RFP for Progressive Design Building Consultation & Facilitation Services

Request for Proposals for PDB Facilitiation Services
Multiple Projects; Multiple Agencies
Managed by the Architecture & Engineering Division, Department of Administration
REQUEST FOR PROPOSALS
FOR
Progressive Design Building
Consultation and Facilitation Services
PROJECT # PROJECT TITLE TOTAL PROJECT BUDGET
2025-07-05 MSU Gallatin College, Bozeman $46,000,000
2023-12-03 DOJ MLEA Indoor Firing Range, Helena $11,400,000
2027-10-** DOC Riverside Renovations, Boulder $TBD
2027-15-** DOC Pine Hills Renovations, Miles City $TBD
Multiple Additional Projects at the Discretion of the
TBD Owner $TBD
Owner:
Architecture & Engineering Division
Department of Administration
PO Box 200103
Helena, MT 59620-0103
(406) 444-3104
JULY 2026
Page 1 of 10

Request for Proposals for PDB Facilitiation Services
Multiple Projects; Multiple Agencies
Managed by the Architecture & Engineering Division, Department of Administration
I. INTRODUCTION
The State of Montana, Architecture & Engineering Division (Owner) is seeking qualified
Progressive Design Build (PDB) Consultation and Facilitation Services for multiple capital projects
across a number of state agencies and the Montana university system. The Owner reserves the
right to modify the listing under this contract at any time at its sole discretion.
The Owner administers the design and construction activities for State Projects from
authorization by the legislature through the final warranty inspection. The Owner manages
contracts for professional services and construction activities, directs, reviews, and approves the
development of projects to ensure they satisfy using agency needs, conform to legislative intent,
are within budget, on schedule, and that the work product is accurate and of quality.
PDB consulting and facilitation services during preliminary program development, PDB delivery
team procurement, contracts and document development, programming/planning, validation,
design, and construction administration are sought to augment the Owner and lead/assist in the
coordination of the project. The services provided by the PDB Consultant/Facilitator will be that
of an independent contractor and not as a State of Montana employee.
The Owner is qualifying Firms through an RFP process to verify Firms have the experience and
expertise required to provide the services outlined in the RFP. Firm selection will be determined
from the Proposals submitted in response to the RFP document. The Owner may conduct interviews or
request additional information to assess a firm's ability to provide the service outlined in this RFP.
This Request for Proposal shall not commit the Owner to enter into any 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 any or all
responses received as a result of this RFP.
This Procurement is governed by the laws of the State of Montana and venue for all legal
proceedings shall be the First Judicial District, City of Helena, Lewis & Clark County.
By offering to perform services under this Procurement, all Proposers agree to be bound by the
laws of the State of Montana, including but not limited to applicable wage rates, payments, gross
receipts taxes, building codes, equal opportunity employment practices, safety, etc.
The State of Montana makes reasonable accommodations for any known disability that may
interfere with an applicant's ability to compete in the bidding and/or selection process. In order
for the state to make such accommodations, applicants must make known any needed
accommodation to the individual project managers or agency contacts listed in the contract
documents. Persons using TDD may call the Montana Relay Service at 1-800-253-4091.
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Request for Proposals for PDB Facilitiation Services
Multiple Projects; Multiple Agencies
Managed by the Architecture & Engineering Division, Department of Administration
II. PROJECT BACKGROUNDS AND DESCRIPTIONS
Montana State University, Gallatin College (Project Budget: $46,000,000); A/E #2025-07-05
Currently, the campus is spread out in multiple locations which often requires students to
drive between the locations. To improve the student experience, this project will consolidate
the identified Gallatin College programs into one location. A successful Project will efficiently
combine the varied programs into a single space that not only includes the current programs
but also is flexible to accommodate future uses and technology as well as fluctuations in
student enrollment. Gallatin College envisions the Project as an opportunity to connect and
integrate the students of Gallatin College with MSU students currently on campus.
This project will be the first progressive design-build project for the Owner. The selected
Design-Build Team will be able to assist the Owner in understanding the progressive design-
build process and create a collaborative environment that promotes transparency and robust
communication. Combining the varied Gallatin programs into one location will require that
the Design-Build Team work closely with the College and its stakeholders to determine space
priority, the ability for programs to share flexible spaces, and possibly incorporating the use
of outdoor spaces into the design. The Design-Build Team will also examine the available
spaces on the current MSU campus to determine whether there are spaces that could be
used for the Gallatin program. In addition, the design should take into account the total cost
of ownership, including efficient operations and maintenance.
Timely completion of the Project is essential, as the College is currently spread across several
leased locations. The Project needs to be completed in time for Gallatin College to re-locate
the facility to be ready for student use as soon as possible.
Department of Justice, Montana Law Enforcement Academy, Indoor Firing Range
(Project Budget: $11,400,000); A/E #2025-37-03
The MLEA is located at 2260 Sierra Road East in Helena, MT. The campus does not have
firearms infrastructure or a range on campus. The MLEA Indoor Firing Range Project requires
expertise in specialized construction for indoor firing ranges, as well as consideration for
unique safety, acoustics, security, and health requirements. This project must account for:
- training with live rounds;
- areas for safe observation for instructors;
- a weapons cleaning and maintenance area;
- a secure armory;
- equipment storage;
- restrooms with showers; and
- specialized doors with access large enough for large SUVs and forklift.
This project will be the second progressive design-build project for the Owner. The selected
Design-Build Team will be able to assist the Owner in understanding the progressive design-
build process and create a collaborative environment that promotes transparency and
communication. Combining the MLEA's mission and training programs with an Indoor Firing
Range will require a Design-Build Team to work closely with the Owner and its stakeholders
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Request for Proposals for PDB Facilitiation Services
Multiple Projects; Multiple Agencies
Managed by the Architecture & Engineering Division, Department of Administration
to determine the overall spaces needed. While a location on campus has been preliminarily
selected, the Design-Build Team will also examine the available spaces on the campus to
determine whether other siting options may be of benefit. The design must also take into
account the total cost of ownership, including efficient operations and maintenance.
Timely completion of the Project is essential, as the MLEA currently conducts training outside.
The Project needs to be completed as soon as possible.
Department of Corrections, Riverside Renovations (Project Budget: $TBD)
The Owner is presently assisting the DOC in the development of preliminary programming
information using the services of the DLR Group to determine the feasibility and viability of:
1) relocating the entire juvenile Corrections population (boys and girls) from the Pine Hills
Youth Correctional Facility (located in Miles City) to the Riverside Facility (located in Boulder),
and, 2) what new and/or renovated facilities would be necessary to achieve the relocation
goal. A total project budget is yet to be determined. Timely completion and coordination
with the Pine Hills Renovations are essential.
Department of Corrections, Pine Hills Renovations (Project Budget: $TBD)
The Owner is presently assisting the DOC in the development of preliminary programming
information using the services of the DLR Group to determine the feasibility and viability of:
1) converting the Pine Hills Youth Correctional Facility (located in Miles City) into a fully adult
female campus, and, 2) what new and/or renovated facilities would be necessary to achieve
the conversion goal. A total project budget is yet to be determined. Timely completion and
coordination with the Riverside Renovations are essential.
Multiple Additional Projects Across Multiple State Agencies (Project Budgets: $TBD)
As part of this overall procurement effort, the Owner reserves the opportunity to retain,
extend, and continue the services of the selected PDB firm for future capital projects where
PDB is an appropriate delivery method.
Owner reserves the right to provide notice of changes to the selection schedule listed herein:
RFP Announcement Date: July 30, 2026
Receipt of Proposals: 2:00 p.m. on August 13, 2026
Review Proposals: Week of August 17, 2026
Potential Virtual Interviews: Week of August 24, 2026
Notify Selected Firm: Week of August 31, 2026
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Request for Proposals for PDB Facilitiation Services
Multiple Projects; Multiple Agencies
Managed by the Architecture & Engineering Division, Department of Administration
III.GENERAL REQUIREMENTS, DUTIES AND TASKS
Owner/Agency Training and Readiness Workshops
Provide substantive PDB training and work with the Owner to discuss its processes and
agency decision-making structures. After a workshop, provide the Owner specific
recommendations regarding further preparation to do PDB. The tasks include:
* Review the State's current processes for procurement, project management, and
contracting.
* Prepare for and conduct a single 6-8 hour workshop including PDB training with
discussions with the attendees regarding PDB process, decision making, and project
management approach. This workshop can be conducted remotely or a combination
of in person or remote as selected by the Owner. For budgetary purposes, in-person
training is preferred for the majority of the attendees and will likely be the option
selected by the Owner.
* Develop Project Goals for each project and definitions that will be used in the
procurement documents.
* Develop a follow-up readiness plan with a report.
* Conduct follow-up meetings to assist in implementation of the readiness plan. For
budgetary purposes assume 2 meetings at 2 hours per meeting.
* Provide a final report incorporating edits from the meeting(s).
Development of Design-Build RFQ, RFP, and Contract.
Review of the State's contract and procurement documents as well as an initial draft of the
RFQ, RFP, and Contract and a series of meetings to discuss, review, and finalize before
publishing. For performance and budgetary purposes, drafting documents based on the
forms already in existence and that have been used on previously successful PDB projects is
preferred. All contracts will be reviewed by the Owner's legal counsel to confirm compliance
with Montana law, unless the PDB firm has legal counsel licensed in Montana.
Facilitation of the Design-Build Selection Process
Assist the Owner in facilitating the entire procurement and selection process for the PDB
team, to include review of statements of qualifications and proposals, recommendations to
the selection committees, and leading the consensus scoring effort. Provide a fact-checked
evaluation summary that establishes the defensible justification for the selection.
Team Training (Owner & Selected PDB Team)
Provide in-person training as part of a Project kickoff meeting once the selection is finalized
with the entire design-build team, including stakeholders. The training will include review
of processes, next steps, the contract, and the deliverables expected from each party.
Facilitate structured discussions to form an integrated project delivery and align everyone
around project goals, roles, and expectations.
Provide focus and clarity on how the team will operate during the project, including
communication approaches, decision-making processes, and coordination across
organizations.
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Request for Proposals for PDB Facilitiation Services
Multiple Projects; Multiple Agencies
Managed by the Architecture & Engineering Division, Department of Administration
Assist the team in developing a Project Charter and identifying key actions and priorities to
guide the team forward to ensure alignment on contractual requirements and collaboration.
Post Award Assistance and meetings
After the design-builder is selected, we will assist the Owner with managing the Progressive
Design-Build process during:
* The Validation Period and providing the Owner with any course-correction
recommendations.
* Design Development and Preconstruction.
* Negotiation of the GMP Amendment.
* Final Design and Construction to review progress of the project.
IV. SELECTION PROCEDURE / REQUIREMENTS
The selection procedure is intended to evaluate the capabilities of interested Firms to provide
services to the Owner for this Project. The Proposal must sufficiently and accurately document
the Proposer's ability to provide quality services consistent with the requirements identified in
this RFP.
Proposals will be reviewed by the Owner and a selection may be made directly from the
responses to the RFP. The Owner may conduct follow-up interviews or request additional
information at its discretion.
Non-prerequisite criteria will be rated on a scale of 0 through 5 (5 being highest rating) and
weighted in accordance with the importance of each item.
Category Rating: Weight: Total Possible Score:
1. Signature of Officer or Principal ---- ---- Prerequisite
2. Knowledge/Abilities/Experience 0-5 10 50
3. Proposed Costs & Fees 0-5 5 25
TOTAL: 75
CAUTION: Firms shall NOT propose either verbally or in writing any form of donations,
contributions, gifts, assistance, or offsets to the project or the University or that could have the
appearance of such. Doing so may result in disqualification.
The following criteria should be addressed within the RFP response from each offeror along with
whatever other items are pertinent to the project which will indicate the proposer's
qualifications:
1. Proposal signed by an officer or principal of the firm. (PREREQUISITE)
The signature requirement for the RFP response may be satisfied by the signature of a
corporate officer or principal of the responding firm on a cover letter submitted WITH the
RFP response.
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Request for Proposals for PDB Facilitiation Services
Multiple Projects; Multiple Agencies
Managed by the Architecture & Engineering Division, Department of Administration
2. Knowledge/Abilities/Experience
Provide information about the firm and the individuals to be assigned per project to
provide the services requested and accomplish each task described. Company website
information, brochures, and resumes are sufficient. The Owner may request interviews
and follow-up information. Be sure to note personnel assigned to specific tasks for
specific projects.
Provide the following information for MSU Gallatin College and the DOJ MLEA Indoor
Firing Range only:
Tasks Personnel Assigned
1. Owner Training & Readiness
2. Development of RFQ, RFP, Contract
3. Facilitation of Selection Process
4. Team Training
5. Post-Award Assistance
a. Validation
b. DD & Preconstruction
c. Negotiation of GMP Amendment
d. Full Design & Construction
Do not complete this table for either of the DOC projects or the Multiple Additional
Projects Across Multiple State Agencies.
3. Proposed Fees and Costs
The Owner anticipates a maximum, not-to-exceed type of contract for each task per
project. Max NTE amounts may be adjusted via contract amendments based upon the
services requested as a project progresses. Provide hourly rates for assigned personnel.
Evaluation of proposed fees and costs will not be based on a least-to-most expensive
basis, but on that which aligns with the Knowledge/Abilities/Experience criteria on a best-
value basis. Determination of what constitutes "best value" is resides solely with and
within the Owner's discretion.
For proposal, selection, and negotiating compensation into a future contact between the
Owner and the selected PDB firm, breakdowns are requested per project, with the
following exceptions:
A. MSU Gallatin College - provide only Tasks 3.e through 5 (Tasks 1 through 3.d are
complete).
B. DOJ MLEA Indoor Firing Range - provide all Tasks except 2.a shall be modified from
"Draft RFQ" to "Review RFQ".
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Request for Proposals for PDB Facilitiation Services
Multiple Projects; Multiple Agencies
Managed by the Architecture & Engineering Division, Department of Administration
Tasks: Hours: # of Mtgs: Total:
1. Owner Training & Readiness
a. Workshop Prep / Conduct Workshop
b. Draft and Final Readiness Plan
c. Prep / Conduct Follow-up Meetings
Total Task 1 =
2. Development of RFQ, RFP, Contract
a. Draft RFQ
b. Draft RFP
c. Draft & Negotiate Contract
Total Task 2 =
3. Facilitation of Selection Process
a. Training of evaluators, memos, etc.
b. Review SOQs
c. Facilitate SOQ Evaluations
d. Fact Check and Finalize Evaluation
Summary
e. Facilitate RFP Meetings
f. Review Proposals
g. Facilitate Proposal Evaluations
h. Fact Check and Finalize Evaluation
Summary
Total Task 3 =
4. Team Training
a. Preparation
b. Conduct Training / Kick-off Meeting
Total Task 4 =
5. Post-Award Assistance
a. Validation
b. Validation Period Contract Amendment
c. DD & Preconstruction
d. Negotiation of GMP Amendment
e. Full Design & Construction
Total Task 5 =
Do not complete this table for either of the DOC projects or the Multiple Additional
Projects Across Multiple State Agencies.
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Request for Proposals for PDB Facilitiation Services
Multiple Projects; Multiple Agencies
Managed by the Architecture & Engineering Division, Department of Administration
IV. SUBMITTAL OF INFORMATION
Electronic PDF copy to this RFP must be submitted either through the State's eMACS system, to
the contact information below via email, or through the State's FTP service:
To submit response through the State's eMACS system
https://solutions.sciquest.com/apps/Router/SupplierLogin?CustOrg=StateOfMontana
To submit a response directly (send to both) -
A&E Division general email: DOAAEDivision@mt.gov
Bob Warfle P.E., Engineering Manager, (406) 444-0771, rwarfle@mt.gov
For file sizes larger than 20MB, send to the same addresses use the States file transfer
service. The link for this service is https://transfer.mt.gov.
Submissions must be received no later than
2:00 p.m. on Thursday August 13, 2026
ALL QUESTIONS AND CONTACTS REGARDING THIS RFP MUST BE ADDRESSED IN WRITING (email
is acceptable) BY 12:00p.m. on Friday, August 7, 2026, TO:
A&E Division general email: DOAAEDivision@mt.gov
& Bob Warfle P.E., Engineering Manager, (406) 444-0771, rwarfle@mt.gov
Information in addition to the RFP requirements is acceptable.
V. INSTRUCTIONS TO PROPOSERS
Requests for Proposals must:
1. Follow the format outlined in the Selection Procedure above.
2. Be SIGNED by an officer or principal of your firm.
3. Be contained in a document not to exceed 20 sheets total (inclusive of the cost portion).
CLAIMS FOR TRADE SECRET AND/OR CONFIDENTIALITY:
Public agencies in Montana are required by Montana law to permit the public to examine
documents that are kept or maintained by public agencies, other than those legitimately
meeting the provisions of Montana's Uniform Trade Secrets Act, Mont. Code Ann. 30-14-
401, et seq., and that the State is required to review claims of trade-secret confidentiality.
Information separated out under this process will be available for review only by the
procurement officer, the evaluator/evaluation committee members, and limited other
designees. Offerors shall pay all of its legal costs and related fees and expenses associated with
defending a claim for confidentiality should another party submit a "right to know" (open
records) request.
For a claim of confidentiality to be considered by a public agency, all trade secret confidentiality
information must be segregated and be accompanied by the Trade Secret Confidentiality
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Request for Proposals for PDB Facilitiation Services
Multiple Projects; Multiple Agencies
Managed by the Architecture & Engineering Division, Department of Administration
Affidavit available http://vendorresources.mt.gov/VendorForms. This affidavit must be fully
completed and submitted to the State along with the RFP, and the following conditions must be
met:
a) Confidential information (including any provided in electronic media) to be withheld
under a claim of confidentiality must be clearly marked and separated from the rest of
the proposal;
b) The proposal may not contain trade secret matter or confidential information related to
the cost or price; and,
c) A full explanation of the validity of this trade secret claim attached to the affidavit.
VIII. ATTACHMENTS
None
END OF RFP
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