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HomeMy WebLinkAbout26 - Instructions - Bozeman Yards Offsite Improvements Construction Administration RFQPage 1 of 10 REQUEST FOR QUALIFICATIONS (RFQ) BOZEMAN YARDS OFFSITE IMPROVEMENTS CONSTRUCTION ADMINISTRATION JACKADOO SFO LLC 200 Laurel Avenue Highland Park, IL 60035 March 2026 INSTRUCTIONS NOTICE IS HEREBY given that JACKADOO SFO LLC is seeking using public process established by the City of Bozeman because the project may be eligible funding qualifications from firms to complete construction administration, construction staking, and construction inspection services for the construction of the public infrastructure improvements associated with the Bozeman Yards projects. Examples of the Request for Qualifications are available on the City’s website All proposals must be provided as a single, searchable PDF document file and be submitted digitally as an email attachment to the RFQ City email address below. All proposals must comply with level A and AA Success Criteria and Conformance Requirements as defined by current Web Content Accessibility Guidelines (WCAG). Respondents are advised that City’s email attachment size limit is 25MB and that only one PDF file will be allowed per response. The subject line of the transmittal email shall clearly identify the RFQ 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. However, it is the Respondent’s sole responsibility to ensure the file upload is completed, and that the City is separately notified via email of same, prior to the given deadline. Deliver RFQs via email to the City Clerk by 2:00 PM MDT, on April 27, 2026. 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@bozeman.net Any administrative questions regarding proposal procedures should be directed to: Mike Maas, City Clerk (406) 582-2321, procurement@bozeman.net. General questions relating to the RFQ should be directed to: David Fine, Urban Renewal Program Manager, (406) 582-2973, david.fine@bozemanmt.gov. Respondents will be required to agree to the City’s non-discrimination and equal pay affirmation, attached as Appendix A. DATED at Bozeman, Montana, this 23rd day of March, 2026. Mike Maas City Clerk City of Bozeman For publication on: Sunday, April 11, 2006 Sunday, April 18, 2026 I. INTRODUCTION JACKADOO SFO LLC is seeking qualifications from firms to undertake construction administration, construction staking, and construction inspection services for the construction of the public infrastructure improvements associated with the Bozeman Yards projects. JACKADOO SFO LLC intends to enter into a contract with the selected firm that will include typical public infrastructure construction services including but not limited to responding to Requests For Information about the approved construction documents; reviewing and approving shop drawings; field survey construction staking; full-time inspection of public utility construction; part-time field inspection of public street, curb, gutter, and sidewalk construction; and coordination of required material testing. This RFQ shall not commit JACKADOO SFO LLC to enter into an agreement, to pay any expenses incurred in preparation of any response to this request, or to procure or contract for any supplies, goods or services. JACKADOO SFO LLC reserves the right to accept or reject all responses received as a result of this RFQ if it is in the JACKADOO SFO LLC’s best interest to do so. II. SCOPE OF PROJECT - PROJECT BACKGROUND AND DESCRIPTION The Scope of this project is construction of new paved streets with ADA accessible sidewalk, crosswalks, landscaped boulevards, curb and gutter, new stormwater conveyance and underground chamber system, new water main, existing sanitary sewer main modifications and extension, utility service connections and streetlights, park improvements, and onsite alley and earthwork improvements. The work will be completed within two seasons (2026 and 2027) for 180 calendar days following Notice to Proceed with an anticipated stop work order through the winter months. See the special provisions for the proposed project concurrent construction sequence with Block 104 on-site and off-site improvements. The contract for this project is direct with the Owner; however, Langlas is the general contractor for the on-site Bozeman Yards project and the awarded contractor for this project (Bozeman Yards Block 104 Offsite Improvements) is required to coordinate with Langlas throughout construction for the success of both projects Respondent must disclose whether Respondent intends to use Generative AI in the fulfillment of the services if awarded a contract. III. SCOPE OF SERVICES This scope includes all the necessary construction related services required for City of Bozeman public infrastructure, which may include the following: Construction Administration This work consists of construction administration and full-time construction observation. Approximately 1900 hours are anticipated to be required. Tasks include the following: • Facilitate pre-construction meeting, prepare agenda, and distribute minutes. • Prepare City of Bozeman pre-construction checklist • Shop drawing review • Inspection of Landscape Architecture items, estimating 16 hours • Construction observation and documentation, estimating 1400 hours o Assume observation for ten (10) hours each day, for a duration of 75 calendar days, for underground utility work and nine (9) hours each day, for a duration of 75 calendar days, for all remaining work throughout the construction contract. • Coordination of construction materials testing and review results • Respond to Contractor RFI’s, Change Orders and Contract Modifications • Review pay estimates • Complete the Substantial Completion Walk-thru and process the Certificate of Substantial Completion, coordinate final inspection, prepare punch list, and verify completion • Prepare as-built (record) drawings • Prepare certification documents and close-out submittal • Conduct two-year warranty walkthrough, prepare punch list, and verify completion Construction Staking (Fixed Fee) This work consists of the survey staking for the construction layout. Approximately 160 hours are anticipated for this work. Tasks include the following: • Stake curb and gutter, ADA ramps, and driveway ramps • Stake back of curb lines at storm inlets, storm drain manholes, and storm chambers • Stake sanitary sewer manholes, tie ins and services • Stake water tie ins, tees, horizontal and vertical bends, valves, fire hydrants, plugs and crosses • Stake signs • Stake light poles • Layout striping IV. TIMELINES, DELIVERY DEADLINE, AND INSTRUCTIONS Deliver RFQs via email to the City Clerk (procurement@bozeman.net) by 2:00 PM MDT, on April 27, 2026. It is the sole responsibility of the Respondent to ensure that RFQs are received prior to the closing time as late submittals will not be considered. All proposals must be provided as a single, searchable PDF document file and be submitted digitally as a n email attachment to the City email address procurement@bozeman.net. Respondents are advised that City’s email attachment size limit is 25MB and that only one PDF file will be allowed per response. The subject line of the email shall clearly identify the RFQ 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. However, it is the Respondent’s sole responsibility to ensure the file upload is completed, and that the City is separately notified via email of same, prior to the given deadline. A. CONTACT INFORMATION: All Questions and Contacts regarding this RFQ must be submitted in writing to: JACKADOO SFO LLC 200 Laure Avenue Highland IL 60035 c/o Forrest Wesen 406-599-2191 forrest@bridgershadows.com B. AMENDMENTS TO SOLICITATION Any interpretation or correction of this request will be available upon request. The deadline for questions related to this document is 2:00 PM MDT on April 24, 2026. C. SELECTION TIMELINE Advertising dates: April 11, 2026 and April 18, 2026 Receipt of RFQs: 2:00 PM MDT, on April 27, 2026 RFQ review Completed by: May 1, 2026 Interviews, if needed: May 4, 2026 Selection completed: May 5, 2026 With the exception of the advertising dates and advertised due date, JACKADOO SFO LLC reserves the right to modify the above timeline. V. SELECTION PROCEDURE A. STATEMENT OF QUALIFICATIONS Respondents must comply with the mandatory requirements provided in this solicitation. The selection process shall be conducted pursuant to all applicable Montana laws including those criteria set forth in §18-8-204, MCA and applicable City policy. 1.Evaluation of RFQs. The selection committee shall consist of no less than three persons with knowledge of the project. The selection committee will review conforming RFQ responses using the criteria listed above. RFQ responses that do not contain the required documentation will be deemed nonresponsive to this RFQ and will be rejected. 2.Revisions. Responses will be accorded fair and equal treatment with respect to opportunity for discussion and revision of responses, and such revisions may be permitted, after submissions and prior to award for the purpose of obtaining best and final responses. 3.Evaluation & Elimination. After evaluating all conforming responses based on the criteria herein the selection committee may eliminate one or more or all Respondents from further review if they do not meet the qualification criteria specified herein. Any Respondents eliminated by the selection committee, at any time, or for any reason, will not have the opportunity to make revisions or participate further in the selection process. 4.Selection and Final Recommendation. The selection committee will tally the scores for the RFQ. At that time, negotiations will take place between the JACKADOO SFO LLC and successful Respondent. The JACKADOO SFO LLC may negotiate a contract with the next highest ranked Respondent if a contract cannot be made. B. RFQ – FORM AND CONTENTS Deliver one (1) digital copy prepared as follows: 1. General Instructions: a. RFQ responses must be signed by an officer or principal of your firm. b. RFQ responses must be contained in a single searchable PDF document not to exceed 10 pages total including whatever pictures, charts, graphs, tables, and text the firm deems appropriate to be part of the review of the firm's qualifications. A separate transmittal letter, cover page, cover sheets, and dividers are exempted from the page limit. c. Schedules may be submitted in addition to the page limit. 2. Firm Information: a. Experience. Respondent must demonstrate successful experience and capacity to act as a contractor on projects of similar size, type and complexity. Provide the name and location of each project, the client, and the contact person and phone number. Describe experience and qualifications of the professional personnel to be assigned to this project. Describe your recent and current work involving public bidding for the City of Bozeman, if any. b. Firm Background. Provide information about the firm, including location. Describe the firm’s history. Include information identifying the firm’s annual volume of business, financial/bonding capacities, and speak to the firm’s stability in the marketplace. Information identifying the firm’s strengths and weaknesses along with special capabilities that may be appropriate to the Project will assist in the evaluation. c. Firm Workload. Provide the status of current and anticipated work within the firm in terms of time and magnitude for the anticipated Project schedule as it relates to availability of key personnel and your firm. Describe the firm’s capability to meet time and project budget requirements. d. Claims. At any time in the last ten (10) years has your firm been assessed and paid liquidated damages after completion of a project under a contract with a public owner? e. References. Provide detailed contact information for at least three (3) projects undertaken by your firm within the past five years. C. EVALUATION CRITERIA Qualifications will be evaluated by the selection committee, which will individually score qualifications out of a total of 100 possible points based on the criteria below. The scoring criteria and possible point values are: 1. Respondent’s experience with projects of similar size and design: Possible Points: 40 2. Respondent’s Qualifications: Possible Points: 20 3. Capabilities to meet time schedule and project budget requirements. Possible Points: 20 4. Present and projected workloads: Possible Points: 10 5. Past projects/experience working with the City of Bozeman: Possible Points: 5 6. Office location(s): Possible Points: 5 VI. FORM OF AGREEMENT The final form of the contract documents will be disclosed to Respondents during contract negotiations. VII. RESERVATION OF RIGHTS All proposals submitted in response to this RFQ become the property of JACKADOO SFO LLC and public records and, as such, are subject to public disclosure. A submission in response to this request for qualifications confers no rights upon any Respondents and shall not obligate JACKADOO SFO LLC or the City in any manner whatsoever. JACKADOO SFO LLC reserves the right to make no award and to solicit additional request for qualifications at a later date. A. This RFQ may be canceled or any or all responses may be rejected in whole or in part, as specified herein, when it is in the best interests of JACKADOO SFO LLC. If JACKADOO SFO LLC cancels or revises this RFQ, all Respondents who submitted will be notified using email. B. JACKADOO SFO LLC reserves the right to accept or reject any and all submissions; to add or delete items and/or quantities; to amend the RFQ; to waive any minor irregularities, informalities, or failure to conform to the RFQ; to extend the deadline for submitting proposals; to postpone award for up to 60 days; to award one or more contracts, by item or task, or groups of items or tasks, if so provided in the RFQ and if multiple awards are determined by JACKADOO SFO LLC and the City to be in the public interest. C. JACKADOO SFO LLC and the City reserves the right to reject the submission of any person/firm who previously failed to perform properly to the satisfaction of JACKADOO SFO LLC and the City, or complete on time agreements of similar nature, or to reject the submission of any person/firm who is not in a position to perform such an agreement satisfactorily as determined by JACKADOO SFO LLC and the City. D. JACKADOO SFO LLC reserves the right to determine the best qualified Respondents and negotiate a final scope of service and cost, negotiate a contract with another Respondents if an agreement cannot be reached with the first selected Respondents, or reject all proposals. E. The successful Respondents will be required to enter into a contract with JACKADOO SFO LLC, which will incorporate the Respondents' scope of service and work schedule as part of the agreement. F. This RFQ does not commit JACKADOO SFO LLC to award a contract. JACKADOO SFO LLC assumes no liability or responsibility for costs incurred by Respondents in responding to this request for qualifications or request for interviews, additional data, or other information with respect to the selection process, prior to the issuance of an agreement, contract or purchase order. The Respondents, by submitting a response to this RFQ, waive all right to protest or seek any legal remedies whatsoever regarding any aspect of this RFQ. VIII. NONDISCRIMINATION AND EQUAL PAY POLICY JACKADOO SFO LLC requires each entity submitting under this notice affirm, on a separate form provided, that it will not discriminate on the basis of race, color, religion, creed, sex, age, marital status, national origin, or because of actual or perceived sexual orientation, sexual preference, gender identity, or disability in fulfillment of a contract entered into for the services identified herein and that this prohibition on discrimination shall apply to the hiring and treatment of the submitting entity’s employees and to all subcontracts it enters into in the fulfillment of the services identified herein. Failure to comply with this requirement shall be cause for the submittal to be deemed nonresponsive. In addition, pursuant to City Commission Resolution 5169, the entity awarded a contract under this RFQ and any subcontractors must abide by the Equal Pay Act of 1963 and Section 39-3-104, MCA (the Montana Equal Pay Act), and affirm it will abide by the above. IX. MISCELLANEOUS A. No Oral Agreements. No conversations or oral agreements with any officer, employee, or agent of JACKADOO SFO LLC shall affect or modify any term of this solicitation. B. No Partnership/Business Organization. Nothing in this solicitation or in any subsequent agreement, or any other contract entered into as a result of this solicitation, shall constitute, create, give rise to or otherwise be recognized as a partnership or formal business organization of any kind between or among the respondent and JACKADOO SFO LLC. C. Employment Restriction and Indemnity. No person who is an owner, officer, employee, contractor, or consultant of a respondent shall be an officer or employee of JACKADOO SFO LLC. No rights of JACKADOO SFO LLC’s retirement or personnel rules accrue to a respondent, its officers, employees, contractors, or consultants. Respondents shall have the responsibility of all salaries, wages, bonuses, retirement, withholdings, worker’s compensation and occupational disease compensation, insurance, unemployment compensation other benefits and taxes and premiums appurtenant thereto concerning its officers, employees, contractors, and consultants. Each Respondent shall save and hold JACKADOO SFO LLC harmless with respect to any and all claims for payment, compensation, salary, wages, bonuses, retirement, withholdings, worker’s compensation and occupational disease compensation, insurance, unemployment compensation other benefits and taxes and premiums in any way related to each respondent’s officers, employees, contractors and consultants. D. Accessibility. Upon reasonable notice, JACKADOO SFO LLC and the City will provide assistance for those persons with sensory impairments. For further information please contact the City ADA Coordinator at 406-582-3232 or the City’s TDD line at 406-582-2301. E. Procurement. When discrepancies occur between words and figures in this solicitation, the words shall govern. No responsibility shall attach to a City employee for the premature opening of an SOQ not properly addressed and identified in accordance with these documents. F. Governing Law. This solicitation and any disputes arising hereunder or under any future agreement shall be governed and construed and enforced in accordance with the laws of the State of Montana, and venue for all legal proceedings shall be in the 18th Judicial District Court, Gallatin County. By offering to perform services under this RFQ, all Submitters agree to be bound by the laws of the State of Montana and of the City, including, but not limited to, applicable wage rates, payments, gross receipts taxes, building codes, equal opportunity employment practices, safety, non-discrimination, etc. X. ATTACHMENTS The following exhibits are incorporated in this RFQ: Appendix A: Non-Discrimination Affirmation END OF RFQ Appendix A NONDISCRIMINATION AND EQUAL PAY AFFIRMATION ____________________________________(name of entity submitting) hereby affirms it will not discriminate on the basis of race, color, religion, creed, sex, age, marital status, national origin, or because of actual or perceived sexual orientation, gender identity or disability and acknowledges and understands the eventual contract will contain a provision prohibiting discrimination as described above and this prohibition on discrimination shall apply to the hiring and treatments or proposer’s employees and to all subcontracts. In addition, ____________________________________(name of entity submitting) hereby affirms it will abide by the Equal Pay Act of 1963 and Section 39-3-104, MCA (the Montana Equal Pay Act). ______________________________________ [Name and title of person authorized to sign on behalf of Respondent]