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Home My WebLink About2014 Rental Housing Survey: Bid InviteCity of Bozeman, Montana Request for Proposals For Rental Housing Survey To: All Interested Parties Re: City of Bozeman Community Affordable Housing Advisory Board Invitation to Submit Bid Rental Housing Survey Date: January 25, 2014 NOTICE IS HEREBY GIVEN that the City of Bozeman’s Affordable Housing Advisory Board (CAHAB) is seeking proposals to conduct a Rental Housing Survey in observance of Section 4.2 of the City’s Affordable Housing Plan, referenced below. 4.2 Obtain and share current rental market data Goal: Annually, the City Planning Department in cooperation with local housing industry organizations, will conduct a survey of rental housing. This will identify the prevailing rent levels and shortages indicated by low vacancy rates. See Appendix E for a suggested scope of work for the survey. Considerations: While many cities benefit from rental housing surveys conducted by state or local government—or industry organizations—Bozeman does not. This makes it difficult for private sector developers to determine what types of rental housing, at what rent levels, are needed. Thus, the knowledge gap can be a deterrent to needed housing production—both subsidized and unsubsidized. Sealed Proposals will be received by the Bozeman City Clerk’s Office, Bozeman, Montana at the office in City Hall, 121 North Rouse Avenue, Bozeman, Montana until 2:30 p.m. on Tuesday, February 18th, 2014 Please write the name of the project on the front of the sealed Proposal. The physical address is: City Clerk’s Office, Suite 200, (upstairs) City Hall, 121 N. Rouse Avenue, Bozeman, Montana. The mailing address is: City Clerk’s Office, Suite 200, City Hall, P.O. Box 1230, Bozeman, Montana, 59771. Proposals must be received before 2:30 p.m. Tuesday, February 18, 2014. Original copies must be submitted – no faxed of electronic bids will be accepted. Bids will be opened and read following the close of bids. Full and detailed specifications may be obtained at the office of the City Clerk, City Hall, 121 N. Rouse Avenue, Bozeman, Montana 59715, telephone number (406) 582-2320, by email at agenda@bozeman.net or by visiting the City website at www.bozeman.net under the “Business” tab and the RFP/BID drop down menu. Submission Package The submission package must consist of a fee proposal, summary of related experience, and two references to be received by 2:30 pm on February 18, 2014. a) All information must be submitted in a sealed envelope containing the bidder’s name, address, phone number, and e-mail address, and be marked RENTAL HOUSING SURVEY. b) All bids must be received at the following address: City of Bozeman City Clerk, 121 North Rouse, Bozeman, MT 59715 c) Bids received after 2:30 pm on February 18, 2014 will not be considered. Contact Information a) The contact person for all inquiries is Tracy Menuez, HRDC, 406-585-4878. b) General written questions may be submitted via email to tmenuez@hrdc9.org Any submitting entity under this invitation to bid must sign and return the required affirmation stating that they 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 in the exercise of contract should it be awarded to that entity. Each entity submitting under this notice shall also recognize in writing the eventual contract will contain a provision prohibiting discrimination as described above and this prohibition on discrimination shall apply to the hiring and treatment of the Contractor’s employees and to all subcontracts. No Proposal may be withdrawn after the scheduled time for the public opening of Proposals, which is 2:30 p.m. local time, February 18, 2014. The right is reserved to reject any or all proposals received, to waive informalities, to postpone the award of the contract for a period of not to exceed Sixty (60) days, and to accept the bid which is in the best interests of the Owner. The City of Bozeman is required to be an Equal Opportunity Employer DATED at Bozeman, Montana, this 29th day of January, 2014 Stacy Ulmen, CMC City Clerk Legal Ad Published Bozeman, Montana February 2, 2014 February 9, 2014 Key Dates Proposal invitations issued February 2, 2014 Proposals Due February 18, 2014 Contract award March 2014 Report due May 2014 Attachments: Attachment A, Scope of Work Attachment B, Statement of Non-discrimination Scope of Work – Attachment A Scope of Work for Rental Housing Survey  Market-rate rental housing: The surveyor will contact managers of multi-family rental housing properties with 10 or more dwelling units as well as mobile home parks and make best efforts to obtain the following information: - Total number efficiency, 1-bedroom, 2-bedroom, 3-bedroom and 4+-bedroom units that are rented and for-rent. - Current number of vacancies and average rental rates by bedroom sizes of units.  Subsidized rental housing: The surveyor will contact managers of subsidized multi-family rental housing. In addition to the data described above for market-rate rental housing, the surveyor will collect the following data: - By bedroom size of units, the number of units with project-based rent subsidies. - The number of prospective renters on the waiting list for the property.  Single-family rental housing: The surveyor will obtain from the City a random sample of 100 owners of one- to four-family housing that is presumed to be for rent, as indicated by the address of the property owner being different from the property address. The surveyor will conduct a telephone survey of all owners to determine the rental status of the properties, the bedroom sizes of the units for rent, the rental rates for all units by bedroom size, and current vacancies by bedroom size. Report: All data obtained will be aggregated into a report with numerical tables indicating all of the data described above that was obtained from each property, separated by the three categories above and in a format (such as Excel) that can be sorted, filtered and cross-tabulated by the City or others if so desired. A brief narrative report will be included to explain the number of non-responses or incomplete responses in each category. All work submitted shall become property of the City of Bozeman. Summary tables will be provided for each category of housing (above) and for all categories combined showing: - The total number of units for which data was obtained (the survey universe). - The numbers of dwelling units vacant by bedroom size and in total. - The percentage vacancy rate by bedroom size and in total. - Average, median and high-low rents by bedroom size. - For subsidized rental units, the total number of units with project-based rent subsidies and total waiting list numbers The proposed project will be awarded to the lowest responsible bidder, using the following criteria: A. Fee Proposal 1. Bidders must provide a cost for work to be conducted B. Related Experience 1. Demonstrated experience conducting housing surveys and/or conducting work with similar characteristics; 2. Ability to prepare clear and accurate reports and documentation. C. References 1. Two (2) references of the proposer’s past work which may be contacted by the City. D. Non-discrimination Each entity submitting shall include a provision requiring the submitting entity to affirm through signature on Attachment B 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, gender identity or disability and recognizing the eventual contract will contain a provision prohibiting discrimination as described above and this prohibition on the discrimination shall apply to the hiring and treatment of the Contractor’s employees and to all subcontracts. With which to execute a contract. Award of a contract will be made following evaluation of proposals, interviews (if conducted), and contract negotiations to the most qualified firm at a price the City determines to be fair and reasonable taking into account the estimated value of services to be rendered, as well as the scope complexity and professional nature thereof. If the City is unable to negotiate a satisfactory contract with the firm initially selected at a price the City deems to be fair and reasonable, negotiations with that firm will be formally terminated and the City shall select another firm and continue negotiations until an agreement is reached or the process is terminated. Statement of Non-discrimination – Attachment B Each entity shall include a provision requiring submitting entity to affirm in writing it will not discriminate on the basis of race, color, religion, creed, sex, age, marital status, national origin, or because of actual or perceived sexual orientation, gender identity or disability and recognizing the eventual contract will contain a provision prohibiting discrimination as described above and this prohibition on discrimination shall apply to the hiring and treatment or proposer’s employees and to all subcontracts. (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 recognizing the eventual contract will contain a provision prohibiting discrimination as described above and this prohibition on discrimination shall apply to the hiring and treatment or bidder’s employees and to all subcontracts. Name and title of person authorized to sign on behalf of submitter