Los Alamos Summer Concert Series

Los Alamos County is conducting a Request for Proposals (RFP26-54) to procure comprehensive event production services for the Los Alamos Summer Concert Series, a four-year contract covering calendar years 2027 through 2030 with potential renewal options for up to three additional years. The successful contractor will be responsible for organizing and executing fifteen concerts annually, consisting of five large-scale concerts targeting 7,000+ attendees each and ten small-scale concerts featuring themed evenings and creative programming to attract both residents and tourists. All concerts will be held primarily at Ashley Pond Park from 7:00 p.m. to 10:00 p.m. on Friday nights and must remain free to the public, family-friendly, and maintain a small-town atmosphere while promoting diverse, quality musical entertainment. The contractor must secure all logistical elements including performer transportation and lodging, equipment and sound systems, personnel for setup and takedown, security, and must also be responsible for sponsorship acquisition and marketing coordination. The evaluation criteria total 100 points and consist of demonstrated qualifications and experience (20 points), ability to comply with scope of services (15 points), references (5 points), fiscal and administrative capacity (15 points), cost proposal (25 points), and suitability for professional services (20 points). The pre-proposal conference is scheduled for April 15, 2026, at 2:00 p.m. in virtual format (non-mandatory); written questions must be submitted by April 30, 2026, at 2:00 p.m.; proposals are due June 1, 2026, at 2:00 p.m. through the County's Bonfire Procurement Portal; and contract award is estimated for August 5, 2026.

Los Alamos County has not designated specific set-asides for disadvantaged enterprises; however, preference factors are available for qualified offerors who submit applicable state-issued preference certificates, including local business preference, New Mexico resident business preference, Native American resident business preference (with revenue caps of $6,000,000), resident veteran business preference, and Native American resident veteran business preference. Offerors seeking local preference must also provide a current valid Los Alamos County Business License and maintain their principal office within Los Alamos County. There is no identified incumbent contractor listed in the solicitation documentation. The County will provide in-kind services including emergency services, public transit, traffic control, restroom facilities, facility reservations, vendor management, and performer support. The County's projected budget for contracted production services is eighty thousand dollars ($80,000.00) annually for 2027, excluding gross receipts tax, with budgets appropriated annually and subject to modification at the County's discretion; offerors must supplement this amount through sponsorships, donations, and other funding sources. Cost escalators are permitted for years two through seven using specified dollar amounts, percentages, capped amounts, or indices such as CPI/PPI; however, cost-plus-a-percentage-of-cost contracts are prohibited. Payment terms allow up to 40 percent of the annual contract amount to be billed prior to the first concert following coordination services, with remaining compensation distributed evenly across each scheduled performance upon completion and invoice receipt.