Coordination and Management of Los Alamos County’s July 4th Celebration

Los Alamos County is seeking a qualified service provider to plan and coordinate the annual Fourth of July celebration event through a competitive Request for Proposal (RFP) process. The contract will require comprehensive event management for a celebration expected to attract approximately 12,000 attendees at either Overlook Park in White Rock or Ashley Pond Park. The successful offeror will be responsible for coordinating entertainment, obtaining necessary permits, providing sound equipment, stage, and personnel, and working closely with the County Event Team, which includes fireworks and drone show contractors, the Fire Marshal, Parks Superintendent, and Recreation Superintendent. Key deliverables include managing music performances, food vendors, children's and adult activities, and ensuring seamless integration with the separate fireworks and drone show contractors. The RFP evaluation will assess proposals across five categories: qualifications and experience (25 points), previous clients (10 points), understanding of industry standards (10 points), description of services (30 points), and cost (25 points). The solicitation was posted on September 5, 2025, with a non-mandatory virtual pre-proposal conference scheduled for September 11, 2025, and proposals due on September 23, 2025, at 2:00 p.m. Mountain Time, with an anticipated contract award on November 5, 2025.

The RFP provides opportunities for various business preference classifications, including local (Los Alamos) business preference, resident (New Mexico) business preference, Native American business preferences, and veteran business preferences. Potential offerors must submit valid preference certificates and meet specific criteria, such as being incorporated in New Mexico or maintaining a principal office in Los Alamos County. The contract term may extend up to seven years, with potential for consecutive one-year renewals at the County Manager's discretion. Proposers must demonstrate comprehensive insurance coverage, including general liability ($1 million), workers' compensation, automobile liability ($1 million), professional liability ($1 million), pollution liability ($1 million), and cyber insurance ($3 million). While specific budget ranges are not explicitly stated, the cost proposal worksheet allows for detailed pricing across multiple years and categories, with restrictions on initial planning costs (limited to 20% of total event cost). The county will provide in-kind services including police and fire services, transit service, parks division services, traffic control, and porta-potties, further supporting the event's infrastructure.