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HomeMy WebLinkAboutMediation Services RFP (002)Page 1 of 10 REQUEST FOR PROPOSALS (RFP) MEDIATION SERVICES FOR LANDLORD AND RESIDENTIAL TENANTS IN BOZEMAN CITY OF BOZEMAN Bozeman, MT City of Bozeman PO Box 1230 Bozeman, MT 59771-1230 February 2026 INSTRUCTIONS NOTICE IS HEREBY given that the City of Bozeman (City) is seeking proposals from firms to provide mediation services for residential tenants and landlords within the city of Bozeman related to housing with a primary focus on eviction prevention. Copies of the Request for Proposals 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 City email address below. All proposals must comply with level A and AA Success Criteria and Conformance Requirements as defined by current Web Content Accessibility Guidelines (WCAG). Respondents are advised the City’s email attachment size limit is 25MB and only one PDF file will be allowed per response. The subject line of the transmittal email must 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 with the City Clerk. It is the Respondent’s sole responsibility to ensure the file upload is completed, and that the City is separately notified via email of the same, prior to the given deadline. Deliver responses to this RFP via email to the City Clerk by Monday, March 2, 2026, at 8:00AM MT. It is the sole responsibility of the Respondent to ensure proposals are received prior to the closing time as late submittals will not be considered. The email address for submission is: procurement@bozeman.net Any administrative questions regarding proposal procedures should be directed to: Mike Maas, City Clerk (406) 582-2321, procurement@bozeman.net. Questions relating to the RFP should be directed to: Anna Saverud, Chief Civil Attorney, (406) 582-2309, asaverud@bozeman.net. Respondents must agree to the City’s non-discrimination and equal pay affirmation, attached as Appendix A. DATED at Bozeman, Montana, this February 4, 2026. Mike Maas City Clerk City of Bozeman For publication on: Saturday, February 7, 2026 Saturday, February 21, 2026 INTRODUCTION The City of Bozeman (City), requests proposals from organizations to provide voluntary and court ordered mediation services to residential landlords and tenants within the city of Bozeman. The mediation services will focus on early intervention and provide for constructive dialogue and nonjudicial resolutions between landlords and tenants. The City intends to contract with one or more selected organizations for all aspects of the mediation services including but not limited to intake procedures, scheduling, mediations, and developing written agreements between tenants and landlords. The services must fulfill the goals and objects of the City’s adopted Landlord/Tenant Mediation Program. This RFP does not commit the City to enter into an agreement, to pay any expenses incurred in preparation of any response to this RFP, or to procure or contract for any services. The City reserves the right to accept or reject all responses received if it is in the City’s best interest to do so. PROJECT BACKGROUND AND DESCRIPTION In the city of Bozeman, over half the residents of our community are tenants. The City recognizes housing stability and eviction prevention have demonstrable impacts on social, economic, public health and costs related to housing. In an effort to assist residential landlords and tenants resolve disputes outside the judicial system, the Bozeman City Commission, as part of its Strategic Plan of a safe and welcoming community, adopted Ordinance 2025-11 (creating a Tenant’s Right to Civil Counsel and Landlord/Tenant Mediation Program), and Resolution 2025-77 (establishing Commission Goals for a Tenant’s Right to Counsel Program and Landlord/Tenant Mediation Program. These two documents establish the Mediation Program. Services provided pursuant to this RFP must comply with Ordinance 2025-11 and Resolution 2025-77. The Mediation Program will focus on voluntary prelitigation intervention, recognizing the earlier a dispute is discussed and resolved will save the parties time and money and will potentially decrease court filings, process service time, and fees, etc. The Mediation Program will also accept court referrals for mediation in landlord-tenant disputes related to tenancies within the city of Bozeman. The selected organization(s) has the exciting opportunity to be creative in how to deliver the services. SCOPE OF SERVICES The selected organization(s) will provide mediation services to residential landlords and tenants of property located within the city of Bozeman related to housing issues at no direct cost to the participants. While the City will contract for these services, the selected organization will fulfill the objectives of the City independently as deemed appropriate in their professional judgement. The selected organization will be responsible for: a. Implementing an intake process for voluntary mediation requests and implementing an invitation to mediate to the other party. b. Implementing a court referral process to accommodate court referrals for mediation in an expeditious manner to be responsive to the court calendar. c. Developing materials to inform landlords and tenants of the existence of the Mediation Program. d. Assisting City staff with the development of educational materials related to landlord/tenant relationships. e. Mediating landlord/tenant disputes. f. Maintaining confidentiality of mediation participants, contents and outcomes. g. Providing aggregate data to the City, including but not limited to, client demographics, number of clients served and case outcomes to help determine the efficacy of the Mediation Program. PROPOSAL REQUIREMENTS The City requests organizations interested in providing the services described above to submit the following information. Responses to each item must appear in the same order as in this RFP and must identify the item to which the response applies. Respondent must disclose whether Respondent intends to use Generative AI in the fulfillment of the services if awarded a contract. • Executive Summary: Include an overview of the proposal. • Organization Profile: Include number of staff, areas of expertise, and experience in fulfilling the goals and objectives of the Mediation Program. • Scope of Project: Include details about how the Respondent intends to provide the Scope of Services as well as any suggestions for additional work to be included in the Scope of Services to achieve the City’s objectives. • Related Experience with Projects Similar to the Scope of Services. Describe other related experience the Respondent has with mediation in a tenant and landlord context or describe how other experience qualifies the Respondent for providing the Scope of Services. • Description of Proposed Solution: Discuss how the Respondent will address the legislative intent of the Ordinance and Resolution establishing the Mediation Program and how the Respondent proposes to create, implement, and deliver the Mediation Program. • Proposed Schedule: Describe, if selected, when the Respondent will begin the Mediation Program including a potential date for when the Respondent will be accepting requests for mediation. • Present and Projected Workloads: Describe other work the Respondent currently has and projects to have that may influence the ability of the Respondent to deliver the Mediation Program. • References: List references, including names and contact information, who have information on the Respondent’s ability to deliver the Mediation Program. • Price Proposal: Describe the costs and fees the Respondent will charge the City for delivering the Mediation Program. The proposal must address, at a minimum, fees and costs for developing education materials, marketing the mediation program, and rates and fees directly associated with mediation. Affirmation of Nondiscrimination and Equal Pay (see Appendix A) Failure of a Respondent to complete the Affirmation of Nondiscrimination and Equal Pay is cause for the City to disqualify a Respondent. TIMELINES, DELIVERY DEADLINE, AND INSTRUCTIONS EVENT DATE/TIME Publication dates of RFP Saturday, February 7, 2026 Saturday, February 21, 2026 Deadline for receipt of proposals Monday, March 2, 2026 Evaluation of proposals Week of March 2, 2026 Interviews (if necessary) and Selection of consultants Tentative week of March 9, 2026 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 (procurement@bozeman.net) by Monday, March 2, 2026 at 8:00AM MT. It is the sole responsibility of the Respondent to ensure that proposals are received prior to the closing time as late submittals will not be considered. All proposals must be provided as a single, searchable PDF document file and be submitted digitally as an email attachment to the RFP City email address procurement@bozeman.net. Respondents are advised the City’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 with the City Clerk. It is the Respondent’s sole responsibility to ensure the file upload is completed, and that the City is separately notified via email of same, prior to the given deadline. AMENDMENTS TO SOLICITATION Any interpretation or correction of this RFP will be published on the City’s webpage. The deadline for questions related to this document is 5:00 p.m. MT on Wednesday February 25, 2026. CONTACT INFORMATION Any administrative questions regarding this RFP should be directed to: Mike Maas, City Clerk, (406) 582-2321, procurement@bozeman.net Questions relating to scope of services should be directed to: Anna Saverud, Chief Civil Attorney, (406) 582-2309, asaverud@bozeman.net 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. 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.” SELECTION CRITERIA Proposals will be evaluated based on the following criteria: • [5 points] Executive Summary • [40 points] Qualifications of the Organization for Scope of Services; Cost • [50 points] Scope of Project and Proposed Solutions • [5 points] Related Experience with Similar Projects FORM OF AGREEMENT The selected Respondent will be required to enter into a contract with the City in substantially the same form as the agreement attached as Appendix B. Selected Respondent acknowledges that City may make changes to the agreement as required by the nature of the scope of services. 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, are subject to public disclosure. A submission in response to this RFP confers no rights upon any respondents and shall not obligate the City in any manner whatsoever. The City reserves the right to not make an award or to solicit additional proposals 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. 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; 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 reserves the right to consider in its evaluation of the proposal if any Respondent has previously failed to perform properly to the satisfaction of the City or failed to complete on time agreements of similar nature. D. The City reserves the right to determine the best qualified Respondent and negotiate a final scope of service and cost, negotiate a contract with another Respondent if an agreement cannot be reached with the first selected Respondent, or reject all proposals. E. The professional services contract between the City and the successful Respondent will incorporate the Respondent’s scope of service and work schedule as part of the agreement (see Appendix B for form of agreement. The agreement presented to the Respondent may differ from this form as appropriate for the scope of services). F. This RFP does not commit the City to enter 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 City entering into an agreement. The Respondent, 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 Respondents who submitted proposals will be notified. H. Projects under any contract are subject to the availability of funds. NONDISCRIMINATION AND EQUAL PAY POLICY The City 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). 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 RFP. 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 RFP or in any subsequent agreement, or any other contract entered into as a result of this RFP, 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 at 406-582-3232 or the City’s TDD line at 406-582-2301. E. Other. When discrepancies occur between words and figures in this RFP, 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, 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 City, including, but not limited to, applicable wage rates, payments, gross receipts taxes, building codes, equal opportunity employment practices, safety, non-discrimination, etc. ATTACHMENTS The following exhibits are incorporated in this RFP: Appendix A: Non-Discrimination Affirmation Appendix B: Agreement Appendix C: Resolution 2025-77 Appendix D: Ordinance 2025-11 END OF RFP 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. ____________________________________(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). ______________________________________ [Name and title of person authorized to sign on behalf of Respondent]