HomeMy WebLinkAbout26 - Instructions - Permits, Licenses, & Code Enforcement (PLCE) Software and Implementation Services
Request for Proposals (RFP)
Permits, Licenses, & Code Enforcement (PLCE)
Software and Implementation Services
City of Bozeman
Bozeman, MT
City of Bozeman
PO Box 1230
Bozeman, MT 59771-1230
CLOSING DATE: May 18th, 2026 at 3:00 PM MT
City of Bozeman
Request for Proposals for Permits, Licenses & Code Enforcement
Software and Implementation Services Page 2
INSTRUCTIONS
NOTICE IS HEREBY given that the City of Bozeman (City) is seeking proposals from qualifled Permits,
Licenses & Code Enforcement (PLCE) software and implementation services providers for the City’s
building and development permits; engineering permits for managing the public right-of-way;
licenses and code enforcement; and other City permitting and licensing needs.
Copies of the Request for Proposals are available on the City’s website, which includes the RFP in
PDF form, along with Word and Excel attachments to be completed by the Respondent.
All proposals must be provided as a single, searchable PDF document flle and required Excel
attachments and be submitted digitally as email attachments to the City email address below
preferably in a single email. All proposals must comply with level A and AA Success Criteria and
Conformance Requirements as deflned by current Web Content Accessibility Guidelines (WCAG).
Respondents are advised that City’s email attachment size limit is 25MB. Submissions should
consist of only one single PDF flle and the required Excel attachments. 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 flle upload is completed, and
that the City is separately notifled via email of same, prior to the given deadline.
Deliver RFPs via email to the City Clerk by May 18, 2026 at 3:00 PM 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.
The email address for submission is: procurement@bozemanmt.gov
Any administrative questions regarding proposal procedures should be directed to: Mike Maas, City
Clerk, (406) 582-2321, procurement@bozemanmt.gov.
Questions relating to the RFP should be directed to: Justine Swanson, Project Manager/Financial
Management Analyst, 406-577-7436, Justine.Swanson@bozemanmt.gov
Respondents will be required to agree to the City’s non-discrimination and equal pay affirmation,
attached as V.1.2.
DATED at Bozeman, Montana, this April 11, 2026.
Mike Maas
City Clerk
City of Bozeman
For publication on:
Saturday, April 11, 2026
Saturday, May 9, 2026
City of Bozeman
Request for Proposals for Permits, Licenses & Code Enforcement
Software and Implementation Services Page 3
Table of Contents
Section I. General Information / Instructions to Respondents .............................................. 5
I.1.0 Deflnitions ............................................................................................................... 5
I.2.0 About the City of Bozeman ........................................................................................ 5
I.3.0 About the Project ..................................................................................................... 6
I.4.0 Questions and Inquires ........................................................................................... 11
I.5.0 Proposals .............................................................................................................. 12
I.6.0 City Reservation Of Rights / Liability Waiver .............................................................. 15
I.7.0 Contractual Agreement and Term ............................................................................ 16
I.8.0 Tax ........................................................................................................................ 16
I.9.0 Pricing ................................................................................................................... 17
I.10.0 Notice of Award .................................................................................................. 17
I.11.0 Assignment ........................................................................................................ 17
I.12.0 Nondiscrimination And Equal Pay Policy ............................................................... 17
Section II. Project Scope ................................................................................................ 18
II.1.0 Overview ............................................................................................................... 18
II.2.0 Contract Scope ...................................................................................................... 18
II.3.0 Organization Scope ................................................................................................ 18
II.4.0 Process Scope ....................................................................................................... 18
II.5.0 Report Scope ......................................................................................................... 26
II.6.0 Interface Scope ...................................................................................................... 26
II.7.0 Conversion Scope .................................................................................................. 27
II.8.0 Implementation Scope ........................................................................................... 27
Section III. Proposal Evaluation ....................................................................................... 30
III.1.0 Evaluation committee ......................................................................................... 30
III.2.0 Selection Process ............................................................................................... 30
III.3.0 Evaluation Criteria and Scoring ............................................................................ 31
Section IV. Proposal Submission Requirements .............................................................. 34
IV.1.0 Respondent Information ..................................................................................... 35
IV.2.0 Functional Requirements .................................................................................... 36
IV.3.0 Technology and System Capabilities..................................................................... 36
IV.4.0 Implementation Team & Approach ....................................................................... 38
City of Bozeman
Request for Proposals for Permits, Licenses & Code Enforcement
Software and Implementation Services Page 4
IV.5.0 Price Proposal .................................................................................................... 40
Section V. Attachments ................................................................................................. 41
V.1.0 Respondent Information ......................................................................................... 41
V.2.0 Functional Requirements ........................................................................................ 47
V.3.0 Technology and System Capabilities ........................................................................ 48
V.4.0 Implementation ..................................................................................................... 59
V.5.0 Pricing ................................................................................................................... 75
Section VI. Appendix ....................................................................................................... 76
VI.1.0 Appendix A......................................................................................................... 76
VI.2.0 Appendix B......................................................................................................... 79
City of Bozeman
Request for Proposals for Permits, Licenses & Code Enforcement
Software and Implementation Services Page 5
SECTION I. GENERAL INFORMATION / INSTRUCTIONS TO RESPONDENTS
I.1.0 DEFINITIONS
Finalist shall mean a Short-Listed Respondent from the Software Demonstrations stage identifled in
III.2.3.
Firm shall mean any legal entity submitting a proposal in response to this RFP, whether individually
or as part of a Joint Proposal. When a Joint Proposal is submitted, the term “Firm” collectively
includes the Primary Firm and all other entities participating in the proposal.
Functional Requirements shall mean the requirements identifled in Attachment V.2.1- Functional
Requirements.
Joint Proposal shall mean a proposal submitted by two or more Firms working together to provide
the required services under this RFP, where one Firm is designated as the Primary Firm.
Primary Firm shall mean the entity taking the lead role as a Respondent in the case of a joint
proposal.
Proposal shall mean the Respondent’s entire response to this RFP.
Respondent shall mean the Firm or Firms providing a Proposal to deliver the Project Scope identifled
in this RFP. The term “Respondent” shall include the entities’ agents, officers, employees, and
partners.
Responsive Proposal shall mean a Respondent’s proposal submitted in response to this RFP that
has met all the proposal submission requirements identifled in this RFP.
Selected Vendor shall mean the Respondent the Evaluation Committee has evaluated, scored, and
determined capable of delivering the best value for the City for the Project Scope of this RFP. The
Selected Vendor shall be asked to enter into negotiations to deliver the Project Scope.
Short-Listed Respondent shall mean a top-scoring proposal from the Written Proposal Evaluation
stage identifled in III.2.2.
I.2.0 ABOUT THE CITY OF BOZEMAN
The City of Bozeman (the “City”) is a commissioner-manager form of government with a four-member
City Commission plus the Mayor elected for four-year terms. Bozeman is a thriving community of
over 57,000 residents located in southwest Montana, home to Montana State University and near Big
Sky and Yellowstone National Park.
The City provides traditional government services, including permitting for development, building,
signage (among others), licensing, and code enforcement. The City’s general fund budget is
approximately $62 million and $230 million across all funds, with a flscal year beginning on July 1.
City of Bozeman
Request for Proposals for Permits, Licenses & Code Enforcement
Software and Implementation Services Page 6
The City employs approximately 540 full-time equivalent employees, and has four (4) collective
bargaining units, accounting for roughly 70% of employees.
For more information on the City of Bozeman, visit https://www.bozeman.net/.
I.3.0 ABOUT THE PROJECT
The City seeks proposals from qualifled Respondents for Permits, Licenses & Code Enforcement
(PLCE) Software and Implementation Services. This Request for Proposals (RFP) is designed to
provide interested Respondents with sufficient basic information to submit proposals meeting the
City’s goals and requirements. The City expects that this RFP will result in a contract or contracts
awarded to the Firm(s) submitting the proposal determined to provide the best value for the City
based on the evaluation criteria (the Selected Vendor).
The City currently utilizes Naviline for its Permits and Licenses functionality, as well as serving ERP
and Utility Billing functions. The City uses Comcate for Code Enforcement investigations and tracking
for local civil cases and uses the County-wide Zuercher Public Safety Suite Professional for
misdemeanor cases. The City also uses other third-party solutions for speciflc needs, as well as
relying on a multitude of Excel spreadsheets maintained across almost all departments to track
various flnancial, operational, and personnel information.
The current systems allow the City to process its required business transactions but not always in
the most efficient manner. Manual, and often duplicative, entry still occurs and is not only time-
consuming but also increases the likelihood of errors. Business users desire more functionality and
reliability than what is currently available. The City would like to explore and assess the functionality
of modern PLCE solutions and, more importantly, improve overall business processes and underlying
system integration.
NOTE: The City has released two separate RFPs for an ERP/HCM system and Utility Billing in recent
weeks. Each RFP constitutes a distinct solicitation and will be evaluated independently. This RFP is
focused solely on PLCE functionality.
Respondents capable of providing solutions that address the requirements of more than one RFP are
required to submit a separate proposal for each RFP for which they seek consideration. A response
to one RFP shall not be construed as a response to any other RFP.
If Respondents can support the functions of multiple RFPs, they should identify those within their
proposals. Respondents relying on established partnerships or integrated solutions with other
vendors to meet the requirements of multiple RFPs (for example, a PLCE system with an established
integration partner for an ERP solution), should disclose and describe such partnerships in each
applicable proposal. Each participating entity must submit the required proposal(s) in accordance
with the instructions of the applicable RFP.
City of Bozeman
Request for Proposals for Permits, Licenses & Code Enforcement
Software and Implementation Services Page 7
I.3.1 Project Preparation
The Government Finance Officers Association (GFOA) was selected by the City to guide it through the
PLCE selection process. GFOA is a professional membership organization representing over 30,000
public sector professionals across the United States and Canada. GFOA has no ties to any speciflc
PLCE technology.
As part of the scoping activities for this project, GFOA and the City worked together to review existing
business processes. The City was divided into Process Improvement Teams (PITs) by functional area.
Each PIT crew met with GFOA to identify gaps in current processes when compared to best practices
and modern permits, licensing, and code enforcement functionality. The PIT crews will remain intact
during selection and implementation.
Areas for improvement have been documented into a plan (Action Plan). The Action Plan describes
changes that range from changing existing practices without regard to technology to preparing for
change when technology is available. Many Action Plan items and related readiness activities will be
addressed in advance of implementation. Some improvement items may be technology dependent,
and the City will rely on collaboration with and expertise of the Selected Vendor to complete these
activities.
I.3.2 Project Governance
The City’s PLCE project is managed by the Community Development and Transportation &
Engineering Departments, with the Financial Management Analyst serving as Project Manager for the
preparation of this RFP and throughout selection and implementation. A Steering Committee has
been established to provide guidance regarding project scope, funding, and business processes and
City policies impacted by the project. The project is supported by multiple PIT crews, with each PIT
crew consisting of City stakeholders representing various stages of a functional process.
Governance Structure
Figure 1
City of Bozeman
Request for Proposals for Permits, Licenses & Code Enforcement
Software and Implementation Services Page 8
Role Description Duties
Project
Sponsor (City
Manager)
Project advocate.
Resolves confiict within
the Steering Committee or
on the project and is the
flnal decision-maker
during Steering
Committee impasses.
• Holds formal authority for approvals,
including budget, scope, and vendor
selection.
• Serve as an escalation point for unresolved
issues from the Steering Committee.
• Secure necessary resources and remove
obstacles that could impede the project.
• Provide high-level strategic direction for the
project.
• Advocates for the project to the Executive
Team, City Commission, and department
staff.
• Support change management across the
organization.
Steering
Committee (5
senior leaders
for the City)
Provides ongoing
leadership to the PLCE
Project.
• Act as project champions and make the
project an organizational priority.
• Provide strategic guidance, overall
direction, and prioritization for project
execution.
• Act as module owners and hold ultimate
authority for operational decisions within
their respective domains (Finance, HR, IT,
Permitting).
• Review and approve scope changes,
budgets, and cross-module decisions.
• Resolve issues and policy confiicts.
• Support change management across the
organization.
• Act as the project management team
through contract negotiation.
City of Bozeman
Request for Proposals for Permits, Licenses & Code Enforcement
Software and Implementation Services Page 9
Role Description Duties
Project
Executive
Provides high level project
management oversight,
including assistance and
guidance for the Project
Manager.
• Oversees overall project execution and
coordinates the Project Manager.
• Monitors milestones, deliverables, and
progress, ensuring alignment with project
goals.
• Ensures Steering Committee decisions are
implemented efficiently and consistently
across modules.
• Guide and support system requirements,
workfiows, and process improvements in
collaboration with module owners and the
Project Manager.
• Escalates issues that require policy, scope,
budget, or cross-departmental decisions to
the Steering Committee.
• Ensure operational work moves forward
consistently across modules, with
accountability for execution, while
deferring ultimate authority on major
decisions to the Steering Committee.
• Provide consistent communication
between the Project Manager, Steering
Committee, and Executive Sponsor.
• Ensure GFOA Consultants complete tasks
and meet expectations and responsibilities
of contract between Bozeman and GFOA
(Contract).
City of Bozeman
Request for Proposals for Permits, Licenses & Code Enforcement
Software and Implementation Services Page 10
Role Description Duties
Project
Manager
Coordinates day-to-day
activities on the project
and serves as primary
point of contact for the
City’s vendor partners
• Executes day-to-day project tasks
including scheduling and facilitating
meetings, documentation, vendor
coordination, and communications.
• Tracks milestones, deliverables, and
budget under the guidance of the Project
Executive.
• Work closely with GFOA Consultant,
manage the contract and serve as liaison
to the Consultant.
• Works closely with the Project Executive
and Steering Committee to coordinate
resources to meet the project goals and
objectives.
• Coordinates with City staff to ensure cross-
functional participation and captures input
for steering committee decisions.
• Manages project communications, status
reporting, and risk tracking.
• Provides updates to the Project Sponsor,
Steering Committee, Project Executive, and
regular communication City-wide.
• Coordinates and implements the project
communication plan, ensuring consistent
updates to departments and stakeholders.
GFOA
Consultants
Serves as the PLCE
program advisor to the
City
• Provide general guidance on PLCE
selection practices;
• Provide guidance on best practices in
public sector;
• Facilitate and guide the City through
scoping, solicitation, selection, and
contracts for the future PLCE solution;
• Complete tasks outlined in the Contract,
including project planning, businesses
process analysis and improvement, and
project readiness plan.
• Work with Project Manager(s) to coordinate
meetings and BZN resources, resolve
issues, and maintain project plan,
schedule, and budget.
City of Bozeman
Request for Proposals for Permits, Licenses & Code Enforcement
Software and Implementation Services Page 11
Role Description Duties
Process
Improvement
Teams & Leads
PIT crew members have a
general understanding of
their functional process.
Leads provide functional
expertise, coordinate
stakeholders, and
coordinate tasks and
assignments.
• Have a level of expertise in City business
process areas and related systems.
• Participate in process mapping of current
City business processes and systems.
• Identify potential areas of improvement
and assist with the development of future
state processes and system
improvements, with consideration of the
entire organization and not just a speciflc
department or division.
• Make recommendations and assist in the
development of procedures and guidelines
to implement best practice business
processes.
• Serve as project champions within their
department.
• Coordinate with SMEs on PIT Crew to
review deliverables and provide feedback.
• May participate in the Evaluation Team.
Subject Matter
Experts
Subject Matter Experts
(SMEs) have deep
knowledge of a particular
process or sub-process
within a functional area.
• Individuals from across the organization
who are heavy day-to-day users of
business process area(s);
• Provide input on current processes and
policy related to their department or
function;
• Assist in developing and validating
requirements of new processes and/or
systems.
• May participate in software demonstration
and vendor selection.
I.4.0 QUESTIONS AND INQUIRES
All questions should be submitted to Justine Swanson, Project Manager/Financial Management
Analyst in writing to Justine.Swanson@bozemanmt.gov no later than 4:00 PM MT on April 24, 2026.
Please be aware that contact with any other personnel within the City of Bozeman regarding this
Request for Proposal may disqualify your proposal from further consideration.
City of Bozeman
Request for Proposals for Permits, Licenses & Code Enforcement
Software and Implementation Services Page 12
I.5.0 PROPOSALS
I.5.1 Proposal Due Date and Time
Proposals are to be provided to the City Clerk in accordance with the Solicitation Schedule below.
Proposals are to be submitted by 3:00 PM MT on May 18, 2026. The City will acknowledge receipt
of all proposals by sending an email back to the Respondent. By providing the Proposal electronically
to the City, the Respondent grants the City an unlimited right to generate additional electronic and/or
paper copies for distribution solely for the purpose of evaluation and review.
I.5.2 Solicitation Schedule
The table below represents the anticipated schedule for this procurement. The City reserves the right
to change the schedule with appropriate notiflcation.
Activity Scheduled Date
RFP Issuance April 11, 2026
Preproposal Conference April 21, 2026
Deadline to Submit Questions and Requests for
Clariflcation on the RFP April 24, 2026
Answers to Submitted Questions Provided May 1, 2026
Proposals Due May 18, 2026
Completion of Written Proposal Analysis and
Notiflcation of Elevation for Software Demonstrations
and Implementation Interviews
June 16, 2026
Software Demonstrations and Implementation
Interviews
August 13-14 and
August 18-20, 2026
Notiflcation of Elevation to Semi-flnalist or Finalist
Respondent(s) August 25, 2026
Conduct Discovery Sessions September 16-17, 2026
Notiflcation to Selected Vendor October 2026
Contract Negotiations and Finalize Statement of Work October/November 2026
Execute Final Contract November 2026
Begin Implementation December 2026 / January
2027
*Respondents should hold these dates pending notification of elevation. Software demonstration weeks will be
randomly assigned. The City may attempt to accommodate scheduling needs, but it cannot be guaranteed.
The Preproposal Conference will be held virtually on April 21, 2026, at 9:00 AM MT. Attendance at the
Preproposal Conference is strongly encouraged but not mandatory. The link to join the Preproposal
Conference is: https://teams.microsoft.com/meet/24820615673317?p=xOQkLPKEeM8hpvAXbp
City of Bozeman
Request for Proposals for Permits, Licenses & Code Enforcement
Software and Implementation Services Page 13
I.5.3 Late Proposals
Late proposal submissions will not be accepted.
I.5.4 Opening
Proposals will not be opened publicly. The identity of the Respondent will not be disclosed prior to
the Contract Award.
I.5.5 Proposal as Offer
The Proposal is considered by the City to be an offer. All proposals, including all information and
costs provided therein and any subsequent clariflcation or response to questions, shall be valid for
a minimum of 180 days from the proposal due date. This period may be extended by mutual
agreement between the Respondent and the City.
I.5.6 Joint Proposals
If all RFP requirements are not met with products and services provided by one Firm, Respondents
are encouraged to partner with one or more other Firms to submit a Joint Proposal.
I.5.7 Primary Firm
If a Respondent consists of multiple Firms submitting a Joint Proposal, the proposal must identify
one Firm as the Primary Firm, along with a primary point of contact. This identifled person will be the
primary point of contact throughout the procurement process and will be held responsible for the
overall implementation of all partners included in the Joint Proposal.
I.5.8 Changes to Proposals
Unless otherwise provided in any supplement to these instructions, no Respondent shall modify,
withdraw, or cancel their Proposal, or any part thereof, without prior approval by the City. Prior to the
Proposal due date, any required addenda will be electronically transmitted by email to the
Respondents who have received Requests for Proposals.
I.5.9 Rejection
The Respondent acknowledges that it is the right of the City to reject any or all Proposals and to waive
any informality or irregularity in accepting any Proposal. In addition, the Respondent recognizes the
right of the City to reject any Proposal if the Respondent fails to submit any information required by
the Proposal Documents, or if the Proposal is in any way incomplete, irregular, or otherwise does not
comply with the proposal requirements.
I.5.10 Confldentiality
Any information contained in the response that is proprietary must be clearly designated. Marking
the entire proposal as proprietary will be neither accepted nor honored. If a request is made to view
a Respondent’s proposal, the City will comply according to applicable state and federal Freedom of
Information Act (FOIA) or Open Records Laws.
City of Bozeman
Request for Proposals for Permits, Licenses & Code Enforcement
Software and Implementation Services Page 14
I.5.11 Confiict of Interest
The Respondent certifles, through execution of the contract, that no person in the City’s
employment, directly or through subcontract, will receive any private flnancial interest, direct or
indirect, in the contract. The Respondent will not hire nor subcontract with any person having such
confiicting interests.
I.5.12 Costs of Preparing Proposals
The City is not liable for any costs incurred by Respondents in the preparation and presentation of
proposals and demonstrations submitted in response to this RFP.
I.5.13 Errors in Proposal
The City will not be liable for any errors in proposals. Respondents will not be allowed to alter
proposal documents after the deadline for proposal submission.
The City reserves the right to make corrections and amendments due to errors identifled in proposals
by the City or the Respondent. This type of correction or amendment will only be allowed for such
errors as typing, transposition, or any other obvious error. Proposers are liable for all errors or
omissions contained in their proposals.
I.5.14 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.
I.5.15 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.
I.5.16 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 beneflts 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 beneflts and taxes and premiums in any way related to each Respondent’s officers, employees,
contractors, and consultants.
City of Bozeman
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Software and Implementation Services Page 15
I.5.17 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.
I.5.18 Procurement
When discrepancies occur between words and flgures 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 identifled in accordance with these documents.
I.5.19 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 Respondents 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.
I.6.0 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.
i. This RFP may be canceled, or any or all responses may be rejected in whole or in part, as
specifled 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 notifled.
ii. 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.
iii. 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, fail to complete on time
agreements of similar nature, or who is not in a position to perform such an agreement
satisfactorily as determined by the City.
iv. The City reserves the right to determine the best qualifled Respondent and negotiate a flnal
scope of service and cost, negotiate a contract with another Respondent if an agreement
cannot be reached with the flrst selected Respondent, or reject all proposals.
City of Bozeman
Request for Proposals for Permits, Licenses & Code Enforcement
Software and Implementation Services Page 16
v. 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.
vi. This RFP does not commit the City to award a contract. The City assumes no liability or
responsibility for costs incurred by Firms in responding to this request for proposals or
request for interviews, additional data, or other information with respect to the selection
process, prior to the issuance of an agreement, contract or purchase order. The Respondent,
by submitting a response to this RFP, waives all rights to protest or seek any legal remedies
whatsoever regarding any aspect of this RFP.
vii. 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 notifled.
viii. Projects under any contract are subject to the availability of funds.
I.7.0 CONTRACTUAL AGREEMENT AND TERM
I.7.1 Contract Award
The City reserves the right to selectively award a contract or multiple contracts based on individual
or joint of providers.
I.7.2 Contract Commencement
Any Contract arising from this RFP action shall commence on the date the Contract is executed on
behalf of the City, or such other date as the City and the Selected Vendor(s) shall agree.
I.7.3 Term
The City requests software proposals for a period of flve (5) years. During negotiations, the City may
be open to entertaining longer Contract terms.
I.7.4 Non-Endorsement
As a result of the selection of a Selected Vendor to supply products and/or services to the City, the
City is neither endorsing nor suggesting that the Selected Vendor’s product is the best or only
solution. The Selected Vendor agrees to make no reference to the City in any literature, promotional
material, brochures, sales presentations, or the like without the express written consent of the City.
I.8.0 TAX
The City is exempt from all sales, excise, and transportation taxes. Any taxes other than these, which
are applicable, are to be paid by the Selected Vendor. The City will furnish Tax Exemption Certiflcates
upon request.
City of Bozeman
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Software and Implementation Services Page 17
I.9.0 PRICING
Prices proposed shall refiect the total fixed fee price of software, services, and any other associated
fees. Additional information is provided in IV.5.0.
I.10.0 NOTICE OF AWARD
This RFP does not commit the City to award a contract or to procure or contract for the services
described herein as noted in I.6.0.
Following completion of the evaluation and selection process, the City anticipates providing written
notice of award to the Respondent selected by the City for contract negotiations. The City is not
obligated to award a contract to the proposer submitting the lowest‑cost Proposal or to any
Respondent.
No proposer shall be entitled to feedback, scoring information, or evaluation results prior to the
conclusion of the solicitation and the formal notice of award or cancellation. All communications
regarding the status of the solicitation are subject to applicable public records and procurement
laws.
If a contract is awarded, the award is contingent upon successful negotiation of a written agreement,
satisfaction of any conditions precedent outlined in this RFP, and approval by the City Commission.
I.11.0 ASSIGNMENT
The Selected Vendor shall not assign, transfer, convey, or otherwise dispose of the Contract or any
part of it or any monies due and payable under the Contract, without prior written approval from the
City. If the City grants such approvals, they shall in no way relieve the Selected Vendor from any of its
obligations under the terms of the Contract.
I.12.0 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 fulflllment of a contract entered into for the services identifled 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 fulflllment of the services identifled 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).
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SECTION II. PROJECT SCOPE
II.1.0 OVERVIEW
The City seeks an integrated PLCE solution and a qualifled professional services provider to
implement the proposed PLCE solution, including overseeing the implementation of any proposed
third-party software. The scope of the project, including project milestones, will be deflned by a
Statement of Work (SOW) that identifles the flnal scope, project approach, roles and responsibilities
of the Selected Vendor and City, payment milestones, functional requirements, and acceptance
criteria. The SOW will be consistent with the requirements set forth in this RFP and the Selected
Vendor’s proposal.
II.2.0 CONTRACT SCOPE
The City shall enter into a contract with the Selected Vendor, provided however that in the event of a
Joint Proposal, multiple contracts may be required for all implementation services as described
under this RFP. However, it is the Primary Firm’s responsibility to assemble and manage all partners,
subcontractors, third-party software providers, skills, and resources necessary to meet the
requirements of this RFP. The City understands that software contracts and third-party solution
contracts may be handled separately; however, a comprehensive SOW will be developed to integrate
all the contracts. Any proposed third-party software or services must be clearly identifled in the
proposal, along with a description of the Primary Firm’s responsibility for coordination
responsibilities and approach to performance oversight.
The Primary Firm shall serve as the City’s single point of accountability for the overall delivery of the
PLCE solution, including the coordination and integration, of all third-party software, services, and
subcontractors included in its proposal.
II.3.0 ORGANIZATION SCOPE
The scope of this PLCE System project includes all City departments and operational units involved
in permit applications, review and fees, inspections, warranties and bond tracking, code
enforcement, and related flnancial activities. The selected PLCE solution will support end‑to‑end
permitting, licensing, and code enforcement operations, including integration with the City’s new
ERP system and other applicable systems.
This project does not include any legally separate utilities, component units, or affiliated
governments. Only City departments and internal utility functions are within scope for this
implementation.
II.4.0 PROCESS SCOPE
The scope of this project is deflned by goals, processes, and requirements.
i. Goals: The activities undertaken in preparation for this RFP have culminated in several high-
level goals the City wishes to achieve. Goals represent major outcomes or improvements the
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City desires to achieve as a result of using the system and improvements to policy, process,
organizational structure, or improved efficiencies.
ii. Process: The City will use the PLCE system to execute and manage processes. Processes are
deflned by transactional processes, outputs, or overall groupings of system features the City
will use to achieve its goals. The City has completed envisioned future state process maps to
serve as conceptual process goals for the organization.
iii. Requirements: Each process is further deflned by requirements that will serve as a service
to communicate expectations for the system and acceptance. The requirements for each
process can be found in Attachment V.2.1– Functional Requirements.
Additionally, certain sections of the process areas below identify “Challenges to Solve,” which
represent current challenges the City experiences within speciflc functional areas for which the City
is seeking Respondents’ recommendations and proposed approaches. These challenges refiect
areas where the City is exploring potential solutions and is looking to Respondents for insight, best
practices, and proposed methodologies.
While Challenges to Solve are described within the applicable functional area sections below,
Respondents are required to provide their consolidated responses in Attachment V.4.5.
Respondents should ensure that all identifled challenges are addressed in that attachment, rather
than within the individual functional narratives.
II.4.1 General
The PLCE System will serve as the central platform for permit management, including application
intake, review and approval, inspections, code enforcement, performance bonds, and public
infrastructure warranties. The system will function as the authoritative source for all permits,
licenses, and code enforcement cases for the City.
Business rules and workfiow processes will be deflned within the PLCE System for all transactions
related to permits, licenses, and code enforcement, including plan reviews, inspections, and follow-
up interactions. The system should provide conflgurable workfiows that enforce City policies, ensure
consistency, and support auditability across all relevant processes.
Integrated, secured access to the PLCE platform is a high priority for the City. Customers should be
able to securely access permit, license, and code enforcement case information through an online
customer portal with intuitive self‑service capabilities. User interfaces, including those used by fleld
technicians, should be mobile‑responsive and easy to navigate, with streamlined access to service
orders, account details, and meter information.
Reporting and analytics tools should be no‑code or low‑code, enabling authorized staff to build
operational and flnancial reports without requiring developer intervention. The City expects the PLCE
System to support transparent reconciliation, revenue tracking, and integration with the City’s
flnancial systems.
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While the City seeks to consolidate and modernize its permitting, licensing, and code enforcement
operations, it acknowledges that several external systems will remain in use—such as ESRI (GIS),
and ProjectDox for plan review. Therefore, it is imperative that the PLCE System fully integrates with
these systems to ensure the timely, accurate, and consistent exchange of address, parcel, property,
and geospatial operational data. Please note that this RFP includes functional requirements relating
to plan review for evaluation and comparison to ProjectDox. Based on this evaluation, the City will
decide to retain ProjectDox or change to another solution.
II.4.2 Customer / Property File / Customer Portal
4.2.a. Goals
A key goal in the replacement of the ERP, UB, and PLCE systems is to establish a clear and reliable
framework for managing customer and property information while ensuring alignment with the City’s
enterprise data sources. Each of these systems rely signiflcantly on centralized address, property
and geospatial information in the normal course of business operations.
The PLCE System relies on applicant and property owner information. The PLCE system must
therefore seamlessly consume property and address information across all services, including
permits, licensing and code enforcement. Further, permit, license, and code enforcement activity
should also be processed using multiple location identiflers, such as an address, parcel number,
street intersection, and legal description.
Customer / applicant / contractor (collectively referred to as “customer”) identiflers should remain
with the customer across PLCE services, while supporting multiple applications/licenses, etc. per
customer and clear linkage to the property and services provided.
Another key goal is to enhance the customer experience through streamlined account creation,
applications, renewals, and ongoing service interactions. The PLCE System must support a customer
portal that allows residents and businesses to easily apply for permits and licenses, send and receive
communication to and from City staff, conflrm start and stop dates of permitted work, sign
attestation forms, submit and resubmit documents, pay for and print permit/license and other
documentation, including Certiflcate of Occupancy. To support this, the system should provide
intuitive workfiows for both internal staff and customers, including automated validation of service
addresses, guided account setup, and real‑time updates to related permits/license/code
enforcement cases. By improving data accuracy, simplifying customer interactions, and enabling
self‑service capabilities, the PLCE System should help the City improve service delivery, reduce
manual staff workload, and support more efficient, customer‑friendly operations.
Records retention and retrieval is important to the City. The PLCE system must be able to access
prior property records, permit, license and code enforcement information, including related
attachments. Accurate and timely retrieval of plan sets, applications and other attachments, or other
related information is critical and required to be done in a timely manner pursuant to legal and other
requirements.
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Lot consolidations (combining many parcels into a single parcel) and segregations (dividing a single
parcel into multiple parcels) is a key function in property and parcel flle management. The PLCE
system must be able to manage these types of lot or parcel changes and track historical activities
(permits, licenses, code enforcement cases, etc.) for ongoing records management and retrieval. In
addition, newly created parcels (after the consolidation or segregation) should be available for
applications as needed.
4.2.b. Process Scope
Customer/Property File / Customer Portal
• Customer Account Management
• Property / Service Location
Management
• Customer Portal & Self-Service
• Notiflcations & Customer
Communications Management
• Account & Property History
Management
4.2.c. Challenges to Solve
GIS Integration: The City maintains geospatial data that will be used by systems across the
organization. Multiple business processes rely on this data, and it is critical that information remains
accurate, consistent, and aligned across systems.
The City seeks Respondents’ recommendations on how their PLCE solution can successfully
integrate with the City’s GIS, ERP, and Utility Billing systems to support shared data elements and
business workfiows while minimizing duplicative data entry and reducing the risk of data becoming
misaligned across systems. Respondents should describe how their solution would support
effective data synchronization, clearly deflned system‑of‑record responsibilities, and ongoing data
integrity between the PLCE, ERP, UB and GIS environments.
Addressing: The City manages addresses and road center lines in spatial data layers that are part of
the City’s GIS system. The City’s Addressing spatial data layer is the authoritative record of official
addresses within the City. Through consistent address assignments, the City supports public safety
and emergency response (e.g., NG9-1-1 services); facilitates mail and other delivery services; guides
development and growth in a systematic way; and maintains logical address references for
residents, businesses, and government services. When creating an address, the City utilizes multiple
systems that require manual and repetitive data entry. Addresses are assigned based on the front or
main entrance to the addressable structure. Address creation and assignments are needed as part
of annexation and development applications. Residential, commercial, industrial, and signiflcant
accessory buildings must have addresses. Secondary structures may be addressed when required
for safety or services. Multi-unit structures must use logical unit numbering.
The City intends to continue to use the GIS system as the address system of record, but is interested
to understand how the proposed PLCE system can interface with the GIS to incorporate the creation
of addresses and street names using PLCE workfiows and incorporating updated address
information into the PLCE system.
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In addition, the PLCE system should provide a real time link to interface data to the GIS for display
and map printing, and should be able to leverage GIS centric data as needed.
Records Retention: Please explain the reporting and document retrieval system or processes of the
PLCE, including data and information that is in the PLCE as well as plan sets and other attachments.
Lot Consolidation and Segregation: Permit and license applications can be made for properties/
parcels immediately upon lot consolidation or segregation. Please explain how the PLCE manages
lot consolidations and segregations. Discuss the impacts of lot consolidation and segregations on
historical data and information (such as applications and issued permits, licenses, and code
enforcement cases). How do lot consolidations and segregations affect applications? Can an
application be made prior to an address being assigned to the newly conflgured lot / parcel?
II.4.3 Permitting
4.3.a. Goals
The City currently utilizes multiple systems to manage and process permits. Permits are issued for
several types of activity, including planning permits for annexation, subdivision, land use and
development proposals, building permits to construct new buildings, renovate existing structures, or
add accessories, or for the use of the public right-of-way for organized events or to complete
construction activities within the public right-of-way such as installing street elements (e.g.,
sidewalk, curb, lighting) and public infrastructure like utilities. Processes for each permit type brings
about different requirements and challenges, and the City seeks a PLCE system that can be
conflgured by permit type to capture key information to ensure City staff has all the information it
needs to ingest and process a wide variety of permit processes.
Upon application, the PLCE will need to check to see if there are outstanding code enforcement
cases / permits or other permits related to the address / location. In addition, the City would like the
PLCE system to prompt users to submit the necessary documents upon application depending on
permit application type.
The applicant needs to be able to add information to their permit application to determine various
fees that are immediately due in order to begin application review. Throughout the permit life cycle,
there will be additional fees that need to be validated by City staff, and additional fees for reviewing
revised permit application submittals (e.g., second review of design sheets), renewal applications,
and extension requests.
The City currently uses ProjectDox for plan review, which works well in facilitating multiple reviews
across stakeholders and engaging with the applicant with review corrections and approvals. Plan
review is an essential function for the City when reviewing permit applications and submittals, so the
City is interested in a PLCE system that can integrate with ProjectDox or other native plan review
system that meet the City’s needs. Ideally, the plan review system will include the ability to
incorporate the use of automated plan review by AI or other technology. Steps in the review process
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should be assigned to staff based on qualiflcations, work capacity, and other factors as reviews must
be completed within statutory deadlines, such as 15 or 30 days and decisions within 10 days, but
depending on permit type and approval process. Permit application information must also be able to
interface with Laserflche and the City’s website for publication when meeting various stages of the
permit review life cycle. Throughout the review and resubmission cycle, reviewer comments should
be made visible to the applicant so they can begin their resubmission work. However, the City would
like to restrict resubmittal until all items needing to be revised have been resubmitted.
Current project management processes require multiple software and staff inputs to convey active
review projects to the public. These include integration with GIS mapping platforms and links to
public flle sharing (Laserflche). These processes are integral to public noticing requirements
mandated by state statute.
In addition to submittal, fee payment, and application review the City is responsible for long-term
post-approval project management and follow up inspections across multiple development phases
and departments.
4.3.b. Process Scope
Permitting
• Application
• Application Review (Comment Cycles
and Revision
• Status Tracking & Sharing
• Customer Engagement
• Inspections
4.3.c. Challenges to Solve
Connecting Related Permits / Applications Under One Umbrella: A critical function for the City is
ensuring the permit applications are properly associated. The City needs the ability to relate and
track permits across the full lifecycle of development activity. For example, a development may begin
with a planning approval, followed by parcel subdivision, and later result in multiple individual
building permits issued over several years. Or linking Development Review approvals to site speciflc
building applications, ensuring there is proper Planning approval in place prior to receiving building
permit applications.
The City wants to clearly understand and visualize how current permits are connected to prior
approvals, even when those permits span different permit types, departments, parcels, and
timeframes. The City seeks recommendations on how it can link and track related permits over time,
including multiple downstream permits issued years later.
Address Validation: The PLCE must be able to properly flnd or validate the correct address or
geolocation either inside or outside the City limits. Addresses can change over time due to
annexation or redevelopment, tracking correct address/parcel information for specifled areas will be
important for long term tracking of land use entitlements and authorizations.
Workload / Workfiow Management: When permit applications are received, the City would like the
PLCE system to be fiexible enough to easily modify necessary reviews / reviewer steps. In addition,
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the system should have the capability to manage review assignments based on existing workload,
staff expertise, etc. To help monitor and manage, the PLCE system should include dashboards for
staff and managers to track application / review status, outstanding and completed tasks as well as
statutory review deadlines. In addition, the PLCE should be able to prioritize minor quick review tasks
for simple permits as deflned by the City.
Pavement Degradation Fees and Street Restoration Requirements: Permits for excavation in paved
streets or alleys shall be subject to a pavement degradation fee along with street restoration
requirements. Newly constructed streets, reconstructed streets, or streets that have been repaved
shall be considered protected streets for a period of flve (5) years following construction and shall be
subject to an additional pavement degradation fee surcharge. The City would like the PLCE system
to incorporate the City’s fee structure for pavement degradation fees and track to completion
payment of degradation fees and completion of street restoration requirements.
Lane Mitigation Fees: Closures for lane closure of any travel-way, sidewalk or shared use path, bike
lane, parking lane, driving lane, or alley are subject to a lane mitigation fee as established by City.
Fees are calculated on number of days identifled in the permit application. Days beyond that, without
prior approval, are subject to overage fees. The City would like the PLCE system to incorporate the
City’s fee structure for lane mitigation fees.
Bond / Warranty Management: At the conclusion of the work period impacting contributed public and
private infrastructure, the City holds performance bonds for a period of two (2) years from the date
the Permit is issued, or for a period of one (1) year following acceptance of completion of the work by
the City. The City currently holds flnancial guarantees in Community Development, including bonds,
letter of credit or cash to ensure performance by specifled due dates. The City would like to
understand how PLCE systems will manage this process (tracking amounts, providing reminders,
monitoring due dates, etc.) to ensure that proper inspections are conducted in a timely manner and
found deflciencies can be addressed within the bond period.
Public Notiflcation and Transparency: At various phases of the permit application process, the City
publishes key application information on the City Website. Please discuss how the PLCE would
interface with the webhost, Laserflche, and GIS to simplify or automate that process.
II.4.4 Licenses
4.4.a. Goals
The City currently provides business, alcohol, pet, and other types of licenses. Licensing includes
complex workfiows through multiple departments for a variety of different licenses. The City seeks a
licensing solution that modernizes and streamlines the administration of licenses while improving
service to the public and operational efficiency for staff. The system should support end-to-end
license lifecycle management—from application and review through issuance, renewal, compliance
monitoring, and enforcement—while maintaining accurate, auditable records over time. The City’s
goals include enabling self-service licensing and renewals, ensuring consistent application of
regulatory requirements, supporting timely renewals and fee collection, and providing clear visibility
into license status and compliance history. The solution should integrate licensing with related
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permitting, inspections, and code enforcement activities, allowing the City to manage licenses as
part of a unifled regulatory ecosystem rather than as standalone records.
Licenses
• Application
• Billing
• Renewal
• Review
• Inspection
4.4.b. Challenges to Solve
Fire Inspections. Commercial spaces require flre-speciflc inspections for health and life safety at
certain intervals (1, 2, or 3 years, depending on the risk proflle). However, certain businesses are
licensed by the State of Montana and not the City, so it becomes difficult to track those businesses
for Fire to be made aware of the business initially, as well as to monitor for periodic inspections. The
City seeks recommendations on how to track businesses operating in the City, including maintaining
accurate and up-to-date contact information, and integrate them with the Fire Department’s
inspection software (First Due).
II.4.5 Code Enforcement
4.5.a. Goals
The City currently uses several systems to manage code enforcement, including documenting
evidence in different systems depending on case type – misdemeanor cases are processed in Public
Safety Suite Professional, which is a County-wide system for public safety and cannot be displaced,
while civil cases are managed through Comcate. The City seeks a streamlined code enforcement
solution that supports proactive and efficient enforcement with strong connections to permitting and
licensing activity. The system should enable staff to manage the full lifecycle of code enforcement
cases—from complaint intake and investigation through compliance, resolution, and enforcement
actions—while maintaining a clear and auditable history of all related activity.
Many code enforcement investigations relate to outstanding permit applications, so a key goal is the
ability to link code enforcement to existing permits, licenses, and inspections, including visibility into
historical activity. Similarly, permits and licenses should be made aware when an application has an
existing code enforcement action, either at the time of application or during the application process.
The City would also like to develop structured checklists by violation type that surface required
evidence elements (photos, letters, notice dates) and relevant code citations to reduce rework and
court exposure, with the ability to support initial outreach and follow-up communications to
violators.
The City also seeks robust geospatial capabilities that allow staff to identify and analyze code
enforcement activity, permits, and licenses spatially. Enforcement officers should be able to query
and visualize existing permits, open cases, inspections, and violations by location, parcel, street
intersection, or area, including providing access to permit details, with the goal of supporting
efficient fleld operations, coordinated enforcement, and data driven planning.
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Overall, the solution should integrate code enforcement into a unifled regulatory platform that
promotes consistency, transparency, and effective compliance management across departments.
Code Enforcement
• Issue Complaint / Discovery
• Investigation
• Notiflcation
• Reinspection
• Payment & Closeout
4.5.b. Challenges to Solve
Property Owner Identiflcation: In order to properly investigate and provide notiflcation relating to
Code Enforcement complaints, it is important to have proper owner information. Owner information
can change at the County level without immediate notiflcation to City staff or systems. The City would
like to understand how the PLCE system can identify the current property owner, and then also notify
the current property owner of violation notices.
Integration with Public Safety Suite Professional: Misdemeanor code violations may require evidence
that is used in court against violators, including body camera footage. Because Public Safety Suite
Professional is used to gather evidence and prosecute cases, the City is looking for the most efficient
way to integrate a new code enforcement system with the requirements of using Public Safety Suite
Professional for misdemeanor cases, while eliminating as much duplicative work as possible.
II.5.0 REPORT SCOPE
The City has identifled a set of critical reports required for go‑live, as documented in Attachment V.3.1
– Reporting. These reports represent the minimum reporting capabilities required to support core
business operations at system go‑live.
Respondents may satisfy these reporting requirements through one or more of the following
methods:
1. Standard, out‑of‑the‑box reports delivered with the proposed system;
2. Conflgurable, ad‑hoc “custom” reporting tools; and/or
3. System‑provided dashboards or analytics tools that deliver equivalent information and
functionality.
The City expects that all critical reports identifled in Attachment V.3.1 and supported by the
Respondent’s proposal are included in the Respondent’s flxed‑fee price proposal, including
conflguration, setup, and knowledge transfer necessary for City staff to use and maintain the reports.
II.6.0 INTERFACE SCOPE
Following PLCE implementation, the City will continue to rely on a number of third‑party systems and
integrations to support its business operations. To that end, the City has identifled anticipated
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integration requirements in Attachment V.3.2 – Interfaces. These interfaces represent the minimum
integration scope required to support Day One operations.
All in‑scope interfaces are expected to be fully developed, tested, and operational at go‑live, with
successful end‑to‑end data exchange. Respondents shall be responsible for providing technical
documentation, conflguration details, and knowledge transfer sufficient to enable the City to
understand, support, and maintain the interfaces following go‑live.
The City expects that all interfaces identifled in Attachment V.3.2 and supported by the Respondent’s
proposal are included in the Respondent’s flxed‑fee price proposal, including design, development,
testing, deployment, and documentation.
II.7.0 CONVERSION SCOPE
The City has identifled the data conversion requirements necessary to support Day One operations
of the PLCE system, as documented in Attachment V.4.3 – Data Conversions. These data elements
represent what the City believes it requires to successfully operate the system at go‑live but
understands Respondents may have additional or fewer recommendations on the type and volume
of data to be converted.
The City recognizes that Respondents may propose different approaches to data conversion
depending on solution architecture, tools, and implementation methodology. Such approaches may
include Respondent‑led, City‑led, or shared responsibilities for activities such as data extraction,
transformation, loading, testing, and validation.
The City expects that all data conversion activities identifled in Attachment V.4.3 and supported by
the Respondent’s proposal are included in the Respondent’s flxed -fee price proposal, including any
tools, scripts, conflguration, or advisory support required to successfully execute the proposed
conversion approach, provided any optional services are explicitly stated.
II.8.0 IMPLEMENTATION SCOPE
The City recognizes that Respondents may employ different implementation methodologies based
on solution architecture, organizational experience, and delivery approach. Regardless of
methodology, implementation should use a structured, proven implementation approach that has
been successfully applied in comparable public‑sector PLCE implementations and strikes an
appropriate balance between Respondent‑led support and City autonomy, enabling City staff to
understand, operate, and sustain the system over time. The methodology must clearly deflne roles
and responsibilities, delineating expectations for both Respondent and City participation throughout
the project lifecycle.
The sections below identify key components of a successful implementation.
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II.8.1 Project Management
The Primary Firm must implement strong project management methodology practices to ensure
successful delivery of the PLCE project according to the agreed upon schedule. Project management
activities will include, but are not limited to:
a. Oversight for overall project guidance and direction, along with adherence to project
governance and statement of work.
b. Management of project plan, preparation of project status reports, and lead status
meetings.
c. Management of issue tracking and resolution processes ensuring consistency and
quality of project deliverables.
d. Clear instructions regarding City responsibilities / tasks and communication of what
constitutes successful completion of those responsibilities / tasks.
e. Adequate notice and reasonable timeframes for City‑assigned tasks.
f. Arranging and supporting meeting coordination and logistics.
The Primary Firm shall be responsible for managing and coordinating efforts of any proposed
subcontractors or partners included in the Proposal and shall serve as the City’s single point of
contact for overall project delivery.
The Primary Firm shall implement a formal change control process to document, evaluate, and
obtain City approval for any changes to scope, deliverables, or project timelines, ensuring that all
modiflcations are tracked and communicated to the City in a timely manner.
II.8.2 System Design
The City evaluated its business processes and developed proposed future state business processes.
However, the City also understands there may be even more efficient processes to achieve the same
outcomes, so Respondents are expected to propose recommendations for business processes that
achieve City outcomes based on best practices and processes germane to the software solution.
The Functional Requirements for which Respondent’s answered in the affirmative and the City’s
envisioned future state process maps shall be used to assist the City in developing business
processes in the new software. Respondents are expected to assess any functional gaps between
the City’s requirements and the software’s capabilities and provide recommendations of potential
solutions, along with documenting design decisions.
II.8.3 Build / Conflgure
Respondents shall conflgure the proposed solution by incorporating recommendations and
approvals from the System Design effort, including workfiow conflguration, report development,
integrations and interfaces, data conversions, security setup, and approved conflgurations. The City
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expects the Respondent to provide knowledge transfer opportunities to the City’s project team
during conflguration.
II.8.4 Testing and Validation
Respondents shall develop and execute a formal test plan, which should include testing approach,
including by different user populations, roles and responsibilities for testing, development of testing
scenarios, and clear deadlines and testing approval processes. Testing shall include traceability
between the testing scenarios and the Functional Requirements. The City expects testing phases to
include unit/system testing, integration testing, and user acceptance testing. The Primary Firm shall
provide complete testing documentation for all test phases, including test plans, scenarios, results,
issue logs, and formal sign-off from the City before advancing to the next phase.
II.8.5 Deployment and Postproduction
In this phase, the Respondent is preparing the City for solution deployment, which includes end-user
training, assessing system go-live readiness, assembling a go-live user support plan, system cutover
plan, and flnal acceptance.
8.5.a. Training
Training will play a critical role in the City’s ability to successfully deploy a new PLCE solution. Training
shall encompass training guides for all processes, including integrations, delivery of training
sessions, and training approaches for “super” or admin users, end users, and post implementation
self-sufficiency.
Respondents should include a post-implementation support period to include, at minimum, the flrst
period closing after go-live.
II.8.6 Organizational Change Management
The City recognizes that successful adoption of a new PLCE system requires thoughtful and
sustained organizational change management (OCM) efforts. The City understands effective change
management must be cultivated from within, supported by leadership, embraced by departments,
and embedded into project management, process redesign, and training. For this implementation,
the City expects the selected vendor to provide and assist the City with developing and executing a
change management and stakeholder engagement plan that ensures all relevant City staff are
informed, aligned, and trained on project objectives, timelines, and process changes. This can take
the form of structured guidance, tools, communication support, and other best‑practice
recommendations. The Respondent’s OCM scope should complement internal responsibilities by
helping City staff prepare for new processes, understand the rationale for change, and develop the
skills needed to operate the new system. Respondents should clearly describe the change‑related
activities they will provide and support, the assumptions regarding City participation, and how their
OCM approach reinforces the City’s organizational transformation.
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SECTION III. PROPOSAL EVALUATION
III.1.0 EVALUATION COMMITTEE
An Evaluation Committee has been established representing various departments within the City
which shall convene, review, evaluate, and score all valid and responsive proposals submitted based
on the evaluation criteria.
III.2.0 SELECTION PROCESS
The City will use the following evaluation steps:
III.2.1 Compliance
Upon the closing date, the City will evaluate all responses to the RFP that meet the submittal
requirements and deadline. Submittals that do not meet the requirements or deadline will not be
considered.
III.2.2 Proposal Review
The City will complete evaluation of the written proposals according to the criteria outlined in III.3.0.
The City will then elevate a limited number of Respondents for Software Demonstrations and
Interviews (Short-Listed Respondents). If any Short-Listed Respondent is unable to participate in
Software Demonstrations and Interviews, or the City feels it would serve the best interests of the City,
it reserves the right to elevate additional Respondents at a later date.
III.2.3 Software Demonstrations and Interviews
Short-Listed Respondents will complete software demonstrations and interviews with the Evaluation
Committee and other City SMEs. Short-Listed Respondents will receive demonstration scripts in
advance of the demonstrations, with each Respondent having the same amount of time to prepare
for the demonstrations. These scripts will highlight the functionality the Evaluation Committee and
other City staff would like to see for each functional area and process and will be substantively the
same for each Respondent. During the demonstrations, Short-Listed Respondents shall adhere to
the demonstration scripts provided and only proposed products in their current versions may be
demonstrated.
The City intends for demonstrations to be conducted over a period of one and a half (1 1/2) days
(Thursday-Friday, Tuesday-Wednesday, or Wednesday-Thursday) for each Short-Listed Respondent.
Short-Listed Respondent’s providing the same software may be combined. Following the
demonstrations, the Evaluation Committee will score the Short-Listed Respondents and elevate a
maximum of two (2) Finalists to Discovery.
III.2.1 Discovery
After Software Demonstrations and Interviews, each Finalist will receive a Request for Clariflcation
(RFC) letter to clarify parts of the proposal where the Evaluation Committee may have questions or
concerns. Discovery sessions will consist of one day-long, in-person interview per Finalist to address
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any questions or concerns and to focus on implementation issues and development of an SOW. The
City expects all key project team members to be available for the Discovery sessions. The City may
also request additional software demonstrations to be recorded in advance of Discovery. The
Evaluation Committee will score the Finalists, and the City will then invite the Selected Vendor to
begin negotiations.
III.2.2 Contract Award
Upon successful negotiations, the contract for this RFP will be approved and awarded by the City
Commission. The City reserves the right to negotiate price and contract terms and conditions with
Respondent determined by the Evaluation Committee to represent the best value for the City to
provide the requested service. If a mutually beneflcial agreement with the highest-ranked
Respondent is not reached, the City reserves the right to enter into contract negotiations with the
next highest-ranked Respondent and continue this process until an agreement is reached.
III.3.0 EVALUATION CRITERIA AND SCORING
For the Proposal Review and Software Demonstrations and Interviews phases, Respondents will
receive a rating from 0 to 5 based on how well the proposal meets the City’s requirements and project
goals for each evaluation criterion. The rating will then be converted into points using the following
formula:
(Rating ÷ 5) × Total Possible Points for that Criterion
For example, if a criterion is worth 20 points and a Respondent receives a rating of 4, the
Respondent’s score for that criterion will be:
(4 ÷ 5) × 20 = 16 points
All points earned across the criteria in the phase will be summed to produce the Respondent’s total
score for that phase.
Rating Description
5 Proposal exceeds the requirements to achieve the required
scope and / or project goals in most aspects.
4 Proposal more than adequately meets requirements to achieve
the required scope and / or project goals.
3 Proposal adequately meets the requirements to achieve the
required scope and / or project goals.
2
Proposal meets many of the basic requirements to achieve the
required scope and / or project goals but is lacking in some
essential aspects.
1 Proposal is lacking or inadequate in most basic requirements to
achieve the required scope and / or project goals.
0 No or insufficient information / documentation was provided to
achieve the required scope and / or project goals.
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III.3.1 Proposal Evaluation
For the Proposal Evaluation, the Evaluation Committee will score Respondents by criteria area.
Respondents will receive a pro rata share of the Maximum Points in the evaluation criteria area based
on their rating. The following scoring criteria will be used.
Submission
Section
Criteria Maximum
Points
1 Respondent Information 5
2 Functional Requirements 30
3 Technical and System Capabilities 20
4 Implementation 30
5 Price Proposal 15
TOTAL: 100
3.1.a. Price Proposal and Budget
The City has allocated up to $1.25M for implementation, and while proposals over that amount will
be considered, the value realized for the increased cost must be substantial. Respondents’ points
for the Pricing Proposal will be allocated based on the following rubric:
Implementation Price Rating
≤$500,000 5
$500,001 to $750,000 4
$750,001 to $1,000,000 3
$1,000,001 to $1,250,000 2
$1,250,001 to $1,500,000 1
$1,500,001 to $1,750,000 0
$1,750,001 to $2,000,000 -2
>$2,000,000 -4
The City has allocated up to $250,000 for annual software fees, and while proposals over that amount
will be considered, the value realized for the increased cost must be substantial. Respondents’
points for the Pricing Proposal will be allocated based on the following rubric. The rubric will be
applied twice, once on the total 5-year cost, and once on the year 5 annual cost:
Software Price Rating
≤$50,000 5
$50,001 to $100,000 4
$100,001 to $150,000 3
$150,001 to $200,000 2
$200,001 to $250,000 1
$250,001 to $300,000 0
$300,001 to $350,000 -2
>$350,000 -4
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III.3.2 Software Demonstrations
For Software Demonstrations, the Evaluation Committee, with input from SMEs, scores the Short-
Listed Respondents by criteria area using the scoring methodology described above. The following
criteria will be used:
Criteria Maximum
Points
1 Software Demonstration 30
2 Technical and System Capabilities 15
3 Implementation Interview 35
4 Pricing 15
5 Compliance with Terms and Conditions 5
TOTAL: 100
III.3.3 Discovery
For the Discovery Evaluation, the Evaluation Committee, with input from SMEs, will rank order the
Finalists, with the Finalist receiving the most flrst place vote being the Selected Vendor.
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SECTION IV. PROPOSAL SUBMISSION REQUIREMENTS
i. General Proposal Requirements
It is the sole responsibility of the Respondent to ensure that Proposals are accurate, free of errors,
and include only the items requested by this RFP. Proposals should be prepared as simply as
possible and provide a straightforward, concise description of the proposed products and services
to satisfy the requirements of the RFP. Attention should be given to accuracy, completeness,
relevance, and clarity of content.
ii. Organization of Proposal
Respondents must organize and present their proposal materials in the same order as presented in
the Submittal Checklist and include page numbers.
iii. Attachments
Respondents should flll out and include all attachments to this RFP. Attachments shall not be
altered. Alterations to attachments or a failure to follow the guidelines below may result in the
proposal being deemed non-responsive.
a. Respondents shall not change the format or structure of attachments and shall only
provide information where indicated.
i. Microsoft Word attachments may be submitted inline within the body of the
RFP response to assist in readability.
b. Respondents shall not change the flle name of any attachment but may append the
flle name to include the Respondents name (e.g., FileName_CompanyABC).
c. Microsoft Excel attachments should be submitted as Excel flles, with a PDF copy.
iv. Submittal Checklist
Respondents should use the following checklist to ensure all submittals and attachments are
included in the RFP response. A failure to include all components or exceeding the maximum page
limit1 may result in the proposal being deemed non-responsive.
Submittal Checklist
Response Section Relevant Attachment Page
Limit1
Section 1 – Respondent Information
Title Page 1
Table of Contents N/A
Executive Summary 2
1 Attachments are excluded from the page limit, but please note that any attachment that allows narrative
response should be answered as concisely as possible.
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Respondent Team Attachment V.1.1 – Signature Page
Attachment V.1.2 – Nondiscrimination and Equal Pay
Affirmation
Attachment V.1.3 – Respondent Statement
Attachment V.1.4 – Software Background
Attachment V.1.5 – Professional Services
Background
Attachment V.1.6 – Reference Form
3
Section 2 – Functional Requirements
Functional
Requirements
Attachment V.2.1 – Functional Requirements 3
Section 3 – Technology & System Capabilities
Technology &
Capabilities
Attachment V.3.3 – Solution Information
Attachment V.3.4 – System-Wide Software
Capabilities
Attachment V.3.5 – Proposed Service Level
Agreement
10
Reporting Attachment V.3.1 – Reporting 3
Interfaces Attachment V.3.2 – Interfaces 3
Section 4 – Implementation Approach
Implementation Team Attachment V.4.1 – Work effort 5
Implementation
Approach
Attachment V.4.2 – Deliverables Expectations
Attachment V.4.4 – Project Management
Expectations
Attachment V.4.5 – Challenges to Solve
Attachment V.4.6– Key Contract Terms
8
Data Conversions Attachment V.4.3 – Data Conversions 3
Section 5 – Pricing
Price Proposal Attachment V.5.1 – Price Proposal 3
IV.1.0 RESPONDENT INFORMATION
The introductory material should include a title page with the RFP name, name of the Respondent,
address, contact information, date, and all other relevant subsections and attachments noted in the
Submittal Checklist.
IV.1.1 Executive Summary
The Executive Summary should be limited to a brief narrative summarizing the proposal and within
the page limit, including why the Respondent is best suited to complete the project for the City while
helping it achieve its project goals.
IV.1.2 Respondent Team
This section shall identify and provide a concise summary of the Respondent, including all Firms
providing software or professional services as part of this proposal. The response should highlight
the Respondent’s experience delivering similar projects, including the relevant attachments.
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IV.2.0 FUNCTIONAL REQUIREMENTS
The Functional Requirements describe the software scope of the overall project and the
requirements for each functional area. Responses to the Functional Requirements shall identify
the scope of system conflguration that will be accepted by the City as part of the project.
The Functional Requirements are a material component of the proposal evaluation and will allow the
City to determine if a Respondent can adequately support the City in meeting its project goals
identifled in II.4.0. Respondents should accurately refiect the ability of the proposed solution to meet
a speciflc requirement. The inability to provide some requirements or excluding some requirements
from scope may affect scoring but will NOT eliminate the Respondent from contention. However,
failure to accurately portray a software’s capability may result in disqualification. If
Respondents are unsure or unclear on the description of a speciflc requirement, please send a
question or request for clariflcation by the deadline noted in I.4.0. The requirements responses
submitted will become part of the agreement.
For the avoidance of doubt, all affirmative responses to the Functional Requirements shall be
designed, configured, and implemented unless a satisfactory workaround or other mutually
agreed solution is determined, or if any requirements are descoped by mutual consent. Failure
to do so may result in the City seeking remedial action.
Please see Attachment V.2.1– Functional Requirements. Instructions for completing the responses
to the functional requirements are included in the attachment.
IV.3.0 TECHNOLOGY AND SYSTEM CAPABILITIES
Respondents shall provide a narrative description of the proposed PLCE solution’s technology
architecture and system capabilities, including any technical requirements necessary to operate,
secure, and support the system. This section should describe the solution at a level sufficient for the
City to understand the overall technological approach, operational implications, and long‑term
sustainability of the system. Respondents must clearly describe how their proposed solution meets
the City’s requirements and supports reliable, secure, and efficient operations in a public‑sector
environment.
In addition to completing the relevant attachments, Respondents should address areas including
but not limited to:
i. Hosting and deployment model, including speciflc hosting services, deployment
options (e.g., cloud‑based, SaaS), and any assumptions regarding environment
management.
ii. Technology infrastructure, including system architecture, supported platforms,
database type, and technical dependencies.
iii. Application and data security, including security controls, compliance standards,
and data protection measures
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iv. User setup, authentication, and access management, including role‑based access,
authentication methods, and user administration processes
v. System workfiows and transactions, including how business processes are
supported, conflgured, and controlled within the system
vi. Audit and logging capabilities, including system auditing, transaction tracking, and
monitoring features
vii. Application support services, including service desk support, escalation procedures,
and support hours
viii. System reliability and availability, including service level commitments and
monitoring practices
ix. Scheduled maintenance and notiflcations, including maintenance windows,
upgrade processes, and user communications
x. Hosting service exit strategy, including data portability, transition support, and
termination considerations
xi. Backup and data retention, including backup frequency, retention policies, and
recovery procedures
xii. Disaster recovery and business continuity, including recovery objectives, failover
capabilities, and testing practices
Respondents should also complete Attachment V.3.3 – Solution Information, Attachment V.3.4 –
System-Wide Software Capabilities, and Attachment V.3.5 – Proposed Service Level Agreement.
IV.3.1 Reporting
Reporting is a key component of City management, and the City will rate favorably systems that have
an intuitive, no- or low-code report design, as well as systems that provide tools for standard public
sector reports . The City also wishes to create customized reports and dashboards using vendor
available tools or other third-party solutions like SQL or Power Query. Respondents shall describe
their overall approach to delivering reporting and analytics capabilities within the proposed PLCE
solution, including capabilities for dashboards, source data drilldown, and report sharing and
exporting.
Respondents should describe how reporting requirements are analyzed, designed, conflgured,
tested, and validated as part of the implementation. This description should include how standard
reports, dashboards, and adhoc or self-service reporting capabilities are provided, and how users
are enabled to access and analyze data without reliance on vendor intervention or custom
development, where feasible.
The City has identifled critical reports important to the organization. For each report identifled in
Attachment V.3.1, Respondents shall indicate whether the report can be provided and describe the
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method by which it would be delivered. All reports for which a Respondent indicates an affirmative
response are expected to be available, tested, and accessible to City users at go‑live and included in
the flxed fee price proposal. Instructions for completing the responses to the functional
requirements are included in the attachment.
Respondents shall provide training, user manuals, and documentation that clearly describe the
structure of underlying tables, relationships, and data elements used for reporting. This
documentation should enable City staff to create, modify, and maintain custom reports and
dashboards using SQL or Power Query, without reliance on vendor intervention.
IV.3.2 Interfaces
Respondents shall describe their overall approach to designing, developing, testing, deploying, and
supporting interfaces between the proposed PLCE solution and third‑party systems. The City
recognizes that Respondents may utilize different architectures, tools, and methodologies, but
Respondents must demonstrate a structured, proven approach suitable for a public‑sector PLCE
implementation.
Describe the Respondent’s design standards, development lifecycle, testing protocols, and
deployment practices, including how interfaces are validated to ensure accurate, secure, and
reliable data exchange, as well as the tools, platforms, or middleware used to develop and manage
interfaces.
Additionally, describe the respective roles and responsibilities of the Respondent, the City, and any
third‑party vendors involved in interface development, as well as how interfaces are conducted.
Describe the documentation to be provided for interfaces and the approach to knowledge transfer to
City staff to support ongoing maintenance and troubleshooting following go-live.
For each interface identifled in Attachment V.3.2, Respondents shall indicate whether the interface
can be supported and describe the proposed integration approach. Any interface for which a
Respondent provides an affirmative (“Yes”) response shall be considered in scope and included in
the flxed fee price proposal.
If additional interfaces are proposed, please add them and indicate how they will be implemented.
The interface plan proposed by the Respondent shall be included in the flxed fee price proposal. The
City acknowledges that additional interfaces not included in the attachment may require a change
order and an additional fee.
IV.4.0 IMPLEMENTATION TEAM & APPROACH
IV.4.1 Implementation Team
Respondents shall provide a general description of their proposed project team, including major
roles and responsibilities for each resource. The City understands that Respondents may be unable
to commit named individuals at the proposal stage, however, Respondents must provide sufficient
detail regarding roles, responsibilities, staffing levels, and team structure to allow the City to evaluate
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the experience, capacity, and suitability of the proposed project team. This description shall also
include approximate dedication of each resource to this project (vs other projects the resource may
be working on) and approximate time spent on-site. If the Respondent does have proposed speciflc
resources that would be staffed on this project, their resumes may be added as an appendix to the
response.
Respondents shall also complete Attachment V.4.1 – Work Effort. Follow the instructions on the flrst
tab of the attachment to complete the Respondent Staffing and Client Staffing tabs. For each row,
please indicate the Phase, Resource Type, Role, and number of hours per month the resource is
expected to be utilized.
IV.4.2 Implementation Approach
Respondents shall describe their overall approach to implementing the proposed PLCE solution,
including the methodology, structure, and governance used to deliver a successful public‑sector
PLCE implementation, including considerations for the implementation scope described in II.8.0.
The City expects and Respondents should describe their experience with an implementation to
follow a deliverable‑based approach, with clearly deflned deliverables, acceptance criteria, and
review cycles, with all major deliverables subject to City review and formal acceptance prior to
progression to subsequent phases. Additionally, the City expects Respondents to incorporate
appropriate stage gates or phase checkpoints, including readiness assessments, to validate that
agreed‑upon objectives, deliverables, and acceptance criteria have been met before proceeding to
subsequent phases or milestones.
Respondents shall describe how their proposed implementation approach accounts for City
resource availability and constraints, including staffing capacity, competing priorities, and the
operational realities of a public‑sector environment. Respondents should identify the types and level
of City resources required throughout the implementation. Respondents shall also identify
anticipated implementation risks, as the City is particularly interested in understanding how
Respondents proactively identify and manage risks and adjust project plans as conditions change.
The implementation approach should also provide a proposed project timeline and any key
considerations that could impact that timeline, as well as describe the Respondent’s approach to
on-site vs remote implementation activities and events.
Respondents should also complete Attachment V.4.2 – Deliverables Expectations, Attachment V.4.4
– Project Management Expectations, Attachment V.4.5 – Challenges to Solve, and Attachment V.4.6
– Key Contract Terms.
IV.4.3 Data Conversions
Respondents should describe their overall approach to data conversion from the City’s existing
systems into the proposed PLCE solution. The narrative should describe how data conversion
activities are planned, executed, tested, and validated throughout the implementation. Respondents
should address how data is identifled, extracted, mapped, transformed, and loaded into the
City of Bozeman
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proposed system, and clearly explain the City’s role in providing data extracts, data cleansing, data
validation, or data governance decisions.
In addition to converting data into the new PLCE system, the City would also like to understand the
Respondent’s experience and approach to managing existing system data that is not being converted
(e.g., data warehouse, etc.).
Respondents shall complete responses to the conversion requirements in Attachment V.4.3 – Data
Conversions. If the Respondent proposes additional items to be converted, please add them to the
attachment. Instructions for completing the responses to the functional requirements are included
in the attachment. The conversions the Respondent determines to be in scope shall be included in
the flxed fee price proposal.
IV.5.0 PRICE PROPOSAL
Respondents shall submit price proposals using the format provided in Attachment V.5.1 – Price
Proposal to refiect the total price of software, services, and any other associated fees. To ensure
proper evaluation and price comparison,
i. All pricing must be submitted as flxed fee by milestone. Costs listed as “to-be-
determined” or “estimated” will not be evaluated. All costs and prices shall be
quoted in U.S. dollars.
ii. Respondents should include all software modules and state any limitations on
module use. If no limitations are listed, the City will consider that pricing is based on
full enterprise-wide access for the City.
iii. Identify major milestones as part of the project and the associated costs to be
invoiced upon completion of each milestone. Please provide a schedule of all
payments necessary to complete the proposed scope. Additional details may be
provided to further explain deliverable or task costs.
iv. Respondents must submit implementation costs as fully loaded rates that include all
necessary travel or other expenses. By submitting a proposal, all Respondents
acknowledge that all pricing (including travel) must be a flxed fee or included in the
implementation milestones.
v. Respondents shall include any assumptions made about the price proposal and
provide clarity on what actions would cause an executed contract to be delivered and
a price higher than that in the Price Proposal.
To support the development of accurate and competitive flxed‑fee pricing, the City has provided a
set of key data metrics in Appendix A to assist Respondents in understanding the relative volume,
scale, and complexity of the City’s current environment and anticipated implementation effort.
Respondents shall consider the information in Appendix A in their flxed fee pricing proposals.
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SECTION V. ATTACHMENTS
V.1.0 RESPONDENT INFORMATION
V.1.1 Attachment 1.1 – Signature Page
Each Firm shall complete the Signature Page.
I acknowledge that I have read and understand the RFP documents.
I hereby certify that the information submitted by the Firm in response to this RFP, including pricing
and other information, is true and accurate.
I hereby certify that the Firm is independent of the City of Bozeman and is unaware of any potential
confiicts of interest if it were selected to perform the requested work.
I hereby certify that I am authorized to bind the Firm in a contract.
The undersigned Firm having examined this RFP and having full knowledge of the condition under
which the work described herein must be performed, hereby proposes that the Respondent will fulflll
the obligations contained herein in accordance with all instructions, terms, conditions, and scope of
requested services set forth; and that the Respondent will furnish all required products/services and
pay all incidental costs in strict conformity with these documents, for the stated prices as proposed.
Submitting Firm: Click to enter text. Primary Firm ☐
Address: Click to enter text.
City: Click to enter text. State: Click to enter text. Zip: Click to enter text.
SAM.gov UEI Number: Click to enter text.
Authorized Representative: Click to enter text. Title: Click to enter text.
Click to enter date.
Signature Date
Primary Contact for Firm
Name: Click to enter text. Title: Click to enter text.
Email: Click to enter text. Phone: Click to enter text.
City of Bozeman
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V.1.2 Attachment 1.2 – Nondiscrimination and Equal Pay Affirmation
Each Firm 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.
The Respondent hereby affirms it will abide by the Equal Pay Act of 1963 and Section 39-3-104, MCA
(the Montana Equal Pay Act).
Click to enter date.
Signature of Respondent’s Authorized Official Date
Click to enter text. Click to enter text.
Name of Person Signing (Print) Title of Person Signing (Print)
City of Bozeman
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V.1.3 Attachment 1.3 – Respondent Statement
By submitting a response, the Respondent acknowledges that all Firms associated with the
Respondent have acquainted themselves with the terms, scope, and requirements of the project
based on the information contained in this RFP and any addendums. Any failure by the Respondent
to acquaint themselves with available information will not relieve them from the responsibility for
estimating properly the difficulty or cost of successfully performing the work available. The City is not
responsible for any conclusions or interpretations made by the Respondent on the basis of the
information made available by the City.
Proposals that do not acknowledge addendums may be rejected.
The following addendums are acknowledged by the Respondent and refiected in our response.
Addendum Initials
Click or tap here to enter text. Click or tap here to enter text.
Authorized Agent Name Title
Click to enter a date.
Authorized Agent Signature Date
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V.1.4 Attachment 1.4 – Software Background
Complete one form for each software provider included in the proposal.
Product Information
Software product name (commercial name):
Legal owner/licensor of software (if different):
Software History
Date of flrst commercial release:
Current major version number:
Year current core architecture was
introduced:
Frequency of major releases: (e.g., annual,
quarterly)
Identify any predecessor products or
re‑platforming events:
Current Version
Top flve (5) functional enhancements
introduced in the current version:
1
2
3
4
5
Key functional, architectural, or platform
changes over the last three (3) years that
materially impact customers:
1
2
3
4
5
Identify the most signiflcant functional or
technical limitation of the current software
relevant to this RFP or experienced by similar
clients:
Third-Party Products
List any third-party products embedded in the
software: (Product name, purpose, can be
removed or substituted?)
Third-party products recommended but not
embedded: (Product name, purpose,
required/optional, additional costs)
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V.1.5 Attachment 1.5 – Professional Services Background
Complete one form for each Firm responsible for implementation delivery included in the proposal.
Respondent Background ☐ Primary Firm
Legal company name:
Corporate headquarters location:
Offices supporting PLCE delivery (by region):
Estimated percent of PLCE delivery resources
located in North America / offshore:
Firm History
Year Firm established (under current legal
structure):
Previous Firm names, mergers, or
acquisitions in last 10 years:
Previous names and successor Firms:
Current and Recent Projects
List up to flve (5) current or recent projects
that provided relevant experience:
1
2
3
4
5
Firm’s primary target market for PLCE
implementation services (e.g., industry,
organization size, complexity):
Describe how this project aligns with that
target market:
Identify three (3) key lessons learned from
recent PLCE implementations and describe
how each will be speciflcally applied to this
project:
1
2
3
Size
Number of PLCE implementation projects
completed in the past flve (5) years:
Number of PLCE implementations currently
in progress:
Consulting Team
Total size of PLCE consulting practice:
(exclude non-PLCE consultants)
Average annual attrition rate (# of leaves /
average # of employees) of PLCE consultants:
Proposed project team size:
Average PLCE implementation experience of
proposed team members:
Average tenure with Firm for proposed
consulting team:
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V.1.6 Attachment 1.6 – Reference Form
Please provide at least three (3) references for past projects that include products and services
similar to those proposed for this RFP and of comparable organizations. Each flrm should provide
one set of references. Please provide at least one reference based in Montana if possible.
NOTE: Responses stating that references will be provided at a later time shall be deemed non-responsive.
Firm Name: Click or tap here to enter text.
References ☐ Primary Firm
Name of product:
Name of client:
Client’s employee
count: Client’s annual
operating budget:
Contact name: Contact title:
Contact email: Contact phone:
Project Scope (check boxes for which implementation was conducted)
☐ Customer /Property File ☐ Customer Portal ☐ Permitting
☐ Licensing ☐ Code Enforcement ☐
Deployment
☐ On-premise ☐ Private Cloud ☐ SaaS
Implementation duration:
Planned Go-Live Date: Actual Go-Live Date:
Describe Roll on Project:
Project Challenges:
Major Accomplishments:
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V.2.0 FUNCTIONAL REQUIREMENTS
V.2.1 Attachment 2.1 – Functional Requirements
(See Excel Attachment V.2.1– Functional Requirements)
The Functional Requirements describe the software scope of the overall project and the
requirements for each functional area. Responses to the Functional Requirements shall identify
the scope of system conflguration that will be accepted by the City as part of the project.
The Functional Requirements are a material component of the proposal evaluation and will allow the
City to determine if a Respondent can adequately support the City in meeting its project goals
identifled in II.4.0. Respondents should accurately refiect the ability of the proposed solution to meet
a speciflc requirement. The inability to provide some requirements or excluding some requirements
from scope may affect scoring but will NOT eliminate the Respondent from contention. However,
failure to accurately portray a software’s capability may result in disqualification. If
Respondents are unsure or unclear on the description of a speciflc requirement, please send a
question or request for clariflcation by the deadline noted in I.4.0. The requirements responses
submitted will become part of the agreement.
For the avoidance of doubt, all affirmative responses to the Functional Requirements shall be
designed, configured, and implemented unless a satisfactory workaround or other mutually
agreed solution is determined, or if any requirements are descoped by mutual consent. Failure
to do so may result in the City seeking remedial action.
Respondents should indicate their responses to the City’s functional requirements. The Instructions
tab on the spreadsheet provides guidance on completing the attachment.
City of Bozeman
Request for Proposals for Permits, Licenses & Code Enforcement
Software and Implementation Services Page 48
V.3.0 TECHNOLOGY AND SYSTEM CAPABILITIES
V.3.1 Attachment 3.1 – Reporting
(See Excel Attachment V.3.1 - Reporting)
The City has identifled critical reports important to the organization. This represents the reports
currently run by the City, and the City acknowledges that not all these reports may be needed,
required, or available in a new system. For each report identifled in Attachment 3.1, Respondents
shall indicate whether the report or information provided in the report can be provided and describe
the method by which it would be delivered. All reports for which a Respondent indicates an
affirmative response are expected to be available, tested, and accessible to City users at go‑live and
included in the flxed fee price proposal. Instructions for completing the responses to the functional
requirements are included in the attachment.
City of Bozeman
Request for Proposals for Permits, Licenses & Code Enforcement
Software and Implementation Services Page 49
V.3.2 Attachment 3.2 – Interfaces
(See Excel Attachment V.3.2 - Interfaces)
For each interface identifled in Attachment V.3.2, Respondents shall indicate whether the interface
can be supported and describe the proposed integration approach. Any interface for which a
Respondent provides an affirmative (“Yes”) response shall be considered in scope and included in
the flxed fee price proposal.
If additional interfaces are proposed, please add them and indicate how they will be implemented.
The interface plan proposed by the Respondent shall be included in the flxed fee price proposal. The
City acknowledges that additional interfaces not included in the attachment may require a change
order and an additional fee.
The Instructions tab on the spreadsheet provides guidance on completing the attachment.
City of Bozeman
Request for Proposals for Permits, Licenses & Code Enforcement
Software and Implementation Services Page 50
V.3.3 Attachment 3.3 – Solution Information
Please respond to the questions and statements below regarding general solution information.
Responses should describe capabilities available in the current generally available version of the
proposed system. Please provide responses as concisely as possible.
General
Proposed solution type. Choose an item.
Authentication
Does the solution support Single Sign‑On
(SSO)? If yes, identify supported standards
(e.g., SAML 2.0, OpenID Connect, OAuth
2.0):
Does the solution support LDAP or Active
Directory integration?
Does the solution support Multi‑Factor
Authentication (MFA)? If yes, describe
supported MFA methods (e.g., SMS,
authenticator app, etc.):
Can MFA be enforced by role or user
group?
Data Center & Hosting
Describe the hosting model:
Identify the primary responsibility for
infrastructure management: (Vendor /
Third party / Customer)
List primary and secondary data center
locations (region/country):
Will the data for this project be located
within the continental United States?
Identify any third‑party providers used for
PaaS or IaaS (e.g., AWS, Azure, GCP) and
describe the Respondent’s contractual
relationship with these providers:
List each proposed environment (e.g.,
Production, Test, UAT, Training) and its
purpose. Are environments logically or
physically segregated?
City of Bozeman
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Software and Implementation Services Page 51
Describe how the system scales to
support growth in users, transactions, and
data volume:
List data center audit certiflcations held
(e.g., SOC 1/2 Type II, ISO 27001):
Data & Privacy
Describe the Information Security
Management System (ISMS) governing the
solution:
Is the solution ISO 27001 certifled?
Identify ownership of all customer‑
provided and customer‑generated data:
Describe how the software provider may
use customer data (if at all):
Describe supported mechanisms for
exporting customer data upon request or
contract termination, including exportable
formats:
Specify any fees, timelines, or limitations
associated with data extraction:
Describe incident response processes for
data breaches:
Customer responsibilities during a breach
event (if any):
What is your process when someone
subpoenas or requests our data from you
as a vendor?
Security
Describe how user roles and access
permissions are deflned and maintained:
Describe support for the Principle of Least
Privilege (PoLP):
Describe login and session management across
system modules:
Describe encryption standards used for data at
rest and data in transit:
How is City data kept separate and secure from
other customers, including any PII (Personally
Identiflable Information) that may be gathered?
City of Bozeman
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Software and Implementation Services Page 52
Security
Describe the system’s PCI compliance for
credit card transactions:
How is application‑level encryption supported
for sensitive flelds?
Describe how user security changes are
requested, approved, and audited:
Describe system health and availability
monitoring mechanisms:
Describe alerting and escalation processes for
security and availability events:
System Support & Maintenance
Describe procedures for handling system
outages and user‑reported issues:
Describe escalation paths for unresolved
critical incidents:
Describe how customers are notifled of
incidents and outages:
Frequency of status updates during incidents:
Updates & Roadmap
Describe the frequency of software
releases (major and minor):
Advance notice period provided before
production updates:
Are updates mandatory or optional?
Are customers able to defer updates? If
so, for how long?
Customer testing window prior to
mandatory updates:
Describe the process for submitting,
prioritizing, and tracking
customer‑requested enhancements:
Integrations
Identify supported payment gateways and
describe PCI DSS compliance posture and
responsibilities between Respondent and
City:
City of Bozeman
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Software and Implementation Services Page 53
Describe how GIS data is consumed
(parcel ID, address, impervious area,
frontage, service eligibility) and frequency
and method of GIS synchronization:
City of Bozeman
Request for Proposals for Permits, Licenses & Code Enforcement
Software and Implementation Services Page 54
V.3.4 Attachment 3.4 – System-Wide Software Capabilities
Please respond to the questions and statements below regarding general system capabilities.
Responses should describe capabilities available in the current generally available version of the
proposed system. Please provide responses as concisely as possible.
Accessibility
Describe the system’s compatibility with
desktop browsers, tablets, and mobile devices:
Are all core system functions accessible via
mobile devices, or are some functions limited
to desktop? If not, which ones?
Describe compliance with accessibility
standards (e.g., WCAG 2.1 Level AA, Section
508):
Attachments & Document Management
Describe the system’s ability to attach
documents to business transactions:
Describe the system’s ability to search for
attachments within the application:
Describe any OCR capabilities regarding
attachments, including invoices:
Describe the system’s ability to integrate with a
third-party document management system to
support attachments to business transactions:
Describe retention, archival, and purge
capabilities for attached documents:
Audit
Describe transaction‑level auditing capabilities,
including which events can be tracked:
Describe the ability to conflgure audit logging by
transaction type, user role, or data element:
Describe how audit logs are secured, retained,
and protected from alteration:
Describe how the system tracks security
changes (e.g., role changes, permission
updates):
Describe reporting and alerting capabilities
based on audit activity:
City of Bozeman
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Software and Implementation Services Page 55
Customer Portal
Describe customer self‑service features (permit
application, document submission, application
tracking, license application, code enforce
complaints, code enforcement case tracking,
printing approved permits and licenses,
requesting inspections, etc.):
Describe multi-account and multi-property
login support:
Describe supported customer notiflcation
channels (e.g., SMS, email, push, etc.):
Data
Describe the system’s fiexibility to add data
flelds to records and transactions, including
any impacts on reporting and updates:
Describe how the system supports future-dated
and back-dated changes:
Describe data validation rules and controls to
ensure data quality:
Describe data retention, archival, and purging
capabilities:
Transactions
Describe how the system supports templates to
enter routine, recurring, or frequent
transactions:
Describe the ability to save transactions in draft
status for later editing and posting.
Describe the system’s ability to add notes /
comments to transactions (e.g., applicant flle,
inspections, code enforcement cases):
Workfiow
Describe how workfiow rules are deflned and
conflgured:
Describe how users are notifled of required
actions:
Describe the system’s ability to support
communications within the system to reduce
emails:
City of Bozeman
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Software and Implementation Services Page 56
Workfiow
Describe the user’s ability to view workfiow
status, history, and pending actions:
Describe the system’s ability to support
alternate / temporary designated approvers:
Describe escalation rules and notiflcations
when an approver does not respond:
City of Bozeman
Request for Proposals for Permits, Licenses & Code Enforcement
Software and Implementation Services Page 57
V.3.5 Attachment 3.5 – Proposed Service Level Agreement
Please complete the following table identifying proposed service level guarantees. For each service,
please indicate the metric used to measure the service quality, the proposed requirement (target for
service), and the proposed remedy/penalty if guarantee is not met.
Proposed Service Level Guarantees
Service Metric Requirement/
Guarantee
Remedy if Not Met
System Availability
(Unscheduled Downtime)
System Response
(Performance)
Issue Response Time
Issue Resolution Time
Recovery Point Objective
(RPO)
Recovery Time Objective
(RTO)
System Data Restore
Implementation of System
Patches
Notiflcation of Security
Breach
Please list other proposed
service levels
Proposed Service Level Guarantees
Deflne the metric used to calculate availability
contained within the contract SLA:
How is performance against service levels
reported to the City?
Please describe how the City will be able to
monitor system performance through system
performance reports, including:
a. System Availability/Uptime
b. Response Time/Performance
c. Throughput/Transaction Rate
d. System Logs (Startup time, error logs,
users access)
City of Bozeman
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Software and Implementation Services Page 58
Cyber Liability
In the event of a cyber-incident, please deflne
liability for the City and vendor including any
proposed mitigation services provided by
vendor
City of Bozeman
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Software and Implementation Services Page 59
V.4.0 IMPLEMENTATION
V.4.1 Attachment 4.1 – Work Effort
(See Excel Attachment 4.1 – Work Effort)
Respondents should complete the attachment regarding the level of effort for both the Respondent
and the City for the project. The Instructions tab on the spreadsheet provides guidance on
completing the attachment.
City of Bozeman
Request for Proposals for Permits, Licenses & Code Enforcement
Software and Implementation Services Page 60
V.4.2 Attachment 4.2 – Deliverables Expectations
(See Excel Attachment V.4.2– Deliverables Expectations)
Respondents should complete the attachment regarding deliverables expectations for the project.
Please note there are two tabs to complete. The Instructions tab on the spreadsheet provides
guidance on completing the attachment.
The deliverables noted in the Deliverable Summary tab will be included in the SOW and will inform
the milestones that trigger payments.
City of Bozeman
Request for Proposals for Permits, Licenses & Code Enforcement
Software and Implementation Services Page 61
V.4.3 Attachment 4.3 – Data Conversions
(See Excel Attachment V.4.3 – Data Conversions)
Respondents should complete the attachment regarding data conversions for the project. If
additional interfaces are proposed, please add them. The Instructions tab on the spreadsheet
provides guidance on completing the attachment.
City of Bozeman
Request for Proposals for Permits, Licenses & Code Enforcement
Software and Implementation Services Page 62
V.4.4 Attachment 4.4 – Project Management Expectations
(See Excel Attachment V.4.4- Project Management Expectations)
Respondents should complete the attachment regarding project management for the project. The
Instructions tab on the spreadsheet provides guidance on completing the attachment.
City of Bozeman
Request for Proposals for Permits, Licenses & Code Enforcement
Software and Implementation Services Page 63
V.4.5 Attachment 4.5 – Challenges to Solve
The City has identifled a set of key challenges related to its current environment. Respondents are
requested to review each identifled challenge and describe how their proposed solution and
implementation approach would address the challenge. Responses should be speciflc to the City’s
stated challenges and should refiect the Respondent’s understanding of municipal PLCE
environments and best practices.
City of Bozeman
Request for Proposals for Permits, Licenses & Code Enforcement
Software and Implementation Services Page 64
Customer/Property File / Customer Portal
Challenge GIS Integration: The City maintains geospatial data that will be used by systems
across the organization. Multiple business processes rely on this data, and it is
critical that information remains accurate, consistent, and aligned across
systems.
The City seeks Respondents’ recommendations on how their PLCE solution can
successfully integrate with the City’s GIS, ERP, and Utility Billing systems to
support shared data elements and business workfiows while minimizing
duplicative data entry and reducing the risk of data becoming misaligned across
systems. Respondents should describe how their solution would support
effective data synchronization, clearly deflned system‑of‑record
responsibilities, and ongoing data integrity between the PLCE, ERP, UB and GIS
environments.
Response
Challenge Addressing: The City manages addresses and road center lines in spatial data
layers that are part of the City’s GIS system. The City’s Addressing spatial data
layer is the authoritative record of official addresses within the City. Through
consistent address assignments, the City supports public safety and
emergency response (e.g., NG9-1-1 services); facilitates mail and other delivery
services; guides development and growth in a systematic way; and maintains
logical address references for residents, businesses, and government services.
When creating an address, the City utilizes multiple systems that require
manual and repetitive data entry. Addresses are assigned based on the front or
main entrance to the addressable structure. Address creation and assignments
are needed as part of annexation and development applications. Residential,
commercial, industrial, and signiflcant accessory buildings must have
addresses. Secondary structures may be addressed when required for safety or
services. Multi-unit structures must use logical unit numbering.
The City intends to continue to use the GIS system as the address system of
record, but is interested to understand how the proposed PLCE system can
interface with the GIS to incorporate the creation of addresses and street names
using PLCE workfiows and incorporating updated address information into the
PLCE system.
In addition, the PLCE system should provide a real time link to interface data to
the GIS for display and map printing, and should be able to leverage GIS centric
data as needed.
Response
City of Bozeman
Request for Proposals for Permits, Licenses & Code Enforcement
Software and Implementation Services Page 65
Challenge Records Retention: Please explain the reporting and document retrieval
system or processes of the PLCE, including data and information that is in the
PLCE as well as plan sets and other attachments.
Response
Challenge Lot Consolidation and Segregation: Permit and license applications can be
made for properties/ parcels immediately upon lot consolidation or segregation.
Please explain how the PLCE manages lot consolidations and segregations.
Discuss the impacts of lot consolidation and segregations on historical data and
information (such as applications and issued permits, licenses, and code
enforcement cases). How do lot consolidations and segregations affect
applications? Can an application be made prior to an address being assigned to
the newly conflgured lot / parcel?
Response
City of Bozeman
Request for Proposals for Permits, Licenses & Code Enforcement
Software and Implementation Services Page 66
Permitting
Challenge Connecting Related Permits / Applications Under One Umbrella: A critical
function for the City is ensuring the permit applications are properly associated.
The City needs the ability to relate and track permits across the full lifecycle of
development activity. For example, a development may begin with a planning
approval, followed by parcel subdivision, and later result in multiple individual
building permits issued over several years. Or linking Development Review
approvals to site speciflc building applications, ensuring there is proper
Planning approval in place prior to receiving building permit applications.
The City wants to clearly understand and visualize how current permits are
connected to prior approvals, even when those permits span different permit
types, departments, parcels, and timeframes. The City seeks recommendations
on how it can link and track related permits over time, including multiple
downstream permits issued years later.
Response
Challenge Address Validation: The PLCE must be able to properly flnd or validate the
correct address or geolocation either inside or outside the City limits. Addresses
can change over time due to annexation or redevelopment, tracking correct
address/parcel information for specifled areas will be important for long term
tracking of land use entitlements and authorizations.
Response
Challenge Workload / Workfiow Management: When permit applications are received, the
City would like the PLCE system to be fiexible enough to easily modify necessary
reviews / reviewer steps. In addition, the system should have the capability to
manage review assignments based on existing workload, staff expertise, etc. To
help monitor and manage, the PLCE system should include dashboards for staff
and managers to track application / review status, outstanding and completed
tasks as well as statutory review deadlines. In addition, the PLCE should be able
to prioritize minor quick review tasks for simple permits as deflned by the City.
Response
Challenge Pavement Degradation Fees and Street Restoration Requirements: Permits for
excavation in paved streets or alleys shall be subject to a pavement degradation
fee along with street restoration requirements. Newly constructed streets,
reconstructed streets, or streets that have been repaved shall be considered
protected streets for a period of flve (5) years following construction and shall
be subject to an additional pavement degradation fee surcharge. The City would
like the PLCE system to incorporate the City’s fee structure for pavement
degradation fees and track to completion payment of degradation fees and
completion of street restoration requirements.
City of Bozeman
Request for Proposals for Permits, Licenses & Code Enforcement
Software and Implementation Services Page 67
Response
Challenge Lane Mitigation Fees: Closures for lane closure of any travel-way, sidewalk or
shared use path, bike lane, parking lane, driving lane, or alley are subject to a
lane mitigation fee as established by City. Fees are calculated on number of
days identifled in the permit application. Days beyond that, without prior
approval, are subject to overage fees. The City would like the PLCE system to
incorporate the City’s fee structure for lane mitigation fees
Response
Challenge Bond / Warranty Management: At the conclusion of the work period impacting
contributed public and private infrastructure, the City holds performance bonds
for a period of two (2) years from the date the Permit is issued, or for a period of
one (1) year following acceptance of completion of the work by the City. The City
currently holds flnancial guarantees in Community Development, including
bonds, letter of credit or cash to ensure performance by specifled due dates.
The City would like to understand how PLCE systems will manage this process
(tracking amounts, providing reminders, monitoring due dates, etc.) to ensure
that proper inspections are conducted in a timely manner and found
deflciencies can be addressed within the bond period.
Response
Challenge Public Notiflcation and Transparency: At various phases of the permit
application process, the City publishes key application information on the City
Website. Please discuss how the PLCE would interface with the webhost,
Laserflche, and GIS to simplify or automate that process.
Response
Licenses
Challenge Fire Inspections. Commercial spaces require flre-speciflc inspections for health
and life safety at certain intervals (1, 2, or 3 years, depending on the risk proflle).
However, certain businesses are licensed by the State of Montana and not the
City, so it becomes difficult to track those businesses for Fire to be made aware
of the business initially, as well as to monitor for periodic inspections. The City
seeks recommendations on how to track businesses operating in the City,
including maintaining accurate and up-to-date contact information, and
integrate them with the Fire Department’s inspection software (First Due).
Response
City of Bozeman
Request for Proposals for Permits, Licenses & Code Enforcement
Software and Implementation Services Page 68
Code Enforcement
Challenge Property Owner Identiflcation: In order to properly investigate and provide
notiflcation relating to Code Enforcement complaints, it is important to have
proper owner information. Owner information can change at the County level
without immediate notiflcation to City staff or systems. The City would like to
understand how the PLCE system can identify the current property owner, and
then also notify the current property owner of violation notices.
Response
Challenge Integration with Public Safety Suite Professional: Misdemeanor code violations
may require evidence that is used in court against violators, including body
camera footage. Because Public Safety Suite Professional is used to gather
evidence and prosecute cases, the City is looking for the most efficient way to
integrate a new code enforcement system with the requirements of using Public
Safety Suite Professional for misdemeanor cases, while eliminating as much
duplicative work as possible.
Response
City of Bozeman
Request for Proposals for Permits, Licenses & Code Enforcement
Software and Implementation Services Page 69
V.4.6 Attachment 4.6 – Key Contract Terms
The City anticipates negotiating a flnal contract with the Selected Vendor following award. To support
an efficient contracting process, Respondents shall respond to each of the following key contract
terms and identify Respondent’s ability to comply with them as the City will require materially similar
language in the flnal contract. If the Respondent cannot comply with the following terms, the
Respondent must indicate why. Failure to disclose exceptions may be grounds for disqualiflcation.
The City understands it may have to negotiate contracts with multiple Firms the comprise the
Selected Vendor. Each Firm should complete the respective table below.
To be completed by each Firm providing implementation services:
Contract / Proposal Requirement Response
Key Personnel – The City requires assurances
as to the continuity, qualifications, and
performance of vendor staffing assigned to the
project. Respondents shall make Key
Personnel available (Project Manager &
Functional Leads) during the Discovery
process to interview all proposed Key
Personnel.
Except in the event of resignation, termination
of employment, illness, or other
circumstances beyond the Vendor’s
reasonable control, Key Personnel may not be
removed or replaced without the City’s prior
written approval. In the event that a Key
Person is no longer available due to such
circumstances, the Vendor shall promptly
notify the City and propose a replacement
resource with qualifications and experience
equal to or greater than those of the individual
being replaced, subject to the City’s approval
and at no additional cost to the City.
In addition, the City reserves the right to
request the replacement of any Key Personnel
whose performance, conduct, or
qualifications are determined by the City,
acting in good faith, to be inappropriate or not
well suited for the successful completion of
the project. Upon such request, the Vendor
shall propose a suitable replacement resource
with qualifications and experience equal to or
greater than those of the individual being
replaced, subject to the City’s approval and at
no additional cost to the City.
City of Bozeman
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Software and Implementation Services Page 70
Contract / Proposal Requirement Response
System Conflguration Limits – The Selected
Vendor shall deliver the project in accordance
with the City’s deflned business process
objectives and Functional Requirements. The
Vendor may not limit project scope due to
conflguration constraints except as described
in the Fixed Fee Pricing Based on Milestones
below. Any identifled system limitations must
be disclosed during proposal evaluation or
discovery and resolved within the agreed‑upon
scope.
Use of Deliverables and Milestones – The
City will require use of Deliverables and
Milestones during implementation. A
Deliverable is a tangible work product,
documentation, conflguration, or other artifact
produced that the City can use, rely upon, or
reference after completion. Deliverables are
subject to formal review and require written
acceptance by the City in accordance with the
acceptance process to be deflned in the SOW,
and in no event shall Deliverables be deemed
accepted. A Milestone represents a deflned
phase or sub-phase of the project and is
composed of one or more Deliverables and/or
required project activities. A Milestone shall be
considered achieved only upon completion
and City acceptance of all required
Deliverables and completion of any associated
required activities identifled for that Milestone.
Fixed Fee Pricing Based on Milestones –
Implementation services shall be provided on
a flxed-fee, milestone-based basis. Fixed fees
shall include all labor, hours, effort, and
resources necessary to complete the agreed-
upon scope and acceptance criteria. The
Selected Vendor assumes responsibility for
delivering agreed-upon outcomes within the
flxed fee, except for limited categories of
services, which may be performed within a
bounded cap (included in the flxed fee) or pre-
approved not-to-exceed limits.
The following activities may be subject to a
bounded cap, strictly subject to City approval
and not-to-exceed limits: a) Report formatting,
City of Bozeman
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Contract / Proposal Requirement Response
layout, or cosmetic changes requested by the
City after functional acceptance of report
content; b) Additional training sessions,
delayed training, or re-training requested by
the City beyond the agreed training plan and
schedule; c) Conflguration of additional
workfiow permutations or approval paths not
identifled in the agreed design documents or
baseline scenarios; d) Other City-directed
changes where scope variability is outside the
Vendor’s reasonable control.
All services performed under approved
bounded exceptions shall be tracked
separately from flxed-fee activities. The
Selected Vendor shall maintain detailed
records of hours expended by resource, role,
activity, and date, and shall update and share
exception service burn-down reports with the
City no less frequently than bi-weekly, or more
frequently upon request. The City shall have
visibility into the remaining balance of
approved exception effort. Further, the
Selected Vendor shall notify the City in writing
when consumption of any approved bounded
exception reaches seventy-flve percent (75%)
of the approved not-to-exceed limit. No
services in excess of the approved limit may be
performed without additional written
authorization from the City.
Respondents shall identify any
implementation activities they anticipate may
be proposed as bounded exceptions. For each
anticipated exception, Respondents shall
provide the following:
a) Description of the activity or service;
b) Rationale for why the activity is not
appropriate for flxed-fee pricing;
c) Recommended controls or acceptance
criteria to minimize variability.
City of Bozeman
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Software and Implementation Services Page 72
Contract / Proposal Requirement Response
Final Acceptance – Final acceptance shall
occur following go‑live and completion of a
post‑implementation validation period of not
less than ninety (90) days, during which the
City will verify that all SOW requirements and
project criteria have been met. Final milestone
payment shall be contingent upon written
Final Acceptance by the City and shall
represent no less than ten percent (10%) of
total implementation fees for the applicable
phase.
If the City determines that there is an
outstanding project requirement or
configuration defect, the City will notify the
Selected Vendor in writing. The Selected
Vendor will resolve all outstanding issues or
provide a mutually agreeable plan for future
resolution at no additional cost. Upon
resolution, the City may repeat testing for
provided resolution with a period not to
exceed fifteen (15) days.
Warranty – The Selected Vendor shall warrant
that all services will be performed in a
professional and workmanlike manner by
qualified personnel and that all deliverables,
including configurations and work products,
will conform to the agreed‑upon scope,
specifications, and vendor responses to
Functional Requirements set forth in the
Statement of Work. The warranty period shall
extend for no less than forty-five (45) days
following Final Acceptance. Warranty
remedies shall include, at no additional cost
to the City, correction of defects and
reperformance of non‑conforming services.
City of Bozeman
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Software and Implementation Services Page 73
Contract / Proposal Requirement Response
Hold Harmless – Selected Vendor shall hold
harmless, defend, and indemnify City and its
officers, employees, agents, and volunteers,
from and against any and all liability, loss,
damage, expense, and costs (including
without limitation costs and fees of litigation)
of every nature arising out of or in connection
with Selected Vendor’s performance, including
but not limited to claims related to intellectual
property infringement, data security breaches,
or violations of applicable laws, except to the
extent caused by the sole negligence or willful
misconduct of the City.
To be completed by each Firm providing software services:
Contract / Proposal Requirement Response
Service Level Agreements – The Selected
Vendor shall meet or exceed the availability,
performance, and support service levels set
forth in Attachment V.3.5. Service levels shall
be contractually binding and applicable to all
production environments.
Service Level Agreement Remedy – The
Selected Vendor shall provide remedies for
failure to meet agreed service levels, which
may include service credits, fee refunds, or
other remedies. Repeated failures to meet
service levels may constitute a material
breach of the Agreement.
Hold Harmless – Selected Vendor shall hold
harmless, defend, and indemnify City and its
officers, employees, agents, and volunteers,
from and against any and all liability, loss,
damage, expense, and costs (including
without limitation costs and fees of litigation)
of every nature arising out of or in connection
with Selected Vendor’s performance, including
but not limited to claims related to intellectual
property infringement, data security breaches,
or violations of applicable laws, except to the
extent caused by the sole negligence or willful
misconduct of the City.
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To be completed by each Firm:
The City has included its standard SaaS Agreement (Appendix B) for review. Respondents are asked
to review this draft agreement and identify any key exceptions, concerns, or provisions that would
require modiflcation in order to sign a contract with the City. A full redline is not required at this
stage; however, Respondents should clearly outline (including section number references) the
material terms they would be unable to accept or would propose to revise. Add additional rows as
necessary.
Firm:
Section #: Agreement Exception or Concern:
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V.5.0 PRICING
V.5.1 Attachment 5.1 – Price Proposal
(See Separate Excel Spreadsheet)
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SECTION VI. APPENDIX
VI.1.0 APPENDIX A
To support the development of accurate and competitive flxed‑fee pricing, the City has provided a
set of key data metrics below to assist Respondents in understanding the relative volume, scale, and
complexity of the City’s current environment and anticipated implementation effort. These metrics
are intended to reduce uncertainty, minimize the likelihood of change orders, and limit the use of
bounded exceptions during implementation.
The metrics refiect the City’s current‑state environment and, in some cases, represent reasonable
estimates based on available information. The City acknowledges that future‑state processes may
result in efficiencies or reductions in volume; however, Respondents shall use the information
provided as the baseline for their flxed‑fee pricing assumptions unless explicitly stated otherwise.
Respondents are expected to incorporate these metrics into their proposed implementation
approach, staffing, and flxed‑fee pricing. Where a Respondent believes additional assumptions,
clariflcations, or adjustments are required to price accurately, such assumptions shall be clearly
identifled in the proposal.
Respondents should also consider these metrics when identifying any anticipated bounded
exceptions as described in Section V.4.6 and are encouraged to propose approaches that minimize
the need for such exceptions.
To assist with accurate flxed fee pricing, the City has included below key data metrics to assist
Respondents in understanding the level of effort to successfully complete implementation while
reducing the potential for unknowns and change orders. Please note that while these numbers are
approximations, they are directionally correct, though flnal numbers at the time of implementation
may change slightly.
Respondents should use this information in their flxed fee pricing while also reducing the need for
bounded constraints as mentioned in V.4.6. If Respondents have questions about the metrics, or if
there are other key metrics that would be helpful in providing an accurate flxed fee price, please
submit them in accordance with I.4.0.
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Building Permits (2025)
Applications
Permits
Issued Inspections
New Dwelling
Units
Certiflcates of
Occupancy
New
Residential 161 686 9,851 1,056 213
Residential
Improvement 1,207 1,681 4,967 0 8
Total
Residential 1,368 2,367 14,818 1,056 221
New
Commercial 41 137 2,463 197 22
Commercial
Improvement 239 482 2,691 0 24
Total
Commercial 280 619 5,154 197 46
Other
Applications 771 668 2,278 0 2
Grand Total 2,419 3,654 22,250 1,253 269
Planning Projects (2025)
Applications
Received
Revisions
Received
Decisions
Issued
Large Projects
(City Commission
Decision)
36 33 15
Small Projects
(Director Decision) 320 313 288
Total 356 346 303
Engineering Permits (2025)
Permits
Issued
Permit Reviews
Completed
Commercial & Residential Encroachment Permits 49 53
Downtown Sidewalk Encroachment Permit Program 40 45
Exclusive Use Permits 8 8
Parade/Public Assembly & Open Container Waiver
Permits 84 90
Public Right of Way Utility Occupancy Permit 56 59
Sidewalk/Driveway & Curb Cut Permit 25 31
Street Cut Permit 108 123
Fire Flow Request Permit 57 57
Flood Plain Permit 3 5
Total 430 471
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Code Enforcement Cases (2025)
Status Number
Opened 1,359
Closed 1,269
Licenses (2025)
Type Number issued
Animal / Pet 1,589
Liquor 149
Kennel 25
Downtown parking 637
Residential parking 13,230
Temporary parking 400
Business Licenses 4,284
Marijuana Business License 40
Mobile Vending 55
Short Term Rentals 110
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VI.2.0 APPENDIX B
Software as a Service Agreement
This Software as a Service Agreement (“Agreement”), is made and entered into this day of , 2026
(“Effective Date”), by and between the City of Bozeman, Montana, a self-governing municipal
corporation organized and existing under its Charter and the laws of the State of Montana, 121 North
Rouse Street, Bozeman, Montana, with a mailing address of PO Box 1230, Bozeman, MT 59771,
hereinafter referred to as “City,” and, _______________ , ____________________ , with a mailing
address of ___________ , hereinafter referred to as “Provider.” The City and Provider may be referred to
individually as “Party” and collectively as “Parties.”
In consideration of the mutual covenants and agreements herein contained, the receipt and
sufficiency whereof being hereby acknowledged, the Parties hereto agree as follows:
1. Deflnitions.
a. “Aggregated Statistics” means data and information related to the City's use of the
Services that is used by Provider in an aggregate and anonymized manner, including to
compile statistical and performance information related to the provision and operation of the
Services.
b. “Authorized User” means the City's employees, consultants, contractors, and agents
(i) who are authorized by the City to access and use the Services under the rights granted to
the City pursuant to this Agreement and (ii) for whom access to the Services has been
purchased hereunder.
c. “Confldential Information” means, subject to Montana’s Open Records Law, all
written or oral information, disclosed by either Party to the other, related to the operations of
either Party or a third party that has been identifled as confldential or that by the nature of the
information or the circumstances surrounding disclosure ought reasonably to be treated as
confldential. With respect to the City, Confldential Information must also include any and all
information transmitted to or stored by Provider in connection with performance of its
obligations under this Agreement, including, but not limited to, personally identiflable
information (“PII”) of residents, employees or people included within the City’s data,
including name, address, phone number, e-mail address, date of birth, social security
number, patient records, credit card information, driver’s license number, account numbers,
PINs and/or passwords, any other information that could reasonably identify a person, and
products, confldential intellectual property, trade secrets, third-party confldential
information, and other sensitive or proprietary information, whether orally or in written,
electronic, or other form or media/in written or electronic form or media, and whether or not
marked, designated, or otherwise identifled as “confldential.”
Confldential Information does not include information that, at the time of disclosure is: (a) in
the public domain; (b) known to the receiving Party at the time of disclosure; (c) rightfully
obtained by the receiving Party on a non-confldential basis from a third party; or (d)
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independently developed by the receiving Party without reference to or use of the disclosing
Party’s Confldential Information.
d. “City's Data” means, other than Aggregated Statistics, information, data, and other
content, in any form or medium, that is submitted, posted, or otherwise transmitted by or on
behalf of the City or an Authorized User through the Services, including, without limitation,
the City's meter data and other energy data related to the City's facilities located in the State
of Montana. This information, data, and content may also include that which is considered
Confldential Information.
e. “Data Incident” means a breach of the City or the Provider’s security leading to the
accidental or unlawful destruction, loss, alteration, unauthorized disclosure of, or access to
the City’s Data through the Services licensed to the City by the Provider.
f. “Documentation” means Provider’s user manuals, handbooks, and guides relating to
the Services provided by Provider to the City either electronically or in hard copy form/end
user documentation relating to the Services.
g. “Intellectual Property Rights” or “IP Rights” means any and all rights that may exist
under patent law, copyright law, publicity rights law, moral rights law, trade secret law,
trademark law, unfair competition law or other similar protections, whether or not such rights
are registered or perfected.
h. “Provider IP” means the Services, the Documentation, and any and all intellectual
property provided to the City or any Authorized User in connection with the foregoing. For the
avoidance of doubt, Provider IP includes Aggregated Statistics and any information, data, or
other content derived from Provider’s monitoring of the City's access to or use of the
Services, but does not include the City's Data.
i. “Services” means the on premise software-as-a-service license described in the
Scope of Services. See attached Exhibit A.
2. Purpose. City agrees to enter into this Agreement with Provider to perform for the City the
Services described in the Scope of Services, incorporated into this Agreement and attached as
Exhibit A.
3. Term and Termination.
a. Term. The initial term of this Agreement begins on the Effective Date and, unless
terminated earlier pursuant to this Agreement’s express provisions, will continue in effect for
months from such date (the “Initial Term”). This Agreement will automatically renew
for additional successive one (1) year terms unless earlier terminated pursuant to this
Agreement’s express provisions. The Parties may extend this Agreement for three (3)
additional one (1) year terms.
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b. Notice of Non-Renewal. A Party to this Agreement gives the other Party written notice
of non-renewal at least thirty (30) days prior to the expiration of the then-current term (each
a “Renewal Term” and together with the Initial Term, the “Term”).
c. Termination.
i. Provider may terminate this Agreement, effective on written notice to the City
if the City: 1) fails to pay any amount when due hereunder, and such failure continues
more than sixty (60) days after Provider’s delivery of written notice thereof; or 2)
breaches any of its obligations under Paragraph 6 of this Agreement
ii. Any Party to this Agreement may terminate their obligations under this
Agreement, effective on written notice to the other Parties, if another Party materially
breaches this Agreement, and such breach: 1) is incapable of cure; or 2) being
capable of cure, remains uncured sixty (60) days after the non-breaching Party
provides the breaching Party with written notice of such breach; or
iii. Any Party to this Agreement may terminate this Agreement, effective
immediately upon written notice to the other Parties, if the other Party: 1) becomes
insolvent or is generally unable to pay or fails to pay its debts as they become due; 2)
flles or has flled against it a petition for voluntary or involuntary bankruptcy or
otherwise becomes subject, voluntarily or involuntarily, to any proceeding under any
domestic or foreign bankruptcy or insolvency law; 3) makes or seeks to make a
general assignment for the beneflt of its creditors; or 4) applies for or has appointed
a receiver, trustee, custodian, or similar agent appointed by order of any court of
competent jurisdiction to take charge of or sell any material portion of its property or
business.
d. Expiration. Provider must notify the City 90 days in advance of this Agreement’s
expiration date.
e. Effect of Expiration or Termination. No expiration or termination will affect the City's
obligation to pay all Fees that may have become due before such expiration or termination or
entitle the City to any refund.
4. Scope of Services. Provider must perform the work and provide the services in
accordance with the requirements of the Scope of Services. For confiicts between this
Agreement and the Scope of Services, unless speciflcally provided otherwise, this
Agreement governs. Provider agrees to be bound by its responses to the City’s Cloud
Questionnaires, incorporated into and attached to this Agreement as Exhibit B and made part
of this Agreement. Such responses constitute material consideration for the City to enter into
this Agreement and the responses are material representations regarding the Provider’s
performance.
5. Access and Use.
a. Provision of Access to Services. Subject to and conditioned on the City's payment of
fees and compliance with the terms and conditions of this Agreement, Provider grants the
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City a non-exclusive, non-transferable license to the Services during the Term. This license to
the Services is solely for use by the City and its Authorized Users and must be accessed and
used in accordance with the terms and conditions set forth in this Agreement. Unless
otherwise agreed upon and detailed in the Scope of Services, such access and use is limited
to the City's internal use. If applicable, Provider must provide to the City the necessary
passwords and network links or connections to allow the City to access the Services.
b. Documentation License. Subject to the terms and conditions contained in this
Agreement, Provider grants to the City a non-exclusive, non-sublicensable, non-transferable
license to use the Documentation during the Term solely for the City's internal business
purposes in connection with its use of the Services.
c. Designated Authorized Users. The City may designate the number of Authorized
Users permitted to access the Services.
d. Reservation of Rights. Provider reserves all rights not expressly granted to the City in
this Agreement. Except for the limited rights and licenses expressly granted under this
Agreement, nothing in this Agreement grants, by implication, waiver, estoppel, or otherwise,
to the City or any third party any intellectual property rights or other right, title, or interest in
or to the Provider IP.
e. Suspension. Notwithstanding anything to the contrary in this Agreement, Provider
may temporarily suspend the City's and any Authorized User’s access to any portion or all of
the Services if:
i. Provider reasonably determines 1) there is a threat or attack on any of the
Provider IP; 2) the City's or any Authorized User’s use of the Provider IP disrupts or
poses a security risk to the Provider IP or to any other Customer or vendor of Provider;
3) the City, or any Authorized User, are using the Provider IP for fraudulent or illegal
activities; or 4) Provider’s provision of the Services to the City or any Authorized User
is prohibited by applicable law;
ii. any vendor of Provider has suspended or terminated Provider’s access to or
use of any third-party services or products required to enable the City to access the
Services; or
iii. in accordance with Section 5(a)(iii) (any such suspension described in sub-
section (i), (ii), or (iii), a “Service Suspension”).
Provider must use commercially reasonable efforts to provide written notice within flve (5)
business days prior to any planned Service Suspension to the City and provide updates
regarding resumption of Services following any Service Suspension. Provider must use
commercially reasonable efforts to resume providing access to the Services as soon as
reasonably possible after the event giving rise to the Service Suspension is cured. Provider
may be subject to liability for any damage, liabilities, losses (including any loss of data or
proflts), or any other consequences that the City or any Authorized User may incur as a result
of a Service Suspension.
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f. Aggregated Statistics. Notwithstanding anything to the contrary in this Agreement,
Provider may monitor the City's use of the Services, and collect and compile Aggregated
Statistics. As between Provider and the City, all right, title, and interest in Aggregated
Statistics, and all intellectual property rights therein, belong to and are retained solely by
Provider. The City acknowledges that Provider may compile Aggregated Statistics based on
the City's Data input into the Services. The City agrees that Provider may: 1) make Aggregated
Statistics publicly available in compliance with applicable law, and 2) use Aggregated
Statistics to the extent and in the manner permitted under applicable law; provided that such
Aggregated Statistics do not identify the City or the City's Confldential Information.
6. The City's Responsibilities.
a. The City is responsible for all uses of the Services and Documentation resulting from
access provided by the City, directly or indirectly. The City must use reasonable efforts to
make all Authorized Users aware of this Agreement’s provisions as applicable to such
Authorized User’s use of the Services, and must cause Authorized Users to comply with such
provisions.
b. Unless otherwise agreed, the City is responsible for creating and modifying its data
into the Services, and keeping the City’s data into the Services current and accurate.
c. The City must reasonably cooperate with Provider’s performance of Professional
Services. The City recognizes and agrees that performance of Professional Services is
contingent upon the City’s cooperation and as set forth in Paragraph 7.
d. The City may test the Provider’s Services in a live production environment to ensure
that it conforms to the speciflcations set forth in this Agreement and all Exhibits. Upon
acceptance, the City must pay the Provider in accordance with the Scope of Services. See
attached Exhibit A. If the City determines that the Services do not meet the speciflcations set
forth in this Agreement and all Exhibits, upon 60 days of receiving written notice of such
deflciencies, the City may terminate this Agreement if the Provider does not cure the
deflciencies. Provider must refund the City all sums already paid within flve (5) business days.
Such termination and refund does not bar the City from pursuing other remedies available
under the Agreement or law.
7. Provider’s Obligations. To induce the City to enter into this Agreement, Provider makes the
following representations:
a. Provider has familiarized itself with the nature and extent of this Agreement, all
exhibits including but not limited to the Scope of Services, and with all local conditions and
federal, state and local laws, ordinances, rules, and regulations that in any manner may
affect cost, progress or performance of the Scope of Services.
b. Provider represents and warrants to the City that it has the experience and ability to
perform the services required by this Agreement; that it will perform the services in a
professional, competent and timely manner and with diligence and skill; that it has the power
to enter into and perform this Agreement and grant the rights granted in it; and that its
performance of this Agreement must not infringe upon or violate the rights of any third party,
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whether rights of copyright, trademark, privacy, publicity, libel, slander or any other rights of
any nature whatsoever, or violate any federal, state and municipal laws. The City will not
determine or exercise control as to general procedures or formats necessary to have these
services meet this warranty.
c. Provider must ensure the Services delivered under this Agreement are adequately
secure, and must provide a secure environment for all of the City’s Confldential Information,
which may include, but is not limited to any hardware and software (including servers,
network and data components) to be provided or used by the Provider as part of its
performance under this Agreement. Provider represents that the security measures it takes
in performance of its obligations under this Agreement are, and at all times will remain in
compliance with all applicable laws and regulations governing Provider’s access to, use of,
and handling of the City’s Data.
d. If Provider creates a new version of the Services, it must make the new version
available to the City at no additional cost. Provider must also provide the City with any
additional features or functionalities of the Services that it may develop at no additional cost
to the City.
8. Security. Provider must provide a secure environment for all of the City’s Confldential
Information and any hardware and Software (including servers, network and data components) to be
provided or used by Provider as part of its performance under this Agreement. Provider represents
that the security measures it takes in performance of its obligations under this Agreement are, and
will at all times remain in agreement with the industry’s minimum standards. Provider’s failure to
comply with the industry’s minimum standards in fulfllling its obligations under this Agreement
constitutes a breach of this Agreement. Additionally, Provider must contractually require any
subcontractors or agents with access to the City’s Confldential Information to adhere to such
Security Best Practices.
9. Indemnity/Waiver of Claims/Insurance. For other than professional services rendered, to
the fullest extent permitted by law, Provider agrees to release, defend, indemnify, and hold harmless
the City, its agents, representatives, employees, and officers (collectively referred to for purposes of
this Section as the City) from and against any and all claims, demands, actions, fees and costs
(including attorney’s fees and the costs and fees of expert witness and consultants), losses,
expenses, liabilities (including liability where activity is inherently or intrinsically dangerous) or
damages of whatever kind or nature connected therewith and without limit and without regard to the
cause or causes thereof or the negligence of any party or parties that may be asserted against,
recovered from or suffered by the City occasioned by, growing or arising out of or resulting from or in
any way related to: (i) the negligent, reckless, or intentional misconduct of the Provider; or (ii) any
negligent, reckless, or intentional misconduct of any of the Provider’s agents.
For the professional services rendered, to the fullest extent permitted by law, Provider agrees to
indemnify and hold the City harmless against claims, demands, suits, damages, losses, and
expenses, including reasonable defense attorney fees, to the extent caused by the negligence or
intentional misconduct of the Provider or Provider’s agents or employees.
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Such obligations must not be construed to negate, abridge, or reduce other rights or obligations of
indemnity that would otherwise exist. The indemniflcation obligations of this Section must not be
construed to negate, abridge, or reduce any common-law or statutory rights of the City as
indemnitee(s) which would otherwise exist as to such indemnitee(s).
Provider’s indemnity under this Section must be without regard to and without any right to
contribution from any insurance maintained by City.
Should the City be required to bring an action against the Provider to assert its right to defense or
indemniflcation under this Agreement or under the Provider’s applicable insurance policies required
below, the City must be entitled to recover reasonable costs and attorney fees incurred in asserting
its right to indemniflcation or defense but only if a court of competent jurisdiction determines the
Provider was obligated to defend the claim(s) or was obligated to indemnify the City for a claim(s) or
any portion(s) thereof.
In the event of an action flled against the City resulting from the City’s performance under this
Agreement, the City may elect to represent itself and incur all costs and expenses of suit.
Provider also waives any and all claims and recourse against the City, including the right of
contribution for loss or damage to person or property arising from, growing out of, or in any way
connected with or incident to the performance of this Agreement except “responsibility for [City’s]
own fraud, for willful injury to the person or property of another, or for violation of law, whether willful
or negligent” as per 28-2-702, MCA.
These obligations must survive termination of this Agreement and the services performed hereunder.
In addition to and independent from the above, Provider must at Provider’s expense secure insurance
coverage through an insurance company or companies duly licensed and authorized to conduct
insurance business in Montana which insures the liabilities and obligations speciflcally assumed by
the Provider in this Section. The insurance coverage must not contain any exclusion for liabilities
speciflcally assumed by the Provider in this Section.
The insurance must cover and apply to all claims, demands, suits, damages, losses, and expenses
that may be asserted or claimed against, recovered from, or suffered by the City without limit and
without regard to the cause therefore and which is acceptable to the City. Provider must furnish to
the City an accompanying certiflcate of insurance and accompanying endorsements in amounts not
less than as follows:
• Workers’ Compensation – statutory;
• Employers’ Liability - $1,000,000 per occurrence; $2,000,000 annual aggregate;
• Commercial General Liability - $1,000,000 per occurrence; $2,000,000 annual aggregate;
• Automobile Liability - $1,000,000 property damage/bodily injury per accident;
• Professional Liability - $1,000,000 per claim; $2,000,000 annual aggregate; and
• Cyber Liability - $1,500,000 per occurrence; $3,000,000 annual aggregate.
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The above amounts must be exclusive of defense costs. The City must be endorsed as an additional
insured on a primary non-contributory basis on the Commercial General, Employer’s Liability,
Automobile Liability, and Cyber Liability policies. The insurance and required endorsements must be
in a form suitable to City and must include no less than a thirty (30) day notice of cancellation or non-
renewal. Provider must notify City within two (2) business days of Provider’s receipt of notice that any
required insurance coverage will be terminated or Provider’s decision to terminate any required
insurance coverage for any reason.
The City must approve all insurance coverage and endorsements prior to the Provider commencing
work.
10. Audit Right. Provider must retain a certifled public accounting flrm to perform an annual
audit of the Services’ data protection features and to provide a SOC 2 Type II report, pursuant to the
current standards of the American Institute of Certifled Public Accountants. In addition, Provider
must annually conduct its own internal security audit and address security gaps. Provider must give
the City a copy of the most current report from each audit conducted within flve (5) business days of
receiving the report.
If requested by the City, Provider must, on a bi-annual basis, permit security reviews by the City on
those systems storing or processing City Data, on Provider policies and procedures relating to the
foregoing, including without limitation its information security programs, and permit testing of all
security processes and procedures during the term, including without limitation, penetration testing.
Provider or its nominee (including its accountants and auditors) may, on reasonable request, inspect
and audit the City's use of the Services under this Agreement at any time during the Term. The City
must make available all books, records, equipment, information, and personnel, and provide all such
cooperation and assistance, as may reasonably be requested by or on behalf of Provider with respect
to such audit.
11. General Use Restrictions. Copies of the Services created or transferred pursuant to this
Agreement are licensed and may only be used as set forth in this Agreement. The City does not
receive any rights to the Services other than those speciflcally granted in this Agreement and its
incorporated exhibits. Other than what is expressly permitted by the terms of this Agreement, the
City and its authorized users must not directly or indirectly copy or reproduce all or any part of the
Services, whether electronically, mechanically or otherwise, in any form including, but not limited to,
the copying of presentation, style or organization, without Provider’s prior written permission.
However, notwithstanding this restriction, the City has the right to reproduce and distribute any of
the Services generated from the City’s Data. Without limiting the above restriction and right, the City
receives no right to and must not:
a. copy, modify, create derivative works from, distribute, publicly display, or publicly
perform the Application;
b. sublicense or otherwise transfer any of the rights granted to it in this Agreement and
the Scope of Services;
c. reverse engineer, decompile, disassemble, or otherwise attempt to derive source
code or other trade secrets from the Application;
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d. remove any proprietary notices from the Services or Documentation; or
e. use the Services or Documentation in any manner or for any purpose that infringes,
misappropriates, or otherwise violates any intellectual property right or other right of any
person, or that violates any applicable law.
12. Independent Contractor Status/Labor Relations. The Parties agree that Provider is an
independent contractor for purposes of this Agreement and is not considered a City employee for
any purpose. Provider is not subject to the terms and provisions of the City’s personnel policies
handbook and may not be considered a City employee for workers’ compensation or any other
purpose. Provider is not authorized to represent the City or otherwise bind the City in any dealings
between Provider and any third parties.
13. Resources and Support. Provider must, throughout the Term, make available such
resources, including Provider personnel, as are reasonably required to:
a. train designated employee(s) of the City in the use of the Services;
b. support the obligations of the City provided in Paragraph 6;
c. develop modiflcations to the Services as agreed to by the Parties in any exhibit
attached to this Agreement; and
d. Provider must provide technical support to the City as described in Exhibit A, Scope
of Services, for the duration of this Agreement.
14. Transition Assistance. The Provider must provide transition assistance to the City when
requested in writing. Upon termination of this Agreement for any reason, including but not limited to
termination for cause, the Provider must assist the City in the orderly transition to a new Provider. The
City must have access to the Provider’s system and the Provider’s support of that system for up to
one (1) year following termination. In this instance, for up to one (1) year following termination, the
City must pay the Provider at its then-current hourly rate(s).
The Provider grants the City a perpetual right to use the Application and Object Code if any one of the
following occurs: (a) Provider’s insolvency, bankruptcy, or involvement in an involuntary proceeding
for protection of its creditors; (b) Provider materially breaches this Agreement and the City terminates
the Agreement; (c) Provider fails to continue development of the Services; (d) Provider fails to provide
the City with the most recent version of the Services contained in the Application; or (e) any other
circumstance whereby Provider can no longer satisfy its obligation to provide Services to the State
under this Agreement.
15. Limitation of Liability. The Provider's liability for contract damages is limited to direct
damages. The Provider must not be liable for special, incidental, consequential, punitive, or indirect
damages. Damages caused by injury to persons or tangible property, or arising from any Provider
indemniflcation under this Agreement, are not subject to a cap on the amount of damages.
16. Fees and Payment. The City must pay Provider the fees and make all payments as set forth
in the Scope of Services, without offset or deduction. See attached Exhibit A. Any alteration or
deviation from the described Services that involves additional costs above the Agreement amount
City of Bozeman
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will be performed by Provider only upon receiving a written request from the City. Any alteration or
deviation from the Services will become an additional charge over and above the amount listed in
the Scope of Services. The City must agree in writing before Provider bills for any additional charges.
All Fees and other amounts payable by the City under this Agreement are exclusive of taxes and
similar assessments. The City is responsible for all sales, use, and excise taxes, and any other similar
taxes, duties, and charges of any kind imposed by any federal, state, or local governmental or
regulatory authority on any amounts payable by the City as set forth in this Agreement, other than
any taxes imposed on Provider’s income.
17. Confldential Information.
a. From time to time during the Term, a Party to this Agreement may disclose or make
available to the other Party Confldential Information, as deflned in Section 1 of this
Agreement, about its business affairs. The receiving Party must not disclose the disclosing
Party’s Confldential Information to any person or entity, except to the receiving Party’s
Authorized Users who have a need to know the Confldential Information for the receiving
Party to exercise its rights or perform its obligations established in this Agreement.
b. Notwithstanding the foregoing, each Party may disclose Confldential Information to
the limited extent required:
i. in order to comply with the order of a court or other governmental body, or as
otherwise necessary to comply with applicable law, provided that the Party making
the disclosure pursuant to the order must flrst have given written notice to the other
Party;
ii. to establish a Party’s rights under this Agreement, including to make required
court fllings; or
iii. to any Authorized User who may need to access Confldential Information in
order to facilitate or execute the purpose of this Agreement.
c. Unless otherwise required by law, each Party must not disclose Confldential
Information to any other third party not otherwise identifled in this agreement without the
other Party’s prior written consent. Each Party’s obligations of non-disclosure with regard to
Confldential Information are effective as of the Effective Date, and survive this Agreement
and do not terminate. However, with respect to any Confldential Information that constitutes
a trade secret (as determined under applicable law), such obligations of non-disclosure will
survive the termination or expiration of this Agreement for as long as such Confldential
Information remains subject to trade secret protection under applicable law.
d. Each Party must protect Confldential Information with the same degree of care it uses
to protect its own Confldential Information with of similar nature and importance, but with
no less than reasonable care. Each Party agrees to promptly notify the other Party if there is
a misuse or misappropriation of Confldential Information.
18. Intellectual Property Ownership; Feedback.
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a. Provider IP. The City acknowledges that, as between the City and Provider, Provider
owns all right, title, and interest, including all intellectual property rights, in and to the
Provider IP.
b. The City's Data. Provider acknowledges that, as between Provider and the City, the
City owns all right, title, and interest, including all intellectual property rights, in and to the
City's Data. The City grants to Provider a non-exclusive, royalty-free, worldwide license to
reproduce, distribute, and otherwise use and display the City's Data and perform all acts with
respect to the City's Data as may be necessary for Provider to provide the Services to the City.
The City also grants to Provider a non-exclusive, perpetual, irrevocable, royalty-free,
worldwide license to reproduce, distribute, modify, and otherwise use and display the City's
Data incorporated within the Aggregated Statistics. Unless the City provides written consent,
Provider must not access or use the City’s Data for any other purpose than as described in
this Agreement.
c. Feedback. If the City or any of its Authorized Users sends or transmits any
communications or materials to Provider by mail, email, telephone, or otherwise, suggesting
or recommending changes to the Provider IP, including without limitation, new features or
related functionality, or any comments, questions, suggestions, or the like (“Feedback”),
Provider may use the City’s Feedback irrespective of any other obligation or limitation
between the Parties governing such Feedback. The City retains all right, title, and interest in
the Feedback.
19. Data Location. Provider must not transfer the City’s Data outside of United States or the
Provider’s location as identifled in the flrst paragraph of this Agreement unless it receives the City’s
prior written consent or unless the transfer is to the Provider’s data center and such transfer is
necessary for the execution of the Services.
20. Access to Data. The City may access and copy any of the City’s Data in Provider’s possession
at any time. Provider must reasonably facilitate such access and copying promptly after Customer’s
request. In this instance, Provider may charge its reasonable standard fees for any such access and
copying or for any fees related to the de-conversion of data.
21. Deletion of Data. Except as authorized by applicable law, Provider must not erase the City’s
Data or any copy without the City’s prior written consent.
22. Data Incidents. Provider must implement and maintain a program for managing
unauthorized disclosure of, access to, or use of the City’s Data. In case of a Data Incident, Provider
must notify the City, in writing or by phone, within 48-hours of the incident. Provider must cooperate
with the City and law enforcement agencies to investigate and resolve the Data Incident, including
but not limited to providing reasonable assistance to the City in notifying injured third parties. In
addition, if the Data Incident results from Provider’s breach of this Agreement or negligent or
unauthorized act or omission, Provider must compensate the City for any reasonable expense
related to notiflcation of customers and provide one year of credit monitoring to any affected
individual. Provider must give the City prompt access to such records related to a Data Incident.
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23. Functional Warranty. Provider warrants that the Application and Services, including any
modiflcations that are made by Provider or under Provider’s instructions do not contain any material
defects, and will conform in all material respects to the speciflcations, functions, descriptions,
standards and criteria set forth in the Agreement, its Exhibits, and the Documentation, which are all
incorporated herein by reference. Provider further warrants that all post-Acceptance updates,
alterations, or modiflcations to the Services will not materially diminish the features or functionality
of the Application and Services. Provider must promptly correct any errors identifled by the City in
the Application and in any modiflcation to the Application at no cost to the City. If, Provider is unable
to correct such errors within 30 days following notiflcation by the City, then Provider must at the City’s
request accept return of the Application and return all money paid for the Application and
maintenance. The City may also pursue any other remedies available to it under this Agreement or
by law or equity.
24. Virus Warranty. Provider warrants that it has used commercially reasonable efforts to ensure
against introduction of any virus into the City’s systems. Provider must immediately advise the City,
in writing, upon reasonable suspicion or actual knowledge that the Services may contain a Virus. If a
Virus is found to have been introduced into the City’s systems by the Services within 30 days after
the Effective Date of this Agreement, Provider must repair or replace the Services within ten (10)
business days. If Provider cannot accomplish the foregoing within such time, then the City must
discontinue use of the Services, and Provider must refund all money paid for the Services and
maintenance as set forth in the Scope of Services. See Exhibit A. Provider must use all reasonable
commercial efforts, at no additional charge, to assist the City in reducing the effects of the Virus and,
if the Virus causes a loss of operational efficiency or loss of data, to assist the City to the same extent
to mitigate and restore such losses. In addition, Provider must indemnify, defend and hold the City
harmless from any claims, suits, damages, liabilities, losses, and reasonable attorney fees resulting
from any such Viruses. The limitation of liability described in Paragraph 15 does not apply to this
indemniflcation obligation.
25. Remedy for When Services are Subject of a Claim. If any Services furnished are likely to or
does become the subject of a claim of infringement of a third party’s IP Rights, then the Provider may
request the City accept an alternative Service and the City may agree to one of the following
alternative Services: 1) procure for the City the right to continue using the alleged infringing Services;
2) modify the Service so that it becomes non-infringing; 3) or replace it with one that is at least
functionally equivalent. If the Provider is unable to any of the above three remedies, or if the use of
the Services by the City is prohibited by an injunction, temporary restraining order, or other court
order, the City must return the Services to the Provider within flve (5) days of receiving Provider’s
request in writing. The Provider must then give the City a credit equal to the amount paid to the
Provider for the creation of the Services. The City is not precluded from seeking other remedies
available agreed upon in this Agreement or in equity or law for any damages it may sustain due to its
inability to continue using the Services. The Limitations of Liability set forth in Paragraph 15 of this
Agreement does not apply to Provider’s obligations under this Section and the City’s right to seek
additional remedies arising from Provider’s ‘infringement of a third party’s IP Rights.
26. Representatives and Notices.
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a. City’s Representative. The City’s Representative for the purpose of this Agreement
must be or such other individual as City must designate in writing. Whenever approval
or authorization from or communication or submission to City is required by this Agreement,
such communication or submission must be directed to the City’s Representative and
approvals or authorizations must be issued only by such Representative; provided, however,
that in exigent circumstances when City’s Representative is not available, Provider may direct
its communication or submission to other designated City personnel or agents as designated
by the City in writing and may receive approvals or authorization from such persons.
b. Provider’s Representative. The Provider’s Representative for the purpose of this
Agreement must be or such other individual as Provider must designate in writing.
Whenever direction to or communication with Provider is required by this Agreement, such
direction or communication must be directed to Provider’s Representative; provided,
however, that in exigent circumstances when Provider’s Representative is not available, City
may direct its direction or communication to other designated Provider personnel or agents.
c. Notices. All notices required by this Agreement must be in writing and must be
provided to the Representatives named in this Section. Notices must be deemed given when
delivered, if delivered by courier to Party’s address shown above during normal business
hours of the recipient; or when sent, if sent by email or fax (with a successful transmission
report) to the email address or fax number provided by the Party’s Representative; or on the
flfth business day following mailing, if mailed by ordinary mail to the address shown above,
postage prepaid.
27. Miscellaneous.
a. Entire Agreement. This Agreement, together with any other documents incorporated
herein by reference and all related Exhibits, including the Cloud Services Questions,
constitutes the sole and entire agreement of the Parties with respect to the subject matter of
this Agreement and supersedes all prior and contemporaneous understandings,
agreements, and representations and warranties, both written and oral, with respect to such
subject matter. In the event of any inconsistency between the statements made in the body
of this Agreement, the related Exhibits, and any other documents incorporated herein by
reference, the following order of precedence governs: 1) this Agreement, excluding its
Exhibits; 2) the Exhibits to this Agreement as of the Effective Date; and 3) any other
documents incorporated herein by reference.
b. Permits. Provider must provide all notices, comply with all applicable laws,
ordinances, rules, and regulations, obtain all necessary permits, licenses, including a City of
Bozeman business license, and inspections from applicable governmental authorities, and
pay all fees and charges in connection therewith.
c. Laws and Regulations. Provider must comply fully with all applicable state and
federal laws, regulations, and municipal ordinances including, but not limited to, all workers’
compensation laws, all environmental laws including, but not limited to, the generation and
disposal of hazardous waste, the Occupational Safety and Health Act (OSHA), the safety
rules, codes, and provisions of the Montana Safety Act in Title 50, Chapter 71, MCA, all
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Request for Proposals for Permits, Licenses & Code Enforcement
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applicable City, County, and State building and electrical codes, the Americans with
Disabilities Act, and all non-discrimination, affirmative action, and utilization of minority and
small business statutes and regulations.
d. Nondiscrimination and Equal Pay. Provider agrees that all hiring by Provider of
persons performing this Agreement must be on the basis of merit and qualiflcations. Provider
will have a policy to provide equal employment opportunity in accordance with all applicable
state and federal anti-discrimination laws, regulations, and contracts. Provider will not refuse
employment to a person, bar a person from employment, or discriminate against a person in
compensation or in a term, condition, or privilege of employment because of race, color,
religion, creed, political ideas, sex, age, marital status, national origin, actual or perceived
sexual orientation, gender identity, physical or mental disability, except when the reasonable
demands of the position require an age, physical or mental disability, marital status or sex
distinction. Provider must be subject to and comply with Title VI of the Civil Rights Act of 1964;
Section 140, Title 2, United States Code, and all regulations promulgated thereunder.
Provider represents it is, and for the term of this Agreement will be, in compliance with the
requirements of the Equal Pay Act of 1963 and Section 39-3-104, MCA (the Montana Equal
Pay Act). Provider must report to the City any violations of the Montana Equal Pay Act that
Provider has been found guilty of within 60 days of such flnding for violations occurring during
the term of this Agreement.
Provider must require these nondiscrimination terms of its subcontractors providing services
under this Agreement.
e. Force Majeure. In no event must a Party to this Agreement be liable to another Party,
or be deemed to have breached this Agreement, for any failure or delay in performing its
obligations under this Agreement, if and to the extent such failure or delay is caused by any
circumstances beyond one Party’s reasonable control, including but not limited to acts of
God, fiood, flre, earthquake, explosion, war, terrorism, invasion, riot or other civil unrest,
strikes, labor stoppages or slowdowns or other industrial disturbances, or passage of law or
any action taken by a governmental or public authority, including imposing an embargo.
f. Intoxicants; DOT Drug and Alcohol Regulations/Safety and Training. Provider must not
permit or suffer the introduction or use of any intoxicants, including alcohol or illegal drugs,
by any employee or agent engaged in services to the City under this Agreement while on City
property or in the performance of any activities under this Agreement. Provider acknowledges
it is aware of and must comply with its responsibilities and obligations under the U.S.
Department of Transportation (DOT) regulations governing anti-drug and alcohol misuse
prevention plans and related testing. The City must have the right to request proof of such
compliance and Provider must be obligated to furnish such proof.
The Provider must be responsible for instructing and training the Provider’s employees and
agents in proper and specifled work methods and procedures. The Provider must provide
continuous inspection and supervision of the work performed. The Provider is responsible for
instructing its employees and agents in safe work practices.
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g. Modiflcation and Assignability. This Agreement may not be enlarged, modifled or
altered except by written agreement signed by both parties hereto. The Provider may not
subcontract or assign Provider’s rights, including the right to compensation or duties arising
hereunder, without the prior written consent of the City. Any subcontractor or assignee will
be bound by all of the terms and conditions of this Agreement.
h. Reports/Accountability/Public Information. Provider agrees to develop and/or
provide documentation as requested by the City demonstrating Provider’s compliance with
the requirements of this Agreement. Provider must allow the City, its auditors, and other
persons authorized by the City to inspect and copy its books and records for the purpose of
verifying that the reimbursement of monies distributed to Provider pursuant to this
Agreement was used in compliance with this Agreement and all applicable provisions of
federal, state, and local law. The Provider must not issue any statements, releases or
information for public dissemination without prior approval of the City.
i. Non-Waiver. A waiver by either Party of any default or breach by the other Party of any
terms or conditions of this Agreement does not limit the other Party’s right to enforce such
term or conditions or to pursue any available legal or equitable rights in the event of any
subsequent default or breach.
j. Attorney’s Fees and Costs. In the event it becomes necessary for either Party to retain
an attorney to enforce any of the terms or conditions of this Agreement or to give any notice
required herein, then the prevailing Party or the Party giving notice must be entitled to
reasonable attorney's fees and costs, including fees, salary, and costs of in-house counsel
including the City Attorney’s Office staff.
k. Taxes. Provider is obligated to pay all taxes of any kind or nature and make all
appropriate employee withholdings.
l. Dispute Resolution.
i. Any claim, controversy, or dispute between the Parties, their agents,
employees, or representatives must be resolved flrst by negotiation between senior-
level personnel from each Party duly authorized to execute settlement agreements.
Upon mutual agreement of the Parties, the Parties may invite an independent,
disinterested mediator to assist in the negotiated settlement discussions.
ii. If the Parties are unable to resolve the dispute within thirty (30) days from the
date the dispute was flrst raised, then such dispute may only be resolved in a court of
competent jurisdiction in compliance with the Applicable Law provisions of this
Agreement.
m. Survival. Provider’s indemniflcation must survive the termination or expiration of this
Agreement for the maximum period allowed under applicable law.
n. Headings. The headings used in this Agreement are for convenience only and are not
be construed as a part of the Agreement or as a limitation on the scope of the particular
paragraphs to which they refer.
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o. Severability. If any portion of this Agreement is held to be void or unenforceable, the
balance thereof must continue in effect.
p. Applicable Law. The Parties agree that this Agreement is governed in all respects by
the laws of the State of Montana.
q. Binding Effect. This Agreement is binding upon and inures to the beneflt of the heirs,
legal representatives, successors, and assigns of the Parties.
r. No Third-Party Beneflciary: This Agreement is for the exclusive beneflt of the parties,
does not constitute a third-party beneflciary agreement, and may not be relied upon or
enforced by a third party.
s. Integration. This Agreement and all Exhibits attached hereto constitute the entire
agreement of the Parties. Covenants or representations not contained herein or made a part
thereof by reference, are not binding upon the Parties. There are no understandings between
the Parties other than as set forth in this Agreement. All communications, either verbal or
written, made prior to the date of this Agreement are hereby abrogated and withdrawn unless
speciflcally made a part of this Agreement by reference.
t. Counterparts. This Agreement may be executed in counterparts, which together
constitute one instrument.
u. Consent to Electronic Signatures. The Parties have consented to execute this
Agreement electronically in conformance with the Montana Uniform Electronic Transactions
Act, Title 30, Chapter 18, Part 1, MCA.
**** END OF AGREEMENT EXCEPT FOR SIGNATURES ****
IN WITNESS WHEREOF, the Parties hereto have executed this Agreement as of the Effective Date.
PROVIDER City of Bozeman