, or other customers working with Contractor, are not permitted to
use location for drop-off of material without permission following check in and
subsequent payment at the Scale house.
III. SCOPE OF SERVICES
Acceptance of Organic Waste
• Contractor shall receive and accept organic waste arising from curbside collection
services undertaken by the City using collection vehicles. These vehicles will tip
directly to the Composting Facility located at 2143 Story Mill Rd, Bozeman.
• Contractor shall receive and accept yard waste material from public drop-off thru the
Bozeman Convenience Site.
• Contractor shall receive material from other City sources including but not limited to
Streets Division leaf cleanup, City Forestry, City Parks, and City Cemetery.
Processing of Organic Waste
• Contractor shall ensure that the stabilization process used at Compost Facility
conforms to the definition of Composting as defined by the US Composting Council
and contributes to the reduction of the amount of bio-degradable municipal waste
landfilled by the City.
• Contractor shall take all reasonable steps to ensure that no product of the organic
waste from the Composting Facility is sent to landfill for disposal.
• Contractor shall process all feedstocks within 10 weeks.
Contamination of Organic Waste
• It is recognized that some contamination of organic waste will occur at the point of
collection. The City will endeavor to minimize the contamination by:
o working with residents and users of the curbside collection program to educate
and inform them as to the types of organic waste that are acceptable and not
acceptable at the Composting Facility or for collection; and
o working with the City's curbside collection team in the training of relevant staff
to recognize and prevent contamination of organic waste.
• Contractor shall not reject load in its entirety where contaminated material can be
easily removed or where the level of contamination can be brought to an acceptable
level by minimal and safe hand sorting or picking.
• Contractor shall load contaminated material into a City provided roll-off container.
Ownership of Organic Waste
• The City will retain ownership of the organic waste throughout the process, including
the final finished product.
Payments
• Payment for services shall be at the rates set out in the negotiated contract
based on the finished cubic yards of finished product.
• Contractor shall submit monthly invoices to the City for the finished cubic yards
of organic waste processed during the month along with supporting volume
amount and apply any credits for rebates. City will make payment within 30
days from the receipt of the invoice.
IV. TIMELINES, DELIVERY DEADLINE, AND INSTRUCTIONS
Deliver RFQs via email to the City Clerk (agenda@bozeman.net) by February 29th, 2024 at 2:00 p.m.
MST. It is the sole responsibility of the proposing party to ensure that proposals are received prior to
the closing time as late submittals will not be accepted and will be returned. All proposals must be
provided as a single, searchable PDF document file and be submitted digitally as an email attachment
to the RFQ 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 RFQ title, company name and due
date/time. File sizes greater than 25MB in size may be uploaded to an alternate submission method
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.
A. Contact Information
ALL QUESTIONS AND CONTACTS REGARDING THIS RFQ MUST BE SUBMITTED IN WRITING TO:
Kevin Handelin, Solid Waste Superintendent
P.O. Box 1230
Bozeman, MT 59771-1230
(406) 582-2250
khandelin@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 2:00 PM MST on February 29, 2024.
B. Selection Timeline
Advertising dates: February 3, 10, 17, 24, 2024
Receipt of RFQs: February 29, 2024, No later than 3:00 p.m. MST
RFQ Review Complete by Committee: TBD
Selection: TBD
With the exception of the advertising dates and advertised due date, the City reserves the right to
modify the above timeline.
V. 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) digital copy 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. Firm must describe in detail the method of
composting to be used. Please include all equipment utilized in the process.
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 processing time schedule 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 City for at least three
(3) projects 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 scope:
Possible Points: 40
2. Firm’s Qualifications:
Possible Points: 20
3. Capabilities to meet processing time schedule 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
VI. FORM OF AGREEMENT
The final form of the contract documents will be disclosed to Respondents during contract
negotiations.
VII. 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.
VIII. 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.
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.
IX. 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.
X. ATTACHMENTS
The following exhibits are incorporated in this RFQ:
Appendix A: Non-Discrimination Affirmation
Appendix B: Map of composting area
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