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HomeMy WebLinkAbout2014 Lawn Care Education: Email Correspondence Stacy Ulmen From: Brian Heaston Sent: Thursday, April 10, 2014 12:08 PM To: Stacy Ulmen Subject: RE: RFP Post Attachments: RFP—Lawn Care—Riparian Education Outreach Program.pdf Hi Stacy, RED, Inc. was the only proposal received. It's attached and together with the web notice and signed RED contract comprise the complete package for this project. I directly solicited Flying Horse Communications and Mercury CSC as well as RED, but the FH and merc did not submit. No other submittals were received as a result of the the public notice. I've asked Aimee to forward as attachment the executed Agreement with RED, inc. RED has a copy, but I don't have one for my files. Whenever you get a chance to pass that along, I'd appreciate it. Cheers, Brian From: Stacy Ulmen Sent: Friday, March 14, 2014 3:25 PM To: Brian Heaston Subject: RE: RFP Post Hi there Brian! I hope all is well! I am going through my check off lists on Bids, RFPS etc. I know that you have most of the items for the Lawn Care Riparian Education RFP that was recently sent out. I actually created a spreadsheet on all RFPs and Bids and then put them into laserfiche so I can assign a retention time to them. I realize that this is a fairly new RFP and that you may be referring to it still, but after you are completed do you want to send the items to me? Here is my cheat sheet that I use to make sure that we have everything: • Bid Invite Affidavit • Bid specifications • Bid Tab Sheet • Addendums to the Bidding Package • Submitted Bid packages • Notice of Award • Bid Purchase agreement/Signed Contract • Change orders for project i • Certificate of permission to mail back checks from unsuccessful bidders • Certificate of Substantial completion From: Brian Heaston Sent: Thursday, February 13, 2014 4:41 PM To: Stacy Ulmen Subject: RFP Post Hi Stacy, Following is information to post for the RFP that I need to have on the city's 'bids' webpage. Thanks for your assistance!l Bids Landing Page Bar Description: Request for Proposals—Lawn Care and Riparian Area Education and Outreach Program Public Work Department, 20 East Olive Street, Bozeman, MT 59715 Detailed Description: To: All Interested Parties RE: Lawn Care and Riparian Area Education and Outreach Program Proposal Due Date and Delivery: 5:00p.m.,Wednesday, February 26, 2014. Three copies of the proposal shall be hand delivered to the attention of Brian Heaston at the office of the City Engineering Division at 20 E.Olive Street., or one PDF file may be emailed to bheaston@bozeman.net. Project Overview:- The City of Bozeman Public Works Department seeks proposals from qualified consultants, individuals, or organizations to develop an outreach and education program to promote lawn care and riparian area best management practices. The effort is being funded through a Department of Environmental Quality 319 Grant, Contract No. 213031 [Stacy: grant contract attached to this email for hyperlink], which provides$10,000 in 319 funds together with a non-federal match of up to$14,000 provided by the city. The city must obtain written DEQ approval to subcontract with the selected consultant and written approval to amend the grant contract term by one additional year to June 30, 2015. Formal requests for both will be made upon the city's selection of a consultant. Available funds as described shall not be exceeded. Proposals must contain the following information: I. Name,address, and contact information of the consultant. 2. Project management chart. 3. Qualifications and experience of individuals performing tasks. 4. No more than eight (8) typewritten single-spaced pages that fully describe the consultant's detailed proposal to meet the overall purpose of the grant contract, its task descriptions, and deliverables. 5. Proposed general time schedule, including start and completion dates for each primary task required of the grant contract. 2 6. Billable rates for individuals performing tasks and estimated costs for production of creative materials or media buys proposed. 7. A completed and signed Non-Discrimination Affirmation Form. [Stacy: non-discrimination form attached to this email for hyperlink] The selection criteria used in awarding a contract or agreement for professional services as described herein shall be at the city's discretion, but shall include at a minimum: 1. Qualifications of the consultant and specific individuals who will perform the tasks and the amounts of their respective participation. 2. Ability to perform the task in a timely fashion and coordinate with other organizations. 3. Experience working with local government. 4. Cost competitiveness. The city reserves the right to reject any or all proposals received,to waive informalities, to postpone the award of the contract for a period not to exceed sixty(60) days, and to accept the proposal which in its sole discretion is in the best interests of the city. All submitters should note that any contract pursuant to this solicitation may be dependent upon the recommendation of city staff and the approval of the Bozeman City Commission. 3 1