6-Proposal Document - RFP 16-26-BB.pdf

Bernalillo County

Request for Proposal # 16-26-BB

Dennison Rodeo Event and Maintenance Services

Non-Mandatory Pre-Proposal Conference: May 15, 2026 at 3:00pm MST

Deadline for Receipt of Proposals: June 10, 2026: at 4:00pm MST

The County eProcurement System will not allow Proposals to be submitted after this date and time.

Prepared by:

Bernalillo County

Purchasing Section May 2026

TABLE OF CONTENTS PAGE

I. INTRODUCTION

A. PURPOSE OF THIS REQUEST FOR PROPOSALS 3

B. SUMMARY SCOPE OF WORK 3

C. PROCUREMENT MANAGER 3

D. DEFINITION OF TERMINOLOGY 3 - 5

II. CONDITIONS GOVERNIING THE PROCUREMENT

A. SEQUENCE OF EVENTS 6

B. EXPLANATION OF EVENTS 6 - 7

C. EVALUTION PROCESS 7 - 8

D. GENERAL REQUIREMENTS 8 - 11

III. RESPONSE FORMAT AND ORGANIZATION

A. NUMBER OF RESPONSES 12

B. PROPOSAL FORMAT 12

C. PROPOSAL ORGANIZATION 12 - 13

IV. SCOPE OF WORK 14 - 18

V. TECHNICAL SUBMITTAL REQUIREMENTS 18 - 19

VI. EVALUATION CRITERIA 20

VII. PROPOSED DRAFT AGREEMENT 21 - 28

APPENDIX A – RANKING INFORMATION 29

APPENDIX B – APPLICATION OF PREFERENCES 30 - 31

APPENDICIES BELOW ARE REFERENCED IN THIS RFP AND UPLOADED SEPARATELY

APPENDIX C - SUBMITTAL LETTER FORM

APPENDIX D - CAMPAIGN CONTRIBUTION DISCLOSURE FORM

APPENDIX E - UNFAIR BUSINESS PRACTICES DISCLOSURE FORM

APPENDIX F - CERTIFICATE OF MANDATORY SITE-VISIT

APPENDIX G - PARTICIPATION IN RODEO, EQUINE, AND LIVESTOCK TRADE

ASSOCIATIONS

I. INTRODUCTION

A. PURPOSE OF THIS REQUEST FOR PROPOSALS

The Bernalillo County (“County”) Purchasing Section of the Procurement and Business Services Department (“Purchasing”) is soliciting proposals on behalf of the Parks, Recreation and Open Space Department from Offerors for Dennison Rodeo Event and Maintenance Services.

B. SUMMARY SCOPE OF WORK

The Bernalillo County (“County”) Purchasing Section of the Procurement and Business Services Department (“Purchasing”) is soliciting proposals from Offerors to provide Event and Maintenance Services at Denison Equestrian Park and Rodeo Grounds. The selected proposal shall perform all these services in the scope of services in a satisfactory and proper manner, as determined by the County.

C. PROCUREMENT MANAGER CONTACT

Any inquiries or requests regarding this procurement should be submitted in writing to the designated Procurement Manager listed below. Attempts to contact anyone other than the Procurement Manager that the prospective Offeror believes can influence the procurement decision, i.e., Elected Officials, County Manager, Evaluation Committee Members, etc., may lead to immediate elimination from further consideration. All responses will be in writing and will be distributed to all potential Offerors who receive a copy of this Request for Proposals.

Brittany, Bustos Purchasing Administrator Bernalillo County Purchasing 415 Silver Ave. SW, 6th Floor Albuquerque, New Mexico 87102

Telephone: (505) 527-2329 Fax: (505) 468-7067 E-mail bbustos@bernco.gov

D. DEFINITION OF TERMINOLOGY

This Section contains definitions that are used throughout this Request for Proposals (RFP), including appropriate abbreviations.

“Addendum” means a change, addition or supplement to the information provided in this RFP document.

“Agreement” means a duly executed and legally binding contract.

“Contractor” means successful Offeror.

“Confidential” shall mean confidential financial information concerning Offeror’s organization and data that qualifies as a trade secret in accordance with the Uniform Trade Secrets Act NMSA 1978 57-3- A-1 to 57-3A-7 or as provided by the Confidential Materials Act (14-3A-1, 1978 14-3A-2 NMSA 1978), and as otherwise provided by law. As one example, no information that could be obtained from a source outside this request for proposals can be considered confidential information.

“County” shall refer to the County of Bernalillo, New Mexico.

“Central Purchasing Office” means the County Purchasing Section.

“County Purchasing Section” means the purchasing agent for the County of Bernalillo, New Mexico, or a designated representative thereof.

“Desirable” means the terms “may”, “can”, “should”, “preferably”, or “prefers” identifies a desirable or a discretionary item or factor for the Department to determine.

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

“Evaluation Committee" means a body appointed to perform the evaluation of Offerors’ proposals.

“Evaluation Committee Report” means a report prepared by the Procurement Manager on behalf of the Selection Committee 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 the RFP and whose score on evaluation factors is sufficiently high to qualify that Offeror for further consideration by the Selection Committee.

“Local Business Preference” means a business that holds a valid Resident or Native American Business/Contractor certificate issued by the State of New Mexico Taxation and Revenue Department and maintains an office and place of business in Bernalillo County, which is staffed and open to the public on a regular basis. If necessary, the County may seek additional information or proof to verify eligibility for the Local Business Preference, pursuant to §13-1-22 NMSA 1978 and Ordinance §2-367.

“Mandatory” means the terms “must”, “shall”, “will”, “is required”, or “are required”, identify a mandatory item or factor. Failure to meet a mandatory item or factor may result in the rejection of the Offerors’ proposal, without exception.

“Minor Technical Irregularities” means anything in the proposal that does not affect the price quality and quantity or any other mandatory requirement.

“Notice of Award” shall mean a formal written notice by the Purchasing Section.

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

“Ordinance” means the Bernalillo County Procurement Ordinance, Chapter 2, Article V, Division 1 – 3 (§2-356 through 2-402).

“Pay Equity Preference” means any business that maintain a zero percent (0%) deviation between the salaries paid to men and salaries paid to women for comparable positions, as reported in the Pay Equity Reporting form that has been submitted by the Offeror.

“Preference Limitations” means the total amount of all preferences applied including the applicable State of New Mexico preferences, for the purchase of Tangible Personal Property, Services or Construction in any single award shall not exceed 18%, with the limit on State of New Mexico preferences as set forth under the New Mexico State Procurement Code. When applying the Bernalillo County preferences set forth in Ordinance §2-367, the total dollar amount of Bernalillo County preferences shall never exceed $180,000.00.

“Procurement Manager” means the person or designee authorized by the Purchasing Section to manage or administer procurements requiring the evaluation of competitive sealed proposals.

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

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

“Resident Business Preference” means a business that has a valid resident or Native American resident business certificate issued by the New Mexico Taxation and Revenue Department pursuant to §13-1-22 NMSA 1978 and Ordinance §2-367 but does not include a resident veteran business.

“Resident Veteran Business Preference” means a business that has a valid resident veteran or native American Veteran business certificate issued by the New Mexico Taxation and Revenue Department pursuant to §13-1-22 NMSA 1978 and Ordinance §2-367.

“Responsible Offeror” means a business entity or individual who has the ability to fulfill the solicitation expectations and requirements, including but not limited to financial and technical capacity to perform the requirement of the solicitation and subsequent Contract.

“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, including all mandatory requirements and all of its requirements including all form and substance.

“Selection Committee” means a team established to evaluate proposals, conduct interviews, and assist with negotiations during proposal evaluation for a specific product or services. Teams typically represent the functional areas to be addressed in the discussions. The Procurement Manager shall provide only technical assistance requested by the committee.

“Small Business Preference” means a business that has a Local Business Preference eligibility documentation as well as an affidavit from a Certified Public Accountant (CPA) affirming that the business employs an average of fewer than 50 full-time employees in a calendar year. Ordinance 2- 367.

“User Department” means a county department, office, unit or staff member for which procurement services are provided.

“Low-Income Person(s)” means a person(s) living in New Mexico whose household income is at or below 125% of the Federal Poverty Guidelines; however, only in exceptional circumstances, and within limits set by this RFP and through the contracts awarded by the Commission resulting from this RFP, services may be provided to person(s) in households whose income is no more than 200% of the Federal Poverty Guidelines.

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II. CONDITIONS GOVERNING THE PROCUREMENT

This section of the RFP outlines and describes the major events of the Selection Process and specifies general requirements.

A. SEQUENCE OF EVENTS

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

Action Responsibility Date

1. Issue of RFP County Purchasing Section May 10, 2026

2. Non-Mandatory Pre- Proposal Conference

Purchasing, /Selection Committee, Offerors May 14, 2026

3.

Deadline to Submit Questions, due 5:00 p.m.

Potential Offeror May 22, 2026

4. Response to Written Questions/RFP Purchasing, /Selection Committee May 26, 2026

5. Submission of Proposal Offerors June 10, 2026

6. Proposal Evaluation Selection Committee Week of June 15th

7.

Status Notification of Finalist(s)/Non- Finalist(s)

Purchasing Section Week of June 15th

8. Interviews (if applicable) Selection Committee, Finalists TBD

9. Contract Negotiations Purchasing /Selection Committee TBD

10. Award Bernalillo County Commission Week of June 22nd

B. EXPLANATION OF EVENTS

1. Distribution of RFP Document - This RFP is issued by the Purchasing Section in accordance with the provisions of Ordinance §2-365 and 2-395. The Purchasing Section is the only organization who is authorized to make copies and/or distribute this RFP in any format. A distribution list of those who receive the RFP will be maintained throughout the procurement process and will become part of the procurement file. Receipt of a Proposal from Offerors not included on the distribution list shall result in immediate disqualification and Proposal shall be rejected. Additional copies of the RFP can be obtained from the Procurement Manager.

2. Pre-Proposal Conference - A Non-Mandatory Pre-Proposal Conference will be held on May 14, 2026 at 3:00pm (local time). MS Teams only. Potential Offerors are encouraged to participate via Audio Meeting (Dial-in Number) +1(505)-225-7962; Conference ID: 696 438 469# or via Video Meeting ID: 227 542 529 584 365, Passcode: BK6QS6Gc. Attendance at the pre-proposal conference is not a prerequisite for submission of a proposal.

3. Deadline to Submit Written Questions - Prospective Offerors may submit written questions via the County’s public purchasing portal at https://bernco.bonfirehub.com (the “Portal”) and initiate the communication electronically through the Opportunity Q&A, https://bernco.bonfirehub.com/Opportunities until May 22, 2026 by 5:00 pm Mountain Standard https://bernco.bonfirehub.com/ https://bernco.bonfirehub.com/Opportunities

Time/Daylight Time. Questions shall be clearly labeled and shall cite the Section(s) in the RFP or other document which form the basis for the question.

The identity of the perspective Offeror submitting the question(s) will not be shared. A public log will be kept of the names of perspective Offerors that attended the conference.

4. Response to Written Questions - An Addendum will be issued in response to written questions.

If the RFP requires a time extension, the proposal submission date will be changed as part of the written Addendum. Any Addendum issued prior to the submittal deadline shall become a part of the RFP.

5. Response to Written Additional Questions - An Addendum will be issued in response to additional written questions and will be distributed to all recipients of the original RFP. If the RFP requires a time extension, the proposal submission date will be changed as part of the written Addendum.

Any Addendum issued prior to the submittal deadline shall become a part of the RFP.

6. Submission of Proposal – All Offeror proposals must be received for review and evaluation, no later than 4:00 PM Mountain Standard Time/Daylight Time on June 10, 2025. Submit your complete Proposal including all forms, attachments, exhibits, Technical Proposal, Cost Proposal, etc. using the eProcurement System at https://bernco.bonfirehub.com/login. If you do not have a username and password, please register as this is the only method to submit electronically at https://bernco.bonfirehub.com. on the Portal.

All proposals must be received by the County’s Purchasing Section as specified herein. Failure to comply with the submission requirements shall be cause for the County to determine the proposal submittal nonresponsive.

C. EVALUATION PROCESS

The Evaluation Process section contains specific information about the process of evaluating Offeror proposals.

1. Notice of Non-Responsiveness - For any proposal submitted which is deemed non-responsive the Offeror will be notified in writing of such determination by the Purchasing Section.

2. Selection Process - The Selection Committee will review each Offerors proposal. Points will be allocated, as outlined in Section VI of this RFP, by each member. Each member’s point totals will be translated into a numeric ranking of all proposals. The individual member rankings will be totaled together to determine the overall ranking of proposals. During this time, the Procurement Manager may initiate discussions with Offerors who submit responsive or potentially responsive proposals for the purpose of clarifying aspects of the proposal through oral presentations (interview) or the provision of information (either orally or written) deemed necessary to assist in the evaluation process. However, proposals may be accepted and evaluated without such discussion. Discussions SHALL NOT be initiated by the Offerors. Offerors are advised that the Selection Committee, at its option, may enter into the negotiation process with the highest ranked Offeror on the basis of the evaluation of the written proposals only, and may not require discussion and/or interviews. Upon completion of the selection process, the Selection Committee shall recommend the award of contract to the County Commission or their designee for approval.

Each responsive Offeror will be notified in writing as to their status following the selection process.

3. Status Notification of Finalists/Non-Finalists – Each responsive Offeror will be notified in writing about the status of their proposal. This notification will include information regarding whether or not their proposal has been selected for the interview, negotiation process or award. Finalists will be those Offerors whose proposals have been selected to continue in either the interview, negotiation process or award. Non-finalists are those Offerors whose proposals have not been selected to continue in either the interview, negotiation process or award.

4. Best and Final Offers – Offeror(s) may be asked to submit revisions to their proposals for the purpose of obtaining best and final offers. Revisions may be for clarification of the proposal or to get the best price or for both. When applicable, the notification to Finalist(s) who have been selected to submit a best and final offer will include the date and time, the best and final offer must be submitted.

5. Interviews with Finalists – If applicable the notices for the Finalists who have been selected for interviews, will include the interview date and time. The interview location is at the discretion of https://bernco.bonfirehub.com/login https://bernco.bonfirehub.com/ the Selection Committee. Interview questions will be sent to finalists prior to interview by the Purchasing Section. Interview scoring will total 100 points. Each member’s point totals will be translated into a numeric ranking of all interviewed Finalists. The individual member rankings will be totaled together to determine the overall ranking of Finalists.

Rankings for the evaluation of written proposals are weighted 45% and ranking from the interviews are weighted 55% in determining the final selection as shown in Appendix A. The Offeror with the highest combined ranking (lowest numerical score) from the interview shall be recommended for award.

6. Negotiations – The County will begin negotiations with the highest ranked Offeror(s) following Finalist notification. Actual fees shall be negotiated based upon specific services, reimbursable expenses, and specific successful Offeror requirements. If negotiations are successful, the County shall prepare an Agreement for approval by the County Commission or its designee. If an agreement on terms cannot be reached within a reasonable time the County shall terminate negotiations and begin negotiations with the next firm on the ranking list. This process will continue until an Agreement has been negotiated with one of the firms on the ranking list. If an Agreement cannot be negotiated with the firms on the ranking list, the County may choose to negotiate with other qualified Offerors scored by the Committee or to terminate negotiations.

D. GENERAL REQUIREMENTS

The General Requirements section contains specific information about the process, general conditions, and instructions, which govern this procurement.

1. Protests - In accordance with Procurement Ordinance, §2-385, §2-367 and applicable procurement regulations, any Offeror who is aggrieved in connection with a solicitation, application of preferences and or award of an Agreement may protest to the Procurement and Business Services Director. The protest must be submitted in writing within fifteen (15) calendar days after knowledge of the facts or occurrences giving rise to the protest to:

Annie Baca, Procurement and Business Services Director Purchasing Section, 6th floor 415 Silver Ave. SW Albuquerque, NM 87102

Protests must include the name and address of the protestant, the solicitation number, and a statement of grounds for protest, including appropriate supporting exhibits. Protests received after the deadline will not be accepted.

2. Incurring Cost - Any cost incurred by the Offeror in preparation, transmittal, or presentation of any proposal or material submitted in response to this RFP shall be borne solely by the Offeror.

3. Application of Preferences - To ensure adequate consideration and application of Preferences pursuant to §13-1-21, NMSA 1978 and Ordinance 2-367, Offerors must include a copy of their State of New Mexico preference certificate and any additional documentation required for the County preferences with their proposal. Offerors are not eligible to receive both a Resident Business/Contractor Preference and a Resident Veteran Business/Contractor preference. The Preferences shall not apply when the expenditures for this RFP includes federal funds. See Appendix B for explanation and application for Preference eligibility.

4. Pay Equity Documentation - All Offerors shall include with their proposal submittal, a Pay Equity Reporting Form, or valid Pay Equity Business Certificate, which can be accessed at www.bernco.gov/general-services/pay-equity.aspx.

Offerors who are located out-of-state or have no facilities and no employees working in the State of New Mexico are not required to report pay equity data but must verify their out-of-state status on the Pay Equity Reporting Form. Failure to provide a Pay Equity Reporting Form at the time of submission may result in the Offer being deemed nonresponsive. The County may allow for a revised Pay Equity Reporting Form to be submitted by the Offeror within 24 business hours of the proposal due date and time if; (i) the originally submitted form requires a technical change; or (ii) the Offeror fails to include a Pay Equity Reporting Form at the time of submission, provided that the Offeror submits the Pay Equity Reporting Form within the 24 hour business period.

http://www.bernco.gov/general-services/pay-equity.aspx

NOTE: THE REQUIRED PAY EQUITY REPORTING FORM IS NOT A PAY EQUITY BUSINESS

CERTIFICATE, NOR DOES IT QUALIFY AN OFFEROR FOR THE PAY EQUITY

PREFERENCE. FOR QUESTIONS ON HOW TO OBTAIN A PAY EQUITY BUSINESS

CERTIFICATE AND QUALIFY FOR THE PREFERENCE, PLEASE CONTACT THE

PURCHASING ADMINISTRATOR IN SECTION I.C BY TELEPHONE: (505)527-2329OR EMAIL:

bbustos@bernco.gov.

5. Subcontractors - The successful Offeror is responsible for performance by any subcontractor providing Services in connection with this RFP; payments to a subcontractor(s) are the responsibility of the successful Offeror. The successful Offeror is solely responsible for fulfillment of the contract agreement resulting from this RFP.

6. 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. Purchasing Section personnel will not collate or assemble proposal materials.

7. Right to Reject Proposal - The County reserves the right to reject a proposal from any Offeror who has previously failed to perform properly, has caused the County to incur unreasonable costs or expense, failed to complete on time an agreement of a similar nature, or who is not in a position to perform the work governed by this RFP.

8. 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 Offerors duly authorized representative addressed to the Director of the Purchasing Section. The approval or denial of withdrawal requests received after the deadline for receipt of the proposals is at the discretion of the Director of the Purchasing Section.

9. Disclosure of Proposal Contents - A public log will be kept of the names of all Offerors which submitted proposals. The proposals and documents pertaining to the proposals will be kept confidential throughout the duration of the procurement process and until a contract is awarded.

At that time, all proposals will be open to the public, except for the material, which has been previously noted and deemed as proprietary or confidential.

10. Confidentiality/Public Records - Confidential data is normally restricted to confidential financial information concerning the Offerors organization and data that qualifies as trade secrets in accordance with the Uniform Trade Secrets Act, 57-3-A-1 to 57-3A-7 NMSA 1978, or as provided by the Confidential Materials Act (14-3A-1, 1978 14-3A-2 NMSA 1978), and as otherwise provided by law. With the exception of the aforementioned, information and materials received by the County in connection with this RFP response shall be deemed to be public records, subject to public inspection, upon award of the RFP and execution of an Agreement by the County Commission or their designee. If the Offeror believes any of the information contained in its response is exempt from the Inspection of Public Records Act (NMSA 1978, Chapter 14, Article 2), then the Offeror must identify the material deemed to be exempt and cite the legal authority for the exemption. Any pages of a proposal on which the Offeror has stamped or imprinted “proprietary” or “confidential” must be readily separable from the proposal in order to facilitate public inspection of the non-confidential portion of the proposal.

The County’s determination of whether an exemption applies shall be final, and the Offeror agrees to defend, indemnify, and hold harmless the County elected officials, employees and agents against any loss or damages incurred by any person or entity as a result of the County’s treatment of records as public records.

11. Cancellation - This RFP may be canceled at any time and any and all proposals may be rejected as a whole or in part when the Director of the Purchasing Section determines such action to be in the best interest of the County.

12. Sufficient Appropriation - Any Agreement awarded as a result of this RFP process may be terminated if sufficient appropriations or authorizations do not exist. Such termination will be effective by sending written notice to the Contractor. The County’s decision as to whether sufficient appropriations and authorizations are available is in the sole discretion of the County mailto:bbustos@bernco.gov and shall be final and binding upon the Contractor.

If the determination is made that there is insufficient funding to continue or finalize the services the Contractor will be compensated to the level of effort performed, as authorized by the County prior to that determination.

13. Code of Conduct - The successful Offeror shall abide by the Code of Conduct (https://www.bernco.gov/compliance-office/bernalillo-county-code-of-conduct/) of the County as it applies to the successful Offeror’s interactions with the County. Any violation of the Code of Conduct shall be considered a breach of the Agreement (a draft of the proposed Agreement is included in Section VII).

14. Acceptance of Conditions Governing the Procurement - Offerors must indicate their acceptance of the Conditions Governing the Procurement, Section II, in the Submittal Letter Form.

Submission of a proposal constitutes acceptance of all conditions contained herein including the evaluation factors contained in Section VI.

15. Standard Agreement - A draft copy of the proposed Agreement to be entered into is included in Section VII. However, the County reserves the right to negotiate with the successful Offeror provisions in addition to those contained in this RFP. The contents of this RFP, as revised and/or supplemented, and the successful Offeror's proposal will be incorporated into and become part of the Agreement.

16. Offeror Qualifications - The Selection Committee may make such investigations as necessary to determine the ability of the Offeror to adhere to the requirements specified within this RFP. The Selection Committee will reject the proposal of any Offeror who is not a responsible Offeror or fails to submit a responsive offer as defined in Ordinance §2-358 (oo) and (pp).

17. Right to Waive Minor Irregularities - The Purchasing Section reserves the right to waive minor irregularities. The Purchasing Section also reserves the right to waive mandatory requirements if all of the otherwise responsive proposals failed to meet the same mandatory requirements and the failure to do so does not otherwise materially affect the procurement. This right is at the sole discretion of the Purchasing Section.

18. Notice - The County Ordinance and the New Mexico criminal statutes impose felony penalties for bribes, gratuities and kickbacks.

19. Release of Information - Only the County is authorized to release information covered by this RFP. The Offerors must refer to the County any requests to release any information that pertains to the work or activities covered by any action or award related to this RFP.

20. Ownership of Documents - Any specifications, and other project documents are the property of the County.

21. Costs Incurred in Responding - This solicitation does not commit the County to pay any costs incurred in the preparation and submission of proposals or in making necessary studies or designs for the preparation thereof, nor to procure or contract for services.

22. Proposal Firm Offer - It is anticipated that an Agreement will be awarded within 90 days after receipt of proposals. Responses to this RFP will be considered firm for that time frame. The anticipated Agreement term is for two (2) years with an option to renew for two additional two (2) years periods. Not to exceed six (6) years.

23. Insurance Requirements - Insurance is required of the Contractor in the limits identified in the Proposed Draft Agreement, Paragraph 15, attached hereto.

24. Proof of licensing - The County reserves the right to request proof of licensing for which licensure by the State of New Mexico, or another agency is required, (e.g., Professional Architect/Engineer Number, State Bar Member Number, Contractor, etc.).

25. W-9 Information - Pursuant to Federal Tax Law (Internal Revenue Code, Section 6041), the County is required to obtain a Taxpayer Identification Number (TIN) and a completed W-9 from the successful Offeror; according to Federal Income Tax Law (Internal Revenue Code, Section 3406), failure to furnish this information promptly and correctly (within 30 days) may result in a $50.00 penalty imposed by the Internal Revenue Service. In addition, the Internal Revenue Service may require the County to withhold 28% or payments made, if the information is not https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.bernco.gov%2Fcompliance-office%2Fbernalillo-county-code-of-conduct%2F&data=05%7C01%7Cacbaca%40bernco.gov%7Ca0475eac0ea04b74a46208dafef5c0ad%7C2017becccef8453fae3c04934fc97714%7C0%7C0%7C638102628707140665%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=NSVmDNQrHf0WLxXW26bnUPp2T3oQhj2sFyzUWqrk4uU%3D&reserved=0 furnished by the successful Offeror.

If the successful Offeror’s business is classified as a corporation, tax-exempt organization, government agency, or other exempt payee, the County will not file an Annual Information Return (Form 1088 Misc.) on your behalf. However, the law requires your TIN in addition to informing the County of payee type. If classified as an individual or sole proprietor, the TIN is your Social Security Number; otherwise, your Federal Employer Identification Number serves as your TIN.

26. Applicable Law - This procurement and any Agreement that may result from this procurement shall be governed by the laws of the State of New Mexico.

27. Unfair Business Practices - A system or pattern of acts or practices that a relevant federal or enforcement agency has made a formal finding within the last three years to be discriminatory, deceptive, fraudulent, or abusive (or similar terms) under the New Mexico Unfair Practices Act, NMSA 1978, §57-12-1 et seq, or an applicable federal or other state consumer protection law relating to the subject matter of the procurement) or that has violated a relevant criminal statute, as evidenced by a public enforcement order or judgment, settlement with the enforcement agency or other formal finding by the relevant enforcement agency with regulatory enforcement authority under the applicable consumer protection law, or criminal conviction.

The County finds that it is a priority to protect its interests and the public's trust by conducting its business with partners that are committed to and consistently demonstrate engaging in fair and responsible business practices. The general purpose and intent of the New Mexico Unfair Practices Act is to ensure to the maximum extent practicable that contracting practices support conducting government business with partners who are committed to and consistently demonstrate engaging in fair and responsible business practices and avoid conducting its business with partners that engage in criminal or systematic deceptive, fraudulent or abusive business practices.

Offerors must submit with their proposal the completed “Unfair Business Practices Disclosure Form” found in Appendix E. Failure to complete and return the signed unaltered form may result in disqualification.

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III. RESPONSE FORMAT AND ORGANIZATION

This section describes the format and organization of the Offerors’ responses. Failure to conform to these guidelines may result in the disqualification of the proposal.

A. NUMBER OF RESPONSES

Offerors may submit only one (1) proposal.

B. PROPOSAL FORMAT

Format. Each file uploaded to the eProcurement System shall be in Optical Character Recognition (OCR) searchable PDF format unless otherwise indicated. Do not encrypt files and do not password protect the documents submitted.

Offeror’s Technical Proposal The proposal must be limited in format and length. The length of the Proposal shall be limited to a maximum of fifty (50) pages (printed sheet faces) of text and/or graphic material.

Supporting Documentation Material excluded from the fifty (50) page maximum count shall include and shall be limited to:

Proposal Summary (one page maximum) Submittal Letter Form Certificate(s) of insurance Resident Business Certificate

Resident Veteran Business Certificate Campaign Contribution Disclosure Form Unfair Business Practices Disclosure Form Pay Equity Reporting Form

ANY SHEETS OR PAGES INCLUDED IN THE PROPOSAL, BUT NOT SPECIFICALLY

EXCLUDED, AS NOTED ABOVE, SHALL BE COUNTED TOWARDS THE FIFTY (50) PAGE

MAXIMUM.

C. PROPOSAL ORGANIZATION

The proposal is to be organized and indexed in the following format, uploaded to Euna Procurement into the appropriate Requested Information Tab, and must contain, as a minimum, all listed items in the sequence indicated.

Group A: Technical Submittal Requirements

1. Technical Proposal addressing all evaluation criteria and service requirements

2. Certificate of Mandatory Site Visit (Appendix G)

Group B: Submittal Requirements

1. Submittal Letter Form. Proposals must be accompanied by a Submittal Letter Form

(Appendix C), which contains the following information:

A. Identity of the submitting business, including name and address of organization, firm, or Department and nature of organization (individual, partnership or corporation, private or public, profit or non-profit).

B. Identifies the name and title of the person(s) authorized by the company to contractually obligate the business for the purpose of this RFP.

C. Identifies the names, titles, and telephone numbers of persons to be contacted for clarification questions regarding this RFP and person(s) to be contacted for negotiations.

D. Acknowledges receipt of any and all Addendums to this RFP.

E. By signing the form, the Offeror is explicitly indicating the following:

a. Acceptance of Conditions Governing the Procurement as stated in Section II of this RFP.

b. A concurrence to comply with the Pay Equity Reporting Requirements as stated in Section II of this RFP.

c. A commitment to comply and act in accordance with the following:

Federal Executive Orders relating to the enforcement of civil rights.

New Mexico State Statutes and County of Bernalillo Ordinances regarding enforcement of civil rights.

Federal Code, 5 USCA 7201 et. seq., Anti-discrimination in Employment.

Executive Order No. 11246, Equal Opportunity in Federal Employment.

Title 6, Civil Rights Act of 1964.

Requirements of the Americans with Disabilities Act of 1990 for work performed as a result of this RFP.

F. Signature on the form must be from a person authorized to contractually obligate the Offeror.

2. “Campaign Contribution Form”

In accordance with Appendix D, Offeror’s must comply with Procurement Ordinance, Chapter 2, Article V, Division 1-3, Section 2-390 (b), pertaining to the disclosure of campaign contributions made to an applicable public official of a local public body.

Offeror(s) shall submit the “Campaign Contribution Disclosure Form” with their proposal submittal. Any Offeror who fails to comply with this requirement will be disqualified, no exception. NOTE: THIS FORM SHALL BE SUBMITTED IN ITS

ORIGINAL FORMAT AND SHALL NOT BE MODIFIED OR CHANGED IN ANY WAY.

3. Unfair Business Practices Disclosure Form” found in Appendix E. Failure to complete and return the signed unaltered form may result in disqualification.

4. Pay Equity Reporting Form (Section II, D)

5. Resident Business Certificate or Resident Veteran Business Certificate (see Section II.D.3 and Appendix B for additional information).

Group C:

1. Offeror’s Additional Terms and Conditions*

*If no exceptions or modifications have been included and Offeror has explicitly indicated acceptance on the “Submittal Letter” and no additional proposed Terms and Conditions are included, so state on a single sheet, following the tabbed divider.

Within each section of their proposal, offerors should address the items in the order in which they appear in this RFP. All discussion of proposed costs, rates or expenses must be uploaded separately into the appropriate Requested Information Tab within Euna Procurement.

Offerors may attach other materials that they feel may improve the quality of their responses.

However, these materials should be included as items in a separate appendix and counted towards the fifty (50)-page maximum.

IV. SCOPE OF WORK

OVERVIEW

Denison Equestrian Park and Rodeo Grounds is one of two outdoor arena facilities in the county inventory. Located at the south end of the south valley, the county has had ownership of the facility since the mid-1990’s. It has long served as a vital community hub for the region’s rich ranching culture, traditionally hosting a wide variety of youth and adult rodeo events. The previous long-term user, First Impressions Rodeo Club had managed the facility from the early 2000’s until December of 2024.

• Size Of Facility: 10.45 Acres, Capacity: 200 people

• Location: 7003 Coors Blvd SW, Albuquerque NM 87121

A. GOAL: The county’s goal is to secure a qualified and reputable long-term user of the facility that will provide minor and routine maintenance. As well as providing programing of the facility through livestock and equestrian educational opportunities and activities, rodeo events, training session, and will coordinate public access to the facility.

B. USE OF PROPERTY:

1. The County grants the Contractor access to the property for Rodeo and Livestock activities.

a. Awarded offeror must request approval of any activities outside the scope of recreational Rodeo or Livestock activities in writing to the County.

2. The County reserves the right to:

a. Install County signage on the property.

b. Use the premises for County-sponsored events up to three (3) times per year (amount subject to change)

c. Enter the premises at any time for reasonable purposes.

C. COMPENSATION AND FEES

1. In Lieu Payment and Services

a. The Contractor shall provide the services at no cost to the County.

b. The awarded offeror shall provide 2,000 hours of in-kind services annually, valued at $33.49 per hour, totaling $66,980 per year.

2. Event and Session Proceeds

a. The awarded offeror may keep any proceeds from the events, educational sessions, and activities.

b. The awarded vendor must recognize the County’s ownership of the property in all public communications and events, while the County will reciprocally acknowledge the awarded vendor’s contributions.

D. CONTRACTOR RESPONSIBILITIES

1. Event Requirements

a. Hosted Events: Awarded Vendor must Offer and manage ten (10) Rodeo and/or Livestock events per year which may include any of the activities identified above.

i. Awarded vendor must provide the County with an annual schedule of events by June 30th of each year.

ii. Any scheduled events not listed on the Annual Events must be provided to the county no later than fourteen (14) days before the scheduled events. The county reserves the right to approve or deny the proposed event.

b. Rodeo Associations: The awarded offeror must adhere to all required local, state and federal laws, rules, guidelines, and bylaws such as PRCA (Professional Rodeo Cowboys Association), IPRA (International Pro Rodeo Association), NIRA (College Rodeo). All events in coordination of with the organizations such as PRCA must follow best practices for conducting events as well as provide a Certificate of Insurance to the County no later than fifteen (15) days before all activities and events.

c. Medical Staff: The awarded Offeror shall, at its sole cost and responsibility, ensure the continuous presence of properly licensed and certified emergency medical technicians (EMTs) and/or other qualified medical personnel at all events. Staffing levels shall be sufficient to meet industry standards and event-specific risk factors.

The Potential Offeror shall ensure compliance with all applicable laws, regulations, and licensing requirements. Failure to meet these requirements shall constitute a material breach and may result in immediate termination of the Agreement.

d. Fees, Permits and Event Insurance: The awarded Offeror shall be solely responsible for obtaining and paying for all required permits, licenses, fees, and insurance necessary to conduct all events and related activities. This includes, but is not limited to, any applicable cancellation fees or penalties.

e. Event Security: Security personnel shall be required for events based on anticipated attendance and event risk. The awarded Offeror shall be responsible for providing qualified security personnel, at its sole cost and expense, for events where attendance is expected to meet or exceed thresholds established by the County or where the nature of the event reasonably necessitates security (e.g., rodeos, large-scale public events, or events involving elevated risk).

i. At a minimum, security staffing shall be provided at a ratio of no less than two (2) security personnel per one hundred (100) anticipated attendees, unless otherwise approved in writing by the County.

ii. All security personnel shall be properly trained, licensed, and, where applicable, background-checked and/or fingerprinted in accordance with applicable laws and regulations.

iii. The County reserves the right to require additional security personnel based on event-specific risk factors.

iv. The awarded Offeror shall ensure all volunteers undergo and pass a background check/screen prior to any assignment working with youth. Vendor shall be responsible for all screening and background check costs.

f. Rodeo and Event Announcer: The awarded Offeror shall be solely responsible for providing all personnel necessary to plan, manage, and execute all events and related activities. This includes, but is not limited to, event staff, coordinators, announcers, and operational support personnel.

The County shall not be responsible for providing staffing or on-site personnel for any event. County employees or representatives may, at their own discretion, attend or participate in events; however, such participation shall not relieve the Offeror of its full responsibility for staffing and event operations.

All personnel provided by the Offeror shall be properly trained and qualified to perform their assigned duties.

g. Event Liability: Contractor shall defend, indemnify and forever hold and save the County, it’s elected officials and employees harmless against any and all suits, causes of action, claims, liability, damages, losses and reasonable attorneys’ fees and all other expenses of any kind from any source which may arise out of this contract/agreement or any amendment hereto if caused by the negligent act, error or omission or intentional act, error or omission of the Contractor/Vendor, its officers, employees, servants or agents.

E. EDUCATIONAL SESSIONS, TRAININGS AND CLINICS

1. Educational Sessions and Trainings Requirements: The awarded Offeror shall provide a minimum of one hundred (100) hours per contract year of educational and training sessions. Such sessions shall be delivered by a qualified and/or certified instructor, program administrator, or through collaboration with a recognized partner organization (e.g., 4-H or similar agricultural or educational associations).

a. Educational and training opportunities may include, but are not limited to, workshops, demonstrations, instructional sessions, and hands-on learning experiences related to livestock judging, animal science, animal care, veterinary science, agricultural science, natural resources, horticulture, environmental education, and horsemanship.

b. The Offeror shall ensure that all sessions are appropriately staffed, organized, and accessible to the intended audience.

The Offeror shall provide a detailed schedule of planned educational and training sessions as part of its quarterly report to the County, including session topics, dates, and hours provided.

2. Mentorships and Educational Support: The awarded Offeror shall provide a minimum of one hundred (100) hours per contract year of mentorship and educational support by facilitating connections between interested youth and responsible, qualified adults with relevant professional experience.

Mentorship and support activities may relate to, but are not limited to, livestock judging, animal science, veterinary science, agricultural science, natural resources, horticulture, environmental education, and horsemanship.

a. The Offeror may fulfill this requirement through its own programming or by coordinating, hosting, or partnering with recognized organizations or associations to provide mentorship and educational opportunities.

b. The Offeror shall ensure that all mentors and participating adults are appropriately vetted, qualified, and capable of providing safe and constructive guidance to youth participants.

c. The Offeror shall provide a detailed schedule of mentorship and educational opportunities as part of its quarterly report to the County, including activity descriptions, dates, and hours provided.

3. Individual and Group Clinics: The awarded Offeror shall provide a minimum of one hundred (100) hours per contract year for individual and group clinics. Clinics shall focus on rodeo events, horsemanship, and animal care, and may include, but are not limited to: natural horsemanship, classical horsemanship (including dressage), western and working horsemanship, rough stock riding events, timed rodeo events, roping, farriering, general animal care, agriculture, and horticulture.

a. Clinics may be delivered directly through the Offeror’s programs or through coordination, hosting, or partnerships with recognized associations or organizations.

b. The Offeror shall ensure clinics are led by qualified and experienced instructors and are appropriately structured to meet the needs of participants.

c. The Offeror shall provide a detailed schedule of all individual and group clinics as part of its quarterly report to the County, including clinic type, dates, duration, and hours provided.

F. SITE MAINTENANCE – The awarded vendor shall provide maintenance services including routine upkeep, general maintenance, and preparation of the site to ensure it remains operational and ready for scheduled rodeo, equine, livestock, and other approved activities.

1. Maintenance Requirements: Including but not limited to:

a. Routine upkeep: trash pickup/removal, weed abatement, brush thinning, track improvements, grooming of the arena floor, parking lot clean up.

b. General Maintenance: painting, fence repair, corral/stall repair, chute repair (hinge pins, nuts/bolts), minor electrical repair (changing lightbulbs, fixing sockets).

c. Substantial repairs or improvements must be approved by county and must adhere to all county policies and procedures (CIP, permitting, insurance, approved vendors, etc.) prior to any fixes or repairs can be made.

2. Public Access and On Call Response

1. Maintain Public Access: 365 days per year. from dawn to dusk.

2. The awarded vendor must provide advance notification to the

County if public access to the service, facility, or system will be temporarily unavailable. Notification must include the reason for the interruption, the expected duration of the outage, and the steps being taken to restore access.

3. On Call Requirements: Awarded vendor must provide on call for an emergency response 24 hours per day, seven days per week and will notify the County of any such issues or incidents in writing no later than 48 hours after the issue or incident.

G. ANNUAL REPORTING

1. Awarded vendor must submit a bi-annual report to the County by June 30th and December 31st of each year documenting the following:

a. Dates of services provided

b. Total number of hours worked

c. List of Names of volunteers and Signed Volunteer Waivers –

d. Description of services rendered.

e. Clients of Schedule Events

f. Schedule of Events.

g. Number of participants in attendance (for educational/mentorship sessions).

h. Documentation from the NM Secretary of State showing incorporation status of contractor in good standing. Potential Offeror must provide notice of changes, cancellation or revocations to the County immediately upon notice from the NM Secretary of State.

i. Organization’s financial Status

j. Statement for the previous fiscal year

V. TEHCNICAL SUBMITTAL REQUIREMENTS

Offerors MUST respond to all specifications of this RFP, providing the required responses, documentation and assurances. Failure to respond to a specification will result in disqualification of an Offeror’s proposal.

SPECIFICATIONS:

A. Company Profile and Experience

The Offeror shall submit a brief overview of their company, including the organization’s background, years of operation, and relevant experience related to the services requested in this solicitation.