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HomeMy WebLinkAbout26 - Instructions - Tenants' Right to Counsel Communication ServicesPage 1 of 9 REQUEST FOR PROPOSALS (RFP) TENANTS' RIGHT TO COUNSEL COMMUNICATIONS SERVICES CITY OF BOZEMAN Bozeman, MT City of Bozeman PO Box 1230 Bozeman, MT 59771-1230 July 2026 INSTRUCTIONS NOTICE IS HEREBY given that the City of Bozeman (City) is seeking proposals from firms to provide communications consulting and advertising strategy for the Tenants Right to Counsel program. Copies of the Request for Proposals are available on the City’s website. All proposals must be provided as a single, searchable PDF document file and be submitted digitally as an email attachment to the City email address below. All proposals must comply with level A and AA Success Criteria and Conformance Requirements as defined by current Web Content Accessibility Guidelines (WCAG). Respondents are advised 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 RFP title, company name, and due date/time. File sizes greater than 25MB in size may be uploaded to the City Clerk’s Office upon special arrangement with the City Clerk. It is the Respondent’s sole responsibility to ensure the file upload is completed, and that the City is separately notified via email of same, prior to the given deadline. Deliver RFPs via email to the City Clerk by Friday, August 14 at 4 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: Takami Clark, Communications & Engagement Manager, 406.582.2322, Takami.clark@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 July 29, 2026. Mike Maas City Clerk City of Bozeman For publication on: Saturday, August 1 Saturday, August 8 I. INTRODUCTION The City of Bozeman (City) is seeking proposals from firms to undertake a communications plan around the Tenants' Right to Counsel program, ensuring broad understanding and awareness of the program as well as key education and resources to be aware of. The City intends to enter into a contract with the selected firm that will include communications content, an advertising strategy, and educational material. This RFP shall not commit the City to enter into an agreement, to pay any expenses incurred in preparation of any response to this request, or to procure or contract for any supplies, goods or services. The City reserves the right to accept or reject all responses received as a result of this RFP if it is in the City’s best interest to do so. II. PROJECT BACKGROUND AND DESCRIPTION In Bozeman, over half the residents of our community are tenants. Nationally and locally, tenants are far less likely to have legal representation in proceedings related to their housing in comparison to landlords. In an effort to assist tenants in negotiating resolutions with landlords and avoid formal eviction proceedings, the Bozeman City Commission, as part of its Strategic Plan to foster a safe and welcoming community, adopted Ordinance 2025-11 (creating a Tenant’s Right to Civil Counsel and Landlord/Tenant Mediation Program), and Resolution 2025- 77 (establishing Commission Goals for a Tenant’s Right to Counsel Program and Landlord/Tenant Mediation Program). These two documents establish the Tenant's Right to Counsel Program. The program operates like a three-legged stool, with the pillars being mediation, right to counsel, and education. The city has brought on firms for mediation and counsel services and is now seeking a firm to help with the education effort. The education effort will involve increasing awareness within the public about the program and what it is, as well as how to be a good landlord/renter and what to look for prior to needing these services. The education firm may work with both staff and other consultants throughout the course of the project. We anticipate a shorter effort, approximately a few months, and have a budget of $30,000. III. SCOPE OF SERVICES A scope at minimum must include: • Website content • Marketing collateral • Advertising strategy IV. PROPOSAL REQUIREMENTS Firms interested in providing the services described above are requested to submit the following information. Responses to each item should appear in the same order as in this RFP and should identify the item to which the responses apply. Respondent must disclose whether Respondent intends to use Generative AI in the fulfillment of the services if awarded a contract. • Firm/Individual Profile • Scope of Project • Related Experience with Projects Similar to the Scope of Services • Proposed Schedule • Recent and Current Work for the City of Bozeman • Price Proposal a) Affirmation of Nondiscrimination and Equal Pay (see Appendix A) Non-completion of the Affirmation of Nondiscrimination and Equal Pay is cause for disqualification of firms. V. TIMELINES, DELIVERY DEADLINE, AND INSTRUCTIONS EVENT DATE/TIME Publication dates of RFP Saturday, July 25 Saturday, August 1 Deadline for receipt of proposals Friday, August 14 at 4 PM Evaluation of proposals August 17-20 Interviews (if necessary) and Selection of consultants August 21 With the exception of the advertising dates and advertised due date, the City reserves the right to modify the above timeline. Deliver RFPs via email to the City Clerk (procurement@bozemanmt.gov) by Friday, August 14 at 4 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. All proposals must be provided as a single, searchable PDF document file and be submitted digitally as an email attachment to the RFP City email address procurement@bozemanmt.gov. Respondents are advised that the City’s email attachment size limit is 25MB and that only one PDF file will be allowed per response. The subject line of the transmittal email shall clearly identify the RFP title, company name, and due date/time. File sizes greater than 25MB in size may be uploaded to the City Clerk’s Office upon special arrangement with the City Clerk. It is the Respondent’s sole responsibility to ensure the file upload is completed and that the City is separately notified via email of the same, prior to the given deadline. VI. AMENDMENTS TO SOLICITATION Any interpretation or correction of this RFP will be published on the City’s webpage. The deadline for questions related to this document is 4 PM MT on August 10. VII. CONTACT INFORMATION Any administrative questions regarding this RFP should be directed to: Mike Maas, City Clerk, 406.582.2321, procurement@bozemanmt.gov Questions relating to scope of services should be directed to: Takami Clark, Communications & Engagement Manager, Takami.clark@Bozemanmt.gov, 406-582-2322. VIII. SELECTION PROCEDURE A review committee will evaluate all responses to the RFP that meet the submittal requirements and deadline. Submittals that do not meet the requirements or deadline will not be considered. The review committee will rank the proposals and may arrange interviews with the finalist(s) prior to selection. Selection may be made directly based on the written RFP submission. If interviews occur, the selection of finalists to be interviewed will be made by a selection committee representing the City. The selection of interview candidates will be based on an evaluation of the written responses to the RFPs. All submitted proposals must be complete and contain the information required as stated in the "Request for Proposals.” IX. SELECTION CRITERIA Proposals will be evaluated based on the following criteria: • [30 points] Qualifications of the Firm for Scope of Services • [30 points] Proposal Requirements • [20 points] Related Experience with Similar Projects • [10 points] Cost X. FORM OF AGREEMENT The selected Respondent will be required to enter into a contract with the City in substantially the same form as the agreement attached as Appendix B. Selected Respondent acknowledges that City may make changes to the agreement as required by the nature of the scope of services. XI. CITY RESERVATION OF RIGHTS / LIABILITY WAIVER All proposals submitted in response to this RFP become the property of the City and public records and, as such, are subject to public disclosure. A submission in response to this RFP confers no rights upon any respondents and shall not obligate the City in any manner whatsoever. The City reserves the right to not make an award or to solicit additional proposals at a later date. A. This RFP may be canceled, or any or all responses may be rejected in whole or in part, as specified herein, when it is in the best interests of the City. If the City cancels or revises this RFP, all Respondents who submitted will be notified. B. The City reserves the right to accept or reject any and all proposals; to add or delete items and/or quantities; to amend the RFP; to waive any minor irregularities, informalities, or failure to conform to the RFP; to extend the deadline for submitting proposals; to postpone award; to award one or more contracts, by item or task, or groups of items or tasks, if so provided in the RFP and if multiple awards or phases are determined by the City to be in the public interest. C. The City reserves the right to consider in its evaluation of the proposal if any Respondent has; previously failed to perform properly to the satisfaction of the City, 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. D. The City reserves the right to determine the best qualified Respondent and negotiate a final scope of service and cost, negotiate a contract with another Respondent if an agreement cannot be reached with the first selected Respondent, or reject all proposals. E. The professional services contract between the City and the successful Respondent will incorporate the Respondent’s scope of service and work schedule as part of the agreement (see Appendix B for form of agreement. The agreement presented to the Respondent may differ from this form as appropriate for the scope of services). F. This RFP does not commit the City to 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 right to protest or seek any legal remedies whatsoever regarding any aspect of this RFP. G. The City reserves the right to cancel, in part or in its entirety, this RFP including, but not limited to: selection procedures, submittal date, and submittal requirements. If the City cancels or revises this RFP, all Respondents who submitted proposals will be notified. H. Projects under any contract are subject to the availability of funds. XII. NONDISCRIMINATION AND EQUAL PAY POLICY The City requires each entity submitting under this notice shall affirm, on a separate form provided, that it will not discriminate on the basis of race, color, religion, creed, sex, age, marital status, national origin, or because of actual or perceived sexual orientation, sexual preference, gender identity, or disability in fulfillment of a contract entered into for the services identified herein and that this prohibition on discrimination shall apply to the hiring and treatment of the submitting entity’s employees and to all subcontracts it enters into in the fulfillment of the services identified herein. Failure to comply with this requirement shall be cause for the submittal to be deemed nonresponsive. The City also requires each entity submitting under this notice shall affirm it will abide by the Equal Pay Act of 1963 and Section 39-3-104, MCA (the Montana Equal Pay Act). XIII. MISCELLANEOUS A. No Oral Agreements. No conversations or oral agreements with any officer, employee, or agent of the City shall affect or modify any term of this RFP. Oral communications or any written/email communication between any person and City officer, employee, or agent shall not be considered binding. B. No Partnership/Business Organization. Nothing in this RFP or in any subsequent agreement, or any other contract entered into as a result of this RFP, shall constitute, create, give rise to, or otherwise be recognized as a partnership or formal business organization of any kind between or among the Respondent and the City. C. Employment Restriction and Indemnity. No person who is an owner, officer, employee, contractor, or consultant of a respondent shall be an officer or employee of the City. No rights of the City’s retirement or personnel rules accrue to a Respondent, its officers, employees, contractors, or consultants. Respondents shall have the responsibility of all salaries, wages, bonuses, retirement, withholdings, workers’ compensation and occupational disease compensation, insurance, unemployment compensation, other benefits and taxes and premiums appurtenant thereto concerning its officers, employees, contractors, and consultants. Each Respondent shall save and hold the City harmless with respect to any and all claims for payment, compensation, salary, wages, bonuses, retirement, withholdings, workers’ compensation and occupational disease compensation, insurance, unemployment compensation, other benefits and taxes and premiums in any way related to each Respondent’s officers, employees, contractors and consultants. D. Accessibility. Upon reasonable notice, the City will provide assistance for those persons with sensory impairments. For further information, please contact the ADA Coordinator at 406-582-3232. E. Procurement. When discrepancies occur between words and figures in this RFP, the words shall govern. No responsibility shall attach to a City employee for the premature opening of an RFP not properly addressed and identified in accordance with these documents. F. Governing Law. This solicitation and any disputes arising hereunder or under any future agreement shall be governed and construed and enforced in accordance with the laws of the State of Montana, and venue for all legal proceedings shall be in the 18th Judicial District Court, Gallatin County. By offering to perform services under this RFP, all Submitters agree to be bound by the laws of the State of Montana and of the City, including, but not limited to, applicable wage rates, payments, gross receipts taxes, building codes, equal opportunity employment practices, safety, non-discrimination, etc. XIV. ATTACHMENTS The following exhibits are incorporated in this RFP: Appendix A: Non-Discrimination Affirmation Appendix B: Agreement END OF RFP Appendix A NONDISCRIMINATION AND EQUAL PAY AFFIRMATION ____________________________________(name of entity submitting) hereby affirms it will not discriminate on the basis of race, color, religion, creed, sex, age, marital status, national origin, or because of actual or perceived sexual orientation, gender identity or disability and acknowledges and understands the eventual contract will contain a provision prohibiting discrimination as described above and this prohibition on discrimination shall apply to the hiring and treatments or proposer’s employees and to all subcontracts. ____________________________________(name of entity submitting) hereby affirms it will abide by the Equal Pay Act of 1963 and Section 39-3-104, MCA (the Montana Equal Pay Act). ______________________________________ [Name and title of person authorized to sign on behalf of Respondent]