11-Addendum 2 - RFP26-05 Tourism Marketing Services FINAL.pdf
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- Attached to
- Tourism Marketing Services
- Solicitation number
- RFP26-05
- Issued by
- Los Alamos County, New Mexico
About this file
This is an Addendum No. 2 for a Request for Proposal (RFP26-05) issued by the Incorporated County of Los Alamos Procurement Division for Tourism Marketing Services. The addendum provides details about an additional pre-proposal conference scheduled for July 17, 2025 at 1:00 P.M. MDT, with an extended due date for questions until July 29, 2025 at 2:00 P.M. MDT. The document includes a list of attendees from a previous non-mandatory pre-proposal conference and addresses various questions from potential bidders about the proposal requirements, such as sample marketing strategies, contract approval thresholds, and evaluation criteria.
The current budget appropriation for fiscal year 2026 is $132,500, with the County reserving the right to modify this amount. The proposed marketing services should include advertising expenses and influencer fees, with an additional $15,000 anticipated for New Mexico Tourism Department (NMTD) advertising. The County's marketing focus is primarily on day-trippers and markets with direct flights to New Mexico, including Denver, Dallas, and Phoenix. The marketing team consists of a Marketing Specialist and oversight from the Economic Development Administrator, with the primary target being to maintain and grow hotel stay numbers by leveraging the County's historical significance related to the Manhattan Project and outdoor recreation opportunities.
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ADDENDUM
Incorporated County of Los Alamos Procurement Division
101 Camino Entrada, Building 3 Los Alamos, NM 87544
This Addendum forms a part of the Solicitation documents and modifies the original Solicitation documents, as stated herein. All other provisions of the Solicitation documents remain unchanged. This Addendum is hereby made a part of the Solicitation documents to the same extent as those provisions contained in the original documents and all itemized listings thereof.
GENERAL INFORMATION
To: All holders of Solicitation documents for the below-referenced Solicitation.
Date: July 9, 2025
Addendum No.: No. 2
Solicitation No.: RFP26-05
Solicitation Title: Tourism Marketing Services
Contact Name: Derrill Rodgers
Contact Title: Deputy Chief Purchasing Officer
Contact Phone No.: 505.663.3507
Contact E-Mail: derrill.rodgers@losalamosnm.gov
ACKNOWLEDGEMENT
Respondents are requested to acknowledge receipt of this Addendum by submitting a signed copy of page one (1) of this Addendum with Respondent’s Bid or Proposal. Pursuant to NMSA 1978 §14-16-7, this acknowledgement may be signed by electronic signature.
I hereby acknowledge receipt of this Addendum.
Name: Date:
Title: Signature:
Company:
(This space intentionally left blank)
MODIFICATIONS TO THE SOLICITATION AND/OR Q&A
Please note the modifications to the Solicitation and/or questions received and County’s answers.
Ref.
No.
Modification and/or Question Answers
1 An additional pre-proposal conference is being held, July 17, 2025 1:00 P.M. MDT. Utilize the following link to attend: https://tinyurl.com/yvv8r442
2 The due date for questions has been extended to July 29, 2025 at 2:00 P.M. MDT.
3 The video from the Pre-Proposal Conference held on July 8, 2028 may be accessed via the following link: https://losalamosnm.egnyte.com/fl/38PXQc9pvDpV
See below the attendance list from the Non-Mandatory Pre-Proposal Conference held July 8, 2025.
Name Entity Derrill Rodgers Los Alamos County - Procurement
Ellyn Felton Los Alamos County - Community Development
Shanna Sasser Los Alamos County - Community Development
Melinda Bucher 3 Advertising Robin Shattler North Star Place Branding + Marketing Nick Nunez Mariposa Marketing Angela McKendree Halo Effect Marketing Bridget Lera The Abbi Agency Heather Gramm PRR Strategies Jeremy Crisp Nail Communications
The proposal format includes a requirement for a sample marketing strategy, would a sample from a prior client be acceptable or would this be a preliminary plan for Los Alamos?
Respondents may either develop a strategy describing what the firm would offer for the County or utilize a marketing strategy which was developed for a previous client.
The RFP document lists a requirement for approval by County Council for contracts exceeding $300,000, is it assumed that the awarded contract would exceed that amount?
As described in Addendum 1, The current budget appropriation for FY26 is $132,500.00.
The County reserves the right to modify this amount at any time for any reason and to award a contract to an Offeror whose proposal best meets the County’s need, regardless of the amount stated in this Addendum. It is anticipated that the desired three-year term would require Council Approval, the threshold applied to the Total-Not-to-Exceed amount of an Agreement.
The evaluation criteria includes fifteen (15) points for cost, is that against the hourly rate or against the Overall Budget?
The points will be allocated in evaluation of the total cost of the proposal.
https://tinyurl.com/yvv8r442 https://losalamosnm.egnyte.com/fl/38PXQc9pvDpV
Ref.
No.
Modification and/or Question Answers
Is the desire that the annual proposed amount include influencer fees or advertising fees?
The proposed amount should be inclusive of advertising expenses to include influencer fees. Reimbursable fees will be included in the Total-Not-to-Exceed amount of an Agreement.
Does the County have existing assets like video or photography assets that your chose agents might be able to use?
The County utilizes SmugMug as our DAM (Digital Asset Management) for Photography Assets, in quite a large capacity. You can view these online at https://losalamoscountyimages.smugmug.com/ to help understand the quantity of our current assets. The County’s Marketing Specialist is also able to assist with obtaining photos of events or attractions. With regards to video assets, the availability is currently limited. The County Public Information staff are working to expand the amount of video assets the County has available. Currently the County has 25-40 short videos captured by the Marketing Specialist.
What is the size of the marketing team for the County, and who will be involved in approving the agency’s work?
The marketing team consists of the Marketing Specialist with and the oversight of the Economic Development Administrator. The primary contact with oversight responsibility for the Agreement will be the Marketing Specialist, as the Contract Manager. As needed, the Economic Development Administrator will provide oversight as well.
Does the County have a predetermined geographic radius that it wishes to focus on such as driving distance or direct flights to Albuquerque? Where does the County wish to invest its influence?
The County tracks activity for hotel stays, and part of the scope is to maintain consistency of and grow that number. The primary focus has been on day trippers and markets with direct flights into the state to include Denver, Dallas, and Phoenix.
Does the County want to focus on any specific segments? Day Trippers, Weekend Warriors, RVers, Week Long Vacationers.
The County has seen a focus of visitation driven by the history of Los Alamos and the Manhattan Project and for outdoor recreation. However, the County encourages Offerors to make suggestions on the type of demographics to pursue and what approach may be best suited to the County.
Can you expand on the New Mexico Tourism Department (NMTD) match will we anticipate a 198K budget?
The awarded Contractor can anticipate an annual advertising expense in the amount of $15,000 for NMTD. This amount should be included in the annual amount for the services proposed.
https://losalamoscountyimages.smugmug.com/
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