Phase 1 - Crosscut & Bridger BOwl Trails

1.1. Background:

The Dirt Concern (TDC) and the Southwest Montana Mountain Bike Association (SWMMBA) are excited to present this proposal for partnership with Bridger Bowl Ski Area and Crosscut Mountain Sports Center. Both resorts have long been pillars of the Bozeman community, each boasting a rich history of over 50 years in promoting outdoor recreation, health, and wellness. Bridger Bowl, founded in 1955, has become synonymous with winter sports and community engagement, while Crosscut, established in the early 2000s, has fostered a love for Nordic skiing and year-round outdoor activities.

Both resorts not only provide world-class recreational opportunities but also inspire healthy, lifelong habits among residents and visitors alike. They have cultivated a vibrant community centered around outdoor activities, encouraging individuals and families to embrace an active lifestyle. Their commitment to sustainability and environmental stewardship aligns closely with the values of TDC and SWMMBA, whose mission is to create and maintain accessible, sustainable mountain biking trails that enhance community health and well-being.

Our vision for this partnership is to develop purpose-built trails that cater to diverse skill levels and promote inclusivity in the sport by establishing a network of mountain biking trails near Bozeman that feature well-designed berms, directional trails, and bike-specific features, all tailored to match the requests included in the feedback gathered from the Bozeman community through a survey conducted by The Dirt Concern in 2023.  Phase one of this project includes roughly 7.25 miles of new purpose-built mountain bike trail, broken out into 3 specific segments.  The first segment is approximately one mile in length and will be built via collaboration between Crosscut and The Dirt Concern’s volunteer workers.  The other two segments, totaling approximately 6.25 miles, will be designed and constructed by one or two professional trail builders.

By joining forces with Bridger Bowl and Crosscut, we aim to create a dynamic outdoor recreation space that not only complements the existing offerings of both resorts but also enriches the lives of community members. Together, we can ensure that Bozeman remains a vibrant hub for outdoor enthusiasts, fostering a deep appreciation for nature and promoting healthy lifestyles for generations to come. We look forward to collaborating on this project and contributing to the ongoing legacy of outdoor adventure in our community.

1.2. Purpose of the RFP:

The purpose of this request for proposals is to solicit two (2) separate bids from contractors interested in designing and building approximately 6.25 miles of new mountain trail.  One trail, Gryffindor, will be a bike-optimized, two-directional multi-use trail.  The other, Slytherin, will be a bike specific downhill-only flow trail from the northwest corner of Bridger’s property down to Crosscut’s main parking lot. 

1.3. Project Overview:

The project’s primary purpose is to design two different, but connected trails that span Crosscut and Bridger’s private property.  The first trail will be bike optimized, multi-directional, and multi-use, and will start at Crosscut’s D Lot and end at the Northwest corner of Bridger’s property above the Alpine cabin.  The second trail will be a bike-only, downhill flow trail between the top of the first trail, leading back to Crosscut’s main parking lot. This loop will create the perimeter of what will eventually be several additional interior trails of varying length, style, and difficulty.

1.4. Submission Deadline:

Proposals must be submitted to TDC by January 31, 2025.

2.1. Trail Design & Construction:

Trail segments

This procurement effort includes two (2) trail segments from the attached appendix A.  Each trail segment should receive a separate quote.  We will consider combined quotes, but require each segment to be broken out into independent outlines.  

1. Gryffindor - 17,000’ - 17,500’, 3.25 mi, 5.8% average grade.  The corridor starts at Crosscut’s D Parking Lot, climbing above Bridger’s summer access road, and ending above the Alpine cabin.  There are multiple areas to establish rest stops or picnic areas on the way up.  This will be a multi-directional route primarily used for climbing to the top of the Slytherin Trail.

2. Slytherin - 15,000’ - 16,000’, 3 mi, 6.5% average grade.  A downhill only intermediate flow trail.  This trail should include several progressive features, but all must be rollable or easily bypassed.

Seasonal considerations:

None of these segments are flagged. Design and flagging should be planned for as soon as the upper elevations of the project site are accessible following snow-melt, which typically occurs by early-June. The construction window for this project area is typically from mid-June through mid-October. Typically, the higher elevations in this zone have gotten their first snowfall by early October and can be expected to be under snow by the end of October.

Creek crossings and wetlands:

While there are no creek crossing for the proposed lines, there may be intermediate wetlands or damp areas that need to be addressed. Proposals should include in the cost estimate no more than TWO trail bridges (between 8 and 12 feet long).  It is entirely possible neither route will require any built structures.

Desired trail style:

The desired nature of the new trails is “traditional, bike-optimized singletrack” for Gryffindor, and “bike specific, downhill flow trail” for Slytherin.  Gryffindor should be a green multi-directional trail with clear sight lines, large turns, and be accessible to most bikers.  Slytherin should be a blue flow trail with a few progressive features that is accessible to intermediate and advanced mountain bikers in the Bozeman area.  While mountain bikers make up the primary user group, Gryffindor will still be available to hikers, trail runners, and berry pickers.  Existing trails in the area have average grades significantly greater than 8%. We desire the new trails to offer a more intermediate friendly climbing experience, with average grades of less than 7% wherever possible on the uphill.

Trail system connectivity:

Existing trails surround the proposed routes.  Crosscut has several trails, such as What Goes Up and Must Come Down that we want to provide connectivity to.  Similarly, just off Bridger Bowl’s private property exist several USFS trails that should be considered.  It is the desire of TDC to not only maintain connection between these trail zones, but to improve access by providing a better experience than what’s currently available. That means building them to modern standards, with a bike optimized character, and with two-way traffic in mind ( Gryffindor) and downhill, progressive features in a driving characteristic (Slytherin).  Crosscut will continue building out their summer trail system.  If this project goes well, there will be a phase 2 and 3, where additional trails are added to Bridger and Crosscut’s private property.  See the broader trail proposal for more detail on phase 2 and 3.

2.2. Environmental Considerations:

The project lies entirely on private property. Given the project will disturb more than one acre of soil, the contractor will be required to work with the land owners (Crosscut and Bridger Bowl) to determine if environmental permitting is required, and if so, drive that process. Permits such as a Stormwater Pollution Prevention Plan (SWPPP) may be required.

2.3. Safety Standards:

Trail design and construction should follow safety standards as laid out in leading trails design handbooks such as IMBA’s Trail Solutions and the Guidelines for a Quality Trail Experience. The trails are to be designed and built as “intermediate bike-optimized singletrack shared-use nonmotorized trails” and “Bike specific downhill flow trail”. While we are comfortable with the types of features typical of intermediate mountain bike trails, such as rollers, side hits, optional jumps, rock rolls, and so on, the new trails need not include any unnecessary built features and should require minimal borrow-pit style construction. Gryffindor should make use of the natural terrain features, with elevated turns built for rideability both uphill and downhill, but not necessarily for maximum speed by downhill riders. The “switchberm” style of elevated

turn is most appropriate along Gryffindor. Slytherin (downhill-only) should incorporate larger berms, rollers, and table-top jumps designed for downhill riders to maintain speed and get some air where possible.

2.4. Project Timeline:

December 20th, 2024: TDC posts RFP

January 31st, 2025: Proposals due

February 1st – 27th, 2025: Proposal evaluation

February 28th, 2025: Contract finalization and award

March 1st – May 31st, 2025: Pre-construction phase / permitting (SWPPP, etc. as needed)

June 1st – June 7th, 2025: Contractor mobilization, design, and flagging.

June 7th – September 1st, 2025: Construction period, with work substantially completed by September 1st*

No later than September 10th: Initial inspection with TDC, Crosscut, and Bridger.

September 10th - October 15th: Final adjustments to trail based on inspection results.

October 1st, 2024: Final inspections with TDC, Bridger, and Crosscut. Trail ready to open (as conditions allow).

*Ideally, contractors will be flexible and able to mobilize based on actual spring snow conditions. Should Bridger and Crosscut have a low snow year, it will be possible to access the site for flagging and construction earlier than noted above. In the case of a heavy snow year it could be later in June before the upper elevations are accessible.

2.5 Budget: 

The budget for this project aligns with national averages for professional trail builder contracting services for traditional, bike-optimized singletrack. Competitive bids will include detailed budgets that distinguish between costs associated with design and construction.

3.1. Proposal Format:

A well-structured and comprehensive response to this (RFP) is essential to showcase the bidder’s qualifications. Below is a typical structure, format, and a list of required documents that should be included in a contractor's proposal response (total proposal packet should not exceed 15 pages):

1. Cover Letter

2. Executive Summary:

   1. Offer a concise overview of your proposal, highlighting key points that make your company the ideal choice.

3. Introduction:

   1. Provide a brief introduction to your company, including its history, mission, and values.

4. Project Understanding:

   1. Demonstrate your understanding of the project's scope, objectives, and challenges.

   2. Address any unique aspects or considerations specific to the trail construction.

5. Project Approach:

   1. Describe your overall approach to completing the project, including your construction methodology and timeline.

   2. Explain your strategy for ensuring safety, quality, and environmental compliance.

6. Experience and Qualifications.

   1. Highlight your company's relevant experience in trail construction.

   2. Showcase completed projects, emphasizing similar work and successful outcomes.

   3. Include information about key personnel, their qualifications, and their roles in the project.

7. Technical Proposal:

   1. Provide technical details related to the construction process, materials, and equipment.

   2. Include any innovative techniques or technologies you plan to use.

   3. Discuss your approach to handling challenging terrain, creek crossings, and other project specific obstacles.

8. Environmental Compliance:

   1. Describe how you plan to ensure compliance with environmental regulations and permits.

   2. Provide information on your track record of environmentally responsible construction practices.

9. Cost Proposal:

   1. Include a detailed breakdown of project costs, including labor, materials, equipment, and any subcontractor expenses.

   2. Include a maximum “not to exceed” price estimate.

   3. Ensure your pricing is competitive and transparent.

10. References:

    1. Provide references from previous clients or partners who can vouch for your work.

    2. Include contact information for these references.

11. Certifications and Licenses:

    1. List all relevant certifications and licenses held by your company.

    2. Ensure that your business is legally qualified to perform the work.

12. Insurance:

    1. Provide proof of comprehensive general liability insurance as required by the RFP.

13. Appendices:

    1. Include any additional documents that support your proposal, such as photos of previous projects, detailed project schedules, and any necessary legal or financial documents.

3.2. Evaluation Criteria:

Proposals will be evaluated by representatives from TDC’s Trails Committee and Bridger and Crosscut’s chosen participants on the following criteria:

1. Experience and Qualifications

2. Project Approach and Methodology:

   1. Construction Plan

   2. Environmental Considerations

   3. Safety Protocols

3. Team make-up and capacity

   1. Size and experience of build team

   2. Capacity of team to complete project in required timeframe

4. Cost Proposal:

   1. Competitiveness

   2. Transparency (no hidden costs or unexpected fees)

5. References

6. Quality of Work (based on previous trail construction projects)

7. Compliance and Licensing:

   1. Certifications and Licenses

   2. Insurance

8. Schedule and Timeline

9. Environmental Impact & Erosion control measures

3.3. Submission Instructions: 

Proposals may be submitted through January 31st, 2025 to drew.m@southwestmontanamba.org. For inquiries, contact TDC Vice President, Drew Maier, at 530-277-0073 or at the email address above. 

4.1. Contract Duration:

The contract for trail building services resulting from this RFP is expected to commence on January 30th, 2025 and is initially planned to conclude on October 31st, 2025, with the project at substantial completion by September 1st, and final completion by October 1st.

• Substantial completion: When the project is 90% complete, meaning all tread and structures are built, wood and dirt features are finished. Initial inspections begin upon substantial completion.

• Final completion: Disturbed areas have been revegetated or seeded for future revegetation, erosion and sediment control measures from the SWPPP have been removed from the site, construction equipment is removed from site, signage is in place, and trail has passed final inspection by TDC, Bridger, and Crosscut.

The client reserves the option to extend the contract on a monthly basis beyond the substantial

completion date if deemed necessary to ensure the satisfactory completion of the trail project.

Any such extension will be subject to mutual agreement between the client and the selected contractor, and the terms of extension, including compensation and other relevant provisions, will be negotiated in good faith between the parties. The client shall provide written notice of any extension to the contractor in a timely manner (with no less than 15 days’ notice). 

The decision to extend the contract will be based on the progress of the project, adherence to project timelines, and the client's satisfaction with the contractor's performance. The client will strive to provide reasonable notice (no less than 15 days) of any decision to extend the contract, and extensions will only be granted as required to fulfill the terms and objectives of the project as outlined in the RFP.

All extensions will be contingent upon the contractor's continued compliance with the terms and conditions of the original contract and any agreed-upon modifications. The contract may be extended on a month-to-month basis until the trail project is successfully completed in accordance with the terms and specifications set forth in this RFP and the subsequent contract.

This extension provision is intended to provide the flexibility necessary to ensure the project's successful completion while maintaining the ability to adapt to any unforeseen circumstances or changes in project requirements.

4.2. Insurance and other Contractor Requirements: 

Insurance and indemnification requirements from Bridger and Crosscut are included as an appendix on the RFP page on SWMMBA’s website.

4.3. Payment Terms:

Initial payment: When a contractor is selected (by January 19th, 2024), 10% of the accepted maximum (not to exceed) bid amount will be paid to the contractor to provide initial working capital and to initiate the project.

Progress payments:

• When corridor flagging is complete and approved by TDC, SWMMBA, Crosscut, and Bridger Bowl, a second payment of 10% of the accepted maximum may be paid to the contractor.

• When approximately 1/3rd of the linear footage of the flagged corridor is built, a third payment equal to 15% of the project’s cost may be requested. When an additional 1/3rd the trail is completed, a third payment of 15% of the overall cost may be requested. When the trail is substantially completed, a fourth payment of 25% may be requested.

• Final payment: The final 25% of the project cost will be reserved until final completion of the project according to the agreed-upon specifications and standards and following final inspection by TDC, Bridger, and Crosscut staff and resulting adjustments made by contractor.

Design/Build contractor fee payment summary:

• 10% paid upon signing of contract

• 10% paid upon completion of flagging and design and approval by land owners

• 15% paid upon completed construction of first 1/3rd of trail

• 15% paid upon completed construction of second 1/3rd of trail

• 25% paid upon substantial completion* of final 1/3rd of trail

• 25% paid upon final completion**

• = 100% payment
  

*Substantial completion: When the project is 90% complete, meaning all tread and structures are built, wood and dirt features are finished. Final inspections begin upon substantial completion.

**Final completion: Disturbed areas have been revegetated or seeded for future revegetation, erosion and sediment control measures from the SWPPP have been removed from the site, construction equipment is removed from site, signage is in place, and trail has passed final inspection by TDC, Bridger, and Crosscut.

Change Orders: Payments for any approved change orders or additional work that was not part of the original contract may be handled separately. Request for Change Order are to be submitted and approved in writing by TDC in advance of all work to be performed.

4.4. Termination Clause:

1. Convenience Termination: Client or contractor

2. Breach of Contract: Either party may have the right to terminate the contract in the event of a material breach of contract by the other party. Material breaches may include significant failures to perform, non-payment, or violations of contract terms. The contract should specify the process for addressing and remedying breaches before termination.

3. Force Majeure: Force majeure clauses address situations beyond the control of either party, such as natural disasters, acts of God, or government actions, which could make contract performance impossible. If such events occur and the contract is no longer feasible, either party may have the right to terminate the contract without liability.

4. Failure to Meet Milestones: If the contractor consistently fails to meet milestones laid out in the contract, the client may have the right to terminate the contract, provided that the contract clearly outlines the criteria for determining such failures.

5. Insolvency or Bankruptcy: If either party becomes insolvent or files for bankruptcy, the other party may have the right to terminate the contract. This ensures that the project can proceed without financial uncertainty.

6. Non-Payment: If the client fails to make required payments to the contractor as stipulated in the contract, the contractor may have the right to terminate the contract. This is subject to a grace period of seven (7) days and proper notice to the client.

7. Safety or Environmental Violations: The contract may specify that non-compliance with safety, environmental, or regulatory requirements could be grounds for contract termination by the client.

8. Failure to Secure Permits: If the contractor fails to secure necessary permits to continue work or the project cannot proceed due to permit issues, the client may have the right to terminate the contract.

9. Mutual Agreement: The client and contractor may mutually agree to terminate the contract at any point if both parties are in accord with this decision. In such cases, terms for compensation, final deliverables, and any other necessary conditions should be outlined in the contract.

Appendix A:

• Segment 1 - Gryffindor

  • 17,000’ - 17,500’, 3.25 mi, 5.8% average grade.

• Segment 2 - Slytherin

  • 15,000’ - 16,000’, 3 mi, 6.5% average grade.

Glossary:

• TDC - The Dirt Concern. This is the local mountain bike trail association and a regional chapter of SWMMBA.  Their service area stretches from Gallatin Canyon, up and over Hyalite towards the Paradise Valley, and north to the northern Bridgers.  Their role is to engage with the local community and drive projects, events, education, and trail advocacy in the Bozeman area.

• SWMMBA - Southwest Montana Mountain Bike Association.  This is the parent organization of The Dirt Concern.  Their service area stretches from Big Timber to the Idaho border, and north up towards Helena.  They manage the legal side of operating a trail association, from managing funds to maintaining the non-profit status.

• Bridger Bowl - Bozeman’s local ski area.  They are one of the two primary land managers in this project.  They own roughly 600 acres of private land that borders Crosscut and USFS land.

• Crosscut Mountain Sports Center - Bozeman’s local nordic ski area.  They are the other primary land manager in this project, and own roughly 600 acres of private land that borders Bridger Bowl and USFS land.

• USFS - United States Forest Service.  Bridger Bowl and Crosscut’s property border Custer Gallatin National Forest.  While none of this project is on USFS land, they will likely be involved or considered in some capacity.