9-RFP26-05 Cost Proposal Worksheet.pdf

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.:

Solicitation Title:

Name and Title of the Person Completing this Form

INSTRUCTIONS:

1. Using this form, propose costs for all services, defined clearly in individual line items. If more space is needed, Offerors may add rows to clearly describe all costs or may provide more information separately.

2. All costs proposed must be in the currency of the United States of America.

3. Describe costs for reimbursable expenses, if any. If travel costs are proposed as direct reimbursable costs, Offerors should note the County’s **Travel Guidelines provided below and note any deviations or exceptions proposed by Offeror.

4. Describe costs for any additional and optional services Offeror may propose that are not already clearly described.

5. In accordance with County Code, the use of a cost-plus-a-percentage-of-cost contract is prohibited.

6. Provide costs for all services (including additional, optional, and future services) for all years of an agreement. 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:

a. a specified dollar amount;

b. a specified percentage;

c. 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);

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

7. 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.

Version: 20250318

COST PROPOSAL WORKSHEET:

Listed below are the deliverables referred to in this solicitation. The Offeror should list each additional deliverable listed in their proposed Marketing Plan with a proposed lump sum amount for each of the three consecutive years of the contract, plus performance measures for each deliverable (e.g., impressions, circulation, attendance, etc.)

COST CATEGORY Year 1 Year 2 Year 3

FY26-29 Marketing Plan(s)

Interim Marketing Plan

Initial Assessment Statement

Monthly Performance Report (12 per year)

Annual Performance Presentation/Report (3)

LTAB Meetings (up to 12 per year)

Strategic Marketing Meeting(s) with LTAB (1-2)

Regional/State Event Exhibits displays, materials, giveaways (2)

Other Event Exhibits displays, materials, giveaways (up to 2)

Marketing Tool* - 1

Marketing Tool* - 2

Marketing Tool* - 3

Marketing Tool* - 4

Marketing Tool* - 5

Marketing Tool* - 6

Marketing Tool* - 7

Marketing Tool* - 8

Marketing Tool* - 9

Marketing Tool* - 10

Additional Items: State any additional prices and services that you may offer, using your own document separate from this page

*May include ads (print, web, social media, radio, T.V., etc.), news releases, videos, promotional pieces (post cards, brochures, maps, itineraries, etc.), newsletters, contest elements, data collection services/subscriptions, results reports. Offerors shall detail each tool and the proposed cost for each year.

Hourly Rates for Services, including On-Call Services:

From time to time, the County at its sole option may require additional On-Call Services for various marketing activities, including proactive and unanticipated marketing activities not specifically defined in the Scope of Services.

This may include new opportunities that are identified by the Contractor. Contractor shall identify and present unanticipated opportunities that are aligned with LTAB’s strategic and marketing goals.

Services Cost – Hourly Rates

(optional

Year 1 Costs/Item

Year 2 Costs/Item

Year 3 Costs/Item

Professional Services:

Monthly LTAB Meetings (up to 12, 2-hour mtgs./year), Strategic Marketing Meetings (1-2, 2-hour mtgs./year), Client Coordination (client, partners, media, events), Additional Meetings, Additional Coordination Collateral Creation:

Graphic Design (ads, collateral, signage), Videography, Photography

Marketing/Public Relations: Media Buy (print, web, streaming, etc.), Social Media Plan and Scheduling, Influencers, E-newsletters

Preferred Additional Services

NMTrue Cooperative Advertising

Data Collection Services/Subscriptions

*May include ads (print, web, social media, radio, T.V., etc.), news releases, videos, promotional pieces (post cards, brochures, maps, itineraries, etc.), newsletters, contest elements, data collection services/subscriptions, results reports, workshops.

**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.