Lead_and_Copper_Service_Line_Inventories.pdf

REQUEST FOR PROPOSAL

2024-RFP-006

LEAD AND COPPER SERVICE LINE INVENTORIES

City of Gallup

110 W Aztec Ave.

Gallup, NM 87305

RELEASE DATE: April 26, 2024

DEADLINE FOR QUESTIONS: May 13, 2024

RESPONSE DEADLINE: May 23, 2024, 2:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/gallupnm

City of Gallup

REQUEST FOR PROPOSAL

Lead and Copper Service Line Inventories

I. Advertisement for Proposals II. General Conditions

III. BACKGROUND INFORMATION & SCOPE OF WORK

IV. SCOPE OF SERVICES

V. PROPOSAL EVALUATION

VI. PROPOSAL EVALUATION CRITERIA

VII. Vendor Questionniare/Proposal Submission

Attachments:

A - GALLUP SAMPLE AGREEMENT

Request For Proposal #2024-RFP-006 Title: Lead and Copper Service Line Inventories

1. Advertisement for Proposals

CITY OF GALLUP, NEW MEXICO

Request for Proposals (RFP) NO. 2024-RFP-006

1.1. Public Noltice

Public notice is hereby given that the City of Gallup, New Mexico, is accepting sealed proposals for the following:

Lead and Copper Service Line Inventories

GALLUP, NM

The City of Gallup, NM is seeking a qualified contractor to conduct lead and copper service line inventories within the City to meet the Lead and copper Rule Revisions (LCRR) published by the United

States Environmental Protection Agency (USEPA) on January 15, 2021. The purpose of this project is to identify the presence of lead or copper service lines in order to comply with federal regulations and ensure the safety of our drinking water. The contractor will be responsible for conducting field surveys for Lead and Copper Rules, collecting data, and providing a comprehensive inventory report.

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 2:00 pm(LOCAL TIME) on or before Thursday, May 23, 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 ELECTRONICIALLY SUBMITTED PROPOSALS will now be accepted; system will not accept proposals submitted AFTER due date and time.

Dated: April 23, 2024

By: Louis Bonaguidi , Mayor

Classified Legal Column:

Gallup Sun; Albuquerque Journal Date: 04/26/2024

2. General Conditions

2.1. PROJECT

The City of Gallup is inviting qualified providers to submit proposals to provide Lead and Copper Service

Line Inventories 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

Proposla shall be received until Thursday, May 23, 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.

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. 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.

2.10. 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.

2.11. 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.

2.12. 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.

2.13. 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.

2.14. 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.

2.15. 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.

2.16. 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.

2.17. 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.

2.18. 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.

2.19. 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:

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

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.

2.20. 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.

2.21. 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.

2.22. 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.

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 http://www.tax.newmexico.gov/Businesses/in-state-veteran-preference-%20%20%20%20certification.aspx 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, New Mexico, herein after referred to as “City” is soliciting qualification-based proposals for

The City of Gallup, NM is seeking a qualified contractor to conduct lead and copper service line inventories within the City to meet the Lead and copper Rule Revisions (LCRR) published by the United

States Environmental Protection Agency (USEPA) on January 15, 2021. The purpose of this project is to identify the presence of lead or copper service lines in order to comply with federal regulations and ensure the safety of our drinking water. The contractor will be responsible for conducting field surveys for Lead and Copper Rules, collecting data, and providing a comprehensive inventory report.

in accordance with the terms and conditions contained in this Request for Proposals

(“RFP”).

3.2. SCOPE OF SERVICES

PLEASE SEE FOLLOWING SCOPE OF SERVICES SECTION

3.3. SUBCONTRACTS AND OTHER CONTRACTUAL ARRANGEMENTS

The use of subcontracts or other contractual arrangements to provide the requested services is permitted. The City, however, is looking for a single contracting entity that provides a technically and financially capable firm to be fully responsible to the City for all contractual obligations.

All existing or anticipated subcontracting and other arrangements relating to the entity that will contract with the City and to the services to be provided by such entity must be fully and clearly disclosed in proposals and are subject to further clarification by the Offeror, and the review and approval by the City.

3.4. INSURANCE REQUIREMENTS

Contractor shall obtain and maintain throughout the life of this contract the following insurance, at contractor’s expense. Contractor shall provide insurance of the following types and in the amounts stated prior to commencing operations. The City shall be named as additional insured on all policies.

1. Worker’s Compensation: The successful bidder, referred to as the Contractor shall maintain as his expense during the life of the contract, adequate Workman’s Compensation Insurance with agencies licensed to do business in the state of New Mexico, for all employees on the work. In the case any work or portions of work are sublet the Contractor will insure and require the subcontractor similarly provide Workman’s Compensation Insurance for his employees, unless such employees are covered under the Contractor’s coverage. The Contractor, if requested, will provide proof of such coverage, including an endorsement by the insurer that the policy may not be cancelled nor allowed to lapse without a ten (10) day notice thereof first being given to the City.

2. Professional Liability Insurance in the amount of $1,000,000

Other required coverage: The successful bidder, referred to as the Contractor shall maintain at his expense during the life of the contract, such Public Liability and Property Damage Insurance as shall protect him the City and any subcontractor(s) performing work covered by the Contract, for all claims for damages, personal injury, wrongful death as well as claims for property damages which may arise from work covered under this contract, whether such work be performed by himself or by any subcontractor or anyone directly or indirectly employed by either of them.

3. Coverage Required: The kinds and amounts of insurance required are as follows:

a. Commercial General Liability Insurance: A Commercial General Liability insurance policy with combined limits of liability for bodily injury or property damage as follows:

$1,000,000 Per Occurrence $1,000,000 Vehicle & Automotive $1,000,000 Policy Aggregate $1,000,000 Products liability/Completed Operations $1,000,000 Personal and Advertising Injury $ 50,000 Fire Legal $ 5,000 Medical Payments

Said Policy of insurance must include coverage for all operations performed for the City by the Contractor and contractual liability coverage shall specifically insure the hold harmless provisions of this contract (agreement).

b. Automobile Liability Insurance: A comprehensive automobile liability insurance policy with liability limits in amounts not less than $1,000,000 combined single limit of liability for bodily injury, including death, and property damage in any one occurrence. The policy must include coverage for the use of all owned, non-owned, hired automobiles, vehicles and any and all other equipment owned and non-owned, both on and off the work.

c. Worker’s Compensation Insurance:

Worker’s Compensation Insurance policy for the Contractor’s employees, in accordance with the provisions of the Worker’s Compensation Act of the State of New Mexico.

d. Increased Limits: During the life of the Contract (agreement) the City may require the Contractor to increase the maximum limits of any insurance required herein. In the event that the Contractor is so required to increase the limits of such insurance, an appropriate adjustment in the contract amount will be made.

3.5. Oral Presentations

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 firm.

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.

4. SCOPE OF SERVICES

4.1. Lead and Copper Service Line Inventories

Summary

Service line inventories are the foundation from which water systems take action to address a significant source of lead in drinking water - lead service lines (LSLs). Establishing an inventory of service line materials and identifying the location of LSLs is a key step in getting them replaced and protecting public health. EPA recommends that systems track the sources of the material classification (e.g., specific historical record, visual inspection, records and inspection) in their inventory. Due date for submitting the initial inventory to the EPA is on October,16 2024. Drinking water in New Mexico does not naturally contain lead, but lead can get into the water, if lead leaches out of any lead-containing components in the plumbing. Parts of the water system that may contain lead include, but are not limited to:

• Lead pipes in the water delivery system of older communities

• Lead pipes in the house plumbing (can be found in houses built before 1940)

• Lead solder found in copper pipes (can be found in homes built between 1930 -1986)

• Faucets and fittings that contain leaded-brass

• Some water meters containing Lead/ copper

Detailed Specifications

A. Field Survey: The contractor shall conduct a comprehensive field survey to identify and locate the lead and copper service lines within the city limits of Gallup, NM in accordance with complete LCRR inventory guidelines provided by the EPA. The survey shall include residential, commercial, and public properties.

B. Data Collection: The contractor shall collect the following information for each identified service line:

o - Street address of the property o - Type of property (residential, commercial, public) o - Material of the service line (lead, copper, other) o - Size and diameter of the service line o - Length of the service line

C. Testing: In addition to the inventory, the contractor shall perform water sampling and testing for lead and copper levels in a representative sample of service lines. The testing shall comply with all relevant standards, including but not limited to:

o - EPA's Lead and Copper Rule (40 CFR 141 subpart I) o - ANSI/NSF Standard 61: Drinking Water System Components - Health Effects

D. Lead and Copper Rule Revisions (LCRR) Inventory: The contractor shall compile all collected data and testing results into a comprehensive inventory report. The report shall include:

o - Summary of findings, including the percentage of lead and copper service lines identified o - Maps and diagrams showing the location of identified service lines o - Analysis of water sampling results, indicating lead and copper levels o - Recommendations for necessary actions based on the findings

Service Requirements

A. Qualified Personnel: The contractor shall employ qualified personnel who have experience in conducting lead and copper service line inventories and are knowledgeable about relevant regulations and best practices.

B. Equipment and Tools: The contractor shall possess all necessary equipment and tools required to accurately identify and locate service lines, collect data, and perform water sampling and testing. The equipment and tools shall meet industry standards and be properly calibrated and maintained.

C. Notification: The contractor shall provide advance notice to property owners or occupants before conducting the inventory on their premises. The notification shall be clear, concise, and include relevant information, such as the purpose of the inventory and expected duration of the survey.

D. Coordination: The contractor shall work closely with the City of Gallup's Water Department to coordinate access to properties, obtain necessary permits or permissions, and ensure minimal disruption to water service during the survey.

E. Reporting: The contractor shall provide regular progress updates to the City of Gallup's Water

Department and address any questions or concerns that may arise during the course of the project.

Delivery Requirements

A. Field Survey and Data Collection: The contractor shall complete the field survey and data collection before October 01, 2024.

B. Water Sampling and Testing: The contractor shall perform water sampling and testing for a representative sample of service lines before October 01, 2024.

C. Inventory Report: The contractor shall deliver the comprehensive inventory report to the City of

Gallup's Water Department before October 01, 2024. The report shall be provided in both hard copy and electronic format.

Please note that the City of Gallup, NM reserves the right to accept or reject any proposals received based on the evaluation of the submitted scope of work, pricing, and qualifications. The selected contractor shall adhere to all applicable federal, state, and local regulations throughout the duration of the project.

4.2. Deliverables

A. Lead and Copper Rule Revisions Inventory- Include all community, non-transient, non-community water systems.

1. Lead (Lead service lines, a portion of pipe made of lead, Lead goosenecks, pigtails or connectors, i.e., a short section of piping, typically not exceeding two feet, which can be bent and used for connections between rigid service piping.

2. Pipe diameter, size and material data sets.

3. Galvanized requiring replacement Galvanized service line is or ever was at any time downstream of a lead service line or is currently downstream of a lead status unknown service line. If the water system is unable to demonstrate that the galvanized service line was never downstream of a lead service line, it must presume there was an upstream lead service line.

4. Non lead (such as actual material, copper or plastics).

5. Lead status unknown service lines.

B. Developing Service line self-identifying instruction: Notification template for customers to self identify the service line material and response sheet to provide the information of the identified material to the City Water department.

C. Creating maps and GIS data supporting Lead and copper Rule Revisions (LCRR) inventory and updating maps for the City review.

D. Initial service line inventory service for lead and copper screening process: Historical records review from available data from the city. Data collection including Local lead ban, building type, year premise built.

E. Visual inspection by conducting excavation of soil with mechanical excavators in the water meter location and inspections of the water meter/ curb stop.

F. Data compilation, and updating the EPA inventory template spreadsheet.

G. Develop public outreach materials for the city to notify the required customers.

H. Develop list of schools and child care facilities and their lead sampling plans.

I. Develop Lead service line Replacement plans for the identified Lead service lines.

J. Work with City to submit the inventory to EPA on or before October 16, 2024.

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 firm.

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

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

A. If the contract is awarded based on a percent-based system, a resident business shall be awarded the equivalent of (5) five 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.

B. The City’s RFP award process is based on a point system with 100 points possible. With the in-state preference applied, 105 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 5 points = 1.75 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 Points Based 20 (18.2% of Total)

2. Capacity and Capability to Provide Services Points Based 20 (18.2% of Total)

3. Past Record of Performance/References Points Based 20 (18.2% of Total)

4. Qualifications of Key Personnel Points Based 10 (9.1% of Total)

5. Cost Points Based 30 (27.3% of Total)

6. Local or NM Resident or NM Veteran

Preference Points Based 10

(9.1% of Total)

7. Vendor Questionniare/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. New Mexico Residence preference

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.

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 five (5) 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 following qualifications:

1. A minimum of three (3) years prior experience providing public entity general legal services.

2. Offerors must be licensed to practice law in the State of New Mexico pursuant to the requirements of any applicable laws and must be in good standing and have a good reputation for reliability, honesty and integrity.

☐ Please confirm

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 Propoal 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...

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 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=ASIA47RIURE4IWJLYDM7%2F20240426%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20240426T140000Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEHQaCXVzLXdlc3QtMiJHMEUCIQDfqKfb8TWaJVNZu%2BSe%2FYtkD1AtgEJQnm7xtZd4eWSdVwIgAPwPRDnaL%2Bt%2FICnhmzWgekqEvspE2CsJZXpNka0bGqcqjAUIvf%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FARACGgw4OTIzNjQ2ODc2NzIiDODBrDdQOR8yulIjdirgBHQgUNJWEjWGhQMjauIcB0wRvBMgoU9jxni696J8OdSPePaEiC51WNuW73RmrRJBM5DkfpzVdggamNUy0g2YrIsJ1VQp5mpwcqXk12ynHUJsMmnDhHXO5NlIRxV10tieSpQiuztpw4naOmbKcdiiVJGvu7%2B3Z2vBP0qh29Cs17xiWGXJcFuGbRUKOC1BWxZe%2F1WXuHZcdY4AR5YftXU5vlmc%2BQtoN%2FrMuHyheshofxRPQEFmKerPz5w4W9%2FkAKxBk8zH4qfkPh6ZTYPqbBJynypgJDOO%2BXoQc8H8EXTlAe7HVUTf8fTyv%2B8Q4v3Pqg9FkLF4UeET75qwL%2FoRDEBTXXbc1z8wSvBMApbzgwVMXmvIwbVJYSctUf4Qy%2FB1pswwlXLye1YfSgT3e8ktksfH4Pf5vvAI3h5NP8BjJC%2Bm6dSlxd0K8FajuFxpSQwdcLGSLt7INade%2F8B0ztUK15UYKEzUetCaEcpNThodEISVCq2sbiSHoOeSS99sdWt6YZ5mkhdsQIHcCaOS%2FmQHeb2tbUQh5SxBdacpMFYKye2TZRUJwdkOzX6aAD8tUIqMKpGLTYnBuPhhv7cftmEGm%2FFEhH8Q%2FJwn4ELRyfnAC8j4iqIIjbyeP03RHSSLGpZe6%2F6SktOSDOvdJKu5EaqbFqQIsc8aNB%2BVqCjbvdp9uoPFVD7VilR%2BvqFckyQ%2FbZEZPs648u7MmxmLMoitvyysh199t6IkOtQKf3akLc8U4JVKdfvI2jp%2Fj5N03tWzJWuE8jzkv8GWxtrE3GDbbZkGfvDtFIKygBg5mSWDSVzGOe71TySeMPCurrEGOpsBt5QCMd3jotx7olKuZRwEf8r47NmMhT1GMlwJefFXthf4eKc%2FMhx1CYz9PQVdJv6NgsT4nAJBNWOYcOF9r22xGNUqDhaKiti9WGwVP9WRolX0GGC%2FN28MRWB%2FI8XWvzIx126%2F2rjZay09U6yETgi5RXfSaTJ5cVBy2%2F41sQtBqW0zCUK%2BQSYU6kBwK3dEJIhe8te3%2FYikhi2kZpw%3D&X-Amz-Signature=eb702c985b8a85d6e0fda7e68e6c7b9d36675dad29be98c26d21a38bbab939f5&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/70192/7fc407bb-1d9e-46c7-adca-e9bbe1afb3d2_GALLUP_LETTER_OF_TRANSMITTAL.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4IWJLYDM7%2F20240426%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20240426T140000Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEHQaCXVzLXdlc3QtMiJHMEUCIQDfqKfb8TWaJVNZu%2BSe%2FYtkD1AtgEJQnm7xtZd4eWSdVwIgAPwPRDnaL%2Bt%2FICnhmzWgekqEvspE2CsJZXpNka0bGqcqjAUIvf%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FARACGgw4OTIzNjQ2ODc2NzIiDODBrDdQOR8yulIjdirgBHQgUNJWEjWGhQMjauIcB0wRvBMgoU9jxni696J8OdSPePaEiC51WNuW73RmrRJBM5DkfpzVdggamNUy0g2YrIsJ1VQp5mpwcqXk12ynHUJsMmnDhHXO5NlIRxV10tieSpQiuztpw4naOmbKcdiiVJGvu7%2B3Z2vBP0qh29Cs17xiWGXJcFuGbRUKOC1BWxZe%2F1WXuHZcdY4AR5YftXU5vlmc%2BQtoN%2FrMuHyheshofxRPQEFmKerPz5w4W9%2FkAKxBk8zH4qfkPh6ZTYPqbBJynypgJDOO%2BXoQc8H8EXTlAe7HVUTf8fTyv%2B8Q4v3Pqg9FkLF4UeET75qwL%2FoRDEBTXXbc1z8wSvBMApbzgwVMXmvIwbVJYSctUf4Qy%2FB1pswwlXLye1YfSgT3e8ktksfH4Pf5vvAI3h5NP8BjJC%2Bm6dSlxd0K8FajuFxpSQwdcLGSLt7INade%2F8B0ztUK15UYKEzUetCaEcpNThodEISVCq2sbiSHoOeSS99sdWt6YZ5mkhdsQIHcCaOS%2FmQHeb2tbUQh5SxBdacpMFYKye2TZRUJwdkOzX6aAD8tUIqMKpGLTYnBuPhhv7cftmEGm%2FFEhH8Q%2FJwn4ELRyfnAC8j4iqIIjbyeP03RHSSLGpZe6%2F6SktOSDOvdJKu5EaqbFqQIsc8aNB%2BVqCjbvdp9uoPFVD7VilR%2BvqFckyQ%2FbZEZPs648u7MmxmLMoitvyysh199t6IkOtQKf3akLc8U4JVKdfvI2jp%2Fj5N03tWzJWuE8jzkv8GWxtrE3GDbbZkGfvDtFIKygBg5mSWDSVzGOe71TySeMPCurrEGOpsBt5QCMd3jotx7olKuZRwEf8r47NmMhT1GMlwJefFXthf4eKc%2FMhx1CYz9PQVdJv6NgsT4nAJBNWOYcOF9r22xGNUqDhaKiti9WGwVP9WRolX0GGC%2FN28MRWB%2FI8XWvzIx126%2F2rjZay09U6yETgi5RXfSaTJ5cVBy2%2F41sQtBqW0zCUK%2BQSYU6kBwK3dEJIhe8te3%2FYikhi2kZpw%3D&X-Amz-Signature=4e6b67a06f2d7183540f8227e0183e028f32a58b7a47f28da45a68fe2a5e116a&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22GALLUP_LETTER_OF_TRANSMITTAL.pdf%22&x-id=GetObject 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 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 *

Please download the below documents, complete, and upload.

• GALLUP_CAMPAIGN_CONTRIBUTIO...

*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 FORMAL BID NO. 2317 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.

https://government-project.s3.us-west-2.amazonaws.com/70192/e9ff0afb-4d32-43f7-9514-54231c80c58a_GALLUP_CAMPAIGN_CONTRIBUTION_DISCLOSURE_FORM.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4IWJLYDM7%2F20240426%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20240426T140000Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEHQaCXVzLXdlc3QtMiJHMEUCIQDfqKfb8TWaJVNZu%2BSe%2FYtkD1AtgEJQnm7xtZd4eWSdVwIgAPwPRDnaL%2Bt%2FICnhmzWgekqEvspE2CsJZXpNka0bGqcqjAUIvf%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FARACGgw4OTIzNjQ2ODc2NzIiDODBrDdQOR8yulIjdirgBHQgUNJWEjWGhQMjauIcB0wRvBMgoU9jxni696J8OdSPePaEiC51WNuW73RmrRJBM5DkfpzVdggamNUy0g2YrIsJ1VQp5mpwcqXk12ynHUJsMmnDhHXO5NlIRxV10tieSpQiuztpw4naOmbKcdiiVJGvu7%2B3Z2vBP0qh29Cs17xiWGXJcFuGbRUKOC1BWxZe%2F1WXuHZcdY4AR5YftXU5vlmc%2BQtoN%2FrMuHyheshofxRPQEFmKerPz5w4W9%2FkAKxBk8zH4qfkPh6ZTYPqbBJynypgJDOO%2BXoQc8H8EXTlAe7HVUTf8fTyv%2B8Q4v3Pqg9FkLF4UeET75qwL%2FoRDEBTXXbc1z8wSvBMApbzgwVMXmvIwbVJYSctUf4Qy%2FB1pswwlXLye1YfSgT3e8ktksfH4Pf5vvAI3h5NP8BjJC%2Bm6dSlxd0K8FajuFxpSQwdcLGSLt7INade%2F8B0ztUK15UYKEzUetCaEcpNThodEISVCq2sbiSHoOeSS99sdWt6YZ5mkhdsQIHcCaOS%2FmQHeb2tbUQh5SxBdacpMFYKye2TZRUJwdkOzX6aAD8tUIqMKpGLTYnBuPhhv7cftmEGm%2FFEhH8Q%2FJwn4ELRyfnAC8j4iqIIjbyeP03RHSSLGpZe6%2F6SktOSDOvdJKu5EaqbFqQIsc8aNB%2BVqCjbvdp9uoPFVD7VilR%2BvqFckyQ%2FbZEZPs648u7MmxmLMoitvyysh199t6IkOtQKf3akLc8U4JVKdfvI2jp%2Fj5N03tWzJWuE8jzkv8GWxtrE3GDbbZkGfvDtFIKygBg5mSWDSVzGOe71TySeMPCurrEGOpsBt5QCMd3jotx7olKuZRwEf8r47NmMhT1GMlwJefFXthf4eKc%2FMhx1CYz9PQVdJv6NgsT4nAJBNWOYcOF9r22xGNUqDhaKiti9WGwVP9WRolX0GGC%2FN28MRWB%2FI8XWvzIx126%2F2rjZay09U6yETgi5RXfSaTJ5cVBy2%2F41sQtBqW0zCUK%2BQSYU6kBwK3dEJIhe8te3%2FYikhi2kZpw%3D&X-Amz-Signature=4e63eae39b7fc772758a824357be9aad97211bab0afcc161ee87384abb709fc7&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22GALLUP_CAMPAIGN_CONTRIBUTION_DISCLOSURE_FORM.pdf%22&x-id=GetObject

☐ 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

7.14. Additional Information

Plesae add any other pertinent information you would like the City to consider while reviewing your proposal.