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HomeMy WebLinkAboutRFQ - General Contractor Construction Manager - Lindley Center Renovation 2025.03.11 (002)Page 1 of 16 REQUEST FOR QUALIFICATIONS (RFQ) & PROPOSAL (RFP) LINDLEY CENTER RENOVATION – GCCM (GENERAL CONTRACTOR/CONSTRUCTION MANAGER) CITY OF BOZEMAN Bozeman, MT City of Bozeman PO Box 1230 Bozeman, MT 59771-1230 March 2025 Page 2 of 16 NOTICE IS HEREBY given that the City of Bozeman (City) is seeking qualifications from firms to provide general contractor / construction management services related to the renovation of the City of Bozeman Lindley Center. The selected firm is to generate a detailed schedule, a detailed budget, and a detailed safety plan for center renovations. The firm will provide preconstruction services and identification of a GC/CM fee and fixed costs for general conditions work, with provisions for adding construction services through acceptance of a guaranteed maximum price (GMP). The GMP would include construction services through completion of the Project. The GCCM is responsible for communicating with clients, designers, and third-party consultants thought the course of the project (design to final acceptance) to ensure the successful completion of the project. Alternatively, Owner may, at its sole discretion, choose not to continue the GC/CM contract beyond the completion of preconstruction activities and solicit bids from qualified contractors for the construction of 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 23 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 29, 2025 Saturday, April 5, 2025 I.INTRODUCTION The City of Bozeman (Owner) is seeking qualifications from firms to undertake (GCCM) general contractor/construction management services relating to the renovation of the City of Bozeman Lindley Center. The Owner intends to enter into a contract with the selected firm that will include generating a detailed schedule, a detailed budget, and a detailed safety plan for pool renovations services for the Lindley Center renovation and repair project. The selected firm will also be expected to hire, monitor, and manage subcontractors. The selected firm is responsible for delivering the complete project on time and under budget as defined by the contract documents. The Owner expects the qualifying firm(s) the work closely with architects, engineers, 3rd party firms and ownership through design through final acceptance. 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 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 final construction on the Lindley Center Renovation project. The successful firm will provide all services necessary to complete detailed schedules, detailed budgets, detailed safety plans and provide oversight of the construction activities from beginning of design through final turnover. All work must be in compliance with all applicable requirements under Montana and Federal laws and regulations. Pre- Project Inspection and Assessment (Pre- Construction)  Participation in all design, coordination, and building committee meetings.  Review all designs for constructability.  Identify construction goals and objectives.  Define budget/bidding timelines.  Define schedule timelines.  Define construction/renovation scope of work.  Work with the Owner and design team on phasing, scheduling, and other strategies to complete construction of the Project on or before the stated date.  Provide information, estimates, schemes, and participate in decisions regarding construction materials, methods, systems, phasing, sustainability and costs to assist in determinations which are aimed at providing the highest quality building, constructed using the most sustainable construction materials and practices, within the budget and schedule.  Review completed design and construction documents prior to subcontractor/supplier bidding/selection and suggest modifications to improve completeness and clarity and to eliminate construction change requests due to inconsistencies or omissions in the construction documents. Provide input to the Owner and the design team regarding long lead time materials and equipment, impact on the construction schedule and strategies for mitigating the impact. Budget  Preparing a detailed financial analysis of the project in concert with the design team and ownership based upon initial design.  Providing an estimate of total project expenditures and returns.  Track expenditures throughout the course of the project as well as analyzing and reporting financial impacts of potential design changes and value engineering.  Manage project spending utilizing precise tracking and reporting mechanisms.  Collaborate with all project stakeholders to gather input and insight during budgeting.  Provide input to the Owner and the design team regarding construction market bidding climate, status of key subcontract markets, and other relevant economic conditions.  Prepare construction cost estimates for the Project at the schematic, design development and construction document design phases and, if appropriate, at other times throughout of the work.  Notify the Owner and design team immediately if construction cost estimates appear to be exceeding the construction budget and reconcile each cost estimate with the Architect’s cost estimate, if required. Schedule  Provide a detailed baseline schedule that defines scope, lists tasks, sequences activities, assigns resources, estimates duration, and provides an accurate turnover date.  Utilizes a Gantt charts (which marry precisely to the associated schedules) to depict activities and their overlap as well as project milestones to mark major start/finish dates.  Delineate between Critical Path activities and all other activities.  Provide updated and accurate schedules throughout the course of the project. Oversight/Safety  Provide construction planning, risk management, quality assurance, and on-site monitoring of all construction activities from inception through completion.  Provide a detailed onsite safety plan to include but is not limited to overall safety policy, PPE requirements, fire protection protocols, hazardous materials protocols, and emergency management. 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 MUST BE DELIVERED NO LATER THAN 3:00 PM, MOUNTAIN TIME, April 23, 2025, by email. The email address for submission is: procurement@bozeman.net Lindley Center Renovation – GCCM (General Contractor / Construction Manager) Bozeman City Clerk City Hall 121 North Rouse Avenue Bozeman, MT 59715 RESPONSES THAT ARE UNSIGNED OR SUBMITTED BEYOND THE DEADLINE SHALL NOT BE CONSIDERED AND SHALL BE REJECTED. A. Contact Information ALL QUESTIONS AND CONTACTS REGARDING THIS RFQ MUST BE SUBMITTED IN WRITING TO: 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 14th. B. Selection Timeline Advertising dates: March 29 and April 5, 2025 Receipt of RFQs: No later than 3:00 p.m. MDT April 23, 2025 RFQ Review Complete by Committee: May 9, 2025 Interviews: May 16, 2025 Selection: May 23, 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. 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 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, 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. Please provide rate percentage of construction cost for construction management services. C. EVALUATION CRITERIA Qualifications will be evaluated by the Selection Committee who will individually score them out of a total of 100 possible points based on the criteria below. The scoring criteria and possible point values are: 1. Respondent’s experience with projects of similar size and design: Possible Points: 40 2. Firm’s Qualifications: Possible Points: 25 3. Capabilities to meet time schedule and project budget requirements. Possible Points: 10 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/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 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 of Agreement between Owner and General Contractor/Construction Manager 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