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HomeMy WebLinkAboutC2. Strategic Plan Commission Memorandum REPORT TO: Honorable Mayor and City Commission FROM: Chris Kukulski, City Manager SUBJECT: Strategic Plan Request for Proposal MEETING DATE: Monday, November 2, 2015 AGENDA ITEM TYPE: Consent   RECOMMENDATION: Approve and authorize the City Manager to open the City of Bozeman Strategic Plan Request for Proposal for advertising. BACKGROUND: The purpose of this Request for Proposal (RFP) is to seek proposals to establish a clear vision, and strategic plan to accomplish this vision, for the City of Bozeman through a process involving significant public engagement. The City of Bozeman looks to establish a contract through competitive negotiation for the development and implementation of a Strategic Plan that can be used to guide the City through successful growth, decision-making, budgeting, and resource allocation. Upon approval, the RFP will be open for bids until December 1, 2015. UNRESOLVED ISSUES: None. ALTERNATIVES: As suggested by the City Commission. FISCAL EFFECTS: The Strategic Plan has been accounted for in the FY2016 budget, with $125,000 allocated in the City Manager’s general fund for strategic vision consulting. Attachments: Request for Proposal Report compiled on: October 28, 2015 8                        REQUEST FOR PROPOSAL STRATEGIC PLAN CHRIS KUKULSKI, CITY MANAGER BOZEMAN, MONTANA NOVEMBER 2, 2015 9 2015 Strategic Plan RFP 1   TABLE OF CONTENTS  1. Purpose ............................................................................................................................................................. 2  2. Background ....................................................................................................................................................... 2  2.1. Description of Organization ..................................................................................................................... 2  2.2. Statement of Needs ................................................................................................................................. 2  3. Specifications for Strategic Planning Facilitation .............................................................................................. 3  3.1. Scope of Work .......................................................................................................................................... 3  4. Proposal Preparation and Submission Instructions .......................................................................................... 4  4.1. Proposal content ...................................................................................................................................... 4  4.2. Delivery of Proposals ............................................................................................................................... 5  4.3. RFP Availability ......................................................................................................................................... 5  4.4. Non‐Discrimination Policy ....................................................................................................................... 6  5. Evaluation and Award Criteria .......................................................................................................................... 6  5.1. Review of Proposals ................................................................................................................................. 6  5.2. Award of Professional Service Agreement .............................................................................................. 6  5.3. Project Timeline ....................................................................................................................................... 6  6. Attachments ..................................................................................................................................................... 7  Attachment A: Non‐Discrimination Affirmation Form .......................................................................................... 7  Attachment B: Sample Professional Services Agreement ..................................................................................... 7       10 2015 Strategic Plan RFP 2   1. PURPOSE  The purpose of this Request for Proposal (RFP) is to seek proposals to establish a clear vision and strategic plan to  accomplish this vision, for the City of Bozeman. The City of Bozeman looks to establish a contract through  competitive negotiation for the development and implementation of an inspiring Vision and Strategic Plan that can  be used to guide the City through successful growth, decision‐making, budgeting, and resource allocation.  2. BACKGROUND  2.1.  DESCRIPTION OF ORGANIZATION  The City of Bozeman (“COB”) is a dynamic, innovative, and growing community. In fact, between 2000 and 2015  Bozeman grew by over 40%, to a population of approximately 40,000 residents. Bozeman is also home to Montana  State University, the state’s largest and fastest growing university with over 15,000 students and $100M in annual  research expenditures. Bozeman is the business and services hub for a four county area, and is quickly becoming a  national player. The Bozeman Yellowstone International Airport has recently become the busiest airport in  Montana for passenger service, and a number of globally‐recognized employers call Bozeman home, including  Gibson Guitars, Simms Fishing Equipment, and Oracle, to name a few.  According to Policom, Bozeman’s economy has ranked among the top ten of 536 micro‐politan economies in the  US nine of the past ten years.  This is a result of our diverse economy which includes high‐tech, manufacturing,  photonics and optics, the outdoor industry, bioscience and pharmaceuticals, and healthcare.  Bozeman has a  highly educated and extremely entrepreneurial population; 54% of Bozeman residents earned a bachelor’s degree  or higher level of education and Bozeman is host to more start‐up companies per capita than anywhere else in the  nation.  Integrity, leadership, service, and teamwork are the core values of our organization and provide a framework for  our employees, community volunteers, and citizens. Our professional staff is made up of educated, licensed, and  experienced accountants, attorneys, engineers, police officers, firefighters, parks and recreation professionals,  public works professionals and planners working to maintain Bozeman's vision as the "Most Livable Place." In  addition, to the vision and core values, the City's mission, "To enhance the quality of life through excellence in  public service", gives guidance to the staff as they fulfill their commitment of providing sound professional advice  to our elected officials and assist them in their daily approach to servicing our vibrant community. The vision was  developed by Bozeman’s staff prior to 2004 and did not include a community engagement process.  The City of Bozeman was settled in 1863 and incorporated in 1883. The City operates under a citizen‐approved  charter which provides flexibility not available to all local governments in Montana.  The City of Bozeman is a  Commission / Manager form of government, as established by ordinance in 1922, with an elected Municipal Judge.  These three entities form the legislative, executive, and judicial branches of government.  As our community continues to grow, our leadership team is implementing the organization’s vision of developing  Bozeman as a world‐class community where students, families, and entrepreneurs choose to live and realize their  personal and professional aspirations, whatever our size.   2.2.  STATEMENT OF NEEDS  The City of Bozeman is seeking proposals from consultants qualified to provide professional consulting services to  complete a city‐wide visioning and Strategic Plan. Specifically, the COB expects a plan that includes a defined  11 2015 Strategic Plan RFP 3   vision, mission, long term goals, and standards for prioritization to accomplish the vision over the next 25 years.  The plan will examine our community’s growth patterns and demographics, and identify the need for service with  respect to future trends and growth.  The successful firm will provide strategic plan development services and strategic plan implementation services, to  include analysis and incorporation of available data and information, collaboration with the City Commission, City  staff, and public, to facilitate the successful development and implementation of the City’s Strategic Plan that can  be developed and executed within a determined time period. The City has a long tradition of preparing land use  plans and facility specific plans. It is not intended that the strategic plan supplant this work. The Strategic Plan will  establish a larger vision and blueprint for incorporating and implementing these pieces as a whole and will be the  foundation that "informs” future departmental and/or service delivery plans.  More specifically, the Strategic Plan must include the following elements:   Vision   Methodology   Strategic Plan Development Services   Operational and Administrative Framework   Implementation Plan   Plan Update Process   Deliverables  3. SPECIFICATIONS FOR STRATEGIC PLANNING FACILITATION  3.1.  SCOPE OF WORK  The preliminary scope of work involved for this project is outlined below. Additional tasks and work elements may  be added during contract negotiations. It is also possible that tasks or elements could be deleted through  negotiation. In its proposal, the consultant may recommend addition/deletion of tasks or modification of tasks in  describing its particular understanding and approach for the project.  Proposals must clearly identify any elements of the proposed scope of work that would not be provided by the  prime consultant. Any sub‐consultants which comprise the overall consultant team must be identified along with a  description of past working history between the firms.  The COB desires to complete the proposed work in a diligent manner. Proposals must clearly indicate the  consultant’s anticipated schedule given their staffing and current and projected workload commitments as well as  an appropriate level of community engagement to ensure meaningful community participation in the completed  plan. The City will concurrently have updates to the Transportation Master Plan and Water Master Plan going on at  the same time as the Strategic Plan.  Immediately following the Strategic Plan we will be updating Bozeman’s  comprehensive land use plan.   A successful proposal will either integrate or take advantage of these efforts. It will  also be important to draw off of the other plans adopted by the City, such as the Library Strategic Plan, Integrated  Water Resources Plan, Transportation Plan, Community Plan, Economic Development Plan, Downtown Bozeman  Improvement Plan, and the Parks, Recreation, Open Space and Trails (PROST) Plan.  Task 1 – Vision  12 2015 Strategic Plan RFP 4   The consultant will establish, revise, and/or confirm the City of Bozeman’s organizational vision, mission, long term  goals, and standards for prioritization. The City of Bozeman is seeking clarity on our identity, purpose, and  outcomes that provide us with a long term perspective, as well as the ability to respond quickly to opportunities.  Task 2 – Methodology  The consultant will provide a description of the methodology of the design and management processes  incorporating an understanding of the goals and criteria of this project and how the firm intends to meet those  goals and criteria, fully incorporating public engagement in the process in a tangible way.  Task 3 –Strategic Plan Development Services  The consultant will provide services for the successful development and implementation of the City’s Strategic  Plan, including but not limited to:  1. Project initiation and process design  2. Facilitation of meetings that include the City Commission and City staff  3. Facilitation of public meetings and the use of technology to effectively solicit public input   4. Development of presentation strategy to present the plan to City staff and the public at key points to  collect input while still moving forward   5. Creation of draft work plan   6. Approval of work plan  7. Development of project implementation plan that includes strategies to achieve the outcomes of the  vision and Strategic Plan  Task 4 – Operational and Administrative Framework  An operational and administrative framework must be developed to identify who is responsible for undertaking  the actions necessary to implement each element of the plan, including communicating with the public about  those actions.   Task 5 – Implementation Plan  The consultant will provide a process for implementing the changes and measuring progress, including a priority  list of actions and resources needed to accomplish desired changes.  Task 6 – Plan Update Process  The consultant must describe a process and schedule for monitoring, evaluating, and updating the plan.  Task 7 – Deliverables  Six paper copies will be necessary, with the ability to print additional copies at a later date. An editable electronic  version will also be necessary for web viewing.  4. PROPOSAL PREPARATION AND SUBMISSION INSTRUCTIONS  4.1. PROPOSAL CONTENT  Proposals shall, at a minimum, include the following items:  13 2015 Strategic Plan RFP 5    A cover letter providing a brief description of the firm or individual, name, address of consultant,  telephone number, email, and fax of principal contact person.   Executive summary of the highlights of the proposal, which should not exceed one page in length, but  convey the consultant’s understanding of the purpose and expected outcomes of the project.   A narrative describing the consultant’s particular understanding and approach for the project. Specific  challenges should be identified along with the unique solutions proposed to complete project tasks and  achieve project goals.   A proposed work plan indicating tasks to be accomplished, work schedule, consultant personnel expected  to perform each major task element, prior work history of consultant, person‐hours required to  accomplish each task, and the involvement anticipated of COB staff (and timing and nature of that  involvement).   A schedule of costs for providing planning services, including supplies, number of onsite visits and cost per  trip, video conference calls, community input, data gathering and analysis, and other costs associated  with the planning process.   Public engagement plan, possibly incorporating Bozeman’s Online City Hall service.   Qualifications of key individuals assigned to the project, their availability during the relevant time periods,  and their recent experience on similar projects.   References for whom key individuals of the consultant have performed similar work within the last five  years, and two examples of work produced under similar contracts including visions and strategic plans  with local governments (examples produced on projects utilizing the key personnel identified for this  proposal are preferred).   A completed and signed Non‐Discrimination Affirmation Form (see Attachment A).  4.2.  DELIVERY OF PROPOSALS  Electronic searchable PDF files must be submitted no later than 5:00 PM on December 1, 2015 to the City Clerk at  agenda@bozeman.net. Proposals shall be presented in a neat and orderly fashion. Proposals shall not exceed  fifteen (15) pages in length, excepting resumes and examples of prior projects. The proposal and these documents  shall be combined into 1 single PDF. Please also provide one additional PDF containing the cost information, for  two PDF files total. Separate links and attachments will not be reviewed. For questions related to submittal please  contact the City Clerk’s Office at (406) 582‐2320 or stop by during regular business hours.  Responses received after 5:00 PM on this date will not be considered. This Request for Proposal will be published  in the Bozeman Daily Chronicle on the following dates:  Sunday, November 8, 2015  Sunday, November 22, 2015  4.3. RFP AVAILABILITY  This RFP will be posted on the City of Bozeman’s website: www.bozeman.net   In addition, the RFP may be distributed to individual consultants.  Questions related to content should be submitted to:  Chris Kukulski, City Manager  City of Bozeman  14 2015 Strategic Plan RFP 6   PO Box 1230  Bozeman, MT 59771  (406) 582‐2306  ckukulski@bozeman.net  4.4. NON‐DISCRIMINATION POLICY  Any submitting entity under this invitation for proposal 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 identify, 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.  5. EVALUATION AND AWARD CRITERIA  5.1.  REVIEW OF PROPOSALS  A consultant selection committee consisting of elected officials and key COB staff will choose, in its opinion, the  most qualified consultant to provide services required for the project.  The highest ranking vendor(s) may be asked  to make formal presentations to the selection committee and administration. Proposals will be evaluated on the  following criteria.   The consultant’s specific project approach and understanding; 20%   Quality and effectiveness of the public engagement plan; 20%   Qualifications of professional personnel to be assigned to the project; 15%   Related experience on similar projects; 15%   Capability to meet project time and budget requirements; 10%   The consultant’s familiarity and understanding of Bozeman and Montana; 10%   Location of the consultant in relation to project; 5%   Present and project workloads. 5%  A determination of finalists to be interviewed will be made by the selection committee based on an evaluation of  written proposals received. Award will be made following contract negotiations to the most qualified consultant at  a price which the COB 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 COB is unable to negotiate a satisfactory contract with the consultant initially selected at a price the COB  determines to be fair and reasonable, negotiations with that consultant will be formally terminated and the COB  will select another consultant and continue until an agreement is reached or the process is terminated.  5.2.  AWARD OF PROFESSIONAL SERVICE AGREEMENT  5.3.  PROJECT TIMELINE  It is anticipated that the project can begin in January 2016, and be fully completed by the end of July 2016.  15 2015 Strategic Plan RFP 7   6. ATTACHMENTS  ATTACHMENT A: NON‐DISCRIMINATION AFFIRMATION FORM  _______________________________________ [name of entity proposing] 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 in the performance of work performed for the City of  Bozeman, if a contract is awarded to it, and also recognizes the eventual contract, if awarded, will contain a  provision prohibiting discrimination as described above and that this prohibition shall apply to the hiring and  treatment of the ____________________________________________ [name of entity proposing] employees and  to all subcontracts it enters into in the performance of the agreement with the City of Bozeman.   Signature of Proposer:       ___________________________________________________________  Person authorized to sign on behalf of the proposer  ATTACHMENT B: SAMPLE PROFESSIONAL SERVICES AGREEMENT  See attached.  16 PROFESSIONAL SERVICES AGREEMENT THIS AGREEMENT is made and entered into this_____, day of ___________, 20____ by and between the CITY OF BOZEMAN, MONTANA, a municipal corporation organized and existing under the laws of the State of Montana, 121 North Rouse Ave., Bozeman, Montana 59771, hereinafter referred to as “City,” and, _________________________________________ “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 of concrete installation work at City Hall with details shown on the attached site sheet 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 30th day of____________________, 2015. 3. Scope of Work: Contractor will perform the work and provide the services in accordance with the attached site sheet and the details outlined in this category. 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 the Scope of Services for the construction work involved in the Concrete Installation Work. 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 17 Scope of Services, and with all local conditions and federal, state and local laws, ordinances, rules, 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 Contractor’s normal place of business and shall be made no later than the first day of services provided under 18 this Agreement. Such posting shall be removed only upon expiration or termination of this Agreement. In performing the services under this Agreement, Contractor shall give preference to the employment of bona fide residents of Montana, as required by §18-2-403, MCA, and as such, term is defined by §18-2-401(1), MCA. When making assignments of work, Contractor shall use workers both skilled in their trade and specialized in their field of work for all work to which they are assigned. In the event that, during the term of this Agreement, any labor problems or disputes of any type arise or materialize which in turn cause any services to cease for any period of time, Contractor specifically agrees to take immediate steps, at its own expense and without expectation of reimbursement from City, to alleviate or resolve all such labor problems or disputes. The specific steps Contractor shall take to services shall be left to the discretion of Contractor; provided, however, that Contractor shall bear all costs of any related legal action. Contractor shall provide immediate relief to the City so as to permit the services to continue at no additional cost to City. 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. 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 19 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 indemnitee(s) which would otherwise exist as to such indemnitee(s). 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 indemnitee 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 indemnitee 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 indemnitee for a claim(s) or any portion(s) 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 20 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. 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 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. 21 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 work on the services provided, 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 discontinue services and shall do only such work as may be necessary to preserve, protect, and maintain work already completed, 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 and materials actually purchased or which Contractor has made obligations to purchase on or before the receipt of the Notice of Termination for City’s Convenience, and reasonably incurred costs. It is agreed that any materials that City is obligated to purchase for the Contractor will remain the City’s sole property. 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. 22 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 _______________________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. 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. 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, the Americans with Disabilities Act, and all non- discrimination, affirmative action, and utilization of minority and small business statutes and regulations. 23 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. 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. 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 document contains the entire agreement between the parties and no statements, promises or inducements made by either party or agents of either party, which are not contained in this written Agreement, may be considered valid or binding. 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 24 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 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 25. Applicable Law: The parties agree that this Agreement is governed in all respects by the laws of the State of Montana and the parties expressly agree that venue will be in Gallatin County, Montana, and no other venue. 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. 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 26