Final_ 25-0731-02 Hillcrest Park Zoo Master Plan.docx (1) (1).pdf

HILLCREST PARK ZOO MASTER PLAN

RFP 25-0731-02

COMMODITY CODES: 96258

DUE DATE: Thursday, September 4th, 2025

2:00 P.M. MOUNTAIN

IMPORTANT

PROPOSAL MUST BE SUBMITTED IN A SEALED ENVELOPE WITH THE RFP NUMBER AND

DEADLINE DATE CLEARLY INDICATED ON THE BOTTOM LEFT

HAND SIDE OF THE ENVELOPE.

GENERAL CONDITIONS

As required by 13-1-111 NMSA 1978, the City of Clovis is requesting competitive sealed proposals for professional services.

Proposals must include but are not limited to the requirements set forth in the “Form of Proposal”.

Proposals deposited with the City may be withdrawn or modified prior to the time set for opening of proposals by delivering written or telegraphic notice to the City. Offerors submitting proposals may be afforded an opportunity for discussion and revision of proposals.

The opening of proposals shall be conducted in private in order to maintain the confidentiality of the contents of all proposals during the negotiation process. Upon reviewing the Proposal, top qualified offers may be contacted for additional qualifying information in the form of a formal presentation.

Negotiations may be conducted with all responsible Offerors who submit proposals found to be reasonably likely to be selected for award.

The award shall be made to the responsible Offeror or Offerors whose proposal is most advantageous to the City of Clovis, taking into consideration the evaluation factors set forth in the request for proposals. The award of a contract for professional services may be made based upon criteria which does not include price.

The City will open and evaluate all proposals; determine the need for, and conduct any negotiations; and make a final recommendation to the City Commission for award of the contract.

The City reserves the right to reject any or all proposals and to waive any technicalities at its option when in the best interest of the City of Clovis.

Award of the contract is contingent upon the budgeting and appropriation of funds for the continuation of the services contemplated by this Request for Proposal.

The proposal excludes all applicable taxes including applicable state gross receipts tax or applicable local option tax. The City will pay for any taxes due on the contract and will pay any increase in applicable taxes which come effective after the date the contract is entered into.

Taxes shall be shown as a separate amount on each billing or request for payment and shall separately identify each tax being billed.

COOPERATIVE BID: By submitting a bid the vendor agrees to allow other municipalities or other authorized governmental agencies to purchase from this bid.

RENEWAL: If the RFP is an annual RFP the City of Clovis reserves the right to renew the RFP for seven

(7) years (8 years total). The City of Clovis reserves the right to renew or issue a new Request for Proposal (RFP) without explanation or cause.

PENALTIES: If the winning contractor is not fulfilling the terms of the bid, to include delivery date, the City of Clovis will initiate the following procedures:

A. First Notice: Written warning describing unsatisfactory work rendered or non-performance of term of the bid. The contractor will be given 10 working day to respond to this notice.

B. Second Notice: Issuance of a second written notice after ten business day will assess the contractor a $100.00 penalty fee per day for unsatisfactory work, non-delivery, or non-performance of contract. The fee will not be charged if notice of assessment for unsatisfactory work rendered, non-delivery, or non-performance of contract is made satisfactory within 48 hours of notice. Each day that there is a violation may constitute a separate offense.

PROTEST BOND: Protest may be filed in accordance with 13-1-1 NMSA. A $5000.00 protest bond will be filed for each protest. If protest is upheld, bid will be awarded to the next qualified bidder. If the protest is disallowed the protesting bidder will forfeit the $5000.00 bond.

NOTICE: The Procurement Code, 13-1-21 through 13-1-199, NMSA 1978, imposes civil and criminal penalties for its violation. In addition, the New Mexico criminal statutes impose felony penalties for illegal bribes, gratuities and kickbacks.

TERMINATION OF NEGOTIATIONS: The City at its sole discretion may, at any time, to the extent permitted by Applicable Law, exclude a Proposer from further participation in any negotiation process if the City determines that such Proposer is failing to progress in the negotiations or if the terms of its Proposal are less advantageous than those of other Proposers and such Proposer is deemed to be no longer eligible for selection. The City will give written notice of its decision to the Proposer, which shall be sent in writing, signed by the City.

CONFIDENTIALITY/PROPRIETARY INFORMATION: Proposers should give specific attention to the identification of those portions of proposals deemed to be confidential, proprietary information or trade secrets, and provide justification of why such materials, upon request, should not be disclosed by the City under the Public Records Act under New Mexico Law and must clearly indicate each and every section that is deemed to be confidential, proprietary, or a trade secret. It is not sufficient to preface the proposal with a proprietary statement. Unless materials are properly noted as confidential/proprietary and proper justification is provided as required above, all materials submitted by the Proposer become the property of the City of Clovis and may be returned to the Proposer at the sole discretion of the City. The City has the right to use any/all ideas, not noted as confidential/proprietary, presented in any response to the RFP, whether the Proposer is selected by the City or not. All proposals are kept confidential until an award is made by the RFP Committee.

EEO STATEMENT: The City of Clovis is committed to the policy that all persons shall have equal access to its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status or sexual orientation.

PREPARATION COSTS: The City of Clovis is not responsible for any costs associated with the preparation or submittal of this RFP.

PRECEDENT: All items in the General Conditions may be modified in the body of the Request for Proposal (RFP). The written RFP takes precedent over the General Conditions listed above.

CONTRACTOR STATUS

The contractor will be considered an independent contractor and will be paid an amount equal to 100% of the current funding allocated to contractual service. Payment of state and federal income taxes, gross receipts taxes and any other taxes will be the responsibility of the successful contractor. The contractor will not be entitled to City or State benefits due to the nature of the contract.

WORKERS’ COMPENSATION ACT

“A potential contractor or the Contractor agrees to comply with state laws and rules pertaining to workers’ with the Workers’ Compensation Act and applicable rules when required to do so, the contract may be cancelled effective immediately.”

INSURANCE

The successful contractor shall provide a certificate of insurance to the City of Clovis to prove the contractor owns liability coverage at the New Mexico Tort Claims Act limits.

The successful contractor shall provide a certificate of insurance to the City of Clovis to prove the contractor owns liability for a limit of not less than an aggregate of One (1) Million Dollars ($1,000,000.00). Certificate shall be submitted to the City prior to the performance of any work and shall name the City as additionally insured.

INDEMNITY

The successful contractor shall indemnify and hold harmless the City of Clovis from all claims, suits, causes of action, and liability arising out of the execution of this contract or in connection with the contractor’s use of the premises thereunder.

SCHEDULE OF EVENTS

Advertisement Dates August 6th & 13th, 2025 Site Visit (details below) August 25th, 2025 at 10:00AM Mountain Preliminary Questions August 28th, 2025 by 5:00PM Mountain Proposals Due September 4, 2025 at 2:00PM Mountain Evaluations Begin TBD Interviews (if needed) TBD

SITE VISIT

A recommended (not mandatory) site visit will be held at the Hillcrest Park Zoo, located at:

1208 N. Norris St., Clovis, NM 88101

The site visit is scheduled for:

Monday, August 25th, 2025 at 10:00 AM (local time)

Please meet at the front entrance of the zoo.

DELIVERY OF PROPOSALS

Proposals should be submitted to the Office of the Purchasing Agent no later than the due date mentioned above.

Proposals shall be delivered as follows:

By Mail: By Carrier:

City of Clovis City of Clovis Attn: Amanda Cook Attn: Amanda Cook P.O. Box 760 321 Connelly Street Clovis, NM 88102 Clovis, NM 88101

Clarification of Offers: The City may, in the evaluation of offers, request clarification from offerors regarding their offers, obtain additional material or literature, and pursue other avenues of research as necessary to ensure that a thorough evaluation is conducted.

TECHNICAL PROPOSAL

Submit one (1) original hard copy and one (1) digital (USB thumb drive) copy of the Technical Proposal in a sealed envelope distinctly marked:

RFP 25-0731-02

COMPANY NAME

Background

The City of Clovis is seeking a qualified planning and conceptual design company that brings experience and specialized knowledge of new trends and technology in developing a concept of the zoo to facilitate coordinated growth of the zoo’s facilities and functions to avoid “ad-hoc” development of the zoo.

The City of Clovis owns and operates the 27.5-acre Hillcrest Park Zoo which opened in the 1930s and is located within the 157-acre Hillcrest Park in Clovis, New Mexico. Approximately 30,000 people visited the Zoo in 2024.

The Zoo features more than 150 animals and 63 different species including a tiger, giraffe, camels, kangaroos, sloth, birds, reptiles and invertebrates which are cared for by 14 employees including a director, zoo curator, office specialist, part time office specialist, 7 zookeepers. 3 maintenance specialists maintain the grounds. Their mission statement is: It is the mission of the Hillcrest Park Zoo to connect and celebrate our region's love of nature and wildlife through conservation, protection, and educational experiences.

Zoo operations and maintenance are funded by the City of Clovis general fund, through admission fees, concession sales at its store, and with public donations and events.

Purpose: The City of Clovis does not have a Zoo master plan and desires to create a 20-year plan in order to apply for ZAA status. The purpose of the master plan is to create a shared vision and operational roadmap for developing and promoting the Zoo as a vibrant conservation education center and valuable community resource with an important and unique animal collection that meets both current and future standards as measured by the community and the United States Department of Agriculture.

Description of Work:

The consultant’s responsibilities include the following and shall consist of the following tasks:

Task 1: Summary Analysis of Existing Facility

The Consultant will meet at the Hillcrest Park Zoo with the City and conduct a summary analysis of the zoo which includes but is not limited to:

● Current programs

● Visitor amenities

● Visitation/visitor profile

● Attendance, traffic, parking

● Existing concession

● Current landscaping

● Existing Exhibits

● Animal care facility (hospital, quarantine, and holding facilities)

● Existing buildings (including administrative, educational, operational)

● Existing utilities/infrastructure (including domestic water, irrigation, electrical, lighting, drainage, shut-off valves) Deliverables shall include a Preliminary Report and a Plot Plan of existing facilities and utilities. Provide in both CAD and pgf format.

Task 2: Facilities Master Plan

The Consultant will design and develop a Facilities Master Plan which includes, but is not limited to, the following:

● Concept development/key themes

● Animal exhibit plan/organizational theme

● Animal collection plan recommendations

● Visitor services and amenities

● Enhancements to landscaping and public pathways

● Facility support services

● Visitor circulation plan

● Service and operations plan

● Proposed utilities upgrades

● Prioritization and phasing of projects

● Statement of probable costs, including escalation

● Illustrative materials for fundraising and marketing presentations

Deliverables: shall include a twenty-year Facilities Master Plan which includes a cohesive conceptual design of the facilities of the entire zoo, an actional plan that outlines an implementable schedule, and a package of illustrative materials that represents key elements of the plan in such media and format to be easily used for fundraising and marketing presentations.

Task 3: Strategic Business Plan

The Consultants will develop a Strategic Business Plan for the Hillcrest Park Zoo which includes, but is not limited to:

● S.W.O.T. analysis

● Market analysis

● Economic impact analysis

● Attendance & operational projections

● Guest services/retail strategies

● Public/Private funding partnerships

● Marketing plan

● Operations plan

Deliverables shall include a comprehensive twenty-year Strategic Business Plan for the Hillcrest Park Zoo.

Proposal Evaluation and Rating:

Firm/Team Experience 25% Understanding of Need 20% Relevant Project Experience 25% Scheduled 10% References 10%

SUBMITTAL SHEET

RFP 25-0731-02

City of Clovis Hillcrest Park Zoo Master Plan

The items to which this sheet is attached represents our proposal as described therein. We certify that we have read the conditions of the RFP and that we understand them fully. We understand that any discrepancies in this invitation which come to our attention must be mentioned to the City of Clovis prior to the opening of proposals or adjudication will be made by executive decision.

Please type or print.

NAME OF FIRM

NAME AND TITLE OF AGENT

BUSINESS ADDRESS CITY STATE ZIP

TELEPHONE NUMBER E-MAIL

If you qualify for the Resident Preference or Resident Veteran Preference as per the enclosed information (Resident Preference) include your current number.

RESIDENT PREFERENCE NUMBER TAX ID NUMBER

SIGNATURE

(THIS SHEET MUST BE COMPLETED & SIGNED TO BE CONSIDERED)

___ Attach Signed Campaign Contribution Disclosure Form

CAMPAIGN CONTRIBUTION DISCLOSURE FORM

Pursuant to Chapter 81, Laws of 2006, any prospective contractor seeking to enter into a contract with any state agency or local public body must file this form with that state agency or local public body. The prospective contractor must disclose whether they, a family member or a representative of the prospective contractor has made a campaign contribution to an applicable public official of the state or a local public body during the two years prior to the date on which the contractor submits a proposal or, in the case of a sole source or small purchase contract, the two years prior to the date the contractor signs the contract, if the aggregate total of contributions given by the prospective contractor, a family member or a representative of the prospective contractor to the public official exceeds two hundred and fifty dollars ($250) over the two year period.

THIS FORM MUST BE FILED BY ANY PROSPECTIVE CONTRACTOR WHETHER OR NOT THEY, THEIR

FAMILY MEMBER, OR THEIR REPRESENTATIVE HAS MADE ANY CONTRIBUTIONS SUBJECT TO

DISCLOSURE.

The following definitions apply:

“Applicable public official” means a person elected to an office or a person appointed to complete a term of an elected office, who has the authority to award or influence the award of the contract for which the prospective contractor is submitting a competitive sealed proposal or who has the authority to negotiate a sole source or small purchase contract that may be awarded without submission of a sealed competitive proposal.

“Campaign Contribution” means a gift, subscription, loan, advance or deposit of money or other thing of value, including the estimated value of an in-kind contribution, that is made to or received by an applicable public official or any person authorized to raise, collect or expend contributions on that official’s behalf for the purpose of electing the official to either statewide or local office. “Campaign Contribution” includes the payment of a debt incurred in an election campaign, but does not include the value of services provided without compensation or unreimbursed travel or other personal expenses of individuals who volunteer a portion or all of their time on behalf of a candidate or political committee, nor does it include the administrative or solicitation expenses of a political committee that are paid by an organization that sponsors the committee.

“Contract” means any agreement for the procurement of items of tangible personal property, services, professional services, or construction.

“Family member” means spouse, father, mother, child, father-in-law, mother-in-law, daughter-in-law or son-in-law.

“Pendency of the procurement process” means the time period commencing with the public notice of the request for proposals and ending with the award of the contract or the cancellation of the request for proposals.

“Person” means any corporation, partnership, individual, joint venture, association or any other private legal entity.

“Prospective contractor” means a person who is subject to the competitive sealed proposal process set forth in the Procurement Code or is not required to submit a competitive sealed proposal because that person qualifies for a sole source or a small purchase contract.

“Representative of a prospective contractor” means an officer or director of a corporation, a member or manager of a limited liability corporation, a partner of a partnership or a trustee of a trust of the prospective contractor.

RFP 25-0731-02 DISCLOSURE OF CONTRIBUTIONS:

Contribution Made By: ____________________________________________________________

Relation to Prospective Contractor: __________________________________________________

List of Applicable Public Officials: Mike Morris, Juan Garza, George Jones, Gail Tarson; Gene Porter, Helen Casaus, Debbie Zamora; Megan Palla, Chris Bryant

Name of Applicable Public Official: _________________________________________

Date Contribution(s) Made:______________________________________________________________

Amount(s) of Contribution(s):____________________________________________________________

Nature of Contribution(s):_______________________________________________________________

Purpose of Contribution(s):______________________________________________________________

(Attach extra pages if necessary)

Signature Date

Title (position)

--OR—

NO CONTRIBUTIONS IN THE AGGREGATE TOTAL OVER TWO HUNDRED FIFTY

DOLLARS ($250) WERE MADE to an applicable public official by me, a family member or representative.

Signature Date

Title (Position)

End of RFP