HomeMy WebLinkAboutLindley Center Renovation - Request for Proposals 2025.03.11Page 1 of 15
REQUEST FOR QUALIFICATIONS (RFQ) & PROPOSAL (RFP)
LINDLEY CENTER RENOVATION – ENGINEERING AND
ARCHITECTURE
CITY OF BOZEMAN
Bozeman, MT
City of Bozeman
PO Box 1230
Bozeman, MT 59771-1230
March 2025
Page 2 of 15
NOTICE IS HEREBY given that the City of Bozeman (City) is seeking qualifications & proposals from firms to
provide engineering and architectural services related to the renovation of the Lindley Center. The
selected firm is to generate architectural and engineering designs and plans for the space renovation
including structural and mechanical improvements, generate cost estimates, and provide construction
administration services for the project.
Copies of the Request for Qualifications 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 RFQ 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 RFQ 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 RFQs via email to the City Clerk by April 10 at 3:00 PM MDT. 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: procurement@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.
Failure to comply with the above may be cause for the City to deem the submittal non-responsive.
Any administrative questions regarding proposal procedures should be directed to: Mike Maas, City Clerk
(406) 582-2321, procurement@bozeman.net.
Questions relating to the RFQ should be directed to: Shane Miller, Facilities Project Coordinator, (406)
577-7425, smiller@bozeman.net.
DATED at Bozeman, Montana, this March 11, 2025.
Mike Maas
City Clerk
City of Bozeman
For publication on:
Saturday, March 22, 2025
Saturday, March 29, 2025
I.INTRODUCTION
The City of Bozeman (Owner) is seeking qualifications from firms to undertake engineering, architecture,
and construction administration services relating to the renovation of the Lindley Center.
The Owner intends to enter into a contract with the selected firm that will include creating architectural
and engineering designs and plans for structural repairs and general renovation work, generating project
cost estimates, and providing construction administration services for the Lindley Center renovation and
repair project.
This RFQ/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 RFQ/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
RFQ/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.SCOPE OF PROJECT - PROJECT BACKGROUND AND DESCRIPTION
Introduction
On November 2nd, 2021, the voters of the City of Bozeman approved a bond to fund the renovation of
several public recreation facilities, including the Lindley Recreation Center. The building, located at 1102
E Curtiss St, Bozeman, MT 59715, was built as a modest log structure in 1934 which was eventually
transformed into Bozeman’s first golf course clubhouse. The structure evolved over the years to include
several structural additions to support community events such as weddings, youth camps, and various
organizations, programs and meetings.
An overview of Lindley Center intended uses is as follows:
Intended maximum occupancy: 150 (maintain current occupancy levels)
Number of Bookings per Year: 375-400
Building space shall be configured to flexibly accommodate a wide variety of activities without showing
preference to a specific user group.
-Wedding Venue
o Typical Size – 100 - 150
o Days per Year: 30+
-Community Events
o Typical Size: 20 – 150
o Type of Events: Meetings, lectures, screenings, galas, dances, classes, workshops,
recreation programs, fitness classes, BBQ’s, reunions, and school events.
-Youth recreation camps & adult workshops
o Typical Size: 25-50
o Type of Events: Bozeman Parks & Recreation youth and teen camps, theater programs,
nature / adventure programs, preschool programs, various workshops including
wilderness first aid, coaches clinics, etc.
-Outdoor sports groups
o Typical Size: 15-150
o Type of Events – Cross Country Skiing (Training + Races), Cycling, running, cyclocross
Bond Obligations are as follows:
These items were included in the bond language approved by voters to fund this project. All Bond
Obligation items must be completed in some form to meet legal obligations.
-Upgrading restrooms to meet current Americans with Disabilities Act requirements
-Replacing windows
-Replacing log siding
-Upgrading the kitchen
-Insulating the east roof
-Installing floor and roof supports
Improving the parking lot and related site improvements
Objectives
The Lindley Center Renovation project is to include but is not limited to structural repairs, MEPF
upgrades, and architectural changes to accommodate the level of sophistication required for a legacy
event center.
Design – Owners Criteria:
-Structure
o Building shall meet applicable building code requirements and be free of structural
deficiencies
o Mitigate issues caused by low roof, ice damming, and lack of door clearance on West
shed roof section
-Layout
o Maximize floorplan to be a highly flexible space capable of accommodating the greatest
range of uses and activities
o Improve sight lines inside building compared to current conditions (boxed trusses, low
ceilings, room separations)
-Envelope
o Ensure the building envelope is complete and effective, including siding, sheathing, air
barriers and insulation systems
-ADA Compliance
o Restrooms must meet ADA requirements and increase usability over existing
configuration
o Ensure appropriate ADA compliant access to the building
-Windows
o Replace all windows with new units meeting current energy code, and include operable
windows with screens as necessary to allow for cross ventilation
-Kitchen Upgrades
o Improve kitchen functionality for storing and serving food during events. Kitchen is not to
be for the cooking/preparation of food, warming and serving only
o Configure better for serving, evaluate reducing square footage of kitchen as applicable
o Electrical service for warming trays, crock pots, microwaves
o Appliances shall not present the opportunity for cooking of food (no burners/range/high
temp oven)
o Kitchen to have at minimum 2 compartment stainless steel sink and a separate mop sink
o Kitchen shall not require grease hoods / interceptors, or fire protection systems
o Kitchen finishes, appliances, and fixtures shall be easily cleaned and maintained
-Janitorial
o A small locking closet shall be present for the use of janitorial contractors and storage of
their supplies
-Exterior Decking
o Repair, replace or remove deck and structure to address structural, finish, and ADA issues
o Maintain at least approximate square footage of existing deck space as useable outdoor
event space suitable for tables and chairs (deck, patio, etc.)
-Lighting
o Upgrade all lighting to LED with dimmable controls
-Electrical System
o Upgrade to address existing deficiencies and meet building’s intended use
o Provide exterior outlets on dedicated service that can be locked out when not in use
-Replace HVAC System
o Replace existing HVAC system to improve energy efficiency and occupant comfort
o Provide cooling capability
-Plumbing
o Re-plumb as needed to support renovation of kitchen and bathrooms
o Remove and/or replace aging piping and abandoned equipment
o Clear sanitary sewer pipes serving building and line with cure-in-place pipe lining
o Provide exterior hose bibs for use of renters. Shall be frost proof and equipped with
shutoff valve that can be locked out when not in use.
-Interior Finishes
o Improve or replace aged interior finishes
o Expose historic architectural elements if aligned with proposed design of renovation
o Utilize durable and easily maintainable finishes
-Security
o Replace / modernize fire detection and alarm system
-Parking
o Re-pave and stripe parking lot
o Improve ADA accessibility
o Improve site lighting
-Site
o Improve pedestrian + event equipment access to building from parking lot
o Improve site drainage
o Modify landscaping as appropriate
o Landscaping shall not require irrigation systems and be designed for low maintenance
-Operations
o Design shall provide consideration to minimizing building ownership and operation costs
o Design shall maintain a small office for Rec Dept. staff of roughly equivalent square
footage as existing office. Shall provide compact workspace for 2 people.
o Provide consideration for snow removal and accumulation zones
-Percent for Art
o This project will be subject to a Percent for Art requirement
o 1% of the construction budget ($15,000) shall be reserved for the purchase of public art
o Architectural design shall provide consideration for potential ways to incorporate public
art into the project
Owner’s Wish List Items:
If feasible within the budget, the following items or features are desired. These items are secondary to
the core Owners Criteria and are not a requirement for proposals.
-Basement heated storage
-TV Screens / Projector
-Audio System with interior and exterior speakers
-Warming oven (if compliant)
-Storage area on main level for folding tables and chairs
-No in floor electrical boxes
-Water bottle fill station
-Bike parking
-Hard wired networking
-Patio space
III.SCOPE OF SERVICES
The Scope of Services for the proposed contract is for design services on the Lindley Center Renovation
project. The successful firm will provide all services necessary to complete the design, develop
construction bid documents, assist in bidding the project and coordinate in oversight of the construction
activities. The center falls outside of the City of Bozeman Historic District, yet this project would like to
maintain as many of the district’s principles as feasible. All work must be in compliance with all
applicable requirements under Montana and Federal laws and regulations.
Pre- Project Inspection and Assessment
Identify design goals and objectives.
Define design timelines.
Define construction/renovation scope of work.
Define and segregate base scope of work and alternate scopes of work.
Preliminary Design
Designing structural repairs and modifications to address deficiencies documented in pre-project
structural analysis.
Schematic Design Phase
Preliminary cost estimation and budget development
Design Development Phase
Construction Documents
Construction Documents – to include all Design Documents which will specify all elements and
other information necessary to complete the construction project, including all permitting and
regulatory approvals required.
Bidding – creation of drawings and contract documents required to put project out to bid. The
selected firm will assist the City in preparing bid documents, soliciting and evaluating bids, and all
other bidding activities.
Final As-Built Drawings and O&M packets
Construction Bidding
Work in concert with the City of Bozeman to facilitate a Hard Bid event for General Contractors
based on approved Construction Documents
Assist with conducting & scheduling site walk(s)
Responding to RFQs
Assist the City with reviewing & evaluating General Contractor bids for accuracy & compliance to
bidding instructions
Administration of Construction Contract
Professional services as normally required for oversight and execution of the construction
contracts during the preconstruction and construction phases of this project.
Detailed project schedules will be established during task order negotiations. Proposals must clearly
demonstrate the firm’s ability to provide the services detailed above given their current staffing.
IV.TIMELINES, DELIVERY DEADLINE, AND INSTRUCTIONS
As the initial submittal to the Owners, RFQs/RFPs MUST BE DELIVERED NO LATER THAN 3:00 PM,
MOUNTAIN TIME, April 10, 2025, by email.
The email address for submission is: procurement@bozeman.net
Lindley Center Renovation – Engineering and Architecture
Bozeman City Clerk
City Hall
121 North Rouse Avenue
Bozeman, MT 59715
RESPONSES THAT ARE UNSIGNED OR SUBMITTED BEYOND THE DEADLINE SHALL NOT BE
CONSIDERED AND SHALL BE REJECTED.
A.Contact Information
ALL QUESTIONS AND CONTACTS REGARDING THIS RFQ/RFP MUST BE SUBMITTED IN WRITING TO:
Shane Miller
Facilities Project Coordinator
P.O. Box 1230
Bozeman, MT 59771-1230
(406) 577-7425
smiller@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 3:00 PM MST on Monday, April 7th.
B.Selection Timeline Approximation
Advertising dates:
Receipt of RFQs:
RFQ Review Complete by Committee:
Interviews:
Selection:
March 22 and 29, 2025
No later than 3:00 p.m. MDT April 10, 2025
April 18, 2025
April 25, 2025
May 2, 2025
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/RFPs. The selection committee shall consist of no less
than three persons representing the City. The selection committee will review
conforming RFQ responses using the criteria listed above. RFQ responses that do
not contain the required documentation will be deemed nonresponsive to this
solicitation and may be rejected.
2.Revisions. Responses will be accorded fair and equal treatment with
respect to opportunity for discussion and revision of responses, and such revisions
may be permitted, after submissions and prior to award for the purpose of
obtaining best and final responses.
3.Evaluation & Elimination. After evaluating all conforming responses based
on the criteria herein the selection committee may eliminate one or more or all
Respondents from further review if they do not meet the qualification criteria
specified herein. Any Respondents eliminated by the selection committee, at any
time, or for any reason, shall have no opportunity to make revisions or participate
further in the selection process.
4.Interviews. After reviewing conforming RFQ responses, the selection
committee may decide to schedule interviews with qualified respondents. Each
firm selected for interview will be notified of the specific time for their interview.
The format of the interview will be left up to the proposing firm; however,
interviews will be [45] minutes inclusive of questions from the selection
committee, with 15 minutes between interviews for transitions and set up
between Respondents.
5.Selection and Final Recommendation. The selection committee will tally
the scores for the RFQ. At that time contract negotiations will take place between
the City and successful Respondent. The City may negotiate a contract with the
next highest ranked Respondent if a contract cannot be made.
B.RFQ – FORM AND CONTENTS
Deliver one (1) original digital copy (via email), prepared as follows:
i.General Instructions:
a.RFQ/RFP responses must be signed by an officer or principal of your firm.
b.RFQ/RFP responses must be contained in a single searchable PDF document
not to exceed 25 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,
full page resumes (1-page max per key personnel, limit to five (5) resumes),
and dividers are exempted from the page limit.
c.Schedules may be submitted in addition to the page limit.
ii.Firm Information:
a.Experience. Respondent must demonstrate successful experience and capacity
to act as a contractor on projects of similar size, type and complexity. Provide
the name and location of each project, the client, and the contact person and
phone number. Describe experience and qualifications of the professional
personnel to be assigned to this project. Describe your recent and current work
for the City of Bozeman, if any.
b.Firm Background. Provide information about the firm, including location.
Describe the firm’s history. Include information identifying the firm’s annual
volume of business, financial/bonding capacities, and speak to the firm’s
stability in the marketplace. Information identifying the firm’s strengths and
weaknesses along with special capabilities that may be appropriate to the
Project will assist in the evaluation.
c.Firm Workload. Provide the status of current and anticipated work within the
firm in terms of time and magnitude for the anticipated Project schedule as it
relates to availability of key personnel and your firm. Describe the firm’s
capability to meet time and project budget requirements.
d.Claims. At any time in the last ten (10) years has your firm been assessed and
paid liquidated damages after completion of a project under a contract with a
public owner?
e.References. Provide detailed contact information for the Owner for at least five
(5) project undertaken by your firm within the past five years.
f.Price Proposal. Provided a detailed executive level pricing breakdown, per
phase of all tasks required to complete design efforts as described herein for an
estimated $1.5 million construction budget. Please provide Construction
Administration Services as an add/alternate.
C.EVALUATION CRITERIA
Qualifications will be evaluated by the Selection Committee who will individually score
them out of a total of 100 possible points based on the criteria below. The scoring criteria
and possible point values are:
1.Respondent’s experience with projects of similar size and design:
Possible Points: 35
2.Firm’s Qualifications:
Possible Points: 25
3.Capabilities to meet time schedule and project budget requirements.
Possible Points: 15
4.Present and projected workloads:
Possible Points: 10
5.Past projects/experience working with the City of Bozeman:
Possible Points: 10
6.Office(s) location:
Possible Points: 5
VI.FORM OF AGREEMENT
A sample form of the contract documents is attached as Appendix B.
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.
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.
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, David
Arnado at 406-582-3232
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: SAMPLE Form Contract Documents
Appendix C: 2014 Structural Assessment
Appendix D: 2022 Structural Assessment
Appendix E: 2022 As-Builts
END OF RFQ
Appendix 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