1-RFP 00 Request for Proposals.pdf

REQUEST FOR PROPOSALS (RFP)

Incorporated County of Los Alamos Procurement Division

101 Camino Entrada, Building 3 Los Alamos, NM 87544

RFP27-19 Title

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NOTIFICATION REGARDING SUBMISSION PROCESS AND REGISTRATION INSTRUCTIONS

The Incorporated County of Los Alamos (“County”) has recently implemented a new on-line eProcurement portal. This new platform, Euna Procurement powered by Bonfire, provides the County’s electronic Bid and Proposal process (“County’s Procurement Portal”). It is where the County will post solicitation opportunities, including Invitation for Bids (IFB), Request for Proposals (RFP), Request for Qualifications (RFQ) and Request for Information/Interest (RFI). The County’s Procurement Portal will streamline the County’s Bid process for Bid or Proposal submission, acceptance, evaluation, and award. For vendors, the County’s Procurement Portal will enhance communication, allow for fast and accurate Bids and Proposals, and provide automatic notification about projects.

Registered vendors will view and submit Bids and Proposals electronically. The past practice of submitting electronic Bids and Proposals by email or submitting paper Bids and Proposals is being phased out. If you are seeing this notification in a solicitation document, submissions will be accepted ONLY electronically through the County’s Procurement Portal for this solicitation. It is every Offeror’s responsibility to read, understand, and submit Bids and Proposals in accordance with the instructions provided in and specific to each solicitation document.

Requested Action: Please register as a vendor on the County’s Procurement Portal by visiting https://losalamosnm.bonfirehub.com and click on “Register”. Registration is free and only takes a few minutes. Please be sure to select the applicable NIGP: The Institute for Public Procurement (“NIGP”) Commodity Codes for your business when you are prompted so that you can receive notification of recommended opportunities when they are sent out by the County to the NIGP Commodity Codes you have selected.

Already Have a Bonfire Vendor Account? If you already have a Bonfire vendor account and are already registered for another agency’s portal, you will still need to visit the County’s Procurement Portal at https://losalamosnm.bonfirehub.com and click on “Log In” to provide County-requested information, view open opportunities, receive opportunity notifications, and submit Bids and Proposals through the County’s Procurement Portal. You will be able to manage the multiple agencies with whom you do business through the button labelled “My Supplier Hub” in your Bonfire account.

For Bonfire Support, visit the Vendor Help Center at https://vendorsupport.gobonfire.com where you can view support articles and videos and search FAQ’s on all aspects of Bonfire. For personal assistance, you can email Support.Bonfire@eunasolutions.com . Support is available Monday to Friday from 6:00 a.m. to 6:00 p.m. Mountain Time.

https://losalamosnm.bonfirehub.com/ https://vendorsupport.gobonfire.com/ mailto:Support.Bonfire@eunasolutions.com

RFP27-19 Operations and Staffing of the Performing Arts Center

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NEEDS STATEMENT

The Incorporated County of Los Alamos (“County”) Community Services Department (“CSD”) is soliciting proposals for the operation and staffing of the Performing Arts Center, 1670 Nectar Street, Los Alamos, NM 87544. All programs and services provided by successful Offeror must provide opportunities for participant feedback and incorporate this information into the implementation of new and existing programs

SOLICITATION INFORMATION

Solicitation No. RFP27-19

Solicitation Title Operation and Staffing of the Performing Arts Center

Single-step or Multi-step Single-step

Requesting Dept. Community Services – Centralized and Cultural Services

SOLICITATION SCHEDULE

Advertised August 25, 2026

Pre-Proposal Conference Non-Mandatory September 2, 2026, 9:00 a.m.

Virtual Meeting – Join the meeting at the link below.

https://teams.microsoft.com/meet/299092557137103?p=A5tAdzGvNOaQPWGRhr or 1-575-323-8055, Phone Conference ID 177615217#

Question Submission Deadline

September 10, 2026, 2:00 p.m.

Responses to Questions Issued by County

September 15, 2026, 5:00 p.m.

County reserves the right to issue responses at any time prior to this date.

Proposal Due Date and Closing

September 17, 2026, 2:00 p.m.

Late responses will not be considered

CONTACT INFORMATION

Procurement Contact Name Jaime Kephart

Title Procurement Contract Manager

E-Mail Jaime.kephart@losalamosnm.gov

Phone No. 505.662.8191

ESTIMATED PROCESS SCHEDULE AFTER CLOSING

The estimated dates of the solicitation process after closing are tentatively planned as follows, are provided here for informational purposes only, and at County’s discretion, may be subject to change without prior notification. Discussions may be conducted with responsible offerors who submit Proposals determined to be reasonably likely to be selected for award for the purpose of clarification to ensure full understanding and conformation with the solicitation requirements for the purpose of obtaining best and final offers.

Proposal Evaluation September 17 – October 8, 2026

Contract Drafting, Legal Review, and Negotiations

October 8 - November 25, 2026

County Council Approval Required for contracts >$300,000.00 December 8, 2026

Estimated Contract Award January 1, 2027 https://teams.microsoft.com/meet/299092557137103?p=A5tAdzGvNOaQPWGRhr mailto:Jaime.kephart@losalamosnm.gov

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1. ELECTRONIC SUBMISSIONS

A full copy of the solicitation and all associated documents can be found on the County’s Procurement Portal at https://losalamosnm.bonfirehub.com/. Only Proposals submitted through the County’s Procurement Portal by the Proposal Due Date stated herein, or as may be modified by addendum, will be considered. Late responses will not be considered. To register to view and download solicitation documents and submit a Proposal through the County’s Procurement Portal, follow the instructions on page 1 of this solicitation.

2. ADDITIONAL DOCUMENTS AND INFORMATION INCLUDED AS A PART OF THIS RFP

Additional documents are referenced in this RFP, which may include, but are not limited to, exhibits, attachments, links to documents online, and documents that are provided through the County’s Procurement Portal. Any such documents are considered to be a part hereof and constitute, along with this solicitation document and any addenda, the complete solicitation package. Documents required to be submitted as a component of Offeror’s Proposal will be noted as such in each individual solicitation posted on the County’s Procurement Portal, and Offerors will be unable to submit their Proposals through the County’s Procurement Portal until all required documents and information have been uploaded or provided by Offerors.

Please also reference “Proposal Format and Response Components” below.

3. GRANT RELATED INFORMATION

It is not anticipated that this project will be funded by a grant; no additional grant-related information provided.

4. QUESTIONS AND METHODS/EXPECTATIONS FOR COMMUNICATION

Any questions must be received in writing at least five (5) business days prior to the submission due date, unless otherwise stated herein or in an addendum. Questions must be submitted through the County’s Procurement Portal. Please follow the instructions on page one (1) of this document to register for the County’s Procurement Portal to submit written questions. Offerors who submit questions via e-mail or by phone shall be redirected to submit written questions through the County’s Procurement Portal.

Offerors must submit in writing through the County’s Procurement Portal, as stated herein, any questions or requested clarification necessary for Offeror to provide a complete response with all Proposal response components and pricing included. Offerors are asked to refrain from including in Proposals statements such as “more information available upon request,” “pricing to be determined,” or other similar statements. Such statements and failure of Offeror to seek clarification needed for Offeror to provide the requested information may result in an Offeror being found non-responsive or non-responsible. This in no way may be construed to conflict with County’s right to hold interviews and discussions for clarification with Offerors, as further described herein.

The County relies on its Procurement Portal messaging system for solicitation-related communication.

Offerors are expected to use this system for correspondence with the County. Following solicitation closing, County may continue to issue important notices through the Procurement Portal, either through public notices or direct discussions with vendors, which may include, but is not limited to, requests for clarification, interviews, demonstrations, and related instructions or deadlines. It is the Offeror’s responsibility, before and after solicitation closing, to maintain accurate vendor account settings to ensure receipt of County’s messages and to include any additional account contacts who can reliably acknowledge receipt and respond to County messages in a timely manner. It is the Offeror’s responsibility to configure their own internal system settings to ensure messages from the County and the County’s Procurement Portal are safelisted. Offerors experiencing technical difficulties with the

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County’s Procurement Portal messaging system are expected to promptly contact the Procurement Contact listed in the solicitation for assistance. Failure to do so may result in Offerors missing important information or deadlines. County may, at its sole discretion, use email, phone, or other communication methods, but is not obligated to do so, nor to confirm receipt of Procurement Portal messages or extend deadlines.

5. PRE-PROPOSAL CONFERENCE

The County will hold an optional, non-mandatory pre-Proposal conference via a virtual format on the date and time noted in the Solicitation Schedule for this RFP and on the County’s Procurement Portal.

The purpose of this conference is to allow potential Offerors to ask questions regarding this RFP and the County’s RFP process. Information about the virtual meeting will be sent to all entities that have registered for this solicitation opportunity through their County Procurement Portal Vendor Account.

County reserves the right to send pre-Proposal conference information to any vendors or requesting individuals.

6. MULTI-STEP PROCESS

This is a single-step RFP; multi-step process information does not apply.

7. DEMONSTRATION INFORMATION

Demonstrations are not planned for this RFP.

8. GENERAL INFORMATION

8.1. About Los Alamos County. The Incorporated County of Los Alamos is situated at the foot of the Jemez Mountains on the Pajarito Plateau with an elevation ranging from 6,200 feet to 9,200 feet. Los Alamos is an incorporated county, established under a special provision of the State constitution, giving it both county and municipal authority and powers. Two distinct communities, Los Alamos Town site and White Rock, each with its own visitor center, are home to ~19,000 people. Los Alamos is mostly known for the historic accomplishments of its largest employer, Los Alamos National Laboratory, and continues to gain notice for its vast scenic assets and recreational opportunities. Visit the Los Alamos County website (www.losalamosnm.us) and the tourism website (www.visitlosalamos.org) for more information.

8.2. Unless otherwise defined, the following terms may be used interchangeably throughout this RFP:

“Offeror,” “Contractor,” and “Vendor” “Proposal,” “Response,” and “Submittal” “Software,” “Solution,” and “System” “Project” and “Services” “RFP” and “Solicitation”

8.3. The County invites Proposals from all qualified respondents. No Proposal may be withdrawn after the scheduled closing time. Proposals will not be accepted after the scheduled closing time. Please make note of the submittal requirements outlined in this solicitation. Read and follow the instructions carefully.

Include the required documents stated in this RFP as part of your submittal packet. Any misinterpretation or failure to comply with the submittal requirements could result in rejection of the Proposal. Proposal preparation is at the Offeror’s expense.

8.4. Any change(s) to the solicitation will be conveyed through the written addenda process. Read carefully and follow all instructions provided on any addendum, as well as the instructions provided in the original solicitation. Offerors are expected to acknowledge receipt of addenda by submitting signed copies of addenda with the submitted Proposal.

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8.5. County reserves the right, at its sole discretion, to accept or reject any Proposals; to waive any and all irregularities in any or all statements or Proposals; to request additional information from any or all respondents; and to award a contract to the responsible Offeror whose Proposal is most beneficial to County. While County intends to execute a contract for the services listed herein, nothing in this document shall be interpreted as binding County to enter into a contract with any Offeror.

8.6. Proposals are Public Records. Pursuant to the New Mexico Inspection of Public Records Act, NMSA 1978, Chapter 14, Article 2, all materials submitted under this RFP shall be presumed and considered public records. Except to the extent any information may be protected by state or federal law, Proposals shall be considered public documents and available for review and copying by the public. County declines to sign any non-disclosure agreements or confidentiality agreements submitted by potential Offerors. If an Offeror fails to submit information requested in the RFP that Offeror considers to be confidential, the County reserves the right to find any Offeror’s Proposal non-responsive or non-responsible based on the information provided in or excluded from Offeror’s response.

8.7. The County contemplates a multi-term contract as a result of this RFP. The term of the contract may be for a period of up to seven (7) years. This is the written determination of the Chief Purchasing Officer that such a contract will serve the best interests of the County by promoting economies in County procurement.

8.8. Offerors are notified that they must propose pricing for each potential year of the contract. County may consider, but is under no obligation to accept proposed cost escalators (e.g., a proposed specific dollar amount) or a cost escalator mechanism (e.g., an annual percentage escalator or use of a Consumer Price Index or Producer Price Index) for future years of an agreement. Pursuant to County Ordinance, the use of a cost-plus-a-percentage-of-cost contract is prohibited.

8.9. Reserved.

8.10. Offerors are informed that State law requires that all foreign corporations (NMSA 1978 §53-17-5) and limited liability corporations (NMSA 1978 §53-19-48) procure a certificate of authority to transact business in the state prior to transacting business in the State of New Mexico.

8.11. The Chief Purchasing Officer has determined a preference is applicable to this solicitation. Offerors must submit a written request for preference, using the Request for Preference form provided through the County’s Procurement Portal, with a copy of the applicable state-issued preference certificate, with its Proposal to qualify for preference. Ref. County Code Section. 31-261(b) and Section13-1-21 NMSA 1978 et al.

9. PROPOSAL REVIEW AND EVALUATION

Proposals shall be handled so as to prevent disclosure of the identity of any Offeror or the contents of any Proposal to competing Offerors during the process of negotiation.

After the RFP has closed, Procurement Division staff prepares a register of Proposals containing the name of each Offeror, the number of modifications received, if any, and a description sufficient to identify the item offered. The register of Proposals is open to public inspection only after contract award.

Procurement Division staff releases Proposals to the Evaluation Committee. The Evaluation Committee reviews and evaluates the submittals. If interviews are conducted, they may only be for the purpose of clarification and may be used for adjusting the final score. Discussions may be conducted with responsible offerors who submit Proposals determined to be reasonably likely to be selected for award for the purpose of clarification to ensure full understanding and conformation with solicitation requirements for the purpose of obtaining best and final offers. For proposals that qualify for Preference, as described in the Request for Preference form provided through the County’s Procurement Portal, preference factors will be applied as applicable in accordance with the most current County Code Section 31-261(b) and NMSA 1978 Section 13-1-21 et al., as may be modified from time

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The Evaluation Committee Chairperson provides final evaluation results to the Procurement Division.

Award shall be made to the responsible Offeror whose Proposal is determined in writing by the Evaluation Committee to be the most advantageous to the County, taking into consideration the evaluation criteria set forth in the solicitation.

10. AWARD OF SOLICITATION

Following award of the solicitation, the successful Offeror will be required to execute a contract with County in accordance with the terms and conditions set forth in the Sample Agreement, which is provided through the County’s Procurement Portal. Offerors must identify any exception or other requirements, if any, to the terms and provisions in the Services Agreement, along with proposed alternative language addressing the exception. County, as a governmental entity, is subject to certain laws and prohibitions and may, but is not required to, negotiate changes in contract terms and provisions, but will not agree to language that is in violation of the law. The Agreement as finally agreed upon must be in form and content acceptable to County.

11. OBLIGATIONS OF FEDERAL CONTRACTORS AND SUBCONTRACTORS; CONTRACT CLAUSES

Federal Contractors and Subcontractors shall abide by applicable state and federal requirements, which may include but are not limited to all the provisions set forth in 29 CFR Part 471, Appendix A to Subpart A, and may be required to be included or incorporated by reference into the Agreement.

12. ILLEGAL ACTS

The County Procurement Code, Article 9, imposes remedies and penalties for violation of the County Code. In addition, New Mexico criminal statutes impose felony penalties for illegal bribes, gratuities, and kickbacks.

13. CERTIFICATION FORM REGARDING DEBARMENT, SUSPENSION, AND OTHER

RESPONSIBILITY MATTERS

Offerors are requested to complete the Certification Regarding Debarment, Suspension, and Other Responsibility Matters Form, provided through the County’s Procurement Portal, and submit with the Proposal. If this completed document is not included with the Proposal, it must be provided prior to the evaluations of the received Proposals, otherwise the Offeror’s Proposal will not be considered. This Form serves as a warrant of the Offeror’s responsibility and may not necessarily preclude the Offeror from consideration for award.

14. CAMPAIGN CONTRIBUTION DISCLOSURE FORM

A Campaign Contribution Disclosure Form is provided through the County’s Procurement Portal.

Offerors are requested to complete and submit with the Proposal. If the Form is not submitted with the Proposal, upon award, Contractor must submit this form prior to County’s obligation to pay for the services.

15. VERIFICATION OF AUTHORIZED OFFEROR

A Verification of Authorized Offeror Form is provided through the County’s Procurement Portal. Offerors are requested to complete and submit with the Proposal. This Form provides County with the name and information of the authorized Officer who can obligate the selected firm in providing the services to the County.

16. BACKGROUND INFORMATION RELATED TO THE SCOPE OF WORK OR SERVICES

The Los Alamos Performing Arts Center (“PAC”), located at 1670 Nectar Street, has roots tied directly to the history of Los Alamos and the Manhattan Project. The building originally served as a “mess hall” and gathering space during World War II for scientists and workers involved in the Manhattan Project.

The PAC has operated for decades as a community theater and performing arts venue. Today, the Performing Arts Center continues to serve as a community cultural venue supporting theater productions, concerts, classes, rehearsals, educational programs, and public events for residents. The facility reflects the County’s long-standing commitment to preserving historic structures while supporting arts, culture, education, and community engagement.

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17. SCOPE OF WORK OR SERVICES (“SCOPE”)

17.1. The selected Offeror (“Contractor”) will manage, staff, and operate a Performing Arts Center in the County-owned Facility at 1670 Nectar Street. Provide staffing levels sufficient to support daily operations, scheduled events, public safety, and facility access requirements.

17.2. Provide theatrical productions, including tools, furnishings and equipment, audio visual systems, costumes, wigs, theatrical properties, set flats, stage furniture and scripts, pre-show setup and post-show take down and clean up.

17.3. Provide community outreach and education in the dramatic arts and related subjects.

17.4. Provide appropriate staffing levels, including special events and functions that may require additional staff.

17.5. Conduct classes, programs, events and other performing arts related activities for all ages in the Performing Arts Center, and as appropriate, other locations with an emphasis on collaboration with County departments, local school district and other community organizations. Provide scholarships as appropriate.

17.6 Disseminate information weekly to the public regarding activities of the Performing Arts Center by use of the news media, social media, advertisements, and other appropriate means of announcing activities and events that are open to the public.

17.7 Actively promote Performing Arts Center programs and services to attract visitors and tourists to Los Alamos.

17.8 Provide custodial and janitorial services for the Performing Arts Center including all paper products, cleaning supplies, trash bags, and cleaning equipment. Such services will be provided as needed during use of the Performing Arts Center. This will include all cleaning of interior windows, doors, walkways and entrances, picking up trash, and arranging for building openings and closings.

17.9 Provide labor, services, supplies, and materials required for the general upkeep of landscaping and/or any non-County owned outdoor structures. Maintain appearance of the outdoor premises per County Code. The interval of maintenance needs to be at a minimum of monthly to include but not limited to weeding, picking up litter, leaves, and fallen limbs to have a neat and clean site.

17.10 Provide space management services to include promoting, marketing, scheduling and booking of the Performing Arts Center for public and private performing arts events and activities. Perform the set-up, take-down, and cleaning of the room.

17.11 Ensure access to the Performing Arts Center for County sanctioned activities, including, but not limited to, guided tours conducted by a County approved docent, at a minimum from 9:00 am to noon, Monday through Saturday No contractor staffing is necessary during these hours and the facility will generally be locked. County is responsible for providing building keys to the party(ies) responsible for the tours. The parties conducting the tour are responsible for monitoring tour group actions and securing the facility after the tour is completed.

17.12 Provide rental management of the Performing Arts Center. The Contractor may collect and retain reasonable facility rental fees for events and activities conducted by other parties. Fees will be used to defray building maintenance, utilities, janitorial costs and other such expenses.

17.13 Ensure no alteration of the historic walking tour sign that is installed on the premises. Report any acts of vandalism or required maintenance to County in a timely manner.

17.14 Assume payment of all utilities including internet and communications.

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17.15 Ensure access to the facility by County and its contractors for repair and maintenance and during planned improvements of the facility.

17.16 Secure and supervise the physical properties within any space or portion of related facilities including security systems, subject to County's decisions regarding maintenance, repair, and upkeep of said properties.

17.17 Provide snow removal for the Performing Arts Center, and the sidewalks and walkways adjacent to and around the building.

17.18 Maintain safety throughout the Performing Arts Center.

17.19 Comply with all Los Alamos County Building, Fire, and other applicable codes and coordinate any building improvements with appropriate County officials.

17.20 Assume payment of all utilities including internet and communications.

17.21 Maintain dedicated storage areas in the Performing Arts Center for: props, costumes and fabrics;

makeup and hair supplies; lighting and sound equipment; stage flats and set pieces; stage furniture;

and tools and maintenance equipment.

17.22 Perform repairs and/or maintenance which do not require a building permit.

17.23 CONTRACTOR DELIVERABLES: In general, the Contractor will provide quarterly progress reports covering services provided to Los Alamos County Community Services Department. These reports will include, but not be limited to:

17.23.1 The number and type of programs and services provided, including participation and attendance levels for each program or service.

17.23.2 Details of how services have increased visitation to the Los Alamos area with numbers representing the increased visitation, if applicable;

17.23.3 Details on outcome-based results for the scope of work;

17.23.4 A narrative summary of services, displays, exhibits, programs, events, and other activities conducted under the scope of work;

17.23.5 A report on the coordination and use of volunteer efforts related to the scope of work, including the number of volunteers and estimated volunteer hours contributed;

17.23.6 A description of opportunities provided for youth and adult participant feedback regarding programs and services. Include how feedback was evaluated and incorporated into the development or modification of programs and services;

17.23.7 A description of collaborative efforts, public outreach activities, and coordination of programs, events, and activities with local organizations developed in relation to the scope of work, including any partnership outcomes, if applicable.

17.24 PREMISIS:

17.24.1 County will license the use of the Performing Arts Center and surrounding physical grounds (approximately 1 acre) located at 1670 Nectar Street, Los Alamos, NM 87544, excluding 17th Street and the soccer field, for the entirety of the Agreement to the Contractor in order to carry out the services rendered to the County in the Agreement.

The Contractor will have not any estate or property interest in the Premises, and the privilege to use the Premises will terminate upon termination of the Agreement.

17.24.2 Contractor will not make any alterations, additions, or improvements to the Premises, or to any County property contained thereon, excluding the grounds, without the prior

Template Version: 20260422 written consent of County. Title to all alterations, additions, or improvements to the Premises will vest in County, except as otherwise authorized in writing by County.

17.24.3 For any work done on the Premises that will require a building permit from the County Community Development Department, or from the New Mexico Construction Industries Division, Contractor will be responsible for obtaining the permit and will first provide to County the complete and detailed proposed plans and specifications for the proposed changes to the Premises (“Complete Plans and Specifications”). The Complete Plans and Specifications will conform to Contractor’s contractual use of the Premises. County will provide Contractor with written notice of its approval or disapproval after the timely receipt of the Complete Plans and Specifications. If County disapproves of the Complete Plans and Specifications, it will notify Contractor of any matters as to which the Complete Plans and Specifications fail to conform to County’s construction requirements or otherwise fail to meet with reasonable approval.

17.24.4 Contractor will obtain approval of the Complete Plans and Specifications for the Premises from all government agencies and a copy of the Complete Plans and Specifications, as approved, will be dated and initialed by both Contractor and County.

Any work done on the Premises by Contractor will not commence unless and until County has authorized the use, and only to the extent and on the conditions specified by County in writing.

17.25 COMPENSATION: In consideration of the Services rendered by the Contractor, the County will license the use of the Performing Arts Centers and surrounding physical grounds located at 1670 Nectar Street, Los Alamos, NM 87544 for the entirety of the agreement to the Contractor for the purpose of carrying out the services rendered to the County in THE Agreement. The Contractor will have not any estate or property interest in the Premises, and the privilege to use the Premises will terminate upon termination of the agreement

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18. PROPOSAL FORMAT AND RESPONSE COMPONENTS

18.1. Offerors must submit a Proposal to the County in the format described herein, subject to Section 8.5, and through the County’s Procurement Portal. Information provided in the Proposal may be used in the contract between the successful Offeror and the County.

18.2. To facilitate the review process, unless otherwise stated herein, County’s preference, though not a requirement, is that Proposals be limited to fifty (50) pages, not including exhibits, attachments, or marketing materials; that Proposals are 8.5 x 11-inch format; and that general marketing materials should not exceed ten (10) pages.

18.3. Unless otherwise specified herein or on the County’s Procurement Portal, Proposal documents should be submitted in PDF format.

18.4. For uniformity in the Proposal review process, please sequence Proposals as shown below using the same header names as below. Additional information may be included by Offerors in attachments, provided that Proposals include and address, in the sequence requested, the elements requested in the Proposal Format and Scope.

18.5. Whenever describing Offeror’s ability to provide the services described in the Scope, reference the header for that section and restate the section to which Offeror is responding.

18.6. As determined acceptable by the evaluation committee, the successful Offeror will be selected to provide some or all of the services described herein, to meet the County’s needs. Offerors are expected to identify in their Proposals any modifications to the proposed Scope that may be deemed necessary or might aid in successfully delivering services

18.7. Proposal Response Components. Responses should include the following Proposal Response Components:

Sect.

No. Section Title

Submission Information

(In addition to any other information requested herein.)

1 Cover Sheet (One page only)

1. Provide the full legal name of the Contractor who will execute the contract, and the name, phone number, and e-mail address of the primary person responsible for responding to questions and communication related to the RFP.

2. Reference the RFP number and name.

Cover Letter and

Executive Summary (One page only)

1. Describe in summary fashion the history and purpose of your organization.

2. Include qualifications and a narrative description of the characteristics that set the Offeror apart such as unique examples of service or added value, and any recognition or endorsements received.

3. Provide a clear, concise overview of Offeror’s Proposal.

Previous and Current Clients

1. The County reserves the right to contact some or all of the previous or current clients to verify any information provided and to request that they provide additional information.

2. Using the Request for Client Information Form provided on the County’s Procurement Portal, provide a minimum of 3 previous or current clients where similar services were performed in the last 3-5 years.

3. Previous or current client information should include company name, address, e-mail address, contact name, position, telephone number, the period during which services were provided and a description of

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Sect.

No. Section Title

Submission Information

(In addition to any other information requested herein.)

the services provided and final outcome of Offeror’s engagement with the client.

Applicable Industry

Standards, Laws, and Regulations

1. It is expected that Offerors have knowledge of and comply with all applicable industry standards, laws, and regulations.

2. Describe Offeror’s understanding and ability to comply with applicable industry standards, laws, and regulations.

3. Describe any required valid licenses, permits, trainings, and certifications Offeror possesses to perform the requested services.

4. Confirm that Offeror is properly authorized to conduct business in the State of New Mexico and briefly describe those authorizations (e.g., Offeror possesses a New Mexico Business License issued by the New Mexico Secretary of State).

Description of Services and Ability to Provide the

Scope of Work or Services

1. Use the headers from the Scope of Work in the response.

2. Summarize, in narrative form, Offeror’s understanding of the requested Services, and describe Offerors process, planning methodology, approach and ability to fulfill the Scope of Services and identify any modifications to the proposed Scope of Services that may be deemed necessary or may aid in successfully delivering the Services described.

3. Identify and describe any known constraints in fulfilling the Scope of Services as described.

4. Describe responsibilities of Contractor versus County for each item under Scope of Services.

5. Identify any deliverables.

6. Provide detailed information for any optional services not otherwise described in the Scope of Services, defined clearly as individual items, and provide a narrative to describe the optional services.

Responsiveness to

Community Needs/Past Record of Performance

1. Describe your organization’s constituency.

2. Describe the anticipated number of individuals and/or family units that will attend your programs and activities during the contract year.

3. Provide a summary of your organization's experience within the past three (3) years in providing the type of services requested here.

Include accomplishments with highlights of the past three (3) years.

7 Maintenance

1. Identify plans for providing custodial and janitorial services and supplies.

2. Identify plans for providing exterior landscape maintenance and snow removal.

3. Include list of sub-contract work.

8 Organizational Structure

1. Include a list of all staff positions that will be providing services under a contract, their job status (full-time/part-time), staff qualifications and certifications, licenses and affiliations as appropriate.

2. If applicable, describe the board of directors or governing body. List the names, addresses and phone numbers of current members with officers and terms identified.

3. Include a copy of your organization's current functional organizational chart, including reporting relationships and all staff positions.

4. Include a summary of the number of volunteers in your organization and their roles, if applicable.

5. Using the Proposer Questionnaire available in the County’s Procurement Portal, complete the questions and upload the completed Questionnaire with the submission.

9 Fiscal and Administrative Capacity

1. For non-profit agencies, include a copy of your organization’s most recent annual budget. Include a description of major revenue

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Sect.

No. Section Title

Submission Information

(In addition to any other information requested herein.)

sources and any pending funding applications and the status of each. Private individuals and for-profit companies will include a narrative describing fiscal and administrative capacity.

2. Describe your organization’s long-term funding strategy and efforts to obtain non-County funds. Identify any in-kind contributions.

3. Non-profit organizations will attach a copy of the organization’s most current balance sheet and income statement.

4. Attach a copy of your current fee schedule, if applicable, and provide a narrative describing how fees are established, updated, and whether they use a sliding scale.

10 Program Evaluation

1. Describe how your organization will gather data, monitor, and evaluate performance and effectiveness throughout each year.

Identify specific measurements related to program objectives and any outcome-based results tracked.

2. Describe how participant input and feedback are collected and incorporated into new and existing programs.

11 Public Relations and Collaboration

1. Describe your organization’s efforts to market/advertise programs and services.

2. Describe the outreach function of your organization and how it identifies and communicates with its constituency. If applicable, provide the web address(es).

3. Describe all media types used for publicity, marketing, and outreach (print, radio, internet, social media, etc.).

4. Describe how your organization participates in community-wide collaboration (coalitions, councils, interagency projects, networking).

Include brief descriptions of collaborative events or programs.

Submission of County’s Standard Sample Service

Agreement with Deviations or Exceptions Noted or Statement of No Deviations or Exceptions.

1. Offeror must note in their response any deviations or exceptions, if any, to the County’s Standard Sample Services Agreement, provided on the County’s Procurement Portal. Provide the original language with the County’s standard terms and any suggested edits; or

2. Alternatively, state that Offeror has no deviations or exceptions.

3. Offerors should provide with their Proposal any of their own standard contractual terms or provisions the County will be asked to consider if Offeror is selected for award. This may include, but is not limited to, such things as a sample Master Services Agreement or Licensing Agreement and any additional governing documents referenced within those sample standard agreements. Offerors should note if their own standard contractual terms or provisions conflict with those provisions provided in the County’s Sample Services Agreement.

4. The County may consider, but is under no obligation to accept, any of Offeror’s contractual terms or provisions included in Offeror’s Proposal.

Additional Documents to Submit with Proposals

In addition to all other components requested herein, submitted Proposals should include, but may not be limited to the following. If a document is required, it will be noted as such in the County’s Procurement Portal, and Offerors will be unable to submit Proposals without all required documents.

1. Certification Regarding Debarment, Suspension, and other Responsibility Matters

2. Campaign Contribution Disclosure Form

3. Verification of Authorized Offeror

4. Request for Preference Form

5. Signed copies of any addenda issued.

Template Version: 20260422

19. EVALUATION CRITERIA

Responsible Offeror means a person who has been determined by the Chief Purchasing Officer or evaluating committee to have the capability in all respects to perform fully the contract requirements, and the integrity and reliability which will assure good faith performance.

Responsive Offeror means a person who has submitted an offer that conforms in all material respects to the requirements set forth in the RFP.

Criteria Weighted Points

1 Responsiveness to Community/Past Record to Perform 30

2 Maintenance 20

3 Organizational Structure 10

4 Fiscal and Administrative Capacity 10

5 Program Evaluation 15

6 Public Relations and Collaboration 15

Total Score 100

There is no price component to this RFP; there is no relative weight of price contained in the evaluation factors.