RFP# 2026-09-002 PORTA POTTY SERVICES.pdf

RFP #2026-09-002

PORTA POTTY SERVICES FOR SIERRA COUNTY

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SIERRA COUNTY

STATE OF NEW MEXICO

REQUEST FOR PROPOSALS (RFP)

RFP# 2026-09-002

PORTA POTTY SERVICES

SIERRA COUNTY PROCUREMENT

1712 N DATE STREET SUITE D

TRUTH OR CONSEQUENCES, NM 87901

Issue Date: September 16, 2025

Question Deadline: September 19, 2025 @ 5:00 PM MDT

Due Date: September 26, 2025 @ 5:00 PM MDT

OTHER INFORMATION:

COMMODITY CODE REF: NIGP: 93484 NIGP: 97182 NIGP: 98808

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Table of Contents

I. INTRODUCTION

A. PURPOSE OF THIS REQUEST FOR PROPOSALS

B. SUMMARY SCOPE OF WORK

C. SCOPE OF PROCUREMENT

D. CHIEF PROCUREMENT OFFICER

F. PROCUREMENT LIBRARY

II. CONDITIONS GOVERNING THE PROCUREMENT

A. SEQUENCE OF EVENTS

B. EXPLANATION OF EVENTS

1. Issue RFP

2. Return of “Acknowledgment of Receipt” Form for Distribution List

3. Pre-Proposal Conference

4. Deadline to submit written questions

5. Response to written questions/RFP Amendments

6. Submission of Proposal

7. Proposal Evaluation

8. Notification of Finalists

9. Best and Final Offers

10. Oral Presentations

11. Contract Negotiations

12. Contract Award

13. Protest Deadline

C. GENERAL REQUIREMENTS

III. RESPONSE FORMAT AND ORGANIZATION

A. NUMBER OF RESPONSES

B. NUMBER OF COPIES

C. PROPOSAL FORMAT

1. Proposal Organization

2. Letter of Transmittal Form

3. Other Supporting Materials

IV. SPECIFICATIONS

A. INFORMATION

B. MANDATORY REQUIREMENTS

V. EVALUATION

A. EVALUATION POINT SUMMARY

B. EVALUATION FACTORS

C. MANDATORY REQUIREMENTS

1. Conflict of Interest (0* Points)

2. Campaign Contribution Disclosure Form (0* Points)

3. Letter of Transmittal Form (0* Points)

4. Resident Veterans Preference Certification (0* Points)

5. Sierra County Local Business Preference Certification (0* Points)

6. Insurance (0* Points)

7. Price/Cost (200 Points)

8. Service Capability (100 Points)

9. Responsiveness (75 Points)

10. Experience & References (75 Points)

11. Value-Added Services (50 Points)

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12. Total Possible Points

D. EVALUATION PROCESS

APPENDIX A

ACKNOWLEDGEMENT OF RECEIPT FORM

APPENDIX B

ACKNOWLEDGMENT OF ADDENDA

APPENDIX C

SIERRA COUNTY CONFLICT OF INTEREST-DEBARMENT / SUSPENSION CERTIFICATION FORM

APPENDIX D

CAMPAIGN CONTRIBUTION DISCLOSURE FORM

APPENDIX E

NEW MEXICO RESIDENT OR VETERAN BUSINESS PREFERENCE CERTIFICATION

APPENDIX F

SIERRA COUNTY LOCAL BUSINESS PREFERNCE

EXHIBIT A

LETTER OF TRANSMITTAL FORM

EXHIBIT B

RFP QUESTION SUBMITTAL FORM

EXHIBIT C

COST RESPONSE FORM

EXHIBIT D

SAMPLE CONTRACT

END

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I. INTRODUCTION

A. PURPOSE OF THIS REQUEST FOR PROPOSALS

Failure to comply with the instructions, terms and conditions, and specifications of this Request for Proposal (RFP) may result in your proposal being classified as non-responsive. This Request for Proposal will result in a single source award. New Mexico criminal law prohibits bribes, gratuities and kickbacks.

(13-1-191 NMSA 1978)

B. SUMMARY SCOPE OF WORK

Portable Restroom, Hand-Washing Station, Executive Restroom Trailer & Vault Toilet Services

County of Sierra

The scope of work includes the provision of portable restroom (“porta potty”) services, including standard units, ADA-compliant units, hand-washing stations, and executive restroom trailers.

Services will include ongoing full-time placements, scheduled events, and rapid emergency deployments.

The County intends to make multiple awards, and vendors may be awarded in one or more service categories. Multiple vendors may also be awarded within the same category to ensure service coverage and availability.

Service Locations and Requirements

A. Full-Time Installations

• Arrey Baseball Field o One or more standard portable restroom units, maintained in clean, sanitary, and fully operational condition at all times.

o Regular servicing (minimum 1x weekly, or more often during peak use).

• Sheriff’s Department Shooting Range o One or more standard portable restroom units, maintained full-time.

o Regular servicing as above.

• Transfer Stations (Hillsboro, Arrey, Winston) o Standard portable restroom units, ADA-compliant units, and hand-washing stations, placed as required.

o Servicing schedules coordinated with the County based on use volume.

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• Vault Toilets (Hillsboro, Chloride) o Regular pumping, coordinated with the County.

B. Events (Scheduled)

• Provide portable restroom units (standard, ADA, hand-washing stations, and executive restroom trailers) for County-sponsored events.

• Delivery, set-up, and removal shall be coordinated with the County at least five (5) business days prior to the event.

C. Emergency Response

• Provide portable restroom units, ADA units, hand-washing stations, and executive restroom trailers on an as-needed emergency basis.

• Emergencies may include, but are not limited to:

o Natural disasters (flooding, wildfires, storms) o Community relief needs (shelters, sudden public gatherings) o Public utility disruptions (e.g., city water or sewer shut-offs)

• Vendor must be capable of deploying units within 1–2 hours of notification.

• Vendor must maintain sufficient inventory and staffing to respond to multiple emergency requests if needed.

Types of Units Required

• Standard Units – single-stall portable restrooms.

• ADA-Accessible Units – compliant with Americans with Disabilities Act standards.

• Hand-Washing Stations – standalone stations with soap, water, and paper towels.

• Executive Restroom Trailers – multi-stall restroom trailers with flushable toilets, running water, lighting, mirrors, and climate control (heating/air conditioning). Used for larger events, dignitary gatherings, and situations requiring higher-end facilities.

Vendor Responsibilities

• Delivery, set-up, and removal of all units.

• Cleaning, pumping, sanitizing, and restocking (toilet paper, soap, paper towels).

• Maintaining all units in safe, sanitary, and usable condition.

• Ensuring ADA compliance where required.

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• Providing technical support for executive restroom trailers, including water, power, and septic hook-ups if applicable.

• Maintaining a 24/7 emergency contact for rapid deployment requests.

• Units must be clean, odor-free, stocked, and fully functional at all times.

• Scheduled service calls must be performed on time.

• Emergency response deployments must occur within 1–2 hours of notification.

• Executive restroom trailers must be delivered in fully operational condition with all amenities functioning.

C. SCOPE OF PROCUREMENT

The scope of the procurement consists of Porta Potty Services for the County of Sierra. This

Agreement is for one (1) year from the date of approval by the Sierra County Board of County

Commissioners. This Contract will automatically renew on an annual basis, for up to three (3) additional one (1) year terms unless terminated pursuant to paragraph 4 (Termination), or paragraph 5 (Appropriations). In accordance with Section 13-1-150 NMSA 1978, no contract term, including extensions and renewals, shall exceed four years, except as set forth in Section

13-1-150 NMSA 1978. This procurement may result in multiple source awards. Contract award is expected on or about September 30, 2025.

D. CHIEF PROCUREMENT OFFICER

The County of Sierra has designated a Chief Procurement Officer who is responsible for this procurement and whose name, address, and telephone number are listed below. Any inquiries or requests regarding this procurement should be submitted to the Chief Procurement Officer in writing. Offerors may contact ONLY the Chief Procurement Officer regarding the procurement.

Other County employees do not have the authority to respond on behalf of the County of Sierra.

Barbara Bencomo

Sierra County Chief Procurement Officer

Delivery Address (Including proposal delivery):

1712 Date Street Suite D, Truth or Consequences, NM 87901

Mailing Address:

1712 Date Street Suite D, Truth or

Consequences, NM 87901

Phone : (575) 894-6215

Fax : (575) 894-9548

E-mail : bbencomo@sierraco.org

NOTE: All deliveries via express carrier (INCLUDING PROPOSAL DELIVERY) should be addressed to Barbara Bencomo’s Delivery Address, above.

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E. DEFINITION OF TERMINOLOGY

This section contains definitions that are used throughout this procurement document, including appropriate abbreviations.

“Board of County Commissioners” (also “BCC”) means the elected board in whom all powers of the County are vested and who are responsible for the proper and efficient administration of the

County government.

"Close of Business" means 5:00 P.M. Mountain Standard Time (MST) or Mountain Daylight

Time (MDT), whichever is in effect on the date specified.

"Contract" or “Agreement” means a written agreement for the procurement of items of tangible personal property or services.

"Contractor" means a successful offeror who enters into a binding contract.

"County" means the County of Sierra, State of New Mexico.

"Determination" means the written documentation of a decision of the procurement manager including findings of fact required to support a decision. A determination becomes part of the procurement file to which it pertains.

“Desirable" refers to the terms "may", "can", "should", "preferably" or "prefers" which identify a desirable or discretionary item or factor. (As opposed to a “mandatory” item or factor.)

"Evaluation Committee" means a body appointed by County management to perform the evaluation of offeror proposals.

"Evaluation Committee Report" means a report prepared by the Chief Procurement Officer and the Evaluation Committee for submission to appropriate approval authorities for contract award that contains all written determinations resulting from the conduct of a procurement requiring the evaluation of competitive sealed proposals.

"Finalist" is defined as an offeror who meets all the mandatory specifications of this Request for

Proposal and whose score on evaluation factors is sufficiently high to merit further consideration by the Evaluation Committee.

"Mandatory" refers to the terms "must", "shall", "will", "is required" or "are required" which identify a mandatory item or factor. (As opposed to a “desirable” item or factor.) Failure to meet a mandatory item or factor will result in the rejection of the offeror's proposal.

"Offeror" is any person, corporation, or partnership who chooses to submit a proposal.

"Chief Procurement Officer" means the person or designee authorized by the County to manage or administer a procurement requiring the evaluation of competitive sealed proposals.

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"Procuring agency of the County" means the department or other subdivision of the County of

Sierra that is requesting the procurement of services or items of tangible personal property.

"Purchase Order” or "PO" means the document which directs a contractor to deliver items of tangible personal property or services pursuant to an existing, valid contract.

"Purchasing” means the County of Sierra Purchasing Office or the Sierra County Chief

Procurement Officer.

"Purchasing Agent" or "PA" means the Purchasing Agent for the County of Sierra.

"Request for Proposals" or "RFP" means all documents, including those attached or incorporated by reference, used for soliciting proposals.

"Responsible Offeror" means an offeror who submits a responsive proposal and who has furnished required information and data to prove that their financial resources, production or service facilities, personnel, service reputation and experience are adequate to make satisfactory delivery of the services or items of tangible personal property called for in this proposal.

"Responsive Offer" or "Responsive Proposal" means an offer or proposal which conforms in all material respects to the requirements set forth in the request for proposals. Material respects of a request for proposals include, but are not limited to, price, quality, quantity and delivery requirements.

“Statement of Compliance” and “Statement of Concurrence” mean an express statement, by the offeror in their proposal, which they agree with or agree to the stated requirement(s). Possible examples of acceptable responses include “The [NAME HERE Company] agrees to comply with this requirement.” and “The [NAME HERE Company] concurs with this requirement.”

F. PROCUREMENT LIBRARY

The Procurement Library consists of the following documents which may be accessed by their associated Internet links:

- New Mexico Procurement Code http://www.nmonesource.com

- Sierra county Procurement Department Website http://www.sierraco.org Located in Vendor Registry- See All Active RFPs, ITBs, RFQs

- Sierra County Procurement Regulations

22-001-Purchasing-Policy-Regulations.pdf http://www.nmonesource.com/ http://www.sierraco.org/ https://www.sierraco.org/wp-content/uploads/22-001-Purchasing-Policy-Regulations.pdf

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Standardized Classification Code Statute (Effective July 1, 2016)

In compliance with the requirements of legislation passed in 2015, and codified at Sections 13-1-

95 D (8) and 13-1-30.1 NMSA 1978, the State Purchasing Agent has developed for use by each state agency and local public body standard classification codes for all procurement expenditures being made by those entities. The National Institute of Governmental Purchasing (NIGP) 5-digit codes are currently available in excel format, and may be obtained by visiting the State Purchasing

Division website. The codes are available for immediate use by all state agencies and local public bodies under a statewide license agreement entered into by the State Purchasing Division. Under this contract, use of the code license is at no cost to New Mexico agencies and public bodies. For more information, or if you have questions regarding NIGP codes and their use under the new statute, please contact the State Purchasing Division at 505-827-0468.

Please visit the Sierra County website: http://www.sierraco.org- PROCUREMENT- FREE

VENDOR REGISTRY LINK- For the opportunity to fill out and submit the Sierra County Vendor

Registration form, which will allow you notifications of all addendums and future projects.

NOTE: You will be required to be a registered vendor in BidNet Direct to see any updates and there is a free option to do so.

http://www.sierraco.org-/

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II. CONDITIONS GOVERNING THE PROCUREMENT

This section of the RFP contains the schedule for the procurement, describes the major procurement events and contains the general requirements governing the procurement.

A. SEQUENCE OF EVENTS

The Chief Procurement Officer will make every effort to adhere to the following schedule:

ACTION RESPONSIBILITY DATE

1. Issue RFP Chief Procurement Officer

(CPO)

September 16, 2025

2. Return of “Acknowledgment of

Receipt Form” for Distribution List

Potential Offerors (PO) September 22, 2025

3. Pre-Proposal Conference N/A N/A

4. Deadline to Submit Questions PO September 19, 2025

5. Response to Written Questions/

RFP Amendments

PM Pending

6. Submission of Proposal Offerors September 26, 2025

5:00 PM MDT

7. Proposal Evaluation Evaluation Committee (EC) Pending

8. Notification of Finalists (If desired)

Chief Procurement Officer

(CPO)

Pending

9. Best & Final Offer (If requested) Offerors Pending

10. Oral Presentations (If requested) N/A N/A

11. Contract Negotiations (If needed)

Tentative winner/County Pending

12. Contract Award Chief Procurement Officer September 30, 2025

13. Protest Deadline Offerors 15 Days of NOA

B. EXPLANATION OF EVENTS

The following paragraphs further detail the activities listed in the sequence of events shown in

Section II, Paragraph A.

1. Issue RFP

This RFP is being issued by the Sierra County Chief Procurement Officer on behalf of the Board of County Commissioners of Sierra County.

2. Return of “Acknowledgment of Receipt” Form for Distribution List

Potential offerors should hand deliver or return by facsimile or e-mail or registered or certified mail the “Acknowledgement of Receipt” form that accompanies this document

(See Appendix A) to have their organization placed on the procurement distribution list.

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The form should be signed by an authorized representative of the organization, dated and returned by the close of business on the date indicated in Section II.A (Sequence of

Events), above.

The procurement distribution list will be used to notify those that submitted the form of any written responses to questions and any RFP amendments. Failure to return this form shall constitute a presumption of receipt and rejection of the RFP, and the potential offeror's organization name shall not appear on the distribution list.

3. Pre-Proposal Conference

There is not a Pre-Proposal Conference associated with this procurement.

4. Deadline to submit written questions

Potential offerors may submit written questions as to the intent or clarity of this RFP until

5:00 PM MDT on the date indicated in Section II.A (Sequence of Events), above. All written questions must be sent by e-mail to the Chief Procurement Officer (See EXHIBIT

B- RFP Question Submittal Form)

5. Response to written questions/RFP Amendments

Written responses to written questions and any RFP amendments will be provided to all potential offerors that have returned the “Acknowledgement of Receipt” Form found at

Appendix A. A new “Acknowledgement of Receipt” Form or an “Acknowledgement of

Addenda” form (Appendix B) will accompany the posted distribution package. The form should be signed by the offeror's representative, dated, and hand-delivered or returned by facsimile or e-mail or by registered or certified mail by the date indicated thereon. Failure to return this form shall constitute a presumption of receipt and withdrawal from the procurement process.

6. Submission of Proposal

OFFEROR PROPOSALS MUST BE RECEIVED FOR REVIEW AND EVALUATION

BY THE CHIEF PROCUREMENT OFFICER OR DESIGNEE NO LATER THAN

5:00 PM MDT ON THE DATE INDICATED IN SECTION II.A (SEQUENCE OF

EVENTS), ABOVE. PROPOSALS RECEIVED AFTER THIS DEADLINE FOR

ANY REASON WILL NOT BE ACCEPTED OR CONSIDERED.

The date and time of receipt will be recorded on each proposal. Proposals must be addressed and delivered to the Chief Procurement Officer at the delivery address listed in

Section I, Paragraph D. Proposals must be sealed and labeled on the outside of the package to clearly indicate that they are in response to the “PORTA POTTY

SERVICES” Request For Proposals and should reference “RFP #2026-09-002.”

Proposals submitted by facsimile or other electronic means WILL NOT BE

ACCEPTED.

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A public log will be kept of the names of all offerors submitting proposals. Pursuant to

Section 13-1-116 NMSA 1978, the contents of any proposal shall not be disclosed to competing offerors prior to contract award.

7. Proposal Evaluation

The evaluation of proposals will be performed by an Evaluation Committee appointed by

County management. This process will take place during the time period indicated in

Section II.A (Sequence of Events), above. During this time, the Chief Procurement

Officer may at her option initiate discussions with offerors who submit responsive or potentially responsive proposals for the purpose of clarifying aspects of the proposals, but proposals may be accepted and evaluated without such discussion. Discussions SHALL

NOT be initiated by the Offerors.

8. Notification of Finalists

The Evaluation Committee may select and the Chief Procurement Officer may notify finalist offerors on the date indicated in Section II.A (Sequence of Events), above. Only finalists will be invited to participate in the subsequent steps of the procurement. The

Evaluation Committee reserves the right not to utilize the finalist process if they deem it in the best interest of the County.

9. Best and Final Offers

Finalists may be asked to submit revisions to their proposals for the purpose of obtaining best and final offers on the date indicated in Section II.A (Sequence of Events), above.

10. Oral Presentations

Finalist Offerors may be required to make an oral presentation to the Evaluation

Committee. If so required, the Chief Procurement Officer will schedule the time for each

Offeror’s presentation. All presentations will be made in a location to be specified in

Truth or Consequences, NM 87901. Each presentation will be limited to a fixed amount of time as designated by the Chief Procurement Officer in the Oral Presentation requirement notification.

11. Contract Negotiations

If necessary, contract negotiations shall commence with the most advantageous offeror no later than the date indicated in Section II.A (Sequence of Events), above. In the event that mutually agreeable terms cannot be reached within the time specified, the County reserves the right to finalize a contract with the next most advantageous offeror without undertaking a new procurement process.

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12. Contract Award

After review of the Evaluation Committee Report and the tentative contract, the

Purchasing Agent anticipates the contract award on the date indicated in Section II.A

(Sequence of Events), above. This date is subject to change at the discretion of the Chief

Procurement Officer.

Any contract awarded shall be awarded to the offeror whose proposal is most advantageous to the County, taking into consideration the evaluation factors set forth in this RFP. The most advantageous proposal may or may not have received the most points. Multiple vendors may be awarded contracts to ensure service coverage and availability.

13. Protest Deadline

Any protest by an offeror must be timely, in conformance with, and will be governed by

Sections 13-1-172 through 13-1-176 NMSA 1978 and the Sierra County Procurement

Policy. The fifteen (15) day protest period for timely offerors shall begin on the day following the contract award and will end at 5:00 PM MDT on the date indicated in

Section II.A (Sequence of Events), above. Protests must be written and must include the name and address of the protestor and the Request for Proposals number. It must also contain a statement of grounds for protest including appropriate supporting exhibits, and it must specify the ruling requested from the Chief Procurement Officer. The protest must be delivered to the Certified Purchasing Agent.

Sierra County

Attn. Barbara Bencomo, Chief Procurement Officer

1712 Date Street Suite D

Truth or Consequences, NM 87901

NOTE: Protests received after the deadline will not be accepted.

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C. GENERAL REQUIREMENTS

This procurement will be conducted in accordance with the New Mexico Procurement Code (13-

1-28 NMSA 1978) and the Sierra County Procurement Policy.

1. Acceptance of Conditions Governing the Procurement

Offerors must indicate their acceptance of the Conditions Governing the Procurement in the letter of transmittal form (see Exhibit A). Submission of a proposal constitutes acceptance of the Evaluation Factors contained in Section V of this RFP.

2. Incurring Cost

Any cost incurred by the offeror in preparation, transmittal, presentation of any proposal or material or negotiation associated with their response to this RFP shall be borne solely by the offeror.

3. Prime Contractor Responsibility

Any contract that may result from this RFP shall specify that the prime contractor is solely responsible for fulfillment of the contract with the County. The County will only make contract payments to the prime contractor.

4. Subcontractors

Use of subcontractors must be clearly explained in the proposal and each must be identified by name. The prime contractor shall be wholly responsible for contract performance whether or not subcontractors are used. Substitution of subcontractors, after contract award, must receive prior written approval of the County Purchasing Office.

5. Amended Proposals

An offeror may submit an amended proposal before the deadline for receipt of proposals.

Such amended proposals must be complete replacements for a previously submitted proposal and must be clearly identified as such in the transmittal letter. County personnel will not merge, collate, or assemble proposal materials.

6. Offerors' Rights to Withdraw Proposal

Offerors will be allowed to withdraw their proposals at any time prior to the deadline for receipt of proposals. The offeror must submit a written withdrawal request signed by the offeror's duly authorized representative addressed to the Procurement Manager. The approval or denial of withdrawal requests received after the deadline for receipt of the proposals is governed by the applicable procurement regulations.

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7. Proposal Offer Firm

Responses to this RFP, including proposal prices, will be considered firm for ninety (90) days after the due date for receipt of proposals or sixty (60) days after the due date for the receipt of a best and final offer, if one is solicited.

8. Disclosure of Proposal Contents

The proposals will be kept confidential until a contract is awarded by the awarding authority. At that time, all proposals and documents pertaining to the proposals will be open to the public, except for material which is proprietary or confidential. The Chief

Procurement Officer will not disclose or make public any pages of a proposal on which the offeror has stamped or imprinted "proprietary" or "confidential" subject to the following requirements.

Proprietary or confidential data shall be readily separable from the proposal in order to facilitate eventual public inspection of the remaining portions of the proposal.

Confidential data is normally restricted to confidential financial information concerning the offeror's organization and data that qualifies as a trade secret in accordance with the

Uniform Trade Secrets Act, 57-3A-I to 57-3A-7 NMSA 1978. The price of products offered or the cost of services proposed shall not be designated as proprietary or confidential information.

If a request is received for disclosure of data for which an offeror has made a written request for confidentiality, the Purchasing Agent shall examine the offeror's request and make a written determination that specifies which portions of the proposal should be disclosed. Unless the offeror takes legal action to prevent the disclosure, the proposal will be so disclosed. The proposal shall be open to public inspection subject to any continued prohibition on the disclosure of confidential data.

9. No Obligation

This procurement in no manner obligates Sierra County or any of its departments or other subdivisions to the eventual lease, purchase, etc., of any tangible personal property offered or services proposed until a valid written contract is approved by the Purchasing

Agent and other required approval authorities.

10. Termination

This RFP may be canceled at any time and any and all proposals may be rejected in whole or in part when the County determines such action to be in the best interest of the

County.

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11. Sufficient Appropriation

Any contract awarded as a result of this RFP process may be terminated if sufficient appropriations or authorizations do not exist. Such termination will be effected by sending written notice to the contractor. The County's decision as to whether sufficient appropriations and authorizations are available will be accepted by the contractor as final.

12. Legal Review

The County requires that all offerors agree to be bound by the General Requirements contained in this RFP. Any offeror concerns must be promptly brought to the attention of the Chief Procurement Officer.

13. Governing Law

This procurement and any agreement with offerors that may result shall be governed by the laws of the State of New Mexico.

14. Basis for Proposal

Only information supplied by the County in writing through the Chief Procurement

Officer or in this RFP should be used as the basis for the preparation of offeror proposals.

15. Contract Terms and Conditions

The contract between the County the contractor will follow the format specified by the

County and contain the terms and conditions set forth in Exhibit D, Sample Contract.

However, the County reserves the right to negotiate with a successful offeror provision in addition to those contained in this RFP. The contents of this RFP, as revised or supplemented, and the successful offeror's proposal will be incorporated into and become part of the contract.

Should an offeror object to any of the County’s terms and conditions, as contained in this

Section or in Exhibit D, that offeror must propose specific alternative language. The

County may or may not accept the alternative language, at the County’s sole discretion.

General references to the offeror's terms and conditions or attempts at complete substitutions are not acceptable to the County and could lead to disqualification of the offeror's proposal.

Offerors must provide a brief discussion of the purpose and impact, if any, of each proposed change followed by the specific proposed alternate wording in order for the proposed alternate wording to be considered.

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16. Offeror’s Terms and Conditions

Offeror’s must submit with their proposal a complete set of any additional terms and conditions which they request be included in a contract negotiated with the County. The

County may or may not accept the additional language, at the County’s sole discretion.

17. Contract Deviations

Any additional terms and conditions, which may be the subject of negotiation, will be discussed only between the County and the selected offeror and shall not be deemed an opportunity to amend the Offeror’s proposal.

18. Offeror Qualifications

The Evaluation Committee may make such investigations as necessary to determine the ability of the offeror to adhere to the requirements specified within this RFP. The

Evaluation Committee will reject the proposal of any offeror who is not a responsible offeror or fails to submit a responsive offer as defined in Sections 13-1-83 and 13-1-85

NMSA 1978.

19. Right to Waive Minor Irregularities

The Evaluation Committee reserves the right to waive minor irregularities. The

Evaluation Committee also reserves the right to waive mandatory requirements provided that all of the otherwise responsive proposals failed to meet the same mandatory requirements or doing so does not otherwise materially affect the procurement. This right is at the sole discretion of the Evaluation Committee.

20. Change in Contractor Representatives

The County reserves the right to require a change in contractor representatives if the assigned representatives are not, in the opinion of the County, meeting its needs adequately.

21. Notice

The Procurement Code, Sections 13-1-28 through 13-1-199 NMSA 1978, imposes civil and misdemeanor criminal penalties for its violation. The State of New Mexico criminal statutes also impose felony penalties for bribes, gratuities and kick-backs.

22. County Rights

The County reserves the right to accept all or a portion of an offeror's proposal.

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23. Right to Publish

Throughout the duration of this procurement process and contract term, potential offerors and contractors must secure from the County written approval prior to the release of any information that pertains to the potential work or activities covered by this procurement or the subsequent contract. Failure to adhere to this requirement may result in disqualification of the Offeror’s proposal or termination of the contract.

24. Ownership of Proposals

All documents submitted in response to the RFP shall become the property of the County.

However, any technical or user documentation submitted with the proposals of non-selected offerors may be returned after the expiration of the protest period, by request, at the expense of the Offeror.

25. Ambiguity, Inconsistency or Errors in RFP

Offerors shall promptly notify the Chief Procurement Officer in writing, of any ambiguity, inconsistency or error which they discover upon examination of the RFP.

26. Competition

By submitting a proposal, offeror certifies that they have not, either directly or indirectly, entered into any action in restraint of full competition in connection with the proposal submitted to the County.

27. Use by Other Government Entities

By submitting a proposal, offeror indicates that they understand and agree that other government entities within the State of New Mexico, or as otherwise allowed by their governing directives, may contract for the goods or services included in this procurement document with the awarded contractor(s). Contractual engagements accomplished under this provision shall be solely between the awarded vendor and the contracting government entity with no obligation or liability by Sierra County.

28. Confidentiality

Any confidential information provided to, or developed by, the contractor in the performance of any agreement resulting from this RFP shall be kept confidential and shall not be made available to any individual or organization by the contractor without the prior written approval of the County of Sierra.

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29. Electronic mail address required

A large part of the communication regarding this procurement will be conducted by electronic mail (e-mail). Offeror must have a valid e-mail address to receive this correspondence.

30. Use of Electronic Versions of this RFP

This RFP is being made available by electronic means. If accepted by such means, the offeror acknowledges and accepts full responsibility to ensure that no changes are made to the RFP. In the event of conflict between a version of the RFP in the offeror’s possession and the version maintained by the County, the version maintained by the

County shall govern.

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III. RESPONSE FORMAT AND ORGANIZATION

A. NUMBER OF RESPONSES

Offerors may submit only one (1) response to this RFP.

B. NUMBER OF COPIES

Offerors shall deliver five (5) identical copies of their proposal to the location specified in

Section I, Paragraph D on or before the closing date and time for receipt of proposals. (Identical copies are defined as the original plus the number of additional copies needed to fulfill the requirement. For example, a requirement for five (5) identical copies would be fulfilled by submitting the Original and four [4] copies of the original.) The original copy should be clearly marked “ORIGINAL” on the front cover and shall contain original signatures. (An exception to this requirement is made for the “Cost Response Form” and the “Campaign Contribution

Disclosure Form”. See Section III.C.1, immediately below.)

C. PROPOSAL FORMAT

All proposals must be typewritten on standard 8 1/2 x 11 paper (larger paper is permissible for charts, spreadsheets, etc.) and placed within a binder with tabs delineating each section.

1. Proposal Organization

The proposal must be organized and indexed in the following format and must contain, as a minimum, all listed items in the sequence indicated.

i. Table of Contents

ii. Conflict of Interest* (See Appendix-C)

iii. Campaign Contribution Disclosure Form* (See Appendix D) in a sealed and labeled envelope

iv. Letter of Transmittal Form (See Exhibit-A)

v. Resident Veterans/Local Preference (See Appendix E)

vi. Sierra County Local Business Preference (See Appendix F)

vii. Proof of Insurance

viii. Price/Cost (See Exhibit-C) in a sealed and labeled envelope

ix. Service Capability

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x. Responsiveness

xi. Experience & References

xii. Value-Added Services

xiii. Other Supporting Material**

*Only the single original needs to be provided and must be secured in the binder marked

“Original” in the required sealed and labeled envelope.

**See also Section III.C.3., immediately below.

Within each section of their proposal, offerors should address the items in the order in which they appear in this RFP. Any forms provided in the RFP must be thoroughly completed and included in the appropriate section of the proposal. Unless otherwise specified in this RFP, all discussion of proposed costs, rates or expenses must occur only on the Cost Response Form, Exhibit-C.

Any proposal that does not adhere to these requirements may be deemed non-responsive and rejected on that basis.

A proposal summary may be included by offerors to provide the Evaluation Committee with an overview of the technical and business features of the proposal; however, this material will not be used in the evaluation process unless specifically referenced from other portions of the offeror's proposal.

2. Letter of Transmittal Form

The Letter of Transmittal Form at Exhibit A must be completed, signed and included with the offeror’s proposal.

3. Other Supporting Materials

Offerors may attach other materials which they feel may improve the quality of their responses. However, these materials may not be reviewed by members of the Evaluation

Committee and will not be scored.

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IV. SPECIFICATIONS

A. INFORMATION

1. Background

This RFP is to secure Porta Potty Services. All potential Offerors are to read, understand and accept the requirements of this Request for Proposal. Failure to comply with the instructions, terms and conditions, and specifications of this Request for Proposal may result in your proposal being classified as non-responsive. Multiple vendors may be awarded in one or more service categories, including within the same category, to ensure service coverage and availability. New Mexico criminal law prohibits bribes, gratuities and kickbacks.

(13-1-191 NMSA 1978)

B. MANDATORY REQUIREMENTS

Pass/Fail

1. Conflict of Interest (0* Points – Pass/Fail Only)

APPENDIX C - Sierra County Conflict of Interest-Debarment/Suspension Certification

Form

2. Campaign Contribution Disclosure Form (0* Points-Pass/Fail Only)

APPENDIX D - Campaign Contribution Disclosure Form

3. Letter of Transmittal Form (0* Points – Pass/Fail Only)

EXHIBIT A - Letter of Transmittal Form

4. Resident Veterans Preference Certification (0* Points – Pass/Fail Only)

APPENDIX E - Resident Veterans Preference

5. Sierra County Local Business Preference

APPENDIX F – Sierra County Local Business Preference

6. Insurance (0* Points – Pass/Fail Only)

Offeror must submit a certificate of insurance.

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Mandatory Requirements (Available Points)

7. Price/Cost (200 Points)

Competitiveness and clarity of pricing across categories (monthly, event, emergency, trailer). Includes bundled discounts and transparency.

See EXHIBIT C

8. Service Capability (100 Points)

Ability to provide all required unit types (standard, ADA, hand-washing, executive trailers). Depth of inventory and ability to serve multiple locations simultaneously.

9. Responsiveness (75 Points)

Delivery/setup timelines for scheduled needs and demonstrated emergency response capacity within 1–2 hours, including water shut-off events.

10. Experience & References (75 Points)

Contractor’s track record, years of experience, and quality of references. Offeror must provide two (2) references.

11. Value-Added Services (50 Points)

Additional offerings such as on-site attendants, flexible scheduling, or environmentally sustainable options.

12. TOTAL POSSIBLE SCORED POINTS: 500

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V. EVALUATION

A. EVALUATION POINT SUMMARY

The following is a summary of evaluation factors with point value assigned to each or a Pass/Fail evaluation. These, along with the general requirements, will be used in the evaluation of individual offeror proposals.

REF. MANDATORY REQUIREMENTS POINTS

AVAIL.

PASS/FAIL ONLY

V.B.1 Conflict of Interest- Appendix C 0*

V.B.2 Campaign Contribution Disclosure Form- Appendix D 0*

V.B.3 Letter of Transmittal Form- Exhibit A 0*

V.B.4 Resident Veterans Preference Certification- Appendix E 0*

V.B.5 Sierra County Local Business Preference 0*

V.B.6 Insurance 0*

POINTS

V.B.7 Price/Cost Response Form- Exhibit C 200

V.B.8 Service Capability 100

V.B.9 Responsiveness 75

V.B.10 Experience & References 75

V.B.11 Value-Added Services 50

V.B.12

TOTAL

Total Possible Awarded Points 500

*Pass/Fail only.

B. EVALUATION FACTORS

Points will be awarded based on the evaluation factors found in V.B.7 through V.B.11, as indicated.

C. MANDATORY REQUIREMENTS

PASS/FAIL

1. Conflict of Interest (0* Points)

Pass/Fail only.

APPENDIX C

Sierra County Conflict of Interest-Debarment/Suspension Certification Form

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2. Campaign Contribution Disclosure Form (0* Points)

APPENDIX D

Offeror must complete and sign the Appendix D, Campaign Contribution Disclosure

Form – whether any applicable contribution has been made or not. This form must be submitted with your proposal whether an applicable contribution has been made or not.

Note that there are two (2) different signature sections within the form. (For purposes of this requirement, the applicable elected public officials within the County of Sierra are

BCC Chair James E. Paxon; BCC Vice-Chair Travis Day; Commissioner Hank Hopkins).

3. Letter of Transmittal Form (0* Points)

EXHIBIT A

Offeror must complete and submit the “Letter of Transmittal Form”, found in EXHIBIT

A, with their proposal. The form must be signed and dated by an individual authorized to contractually bind the firm.

4. Resident Veterans Preference Certification (0* Points)

APPENDIX E

Offeror must provide a signed copy of the “Resident Veterans Preference Certification”, found in APPENDIX E, with their proposal. The form must be signed and dated by an individual authorized to contractually bind the firm.

5. Sierra County Local Business Preference Certification (0* Points)

APPENDIX F

Offeror must complete the “Sierra County Preference Certificate”, found in APPENDIX

F, with their proposal.

6. Insurance (0* Points)

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Offeror must provide a copy of a valid certificate of liability insurance with their proposal. The form must be signed and dated by an individual authorized to contractually bind the firm.

POINTS

7. Price/Cost (200 Points)

Points will be awarded based on the cost proposal submitted and considering the competitiveness and clarity of pricing across categories.

8. Service Capability (100 Points)

Offeror certifies that they are capable and qualified to provide the products or services required by this RFP and agrees to perform the Scope of Work as specified in the sample contract at

Exhibit D.

9. Responsiveness (75 Points)

Points will be awarded based on the capability of Offeror to provide the type and number of units needed either based on delivery/setup timelines for scheduled needs or demonstrated emergency response capacity within 1–2 hours, including water shut-off events.

10. Experience & References (75 Points)

Points will be awarded based on the similarity of the business dealings indicated to the requirements of this RFP as well as the reference’s satisfaction in their dealings with the offeror and the provided products or services. The Evaluation Committee may call any or all of the references. Reference responses to this section will also be compared to reference responses from other offerors under this RFP.

11. Value-Added Services (50 Points)

Points will be awarded based on the ability to provide additional offerings such as on-site attendants, flexible scheduling, or environmentally sustainable options.

12. Total Possible Points

Score Based on Combined Totals of selected Committee Evaluations and Scoring.

D. EVALUATION PROCESS

1. Initial Review

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All offeror proposals will be reviewed for compliance with the mandatory requirements stated within the RFP. Proposals deemed non-responsive to any mandatory requirement will be eliminated from further consideration.

2. Clarifications

The Chief Procurement Officer may contact the offeror for clarification of the response as specified in Section II, Paragraph B.7.

3. Other Information Sources

The Evaluation Committee may use other sources of information to perform the evaluation as specified in Section II, Paragraph C.18.

4. New Mexico Resident or Veteran Business Preference

13-1-21 NMSA 1978 provides for certain preferences under certain conditions. If applicable, the preference will be provided to those offerors that have provided the requisite supporting material with their proposal, as required by 13-1-21 NMSA 1978. As amended Application of Preferences.

5. Sierra County Local Business Preference

Section 2.24 of the Sierra County Purchasing Policy Regulations, Policy #22-0001, provides for certain preferences under certain conditions. If applicable, the preference will be provided to those offerors that have provided the requisite supporting material with their proposal.

6. Scoring and Contract Award Recommendation

Responsive proposals will be evaluated and assigned a point value based on the factors in

Section V. Finalist offerors who are asked and choose to submit revised proposals for the purpose of obtaining best and final offers will have their points recalculated accordingly.

The responsible offeror whose proposal is most advantageous to the County, taking into consideration the evaluation factors in Section V, will be recommended for contract award to the Chief Procurement Officer, and any other required approving authorities, as specified in Section II, Paragraph B.12. Please note, however, that a serious deficiency in the response to any one factor may be grounds for rejection regardless of overall score.

Multiple vendors may be awarded in one or more service categories, including within the same category, to ensure service coverage and availability.

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7. Cost Response Scoring

Responsive proposals will be evaluated and tabulated by the Chief Procurement Officer and added to the final tabulated score sheet in occurrence with committee evaluating scores of the above pointed criteria and formula.

8. Basis of Award

In accordance with combined committee evaluations and scoring based on the pointed criteria and cost formula, the Chief Procurement Officer, will issue a final determination based on the committee member’s unanimous agreement for the selected firm, to represent the County of Sierra for Porta Potty Services. Once the decision has been solidified the awarded contract agreement will be presented to the County Commission for approval.

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APPENDIX A

ACKNOWLEDGEMENT OF RECEIPT FORM

Request for Proposals

Sierra County RFP #2026-09-002

In acknowledgment of receipt of this Request for Proposal, the undersigned agrees that they have received a complete copy, beginning with the title page and table of contents, and ending with

Exhibit D.

The acknowledgment of receipt should be signed and returned (by fax, e-mail, courier or hand delivery) to the Chief Procurement Officer no later than September 22, 2025.

The firm listed below does/does not (circle one) intend to respond to this Request for Proposals.

FIRM: _____________________________________________________________________

REPRESENTED BY: _______________________ TITLE:___________________________

E-MAIL ADDRESS: _________________________________________________________

PHONE NO.:________________________ FAX NO.:______________________________

ADDRESS: _________________________________________________________________

CITY: _________________________ STATE: ______ ZIP CODE: ____________________

SIGNATURE: ______________________________________ DATE:__________________

This name and address will be used for all correspondence related to the Request for Proposals.

Please return to:

Barbara Bencomo

Chief Procurement Officer

1712 N Date Street Suite D

Truth or Consequences, NM 87901

Phone: (575) 952-2025

Fax: (575) 894-9548

E-mail: bbencomo@sierraco.org mailto:bbencomo@sierraco.org

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APPENDIX B

ACKNOWLEDGMENT OF ADDENDA

THE FOLLOWING BIDDER INFORMATION MUST BE COMPLETED AND

RETURNED WITH THE RFP # 2026-09-002

ACKNOWLEDGMENT OF ADDENDA

The undersigned acknowledges receipt of the following addenda:

Addenda No. ____ Dated ______ Addenda No. ____ Dated ______

Addenda No. ____ Dated ______ Addenda No. ____ Dated ______

The undersigned, as an authorized representative for the Company named below, acknowledges that the Responder has examined this RFP with its related documents and is familiar with all of the conditions surrounding the described materials, labor and/or services. Responder hereby agrees to furnish all labor, materials and supplies necessary to comply with the specifications in accordance with the Terms and Conditions set forth in this RFP and at the prices stated within the RFP.

The undersigned further states that the company submitting this RFP is not in violation of any applicable Conflict of Interest laws or regulations or any other related clauses included in this

RFP.

COMPANY NAME ______________________________________________________

ADDRESS ______________________________________________________________

CITY/STATE/ZIP________________________________________________________

TELEPHONE: __________FAX: ________________EMAIL: ___________________

NEW MEXICO GROSS RECEIPTS TAX NO. _______________________________

FEDERAL EMPLOYER ID NUMBER (FEIN) _______________________________

NEW MEXICO LOCAL PREFERENCE NUMBER:__________________________

SIGNATURE OF AUTHORIZED REPRESENTATIVE _______________________

PRINTED OR TYPED NAME _____________________________________________

TITLE _________________________________________________________________

DATE: _________________________________________________________________

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APPENDIX C

SIERRA COUNTY Conflict of Interest-Debarment / Suspension Certification Form

THE FOLLOWING MUST BE CERTIFIED IF ANY RESULTANT PURCHASE

ORDER/AGREEMENT IS $20,000 OR GREATER

CONFLICT OF INTEREST; GOVERNMENTAL CONDUCT ACT.

A. The Contractor represents and warrants that it presently has no interest and, during the term of this Agreement, shall not acquire any interest, direct or indirect, which would conflict in any manner or degree with the performance or services required under the Agreement.

B. The Contractor further represents and warrants that it has complied with, and, during the term of this Agreement, will continue to comply with, and that this Agreement complies with all applicable provisions of the Governmental Conduct Act, Chapter 10, Article 16 NMSA 1978.

Without in anyway limiting the generality of the foregoing, the Contractor specifically represents and warrants that:

1) in accordance with Section 10-16-4.3 NMSA 1978, the Contractor does not employ, has not employed, and will not employ during the term of this Agreement any County employee while such employee was or is employed by the County and participating directly or indirectly in the County’s contracting process;

2) this Agreement complies with Section 10-16-7(B) NMSA 1978 because (i) the

Contractor is not a public officer or employee of the County; (ii) the Contractor is not a member of the family of a public officer or employee of the County; (iii) the Contractor is not a…