Loading...
HomeMy WebLinkAboutRFP for Impact Fee Study UpdatePage 1 of 13 REQUEST FOR PROPOSALS (RFP) 2023 UPDATE TO WATER, SEWER, FIRE/EMS AND TRANSPORTATION IMPACT FEE COST OF SERVICE STUDIES CITY OF BOZEMAN Bozeman, MT City of Bozeman PO Box 1230 Bozeman, MT 59771-1230 December 2022 NOTICE IS HEREBY given that the City of Bozeman (City) is seeking proposals from firms to update the impact fee fee schedules and supporting documentation for water, sewer, transportation, and fire/EMS. Copies of the Request for Proposals are available on the City’s website All proposals must be provided as a single, searchable PDF document file and be submitted digitally as an email attachment to the RFP Recipient email address below. Respondents are advised that Recipient’s email attachment size limit is 25MB and that only one PDF file will be allowed per response. The subject line of the transmittal email shall clearly identify the RFP title, company name and due date/time. File sizes greater than 25MB in size may be uploaded to bzncloud.bozeman.net upon special arrangement of the Recipient; however, it is the respondent’s sole responsibility to ensure the file upload is completed, and that the Recipient is separately notified via email of same, prior to the given deadline. Deliver RFPs via email to the City Clerk by January 20, 2023 at 4 pm MST. It is the sole responsibility of the proposing party to ensure that proposals are received prior to the closing time as late submittals will not be accepted and will be returned unopened. The email address for submission is: agenda@bozeman.net NON-DISCRIMINATION AND EQUAL PAY The City of Bozeman is an Equal Opportunity Employer. Discrimination in the performance of any agreement awarded under this RFQ on the basis of race, color, religion, creed, sex, age, marital status, national origin, or actual or perceived sexual orientation, gender identity or disability is prohibited. This prohibition shall apply to the hiring and treatment of the awarded entity’s employees and to all subcontracts. As such, each entity submitting under this notice shall include a provision wherein the submitting entity, or entities, affirms 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 which also recognizes the eventual contract will contain a provision prohibiting discrimination as described above and that this prohibition on discrimination shall apply to the hiring and treatment of the submitting entity’s employees and to all subcontracts. In addition, pursuant to City Commission Resolution 5169, the entity awarded a contract under this project and any subcontractors must abide by the Equal Pay Act of 1963 and Section 39-3- 104, MCA (the Montana Equal Pay Act), and affirm it will abide by the above and that it has visited the State of Montana Equal Pay for Equal Work “best practices” website, or equivalent “best practices publication” and has read the material. Any administrative questions regarding proposal procedures should be directed to: Mike Maas, City Clerk (406) 582-2321, agenda@bozeman.net. Questions relating to the RFP should be directed to: Chris Saunders, Community Development Manager, (406) 582-2267, csaunders@bozeman.net. DATED at Bozeman, Montana, this November 30, 2022 . Mike Maas City Clerk City of Bozeman For publication on: Sunday, December 4, 2022 Sunday, January 8, 2023 I. INTRODUCTION The City of Bozeman (Owner), is seeking proposals from firms to undertake professional services to update background documentation in support of updated cost of service impact fee schedules. The Owner intends to enter into a contract with the selected firm that will include review of long- range facility plans, funding sources, existing and future service needs, and development of new fee schedules consistent with requirements of state law and best practices. This RFP shall not commit the Owner to enter into an agreement, to pay any expenses incurred in preparation of any response to this request, or to procure or contract for any supplies, goods or services. The Owner reserves the right to accept or reject all responses received as a result of this RFP if it is in the Owner’s best interest to do so. This procurement is governed by the laws of the State of Montana and venue for all legal proceedings shall be in the 18th Judicial District Court, Gallatin County. By offering to perform services under this RFP, all Submitters agree to be bound by the laws of the State of Montana and of the Owner, including, but not limited to, applicable wage rates, payments, gross receipts taxes, building codes, equal opportunity employment practices, safety, non-discrimination, etc. II. PROJECT BACKGROUND AND DESCRIPTION Bozeman is a rapidly growing community of 55,000 and reached metropolitan status in the 2020 census. Formation of a metropolitan planning organization is pending and expected to begin in the next year. It is the county seat and central place for one of the fastest growing areas in the US. It has a multi-county trade service area; is the home of Montana State University, and a major gateway to Yellowstone National Park. The City of Bozeman, MT has implemented water, sewer, fire/EMS, and transportation impact fees since 1996. The City reviews and updates the cost of service studies underlying each fee on a regular basis. This project is to conduct the update utilizing most recent facility planning and cost of construction information. The studies currently in place were updated and adopted in 2017-2018. Impact fees are an essential funding source to support the rapid growth. III. SCOPE OF SERVICES A. Location and Purpose. Work will involve reviewing and updating the four current impact fee studies, and associated documentation as needed. Fee types are: Water, Wastewater, Fire/EMS, and Transportation. Area of work is limited to the City of Bozeman and as it may reasonably expand as depicted in its planning documents. The current studies are available for review at www.bozeman.net. The work shall include revisions to the studies to reflect changes in the City area, capital improvement projects completed since the studies were conducted, changes in the anticipated funding levels from state and federal sources, updated facilities plans, and changes in bidding conditions for capital projects. Verification and/or updating of currently utilized methodology is required in this project. Changes to methodology may be proposed and allowed when a superior outcome will result. The City will provide facility planning and other documents for the subject facilities which: (a) describe existing conditions of the facilities; (b) establishes level of service standards; (c) forecast future additional needs for service for a defined period of time; (d) identify capital improvements necessary to meet future needs for service; (e) identify those capital improvements needed for continued operation and maintenance of the facility. The project must for each fee: (1) make a determination whether one service area or more than one service area is necessary to establish a correlation between each impact fee and benefits generated; (2) establish the methodology and time period over which the City will assign the proportionate share of capital costs for expansion of the facility to provide service to new development within each service area; (3) establish the methodology that the City will use to exclude operations and maintenance costs and correction of any existing deficiencies from the impact fee; (4) establish the methodology to convert capacity into units of service demand; (5) establish the maximum dollar amount of the impact fee that could be collected for each unit of increased service demand. The City is presently updating its facility plan for wastewater with anticipated completion in spring 2023. Plans for transportation, water, and fire/EMS were updated in 2017. The City updates its capital improvement program annually. An estimated time and work schedule must be provided before work begins. It is anticipated that the work will take a maximum of twelve (12) months to complete from date of notice to proceed. Final schedule may be negotiated upon consultant selection. The work may take place sequentially or simultaneously for all fees. The City will consider grouping work tasks at the consultant’s request. A sequence for the work will be set before the work begins. The work shall conform to best practices and the authorizing statutes of the State of Montana. B. Reports, Meetings and Public Participation. Professional staff will be the primary contact for this work. The City’s Community Development Board, a nine person impact fee advisory committee comprised of citizens, is charged by statute to provide recommenations regarding impact fees. The consultant will meet with the Board at key stages during the process to develop the updated impact fee studies. City staff will be available to meet with the consultants to provide detailed information. The City of Bozeman is committed to meaningful public access to public processes and intends the fee study update process to be transparent and understandable to participating parties. The City’s public engagement portal, engage.bozeman.net, will be the primary point of public contact with the project. The following meetings and draft documents are expected as part of this process. Multiple elements of the listed meetings may be held on a single date or event when appropriate. Electronic attendance by the consultant at meetings may be proposed for meetings other than the introductory workshop and presentation of final drafts. City Commission meetings are Tuesday evenings and Community Development Board typically meets 1st and 3rd Monday evenings. Community Development Board a) An introductory workshop, open to the public but primarily oriented to the Community Development Board, appointed and elected officials, to begin the work and provide an overview of the process to all interested parties. b) Initial meeting for each fee (discussion and review of assumptions, methodology, and service area[s]) c) Rough draft for each fee with evaluation of results from earlier decisions made in the initial meeting. d) Meeting to present the final draft for each fee City Commission a) Meeting - Introduction to the update process b) Rough draft of each fee study c) Final Draft of each fee study d) Meeting - Formal presentation and adoption for each fee Staff will be available for discussion regarding: • Consultation regarding data for each fee • Facility plan overview for each fee • Funding availability and structure overview • Local legal and procedural framework Documents and work must: • Be factually grounded in local conditions for costs and work done, • Conform to documentary requirements of Montana statute (7-6-16 MCA) • Account for expansion of service costs and exclude deficiency, maintenance and operations costs • Be clear and communicate well to elected officials and the public • Methodology must be sound and understandable C. Project Deliverables. One PDF version of all preliminary and final drafts shall be provided to City of Bozeman. All documents shall be provided at least 12 working days prior to any public hearing or meetings with the City Commission or the Community Development Board. All work submitted shall become property of the City of Bozeman. Deliverables must comply with the Americans with Disabilities Act. To comply with the ADA, documents posted online, including, but not limited to, Adobe PDF files, Microsoft Word documents, Microsoft PowerPoint presentations, and online flipbooks, must be screen-reader friendly. Accessible documents are often part of web-based information or used for support documents. Therefore, under Section 508 standards and WCAG accessibility guidelines, it is critical to ensure all support documents made available to end users can be accessed by people with disabilities. Therefore, any digital material created for the City of Bozeman and its websites will maintain the requirements outline in WCAG 2.0 AA Convention guidelines, Section 508 "Electronic & Accessibility Standards" of the U.S. Rehabilitation Act, the Usability.gov accessibility Guidelines, and ADA Title II State & Local Government nondiscrimination requirements. D. Progress Reports. Proposer will be expected to submit bi-weekly progress reports via e-mail outlining the following subjects: Recently Performed Work; Upcoming Tasks; Upcoming Milestones; Scope & Schedule Issues; and Issues To Be Aware Of. IV. PROPOSAL REQUIREMENTS Firms interested in providing the services described above are requested to submit the following information. Responses to each item should appear in the same order as in this RFP and should identify the item to which the responses applies. Proposals and required attachments shall be submitted as specified and must be signed by officials authorized to bind the proposer to provide the services. A. 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. Cover Sheet (not to exceed one page). This sheet will serve as the cover of your proposal. b. Table of Contents (not to exceed one page) c. Project Summary (not to exceed one page). This summary should concisely describe the project, its goals, and the proposed plan of implementation including a detailed schedule for completion. 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. Project Team (not to exceed 3 pages). A list of the project team and their professional profile, credentials, and relevant experience. Specific assignment of project team members f. References (not to exceed 2 pages). Provide a minimum 3 and maximum of 6 specifically in local, municipal, county, or state agencies i. Name of agency ii. Contact name to include: title, phone number and email iii. Population of jurisdiction iv. Number of employees v. Project start and completion date vi. Brief summary of project g. Outline of Services (refer to Scope of Services) h. Cost and Expenses (one page). A cost proposal for a specific “not to exceed” fixed fee, including associated fees (i.e. printing costs, attendance at meetings, travel), shall be included with the initial submittal in a separate sealed envelope. A requested payment schedule should accompany the work schedule. Selection is based upon qualifications. Upon selection, a cost for the work will be negotiated. If a satisfactory price cannot be reached the City reserves the right to terminate negotiations and work with the next most qualified firm. B. Affirmation of Nondiscrimination (see Appendix A). Non-completion of the Affirmation of Nondiscrimination is cause for disqualification of firms. C. The City reserves the right to require the submittal of additional information that supplements or explains proposal materials. V. TIMELINES, DELIVERY DEADLINE, AND INSTRUCTIONS EVENT DATE/TIME Publication dates of RFP Sunday, December 4, 2023 Sunday, January 8, 2023 Deadline for receipt of proposals January 20, 2023 Evaluation of proposals TBD Interviews (if necessary) and Selection of consultants TBD With the exception of the advertising dates and advertised due date, the City reserves the right to modify the above timeline. Deliver RFPs via email to the City Clerk (agenda@bozeman.net) by January 20, 2023 at 4 pm MST. It is the sole responsibility of the proposing party to ensure that proposals are received prior to the closing time as late submittals will not be accepted and will be returned unopened. All proposals must be provided as a single, searchable PDF document file and be submitted digitally as an email attachment to the RFP Recipient email address agenda@bozeman.net. Respondents are advised that Recipient’s email attachment size limit is 25MB and that only one PDF file will be allowed per response. The subject line of the transmittal email shall clearly identify the RFP title, company name and due date/time. File sizes greater than 25MB in size may be uploaded to bzncloud.bozeman.net upon special arrangement of the Recipient; however, it is the respondent’s sole responsibility to ensure the file upload is completed, and that the Recipient is separately notified via email of same, prior to the given deadline. VI. AMENDMENTS TO SOLICITATION Any interpretation or correction of this request will be published on the City’s webpage. The deadline for questions related to this document is 4 pm MST on January 6, 2023. VII. CONTACT INFORMATION Any administrative questions regarding proposal procedures should be directed to: Mike Maas, City Clerk, (406) 582-2321, agenda@bozeman.net Questions relating to scope of services should be directed to: Chris Saunders, Community Development Manager , csaunders@bozeman.net, 406-582-2267. VIII. SELECTION PROCEDURE A review committee will evaluate all responses to the RFP that meet the submittal requirements and deadline. Submittals that do not meet the requirement or deadline will not be considered. The review committee will rank the proposals and may arrange interviews with the finalist(s) prior to selection. Selection may be made directly based on the written RFP submission. If interviews occur, the selection of finalists to be interviewed will be made by a selection committee representing the City of Bozeman. The selection of interview candidates will be based on an evaluation of the written responses to the RFPs. All submitted proposals must be complete and contain the information required as stated in the "Request for Proposals.” IX. SELECTION CRITERIA Proposals will be evaluated based on the following criteria: • 60 points Personnel Qualifications • 60 points Related Experience on Similar Projects • 20 points Schedule and Resources • 20 points Local Knowledge and Ability to Respond • 20 points Present and Projected Workloads • 20 points Work Quality X. FORM OF AGREEMENT The Contractor will be required to enter into a contract with the City in substantially the same form as the professional services agreement attached as Attachment B. XI. CITY RESERVATION OF RIGHTS / LIABILITY WAIVER All proposals submitted in response to this RFP become the property of the City and public records and, as such, may be subject to public review. A SUBMISSION IN RESPONSE TO THIS REQUEST FOR QUALIFICATIONS CONFERS NO RIGHTS UPON ANY RESPONDENTS AND SHALL NOT OBLIGATE THE CITY IN ANY MANNER WHATSOEVER. THE CITY RESERVES THE RIGHT TO MAKE NO AWARD AND TO SOLICIT ADDITIONAL REQUEST FOR QUALIFICATIONS AT A LATER DATE. A. This RFP may be canceled or any or all responses may be rejected in whole or in part, as specified herein, when it is in the best interests of the City. If the City cancels or revises this RFP, all Respondents who submitted will be notified using email. B. The City reserves the right to accept or reject any and all proposals; to add or delete items and/or quantities; to amend the RFP; to waive any minor irregularities, informalities, or failure to conform to the RFP; to extend the deadline for submitting proposals; to postpone award for up to 60 days; to award one or more contracts, by item or task, or groups of items or tasks, if so provided in the RFP and if multiple awards or phases are determined by the City to be in the public interest. C. The City of Bozeman reserves the right to reject the proposal of any person/firm who previously failed to perform properly to the satisfaction of the City of Bozeman, or complete on time agreements of similar nature, or to reject the proposal of any person/firm who is not in a position to perform such an agreement satisfactorily as determined by the City of Bozeman. D. The City of Bozeman reserves the right to determine the best qualified Contractor and negotiate a final scope of service and cost, negotiate a contract with another Contractor if an agreement cannot be reached with the first selected Contractor, or reject all proposals. E. The professional services contract between the City of Bozeman and the successful Contractor will incorporate the Contractor's scope of service and work schedule as part of the agreement (see Appendix B for form of professional services agreement. The professional services agreement presented to the Contractor may differ from this form as appropriate for the scope of services). F. This RFP does not commit the City to award a contract. The City assumes no liability or responsibility for costs incurred by firms in responding to this request for proposals or request for interviews, additional data, or other information with respect to the selection process, prior to the issuance of an agreement, contract or purchase order. The Contractor, by submitting a response to this RFP, waives all right to protest or seek any legal remedies whatsoever regarding any aspect of this RFP. G. The City reserves the right to cancel, in part or in its entirety, this RFP including, but not limited to: selection procedures, submittal date, and submittal requirements. If the City cancels or revises this RFP, all Contractors who submitted proposals will be notified using email. H. Projects under any contract are subject to the availability of funds. XII. NONDISCRIMINATION AND EQUAL PAY POLICY The City of Bozeman requires each entity submitting under this notice shall affirm, on a separate form provided, that it will not discriminate on the basis of race, color, religion, creed, sex, age, marital status, national origin, or because of actual or perceived sexual orientation, sexual preference, gender identity, or disability in fulfillment of a contract entered into for the services identified herein and that this prohibition on discrimination shall apply to the hiring and treatment of the submitting entity’s employees and to all subcontracts it enters into in the fulfillment of the services identified herein. Failure to comply with this requirement shall be cause for the submittal to be deemed nonresponsive. In addition, pursuant to City Commission Resolution 5169, the entity awarded a contract under this project and any subcontractors must abide by the Equal Pay Act of 1963 and Section 39-3-104, MCA (the Montana Equal Pay Act), and affirm it will abide by the above and that it has visited the State of Montana Equal Pay for Equal Work “best practices” website, or equivalent “best practices publication” and has read the material. XIII. MISCELLANEOUS A. No Oral Agreements. No conversations or oral agreements with any officer, employee, or agent of the City shall affect or modify any term of this solicitation. Oral communications or any written/email communication between any person and City officer, employee or agent shall not be considered binding. B. No Partnership/Business Organization. Nothing in this solicitation or in any subsequent agreement, or any other contract entered into as a result of this solicitation, shall constitute, create, give rise to or otherwise be recognized as a partnership or formal business organization of any kind between or among the respondent and the City. C. Employment Restriction and Indemnity. No person who is an owner, officer, employee, contractor, or consultant of a respondent shall be an officer or employee of the City. No rights of the City’s retirement or personnel rules accrue to a respondent, its officers, employees, contractors, or consultants. Respondents shall have the responsibility of all salaries, wages, bonuses, retirement, withholdings, worker’s compensation and occupational disease compensation, insurance, unemployment compensation other benefits and taxes and premiums appurtenant thereto concerning its officers, employees, contractors, and consultants. Each Respondent shall save and hold the City harmless with respect to any and all claims for payment, compensation, salary, wages, bonuses, retirement, withholdings, worker’s compensation and occupational disease compensation, insurance, unemployment compensation other benefits and taxes and premiums in any way related to each respondent’s officers, employees, contractors and consultants. D. Accessibility. Upon reasonable notice, the City will provide assistance for those persons with sensory impairments. For further information please contact the ADA Coordinator Mike Gray at 406-582-3232 or the City’s TTY line at 406-582-2301. E. Procurement. When discrepancies occur between words and figures in this solicitation, the words shall govern. No responsibility shall attach to a City employee for the premature opening of an RFP not properly addressed and identified in accordance with these documents. F. Governing Law. This solicitation and any disputes arising hereunder or under any future agreement shall be governed and construed and enforced in accordance with the laws of the State of Montana, without reference to principles of choice or conflicts of laws. XIV. ATTACHMENTS The following exhibits are incorporated in this RFP: Appendix A: Non-Discrimination Affirmation Appendix B: Form of Professional Services Agreement END OF RFP Attachment A NONDISCRIMINATION AND EQUAL PAY AFFIRMATION ____________________________________(name of entity submitting) hereby affirms it will not discriminate on the basis of race, color, religion, creed, sex, age, marital status, national origin, or because of actual or perceived sexual orientation, gender identity or disability and acknowledges and understands the eventual contract will contain a provision prohibiting discrimination as described above and this prohibition on discrimination shall apply to the hiring and treatments or proposer’s employees and to all subcontracts. In addition, ____________________________________(name of entity submitting) hereby affirms it will abide by the Equal Pay Act of 1963 and Section 39-3-104, MCA (the Montana Equal Pay Act), and that it has visited the State of Montana Equal Pay for Equal Work “best practices” website, or equivalent “best practices publication and has read the material. ______________________________________ Name and title of person authorized to sign on behalf of submitter