2021-02-401 Engineering Services.pdf

SOCORRO COUNTY

REQUEST FOR PROPOSAL

NO. 2021-02-401

Engineering Services

June 2021

NIGP Commodity Code: 92500

Socorro County RFP 2021-02-401

Table of Contents

I. INTRODUCTION

A. PURPOSE OF THIS REQUEST FOR PROPOSALS

B. SCOPE OF WORK

C. SCOPE OF PROCUREMENT

D. PROCUREMENT MANAGER

E. DEFINITION OF TERMINOLOGY

F. PROCUREMENT LIBRARY

II. CONDITIONS GOVERNING THE PROCUREMENT

A. SEQUENCE OF EVENTS

B. EXPLANATION OF EVENTS

1. Issue RFP

2. Return of “Acknowledgment of Receipt” Form for Distribution List

3. Pre-Proposal Conference

4. Deadline to submit additional written questions

5. Response to written questions/RFP Amendments

6. Submission of Proposal

7. Proposal Evaluation

8. Notification of Finalists

9. Best and Final Offers

10. Oral Presentations

11. Contract Negotiations

12. Contract Award

13. Protest Deadline

C. GENERAL REQUIREMENTS

1. Acceptance of Conditions Governing the Procurement

2. Incurring Cost

3. Prime Contractor Responsibility

4. Subcontractors

5. Amended Proposals

6. Offerors' Rights to Withdraw Proposal

7. Proposal Offer Firm

8. Disclosure of Proposal Contents

9. No Obligation

10. Termination

11. Sufficient Appropriation

12. Legal Review

13. Governing Law

14. Basis for Proposal

15. Contract Terms and Conditions

16. Offeror’s Terms and Conditions

17. Contract Deviations

18. Offeror Qualifications

19. Right to Waive Minor Irregularities

20. Change in Contractor Representatives

21. Notice

22. County Rights

23. Right to Publish

24. Ownership of Proposals

25. Ambiguity, Inconsistency or Errors in RFP

26. Competition

27. Use by Other Government Entities

28. Confidentiality

29. Electronic mail address required

30. Use of Electronic Versions of this RFP

31. Insurance

III. RESPONSE FORMAT AND ORGANIZATION

A. NUMBER OF RESPONSES

B. NUMBER OF COPIES

C. PROPOSAL FORMAT

1. Proposal Organization

2. Letter of Transmittal Form

3. Other Supporting Materials

IV. SPECIFICATIONS

A. INFORMATION

1. Response to Requirements

B. MANDATORY REQUIREMENTS

1. Letter of Transmittal Form (0 Points)

2. Professional Qualifications (200 Points)

3. Specialized Design and Technical Competence (150)

4. Experience (300 Points)

5. Current Volume of Work with Socorro County (25)

6. References (100 Points)

7. Familiarity with Socorro County (100 Points)

8. Communication Challenges (50 Points)

9. Capability and Agreement to Perform (0 Points)

10. Oral Presentation (25 Points)

11. Campaign Contribution Disclosure Form (0 Points)

C. DESIRABLE REQUIREMENTS

1. Local Office (30 Points)

2. Amount of Work Produced by a New Mexico Business (25 Points)

V. EVALUATION

A. EVALUATION POINT SUMMARY

B. EVALUATION FACTORS

C. MANDATORY REQUIREMENTS

1. Letter of Transmittal Form (0 Points)

2. Professional Qualifications (200 Points)

3. Specialized Design & Technical Competence (150 Points)

4. Experience (300 Points)

7. Current Volume of Work for Socorro County (25 Points)

8. References (100 Points)

9. Familiarity with Socorro County (100 points)

10. Communication Challenges (50 points)

11. Capability and Agreement to Perform (0 Points)

12. Oral Presentation (20 Points)

13. Campaign Contribution Disclosure Form (0 Points)

D. DESIRABLE REQUIREMENTS

1. Local Office (30 Points)

2. Amount of Work Produced by a New Mexico Business (25 Points)

E. EVALUATION PROCESS

APPENDIX A

ACKNOWLEDGEMENT OF RECEIPT FORM

APPENDIX B

AGREEMENT FOR GENERAL ENGINEERING SERVICES

SECTION A - GENERAL PROVISIONS

SECTION B - ENGINEERING SERVICES

SECTION C - ADDITIONAL ENGINEERING SERVICES

SECTION D - SPECIAL PROVISIONS

APPENDIX C

LETTER OF TRANSMITTAL FORM

APPENDIX D

CAMPAIGN CONTRIBUTION DISCLOSURE FORM

APPENDIX E

COST RESPONSE FORM

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I. INTRODUCTION

A. PURPOSE OF THIS REQUEST FOR PROPOSALS

The County of Socorro, State of New Mexico, on behalf of the Socorro County Board of County Commissioners, seeks competitive sealed proposals from qualified and experienced professional engineering consulting firms with whom to establish a contract for On Call Consulting and Engineering Services. The consulting firm shall provide a range of planning, design, engineering and construction support tasks on an as-needed basis to assist Socorro County in the execution of projects.

B. SCOPE OF WORK

The successful offerer will be legally licensed and registered by the state of New Mexico as well as registered federally through the System for Award Management (www.sam.gov) and will provide a full range of planning, engineering and construction support services on an as-needed basis. The Consultant team shall be capable of providing some or all consulting support services for capital, maintenance and operational enhancement projects as listed below:

1. Preliminary design, final design, bidding and negotiating and construction phase services;

2. Construction, design, expansion, repair and modification of county road projects;

3. Assist with the procurement of engineering and design professionals in specialty fields (i.e. bridge engineers, traffic engineers, structural engineers, etc.)

4. Assist with the procurement, of construction contractors including but not limited to bidding and negotiations;

5. Assessment and improvements of existing roads and facilities;

6. Road System evaluations and studies;

7. Planning and environmental studies and reports;

8. Cost estimating;

9. Design reviews and value engineering;

10. Survey and Geotechnical investigation;

11. Surveying services;

12. Project Management; and

13. Construction Engineering.

The Successful Offerer shall be responsible for, but not limited to, the following tasks:

1. Provide detailed task order scope and cost proposals as required by Socorro County;

2. Provide clarifications to proposal as requested;

3. Comply with Federal, State and jurisdiction regulations and procedures including grant requirements for the assigned projects, including but not limited to implementation of Community Development Block program funds administered through the State of New Mexico; and

4. Comply with terms and scope of executed Task Orders.

C. SCOPE OF PROCUREMENT

The duration of the professional services contract resulting from this RFP shall be for one (1) year from the date of award. This Contract will automatically renew on an annual basis, for up to three (3) additional one (1) year terms unless terminated as provided by this Contract or law. In accordance with Section 13-1-150 NMSA 1978, no term for a professional services contract, including extensions and renewals, shall exceed four (4) years, except as set forth in Section 13- 1-150 NMSA 1978. This procurement will result in a single source award. Contract award is expected on or about Tuesday, August 24, 2021.

D. PROCUREMENT MANAGER

The County of Socorro has designated a Procurement Manager who is responsible for this procurement and whose name, address, and telephone number are listed below. Any inquiries or requests regarding this procurement should be submitted to the Procurement Manager in writing.

Offerors may contact ONLY the Procurement Manager regarding the procurement. Other County employees do not have the authority to respond on behalf of the County of Socorro.

Sammie Vega-Finch Socorro County Purchasing

Delivery Address (Including proposal delivery):

210 Park Street, Socorro NM 87801

Mailing Address:

P.O. Box I, Socorro, NM 87031

Phone: (575) 835-0589 Fax: (575)835-4629

E-mail: svega@co.socorro.nm.us

NOTE: All deliveries via express carrier (INCLUDING PROPOSAL DELIVERY) should be addressed to Sammie Vega-Finch’s Delivery Address, above.

E. DEFINITION OF TERMINOLOGY

This section contains definitions that are used throughout this procurement document, including appropriate abbreviations.

“Board of County Commissioners” (also “BCC”) means the elected board in whom all powers of the municipality are vested and who are responsible for the proper and efficient administration of the municipal government.

"Close of Business" means 5:00 P.M. Mountain Standard Time (MST) or Mountain Daylight Time (MDT), whichever is in effect on the date specified.

"Contract" or “Agreement” means a written agreement for the procurement of items of tangible personal property or services.

"Contractor" means a successful offeror who enters into a binding contract.

"County" means the County of Socorro, State of New Mexico.

"Determination" means the written documentation of a decision of the procurement manager including findings of fact required to support a decision. A determination becomes part of the procurement file to which it pertains.

“Desirable" refers to the terms "may", "can", "should", "preferably" or "prefers" which identify a desirable or discretionary item or factor. (As opposed to a “mandatory” item or factor.)

"Evaluation Committee" means a body appointed by County management to perform the evaluation of offeror proposals.

"Evaluation Committee Report" means a report prepared by the Procurement Manager and the Evaluation Committee for submission to appropriate approval authorities for contract award that contains all written determinations resulting from the conduct of a procurement requiring the evaluation of competitive sealed proposals.

"Finalist" is defined as an offeror who meets all the mandatory specifications of this Request for Proposal and whose score on evaluation factors is sufficiently high to merit further consideration by the Evaluation Committee.

"Mandatory" refers to the terms "must", "shall", "will", "is required" or "are required" which identify a mandatory item or factor. (As opposed to a “desirable” item or factor.) Failure to meet a mandatory item or factor will result in the rejection of the offeror's proposal.

"Offeror" is any person, corporation, or partnership who chooses to submit a proposal.

"Procurement Manager" means the person or designee authorized by the County to manage or administer a procurement requiring the evaluation of competitive sealed proposals.

"Procuring agency of the County" means the department or other subdivision of the County of Socorro that is requesting the procurement of services or items of tangible personal property.

"Purchase Order” or "PO" means the document which directs a contractor to deliver items of tangible personal property or services pursuant to an existing, valid contract.

"Purchasing” means the County of Socorro Purchasing Office or the Socorro County Purchasing Agent.

"Purchasing Agent" or "PA" means the Purchasing Agent for the County of Socorro.

"Request for Proposals" or "RFP" means all documents, including those attached or incorporated by reference, used for soliciting proposals.

"Responsible Offeror" means an offeror who submits a responsive proposal and who has furnished required information and data to prove that their financial resources, production or service facilities, personnel, service reputation and experience are adequate to make satisfactory delivery of the services or items of tangible personal property called for in this proposal.

"Responsive Offer" or "Responsive Proposal" means an offer or proposal which conforms in all material respects to the requirements set forth in the request for proposals. Material respects of a request for proposals include, but are not limited to, price, quality, quantity and delivery requirements.

“Statement of Compliance” and “Statement of Concurrence” mean an express statement, by the offeror in their proposal, that they agree with and agree to the stated requirement(s). Possible examples of acceptable responses include “The [NAME HERE Company] agrees to comply with this requirement.” and “The [NAME HERE Company] concurs with this requirement.”

F. PROCUREMENT LIBRARY

The Procurement Library consists of the following documents which may be accessed by their associated Internet links:

The Procurement Library consists of the following documents which may be accessed by their associated Internet links:

- New Mexico Procurement Code http://www.nmonesource.com/nmnxtadmin/NMPublic.aspx

- Socorro County Procurement Policy: 2021-37 http://www.socorrocounty.net/departments/manager/policies-of-socorro-county

- New Mexico Veterans/In-State Preference http://www.tax.newmexico.gov/Businesses/Pages/In-StatePreferenceCertification.aspx

- Socorro County Local Option Procurement Preference Ordinance: 2013-003 http://www.socorrocounty.net/Public-Information/Ordinances

- Socorro County Procurement Forms http://www.socorrocounty.net/departments/finance/purchasing/purchasing-ap-forms-1

- Socorro County Bid Documents http://www.bidnetdirect.com//socorro-county (Bidders will need to register online with New Mexico Bid System to access all documents for this bid) http://www.nmonesource.com/nmnxtadmin/NMPublic.aspx http://www.socorrocounty.net/departments/manager/policies-of-socorro-county http://www.tax.newmexico.gov/Businesses/Pages/In-StatePreferenceCertification.aspx http://www.socorrocounty.net/Public-Information/Ordinances http://www.socorrocounty.net/departments/finance/purchasing/purchasing-ap-forms-1 http://www.bidnetdirect.com/socorro-county

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II. CONDITIONS GOVERNING THE PROCUREMENT

This section of the RFP contains the schedule for the procurement, describes the major procurement events and contains the general requirements governing the procurement.

A. SEQUENCE OF EVENTS

The Procurement Manager will make every effort to adhere to the following schedule:

ACTION RESPONSIBILITY DATE

1. Issue RFP Procurement Manager (PM) June 17, 2021

2. Return of “Acknowledgment of Receipt” Form for Distribution List

Potential Offerors (PO) June 25, 2021

3. Pre-Proposal Conference PM, PO June 28, 2021 @ 11am

4. Deadline to Submit Additional Questions

PO July 2, 2021

5. Response to Written Questions/ RFP Amendments

PM July 7, 2021

6. Submission of Proposal Offerors July 21, 2021 @ 11am

7. Proposal Evaluation Evaluation Committee (EC) July 22 – July 26, 2021

8. Notification of Finalists (If desired)

EC July 28, 2021

9. Best & Final Offer (If requested) Offerors August 4, 2021

10. Oral Presentations (If requested) Offerors August 9, 2021

11. Contract Negotiations (If needed)

Tentative winner/County August 11, 2021

12. Contract Award* Purchasing Agent/BCC* August 24, 2021

13. Protest Deadline Offerors September 8, 2021

*Contract award is subject to approval of the Board of County Commissioners.

B. EXPLANATION OF EVENTS

The following paragraphs further detail the activities listed in the sequence of events shown in Section II, Paragraph A.

1. Issue RFP

This RFP is being issued by the Socorro County Purchasing Agent on behalf of the County of Socorro. The RFP can be accessed online at http://www.bidnetdirect.com//socorro-county.

2. Return of “Acknowledgment of Receipt” Form for Distribution List

Potential offerors should hand deliver or return by facsimile or e-mail or registered or certified mail the “Acknowledgement of Receipt” form that accompanies this document (See Appendix A) to have their organization placed on the procurement distribution list. The form should be signed by an authorized representative of the organization, dated and returned by the close of business on the date indicated in Section II.A (Sequence of Events), above.

The procurement distribution list will be used to notify those that submitted the form of any written responses to questions and any RFP amendments. Failure to return this form shall constitute a presumption of receipt and rejection of the RFP, and the potential offeror's organization name shall not appear on the distribution list.

3. Pre-Proposal Conference

• A Pre-Proposal Conference will be held on the date indicated in Section II.A (Sequence of Events), above at 11:00 A.M. MST at the Socorro County Annex Building at 198 Neel Avenue, Socorro NM. Potential offerors are encouraged to submit written questions in advance of the conference to the Procurement Manager (See Section I, Paragraph D).

The identity of the organization submitting the question(s) will not be revealed.

Additional written questions may be submitted at the conference. All written questions will be addressed at the conference. A public log will be kept of the names of potential offerors that attended the Pre-Proposal Conference.

Attendance at the Pre-Proposal Conference is not a prerequisite for submission of a proposal but is highly recommended as questions will be answered.

4. Deadline to submit additional written questions

Potential offerors may submit additional written questions as to the intent or clarity of this RFP until 5:00 PM MDT on the date indicated in Section II.A (Sequence of Events), above. All written questions must be sent by e-mail to the Procurement Manager (See Section I, Paragraph D.)

5. Response to written questions/RFP Amendments

Written responses to written questions and any RFP amendments will be posted to New Mexico Bid Net at http://www.bidnetdirect.com//socorro-county.

Notification of such posting shall be provided to all potential offerors that have returned the “Acknowledgement of Receipt” Form found at Appendix A. A new “Acknowledgement of Receipt” Form will accompany the posted distribution package.

The form should be signed by the offeror's representative, dated, and hand-delivered or returned by facsimile or e-mail or by registered or certified mail by the date indicated thereon. Failure to return this form shall constitute a presumption of receipt and withdrawal from the procurement process.

6. Submission of Proposal

OFFEROR PROPOSALS MUST BE RECEIVED FOR REVIEW AND EVALUATION

BY THE PROCUREMENT MANAGER OR DESIGNEE NO LATER THAN 11:00

AM MDT ON THE DATE INDICATED IN SECTION II.A (SEQUENCE OF

EVENTS), ABOVE. PROPOSALS RECEIVED AFTER THIS DEADLINE FOR

ANY REASON WILL NOT BE ACCEPTED OR CONSIDERED.

The date and time of receipt will be recorded on each proposal. Proposals must be addressed and delivered to the Procurement Manager at the delivery address listed in Section I, Paragraph D. Proposals must be sealed and should be labeled on the outside of the package to clearly indicate that they are in response to the “Engineering Services RFP”, should reference “RFP #2021-02-401” and should indicate the deadline for receipt (due date and time.) Proposals submitted by facsimile or other electronic means WILL

NOT BE ACCEPTED.

A public log will be kept of the names of all offerors submitting proposals. Pursuant to Section 13-1-116 NMSA 1978, the contents of any proposal shall not be disclosed to competing offerors prior to contract award.

7. Proposal Evaluation

The evaluation of proposals will be performed by an Evaluation Committee appointed by County management. This process will take place during the time period indicated in Section II.A (Sequence of Events), above. During this time, the Procurement Manager may at his option initiate discussions with offerors who submit responsive or potentially responsive proposals for the purpose of clarifying aspects of the proposals, but proposals may be accepted and evaluated without such discussion. Discussions SHALL NOT be initiated by the Offerors.

8. Notification of Finalists

The Evaluation Committee may select and the Procurement Manager may notify finalist offerors on the date indicated in Section II.A (Sequence of Events), above. Only finalists will be invited to participate in the subsequent steps of the procurement. The Evaluation Committee reserves the right not to utilize the finalist process if they deem it in the best interest of the County.

9. Best and Final Offers

Finalists may be asked to submit revisions to their proposals for the purpose of obtaining best and final offers on the date indicated in Section II.A (Sequence of Events), above.

10. Oral Presentations

Finalist Offerors may be required to make an oral presentation to the Evaluation Committee. If so required, the Procurement Manager will schedule the time for each Offeror’s presentation. All presentations will be made at the Socorro County Annex Building at 198 Neel Avenue, Socorro NM 87801. Each presentation will be limited to a fixed amount of time as designated by the Procurement Manager in the Oral Presentation requirement notification.

11. Contract Negotiations

If necessary, contract negotiations shall commence with the most advantageous offeror no later than the date indicated in Section II.A (Sequence of Events), above. In the event that mutually agreeable terms cannot be reached within the time specified, the County reserves the right to finalize a contract with the next most advantageous offeror without undertaking a new procurement process.

12. Contract Award

After review of the Evaluation Committee Report and the tentative contract, the Purchasing Agent anticipates the Board of County Commissioners will award the contract on the date indicated in Section II.A (Sequence of Events), above. This date is subject to change at the discretion of the Purchasing Agent or the Board of County Commissioners.

Any contract awarded shall be awarded to the offeror whose proposal is most advantageous to the County, taking into consideration the evaluation factors set forth in this RFP. The most advantageous proposal may or may not have received the most points.

13. Protest Deadline

Any protest by an Offeror must be timely, in conformance with, and will be governed by Sections 13-1-172 through 13-1-176 NMSA 1978 and Socorro County Procurement Policy #2021-37, Section 27. The fifteen (15) day protest period for timely Offerors shall begin on the day following contract award and will end at 5:00 PM MDT on the date indicated in Section II.A (Sequence of Events), above. Protests must be written and must include the name and address of the protestor and the Request for Proposals number. It must also contain a statement of grounds for protest including appropriate supporting exhibits, and it must specify the ruling requested from the Purchasing Agent. The protest must be delivered to the Purchasing Agent.

Attn. Sammie Vega-Finch, County Purchasing Agent

210 Park Street Socorro, New Mexico 87801

NOTE: Protests received after the deadline will not be accepted.

C. GENERAL REQUIREMENTS

This procurement will be conducted in accordance with the New Mexico Procurement Code (13- 1-28 NMSA 1978) and Socorro County Procurement Policy (#2021-37).

1. Acceptance of Conditions Governing the Procurement

Offerors must indicate their acceptance of the Conditions Governing the Procurement in the letter of transmittal form (see Appendix C). Submission of a proposal constitutes acceptance of the Evaluation Factors contained in Section V of this RFP.

2. Incurring Cost

Any cost incurred by the offeror in preparation, transmittal, presentation of any proposal or material or negotiation associated with their response to this RFP shall be borne solely by the offeror.

3. Prime Contractor Responsibility

Any contract that may result from this RFP shall specify that the prime contractor is solely responsible for fulfillment of the contract with the County. The County will only make contract payments to the prime contractor.

4. Subcontractors

Use of subcontractors must be clearly explained in the proposal and each must be identified by name. The prime contractor shall be wholly responsible for contract performance whether or not subcontractors are used. Substitution of subcontractors, after contract award, must receive prior written approval of the County Purchasing Office.

5. Amended Proposals

An offeror may submit an amended proposal before the deadline for receipt of proposals.

Such amended proposals must be complete replacements for a previously submitted proposal and must be clearly identified as such in the transmittal letter. County personnel will not merge, collate, or assemble proposal materials.

6. Offerors' Rights to Withdraw Proposal

Offerors will be allowed to withdraw their proposals at any time prior to the deadline for receipt of proposals. The offeror must submit a written withdrawal request signed by the offeror's duly authorized representative addressed to the Procurement Manager. The approval or denial of withdrawal requests received after the deadline for receipt of the proposals is governed by the applicable procurement regulations.

7. Proposal Offer Firm

Responses to this RFP, including proposal prices, will be considered firm for ninety (90) days after the due date for receipt of proposals or sixty (60) days after the due date for the receipt of a best and final offer, if one is solicited.

8. Disclosure of Proposal Contents

The proposals will be kept confidential until a contract is awarded by the awarding authority. At that time, all proposals and documents pertaining to the proposals will be open to the public, except for material which is proprietary or confidential. The Procurement Manager will not disclose or make public any pages of a proposal on which the offeror has stamped or imprinted "proprietary" or "confidential" subject to the following requirements.

Proprietary or confidential data shall be readily separable from the proposal in order to facilitate eventual public inspection of the remaining portions of the proposal. Confidential data is normally restricted to confidential financial information concerning the offeror's organization and data that qualifies as a trade secret in accordance with the Uniform Trade Secrets Act, 57-3A-I to 57-3A-7 NMSA 1978. The price of products offered or the cost of services proposed shall not be designated as proprietary or confidential information.

If a request is received for disclosure of data for which an offeror has made a written request for confidentiality, the Purchasing Agent shall examine the offeror's request and make a written determination that specifies which portions of the proposal should be disclosed. Unless the offeror takes legal action to prevent the disclosure, the proposal will be so disclosed. The proposal shall be open to public inspection subject to any continued prohibition on the disclosure of confidential data.

9. No Obligation

This procurement in no manner obligates Socorro County or any of its departments or other subdivisions to the eventual lease, purchase, etc., of any tangible personal property offered or services proposed until a valid written contract is approved by the Purchasing Agent and other required approval authorities.

10. Termination

This RFP may be canceled at any time and any and all proposals may be rejected in whole or in part when the County determines such action to be in the best interest of the County.

11. Sufficient Appropriation

Any contract awarded as a result of this RFP process may be terminated if sufficient appropriations or authorizations do not exist. Such termination will be effected by sending written notice to the contractor. The County's decision as to whether sufficient appropriations and authorizations are available will be accepted by the contractor as final.

12. Legal Review

The County requires that all offerors agree to be bound by the General Requirements contained in this RFP. Any offeror concerns must be promptly brought to the attention of the Procurement Manager.

13. Governing Law

This procurement and any agreement with offerors that may result shall be governed by the laws of the State of New Mexico.

14. Basis for Proposal

Only information supplied by the County in writing through the Procurement Manager or in this RFP should be used as the basis for the preparation of offeror proposals.

15. Contract Terms and Conditions

The contract between the County the contractor will follow the format specified by the County and contain the terms and conditions set forth in Appendix B, Sample Contract.

However, the County reserves the right to negotiate with a successful offeror provisions in addition to those contained in this RFP. The contents of this RFP, as revised or supplemented, and the successful offeror's proposal will be incorporated into and become part of the contract.

Should an offeror object to any of the County’s terms and conditions, as contained in this Section or in Appendix B, that offeror must propose specific alternative language. The County may or may not accept the alternative language, at the County’s sole discretion.

General references to the offeror's terms and conditions or attempts at complete substitutions are not acceptable to the County and could lead to disqualification of the offeror's proposal.

Offerors must provide a brief discussion of the purpose and impact, if any, of each proposed change followed by the specific proposed alternate wording in order for the proposed alternate wording to be considered.

16. Offeror’s Terms and Conditions

Offeror’s must submit with their proposal a complete set of any additional terms and conditions which they request be included in a contract negotiated with the County. The County may or may not accept the additional language, at the County’s sole discretion.

17. Contract Deviations

Any additional terms and conditions, which may be the subject of negotiation, will be discussed only between the County and the selected offeror and shall not be deemed an opportunity to amend the Offeror’s proposal.

18. Offeror Qualifications

The Evaluation Committee may make such investigations as necessary to determine the ability of the offeror to adhere to the requirements specified within this RFP. The Evaluation Committee will reject the proposal of any offeror who is not a responsible offeror or fails to submit a responsive offer as defined in Sections 13-1-83 and 13-1-85

NMSA 1978.

19. Right to Waive Minor Irregularities

The Evaluation Committee reserves the right to waive minor irregularities. The Evaluation Committee also reserves the right to waive mandatory requirements provided that all of the otherwise responsive proposals failed to meet the same mandatory requirements or doing so does not otherwise materially affect the procurement. This right is at the sole discretion of the Evaluation Committee.

20. Change in Contractor Representatives

The County reserves the right to require a change in contractor representatives if the assigned representatives are not, in the opinion of the County, meeting its needs adequately.

21. Notice

The Procurement Code, Sections 13-1-28 through 13-1-199 NMSA 1978, imposes civil and misdemeanor criminal penalties for its violation. The State of New Mexico criminal statutes also impose felony penalties for bribes, gratuities and kick-backs.

22. County Rights

The County reserves the right to accept all or a portion of an offeror's proposal.

23. Right to Publish

Throughout the duration of this procurement process and contract term, potential offeror’s and contractors must secure from the County written approval prior to the release of any information that pertains to the potential work or activities covered by this procurement or the subsequent contract. Failure to adhere to this requirement may result in disqualification of the Offeror’s proposal or termination of the contract.

24. Ownership of Proposals

All documents submitted in response to the RFP shall become the property of the County.

However any technical or user documentation submitted with the proposals of non-selected offerors may be returned after the expiration of the protest period, by request, at the expense of the Offeror.

25. Ambiguity, Inconsistency or Errors in RFP

Offerors shall promptly notify the Procurement Manager, in writing, of any ambiguity, inconsistency or error which they discover upon examination of the RFP.

26. Competition

By submitting a proposal, offeror certifies that they have not, either directly or indirectly, entered into any action in restraint of full competition in connection with the proposal submitted to the County.

27. Use by Other Government Entities

By submitting a proposal, offeror indicates that they understand and agree that other government entities within the State of New Mexico, or as otherwise allowed by their governing directives, may contract for the goods or services included in this procurement document with the awarded contractor(s). Contractual engagements accomplished under this provision shall be solely between the awarded vendor and the contracting government entity with no obligation or liability by Socorro County.

28. Confidentiality

Any confidential information provided to, or developed by, the contractor in the performance of any agreement resulting from this RFP shall be kept confidential and shall not be made available to any individual or organization by the contractor without the prior written approval of the County of Socorro.

29. Electronic mail address required

A large part of the communication regarding this procurement will be conducted by electronic mail (e-mail). Offeror must have a valid e-mail address to receive this correspondence.

30. Use of Electronic Versions of this RFP

This RFP is being made available by electronic means. If accepted by such means, the offeror acknowledges and accepts full responsibility to insure that no changes are made to the RFP. In the event of conflict between a version of the RFP in the offeror’s possession and the version maintained by the County, the version maintained by the County shall govern.

31. Insurance

The Engineer will be required to provide proof of, and maintain, insurance prior to performing work on County owned property. The requirements are as follows:

1. General Liability: $1,000,000.00 per occurrence $2,000,000.00 Aggregate

a. Includes Coverage for Premises/Operation Coverage & Products/Completed Operations

b. Must be Occurrence form coverage

c. Coverage shall remain in force for the duration of the contract.

2. Auto Liability: $1,000,000.00 Each Accident

a. Covers all owned, leased, hired and non-owned autos or “any auto”

3. Professional Liability: Minimum $1,000,000 aggregate

4. Workers Compensation:

a. When applicable by law, firm must provide the New Mexico statutory limits.

5. County of Socorro Named as Additionally Insured:

a. This condition is required for all insurances requested except Professional Liability

Coverage must be as broad as the coverage provided to the insured. Coverage must be primary and non-contributory before any other insurance or self-insurance. A copy of endorsement for this coverage must provided.

The certificate must state that coverage afforded under the policies will not be canceled or allowed to expire until at least 30 days prior written notice has been given to the County.

III. RESPONSE FORMAT AND ORGANIZATION

A. NUMBER OF RESPONSES

Offeror’s may submit only one (1) response to this RFP.

B. NUMBER OF COPIES

Offerors shall deliver four (4) identical copies of their proposal to the location specified in Section I, Paragraph D on or before the closing date and time for receipt of proposals. (Identical copies are defined as the original plus the number of additional copies needed to fulfill the requirement. For example, a requirement for four (4) identical copies would be fulfilled by submitting the original and three [3] copies of the original.) The original copy should be clearly marked “ORIGINAL” on the front cover and shall contain original signatures. (An exception to this requirement is made for the “Campaign Contribution Disclosure Form”. See Section III.C.1, immediately below.)

C. PROPOSAL FORMAT

All proposals must be typewritten on standard 8 1/2 x 11 paper (larger paper is permissible for charts, spreadsheets, etc.) no more than 50 pages, one sided, 25 pages front/back and placed within a binder with tabs delineating each section. While 50 pages may be the maximum, it is not required. Only the information requested in the proposal is required.

1. Proposal Organization

The proposal must be organized and indexed in the following format and must contain, as a minimum, all listed items in the sequence indicated.

a. Letter of Transmittal Form (See Appendix C)

b. Table of Contents

c. Campaign Contribution Disclosure Form1 (See Appendix D) in a sealed and labeled envelope

d. Cost Response Form2 (See Appendix E) in a sealed and labeled envelope

e. Proposal Summary (optional)

1 Only the single original needs to be provided and must be secured in the binder marked “Original” in the required sealed and labeled envelope.

2 Only the single original needs to be provided and must be secured in the binder marked “Original” in the required sealed and labeled envelope.

f. Response to Specifications

g. Other Supporting Material3

Within each section of their proposal, offerors should address the items in the order in which they appear in this RFP. Any forms provided in the RFP must be thoroughly completed and included in the appropriate section of the proposal.

Any proposal that does not adhere to these requirements may be deemed non-responsive and rejected on that basis.

A proposal summary may be included by offerors to provide the Evaluation Committee with an overview of the technical and business features of the proposal; however, this material will not be used in the evaluation process unless specifically referenced from other portions of the offeror's proposal.

2. Letter of Transmittal Form

The Letter of Transmittal Form at Appendix C must be completed, signed and included with the offeror’s proposal.

3. Other Supporting Materials

Offerors may attach other materials which they feel may improve the quality of their responses. However, these materials may not be reviewed by members of the Evaluation Committee and will not be scored.

3 See also Section III.C.3.

IV. SPECIFICATIONS

A. INFORMATION

1. Response to Requirements

Each mandatory requirement in sections IV.B.1 through IV.B.9, below, requires a vendor response, as indicated. Failure to respond to, or properly comply with, a mandatory requirement may result in the disqualification of the Offeror’s proposal.

B. MANDATORY REQUIREMENTS

1. Letter of Transmittal Form (0 Points)

Offeror must complete and submit the “Letter of Transmittal Form”, found at Appendix C, with their proposal. The form must be signed and dated by an individual authorized to contractually bind the firm.

2. Professional Qualifications (200 Points)

Offeror must:

a. Identify and describe the consultant’s qualifications to provide these types of services solicited herein,

b. identify the support staff who would be assigned to work with the consultant on this project,

c. define the capacity in which each person supporting the consultant would be working, and describe the qualifications each holds to perform the work required,

d. show how consultant has thorough knowledge and understanding of work performed in local government

e. provide copies of any certifications and awards that would further demonstrate offeror’s ability to complete the required work.

3. Specialized Design and Technical Competence (150)

Offeror must describe the consultant’s experience in providing engineering services for Department of Transportation (DOT) projects, especially with other government entities.

Offers should focus on previous efforts that demonstrate their design and technical competence capabilities.

4. Experience (300 Points)

Offeror must describe the consultant’s experience in providing general engineering services, solicited herein, especially with other government entities. Offers should focus on previous efforts that demonstrate their capability to provide the required services.

5. Current Volume of Work with Socorro County (25)

List the total number of all current open projects of the firm and list all those that are less than 75% complete.

6. References (100 Points)

Offeror must provide names and current contact information for at least three public entity references for which your firm has provided similar services. Offeror must also describe the type of service provided to each and when the service was performed.

7. Familiarity with Socorro County (100 Points)

Describe your proximity to and familiarity with the area in which this project is located.

Also describe your experience working with a local governmental agency and the New Mexico procurement code.

8. Communication Challenges (50 Points)

Needed services will be located throughout Socorro County, primarily in the rural and unincorporated areas of the County. Describe your plan for ensuring effective project management and communication with County Administration regarding the location of your office and availability of the project team.

9. Capability and Agreement to Perform (0 Points)

Offeror certifies that they are capable and qualified to provide the products or services required by this RFP and agrees to perform the Scope of Work as specified in the contract at Appendix B. A statement of concurrence is required.

10. Oral Presentation (25 Points)

If required by the Evaluation Committee, offeror must agree to attend and participate in an oral presentation as specified by the Evaluation Committee. A statement of concurrence is required.

11. Campaign Contribution Disclosure Form (0 Points)

Offeror must complete and sign the Appendix D, Campaign Contribution Disclosure Form – whether any applicable contribution has been made or not. This form must be submitted with your proposal whether an applicable contribution has been made or not.

Note that there are two (2) different signature sections within the form. (For purposes of this requirement, the applicable elected public officials within the County of Socorro are BOCC Chairman Manuel Anaya, BOCC Vice-Chair Ray Martinez; Commissioners Glen Duggins, Joe Gonzales, & Craig Secatero; Assessor Julie Griego; Clerk Betty Saavedra;

Probate Judge Daryl Cases; Sheriff William Armijo and Treasurer Rose Mary Rosas.)

C. DESIRABLE REQUIREMENTS

1. Local Office (30 Points)

Offeror must certify that they have a local business office within Socorro County. A statement and evidence is required to gain points in the evaluation.

2. Amount of Work Produced by a New Mexico Business (25 Points)

Offeror must show the amount of work that will be produced in New Mexico by a New Mexico business.

V. EVALUATION

A. EVALUATION POINT SUMMARY

The following is a summary of evaluation factors with point value assigned to each or a Pass/Fail evaluation. These, along with the general requirements, will be used in the evaluation of individual offeror proposals.

REF. REQUIREMENT POINTS

AVAIL.

IV.B.1 Letter of Transmittal Form 0* IV.B.2 Professional Qualifications 200 IV.B.3 Specialized design and technical competence 150 IV.B.4 Experience including past record of performance with government agencies

IV.B.5 Amount of Work that will be produced by a New Mexico Business

IV.B.6 Local Office 30 IV.B.7 Volume of Work previously done for Socorro County which is not seventy-five percent complete with respect to basic professional design services

IV.B.8 References 100 IV.B.9 Familiarity with Socorro County 100 IV.B.10 Communication Challenges 50 IV.B.11 Capability and Agreement to Perform 0* IV.B.12 Oral Presentation 20 IV.B.13 Campaign Contribution Disclosure Form 0* IV.B.14 Certificate of Insurance 0*

TOTAL 1,000

*Pass/Fail only.

B. EVALUATION FACTORS

Points will be awarded based on the evaluation factors found in V.C.1 through V.C.12, below, as indicated.

C. MANDATORY REQUIREMENTS

1. Letter of Transmittal Form (0 Points)

Pass/Fail only.

2. Professional Qualifications (200 Points)

Points will be awarded base on the depth and breadth of qualifications cited for the consultant (primarily) as well as the support staff (if any) as well as the strength of the offeror’s qualifications as compared to submittals from other offerors under this RFP.

3. Specialized Design & Technical Competence (150 Points)

Points will be awarded based on specialized design and technical competence of the offeror, including a joint venture or association, regarding engineering services. Offeror responses will also be compared to submittals from other offerors under this RFP

4. Experience (300 Points)

Points will be awarded base on the depth and breadth of experience of the consultant (primarily) as well as the support staff (if any). The Evaluation Committee will pay particular attention to the similarity between described experience and the work to be performed under this RFP as well as the complexity and difficulty of work described in the offeror’s response. Offeror responses will also be compared to submittals from other offerors under this RFP.

5. Amount of Work Produced by a New Mexico Business (25 points)

Points will be awarded based on the amount of work that the offer can show will be produced in New Mexico by a New Mexico Business.

6. Local Office (30 Points)

Points will be awarded to offerors who have an office located within Socorro County.

7. Current Volume of Work for Socorro County (25 Points)

Points will be awarded based the volume of work previously done for Socorro County which is not seventy-five percent complete with respect to basic professional design services, with the objective of effecting an equitable distribution of contracts among qualified businesses and of assuring that the interest of the public in having available a substantial number of qualified businesses is protected.

Points will be awarded based on a calculation using the following formula:

𝑂𝑂𝑂𝑂𝑂𝑂𝑂𝑂𝑂𝑂𝑂𝑂𝑂𝑂′𝑠𝑠 𝑃𝑃𝑂𝑂𝑃𝑃𝑃𝑃𝑃𝑃𝑠𝑠 =

𝑇𝑇𝑂𝑂𝑃𝑃𝑇𝑇𝑇𝑇 𝑁𝑁𝑁𝑁𝑁𝑁𝑁𝑁𝑂𝑂𝑂𝑂 𝑂𝑂𝑂𝑂 𝑃𝑃𝑂𝑂𝑂𝑂𝑃𝑃𝑂𝑂𝑃𝑃𝑃𝑃𝑠𝑠 𝐿𝐿𝑂𝑂𝑠𝑠𝑠𝑠 𝑃𝑃ℎ𝑇𝑇𝑃𝑃 75% 𝐶𝐶𝑂𝑂𝑁𝑁𝐶𝐶𝑇𝑇𝑂𝑂𝑃𝑃𝑂𝑂

𝑇𝑇𝑂𝑂𝑃𝑃𝑇𝑇𝑇𝑇 𝑁𝑁𝑁𝑁𝑁𝑁𝑁𝑁𝑂𝑂𝑂𝑂 𝑂𝑂𝑂𝑂 𝑂𝑂𝑁𝑁𝑃𝑃𝑠𝑠𝑃𝑃𝑇𝑇𝑃𝑃𝑂𝑂𝑃𝑃𝑃𝑃𝑂𝑂 𝑃𝑃𝑂𝑂𝑂𝑂𝑃𝑃𝑂𝑂𝑃𝑃𝑃𝑃𝑠𝑠

× 25

8. References (100 Points)

Points will be awarded based on the similarity of the business dealings indicated to the requirements of this RFP as well as the reference’s satisfaction in their dealings with the offeror and the provided products or services. The Evaluation Committee may call any or all of the references. Reference responses to this section will also be compared to reference responses from other offerors under this RFP.

9. Familiarity with Socorro County (100 points)

Points will be awarded based on the strength of the offeror’s response detailing the firm’s familiarity with Socorro County, experience working with a local governmental agency and experience working with the New Mexico procurement code.

10. Communication Challenges (50 points)

Points will be awarded based on the strength and clarity of the offeror’s plan to ensure effective project management and communication with County Administration.

11. Capability and Agreement to Perform (0 Points)

12. Oral Presentation (20 Points)

Points will be awarded based on the strength of the offerors presentation.

13. Campaign Contribution Disclosure Form (0 Points)

14. Certificate of Insurance

D. DESIRABLE REQUIREMENTS

1. Local Office (30 Points)

Offeror must certify that they have a local business office within Socorro County. A statement and evidence is required to gain points in the evaluation.

2. Amount of Work Produced by a New Mexico Business (25 Points)

Offeror must show the amount of work that will be produced in New Mexico by a New Mexico business.

E. EVALUATION PROCESS

1. Initial Review

All offeror proposals will be reviewed for compliance with the mandatory requirements stated within the RFP. Proposals deemed non-responsive to any mandatory requirement will be eliminated from further consideration.

2. Clarifications

The Procurement Manager may contact the offeror for clarification of the response as specified in Section II, Paragraph B.7.

3. Other Information Sources

The Evaluation Committee may use other sources of information to perform the evaluation as specified in Section II, Paragraph C.18.

4. Scoring and Contract Award Recommendation

Responsive proposals will be evaluated and assigned a point value based on the factors in Section V. Finalist offerors who are asked and choose to submit revised proposals for the purpose of obtaining best and final offers will have their points recalculated accordingly.

The responsible offeror whose proposal is most advantageous to the County, taking into consideration the evaluation factors in Section V, will be recommended for contract award to the Purchasing Agent, and any other required approving authorities, as specified in Section II, Paragraph B.12. Please note, however, that a serious deficiency in the response to any one factor may be grounds for rejection regardless of overall score.

APPENDIX A

ACKNOWLEDGEMENT OF RECEIPT FORM

Request for Proposals

ENGINEERING SERVICES

Socorro County RFP #2021-02-401

In acknowledgment of receipt of this Request for Proposal, the undersigned agrees that he/she has received a complete copy, beginning with the title page and table of contents, and ending with Appendix E.

The acknowledgment of receipt should be signed and returned (by fax, e-mail, courier or hand delivery) to the Procurement Manager no later than June 25, 2021.

The firm listed below does/does not (circle one) intend to respond to this Request for Proposals.

FIRM: _____________________________________________________________________

REPRESENTED BY: _______________________ TITLE:___________________________

E-MAIL ADDRESS: _________________________________________________________

PHONE NO.:________________________ FAX NO.:______________________________

ADDRESS: _________________________________________________________________

CITY: _________________________ STATE: ______ ZIP CODE: ____________________

SIGNATURE: ______________________________________ DATE:__________________

This name and address will be used for all correspondence related to the Request for Proposals.

Please return to:

Sammie Vega-Finch

210 Park Street/PO Box I

Socorro NM 87801 Phone: (575) 835-0589

Fax: (575) 835-4629 E-mail: svega@co.socorro.nm.us

APPENDIX B

AGREEMENT FOR GENERAL ENGINEERING SERVICES

THIS Agreement, made this day of 2021 by and between the Board of County Commissioners of Socorro County, State of New Mexico, hereinafter referred to as the COUNTY, and ____________________________ hereinafter referred to as the ENGINEER.

RECITALS

WHEREAS, the Board of County Commissioners has determined that it requires the services of an engineer in order to design and implement projects to protect the health, safety and welfare of the County’s inhabitants; and, WHEREAS, the COUNTY intends to issue Task Orders as appropriate for individual Projects for General Engineering services. The COUNTY anticipates the need for ______________________ to perform, on as-needed-basis, various tasks with respect to various COUNTY which are currently undefined;

WHEREAS, this contract has been procured pursuant to Socorro County Request for Proposal Number 2021-02-401 to establish a contract for on…