9-RFP 08 Cost Proposal Worksheet.pdf
PDF 142 KB Posted
- Attached to
- Los Alamos Summer Concert Series
- Solicitation number
- RFP26-54
- Issued by
- Los Alamos County, New Mexico
About this file
This is a Cost Proposal Worksheet for the Los Alamos Summer Concert Series, a solicitation administered by the Incorporated County of Los Alamos Procurement Division in New Mexico under RFP26-54. The County is seeking proposals for event production of the Los Alamos Summer Concert Series for a four-year term from 2027-2030, with potential renewal options for up to three additional years. The successful respondent must arrange five large-scale concerts and ten small-scale concerts annually, maintaining a family-friendly, free-to-the-public format while promoting a diverse assortment of quality music and a small-town atmosphere. The series has been established as a community tradition attracting residents and tourists through themed evenings and other creative programming initiatives.
The County provides $80,000 in annual funding for year one, with offerors required to supplement this amount through sponsorships and in-kind donations to support concert production costs. Offerors must provide pricing proposals for years two through seven, demonstrating how costs will be managed across the contract term. The worksheet requires detailed responses addressing marketing philosophy, promotional track record, contingency planning for performer cancellations and operational challenges, artist booking strategies across multiple concert formats, and company differentiators. Travel reimbursement is permitted for direct costs including commercial transportation, lodging up to $250 per night, and meals following Los Alamos County policy guidelines, with receipts required for lodging and airfare. Entertainment expenses and alcoholic beverages are expressly prohibited from reimbursement.
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Text version
COST PROPOSAL WORKSHEET
Incorporated County of Los Alamos Procurement Division
101 Camino Entrada, Building 3 Los Alamos, NM 87544
Version: 20250318
Offeror Company Name:
Solicitation No.: RFP26-54
Solicitation Title: Los Alamos Summer Concert Series
Name and Title of the Person Completing this Form
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.
Version: 20250318
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
Headliner
Potential Attendance
SCHOOL JUST GOT OUT FOR THE SUMMER
Genre
Opening Act
Headliner
Potential Attendance
MID-JUNE
Genre
Opening Act
Headliner
Potential Attendance
FRIDAY, JULY 2ND
Genre
Opening Act
Headliner
Potential Attendance
FAIR AND RODEO WEEKEND
Genre
Opening Act
Headliner
Potential Attendance
BACK TO SCHOOL
Genre
Opening Act
Headliner
Potential Attendance
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?
*Travel Guidelines:
If Offeror’s travel costs are proposed as direct reimbursable costs, copies of all travel expenses must accompany invoices submitted to County and shall only include the following:
1. The most economical means of transportation shall be used, commercial airlines coach fare rates;
2. Business-related tolls and parking fees;
3. Rental car, taxi service or shuttle services;
4. Mileage shall be reimbursed at the standard mileage rate for business miles driven as established from time to time by the Internal Revenue Service or a minimum of $0.45 per mile;
5. Hotel or motel lodging, not to exceed $250.00 base rate per night excluding tax;
6. Meals, per Los Alamos County Travel Policy, currently $90.00 per diem daily for multi-day travel, or up to $40.00 daily for one day travel;
7. Internet connectivity charges;
8. Any other reasonable costs directly associated with conducting business with County.
9. If reimbursement for lodging or airfare is sought and no receipt is furnished by Contractor showing the actual cost, the travel expense shall be deemed unreasonable and un-reimbursable.
Travel Expenses not allowed are as follows:
1. Entertainment; in-room movies, games, etc. and
2. Alcoholic beverages, mini bar refreshments or tobacco products.
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