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

RFP26-55 Hanging Flower Baskets Multi-Year

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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

The Incorporated County of Los Alamos Parks, Recreation and Open Space Division (“County”) is requesting Proposals from qualified and experienced firms for Hanging Flower Baskets and maintenance of the baskets for the Los Alamos town site, which includes Central Avenue, Knecht, 15th, and 20th Streets Seasonal Flower Display. The County may substitute comparable locations as needed to accommodate construction activities or town site changes. County reserves the right to adjust quantities to accommodate location changes which may include a reduction in stated quantities. There are currently 68 street light poles with 2 hangers each for a total of 136 hanging baskets. The Awarded Contractor shall also maintain 8 baskets at an offsite reserve to use as replacements.

SOLICITATION INFORMATION

Solicitation No. RFP26-55

Solicitation Title Hanging Flower Baskets Multi-Year

Single-step or Multi-step Single-step

Requesting Dept. COMMUNITY SERVICES - Parks, Recreation and Open Spaces

SOLICITATION SCHEDULE

Advertised May 7, 2026

Pre-Proposal Conference Non-Mandatory May 13, 2026 2:30 p.m. Mountain Time Virtual via MS Teams

Question Submission Deadline

May 21, 2026 2p.m. Mountain Time

Responses to Questions Issued by County

May 28, 2026 5p.m. Mountain Time

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

Proposal Due Date and Closing

June 4 2p.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 5, 2026- June 18, 2026

Contract Drafting, Legal Review, and Negotiations

June 19, 2026-July 2, 2026

Estimated Contract Award July 14, 2026

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1. ELECTRONIC SUBMISSIONS

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

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

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

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

3. GRANT RELATED INFORMATION

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

4. QUESTIONS

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

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.

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6. MULTI-STEP PROCESS

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

7. DEMONSTRATION INFORMATION

Demonstrations are not planned for this RFP.

8. GENERAL INFORMATION

8.1. About Los Alamos County. The Incorporated County of Los Alamos is situated at the foot of the Jemez Mountains on the Pajarito Plateau with an elevation ranging from 6,200 feet to 9,200 feet.

Los Alamos is an incorporated county, established under a special provision of the State constitution, giving it both county and municipal authority and powers. Two distinct communities, Los Alamos Town site and White Rock, each with its own visitor center, are home to ~19,000 people. Los Alamos is mostly known for the historic accomplishments of its largest employer, Los Alamos National Laboratory, and continues to gain notice for its vast scenic assets and recreational opportunities. Visit the Los Alamos County website (www.losalamosnm.us) and the tourism website (www.visitlosalamos.org) for more information.

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

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

8.3. The County invites Proposals from all qualified respondents. No Proposal may be withdrawn after the scheduled closing time. Proposals will not be accepted after the scheduled closing time.

Please make note of the submittal requirements outlined in this solicitation. Read and follow the instructions carefully. Include the required documents stated in this RFP as part of your submittal packet. Any misinterpretation or failure to comply with the submittal requirements could result in rejection of the Proposal. Proposal preparation is at the Offeror’s expense.

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

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

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

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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 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

Template Version: 20250321 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. SCOPE OF WORK OR SERVICES (“SCOPE”)

The Awarded Contractor must hold a valid nursery dealer license issued by the New Mexico Department of Agriculture, throughout the term of the Agreement. A copy of this license is required, with submission of the response.

16.1. Wire Baskets

16.1.1. The hanging wire baskets, coconut shell liners, and galvanized wire hangers shall be provided by Los Alamos County. The baskets are 22" galvanized heavy duty wire baskets with galvanized wire hangers.

16.1.2. County shall retain baskets until Contractor requests baskets for planting each season.

16.1.3. Contractor shall return baskets to County no later than December 1 each year, if December 1 is on a weekend, the baskets shall be returned on the following business day. Contractor shall be responsible for replacement of any missing baskets.

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16.2. Maintenance Period

16.2.1. It shall be Contractor's responsibility to maintain plant material in hanging baskets, if plants expire within 10 days in installation, contractor shall replace plants or whole basket.

16.3. Irrigation System Assessment and Repairs

16.3.1. Prior to installation of baskets, Contractor shall assess the drip system on 68 light poles.

16.3.2. Contractor shall report any needed repairs for the irrigation system to County’s Project

Manager, County’s Project Manager shall provide approval to make necessary repairs.

16.3.3. Contractor shall monitor irrigation control throughout the growing season.

16.4. Plant Material Specifications

16.4.1. Each hanging basket must contain the plant material described in the plant list, and a commercially prepared soil-less media, as described below in 1204 style flats.

16.4.2. All plants installed in the hanging baskets must be grown in a commercially prepared soil-less media approved by the County’s Project Manager or designee (such as Pto-Mix BX or approved alternate) and include AquaSmart crystals as a water conservation additive at a rate of 2.5 oz per basket. Substitution of AquaSmart must be approved by the Parks Superintendent.

16.4.3. All plants must be vigorous, healthy, well-developed, stocky, and hardened off to outdoor temperature and weather conditions.

16.4.4. Geraniums are to be grown with pinching, if necessary, to produce stocky, branched plants.

16.4.5. Flowers must be those varieties specified only and show true color.

16.4.6. Any plants received from a second source must meet the same specifications as those of the contracted grower.

16.4.7. A pesticide treatment schedule must be documented by the grower and supplied to the

County’s Project Manager

16.4.8. The County’s Project Manager or designee shall determine the suitability of plant material.

Rejected material shall be handled as specified in the subsection entitled Plant Guarantee.

16.4.9. Fertilization every two weeks is required to deliver vigorous and healthy plants.

16.4.10. A fertilization schedule must be documented by the grower and supplied to the Parks

Superintendent. Baskets containing plants that show signs of nutrient deficiency shall be rejected.

16.4.11. The roots of the plant materials installed in the hanging baskets should be well developed but not pot bound. Overgrown plants shall be rejected.

16.4.12. All plants must be transplanted to and grown in the hanging baskets provided by the Los Alamos County and at the time of transplant must be at least the size indicated on the plant list. County’s Project Manager or designee may inspect the plant material prior to installation in the baskets.

16.4.13. The County’s Project Manager or designee must be notified of progress and problems occurring during plant growth.

16.4.14. County shall perform an inspection of plant material on the delivery date. Sub-standard material shall be rejected and must be replaced as specified in the paragraph entitled Plant Guarantee. Inspections may be performed at any time during the contract period.

16.4.15. Watering: The County shall provide irrigation to each hanging basket in the form of a drip system. It is the Contractor’s responsibility to determine the amount of water necessary to sustain vibrant plant life and to regulate the watering as needed.

16.5. Requirements

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16.5.1. Prior to installation in baskets, geraniums shall be grown in 4 inch pots.

16.5.2. Prior to installation in baskets, each plant must be at least equivalent in size to a 3-inch square or one unit grown in an 1801 style flat.

16.5.3. Prior to installation in baskets, Brachycome must be propagated by cuttings, NOT SEED, and must be at least equivalent in size to a 3-inch square or more grown in an 1801 style flat.

16.5.4. Prior to installation in baskets, each plant must be at least equivalent in size to plants grown in

1204 style flats.

16.6. Plant Guarantee

16.6.1. If the plant materials listed in these specifications are unavailable, substitutions may be allowed.

16.6.2. Proposed substitutions must be provided to County’s Project Manager each year no later than

April 15.

16.6.3. In case of a crop failure, Contractor may recommend, in writing, a substitution to the Parks

Superintendent. The Parks Superintendent has two (2) business days to approve or disapprove the proposed substitution or to make additional plant recommendations. Upon written receipt of approval from the Parks Superintendent, Contractor may proceed with the approved substitution.

16.6.4. The County reserves the right to find a material source. If such a source is available, the successful awardee must purchase and provide the plant material requested.

16.6.5. All plant material shall be free from defect in terms of physical damage, drought stress, nutrient stress, disease, weed, and insect infestation.

16.6.6. Plants that show any of the above signs or symptoms or fail to meet the criteria outlined in these specifications shall be rejected

16.6.7. It shall be the responsibility of the Contractor to provide comparable replacements of rejected plants.

16.6.8. Contractor shall replace any such defective plants immediately.

16.6.9. If Contractor does not have additional plants available on their premises, Contractor shall purchase the additional material from another source at their own expense.

16.6.10. If Contractor cannot procure the number, quality, and type of plant material requested, Los

Alamos County reserves the right to produce the material and bill the Contractor for the full amount.

16.6.11. Within 10 days following installation, Contractor shall be responsible for the replacement of any hanging basket which fails to meet the quality requirements, specifications, and sustained growth as specified in the paragraphs entitled Conditions for Growing and Plant Material Specifications.\

16.6.12. Replacement of any such hanging baskets and its contents shall be at the expense of the Contractor as outlined above. Contractor shall prepare and maintain (8) baskets as an offsite reserve. The hanging baskets shall be maintained to ensure that they remain healthy and vigorous.

16.6.13. Plant material must be at least the size indicated in the "NOTES" column of the plant list on the planting date.

16.6.14. The Contractor must hold a valid nursery dealer license issued by the New Mexico Department of Agriculture. A copy of this license is required, with submission of the response.

16.7. Conditions For Growing

16.7.1. Quality, Feeding, Treating Plants: The extent of the project shall include, but not be limited to, the following:

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16.7.2. Supplying plant material in the quantity, quality, and type requested.

16.7.3. Fertilizing plant material in hanging baskets to produce bushy, high quality, and type requested.

16.7.4. Treating hanging basket plant material for insects and disease, as necessary.

16.8. Quality Assurance

16.8.1. Material is scheduled for delivery and installation of baskets on street light poles by close of business on May 15 each year of the awarded Agreement, unless there is a projected freeze, which is identified by County’s Project Manager, in which case a new date shall be established by County’s Project Manger or designee.

16.8.2. All material shall be inspected on delivery date. All hanging baskets will meet or exceed the criteria outlined in these specifications.

16.8.3. Plant material shall be vigorous, healthy, well developed, and in flower.

16.8.4. Watering hanging basket plant material so that material is not under drought stress.

Journeyman’s Sprinkler License preferred.

16.9. Plant List for Design of Hanging Basket:

16.9.1. Designs A & B: 60 hanging baskets must contain the following:

DESIGN A

QUANTITY

PER BASKET

UNIT

PLANT NAME

VARIETY

3 Each Geranium Oglevee, Kim (red)

1 Each Dracena Spike 3 Each Vinca Vine 3 Each Allysum New Carpet of

Snow 3 Each Evolvulus Blue Daze 3 Each Petunia Pink 6 Each Brachycome Ultra-Blue 3 Each Scaveola New Wonder

DESIGN B

3 Each Geranium Oglevee, Kim (red)

1 Each Dracena Spike 3 Each Vinca Vine 3 Each Allysum New Carpet of

Snow 3 Each Evolvulus Blue Daze 3 Each Petunia Pink

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3 Each Brachycome Ultra-Blue 6 Each Scaveola New Wonder

16.9.2. The Contractor shall provide a third design (Design C) for 24 of the proposed 144 hanging baskets and will be responsible for creating a vibrant, drought and sun tolerant basket design.

The baskets shall be made up of 18 to 20 plants as provided in the Design C table.

DESIGN C

3 Each Zinnia Fire, yellow or white

1 Each Dracaena spike 3 Each Ostiospernum Orange or yellow 3 Each Trailing petunia Pink, burgundy or purple 3 Each Biocopa or suerta cordata White

3 Each Sweet Caroline potato vine

Lime green

3 Each Mixture of verbena

Pinks or white/yellow

3 Each TBD – Contractor Option

17. PROPOSAL FORMAT AND RESPONSE COMPONENTS

17.1. 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.

17.2. 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.

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

17.4. 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.

17.5. 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.

17.6. 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

Template Version: 20250321 expected to identify in their Proposals any modifications to the proposed Scope that may be deemed necessary or might aid in successfully delivering services

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

Sect.

No. Section Title

Submission Information

(In addition to any other information requested herein.

1 Cover Sheet (One page only)

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

2. Reference the RFP number and name.

Description of Services and Ability to Provide the

Scope of Work or Services (EXHIBIT A

PROPOSAL

RESPONSES)

1. Complete Exhibit A Proposal Responses including:

a. Provide a summary of the company’s experience and qualifications.

b. Provide a copy of Contractors applicable License(s).

c. Identify key staff who would be involved in executing the project.

d. References

e. Provide three (3) customer references for projects of similar scope, completed in the last three years.

f. Describe in your proposal how your design & maintenance solution addresses the requirements in the scope of work.

g. Describe how you will meet the requirements for plant species, size and quantity.

h. Describe how you will provide the necessary equipment and personnel to plant and install the hanging flower baskets in the identified locations.

1.

7 Cost Proposal

1. Provide total costs proposed for all possible years of an agreement using the instructions provided on the Cost Proposal Sheet available in the County’s Procurement Portal.

2. 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.

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Sect.

No. Section Title

Submission Information

(In addition to any other information requested herein.

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

2. Campaign Contribution Disclosure Form

3. Verification of Authorized Offeror

4. Request for Preference Form

5. Exhibit A

6. Copy of New Mexico Nursery Dealer License

7. Signed copies of any addenda issued.

18. 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 Qualifications and Experience 35

2 References 10

3 Design & Maintenance Solution 35

4 Cost Proposal 20

Total Score 100

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EXHIBIT A

RFP26-55

RFP Proposal Responses Hanging Flower Basket Multi-Year

CATEGORY Response

Provide a summary of the company’s experience and qualifications.

Provide a copy of Contractors applicable License(s).

Identify key staff who would be involved in executing the project.

References

Provide three (3) customer references for projects of similar scope, completed in the last three years.

Name

Address

Phone

Name

Name

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Describe in your proposal how your design & maintenance solution addresses the requirements in the scope of work.

Describe how you will meet the requirements for plant species, size and quantity.

Describe how you will provide the necessary equipment and personnel to plant and install the hanging flower baskets in the identified locations.