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REQUEST FOR QUALIFICATIONS AND PROPOSALS (RFQ/P) WO CM 25-01 Design-Build Services Belgrade Justice Center (Remodel of Former Heck Elementary School) City Hall (Remodel of Former Quaw Elementary School) 1. Purpose: The City of Belgrade (“City”) is soliciting statements of qualifications from qualified design-build teams to provide integrated design and construction services for the remodel of the former Heck Elementary School into the Belgrade Public Safety Center. The facility will house the Belgrade Police Department headquarters, municipal court, and related public safety functions. The firm will also be available if required for the remodel of the former Quaw Elementary School. The current allocated budget for the Belgrade Justice Center (Heck) is $1.5 million and the City Hall (Quaw) is $1 million. The City reserves the right, at its sole discretion, to expand the scope of services under this RFQ/P to include the remodel of the former Quaw Elementary School (City Hall) if deemed necessary or in the best interest of the City. Procurement Method The City is utilizing a combined Request for Qualifications/Proposals (RFQ/P) under a Progressive Design-Build delivery method in accordance with MCA 18-2-502 and 18-2-501(6). The significant schedule ramifications, cost savings, and technical complexities fit the criteria for Alternative Project Delivery contract. The City has knowledgeable staff or consultants capable of managing the contract. This process is intended to provide maximum transparency while streamlining selection. ---PAGE BREAK--- Upon notification of selection, the highest-ranked proposer will be invited to engage in contract negotiations with the City. As part of this process, the proposer will be requested to submit its standard contract form for review. The City reserves the right to request modifications and incorporate edits as necessary to protect the City’s interests and ensure compliance with applicable law. No contract shall be final until formally approved by the Belgrade City Council. Pursuant to MCA 15-50-205, all contracts awarded under this solicitation are subject to Montana’s 1% Gross Receipts Tax. The Owner will withhold this tax from contract payments and remit it directly to the Montana Department of Revenue. Proposers are required to account for this statutory cost in their proposals. Additionally, contractors and subcontractors must comply with all applicable Montana procurement and labor laws, including but not limited to: • Montana Prevailing Wage Law (MCA Title 18, Chapter 2, Part requiring payment of standard prevailing wage rates for public works projects. • Contractor Registration (MCA 39-9), requiring all construction contractors to hold a valid Montana contractor registration. • Workers’ Compensation and Unemployment Insurance Compliance (MCA Titles 39 and 90), ensuring coverage for all employees engaged in the work. The process will occur in two phases: Phase 1 – Qualifications Firms will submit Statements of Qualifications (SOQs) demonstrating their experience, team qualifications, technical capacity, and project approach. The City will evaluate and score the SOQs and select up to four finalist teams. Phase 2 – Proposals Finalist teams will be invited to participate in an interview with the City’s evaluation committee. At the interview, each team will submit a sealed envelope containing its proposed Design-Builder’s Fee, expressed as a percentage applied to all direct project costs. This sealed fee will be opened in public following the interviews. The Design-Builder’s Fee will be incorporated into the overall evaluation scoring as five percent of the total score. Proposers are strongly encouraged to attend the Open House of the former Heck Elementary School on October 7, 2025, between 10:00 a.m. and 2:00 p.m. This will provide proposers with the opportunity to better understand the existing building conditions and current construction. City staff will be present for security purposes only; no questions will be answered during the All questions must be submitted in writing in accordance with this RFQ/P. ---PAGE BREAK--- This project will be delivered in multiple phases: Phase 1 – Initial Occupancy & Security Upgrades The selected design-build team will lead the design and construction of Phase 1, which includes targeted upgrades necessary to achieve secure, functional occupancy of the Belgrade Justice Center. Responsibilities will include: A. Work with City stakeholders to finalize programming requirements and confirm project priorities. B. Develop concept-level design solutions during the proposal and early contract phases, advancing them into detailed design following award. C. Provide value-engineering recommendations and real-time cost modeling to maintain alignment with the City’s established budget. D. Manage permitting and approvals with all Authorities Having Jurisdiction (AHJs). E. Coordinating phased construction to allow early or partial occupancy where feasible F. Completing all construction and project closeout activities for Phase 1 occupancy. G. Plan and deliver Phase 1 improvements to achieve occupancy of the Belgrade Public Safety Center no later than November 1, 2026. Phases 2–4 – Comprehensive Renovation & Expansion (contingent on future General Obligation bond) Includes staged build-out of specialized program areas: A. evidence processing, B. interview and processing rooms, C. courtroom expansion, D. training facilities, E. community safety spaces, F. secure parking, ---PAGE BREAK--- G. other enhancements. The selected team will deliver design and construction for Phase 1 and provide schematic designs, cost estimates, renderings, and public-facing materials to support the anticipated general obligation bond for later phases. Scope of Services: The selected design-build team will be responsible for: Phase 1 – Funded Remodel & Occupancy A. Finalize programming requirements B. Develop and deliver schematic, design development, and construction documents C. Provide value-engineering and real-time cost modeling D. Manage permitting through all authorities having jurisdiction (AHJs) E. Coordinate phased construction to enable partial occupancy where feasible F. Deliver a Guaranteed Maximum Price (GMP) with identified contingencies G. Provide full construction services for Phase 1, including and construction administration project closeout Phases 2–4 – Future Bond-Dependent Improvements If funded, the Design-Builder may be engaged to provide: A. Produce schematic-level designs, renderings, and 3D modeling B. Provide detailed cost estimates to support bond strategy C. Assist in public outreach and presentations to City Council and community groups D. Develop phasing strategies adaptable to funding timelines Proposal Submission Deadline: Proposals must be received no later than 3:00 PM on Friday, October 17, 2025. ---PAGE BREAK--- SOQ/P packages must be received by October 17, 2025 at 3:00 p.m. MST. The Desing- Builder’s Fee Proposal shall NOT be included in the initial submission and must instead be delivered in a sealed envelope at the finalist interview on October 29, 2025. The Design- Builder’s Fee from all respondents will be read aloud to the public immediately following the completion of the interviews of the finalists. Interviews will be conducted in the Larkspur Conference room of the Belgrade Library at 205 E. Main, Belgrade, MT. The room will be available to the public for the reading of the fee and notice will be published in the Belgrade News and on the City Website. Deliver To: Camille Gregory, City Clerk ATTN: WO-CM-25-01 City of Belgrade 91 E. Central Avenue Belgrade, Montana 59714 Five hard copies and one electronic copy are required. Proposals received after the deadline will not be considered. Faxed or emailed proposals will not be accepted. Required Proposal Content: Proposals should be concise, well-organized, and demonstrate the team’s qualifications and experience applicable to the scope of services. The following information is required: A. Cover Letter / Statement of Interest B. Relevant Experience a. Demonstrate successful completion of design-build projects of similar size, scope, and complexity. b. Highlight experience with remodels and phased public safety facilities. C. Proposed Team a. Identify key personnel, including project manager, lead architect, construction manager, and cost estimator. b. Include resumes and relevant certifications. D. Project Approach a. Describe your methodology for collaboration, phasing, cost control, and schedule management. b. Detail your approach to delivering Phase 1 and supporting Phase 2–4 bond efforts. E. Proposed Schedule a. Include major milestones and occupancy targets. ---PAGE BREAK--- F. Financial & Bonding Capacity a. Provide evidence of bonding capacity sufficient to cover anticipated construction costs. G. References a. Include at least three references from owners of similar projects. 3. Evaluation and Selection Submissions will be evaluated by a City-appointed committee using the following weighted criteria: Evaluation Criteria Weigtt Experience with design-build projects of similar size and scope 25% Proposed team structure and key personnel qualifications 20% Project Approach, Including Phasing, Collaboration, and Budget/Schedule Control 25% Local knowledge and resources 10% Current workload and Capacity to Perform 15% Profit Percentage Fee (sealed submission at interview) 5% Evaluation and Selection Submissions will be evaluated by a City-appointed committee using the weighted criteria listed above. The evaluation process will occur in two steps: Step 1 – Evaluation of Qualifications and Proposals The committee will review and score all SOQ/P submissions based on the published evaluation criteria. Shortlisted finalists will be invited to interviews with the City’s evaluation committee. Step 2 – Interviews and Final Ranking Following the finalist interviews, the evaluation committee will consider both the Qualifications/Proposal scores and the content of the interviews. Each finalist will then be placed in a rank-ordered list (1st, 2nd, 3rd, etc.) reflecting the committee’s consensus of relative merit and overall best fit for the City. Rank ordering requires the evaluation committee to distinguish between proposals even when numerical scores are close, ensuring a clear prioritization of finalists. No ties will be permitted. The rank ordering will be based on the published evaluation criteria, interview performance, and the relative and weaknesses of each finalist team. ---PAGE BREAK--- Application of Design-Builder’s Fee (Profit Percentage) After rank ordering is complete, the Design-Builder’s Fee (Profit Percentage) will be applied as an objective cost factor worth five percent of the overall evaluation. This cost component will be added to the rank-ordered results to identify the top-ranked proposer. Final Selection The proposer determined to provide the overall best value, based on the combination of qualifications, interview ranking, and Design-Builder’s Fee, will be invited to enter contract negotiations with the City. ---PAGE BREAK--- Schedule: Milestone Date RFQ/P Issued September 22, 2025 Open House October 7, 2025 @ 10AM until 2PM Final Q/A Posted October 10, 2025 SOQ/P Submissions Due October 17, 2025 @ 3:00 p.m. MST Notification of Finalist (up to 4) October 22, 2025 Finalist Interviews & Sealed Profit Proposal Submission: October 29, 2025 Selection & Notice of Intent to Award October 31, 2025 City Council Approval December 1, 2025 4. Proposal Inquiries: Questions regarding this RFQ /P should be directed to: Neil Cardwell City Manager City of Belgrade 91 E. Central Avenue Belgrade, MT 59714 (406) 388-3541 Email: [EMAIL REDACTED] City of Belgrade The City reserves the right to request clarification of irregularities submitted, and to request additional information from any Firm. The City reserves the right to eliminate any Firm if it is determined that the Firm cannot perform services specified in their response. ---PAGE BREAK--- PRICE FACTOR PROPOSAL: (DESIGN BUILDERS FEE) This Form MUST be submitted in a sealed envelope and delivered if selected for a final interview. All submitted forms will be open and read aloud after completion of the final interview. An approximate time will be posted as part of the final process. Where indicated in the box below, Proposer shall provide a fee stated as a percentage that represents the profit to be paid to Proposer. The fee shall be applied to all Direct Costs incurred in the performance of the Work under the Contract. Pursuant to and in compliance with the Request for Proposals, the undersigned certifies, having carefully examined the Contract Documents, and conditions affecting the Work, that the following Proposal Amount shall constitute full compensation for Design-Builder’s profit to be paid on all Direct Costs incurred in the performance of the Work under the Contract: Description of Proposal Item: Proposal Amount (stated as a percentage): Design-Builder’s Fee: % SALES TAX: The Proposal Amount stated above does not include Montana State Gross Receipts Tax. PROJECT DURATION: For purposes of providing the Proposal Amount stated above, Proposer shall assume a Preliminary Contract Award date of December, 2025 and a Substantial Completion date for the Project of November, 2026. CONTRACT AND BONDS: If selected based on this solicitation process, the undersigned agrees to execute the Contract, and to furnish bonds and evidence of insurance, as required by the Contract Documents. ---PAGE BREAK--- PROPOSER INFORMATION FORM: Proposer’s Business Name: Type of Business: Sole Proprietorship Partnership Corporation (State of Incorporation: ) Other Physical Business Address (Must not be a P.O. Box): City: State: Zip Code: Business Telephone Number: Business Fax Number: Business E-mail Address: The following RFP Addenda are hereby acknowledged: No. No. No. No. No. No. No. No. REPRESENTATIVE AUTHORIZED TO SIGN FOR PROPOSER: "I certify (or declare) under penalty of perjury under the laws of the State of Montana that the foregoing is true and correct": Signature: Date: Print Name and Title Location or Place Executed: (City, State)