INTRODUCTION AND PURPOSE OF REQUEST

The Town of West Yellowstone located in Gallatin County, is soliciting Requests for Proposals to assist the Town with Trail Network Planning and Design. The proposed study area will be focused on the Yellowstone Shortline Trail (YST) and the corridor within the Town Limits. The Planning Study Area will also include connections to the Boundary and Frontier Trails (Project Map Attached).

The Town has been awarded a Federal Lands Access Program (FLAP) Grant and is the main funding source for this project. The project is a cooperation of the Town of West Yellowstone, Yellowstone National Park (YNP), the Yellowstone Historic Center (YHC), and the United States Forest Service (USFS).

GENERAL INFORMATION

The Town of West Yellowstone is a small community of almost 1,500 people and covering approximately one square mile. During the summer months due to tourists visiting Yellowstone National Park, the population of Town approaches 10,000.

The proposed study will design new safe passage along the northern terminus of the Yellowstone Shortline Trail (YST) within the Town Limits. The YST is part of the Greater Yellowstone Trail system, a 180-mile world-class regional trail system that links two national parks, three national forests, two state parks and several municipal and county parks. Trail construction and paving for the USFS portion are slated to begin in 2022.

The proposed trail's northern link is located within the Town of West Yellowstone. The study area will also explore connections to the Riverside Trail ,which provides year around access to Yellowstone Park, the Boundary Trail which connects to Bakers Hole Campground through the National Forest, and the Frontier Trail which connects all of three trails providing access to locals and visitors from both entrances to town.

The planning study will allow for coordination with various stakeholders and user groups, the general public, land managers, and any other interested stakeholders to examine what options are available to improve the corridors and access, and to create a plan to facilitate a transition from planning study to potential project development.

SCOPE OF SERVICES

West Yellowstone is searching for a firm that will provide professional contracted services to complete the Planning and Design Study.

1. Lead and Coordinate a Planning Process.
   1. The selected firm will lead a planning process in coordination with the Town of West Yellowstone Parks and Recreation Board. The process should include a public engagement process with the Community to gather input and a final presentation to the Town Council and other stakeholders. The Firm should anticipate a minimum of 2-3 trips to West Yellowstone for those activities.
   2. The planning proposal will focus on creating solutions and identifying design and cost for constructing the West Yellowstone trail segment that traverses along key roadways and the length of the abandoned rail line. The specific target of the study is to plan development of 1.33 miles of trail and two major road crossings.

DELIVERABLES/OUTCOMES

The following lists the desired deliverables and outcomes for this project.

1. A planning document which at a minimum includes:
   1. Thorough review and planning of the trail segments and corridors.
   2. Preliminary design and cost estimates, including any identified amenities (benches, lighting, landscaping.)
   3. Identify safe routes and crossing for all trail segments within the corridors.
   4. Identify any special features or amenities (benches, lighting, landscaping, etc.).
   5. Identify any Right of Way issues and solutions for remediation.
   6. Identify any areas for future trailheads.
   7. Consider a multitude of user groups and modes of transportation in the design.
   8. Identifying any environmental concerns and solutions for compliance.
   9. Identify historical [BJF1] and architectural preservation proposal features and ensuring that they complement access to Yellowstone National Park and a regional trail system.
   10. Ensure that any plans are acceptable and appropriate within the Historic District.
   11. Includes ADA compliant features.
   12. Signage and trail material proposals in coordination with previous work done by the Shortline Trail Group.
   13. Notes and documentation from the public process.
   14. Identification of funding sources to complete the project, specifically additional FLAP construction funds.
   15. Identify any hazardous materials along the trail pathway and possible remediation if needed. Include any necessary commentary for engaging the state to on an environmental compliance studies that are required under Montana Environmental Policy Acts (MEPA/NEPA).
   16. If necessary, identify any utilities in the trail corridor, relocation of possible utilities if needed, and companies with existing permits/agreements of these utilities.
   17. Any alternatives identified during the process.

SUBMISSION OF REQUESTS FOR PROPOSALS

All proposals shall be submitted to and all other correspondence shall be directed to:

Dan Walker, Town Manager

Phone: (406) 646-7795

Email: dwalker@townofwestyellowstone.com

All proposals must be received no later than 4 p.m. MST on Friday, April 22, 2022, for full consideration. Please email your Firm's complete RFP, in a single PDF file, to dwalker@townofwestyellowstone.com

Inquiries and Questions

Questions and inquiries regarding the RFP will be accepted until 4:00 PM on Friday April 8, 2022. Responses to inquiries and questions will be issued in writing by the Town staff as an addendum and emailed to all parties recorded by the Town as having received a copy of the RFP by 4:00 PM on Friday April 15, 2022.

Point of Contact

Respondents shall restrict all contact and questions regarding this RFP to the individual named below. Questions concerning terms and conditions and technical specifications shall be directed in via email to:

Dan Walker, Town Manager
Email: walker@townofwestyellowstone.com

Firms are discouraged from contacting any Town employee (other than the Town Manager), the Mayor, or any Town Council representative for the purpose of lobbying to secure this agreement. All requests for information shall be made to the Town Manager.

REQUEST FOR PROPOSAL REQUIREMENTS

Please provide the following in your proposal:

1. Cover letter and introduction including the name, phone number and email address of the person(s) authorized to represent the company regarding all matters related to the proposal.
2. A description of the Firm, including brief history, number of employees and their disciplines, philosophy regarding client and customer service, location, years in business, biographies of principals, biography of the individual who will be assigned as primary representative to the Town, etc.
3. A statement indicating how the candidate envisions being able to provide services to the Town and a demonstrated understanding of the expectations of the Town and its residents.
4. A statement detailing how the firm and its staff are qualified to complete tasks related to the Scope of Services.
5. A cost estimate for completing the tasks in Section III & IV and a breakdown of per hour rates for any additional services.
6. A timeline to complete the project. The Town anticipates the process to last no longer than 6 months from the date the agreements are signed, with a preference for a shorter timeline.
7. An organizational chart identifying team members and their areas of responsibility. A description of the history of the firm and description of the personnel in the regional office.
8. The names and resumes of the professional staff who will be assigned to the Town of West Yellowstone with a statement committing the aforementioned staff to Town.
9. Listing of current and relevant projects.
10. List of current municipal and related clients.
11. Information regarding the Firm's current and projected workload and its ability to meet project schedules and be available for consultation with Town staff.
12. Five references (past or current clients). Firms shall provide contact information for at least five municipal client references specifying entity name, address, services provided, contact person, email address, and telephone number.
13. Firms shall also describe any contracts for services awarded to your firm that have been canceled or terminated for unsatisfactory performance in any respect and a phone number and contact person for that organization. Please also provide a description of any legal proceedings involving your firm related any municipal client or municipal projects that were unresolved or active January 1, 2010, to present.

EVALUATION AND SELECTION

Qualification-Based Selection Process

Professional services are procured in accordance with State and local laws. Selection of the most highly qualified respondent will be made on the basis of demonstrated competence and qualifications submitted in response to this RFP.

The Town Manager, with the assistance of the Town staff, will evaluate qualifications based on requirements described in Section VI, and select a firm to recommend to the Town Council. The Town Manager shall make a recommendation to Town Council in a regular public meeting. The Town reserves the right to reject any or all proposals, and is not bound to accept the lowest cost proposal if that proposal is contrary to the best interest of the Town.

1. Selection of the firms to be interviewed shall be based on the following criteria:
   1. Firm's Experience and Ability. The Firm's experience with and expertise to deliver the items listed in the Scope of Services at a reasonable cost.
   2. Primary Experience. The experience and qualifications of the Firm's staff that will have primary contact with Town staff.
   3. Timeliness. The Firm's commitment to delivering work on time and within budget.
   4. Reputation. The Firm has a good reputation and can deliver the services as listed.
   5. References. The extent to which previous clients have found the Firm's services acceptable.
   6. Cost of service. The cost to lead the planning process and deliver the outcomes spelled out in Sections III and IV.
   7. Familiarity and experience with Federal, State, and County agencies.
   8. Familiarity with FLAP or other Federal Grant Programs.

PROPOSED AWARD SCHEDULE

The Town anticipates awarding the contract in May 2022.

RESERVATION OF RIGHTS AND CONTRACT REQUIREMENTS

The Town reserves the right to select one or no Firm in response to this RFP.

The Firm, if selected, will be the firm whose RFP is deemed most advantageous to the Town as determined by Town Council.

The Town will require the selected Firm to execute a contract for services.

This RFP does not commit the Town to enter a Contract, or award any services related to this RFP.

Independent Contractor: The Firm agrees and understands that, if selected, it and all persons designated by it to provide services in connection with a contract is and shall be deemed to be an independent contractor(s), responsible for its respective acts or omissions, and that the Town shall in no way be responsible for Firm's actions, and that none of the parties hereto will have authority to bind the others or to hold out to third parties, that it has such authority.

Insurance

By signing and submitting a proposal under this solicitation, the Firm certifies that if awarded the contract, it will have the following insurance coverages at the time the work commences:

Insurance Coverage at least in the following amounts is required:

The Town is to be named as additional insured on the Comprehensive General Liability and Automobile Liability policies and this is to be so noted on applicable Certificates of Insurance. The Certificates shall be delivered to the Town prior to the commencement of work.