8-RFP 00 Request For Proposals.pdf

REQUEST FOR PROPOSALS (RFP)

Incorporated County of Los Alamos Procurement Division

101 Camino Entrada, Building 3 Los Alamos, NM 87544

RFP26-54 Los Alamos Summer Concert Series

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NOTIFICATION REGARDING SUBMISSION PROCESS AND REGISTRATION INSTRUCTIONS

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

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

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

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

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

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

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NEEDS STATEMENT

County is seeking proposals for event production of its Los Alamos Summer Concert Series for seven (7) calendar years, 2027-2033. The Los Alamos Summer Concert Series is a long-standing tradition in Los Alamos, with friends, families, neighbors, and tourists settling in for musical entertainment in a relaxing, safe environment. The Los Alamos Summer Concert Series has grown over the years to become what has been called the best small-town outdoor concert venue and series in the state. This series has always been free to the public and open to all. Family-friendly entertainment and a diverse assortment of quality music are solid mainstays of the series. The successful respondent will plan to, through sponsorships, donations, and County funding, arrange a total of fifteen (15) Friday night concerts; five (5) large-scale concerts with a target audience of 7,000 or more people each and ten (10) small-scale concerts, and which may include themed evenings related to holidays such as Pride Week, 4th of July, Juneteenth, etc., and large events such as Fair and Rodeo, and ScienceFest, etc. or other creative draws, to attract residents and tourists while maintaining a small-town feel. All marketing efforts should promote the “Los Alamos Summer Concert Series".

SOLICITATION INFORMATION

Solicitation No. RFP26-54

Solicitation Title Los Alamos Summer Concert Series

Single-step or Multi-step Single-step

Requesting Dept. COMMUNITY SERVICES - Recreation Division

SOLICITATION SCHEDULE

Advertised April 2, 2026

Pre-Proposal Conference Non-Mandatory April 15, 2026 at 2:00 p.m. Mountain Time https://teams.microsoft.com/meet/RFP26-54

Question Submission Deadline

April 30, 2026 at 2:00 p.m. Mountain Time

Responses to Questions Issued by County

May 7, 2026 at 2:00 p.m. Mountain Time

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

Proposal Due Date and Closing

June 1, 2026 at 2:00 p.m. Mountain Time

Late responses will not be considered

CONTACT INFORMATION

Procurement Contact Name Patricia Masterson

Title Management Analyst

E-Mail patricia.masterson@losalamosnm.gov

Phone No. 505.662-8127

ESTIMATED PROCESS SCHEDULE AFTER CLOSING

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

Proposal Evaluation June 2, 2026 - June 12, 2026 https://teams.microsoft.com/meet/28832425850006?p=JDm4PHpxR763FlKJDb

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Contract Drafting, Legal Review, and Negotiations

June 15, 2026 – July 15, 2026

County Council Approval Required for contracts >$300,000.00 August 4, 2026

Estimated Contract Award August 5, 2026

1. ELECTRONIC SUBMISSIONS

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

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

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

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

3. GRANT RELATED INFORMATION

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

4. QUESTIONS

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

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

5. PRE-PROPOSAL CONFERENCE

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

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

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

6. MULTI-STEP PROCESS

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

7. DEMONSTRATION INFORMATION

Demonstrations are not planned for this RFP.

8. GENERAL INFORMATION

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

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

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

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

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

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

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

8.6. Proposals are Public Records. Pursuant to the New Mexico Inspection of Public Records Act, NMSA 1978, Chapter 14, Article 2, all materials submitted under this RFP shall be presumed and considered public records. Except to the extent any information may be protected by state or federal law, Proposals

Template Version: 20250321 shall be considered public documents and available for review and copying by the public. County declines to sign any non-disclosure agreements or confidentiality agreements submitted by potential Offerors. If an Offeror fails to submit information requested in the RFP that Offeror considers to be confidential, the County reserves the right to find any Offeror’s Proposal non-responsive or non-responsible based on the information provided in or excluded from Offeror’s response.

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

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

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

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

9. PROPOSAL REVIEW AND EVALUATION

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

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

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

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

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

10. AWARD OF SOLICITATION

Following award of the solicitation, the successful Offeror will be required to execute a contract with County in accordance with the terms and conditions set forth in the Sample Agreement, which is

Template Version: 20250321 provided through the County’s Procurement Portal. Offerors must identify any exception or other requirements, if any, to the terms and provisions in the Services Agreement, along with proposed alternative language addressing the exception. County, as a governmental entity, is subject to certain laws and prohibitions and may, but is not required to, negotiate changes in contract terms and provisions, but will not agree to language that is in violation of the law. The Agreement as finally agreed upon must be in form and content acceptable to County.

11. OBLIGATIONS OF FEDERAL CONTRACTORS AND SUBCONTRACTORS; CONTRACT CLAUSES

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

12. ILLEGAL ACTS

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

13. CERTIFICATION FORM REGARDING DEBARMENT, SUSPENSION, AND OTHER

RESPONSIBILITY MATTERS

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

14. CAMPAIGN CONTRIBUTION DISCLOSURE FORM

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

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

15. VERIFICATION OF AUTHORIZED OFFEROR

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

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

The Incorporated City and County of Los Alamos (“County”) is situated at the foot of the Jemez Mountains on the Pajarito Plateau with an elevation ranging from 6,200 feet to 9,200 feet. Two distinct communities, Los Alamos Townsite and White Rock, each with its own visitor center, are home to ~18,000 people. Los Alamos is mostly known for the historic accomplishments of its largest employer, Los Alamos National Laboratory, and continues to gain notice for its vast scenic assets and recreational opportunities.

Los Alamos County has been hosting the free concert series for many years and has been consistently held at Ashley Pond Park on Friday nights during the summer for the last seven (7) years. The Los Alamos Summer Concert Series has grown into a regional event that attracts not only local residents, Template Version: 20250321 but workers from Los Alamos National Laboratory who live outside of the County, in addition to residents from Jemez Springs, Espanola, Taos, Santa Fe, and Albuquerque. Each concert has an average of 5,100 attendees.

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

17.1. THE SUCCESSFUL OFFEROR WILL PROVIDE ALL NECESSARY SERVICES, INCLUDING, AT A

MINIMUM:

17.1.1. Provide a series of family-friendly summer concerts, free and open to the public, on Friday nights, consisting of fifteen (15) diverse acts/performances as per the schedule on Exhibit C. The Offeror, through sponsorships, donations, and County funding, will arrange five (5) large-scale concerts with a target audience of 7,000 or more people each and ten (10) small-scale concerts, which may include themed evenings related to holidays such as Pride Week, 4th of July, Juneteenth, etc., and large events such as Fair and Rodeo, and ScienceFest, etc. or other creative draws, such a Northern New Mexico Night, 80’s Night, etc., to attract residents and tourists while maintaining a small-town feel.

17.1.2. Work with County on site plan(s) for the Los Alamos Summer Concert Series, to include designated areas for promoter to include performance, sponsor, sound equipment, and storage areas. (See Exhibit B)

17.1.3. Attend regular meetings with County staff to plan for concerts.

17.1.4. Participate in an annual Emergency Management scenario exercise.

17.1.5. Follow the Los Alamos County Inclement Weather Policy and Procedure.

17.1.6. Handle all logistical needs for performers, sponsors, and promoter areas as shown in yellow on Exhibit B such as, but not limited to, transportation, lodging, equipment (including sound), food, and beverage.

17.1.7. Provide professional, commercial-grade sound equipment and accessories for live music suitable for large open spaces and large crowds;

17.1.8. Provide personnel sufficient in number to set-up, conduct, and take-down concert performance.

Clean-up promoter areas as shown in yellow on Exhibit B which shall conclude no later than 1:00 a.m. immediately following each concert. Cleanup must be done in a quiet and efficient manner.

17.1.9. Be responsible for the safety and behavior of all persons in the promoter areas as shown in yellow on Exhibit B during the set-up, conduction, and take-down of the performance. Any necessary security personnel will be provided by Offeror.

17.1.10. Acquire sponsorships and/or donations to supplement County funding.

17.1.11. Provide County with two (2) versions of the “Cost Summary Report” as per Exhibit D. The first report (“Upcoming Season Plan”) is due by March 1 of each year for the upcoming concert season. All performance details must be approved by County prior to the booking of any performers. Bookings may change due to circumstances beyond successful Offeror’s control, however County will still need to approve any modifications. The second report (“Season Recap”) is due thirty (30) days after the final concert each year and will report actual costs and contributions.

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17.1.12. Work with County to help cross-promote the performances of the Los Alamos Summer Concert Series. Cross-promotion of performances may include, but is not limited to, flyers, social media, videos, radio ads, press releases, and pre-recorded concert media. All promotion should solely promote the “Los Alamos Summer Concert Series” by name. All promotional materials must be approved by the County prior to media and public distribution. All Los Alamos Summer Concert Series promotional material, whether produced by County or Offeror, is property of Los Alamos County.

17.1.13. Share any media packages provided by scheduled performers with County upon receipt.

17.2. COUNTY WILL PROVIDE THE FOLLOWING IN-KIND SERVICES:

17.2.1. Emergency services during concerts;

17.2.2. Public transit before and after concerts;

17.2.3. Traffic control;

17.2.4. Port-a-potties;

17.2.5. LAC facility reservations for concerts;

17.2.6. County information tent and staffing;

17.2.7. Management of vendors, to include businesses, organizations, non-profit organizations, and individuals selling and/or distributing information, food, beverages, goods, and raffle tickets to concert attendees, as well as providers of inflatable or carnival games;

17.2.8. Performer meet and greet assistance; and

17.2.9. Performer-based marketing assistance

17.3. INFORMATION RELATED TO THE SCOPE OF SERVICES

17.3.1. ESTIMATED BUDGET: The projected County budget for the contracted production services for the Los Alamos Summer Concert Series is: EIGHTY THOUSAND DOLLARS ($80,000.00), WHICH DOES NOT INCLUDE NMGRT, for calendar year 2027 concerts. Budgets are appropriated annually. The County reserves the right to modify budgets and appropriations at any time for any reason. In the event that additional funding becomes available, any contract awarded may, at County’s sole discretion, be renegotiated in accordance with County’s Procurement Code and procedures. Any contract awarded as a result of this solicitation is contingent upon the availability of funding.

17.3.2. County will consider, but is under no obligation to accept proposed future year unit prices or price escalations, which may include but are not limited to price escalations based on:

17.3.2.1. a specified dollar amount;

17.3.2.2. a specified percentage;

17.3.2.3. a capped not-to-exceed dollar amount or percentage (e.g., annual increases will never exceed the lesser of $1,000.00 or 3%, per year over the prior year’s fee amounts);

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17.3.2.4. or some other formula (e.g., a specific Producer Price Index or Consumer Price Index).

17.3.3. If proposing a price escalation mechanism for future years of an agreement where a specified dollar amount or specified percentage has not been proposed (e.g., if using a CPI), Offerors should also clearly describe the process and timing for Offeror to notify County of any such increase and the process by which County would approve such an increase in future years. County, at its sole discretion, reserves the right to accept any given proposed fees and price escalation mechanism and process for any agreement term length.

17.3.4. PAYMENT OF SERVICES RENDERED

17.3.4.1. Up to 40% of contractual total for current concert season may be billed to County by successful Offeror prior to first concert and after coordination services (pre-planning, marketing, and contracting of concert performers) for the series have taken place.

17.3.4.2. Remaining compensation due shall be paid evenly across each scheduled performance as listed in the County-approved “Upcoming Season Plan” after successful completion of each performance and receipt of invoice from Contractor to County.

17.4. ADDITIONAL CONCERTS

17.4.1. Additional concerts may be provided at the selected Offeror/Proposer’s expense, contingent upon providing the County with the appropriate insurance and payment of facility rental for each additional concert. Additional concerts are not a requirement of this RFP.

18. PROPOSAL FORMAT AND RESPONSE COMPONENTS

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

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

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

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

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

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

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

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Sect.

No. Section Title

Submission Information

(In addition to any other information requested herein.

1 Cover Sheet (One page only)

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

2. Reference the RFP number and name.

Cover Letter and

Executive Summary (One page only)

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

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

Qualifications and

Experience, Fiscal and Administrative Capacity

1. Describe Offeror’s prior experience performing similar work, particularly providing examples from the last 3-5 years.

2. State qualifications of Offeror’s staff who might be assigned to provide services. List all applicable licenses and certifications for each individual. Describe training and ability to perform the required services.

3. Provide a portfolio of acts/performers/events that the individual or organization has previously worked directly with and booked.

--Describe the nature, size, and success of these events.

--Describe the equipment (sound, stage, etc.) used for these events

4. Describe the individual’s or organization’s business structure and administrative capability, as well as the qualifications and experience of key personnel with maintaining financial records and meeting any financial reporting requirements in a timely manner.

5. The County pays contractors after services have been rendered as described under “Information Related to Scope of Services.”

Describe Offeror’s ability to cover down payments and deposits to sub-contractors prior to services rendered.

6. Describe the individual's or organization's experience and capability in soliciting financial support for events like the Los Alamos Summer Concert Series.

References And Previous Clients

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

2. If previous client reference information is confidential, you may state so, however, evaluation scores will reflect Offeror’s inability to include requested reference information in the Proposal.

3. Using the Reference Worksheet provided on the County’s Procurement Portal, provide a minimum of 2 references and previous clients where similar services were performed in the last 3-5 years.

4. References and previous clients should include company name, address, contact name, position, telephone number, and the period during which services were provided.

Applicable Industry

Standards, Laws, and Regulations

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

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

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

4. Confirm that Offeror is properly authorized to conduct business in the State of New Mexico and briefly describe those authorizations (e.g., Template Version: 20250321

Sect.

No. Section Title

Submission Information

(In addition to any other information requested herein.

Offeror possesses a New Mexico Business License issued by the New Mexico Secretary of State).

Description of Services and Ability to Provide the

Scope of Work or Services

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

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

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

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

5. Identify any deliverables.

6. Describe how Offeror will promote concerts which will grow the series through large scale performers, themed evenings, or other creative draws.

7. Describe how Offeror will use sponsorships, donations, and County funds to provide fifteen (15) diverse concerts primarily at Ashley Pond, with an estimated attendance of 7,000 people for five (5) of those concerts, starting no later than 7:00 pm and ending no later than 10:00 pm, on the dates scheduled on Exhibit “C.

8. Describe the lighting, sound, and stage equipment owned by the organization or individual making this proposal. Or describe the plans for leasing or borrowing said equipment.

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

7 Cost Proposal

1. Provide total costs proposed for all possible years of an agreement using the instructions provided in Exhibit A. In accordance with County Code, the use of a cost-plus-a-percentage-of-cost contract is prohibited.

Submission of County’s Standard Sample Service

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

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

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

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

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

Additional Documents to Submit with Proposals

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

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

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Sect.

No. Section Title

Submission Information

(In addition to any other information requested herein.

2. Campaign Contribution Disclosure Form

3. Verification of Authorized Offeror

4. Request for Preference Form

5. Exhibit A “Promoter Questionnaire”

6. Signed copies of any addenda issued.

19. EVALUATION CRITERIA

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

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

Criteria Weighted Points

1 As described in Proposal, demonstrated qualifications, expertise, and experience 20

2 As described in Proposal, ability to comply with Scope of Services 15

3 As described in Proposal, references (two) 5

4 As described in Proposal, fiscal and administrative capacity 15

As described using Exhibit “A” in Proposal, Promoter

Questionnaire response which includes the Cost Proposal

Suitability of individual/organization to perform requested professional services

Total Score

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EXHIBIT A

Exhibit A Title

Promoter Questionnaire

RFP26-54

Los Alamos Summer Concert Series *This document must be returned with RFP submittal*

Offeror (Company Name): ________________________________________________________

1. In addition to County funds, promoters should arrange for sponsorships and/or accept donations.

For each source you anticipate using for the Los Alamos Summer Concert Series, how much do you foresee having available to you? Indicate what kinds of expenses you would cover with each source. Please focus on year one of the contract for this question.

Source of funds Expected total Expenses

County $80,000

In-Kind Donations

Sponsorships (non- County $ received)

TOTAL FUNDING

2. Describe the pricing for the county funded portion of the annual concert series for years two (2) -seven (7) in accordance with RFP section 17.3.

Year 2 Year 3 Year 4 Year 5 Year 6 Yaar 7

3. Give examples of an opening act and headliner that you would plan to book with the resources available to you for each of the following scenarios, and include expected attendance totals (assuming no rain). If you’d like to share your reasoning, please attach a separate sheet.

FIRST CONCERT OF THE SEASON

Genre

Opening Act

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Headliner

Potential Attendance

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SCHOOL JUST GOT OUT FOR THE SUMMER

Genre

Opening Act

Headliner

MID-JUNE

Opening Act

Headliner

FRIDAY, JULY 2ND

Opening Act

Headliner

FAIR AND RODEO WEEKEND

Opening Act

Headliner

BACK TO SCHOOL

Opening Act

Headliner

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4. Describe your marketing and promotional philosophy for the Los Alamos Summer Concert Series, as well as your success in promoting previous events using such an approach.

5. Have you dealt with last-minute cancellations by performers? If so, how did you handle the situation? If not, how would you handle it if awarded this contract?

6. How would your company handle the following situations?

a. A band shows up without enough crew to move equipment to the stage.

b. A sponsor insists their flag with company logo must fly above the stage even though there isn't an appropriate setup to accommodate that request.

c. You or one of your subcontractors has an emergency and can’t work tomorrow’s show.

d. It's 7:30pm on Friday night and it has been raining since 3:00 pm. Your headliner wants to cancel and go home.

e. America's latest favorite band is headlining and several members of the public are trying to get on stage with them.

f. Someone disclosed the time of your headliner's sound check on social media and there are rumors that hundreds of people may show up for it. The artist's manager insists the sound check must be private.

7. What differentiates your company from others in the industry in how you would execute the contract for the Los Alamos Summer Concert Series?

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Exhibit B

CONCERT SITE PLAN FOR ASHLEY POND

RFP26-54

Promoter is responsible for areas in yellow to include stage area and three (3) areas promoter may choose to utilize if desired: a concrete pad to west of pond, 10x20 area near the sidewalk, and space for a storage pod (not provided by

County).

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Exhibit C

CONCERT SERIES DATES

RFP24-54

ALL CONCERTS START NO LATER THAN 7:00 PM AND END BY 10:00 PM

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Exhibit D

LOS ALAMOS SUMMER CONCERT SERIES COST SUMMARY REPORT

RFP26-54

This document is due from successful proposer on March 1 of each calendar year in the contract.

Excel document can be provided to successful proposer when contract is signed.

Each date to include 7:00 – 10:00 p.m. performances (no more than 30 minutes total for breaks during this time) Five

(5) concerts must be large concerts, please put asterisks by headliners below.

All concerts will be played at Ashley Pond, unless otherwise determined by Los Alamos County.