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Food Assistance Hours

Monday-Thursday 1:00pm-4:00pm
Tuesday Evening 5:00pm-7:00pm
Friday 9:00am-12:00pm

Donation Hours

Monday-Thursday 9:00am-4:00pm
Friday 9:00am-12:00pm

Huffing for Stuffing Race Timer RFP

HRDC is seeking timing management proposals for our annual Huffing for Stuffing fundraising race.

Please reference the Request for Proposal below or download the RFP document linked here.

Request for Proposal (RFP) 

Race Timer for Huffing For Stuffing, hosted by Bozeman area non-profit HRDC’s Gallatin Valley Food Bank.

Agency Background

Founded in 1975, HRDC is a nonprofit Community Action Agency based in Bozeman, Montana. The work of HRDC directly reflects the needs of our community. With our family of services designed to improve the quality of the lives of our citizens, HRDC is often referred to as this community’s ‘safety net.’ Through the engagement of customers, community, staff, and partners, we develop preventative solutions to enhance public transportation, eliminate hunger, empower seniors, educate and support our children, offer safe, warm shelter, affordable housing, energy assistance and community development.

Project Description 

Huffing For Stuffing Race Timing Management services. 

Minimum Requirements

Race Timer Management must be able to provide the following:

• Race timing and results management
• Race timer must staff Solutions Table at packet pick-up day before race for the duration of the event
• Race timer must provide a minimum of 2 kiosk computers, personal computer, and printer at packet pick up
• All start line and finish line equipment set up by Race Management
• Race Timing Management to coordinate attaching timing chips to bibs
• Race Timing Management to assist with the assignment of registrants with bib numbers and chips
• Pre-event assistance/consultation if requested
• Advertisement and promotion on Race Timing Management website and social media.
• Assist with and be knowledgeable in RunSignup Database
• Review RunSignup page when live and intermittently through October to recommend best practices
• Results listed on Race Timing Management’s website within 2 hours of finish of the event. Results forwarded to HFS personnel within 2 hours of finish of race
• Race Timing Management to provide staff to help with pre-registration and day of registration
• Race Timing Management to provide event day materials related to race day such as sound equipment, results printers, computers, printers, timing mats, arch, display equipment for posting pre-race information and post-race results, and any other reasonable request related to race timing
• Photos of start and finish line equipment

The proposal should include but is not limited to the following:

• The ability to provide items listed in Requirements with an explanation if necessary
• Name and qualifications of Race Timing Team as it relates to HFS
• *Pricing
• A detailed description of race timing equipment and result posting
• Disclaimers, warranties, guarantees
• Three references from other races/race directors

* Bidders shall submit estimated costs, by key tasks, on a time and material basis, indicating hourly rates for personnel, travel, total hours and total cost for completing the project by year. Any start-up costs, which are non-recurring or which may be expected to be reduced, over time should be clearly identified. Bidders shall describe how their unit prices would change, if at all, in the event that the actual participation targets for the programs and measures differ from the budget estimates.

Estimated Project Duration

May 2024 – December 2024 with the ability to extend for 2 additional years without revisiting the RFP process until 2026.

Proposal – Number of Copies and Format

Proposals, to be entitled for consideration, must be submitted in accordance with the following instructions. The Bidder shall be responsible for submitting one (1) electronic copy of the responses to the RFP.  The Proposal must be signed. 

Qualification of Bidders

The competency and responsibility of Bidders will be considered in making the award. HRDC expressly reserves the right to reject any or all Proposals (either generally or in a particular instance and either retroactively or prospectively) and to waive any informalities or regularities in Proposals, and to accept that Proposal, whether it be the lowest bid or not, which best serves the HRDC’s purpose and intent, provided that no course of dealing or delay or in exercising such right shall operate as a waiver thereof.  HRDC does not discriminate based on race, color, national origin, age, sex or disability in its hiring and employment practices, or in admission to, access to, or operation of its programs, services and activities.

Submission Information

RFP Title:                                           Huffing For Stuffing Race Timing Management

Dated:                                               

Bidder’s Name:

Emailed to:                                       ehamburg@thehrdc.org

Attention:                                         Emma Hamburg
                                                           HRDC Outreach and Events
                                                           32 S. Tracy
                                                           Bozeman, MT 59715

Bids must be received by May 20th by 5:00 p.m. MST. 

For Additional Information or Clarification 

HRDC is seeking one qualified firm to provide the requested services. Proposals shall be in accordance with all requirements set forth in this RFP. Should a Bidder find any ambiguity, discrepancy or omission in the RFP, the bidder should notify the HRDC in writing. Such information must be received by May 20th, 2024, to afford HRDC an opportunity to send any instructions or interpretations to other Bidders who have received an Invitation to Bid. HRDC will not be responsible for any oral instructions or interpretations. Please send all inquiries to:

HRDC
32 S Tracy
Bozeman, MT 59715
Attn: Emma Hamburg

Rights to Modify This Specification

HRDC reserves the right to modify any aspect of this RFP at any time. 

Basis for Award of Contract 

HRDC, at its sole discretion, may accept entire proposals submitted by a Bidder, or accept portions of proposals submitted by a Bidder, or reject proposals in whole or in part. The Selection Committee, to be designated by Emma Hamburg, shall screen proposals as to their responsiveness, and identify those which are responsive. Any proposal, which in the opinion of the Evaluation Committee, fails to include the information or documentation specified in the submission requirements shall be determined to be non-responsive and shall be rejected. Any bidder who fails to meet any of the standard set forth as Minimum Requirements shall be determined to be non-responsive and shall be rejected.

WISH LIST
  • Fresh produce
  • Masa harina
  • Granola bars
  • Diced green chiles
  • Shelf-stable milk
  • Microwavable meals (ramen, easy mac, etc.)
  • Pasta
  • Peanut butter, 16oz
  • Cereal
  • Rice
  • Pantry staples like flour, sugar, oil, and spices
  • Diapers, size 3 and up
  • Baby wipes
  • Baby formula
  • Toilet paper
  • Laundry detergent


Visit our How to Donate page for more details, including donation hours and location.

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