Joint_Pole_Management_for_City_of_Gallup_Electric_Department_(Addendum_#1_Revision).pdf

REQUEST FOR PROPOSAL

2025-RFP-003

JOINT POLE MANAGEMENT FOR CITY OF GALLUP ELECTRIC

DEPARTMENT

City of Gallup

110 W Aztec Ave.

Gallup, NM 87305

RELEASE DATE: August 16, 2024

DEADLINE FOR QUESTIONS: September 6, 2024

RESPONSE DEADLINE: September 19, 2024, 12:00 am

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

Request For Proposal #2025-RFP-003 Title: Joint Pole Management for City of Gallup Electric Department https://procurement.opengov.com/portal/gallupnm

City of Gallup

REQUEST FOR PROPOSAL

Joint Pole Management for City of Gallup Electric Department

I. ADVERTISEMENT FOR PROPOSAL

II. GENERAL CONDITIONS

III. BACKGROUND INFORMATION & SCOPE OF WORK

IV. SCOPE OF SERVICES

V. PROPOSAL EVALUATION

VI. PROPOSAL EVALUATION CRITERIA

VII. VENDOR QUESTIONNAIRE/PROPOSAL SUBMISSION

Attachments:

A - GALLUP SAMPLE AGREEMENT

1. ADVERTISEMENT FOR PROPOSAL

CITY OF GALLUP

Joint Pole Management for City of Gallup Electric DepartmentCITY OF GALLUP, NEW MEXICO

REQUEST FOR PROPOSAL NO. 2025-RFP-003

1.1. Public Notice

As more particularly set out in the RFP documents, copies of which may be obtained via the City's eProcurement Portal. Copies are also available for viewing

Electronically submitted proposals shall be received via electronic bidding platform before 12:00 am

(LOCAL TIME) on or before Tuesday,Thursday, September 19, 2024 where proposals will be received and recorded by the City of Gallup Purchasing Department via virtual conference/video calls or through other virtual means.

The City of Gallup has transitioned to a new e-Bid/RFP software system powered by OpenGov. All solicitations will be released electronically through OpenGov and responses from proponents must be submitted electronically through this online platform. By using OpenGov, prospective proponents will be provided with all information regarding a bid including addendums and changes to the project requirements. OpenGov is a completely free service for all respondents. Prior to submitting a proposal, respondents are required to set up their free account with OpenGov. Register your company at City's eProcurement Portal. Only ELECTRONICALLY SUBMITTED PROPOSALS will now be accepted; system will not accept proposals submitted AFTER due date and time.

Dated: 13th of August, 2024

By: /S/ By: Louie Bonaguidi, Mayor

Gallup Sun, Albuquerque Journal

2. GENERAL CONDITIONS

2.1. PROJECT

The City of Gallup is inviting qualified providers to submit proposals to provide Joint Pole Management for City of Gallup Electric Department in Gallup NM.

2.2. ELECTRONIC PROPOSALS

All proposal must be submitted ELECTRONICIALLY via CIty's eProcurement Portal, the City of Gallup’s electronic bid/proposal platform at https://procurement.opengov.com/portal/gallupnm prior to the time specified for the proposal opening. System will not accept proposals submitted after due date and time. Proposal must be submitted using the proposal document forms furnished by the City of

Gallup. Receipt of proposals will be acknowledged and recorded electronically in the Purchasing

Department via virtual means. Meeting information will be posted via the City's eProcurement Portal in the timeline section of this specific solicitation, via addendum or notice posted to the eProcurement

Portal.

2.3. PROPOSAL OPENING DATE AND TIME

Proposal shall be received until Thursday, September 19, 2024 at 5:00 pm local time via the City's eProcurement Portal.

2.4. NON-DISCRIMINATION

The City of Gallup does not discriminate on the basis of race, color, national origin, sex, religion, age or disability in the employment or provision of services. Contractors shall be in compliance with ADA requirements.

2.5. MODIFICATIONS OR WITHDRAWAL

Proposals deposited with the City may be withdrawn or modified prior to the time set for opening of proposals via the City's eProcurement Portal. Offerors submitting proposals may be afforded an opportunity for discussion and revision after submission and prior to award for the purpose of obtaining best and final offers.

The City reserves the right to waive minor informalities, irregularities or technicalities or technicalities in the RPF. The City will be the sole entity to determine the acceptance or non-acceptance of any modification or deviation. RFP responses already submitted to the City Purchase Department may be withdrawn or modified prior to the time set for deadline by delivering written or telegraphic notice to the Purchasing department.

2.6. PROPOSAL OPENING

The opening of proposals shall be conducted in private to maintain the confidentiality of the contents of all proposals. Proposals will remain confidential during the negotiation process.

These documents constitute a “Request for Proposal” or RFP. It is a request for an offer. As such, it allows alternate offers or proposals to be considered and the terms and conditions may be subject to negotiations to reach best and final offers. All information requested for submittal should be included with the offer, and exceptions or alternates clearly noted.

2.7. INQUIRIES

Communications regarding this procurement, including issuance of amendments, may be conducted by electronic means via the City's eProcurement Platform. Electronic submittals of the proposal whether by fax or other electronic means are NOT acceptable; proposals shall ONLY be electronically submitted through the City's eProcurement Platform as previously stated in the General Conditions.

The only approved contact shall be with the above referenced purchasing individual via the

Question/Answer process of the City's eProcurement Portal. Offerors making contact with any other City official, evaluation committee member, or other City employee regarding this RFP may be disqualified.

Offerors shall have no claim against the City for failure to obtain information made available by the City which the Offeror could have remedied through the exercise of due diligence.

2.8. AMENDMENTS

If any questions or responses require revision to the solicitation as originally published, such revisions will be by Formal Addendum only. If the solicitation includes a contact person for technical information, Offerors are cautioned that any oral or written presentations made by this or any person that appear to change materially any portion of the solicitation shall nor be relied upon unless subsequently ratified by a Written Amendment to this solicitation issued by the Purchasing Office. For determination as to whether any representation made requires that an amendment be issued, contact the Purchasing

Office.

2.9. MINOR DEVIATIONS OR IRREGULARITIES

The City reserves the right to accept minor modifications to or deviations from any specification, except where otherwise noted, as long as the proposed material meets the intent of the specifications. The City will be the sole entity to determine the acceptance or non-acceptance of any such modifications or deviations.

2.10. SAFETY

The City of Gallup shall contract with companies or firms whose operators and equipment meet OSHA standards in their field of expertise.

2.11. ACKNOWLEDGE RECIEPT OF AMENDMENTS

Offerors will acknowledge receipt of amendments by returning one signed copy of the amendment with their proposal. Failure to acknowledge receipt of addenda may render your proposal as non-compliant.

2.12. CONFIDENTIALITY

Offerors may request in writing non-disclosure of confidential data. Such data should accompany the proposal and be readily separable from the proposal in order to facilitate eventual public inspection of the non-confidential portion of the data.

2.13. NEGOTIATIONS

Negotiations may be conducted with all responsible Offerors who submit proposals found to be reasonably likely to be selected for award. Offerors submitting proposals may be afforded an opportunity for discussion and revision after submission and prior to award for the purpose of obtaining best and final offers. After obtaining best and final offers, the award shall be made to the responsible

Offeror(s) whose proposals are most advantageous to the City of Gallup.

Proposals shall be evaluated on the basis of demonstrated competence and qualification for the type of service required, and based on the criteria set forth in the Request for Proposal. For purposes of conducting discussions, proposals may initially be classified as:

A. Acceptable

B. Potentially acceptable, that is, reasonably likely of being made acceptable or;

C. Unacceptable

The review committee will evaluate all proposals, determine the need for, and conduct any negotiations. Negotiations may be conducted to:

A. Promote understanding of the City’s requirements and the Offeror’s proposal.

B. Obtaining best and final offers.

C. Facilitate arrival at a contract that will be most advantageous to the City of Gallup taking into account the factors set forth in the proposal

The City is under no obligation to conduct any negotiations or discussions with an Offeror.

The City of Gallup’s designee shall negotiate a contract with the Highest Qualified Offeror at compensation determined in writing to be fair and reasonable, taking into account the estimated value of the services and the scope, complexity and nature of the services.

Should the designee be unable to negotiate a satisfactory contract with the Offerors considered to be the most qualified at a price determined to be fair and reasonable, negotiations with that business shall be terminated. Negotiations shall then be undertaken with the second most qualified business. This process shall continue until a satisfactory contract is negotiated with a qualified business or the procurement process is terminated and a new Request for Proposal is initiated.

If the highest ranked Offeror cannot fulfill the conditions as outlined the award will go to the next highest ranked responsible Offeror whose offer was judged responsive.

This request and all attachments will be considered part of the resultant contract and/or purchase order.

2.14. TAXES

The proposal total shall exclude all applicable taxes. The City will pay any taxes due on the contract based upon billing submitted by the contractor, at the applicable tax rate. Taxes shall be shown as a separate amount on any billing or request for payment. The City of Gallup is non-taxable on tangible goods.

2.15. APPROPRIATIONS

The terms of this agreement are contingent upon sufficient monies being made available by the City of Gallup for the performance of this agreement. If sufficient appropriations and authorizations are not made by the City of Gallup, this agreement shall terminate upon written notice being given by the City to the contractor. The City’s decision as to whether sufficient appropriations are available shall be accepted by the contractor and shall be final.

2.16. MANDATORY REQUIREMENTS

Mandatory requirements may be waived by the evaluation committee if all the otherwise responsive

Offerors failed to comply with the same mandatory requirement and the failure to do so does not otherwise materially affect the procurement. The evaluation committee shall have the right to request subsequent information from the otherwise responsive Offerors.

2.17. SPECIFICATIONS

If, in the opinion of the evaluation committee a specification is poorly worded or confusing, the evaluation committee may waive the specification for all Offerors, and if points were assigned reduce the total points by the number of points assigned to the specification.

2.18. CONTRACT TERMS AND CONDITIONS

The contract between the City and Offeror will follow the format specified by the City and contain the terms and conditions set forth in this RFP. The contents of this RFP, as revised and/or supplemented, and the successful Offeror’s proposal will be incorporated into the contract. Should an Offeror object to any of the City’s terms and conditions, that offeror must propose specific alternative language that would be acceptable to the City. Offerors must provide a brief discussion of the purpose and impact, if any, of each proposed change followed by the specific proposed alternate wording. General references to the Offeror’s terms and conditions or attempts at complete substitutions are not acceptable to the

City and will result in disqualification of the Offeror’s proposal.

2.19. OFFEROR’S TERMS AND CONDITIONS

Offerors must submit with the proposal a complete set of any additional terms and conditions which they expect to have included in a contract negotiated with the City. Any additional terms and conditions which may be the subject of negotiation, will be discussed only between the City and the selected

Offeror and shall not be deemed an opportunity to amend the Offeror’s proposal.

2.20. PROCUREMENT CODE VIOLATIONS

The Procurement Code imposes civil and criminal penalties for its violation. In addition, the New Mexico

Statutes impose felony penalties for illegal bribes, gratuities, and kick-backs.

2.21. AWARD

The award shall be made to the responsible and responsive Offeror of Offerors whose proposal is most advantageous to the City of Gallup, taking into consideration the evaluation factors set forth in the

Request for Proposals.

2.22. BRAND NAMES

Where a product or brand name is indicated in the specifications, it shall mean "minimum acceptable level or minimum quality required" by the city unless the specifications state that no substitutions or equivalents are allowed. If the bidder is offering, as an equal or equivalent, an item other than the one specified then the manufacturer's name and model number of that item must be specified in the offer and sufficient specification and descriptive data provided to permit a thorough evaluation. Failure to provide appropriate information may result in disqualification of the offer.

2.23. UNIT PRICES

Discrepancies involving the incorrect extension of unit prices shall be resolved in favor of unit prices. In the case of a discrepancy between written numbers and figures, the amount written in words shall govern.

2.24. PAYMENT OR ACCEPTANCE NOT CONCLUSIVE

Contractor will supply the City with invoice for payment.

No payment made under this contract shall be conclusive evidence of the performance of this contract, either wholly or in part, and that no payment made for the delivery of the items in whole or in part shall be construed as an acceptance of defective work or improper materials, nor relieve the contractor from corrections of the defects. Invoices submitted after the fiscal contract period will not be considered for payment.

The final acceptance shall not be binding upon the City, or conclusive, should it be subsequently develop the bidder has furnished inferior items or had departed from the specifications and/or the terms of the contract. Should such conditions become evident, the City shall have the right, notwithstanding final acceptance and payment, to cause the item(s) to be property furnished in accordance with the specifications (drawings, if any) at the cost and expense of the contractor.

The hourly labor rate provided in the proposal shall include full compensation for labor, equipment, use, travel time, mileage, insurance and overhead and other costs to the bidder excluding tax and freight.

2.25. PREFERENCES

A preference of the total points used in evaluating the Request for Proposal shall be awarded to a City of

Gallup Resident Business in accordance with the City of Gallup Resident Business Ordinance.

A preference of the total points used in evaluating the Request for Proposal shall be awarded to a business that has registered with the State of New Mexico Department of Taxation and Revenue as a resident New Mexico business or Resident New Mexico Veteran’s business, and in any case shall be applied in accordance with the provisions of New Mexico Statute 13-1-21 and 13-1-22 NMSA 1978.

The City of Gallup Resident Business preference, State of New Mexico Resident Business Preference, or

State of New Mexico Resident Veteran’s Business will be factored into the Request for Proposal scores where applicable. However, the preferences are not cumulative and no offeror will receive more than one of the applicable preferences.

For information on State of New Mexico resident business or veteran’s resident business bidder’s certification call 505‐827‐0951 or to download applications at:

https://www.tax.newmexico.gov/businesses/business-preference-certification/

You must submit a copy of your NM Resident Business or Resident Veteran’s Business Certificate with proposal in order to qualify for the New Mexico Residence preference.

2.26. PROTESTS

Any bidder or offeror who is aggrieved in connection with a solicitation or award of a contract may protest to the central purchasing office. The protest must be submitted in writing within seven (7) calendar days after knowledge of the facts or occurrences giving rise thereto. Any protest based on the terms of this Request for Competitive Sealed Bid Proposals will be conclusively deemed waived if an

Offeror does not specifically raise and address the protest its bid proposal submitted to the City’s

Procurement Office. All Offerors will be conclusively deemed to have knowledge of the facts or occurrences giving rise to a protest respecting an award at the time a contract is awarded by the City to an Offeror or Offeror.

2.27. NOTICE TO OFFERORS

Unnecessarily elaborate responses beyond that sufficient to present a complete and effective response to the solicitations are not desired and may be construed as an indication of the Offeror’s lack of cost consciousness. Unless specifically requested in the solicitation, elaborate art work, corporate brochures, lengthy narratives, expensive paper, specialized binding, and other extraneous presentation materials are neither necessary nor desired.

THE CITY RESERVES THE RIGHT TO REJECT ANY OR ALL PROPOSALS IN WHOLE OR IN PART, TO WAIVE

INFORMALITIES OR TECHNICALITIES AT ITS OPTION, AND TO ACCEPT THE PROPOSAL IT DEEMS TO BE

IN THE BEST INTEREST OF THE CITY OF GALLUP.

2.28. NOTICE TO BIDDERS

As of October 5, 2011 applications for Resident New Mexico in-state bidders will no longer be processed through the State Purchasing Division. All resident business and contractors will have to obtain a new preference number with the New Mexico Department of Taxation and Revenue as of January 1, 2012.

https://www.tax.newmexico.gov/businesses/business-preference-certification/

It will be the sole responsibility of the Bidders requesting consideration for the New Mexico Resident

Business Preference to obtain approval and a certification from the New Mexico Department of Taxation

& Revenue prior to the bid opening date. You must furnish a copy of the Resident Business Certificate with each proposal in order to be considered for the in-state preference.

As of July 1, 2012 a New Mexico Resident Veteran’s Business preference number may be obtained from the New Mexico Department Taxation and Revenue Department. In order to be considered for the New

Mexico Veteran’s Business preference a copy of the Certificate must be included with each proposal as per Sections 13-1-22 (A) NMSA 1978.

For additional information please call 505-827-0951, or to download applications log on at:

http://www.tax.newmexico.gov/Businesses/in-state-veteran-preference-certification.aspx

2.29. EXISTING AGREEMENT

Under the terms and conditions of this RFP, all public bodies allowed by law may procure supplies or services under this RFP and contract thereof described herein. The terms and conditions of this RFP shall form a part of each order issued herein. Each public body shall be responsible of their own orders and/or contracts and the City of Gallup accepts no responsibility for other entities.

http://www.tax.newmexico.gov/Businesses/in-state-veteran-preference-certification.aspx

3. BACKGROUND INFORMATION & SCOPE OF WORK

3.1. SUMMARY

The City of Gallup is requesting proposals to form a contract to outsource the function of managing utility pole joint-use attachment for 8,688 utility poles, review and modify existing contracts, invoice communication companies, handle disputes, provide proper pole loading analysis and maintain records.

3.2. SCOPE OF SERVICES

PLEASE SEE FOLLOWING SCOPE OF SERVICES SECTION

3.3. QUALIFICATIONS OF OFFERORS

The City of Gallup invites interested vendors to submit their proposals for the management of utility pole joint-use attachments. The selected vendor will play a critical role in ensuring the efficient and safe operation of the City of Gallup utility poles. All proposals must adhere to the specifications, service requirements, and delivery requirements outlined in this scope of work. The City of Gallup looks forward to receiving innovative and competitive proposals that meet the needs of the City of Gallup.

3.4. INSURANCE REQUIREMENTS

The Contractor or their subcontractor shall not commence work under this contract until their subcontractors have obtained the insurance required under this paragraph, and certificates of insurance coverage have been filed with and approved by the Owner. All Certificates of Insurance required herein shall state that ten (10) days written notice will be given to the Owner before the policy is cancelled or changed. Extent of insurance carried and minimum coverage shall be as follows:

• Worker's Compensation Insurance: The Contractor shall obtain and keep in force during the life of the contract, Worker's Compensation Insurance covering all their employees engaged in work under this contract; and if any portion of the work is sublet, the subcontractor shall carry similar coverage for all of their employees engaged in the project. Worker's Compensation Insurance shall provide coverage for not less than the following amounts or greater where required by law:

Workers' Compensation: Statutory

Employer's Liability: $1,000,000

• Comprehensive General Liability Insurance: The Contractor and his/her subcontractor shall obtain and maintain in effect during the life of the contract, Comprehensive General Liability

Insurance including premise/operations; explosion, collapse and underground property damage;

products/completed operations, broad form contractual independent contractors, broad form property damage and personal injury liabilities:

Bodily Injury: $1,000,0000 each occurrence

$1,000,000 annual aggregate

Property Damage: $1,000,000 each occurrence

$1,000,000 annual aggregate

Personal Injury, with

Employment exclusion deleted: $1,000,000 annual aggregate

• Comprehensive Automobile Liability Insurance: The Contractor and his/her subcontractors shall obtain and maintain in effect during the life of the contract comprehensive automobile liability insurance including all owned (private and others) hired and non-owned vehicles:

Bodily Injury: $1,000,000 each person

$1,000,000 each accident

Property Damage: $1,000,000 each occurrence

3.5. RESPONSE FORMAT AND ORGANIZATION

1. Number of Responses/Copies

A. Offerors shall provide one (1) electronically submitted copy via solicitation online platform at https://procurement.opengov.com/portal/gallupnm

2. Proposal Format

A. The proposal shall be limited in format and length; length of the proposal shall be limited to a maximum of twenty-five (25) numbered pages. If there are any question as to format requirements contact the Purchasing Director at purch@gallupnm.gov for clarification, prior to submittal of the proposal.

1. Material excluded from the twenty-five (25) page maximum count is limited to:

2. Front cover (photos with captions on inside cover allowed)

3. Divider pages (blank except for title information)

4. Back cover (photos with captions on inside of back cover allowed)

5. Tables of Contents page (two-page maximum)

6. Letter of Transmittal

7. Resumes

8. Certificate(s) of insurance

9. Copy of New Mexico Resident Preference Certificate (if applicable)

10. Current I.R.S. W-9 Form

11. Cost Proposal (Separate File)

3. Submit Responses to the PROPOSAL EVALUATION CRITERIA (Section 6) and organized in the same order as follows:

A. Firm History and Experience: Provide a brief overview of your company, highlight your history, core values, and areas of specialization relevant to the project at hand. Examples of proven experience in managing utility pole joint-use attachments and being well-versed in industry standards and regulations

B. Capacity and Capability to Provide Service: Demonstrate the capacity and capability to perform/provide the work and/or services including any specialized services requested and the proposed approach to the tasks described in the SCOPE OF SERVICES (Section 4).

C. Past Record of Performance/References: References from previous clients to highlight any feedback or testimonials that show case your ability to deliver value and meet their requirements effectively.

D. Qualifications of Key Personnel: Provide a brief overview of key personnel, introduce the key individuals who will be involved in the project, include their roles, qualifications, and relevant experience.

E. Cost: Provide cost proposal in a separate file.

4. SCOPE OF SERVICES

4.1. Joint Pole Management for City of Gallup Electric Department

Scope of Work

Summary

The City of Gallup is seeking proposals from qualified vendors to enter into a contract for (4) four years with a possible extension for 4 (four) additional years for the management of utility pole joint-use attachments. The selected vendor will be responsible for managing approximately 8,700 utility poles within the City's Electrical Territory. The scope of work includes reviewing and modifying existing contracts, invoicing communication companies, handling disputes, providing proper pole loading analysis, and maintaining accurate records.

The vendor must meet the following specifications:

1. Experience: The vendor should have a minimum of 25 years of experience in managing utility pole joint-use attachments and be well-versed in industry standards and regulations. Minimum of (5) five municipal references.

2. Staffing: The vendor will be required to provide a team of qualified and experienced professionals to effectively handle various aspects of utility pole management, including contract review, invoicing, dispute resolution, and pole loading analysis.

3. Software and Technology: The vendor must have access to state-of-the-art software and technology tools that will facilitate efficient management and tracking of utility pole joint-use attachments. The software should also be capable of generating accurate pole loading analysis reports and allow for the City of Gallup Electric management to access.

4. Compliance: The vendor must comply with all relevant federal, state, and local regulations, as well as industry standards and best practices for utility pole management.

5. Security: The vendor must have comprehensive security measures in place to ensure the confidentiality and integrity of all data and records related to utility pole joint-use attachments.

Service Requirements

The selected vendor will be responsible for performing the following services:

1. Contract Review and Modification: Review all existing contracts related to utility pole joint-use attachments and propose modifications as necessary to ensure compliance with regulations and industry standards. Collaborate with legal counsel to finalize contract changes.

2. Invoicing: Generate accurate monthly invoices for communication companies utilizing utility pole joint-use attachments, to support maintenance of our infrastructure. Ensure all invoices are in compliance with contract terms and maintain detailed records of all transactions.

3. Dispute Resolution: Act as a mediator between the City of Gallup and communication companies in case of disputes related to utility pole joint-use attachment invoicing.

Facilitate negotiations and strive for amicable resolutions.

4. Pole Loading Analysis: Conduct thorough pole loading analysis to ensure the structural integrity and safety of utility poles. Generate detailed reports documenting findings and recommendations for any necessary repairs or modifications.

5. Record Keeping: Maintain accurate and up-to-date records of all utility pole joint-use attachments, invoices, disputes, and pole loading analysis reports. Ensure records are easily accessible and comply with record-keeping requirements.

Delivery Requirements

The vendor must adhere to the following delivery requirements:

1. Timeliness: All services, including contract review, invoicing, dispute resolution, pole loading analysis, and record keeping, must be performed in a timely manner based on the agreed-upon schedule.

2. Accuracy: The vendor is expected to provide accurate and error-free services. Invoices, reports, and records should be free from any discrepancies or inaccuracies.

3. Communication: Maintain open and transparent communication with the City's designated point of contact to ensure effective coordination and collaboration throughout the duration of the contract.

4. Flexibility: Be responsive and adaptable to any changes or additional requirements that may arise during the course of the contract.

5. PROPOSAL EVALUATION

5.1. Evaluation

Offerors submitting proposals may be afforded the opportunity for discussion and revision of proposals.

Revisions may be permitted after submissions of proposals and prior to award for the purpose of obtaining best and final offers. Negotiations may be conducted with responsible Offerors who submit proposals found to be reasonably likely to be selected for award.

5.2. Shortlisting

A maximum total of 100 points are possible 105 points with application of City of Gallup or State of New

Mexico Resident Business preference, and up to 110 points with Application of the State of New Mexico

Resident Veterans Business Preference in scoring each proposal. The Selection Committee will evaluate the proposals and may develop a shortlist of the top ranked respondents. The evaluation criteria to be used by the Selection Committee and the corresponding point values for each criterion are listed below.

5.3. Scoring

Utilizing the materials provided by the Purchasing Section, and the criteria outlined within the request for qualification or proposal, each committee member will complete the evaluation form included in the materials. This evaluation shall be completed prior to a committee discussion meeting scheduled by the

Procurement Manager.

At the committee meeting, the Procurement Manager will poll members of the committee to provide any comments relative to the proposals that influenced their scores, and whether to seek clarification from Offerors.

Following discussion by the members, each member shall review their scores, may make any changes and confirm point totals on the evaluation forms. The committee will submit their evaluation forms to the Procurement Manager who will compile and total all scores. Scoring make take place over several rounds. Based upon the results of scoring, the committee will determine whether interviews will be conducted, whether to solicit Best and Final Offers from the top respondents, or both. Interviews will be conducted if:

A majority of the members present at the meeting determine whether interviews are in the best interest of the City.

Should the committee elect to conduct interviews, the top respondents may be interviewed. The

Purchasing staff will coordinate the interviews with each interviewee as to the time, date and place the committee will conduct interviews and the time allowed for each presentation. The Committee members may question each interviewee during or after its presentation. Interviews will be closed to any persons not representing the interviewee. At the conclusion of all interviews, each member shall freshly rate each interviewee in accordance with the criteria and standards stated. The City is under no obligation to conduct interviews with any Offeror.

Only the final combined committee score for each firm shall be available for public inspection after award of the contract. Individual committee members score sheets and rankings shall be confidential.

5.4. Best and Final Offers from Finalists

Shortlist offerors may be asked to submit revisions to their proposals for the purpose of obtaining best and final offers. Best and Final offers may include an opportunity to revise prices or clarify their proposal.

5.5. Oral Presentation Agenda

If oral presentations are determined to be necessary, a 60-minute time allotment will be available for each presenting firm – 40 minutes for the presentation and up to twenty minutes for a question and answer period. Offeror’s should be prepared to speak to the following issues during the course of their presentation:

Key Personnel and Roles - Evaluation shall be based on personnel qualifications and professional skills of key individuals.

Pertinent Experience of the Firm - Evaluation shall be based on related projects presented as previous work of the offeror.

Grasp of Project Requirements - Evaluation shall be based on firm's approach, analysis and understanding of services required.

At the conclusion of all interviews, each member shall freshly rate each interviewee in accordance with the criteria and standards stated.

5.6. Application of State of New Mexico Resident Business or Resident Veterans Business Preference

A. Pursuant to Section 13-1-21(C) (2), NMSA 1978. When a public body makes a purchase using a formal request for proposals process.

1. If the contract is awarded based on a percent-based system, a resident business shall be awarded the equivalent of (8) eight percent of the total possible points to be awarded based on the resident business possessing a valid resident business certificate. A resident

Veteran’s business may be awarded up to a (10) ten percent preference of the total possible points.

a. The City’s RFP award process is based on a point system with 100 points possible. With the in-state preference applied, 108 points will be possible; with the resident Veteran’s preference applied a maximum of 110 points are possible.

2. Pursuant to Section 13-1-21 (D), NMSA 1978. When a joint bid or joint proposal is submitted by both resident and nonresident businesses, the resident business preference provided pursuant to Subsection B or C of this section shall be reduced in proportion to the percentage of the contract, based on the dollar amount of the goods or services provided under the contract, that will be performed by a nonresident business as specified in the joint bid or proposal.

3. Please respond to "vendor questionnaire" to complete the following table if submitting a joint proposal:

Firm Name, Location

Of Resident Business

Work to be Performed

% of Work Performed

Compared to Total

Contract Cost

Firm Name, Location

Of Non-Resident

Businesses

Work to be Performed

% of Work Performed

Compared to Total

Contract Cost

Points shall be distributed by the percent of work identified above calculated as follows:

Example: 35% of work will be performed by the certified resident business: 35% of 8 points = 2.80 points.

6. PROPOSAL EVALUATION CRITERIA

The proposal will be evaluated based on the following criteria:

No. Evaluation Criteria Scoring Method Weight (Points)

1. Firm History and Experience

Provide a brief overview of your company, highlight your history, core values, and areas of specialization relevant to the project at hand.

Examples of proven experience in managing utility pole joint-use attachments and being well-versed in industry standards and regulations

Points Based 25 (22.7% of Total)

2. Capacity and Capability to Provide Services

Demonstrate the capacity and capability to perform/provide the work and/or services including any specialized services requested and the proposed approach to the tasks described in the SCOPE OF SERVICES (Section

4).

Points Based 30 (27.3% of Total)

3. Past Record of Performance/References

References from previous clients to highlight any feedback or testimonials that show case your ability to deliver value and meet their requirements effectively.

Points Based 10 (9.1% of Total)

4. Qualifications of Key Personnel

Provide a brief overview of key personnel, introduce the key individuals who will be involved in the project, include their roles, qualifications, and relevant experience.

Points Based 10 (9.1% of Total)

5. Cost

Provide cost proposal in a separate file.

Points Based 25 (22.7% of Total)

6. Local/NM Resident/Veterans Preference

Local/NM Resident/Veterans/ Native American

Preference (Total Possible)

Points Based 10 (9.1% of Total)

7. VENDOR QUESTIONNAIRE/PROPOSAL SUBMISSION

7.1. Upload COST proposal only*

Only upload COST proposal

Technical proposal will be uploaded in a separate entry (question).

*Response required

7.2. Upload TECHNICAL proposals only *

Only upload TECHNICAL proposal

Cost proposal will be uploaded via a separate Vendor Question.

*Response required

7.3. Acknowledgement *

Proposer acknowledges having read and agreed to all Terms and Conditions contained in the RFP.

☐ Please confirm

*Response required

7.4. Resident Veterans Preference Certification*

Select one of the following.

Please Attach Copy of your Certificate with response.

☐ Resident

☐ Veteran Resident

☐ Native American Resident

☐ Native American Veteran Resident

*Response required

7.5. Offeror confirmation of City's Right to reject proposals* THE CITY RESERVES THE RIGHT TO REJECT ANY OR ALL PROPOSALS IN WHOLE OR IN PART, TO WAIVE

INFORMALITIES OR TECHNICALITIES AT ITS OPTION, AND TO ACCEPT THE PROPOSAL IT DEEMS TO BE

IN THE BEST INTEREST OF THE CITY OF GALLUP.

☐ Please confirm

*Response required

7.6. References*

The Offeror should provide a list of minimum of three (3) references of clients, preferably in the public sector, provided the same or similar type service. The reference list should include current clients for which similar services have been provided within the past three (3) years and provide a contact person, telephone number and email address. The City reserves the right to contact clients for reference checks.

*Response required

7.7. Offeror confirmtion of City's Right to contact references * The City reserves the right to contact any references whether listed or not; or make any investigation as deemed necessary

☐ Please confirm

*Response required

7.8. Mandatory Qualifications *

Please confirm that you meet the Mandatory qualifications

☐ Please confirm

*Response required

7.9. Joint Proposal

If you are submitting a joint proposal you are required to download the below documents, complete, and upload.

If this is not a Joint Proposal please skip this question.

• gallup_joint_proposal.docx

7.10. LETTER OF TRANSMITTAL *

Please download the below documents, complete, and upload.

• GALLUP_LETTER_OF_TRANSMITTA...

*Response required

7.11. CONFLICT OF INTEREST AND DEBARMENT/SUSPENSION CERTIFICATION *

Do you have a conflict of interest or have been debarred/suspended as described below?:

If you answer yes you will be required to answer a follow up question.

CONFLICT OF INTEREST As utilized herein, the term “Vendor” shall mean that entity submitting a proposal to City of Gallup in response to the above referenced bids/request for proposals. The authorized Person, Firm and/or Corporation states that to the best of his/her belief and knowledge: No employee or City Council member of the City of Gallup (or close relative), with the exception of the person(s) identified below, has a direct or indirect financial interest in the Vendor or in the proposed transaction. Vendor neither employs, nor is negotiating to employ, any City of Gallup employee, City

Council member or close relative, with the exception of the person(s) identified below. Vendor did not participate, directly or indirectly, in the preparation of specifications upon which the quote or offer is made. If the Vendor is a New Mexico State Legislator or if a New Mexico State Legislator holds a controlling interest in Vendor, please identify the legislator: List below the name(s) of any City of Gallup employee, City Council member or close relative who now or within the preceding 12 months (1) works for the Vendor; (2) has an ownership interest in the Vendor (other than as an owner of less than 1% of

Vendor’s stock, if Vendor is a publicly traded corporation); (3) is a partner, officer, director, trustee or https://government-project.s3.us-west-2.amazonaws.com/70192/049852e3-271c-4859-b4a8-0bc252cc6f1e_gallup_joint_proposal.docx?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4I3RDT7IX%2F20240912%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20240912T160233Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEID%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJIMEYCIQD3eS7C2L2Fax5J0po35t0LCwEDeHaeZwHNVHzNX%2BrjMgIhANX4xVHZsFORyM8CAyB3zVjFSKw8rPnmNzZPknAOzw%2BGKowFCKn%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEQAhoMODkyMzY0Njg3NjcyIgyJzkJzSmnjV0%2FJS%2Bcq4ATQuVlHwliXA6e%2FOs5CN%2FwcwMCHsSR2nH99NKnOobkVrwr53q5iFF1x7v2Qzw1B%2BtlfgWota1NcbYGd2EsCct0iXq%2FGgwvQRQnfMK9uLqZcfW9y%2B1sqypNDbfY%2BQyJm%2BdTBKuCiiokSCluBFAtlnVC8L8bmlSQd0Rqx2l71whc%2F9JTFq2bdz1xxz1of9KqlBaYQkUQ1PP%2B%2B4wCuzlLMhyhXaTPg1Hbmhln1CJ2GHhbqWNT93OPuXv0iQnRpIwGk00GLnUbGgxcNju2Klo%2BFzUDhvFiEwOssCjW2QFJrqwMAZHrCsPm1uw9oyLy9TJvBLYeAcRdNnYFHrd7YECFOrZ%2BjnEjP%2BamGz2KMcHPz4mJhxC5o8%2BXzM2ehuUBQcSc%2BRR5to4VEFYTPKveI4WTpQe9kFh%2BNYzj67pVqFiZJQF4hCeMU8GUVRwcsu2wrJqOuDtbYczIUG9mBMbyprjjwfqiCg1f64m5Lf5UScGB32RZxIyUPX6vfU0Ws%2FQHdBsrc7hjWY17OieZDtICRmGkZ0I3EZG1aIejOm4CrBU6xu0hy%2BGMvfFLgagIfHQsM9eK9CzuqK9OgCrW9HI00FPy%2BnSgZ9XlO%2F2L9FDW%2FaLhLfTb4xI4S7m0WptABTytE8RKOzNKApKpiv%2BpavrFG5auSj6CnI2DPOSvfa4wplkTGR5IfTDsGKV%2BBZz9ROT7moZKA1WjNZUOoPgOHBtoFx1fxxBPOougx9%2BYPMaxXGD88tnmOIY6Izt9cOuwuIqcgIkjj43M0c8qRkBuMyp1wJEYzvcprk8ObzmibhsY1WHe%2Fx5l7tDDvn4y3BjqaAWl8RW7C8x09PVEeM4LmrIvDdTIiY0Z08CTMioSP1UhMXiJvU1JmrV2KwS%2FrwJ9z%2FLOijGdoIaExEfTEofIcoGEw1vBNrdCHh7S2zjNqqhV%2BecObKO1AR7LYLvSF%2BAdAc%2FtbiDfSYNOmyxztNR2MT1WKkS0NQ5VFbYM7r%2FIQ9z%2FVKZWMSW%2BXuZRtFS08f3av9AuQE7Uumv3l3zI%3D&X-Amz-Signature=a6fa8b757815024bebd898f307ed396e5d471711d431c20e8303abe509c77026&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22gallup_joint_proposal.docx%22&x-id=GetObject https://government-project.s3.us-west-2.amazonaws.com/73016/cf13b783-4c41-4188-b86f-64b52b805f1a_GALLUP_LETTER_OF_TRANSMITTAL.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4I3RDT7IX%2F20240912%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20240912T160233Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEID%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJIMEYCIQD3eS7C2L2Fax5J0po35t0LCwEDeHaeZwHNVHzNX%2BrjMgIhANX4xVHZsFORyM8CAyB3zVjFSKw8rPnmNzZPknAOzw%2BGKowFCKn%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEQAhoMODkyMzY0Njg3NjcyIgyJzkJzSmnjV0%2FJS%2Bcq4ATQuVlHwliXA6e%2FOs5CN%2FwcwMCHsSR2nH99NKnOobkVrwr53q5iFF1x7v2Qzw1B%2BtlfgWota1NcbYGd2EsCct0iXq%2FGgwvQRQnfMK9uLqZcfW9y%2B1sqypNDbfY%2BQyJm%2BdTBKuCiiokSCluBFAtlnVC8L8bmlSQd0Rqx2l71whc%2F9JTFq2bdz1xxz1of9KqlBaYQkUQ1PP%2B%2B4wCuzlLMhyhXaTPg1Hbmhln1CJ2GHhbqWNT93OPuXv0iQnRpIwGk00GLnUbGgxcNju2Klo%2BFzUDhvFiEwOssCjW2QFJrqwMAZHrCsPm1uw9oyLy9TJvBLYeAcRdNnYFHrd7YECFOrZ%2BjnEjP%2BamGz2KMcHPz4mJhxC5o8%2BXzM2ehuUBQcSc%2BRR5to4VEFYTPKveI4WTpQe9kFh%2BNYzj67pVqFiZJQF4hCeMU8GUVRwcsu2wrJqOuDtbYczIUG9mBMbyprjjwfqiCg1f64m5Lf5UScGB32RZxIyUPX6vfU0Ws%2FQHdBsrc7hjWY17OieZDtICRmGkZ0I3EZG1aIejOm4CrBU6xu0hy%2BGMvfFLgagIfHQsM9eK9CzuqK9OgCrW9HI00FPy%2BnSgZ9XlO%2F2L9FDW%2FaLhLfTb4xI4S7m0WptABTytE8RKOzNKApKpiv%2BpavrFG5auSj6CnI2DPOSvfa4wplkTGR5IfTDsGKV%2BBZz9ROT7moZKA1WjNZUOoPgOHBtoFx1fxxBPOougx9%2BYPMaxXGD88tnmOIY6Izt9cOuwuIqcgIkjj43M0c8qRkBuMyp1wJEYzvcprk8ObzmibhsY1WHe%2Fx5l7tDDvn4y3BjqaAWl8RW7C8x09PVEeM4LmrIvDdTIiY0Z08CTMioSP1UhMXiJvU1JmrV2KwS%2FrwJ9z%2FLOijGdoIaExEfTEofIcoGEw1vBNrdCHh7S2zjNqqhV%2BecObKO1AR7LYLvSF%2BAdAc%2FtbiDfSYNOmyxztNR2MT1WKkS0NQ5VFbYM7r%2FIQ9z%2FVKZWMSW%2BXuZRtFS08f3av9AuQE7Uumv3l3zI%3D&X-Amz-Signature=f51972c5b056763c21ec4b0bacd34b1d017c5b0466e7e9fa05d25a136e938afa&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22GALLUP_LETTER_OF_TRANSMITTAL.pdf%22&x-id=GetObject consultant to the Vendor; (4) has received grant, travel, honoraria or other similar support from Vendor;

or (5) has a right to receive royalties from the vendor.

DEBARMENT/SUSPENSION STATUS The Vendor certifies that it is not suspended, debarred or ineligible from entering into contracts with the Federal Government, or any State agency or local public body, or in receipt of a notice or proposed debarment from any Federal or State agency or local public body. The vendor agrees to provide immediate notice to City of Gallup’s Purchasing Department in the event of being suspended, debarred or declared ineligible by any department or agency of the Federal government, or any agency of local public body of the State of New Mexico, or upon receipt of a notice of proposed debarment that is received after the submission of the quote or offer but prior to the award of the purchase order or contract.

CERTIFICATION The undersigned hereby certifies that he/she has read the above CONFLICT OF INTEREST and DEBARMENT/SUSPENSION Status requirements and that he/she understands and will comply with these requirements. The undersigned further certifies that they have the authority to certify compliance for the vendor named and that the information contained in this document is true and accurate to the best of their knowledge.

☐ Yes

☐ No

*Response required

When equals "Yes"

7.11.1. Conflict of Interest and Debarrment/Suspension follow up * Please provide details of the conflict of interest and/or Debarrment/Suspension here:

*Response required

7.12. Campaign Contribution Disclosure Form*

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 City of

Gallup or the State of New Mexico 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, which 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 21 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.

☐ Yes

☐ No

*Response required

When equals "Yes"

7.12.1. Disclosure of Contributions*

Contribution Made By:

Relation to Prospective Contractor:

Name of Applicable Public Official:

Date Contribution(s) Made:

Amount(s) of Contribution(s)

Nature of Contribution(s)

Purpose of Contribution(s)

--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 representation

*Response required

7.13. Exceptions to Specifications*

Do you take exception to any of the specifications, or terms and conditions in this solicitation? If you answer YES you will be asked to answer a follow up question.

EXCEPTIONS TO SPECIFICATIONS CITY OF GALLUP PURCHASING 2025-RFP-003 IN THE INTEREST OF

FAIRNESS AND SOUND BUSINESS PRACTICE, IT IS MANDATORY THAT YOU STATE ANY EXCEPTIONS

TAKEN BY YOU TO OUR SPECIFICATIONS. IF YOUR BID DOES NOT MEET ALL OF OUR SPECIFICATIONS, YOU MUST SO STATE ON THE SPACES PROVIDED BELOW. ATTACH ADDITIONAL PAGES AS NECESSARY.

☐ Yes

☐ No

*Response required

When equals "Yes"

7.13.1. Exceptions to Specifications follow up *

Please detail the exceptions to the specifications here:

*Response required