8-RFP26-72 On-Call Electric Power Line Tree Trimming Services FINAL 20260505.pdf

REQUEST FOR PROPOSALS (RFP)

Incorporated County of Los Alamos Procurement Division

101 Camino Entrada, Building 3 Los Alamos, NM 87544

RFP26-72 On-Call Electric Power Line Tree Trimming Services

Template Version: 20250321

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

REQUEST FOR PROPOSALS (RFP)

Incorporated County of Los Alamos Procurement Division

101 Camino Entrada, Building 3 Los Alamos, NM 87544

Template Version: 20250321

NEEDS STATEMENT

The Incorporated County of Los Alamos (“County”) is requesting Proposals from qualified and experienced firms for On-Call Electric Power Line Tree Trimming Services.

SOLICITATION INFORMATION

Solicitation No. RFP26-72

Solicitation Title Electric Power Line Tree Trimming Services

Single-step or Multi-step Single-Step

Requesting Dept. Department of Public Utilities

SOLICITATION SCHEDULE

Advertised May 5, 2026

Pre-Proposal Conference A pre-Proposal conference is not scheduled for this solicitation.”

Question Submission Deadline

May 21, 2026, 2:00 p.m. Mountain Time

Responses to Questions Issued by County

May 25, 2026, 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

May 28, 2026, 2:00 p.m. Mountain Time

Late responses will not be considered

CONTACT INFORMATION

Procurement Contact Name Jeffrey Culin; Alternate: Annalisa Miranda

Title Procurement Operations Manager

E-Mail jeffrey.culin@losalamosnm.gov; Alternate: annalisa.miranda@losalamosnm.gov

Phone No. 505.661.4568; Alternate: 505.663.1889

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 May 29, 2026 - June 2, 2026

Contract Drafting, Legal Review, and Negotiations

June 3, 2026 – June 15, 2026

Board of Public Utilities (“BPU”) Approval

Required for Department of Public Utilities contracts >$100,000.00 June 17, 2026, County Council Approval Required for contracts >$300,000.00 June 30, 2026, Estimated Contract Award July 1, 2026, mailto:jeffrey.culin@losalamosnm.gov mailto:annalisa.miranda@losalamosnm.gov

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.

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

4. QUESTIONS AND METHODS/EXPECTATIONS FOR COMMUNICATION

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.

The County relies on its Procurement Portal messaging system for solicitation-related communication.

Offerors are expected to use this system for correspondence with the County. Following solicitation closing, County may continue to issue important notices through the Procurement Portal, either through public notices or direct discussions with vendors, which may include, but is not limited to, requests for clarification, interviews, demonstrations, and related instructions or deadlines. It is the Offeror’s responsibility, before and after solicitation closing, to maintain accurate vendor account settings to ensure receipt of County’s messages and to include any additional account contacts who can reliably acknowledge receipt and respond to County messages in a timely manner. It is the Offeror’s responsibility to configure their own internal system settings to ensure messages from the County and the County’s Procurement Portal are safelisted. Offerors experiencing technical difficulties with the County’s Procurement Portal messaging system are expected to promptly contact the Procurement Contact listed in the solicitation for assistance. Failure to do so may result in Offerors missing important information or deadlines. County may, at its sole discretion, use email, phone, or other communication methods, but is not obligated to do so, nor to confirm receipt of Procurement Portal messages or extend deadlines.

5. PRE-PROPOSAL CONFERENCE

A pre-Proposal conference is not scheduled for this solicitation.

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 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. The County contemplates a multiple source award. A multiple source award is an award of a contract for one or more similar goods or services to more than one Offeror. 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.

8.10. 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.

8.11. 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.

8.12 The County intends to award one or more task order-based agreement(s) as a result of this RFP.

Task order means a discrete assignment of a specific set of tasks under an indefinite delivery/indefinite quantity contract, each order capped at a not-to-exceed amount. Written Task Orders will be issued by the County prior to start of Work. A sample Task Order is attached as Exhibit “B.” County reserves the right, at its sole discretion, to separately solicit for any project.

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 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 services required consist primarily of tree trimming and tree cutting near and around 15,000 volt energized power lines and 240 volt open secondary. The majority of the work can be off the bucket truck, but some trees will be required to be climbed in order to be trimmed or cut.

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

All items necessary for the successful delivery of services may not be included in the Scope of Services.

Offerors are expected to identify in their Proposal any modifications to the proposed Scope of Services that may be deemed necessary or might aid in successfully providing services.

1. Generally: Selected Offeror (“Contractor”) shall provide all trained, qualified and experienced personnel, plus all necessary labor, tools, and equipment, materials, and supplies to perform Electric Power Line Tree Trimming services near and around 15,000 volt energized power lines. Services may, as requested by County, also include tree trimming in areas that are not near and around power lines. All work shall be assigned on an on-call basis, by Task Order, by the Project Manager, as needed. Task Order pricing shall be based on the hourly pricing proposed in the RFP response and agreed to by County. County makes no guarantee of the quantity of work to be assigned. After the Task Order is issued and approved by County, County and Contractor shall pre-schedule the work.

2. Contractor’s Qualifications and Safety:

a. Contractor and Contractor’s personnel performing the Work must possess all applicable pertinent licenses, permits, bonds, registrations and/or certificates to carry out the Services, including, but not limited to, ACRT Arborist Training – Line Clearance Arborist Certification, which allows Contractor to perform power line clearing to trim and cut trees near and around 15,000 volt energized power lines.

b. Contractor shall comply with applicable Code of Federal Regulations, including, but not limited to, 29 CFR 1910-1926 or as may be amended for power line clearance tree trimming operations and shall provide proof of employee’s certifications for power line clearance tree trimmers to County prior to commencing work.

c. Contractor shall meet the safety standards established and promulgated under the Federal Occupational Safety and Health Act of 1970, 29 U.S.C.A § 651, et seq. or as may be amended, the most current APPA Safety Manual, Section 508 (508.1 through 508.7), and employ qualified and certified power line clearance arborists at all times.

d. Contractor shall comply with all applicable local, state, or federal laws governing, including but not limited to those for the safety and the safe operation of commercial motor vehicles, the Federal Motor Carrier Safety Acts, or any applicable laws in lieu thereof.

e. Job site activities shall at all times be conducted in accordance with applicable federal, State and local requirements to include but not limited to the National Electric Safety Code (NESC), OSHA 29 CFR Parts 1910-1926, APPA Safety Manual Section 508 (508.1-508.7), and the New Mexico Department of Transportation Manual on Uniform Traffic Control Devices employing the most recent United States Forest Service Travel Management Motor Vehicle Use Map.

f. Contractor shall provide to County a copy of its most recent final Safety Plan and certifications of those employees who can work near energized power lines prior to commencing work under this Agreement.

3. Tree Cutting and Trimming Work:

a. Tree cutting and trimming work shall be scheduled when mutually beneficial to County and its customers. County shall generally provide two (2) weeks’ notice to Contractor for the services required under any Task Order. County may require work to be performed outside of normal business hours. Proposer is requested to propose pricing for normal business hours and for nights, weekends and County holidays, as stated in the Cost Proposal Form.

b. Unless otherwise directed by County, Contractor shall trim trees in accordance with the provisions herein, as well as that illustrated in Exhibit “C.” Siberian elms or similar trees may be cut to the ground only upon owner’s approval.

4. Response to Emergencies:

a. There may be times during inclement weather and winter conditions when County shall require emergency tree cutting or tree trimming services, and the County will be unable to provide the standard two (2) week notice. Contractor may be asked to provide tree cutting or tree trimming services in an emergency, which may occur during normal business hours (Monday – Friday, 8:00 a.m. – 5:00 p.m.) after normal business hours, on weekends, or on holidays. Offerors should describe in their RFP response how they will provide at least one (1) crew for County emergencies during any of these times, describe any constraints, and describe all rates to perform services during any of these times.

5. Crew and Equipment:

a. Contractor’s crew shall consist at minimum of a three (3) person crew, with the individual in the aerial bucket or climbing trees near power lines be certified to work near and around 15,000 volt energized power lines as provided herein.

b. At minimum, the three (3) person crew shall be equipped with a fifty (50) foot aerial bucket, drum chipper and all the necessary PPE, supplies, tree cutting and hand tools in order to perform the assigned tasks. Instances of trees having to be cut or trimmed while climbed shall be expected, as not all power lines are readily accessible to aerial bucket trucks.

6. Normal planning and pricing shall be as follows:

a. County shall provide a series of map sheets under a Task Order to Contractor;

b. County and Contractor shall field-review the work to be performed as illustrated in the map(s);

c. Contractor shall take notice of accessibility issues if any, traffic control if any, etc., and pre-plan the work;

d. Contractor shall develop a work plan for the Task Order and have it reviewed and approved by County’s Project Manager;

e. Contractor shall price the Task Order on the hourly pricing proposed in the RFP response, and agreed to by County, as a not-to-exceed fixed price;

f. County shall review, and amend as necessary with Contractor input, the pre-planned Task

Order; and

g. After the written Task Order is approved by County, County and Contractor shall schedule the work.

7. Prior to commencing work:

a. When required, obtain a traffic control permit from County’s Traffic Control Division or applicable state of New Mexico Department/Division, such as NMDOT;

b. Ensure that tail-gate forms are available and personal protective equipment (PPE) is in good working condition;

c. Ensure that Contractor’s crew has cellular communication available while performing work for County; and

d. Coordinate the daily work activities with County’s Project Manager.

8. Prior to commencing tree-trimming work in any private area:

a. Give a minimum of forty-eight (48) hours’ notice to each residence.

b. County shall provide the door hangers for Contractor to place at each residence door or speak to an adult-owner(s) of the residence as to when the tree trimming work will be performed;

c. If a family member other than an adult owner answers the door, Contractor shall provide a door hanger to that family member; and

d. If an owner of the residence wishes to be present when performing the tree-trimming work, Contractor shall ask County to coordinate the work.

9. Each day where work shall be performed:

a. Notify County’s Project Manager where the daily work activities will take place;

b. Prior to commencing any work, Contractor shall tail-gate with its crew and ensure that all

PPE is in good condition, functional, and worn by all of Contractor’s employees;

c. When required, County shall place the power line over-current protection on “one-shot” and before any aerial tree trimming takes place. At the end of each work day, Contractor shall coordinate with County to return the power line over-current protection to normal;

d. Contractor shall not deviate from the Task Order or work plan maps, unless explicitly authorized by County;

e. Contractor shall remove and dispose of trees, limbs, etc. at Contractor’s expense. Upon County approval, the trees may be cut and left at the job site, provided the trees are cut small enough to be handled and moved by the general public or property owners;

f. In open space areas and upon approval by County, tree limbs may be chipped and spread within the job site area by Contractor. Otherwise, Contractor shall dispose of wood chips and tree limbs;

g. Contractor shall be courteous and respectful to County customers at all times;

h. Contractor shall notify County’s Project Manager immediately if a customer complaint arises; and

i. Contractor shall provide daily communication with County’s Project Manager of the previous day’s work and of any anticipated changes in scheduling, review of Customer Complaint Log, and other matters related to the tree trimming services.

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 twenty-five (25) 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:

Sect.

No. Section Title

Submission Information

(In addition to any other information requested herein)

Cover Sheet, Description of how Services will be performed, Summary of Qualifications and Experience, Previous and Current Client References

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.

3. Briefly describe how the Services will be performed. Include a narrative description of Offeror’s knowledge of and ability to comply with all applicable industry standards, laws, and regulations.

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

5. State qualifications of Offeror’s staff who might be assigned to provide services. List all applicable licenses and certifications for each individual.

6. The County reserves the right to contact some or all of the previous or current clients to verify any information provided and to request that they provide additional information.

7. Using the Request for Client Information Form provided on the County’s Procurement Portal, provide a minimum of 3 previous or current clients where similar services were performed in the last 3-5 years.

8. Confirm that Offeror is properly authorized to conduct business in the State of New Mexico and briefly describe those authorizations (e.g., Offeror possesses a New Mexico Business License issued by the New Mexico Secretary of State).

Description of Ability to Provide Optional Services

(e.g. Specialty Equipment, Arborist

Consultant)

Describe ability to provide optional services and/or specialty equipment.

3 Cost Proposal Provide Cost in Cost Proposal Sheet

Submission of County’s Standard Sample Service

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

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.

Sect.

No. Section Title

Submission Information

(In addition to any other information requested herein)

5 Deviations and 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

2. Campaign Contribution Disclosure Form

3. Verification of Authorized Offeror

4. Request for Preference Form

5. Signed copies of any addenda issued.

6. Evidence of proper license, registration and/or certification as may be required under applicable federal, state, and local laws, statutes, ordinances, rules, and regulations, including ACRT Arborist Training Line Clearance Arborist Certification.

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 Statement of Qualifications; Prior Experience with Similar Work, Experience of Supervisor and Crew on Site; References 40

2 Experience with and ability to respond to Emergencies 20

3 Proof of Valid Licenses, Permits, Training and Certifications 10

4 Cost 30

Total Score 100

RFP26-72

EXHIBIT A

COST PROPOSAL SHEET

Cost Category Year 1 Hourly Rate

Year 2 Hourly

Rate or % Increase

Year 3 Hourly

Rate or % Increase

Year 4 Hourly

Rate or % Increase

Year 5 Hourly

Rate or % Increase

Year 6 Hourly

Rate or %

Year 7 Hourly

Rate or % Increase

Rates During Normal Business Hours (8:00 a.m. – 5:00 p.m., Monday – Friday) Properly Supplied

Personnel & Equipment:

Mini-Skid w/

Grapple, Bucket Truck, & Chipper

Climber Grapple Saw

Truck

Front End Loader w/ Grapple

Other specialty equipment as identified by

Offeror

Traffic Control

– County

Road

– State Road

International Society of

Arboriculture Certified Arborist

Consultant or other similar Consultant upon County Request

Rates Outside Normal Business Hours (Other than 8:00 a.m. – 5:00 p.m., Monday – Friday) Properly Supplied

Personnel & Equipment:

Mini-Skid w/

Grapple, Bucket Truck, & Chipper

Climber

Grapple Saw Truck

Front End Loader w/ Grapple

– County

Road

– State Road

Other specialty equipment as identified by

Offeror

International Society of

Arboriculture Certified Arborist

Consultant or other similar Consultant upon County Request

EXHIBIT B

Sample Task Order Form

AGR26-XX TASK ORDER #X CONTRACTOR NAME

CONTRACT MANAGER: Mariano Valdez, Engineering Associate, Department of Public Utilities

SCOPE OF WORK REQUESTED:

ESTIMATED VALUE OF ALL TASK ORDERS TO DATE INCLUDING THIS TASK ORDER

(not including Reimbursable Expenses): $_____

CURRENT CONTRACT VALUE (not including Reimbursable Expenses or GRT):

$_____ Estimated Balance Incl This Task Order: $______

SIGNATURE PAGE

Original Task Order

Mariano Valdez Date Contractor Project Manager

Date

Contract/Project Manager Contractor Name

Name Date Philo S. Shelton III, PE Date Director (up to $20,000)

Task Order Revision (as applicable)

Mariano Valdez Date Contractor Signature Date Contract/Project Manager Contractor Name

Name Date Philo S. Shelton III, PE Date Director (as applicable per written delegation) Utilities Manager

Exhibit C

Specifications for Tree Trimming Services

RFP26-72

Unless otherwise directed by the County Project Manager or designee, the power line rights-of-way shall be trimmed in accordance to Figures 1 and 2. Figure 1 will generally be followed in County open-space areas and or the Los Alamos Ski Hill area. Otherwise, Figure 2 will generally be followed in the Los Alamos and White Rock areas.

Figure 1: For Ski hill area or where Large Ponderosa Pines Exist

Figure 2. For all other areas for all other trees