MANAGEMENT LEASE MAYHILL COMMUNITY CENTER RE-BID

REQUEST FOR PROPOSAL (RFP)
FOR
MANAGEMENT/LEASE FOR MAYHILL COMMUNITY CENTER
OTERO COUNTY ADMINISTRATION
RFP #26-006 RE-BID
NIGP CODE 95815, 95816
Bid Deadline: Tuesday, May 5, 2026
@ 2:00 P.M.
Procurement Agent: Wendy Robinson

THE COUNTY OF OTERO IS REQUESTING COMPETITIVE SEALED BIDS FOR THE FOLLOWING GOODS
OR SERVICES:
TITLE: MANAGEMENT/LEASE PROPERTY MAYHILL COMMUNITY CENTER
RFP NO: 26-006 RE-BID
OPEN: TUESDAY, MAY 5, 2026 @ 2:00 PM
FOR ADDITIONAL INFORMATION CONTACT:
WENDY ROBINSON PURCHASING AGENT
PHONE: (575) 434-0710 EMAIL (wrobinson@co.otero.nm.us)
THE OFFICE OF THE PURCHASING AGENT COUNTY OF OTERO, WILL RECEIVE COMPETITIVE SEALED
BIDS FOR THE GOODS OR SERVICES DESCRIBED IN THIS BID AT:
VIA MAIL HAND CARRIED
OTERO COUNTY PURCHASING PURCHASING OFFICE
1101 NEW YORK AVE. ROOM 118 1101 NEW YORK AVE, ROOM 118
ALAMOGORDO, NN 88310 ALAMOGORDO, NM 88310
ANY AND ALL PROPOSALS NOT RECEIVED BY THE PROPOSAL SUBMISSION DATE WILL BE
REJECTED AND RETURNED UNOPENED
NOTE: USE OF THE MAIL SERVICE IS AT YOUR OWN RISK FOR PROPER DELIVEY
ENVELOPE PREPARATION: THE ENVELOPE/PACKAGE CONTAINING THREE
(3) PROPOSAL COPIES AND ONE (1) ORIGINAL MUST BE SEALED AND THE
FOLLOWING IDENTIFYING INFORMATION LEGIBLY WRITTEN OR TYPED ON
THE OUTSIDE.
1). NAME OF BIDDER
2). PROPOSAL NUMBER ASSIGNED BY THE COUNTY TO THE REQUEST FOR
PROPOSALS
3). OPENING DATE AS IDENTIFIED ON THE PROPOSAL OR SUBSEQUENT
ADDENDA
NO OTHER METHODS OF BID DELIVERY: NEITHER TELEPHONE,
TELEGRAPHIC, EMAIL, OR FACSIMILE BID SHALL BE ACCEPTED
PUBLISHED: ADN April 4, 2026

INTRODUCTION
A. PURPOSE OF THIS REQUEST FOR PROPOSALS
The County of Otero is issuing a Request for Proposals for the management and operation of our
Mayhill Community Center located at 15 Civic Center, Mayhill, New Mexico. The successful
Proposer will have experience in running similar facilities; offer a detailed plan of startup, and
plan for staffing.
We are requesting that you prepare a brief response based on the Request for Proposal and
accompanying information. The proposal should address your interest to satisfy the County's
objectives established for this effort. The proposal should also clearly demonstrate your
capability to achieve the scope of work. It is, therefore, important that you list all key
individuals that you would assign to the project and define an approach that would be used to
implement this service. Careful review of the RFP is highly recommended to ensure a
responsive submittal. This RFP was prepared in accordance with current State Procurement
Statutes.
B. BACKGROUND
The Mayhill Community Center is a community center contained in a single-story, metal building with a
total area of 2,400 square feet. The floor plan consists of an open area, kitchen, and two restrooms. In
addition, there is a 400 square foot detached metal storage building that is not heated or cooled.
Community Centers serve as critical community focal points, offering a variety of activities that respond
to the diverse needs and interests of their community and include, but are not limited to, nutrition
programs, health and wellness services, fitness activities, information and assistance to community
resources, and a variety of educational and cultural opportunities.
C. SCOPE OF PROCUREMENT
Otero County is soliciting qualifications-based competitive sealed proposals to provide services to
manage and lease the Mayhill Community Center. The main goal for the Operator is to enhance
public offerings to meet the mission and goals of the Mayhill Community. Otero County is
interested in a relationship with the Operator which involves cooperation among the Operator
and County, bringing resources together to provide services to the Mayhill Community. Operator
will serve meals to the seniors two days a week, lunch only. Operator must work in close
coordination with the County Manager her designee including submitting a quarterly report
(contents of the report will be discussed and agreed up after award of the RFP).
Otero County would accept in-kind contributions i.e. volunteer labor at $33.49/hour, as rent, the building
was appraised at a fair market rent for $11,040 per annum. If awarded vendor has applied and been
approved of Community Service Grant through the County, this amount will be deducted from rent. This
will be a one (1) year contract with the option to renew for an additional three (3) years not to exceed a
total of four (4) years.

Applicants agree to provide services in accordance with New Mexico Department of Social & Health
Services-Aging and Disability Services Administration Multipurpose Senior Center Guidelines
Awarded bidder must pay 100 % of all utility deposits and expenses for the Center and its
operation. This includes costs for electricity, water, sewer, gas, trash, internet services. Awarded
bidder is responsible for routine maintenance. The County is responsible for structural
maintenance and septic tank inspections. Awarded bidder must provide its own office equipment,
including computers, telephones, fax machines, etc. Awarded bidder must provide custodial
services, all paper and cleaning products necessary for the Center's cleaning and daily
maintenance. Awarded Bidder must provide pest control. Awarded Bidder is responsible of any
security need at the Center.
1. Otero County has assigned a Procurement Manager who is responsible for the conduct of this
procurement whose name, address, telephone number and e-mail address are listed below:
Name: Wendy Robinson Procurement Manager
Address: 1101 New York Ave., Alamogordo, N.M. 88310
Telephone: (575) 434-0710
Fax: (575) 443-2914
Email: wrobinson@co.otero.nm.us
2. Any inquiries or requests regarding this procurement should be submitted, in writing, to the
Procurement Manager. Offerors may contact ONLY the Procurement Manager regarding this
procurement. Other state employees or Evaluation Committee members do not have the authority
to respond on behalf of the SPD. Protests of the solicitation or award must be delivered by
mail to the Protest Manager. As A Protest Manager has been named in this Request for
Proposals, pursuant to NMSA 1978, 13-1-172, ONLY protests delivered directly to the Protest
Manager in writing and in a timely fashion will be considered to have been submitted properly
and in accordance with statute, rule and this Request for Proposals. Emailed protests will not be
considered as properly submitted nor will protests delivered to the Procurement Manager be
considered properly submitted.
D. DEFINITION OF TERMINOLOGY
This section contains definitions of terms used throughout this procurement document, including
appropriate abbreviations:
"Agency" means the State Purchasing Division of the General Services Department or that State Agency
sponsoring the Procurement action.
"Authorized Purchaser" means an individual authorized by a Participating Entity to place orders against
this contract.
"Award" means the final execution of the contract document.

"Business Hours" means 8:00 AM thru 5:00 PM Mountain Standard or Mountain Daylight Time,
whichever is in effect on the date given.
"Close of Business" means 5:00 PM Mountain Standard or Daylight Time, whichever is in use at that
time.
"Confidential" means confidential financial information concerning offeror's organization and data that
qualifies as a trade secret in accordance with the Uniform Trade Secrets Act NMSA 1978 57-3-A-1 to 57-
3A-7. See NMAC 1.4.1.45. As one example, no information that could be obtained from a source outside
this request for proposals can be considered confidential information.
"Contract" means any agreement for the procurement of items of tangible personal property, services or
construction.
"Contractor" means any business having a contract with a state agency or local public body
"Determination" means the written documentation of a decision of a procurement officer including
findings of fact required to support a decision. A determination becomes part of the procurement file to
which it pertains.
"Desirable" the terms "may", "can", "should", "preferably", or "prefers" identify a desirable or
discretionary item or factor.
"Electronic Version/Copy" means a digital form consisting of text, images or both readable on
computers or other electronic devices that includes all content that the Original and Hard Copy proposals
contain. The digital form may be submitted using a USB flash drive. The electronic version/copy can
NOT be emailed.
"Evaluation Committee" means a body appointed to perform the evaluation of Offerors' proposals.
"Evaluation Committee Report" means a report prepared by the Procurement Manager and the
Evaluation Committee for contract award. It will contain written determinations resulting from the
procurement.
"Finalist" means an Offeror who meets all the mandatory specifications of this Request for Proposals and
whose score on evaluation factors is sufficiently high to merit further consideration by the Evaluation
Committee.
"Hourly Rate" means the proposed fully loaded maximum hourly rates that include travel, per diem,
fringe benefits and any overhead costs for contractor personnel, as well as subcontractor personnel if
appropriate.
"IT" means Information Technology.
"Mandatory" - the terms "must", "shall", "will", "is required", or "are required", identify a mandatory
item or factor. Failure to meet a mandatory item or factor will result in the rejection of the Offeror's
proposal.
"Minor Technical Irregularities" means anything in the proposal that does not affect the price quality
and quantity or any other mandatory requirement.

"Multiple Source Award" means an award of an indefinite quantity contract for one or more similar
services, items of tangible personal property or construction to more than one Offeror.
"Offeror" is any person, corporation, or partnership who chooses to submit a proposal.
"Price Agreement" means a definite quantity contract or indefinite quantity contract which requires the
contractor to furnish items of tangible personal property, services or construction to a state agency or a
local public body which issues a purchase order, if the purchase order is within the quantity limitations of
the contract, if any.
"Procurement Manager" means any person or designee authorized by a state agency or local public
body to enter into or administer contracts and make written determinations with respect thereto.
"Procuring Agency" means all State of New Mexico agencies, commissions, institutions, political
subdivisions and local public bodies allowed by law to entertain procurements.
"Project" means a temporary process undertaken to solve a well-defined goal or objective with clearly
defined start and end times, a set of clearly defined tasks, and a budget. The project terminates once the
project scope is achieved and project acceptance is given by the project executive sponsor.
"Redacted" means a version/copy of the proposal with the information considered confidential as defined
by NMAC 1.4.1.45 and defined herein and outlined in Section II.C.8 of this RFP blacked out BUT NOT
omitted or removed.
"Request for Proposals (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,
when required, information and data to prove that his 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 described in the proposal.
"Responsive Offer" or means an offer 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 or delivery requirements.
"Sealed" means, in terms of a non-electronic submission, that the proposal is enclosed in a package which
is completely fastened in such a way that nothing can be added or removed. Open packages submitted
will not be accepted except for packages that may have been damaged by the delivery service itself. The
State reserves the right, however, to accept or reject packages where there may have been damage done
by the delivery service itself. Whether a package has been damaged by the delivery service or left
unfastened and should or should not be accepted is a determination to be made by the Procurement
Manager. By submitting a proposal, the Offeror agrees to and concurs with this process and accepts the
determination of the Procurement Manager in such cases.
"Staff" means any individual who is a full-time, part-time, or an independently contracted employee with
the Offerors' company.
"State (the State)" means the State of New Mexico.

"State Agency" means any department, commission, council, board, committee, institution, legislative
body, agency, government corporation, educational institution or official of the executive, legislative or
judicial branch of the government of this state. "State agency" includes the purchasing division of the
general services department and the state purchasing agent but does not include local public bodies.
"Statement of Concurrence" means an affirmative statement from the Offeror to the required
specification agreeing to comply and concur with the stated requirement(s). This statement shall be
included in Offerors proposal. (E.g. "We concur", "Understands and Complies", "Comply", "Will
Comply if Applicable" etc.)
"Unredacted" means a version/copy of the proposal containing all complete information including any
that the Offeror would otherwise consider confidential, such copy for use only for the purposes of
evaluation.
"Written" means typewritten on standard 8 12 x 11 inch paper. Larger paper is permissible for charts,
spreadsheets, etc.
APPROPRIATIONS - Award of this Contract is contingent upon sufficient appropriations being
allocated by the County or other funding agency. If the County or other funding agency does not make
sufficient appropriations and authorize their allocation, the agreement shall, notwithstanding any other
provisions, terminate immediately upon Contractor's receipt of written notice of termination from the
County. Otero County's decision as to whether sufficient appropriations are available shall be accepted by
the Contractor and shall be final.
3. BRIBES, GRATUITIES AND KICK-BACKS - Pursuant to 13-1-191 NMSA 1978, (including 30-
14-1, 30-24-2, and 30-41-1 through 30-41-3 NMSA 1978), the criminal laws of New Mexico prohibit
bribes, kickbacks and gratuities, the violation of which constitutes a felony. Further, the Procurement
Code (13-1-28 through 13-1-199 NMSA 1978) imposes civil and criminal penalties for its violation.
4. CLARIFICATIONS - Any inquiries or requests regarding clarification of this procurement document
shall be submitted to the Procurement Officer in writing. Procurement Officer contact information is
Wendy Robinson, 1101 New York Ave, Alamogordo, NM 88310, email wrobinson@co.otero.nm.us,
phone 575-443-2914. Offerors may contact ONLY the Procurement Officer regarding the terminology
stated in the procurement documents. Other County employees do not have the authority to respond on
behalf of the County.
4.1 Offerors shall promptly notify the County Procurement Officer of any ambiguity,
inconsistency, or error which they may discover upon examination of the RFP. Any response made by
the County will be provided in writing to all Offerors by addendum. No verbal responses are
authorized.
4.2 No Addendum will be issued later than three (3) days prior to the date for receipt of
Proposals, except an Addendum withdrawing the Request for Proposal or one which includes
postponement of the date for receipt of Proposals.
5. COLLUSION - Collusion among Offerors or the submission of more than one proposal under
different names by any firm or individual shall be cause for rejection of all proposals without
consideration. Offeror's proposal may not be made in the interest, or on behalf of, any undisclosed
person, partnership, company, association, organization or corporation. Offeror may not, directly or
indirectly by agreement, communication or conference with anyone attempted to induce any action

prejudicial to the interest of the County, or of anyone else interested in the proposed contract. Two or
more specifically identified organizations may choose to submit a collaborative proposal. The enclosed
Non-Collusion Affidavit must be executed along with the Proposal.
6. COMPETITION - In signing a contract with Otero County the Contractor certifies that the Contactor
has not, either directly or indirectly, entered into any action in restraint of full competition in connection
with the proposal submitted to the County.
7. CONTACTS - Offerors MAY NOT contact other Otero County Departments, Otero County Manager
or her staff, members of the Otero County Board of County Commissioners or their staff, and any other
Otero County Elected Official or their staff regarding inquiries or requests regarding clarification to this
RFP. All inquiries or requests regarding clarification of this procurement document shall be submitted to
the Procurement Officer in writing.
8. CONTRACTS - The contract between Otero County (County) and a Contractor will follow the format
specified by the County and contain the terms and conditions set forth in the attached "Sample Contract".
The contents of this RFP, as revised and/or supplemented, and the successful Offeror's proposal,
including best and final offer, will be incorporated into and become part of the contract.
8.1 Should an Offeror object to any of the County's terms and conditions, that Offeror must
propose specific alternative language with the proposal. The County may or may not accept the
alternative language. General references to the Offeror's terms and conditions or attempts at complete
substitutions are not acceptable to the County and will result in 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.
8.2 Offerors must submit with their proposal any additional terms and conditions that they would
like to have included in a contract negotiated with the County, such terms must be clearly identified
in the proposal.
9. COST - All costs incurred by an Offeror in connection with responding to this RFP, the evaluation and
selection process undertaken in connection with this procurement, and any negotiations with the County
will be borne by the Offeror.
10. DEBARMENT & SUSPENSION - The Offeror certifies that neither it nor its principals are
presently debarred, suspended, proposed for debarment, declared ineligible, or voluntary excluded from
participation in this transaction by any Federal department or agency. It further agrees that by submitting
this proposal that it will include this clause without modification in all lower tier transactions,
solicitations, proposals, contracts, and subcontracts. Where the Proposer/Offeror/Contractor or any lower
tier participant is unable to certify to this statement, it shall attach an explanation to this
solicitation/proposal. The enclosed Certificate of Debarment and Suspension must be executed along with
the Proposal.
11 EXCEPTIONS - Any exceptions to the scope of work and/or specifications shall be listed separately
and specifications attached are the minimum requirements. The specification submitted herein are all that
were available to the Purchaser at the time of this mailing. Minor deviations to the specifications as listed,
may be considered.
12. EQUAL OPPORTUNITY - The Contractor, subcontractors, and all sub-subcontractors shall not
discriminate against any employee or applicant for employment because of race, religion, color, sex, or
national origin. The Contractor shall take affirmative action to ensure that applicants are employed and
that employees are treated during employment without regard to their race, religion, color, sex, or national

origin. Such action shall include, but not be limited to, the following: employment, upgrading, or transfer;
recruitment or recruitment advertising, layoff or termination; rates of pay or other forms of compensation;
and selection for training including apprenticeship. The Contractor agrees to post in conspicuous places,
available to employees and applicants for employment, notices setting forth the policies of
nondiscrimination. The Contractor, all subcontractors, and all sub-subcontractors shall, in all solicitation
or advertisements for employees placed by them or on their behalf, state that all qualified applicants will
receive consideration for employment without regard to race, religion, color, sex, or national origin.
Otero County in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252,
42 U.S.C. 2000d to 2000d-4) and the Regulations, hereby notifies all Offerors and Bidders that it will
affirmatively ensure that any contract entered into pursuant to this advertisement, disadvantaged business
enterprises will be afforded full and fair opportunity to submit proposals and/or bids in response to this
invitation and will not be discriminated against on the grounds of race, color, or national origin in
consideration for an award.
13. GROSS RECEIPTS TAX - New Mexico Statutes require that the proposed amount
exclude the applicable state gross receipts tax or applicable local option tax but that the Contracting
Agency shall be required to pay the applicable tax including any increase in the applicable tax becoming
effective after the date the contract is entered into. The applicable gross receipts tax or applicable local
option tax shall be shown as a separate amount on each billing or request for payment made under the
contract.
14. INCOMPLETE RESPONSES - The County reserves the right to eliminate any Offeror that submits
incomplete or inadequate responses or is not responsive to the requirements of this RFP.
15. INSURANCE REQUIREMENTS - The Contractor shall not commence work under this contract
until he has obtained all insurance required under this paragraph and such insurance has been approved.
The contractor shall not allow any subcontractor to commence work on this subcontract until all similar
insurance required of the subcontractor has been obtained. Insurance specifications and monetary
requirements will be finalized at contract development.
16. Standard Insurance Limits Not Less Than
Commercial and General Liability $1,000,000/$3,000,000
Automobile Liability $1,000,000/$1,000,000
Worker's Compensation as required by State Law As required by Law
Other legally required of the employer or for the contractor's occupation / As required by Law
profession.
Specialized Insurance
Professional Liability $1,000,000
Medical and Clinic Liability under the Federal Tort Claims Act (FTCA) $1,000,000
17. IRREGULARITIES - The County reserves the right to accept or reject any or all proposals, to waive
irregularities and technicalities, and to request resubmission. Any sole response that is received may or
may not be rejected by the County depending on available competition and timely needs of the County.
The County reserves the right to award the contract to the responsible Offerors submitting responsive
proposals with resulting agreements most advantageous and in the best interest of the County.
18. NEGOTIATIONS - Should the County be unable to negotiate a satisfactory contract with the
business considered to be the most qualified at a price determined by the County to be fair and
reasonable, negotiations with that business shall be formally terminated. The County may then undertake
negotiations with the second most qualified business. Failing accord with the second most qualified
business, the County shall formally terminate negotiations with that business and may then undertake

negotiations with the third most qualified business and so on. The County reserves the right to discontinue
negotiations with any selected Offeror.
II. CONDITIONS GOVERNING THE PROCUREMENT
This section of the RFP contains the schedule, description and conditions governing the
procurement.
A. SEQUENCE OF EVENTS
The Procurement Manager will make every effort to adhere to the following schedule:
ACTION RESPONSIBILITY DATE
1. Issue RFP Procurement Manager (PM) 04/02/2026
2. Return of "Acknowledgment of Potential Offerors (PO) 04/13/2026 @ 5:00 pm
Receipt" Form for Distribution List
3. Pre-Proposal Conference N/A
4. Deadline to Submit Additional PO 04/21/2026 @ 4:00 pm
Questions
5. Response to Written Questions/ RFP PM 04/23/2026 @ 4:00 pm
Amendments
6. Submission of Proposal Offerors 05/05/2026 @ 2:00 pm
7. Contract Negotiations (If needed) Tentative winner/County
8. Contract Award* Purchasing Agent/BCC* TBD
9. Protest Deadline Offerors TBD
*Contract award is subject to approval of the Board of County Commissioners.
B. EXPLANATION OF EVENTS
The following paragraphs further detail the activities listed in the sequence of events shown in
Section II.A., above.
1. Issue RFP
This RFP is being issued by the Otero County Purchasing Agent on behalf of the County of Otero
and the Otero County Board of County Commissioners.
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 C)
to have their organization placed on the procurement distribution list. 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 I (Sequence of Events), above.