HomeMy WebLinkAboutBozeman Comprehensive Development Review Fee Study
RFP#1312-111312
Request for Proposal
For
COMPREHENSIVE DEVELOPMENT REVIEW FEE STUDY
Proposal must be received no later than:
Wednesday, August 27, 2014 @ 5:00 pm
Email OR Deliver proposal to the
City Clerk’s Office
Stacy Ulmen, City Clerk
Please write the name of the project on the front of the RFP or add to your Subject Line if emailing.
The submittal email address is: agenda@bozeman.net
The physical address is:
City Clerk’s Office, Suite 202, (upstairs) City Hall, 121 N. Rouse Avenue, Bozeman, Montana.
The mailing address is:
City Clerk’s Office, Suite 202, City Hall, P.O. Box 1230, Bozeman, Montana, 59771.
NOTICE IS HEREBY given that the City of Bozeman invites sealed proposals for a Comprehensive
Development Review Fee Study. Each proposal shall be in accordance with the general
provisions for purchase of work and services specified herein. All proposals must be in the
format specified, enclosed in a sealed envelope and clearly identified with RFP title, company
name and due date.
Deliver proposals via email to the City Clerk’s Office at the following address PO Box 1230
Bozeman, MT 59771 by Wednesday, August 27, 2014 @ 5:00p.m. It is the sole responsibility of
the proposing firm to ensure that proposals are received prior to the closing time as late
submittals will not be accepted and will be returned unopened.
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.
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 RFP 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 30th day of July, 2014
Stacy Ulmen, CMC
City Clerk
Legal Ad
Published Bozeman, Montana
August 3, 2014
August 17, 2014
INTRODUCTION
The City of Bozeman is requesting proposals for a Comprehensive User Fee Study. The study
should focus primarily on services; in particular, development related application fees
charged by the Planning Division . The scope of work include: review of existing user
fees, costs to provide development review, as well as, the identification of a simpler fee
schedule. An alternate item will be the review of business license fees.
BACKGROUND INFORMATION
The City of Bozeman, Montana (the City) is located in Gallatin County and is known as the
“Treasure State” because of its rich mineral reserves. The mountains of Montana have yielded
fortunes in gold and silver since the first substantial deposits were discovered in the mid
1800's. Another nickname for Montana is "Big Sky Country," made popular by a Montana
State Highway Department promotion in the 1960's (originating from a book by Alfred
Bertram Guthrie Jr. titled Big Sky). Currently, it is estimated that there are 38,695 residents of
the City of Bozeman with the City growing by approximately two percent between 2011 and
2012.
The City is governed by a City Commission/City Manager form of government. The City
Commission is made up of four members plus a mayor that serves as the head of the City
Commission. The City Commission appoints a City Manager to oversee the City’s eight
departments.
Additional information regarding the City of Bozeman may be obtained at:
http://www.bozeman.net
SCHEDULE
Event Date/Time
Issue Date of RFP Thursday, July 31, 2014
Last Day for Questions/Clarifications Tuesday, August 12, 2014
Deadline for Receipt of Proposal Wednesday , August 27, 2014@ 5PM
Review Period of Proposals Thurs. – Fri., Aug 27 – Sept. 5, 2012
Interview (optional) September 10 & 11
Vendor Selection Date Friday September 12, 2014
Recommendation to Commission Monday September 25, 2014
Work Commence Tuesday September 30, 2014
Completion of Evaluation of
Current City fees Friday, October 31, 2014
Recommended Fee Changes
Presented to City Commission for Approval Monday November 17, 2014
COMPLETION: Project must begin September 30, 2014 and
completed no later than November 17, 2014.
CONTACTS
Any administrative questions regarding bidding procedures should be directed to:
Stacy Ulmen, City Clerk (406) 582-2321; sulmen@bozeman.net
Questions relating to the project management may be directed to:
Wendy Thomas, Director of Community Development (406)582-2260;
wthomas@bozeman.net
LAST DAY FOR QUESTIONS
The last day to submit questions to the Department of Community Development is August 12, 2014
@ 5 pm. This will allow sufficient time for any addenda to be issued by the City to all bidders.
All questions must be submitted in writing via email to the Department of Community
Development at wthomas@bozeman.net
AWARD OF CONTRACT
The City reserves the right to reject any and all proposals, to contract work with whomever and
in whatever manner the City decides, to abandon the work entirely and to waive any
informality or non substantive irregularity as the interest of the City may require and to be the
sole judge of selection process. The City also reserves the right to negotiate separately in any
manner to serve the best interest of the City. The City retains the right at its sole discretion to
select a successful vendor.
SELECTION PROCESS
A review committee will evaluate all responses to the RFP that meet the submittal
requirements and deadline. Submittals that do not meet the requirement or deadline will not
be considered. The review committee will rank the proposals and arrange interviews with the
finalist prior to selection.
SELECTION CRITERIA
Proposals will be evaluated based on the following criteria:
Thoroughness and understanding of the tasks to be
completed
Background and experience in organizational analysis
evaluation
Firm’s expertise and overall experience of personnel assigned to the work
Time required to accomplish the requested services
Responsiveness to requirements of the project
Public sector experience in municipal setting conducting similar studies
Costs
DISCRETION AND LIABILITY WAIVER
The City reserves the right to exercise discretion and apply its judgment with respect to all
proposals submitted.
The City reserves the right to reject all proposals, either in part or in its entirety, or to requests
and obtain, from one or more of the consulting firms submitting proposals, supplementary
information as may be necessary for City staff to analyze the proposals.
The City may elect to award a contract in multiple phases, as is deemed to be in the City’s best
interest. Should the City award projects in phases, the City reserves the right to award the
phases to the same firm.
The consultant, by submitting a response to this RFP, waives all right to protest or seek any
legal remedies whatsoever regarding any aspect of this RFP. Although, it is the City’s intent to
choose only a small number of most qualified consulting teams to interview with the City, the
City reserves the right to choose any number of qualified finalists.
This RFP does not commit the City to award a contract, to defray any costs incurred in the
preparation of a proposal pursuant to this RFP or to procure or contract for work.
All proposals submitted in response to this RFP become the property of the City and public
records and, as such, may be subject to public review.
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 the RFP, all interested firms will be notified using email.
MANDATORY CONTENT AND SEQUENCE OF SUBMITTAL
I. Submission Requirements and Instructions
All bidder requirements in this section are mandatory. The City reserves the right to
waive any non-material variation.
a) Proposers may submit response via email ONLY to this address: agenda@bozeman.net
OR
Submit one (1) original proposal package AND three (3) complete copies for each
proposal, under sealed envelope, by mail or hand-delivery to the address shown on
the front. Each submission must be marked on the outside with the Company’s
name and the name of the project. Postmarks are NOT acceptable.
Any proposal received after the schedule closing time for receipt of proposals will
be returned to the bidder unopened.
b) Proposals and required attachments shall be submitted as specified and must be
signed by officials authorized to bind the bidder to the provisions.
II. Proposal Outline and Content
Assemble and submit each proposal in the order below and address the required
content/questions. The order in which items are presented is important, as proposal
evaluators will follow this order:
a) Table of Contents
b) Cover Sheet. This sheet will serve as the cover of your proposal.
c) One-Page Project Summary. Begin with a brief summary of the proposal. This
summary should concisely describe the project, its goals, and the proposed plan of
implementation.
d) Company Description/Capability (not to exceed 3 pages)
Brief history of the company that includes the date of establishment and examples
of relevant prior RFP/bids and current customers of similar attributes to the City of
Bozeman.
Describe your experience and capacity to manage projects of the size and scope
proposed.
e) Informational content
A list of project team and their professional profile/credentials/experience.
Specific assignment of project team
f) References (minimum 3) specifically in local/municipal/county/state agencies
a) Name of agency
b) Contact name to include: title, phone number and email
c) Population of jurisdiction
d) Number of employees
e) Project start and completion date
f) Brief summary of project
g) Cost
Present a specific “not to exceed” fixed fee, including associated fees
(i.e. printing costs, attendance at meetings, travel). A requested payment
schedule should accompany the work schedule.
h) Outline of Services (refer to Scope of Work)
The City reserves the right to require the submittal of additional information that
supplements or explains proposal materials.
SCOPE OF WORK
Project tasks shall include, but are not necessarily limited to:
Determining City cost to provide various services.
Identifying if these costs are reasonable and if the current cost recovery levels are
sufficient.
Recommending fee changes necessary to achieve cost recovery.
Recommending methodology to calculate fee increases in future years.
If the consultant/firm feels that additional tasks are warranted, they must be clearly identified
in the proposal.
Outline of services to be provided:
1. Establish a methodology for the evaluation of fees. Work and meet with City staff to
refine the project scope, purpose, uses and goals of the City’s Development Review Fee
Study to ensure that the study will be both accurate and appropriate to the City’s
needs. Review project schedule and answer any questions pertaining to the successful
development of the Study.
2. Conduct a comprehensive review of the City’s existing fees, rates, and charges. Meet
with staff and conduct interviews as needed to gain an understanding of the City’s
processes and operations.
3. Identify the total cost of providing each City service reflecting an average or
representative projects. Costs should include appropriate General and Administrative
overhead allocations to City activities and applicable overhead rates for use in calculating
the City’s billable hourly rates.
4. Compare service costs with existing cost recovery levels. This should include service
areas where the City is currently charging for services as well as areas where we perhaps
should charge, in light of the City’s practices, or the practices of similar and/or
neighboring cities.
5. Prepare a report that identifies each service, its full cost, current and recommended cost
recovery levels. The report should identify the direct cost, the indirect cost, and the
overhead cost for each service; and provide a model for adjusting these fees and rates for
the City’s current and future needs.
6. Recommend appropriate fees and charges. Recommended fees are based on the
analysis, together with the appropriate subsidy percentage for those fees where full cost
recovery may be unrealistic, particularly for business license fees.
7. Prepare a report that identifies the current fees, and recommended fees. The report must
also identify percentage change, cost recovery percentage, and fee comparison with other
Montana cities that are comparable to Bozeman. A survey comparison of rates and fees with
similar cities is for information purposes only.
8. Report on other matters that come to your attention in the course of your evaluation
that in your professional opinion the City should consider.
9. Present the findings to the Director of Community Development, City Manager and Director
of Administrative Services and make necessary adjustments as requested.
10. Prepare and deliver presentations to the Bozeman City Commission to facilitate
understanding of the proposed fee schedule and its implications for the City; provide
necessary adjustments as requested.
11. Provide the City with an electronic copy of the final comprehensive study, including related
schedules and cost documentation in a format that can be edited and updated by City staff
to accommodate changes in the organization or changes in costs.
12. Develop or modify the existing model for adjusting fees/rates; include the addition of
potential service areas, future service enhancements, and the ability to calculate the
estimated costs of providing the service under consideration.
13. Provide on-site training to enable staff to update fees on an annual basis.
14. Prepare a final fee study report and provide ten bound copies, one unbound copy and
a single PDF file of the plan that can be made available to City staff via the intranet to the
City. Any Master fee schedule revisions developed shall also be made available to the
City on CD/ROM and/or electronically, providing the ability to add or delete and/or
update information as needed.
15. Project Budget for the Comprehensive Fee Study-a description of the project budget
itemized according to individual tasks. Project budget should include:
A project schedule with activities, milestones, and deliverables.
Project budget defined, at minimum, as follows:
i) By task with a collective total by milestone and deliverable;
ii) Labor rates for all project team members;
iii) General overhead rates;
iv) Costs for expenses such as printing, travel and attendance at meetings.
Proposed services to be referred to a sub-contracted, anticipated sub-contractors and
anticipated costs for these services.
16. Consult with the City staff should it become necessary to defend the City's User
Fees as a result of any legal or other challenge.
*THIS DOCUMENT MUST BE COMPLETED, EXECUTED AND SUBMITTED WITH THE PROPOSAL FORM*
THE REPRESENTATIVES MADE HEREIN ARE MADE UNDER PENALTY OF PERJURY
NO PROPOSAL IS VALID UNLESS SUBMITTED ON THIS FORM AND SIGNED BY AUTHORIZED
AGENT FOR YOUR COMPANY.
SUBMITTED BY:
COMPANY NAME:
ADDRESS:
CITY: STATE: ZIP: _
TELEPHONE:
EMAIL:
SIGNATURE:
(Authorized Agent)
NAME:
(Please Print)
TITLE:
DATE:
NOTE: If proposer is a corporation, the legal name of the corporation shall be set forth above,
together with the signature of authorized officers or agents; if bidder is a partnership, the
true name of the firm shall be set forth above, together with the signature of the
partnership; and if bidder is an individual, his signature shall be placed above.
Professional Services Agreement for Comprehensive Master User Fee Study
FY 2014 – FY 2016
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PROFESSIONAL SERVICES AGREEMENT
THIS AGREEMENT is made and entered into this _____ day of ____________, 2014, 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, ____________, _______________, hereinafter referred to as
“Contractor.”
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. Purpose: City agrees to enter this Agreement with Contractor to perform for City
services described in the Scope of Services attached hereto as Attachment “A” and by this
reference made a part hereof.
2. Term/Effective Date: This Agreement is effective upon the date of its execution
[and will terminate on the _____ day of ______________, 201_].
3. Scope of Work: Contractor will perform the work and provide the services in
accordance with the requirements of the Scope of Services. For conflicts between this Agreement
and the Scope of Services, unless specifically provided otherwise, the Agreement governs.
4. Payment: City agrees to pay Contractor the amount specified in a Scope of
Services. Any alteration or deviation from the described services that involves additional costs
above the Agreement amount will be performed by Contractor after written request by the City,
and will become an additional charge over and above the amount listed in the Scope of Services.
The City must agree in writing upon any additional charges.
5. Contractor’s Representations: To induce City to enter into this Agreement,
Contractor makes the following representations:
a. Contractor has familiarized itself with the nature and extent of this Agreement, the
Scope of Services, and with all local conditions and federal, state and local laws, ordinances, rules,
Professional Services Agreement for Comprehensive Master User Fee Study
FY 2014 – FY 2016
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and regulations that in any manner may affect cost, progress or performance of the Scope of
Services.
b. Contractor represents and warrants to City that it has the experience and ability to
perform the services required by this Agreement; that it will perform said 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 shall not infringe upon or violate the rights of any third party, 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.
6. Independent Contractor Status/Labor Relations: The parties agree that Contractor
is an independent contractor for purposes of this Agreement and is not to be considered an
employee of the City for any purpose. Contractor 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. Contractor is not authorized to represent the City or
otherwise bind the City in any dealings between Contractor and any third parties.
Contractor shall comply with the applicable requirements of the Workers’ Compensation
Act, Title 39, Chapter 71, MCA, and the Occupational Disease Act of Montana, Title 39, Chapter 71,
MCA. Contractor shall maintain workers’ compensation coverage for all members and employees
of Contractor’s business, except for those members who are exempted by law.
Contractor shall furnish the City with copies showing one of the following: (1) a binder for
workers’ compensation coverage by an insurer licensed and authorized to provide workers’
compensation insurance in the State of Montana; or (2) proof of exemption from workers’
compensation granted by law for independent contractors.
Contractor shall indemnify, defend, and hold the City harmless from any and all claims,
demands, costs, expenses, damages, and liabilities arising out of, resulting from, or occurring in
connection with any labor problems or disputes or any delays or stoppages of work associated
with such problems or disputes.
Contractor shall post a legible statement of all wages and fringe benefits to be paid to the
Contractor’s employees and the frequency of such payments (i.e., hourly wage employees shall be
paid weekly). Such posting shall be made in a prominent and accessible location at the
Professional Services Agreement for Comprehensive Master User Fee Study
FY 2014 – FY 2016
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Contractor’s normal place of business and shall be made no later than the first day of services
provided under this Agreement. Such posting shall be removed only upon expiration or
termination of this Agreement.
7. Indemnity/Waiver of Claims/Insurance: For other than professional services
rendered, to the fullest extent permitted by law, Contractor 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 and 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 Contractor; (ii) any negligent, reckless, or intentional misconduct of any of the
Contractor’s agents; or (iii) the negligent, reckless, or intentional misconduct of any other third
party.
For the professional services rendered, to the fullest extent permitted by law, Contractor
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 willful misconduct of the Contractor or Contractor’s agents or employees.
Such obligations shall not be construed to negate, abridge, or reduce other rights or
obligations of indemnity that would otherwise exist. The indemnification obligations of this
Section must not be construed to negate, abridge, or reduce any common-law or statutory rights
of the indemnities’ which would otherwise exist as to such indemnities’.
Contractor’s indemnity under this Section shall be without regard to and without any right
to contribution from any insurance maintained by City.
Should any indemnity described herein be required to bring an action against the
Contractor to assert its right to defense or indemnification under this Agreement or under the
Contractor’s applicable insurance policies required below the indemnity shall be entitled to
recover reasonable costs and attorney fees incurred in asserting its right to indemnification or
defense but only if a court of competent jurisdiction determines the Contractor was obligated to
defend the claim(s) or was obligated to indemnify the indemnity for a claim(s) or any portion(s)
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FY 2014 – FY 2016
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thereof.
In the event of an action filed against 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.
Contractor also waives any and all claims and recourse against the City or its officers,
agents or employees, 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 his 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 shall survive termination of this Agreement and the services performed
hereunder.
In addition to and independent from the above, Contractor shall at Contractor’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
specifically assumed by the Contractor in this Section. The insurance coverage shall not contain
any exclusion for liabilities specifically assumed by the Contractor in subsection (a) of this Section.
The insurance shall 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 and Contractor
shall furnish to the City an accompanying certificate 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; $2,000,000 annual
aggregate; and
Professional Liability - $1,000,000 per claim; $2,000,000 annual aggregate.
The above amounts shall be exclusive of defense costs. The City of Bozeman, its officers,
agents, and employees, shall be endorsed as an additional or named insured on a primary non-
contributory basis on both the Commercial General and Automobile Liability policies. The
insurance and required endorsements must be in a form suitable to City and shall include no less
than a sixty (60) day notice of cancellation or non-renewal. The City must approve all insurance
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FY 2014 – FY 2016
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coverage and endorsements prior to the Contractor commencing work. Contractor shall notify City
within two (2) business days of Contractor’s receipt of notice that any required insurance coverage
will be terminated or Contractor’s decision to terminate any required insurance coverage for any
reason.
The City must approve all insurance coverage and endorsements prior to the Contractor
commencing work.
8. Termination for Contractor’s Fault:
a. If Contractor refuses or fails to timely do the work, or any part thereof, or fails to
perform any of its obligations under this Agreement, or otherwise breaches any terms or conditions
of this Agreement, the City may, by written notice, terminate this Agreement and the Contractor’s
right to proceed with all or any part of the work (“Termination Notice Due to Contractor’s Fault”).
The City may then take over the work and complete it, either with its own resources or by re-letting
the contract to any other third party.
b. In the event of a termination pursuant to this Section 8, Contractor shall be entitled
to payment only for those services Contractor actually rendered.
c. Any termination provided for by this Section 8 shall be in addition to any other
remedies to which the City may be entitled under the law or at equity.
d. In the event of termination under this Section 8, Contractor shall, under no
circumstances, be entitled to claim or recover consequential, special, punitive, lost business
opportunity, lost productivity, field office overhead, general conditions costs, or lost profits
damages of any nature arising, or claimed to have arisen, as a result of the termination.
9. Termination for City’s Convenience:
a. Should conditions arise which, in the sole opinion and discretion of the City,
make it advisable to the City to cease performance under this Agreement City may
terminate this Agreement by written notice to Contractor (“Notice of Termination for City’s
Convenience”). The termination shall be effective in the manner specified in the Notice of
Termination for City’s Convenience and shall be without prejudice to any claims that the
City may otherwise have against Contractor.
b. Upon receipt of the Notice of Termination for City’s Convenience, unless
otherwise directed in the Notice, the Contractor shall immediately cease performance
under this Agreement and make every reasonable effort to refrain from continuing work,
incurring additional expenses or costs under this Agreement and shall immediately cancel
all existing orders or contracts upon terms satisfactory to the City. Contractor shall do only
such work as may be necessary to preserve, protect, and maintain work already completed
Professional Services Agreement for Comprehensive Master User Fee Study
FY 2014 – FY 2016
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or immediately in progress.
c. In the event of a termination pursuant to this Section 13, Contractor is
entitled to payment only for those services Contractor actually rendered on or before the
receipt of the Notice of Termination for City’s Convenience.
d. The compensation described in Section 13(c) is the sole compensation due
to Contractor for its performance of this Agreement. Contractor shall, under no
circumstances, be entitled to claim or recover consequential, special, punitive, lost
business opportunity, lost productivity, field office overhead, general conditions costs, or
lost profits damages of any nature arising, or claimed to have arisen, as a result of the
termination.
10. Limitation on Contractor’s Damages; Time for Asserting Claim:
a. In the event of a claim for damages by Contractor under this Agreement,
Contractor’s damages shall be limited to contract damages and Contractor hereby
expressly waives any right to claim or recover consequential, special, punitive, lost business
opportunity, lost productivity, field office overhead, general conditions costs, or lost profits
damages of any nature or kind.
b. In the event Contractor wants to assert a claim for damages of any kind or
nature, Contractor shall provide City with written notice of its claim, the facts and
circumstances surrounding and giving rise to the claim, and the total amount of damages
sought by the claim, within ten (10) days of the facts and circumstances giving rise to the
claim. In the event Contractor fails to provide such notice, Contractor shall waive all rights
to assert such claim.
11. Representatives:
a. City’s Representative: The City’s Representative for the purpose of this
Agreement shall be _________________ (insert job title) or such other individual as City
shall designate in writing. Whenever approval or authorization from or communication or
submission to City is required by this Agreement, such communication or submission shall
be directed to James Goehrung as the City’s Representative and approvals or
authorizations shall be issued only by such Representative; provided, however, that in
exigent circumstances when City’s Representative is not available, Contractor may direct its
communication or submission to other designated City personnel or agents as listed above
and may receive approvals or authorization from such persons.
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FY 2014 – FY 2016
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b. Contractor’s Representative: The Contractor’s Representative for the
purpose of this Agreement shall be _____________________ or such other individual as
Contractor shall designate in writing. Whenever direction to or communication with
Contractor is required by this Agreement, such direction or communication shall be
directed to Contractor’s Representative; provided, however, that in exigent circumstances
when Contractor’s Representative is not available, City may direct its direction or
communication to other designated Contractor personnel or agents.
12. Permits: Contractor shall 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.
13 Laws and Regulations: Contractor shall 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 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.
14. Nondiscrimination: The Contractor will have a policy to provide equal employment
opportunity in accordance with all applicable state and federal anti-discrimination laws,
regulations, and contracts. The Contractor 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. The Contractor shall 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. The Contractor shall require these nondiscrimination terms of its sub-
Contractors providing services under this agreement.
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FY 2014 – FY 2016
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15. Intoxicants; DOT Drug and Alcohol Regulations/Safety and Training: Contractor
shall 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. Contractor
acknowledges it is aware of and shall 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. City shall have the right to request proof of such compliance
and Contractor shall be obligated to furnish such proof.
The Contractor shall be responsible for instructing and training the Contractor's employees
and agents in proper and specified work methods and procedures. The Contractor shall provide
continuous inspection and supervision of the work performed. The Contractor is responsible for
instructing his employees and agents in safe work practices.
16. Modification and Assignability: This Agreement may not be enlarged, modified or
altered except by written agreement signed by both parties hereto. The Contractor may not
subcontract or assign Contractor’s rights, including the right to compensation or duties arising
hereunder, without the prior written consent of City. Any subcontractor or assignee will be bound
by all of the terms and conditions of this Agreement.
17. Reports/Accountability/Public Information: Contractor agrees to develop and/or
provide documentation as requested by the City demonstrating Contractor’s compliance with the
requirements of this Agreement. Contractor shall 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 Contractor pursuant to this Agreement was used in
compliance with this Agreement and all applicable provisions of federal, state, and local law. The
Contractor shall not issue any statements, releases or information for public dissemination
without prior approval of the City.
18. Non-Waiver: A waiver by either party 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.
19. Attorney’s Fees and Costs: That in the event it becomes necessary for either Party
of this Agreement 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
Professional Services Agreement for Comprehensive Master User Fee Study
FY 2014 – FY 2016
Page 27 of 21
notice shall be entitled to reasonable attorney's fees and costs, including fees, salary, and costs of
in-house counsel to include City Attorney.
20. Taxes: Contractor is obligated to pay all taxes of any kind or nature and make all
appropriate employee withholdings.
21. Dispute Resolution:
a. Any claim, controversy, or dispute between the parties, their agents,
employees, or representatives shall be resolved first 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.
b. If the parties are unable to resolve the dispute within thirty (30) days from
the date the dispute was first raised, then such dispute may only be resolved in a court of
competent jurisdiction in compliance with the Applicable Law provisions of this Agreement.
22. Survival: Contractor’s indemnification shall survive the termination or expiration of
this Agreement for the maximum period allowed under applicable law.
23. 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.
24. Severability: If any portion of this Agreement is held to be void or unenforceable,
the balance thereof shall continue in effect.
25. Applicable Law: The parties agree that this Agreement is governed in all respects
by the laws of the State of Montana.
26. Binding Effect: This Agreement is binding upon and inures to the benefit of the
heirs, legal representatives, successors, and assigns of the parties.
27. No Third-Party Beneficiary: This Agreement is for the exclusive benefit of the
parties, does not constitute a third-party beneficiary agreement, and may not be relied upon or
enforced by a third party.
Professional Services Agreement for Comprehensive Master User Fee Study
FY 2014 – FY 2016
Page 28 of 21
28. Counterparts: This Agreement may be executed in counterparts, which together
constitute one instrument.
29. Integration: This Agreement and all Exhibits attached hereto constitute the entire
agreement of the parties. Covenants or representations not contained therein 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 specifically
made a part of this Agreement by reference.
**** END OF AGREEMENT EXCEPT FOR SIGNATURES ****
IN WITNESS WHEREOF, the parties hereto have executed this instrument the day and year
first above written.
CITY OF BOZEMAN, MONTANA ____________________________________
CONTRACTOR (Type Name Above)
By________________________________ By__________________________________
Chris Kukulski, City Manager
Print Name:
Print Title: ____________________________
APPROVED AS TO FORM:
By_______________________________
Greg Sullivan, Bozeman City Attorney
Professional Services Agreement for Comprehensive Master User Fee Study
FY 2014 – FY 2016
Page 29 of 21
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