RFP24-50R Rodeo Stock Contractor Services
| Agency: | Los Alamos County |
|---|---|
| State: | New Mexico |
| Type of Government: | State & Local |
| NAICS Category: |
|
| Posted Date: | Feb 5, 2024 |
| Due Date: | Feb 15, 2024 |
| Solicitation No: | RFP24-50R |
| Bid Source: | Please Login to View Page |
| Contact information: | Please Login to View Page |
| Bid Documents: | Please Login to View Page |
RFP24-50R Rodeo Stock Contractor Services
Closing date February 15, 2024, 02:00 PM
- Reference number RFP24-50R
- Status Open
- Summary Los Alamos County is seeking an experienced and qualified rodeo contractor to host the annual Fair and Rodeo event held the first weekend in August on Saturday and Sunday. Rodeo stock contractor services are required for the production and management of the 2 day rodeo. Successful proposers will participate in the Saturday morning parade. The estimated budget for this service is $14,000 per year.
Sealed Proposals in one (1) clearly labeled unbound original and three (3) bound paper copies (if submitting in paper form), subject to the conditions set forth in the Instructions to Proposers and in the other Solicitation Documents, will be received at the Office of the Los Alamos County Purchasing Officer, 101 Camino Entrada, Bldg. 3, Los Alamos, NM 87544 until 2:00 p.m. MT, Thursday, February 15, 2024 for this solicitation.
Proposals may also be submitted electronically by email in pdf format. All other requirements stated in the Solicitation Document remain in effect. Emails should be addressed to: lacbid@lacnm.us . Subject line of the email must contain the following information: RESPONSE – RFP24-50R Rodeo Stock Contractor Services.
Documents may be obtained from Carmela Salazar at the Office of the Purchasing Officer at:
Los Alamos County
Procurement Division
101 Camino Entrada, Bldg. 3
Los Alamos, NM 87544
(505) 662-8056
Office Hours are 8:00 a.m. – 4:30 p.m., Monday – Friday.
No Proposal may be withdrawn after the scheduled closing time for receipt of proposals.
All forms of bribes, gratuities, and kickbacks are prohibited by state law.
Contact details
Related Information
Attachment Preview
LOS ALAMOS COUNTY
PROCUREMENT DIVISION
101 Camino Entrada, Building 3, Los Alamos, New Mexico 87544
(505) 662-8056
Advertised: February 5, 2024
Closing Date: Thursday, February 15, 2024
Request for Proposals (“RFP”)
RFP Number: 24-50R
RFP Name: Rodeo Stock Contractor Services
GENERAL INFORMATION
1. Proposals in response to this RFP may be submitted either in paper form, in a sealed envelope, or
electronically by email. Only one of the following submission methods is required:
2. ELECTRONIC SUBMISSION: Emails should be addressed to: lacbid@lacnm.us. Subject line must
contain the following information: RESPONSE – RFP24-50R Rodeo Stock Contractor Services.
It is strongly recommended that a second, follow-up email (without the proposal included or attached) be
sent to Carmela Salazar. Senior Buyer, carmela.salazar@lacnm.us to confirm the Proposal was received.
The body of the email must contain enough information for the identity of the Proposer to be clear,
including company name, name of person sending the email, and contact information including email
address and phone number.
Only emails with proposals received in the lacbid@lacnm.us email box prior to 2:00 p.m. Mountain
Time, Thursday, February 15, 2024 will be reviewed.
Proposals submitted by email will be opened only after the closing date and time stated in the solicitation
document.
3. PAPER FORM SUBMISSION: Sealed proposals in one (1) clearly labeled unbound original, three (3)
bound copies and one (1) USB flash drive or CD, will be accepted at the Office of the Chief Purchasing
Officer, Procurement Division - 101 Camino Entrada, Building 3, Los Alamos, NM 87544, until 2:00 p.m.
Mountain Time, Thursday, February 15, 2024 for this solicitation. Clearly mark the RFP Number and
Name and Offeror on the outside of the sealed proposal, including outer envelope and/or shipping
label. The USB flash drive or CD should be clearly identified. It is the responsibility of the Offeror to
assure that the information submitted in both its written response and the electronic version are consistent
and accurate. If there is a discrepancy between what is provided on the paper document and the USB
flash drive or CD, the written paper response shall govern.
4. Directions to Procurement office:
1. Drive WEST on NM-502 to Los Alamos.
o Camino Entrada (formerly known as Airport Basin) is 0.4 miles past East Gate Drive,
just past East Entrance Park Rest Area.
2. Turn RIGHT on Camino Entrada.
o Road slopes downhill and curves to the right.
3. Take second RIGHT into driveway through gated fence (before the stone sign “Pajarito
Cliffs Site”).
o Follow the signs to Building 3, the L-shaped building in the center of the complex.
o If you pass the Holiday Inn Express and the Airport, you’ve gone too far.
4. Enter glass door marked “PROCUREMENT.” See map below.
The County of Los Alamos is an Equal Opportunity Employer
5. The Incorporated County of Los Alamos (“County”) invites Proposals from all qualified respondents.
No Proposal may be withdrawn after the scheduled closing time. Proposals will not be accepted after
the scheduled closing time. Please make note of the submittal requirements outlined in this
solicitation. Read and follow the instructions carefully. Include the required documents provided
in this RFP as part of your submittal packet. Any misinterpretation or failure to comply with the
submittal requirements could result in rejection of the proposal. Proposal preparation is at the Offeror’s
expense.
6. Any change(s) to the solicitation will be conveyed through the written addenda process. Read carefully
and follow all instructions provided on any addendum, as well as the instructions provided in the original
solicitation.
7. Any questions must be received in writing at least five (5) days prior to the date fixed for when proposals
are due.
8. County reserves the right, at its sole discretion, to accept or reject any proposals; to waive any and all
irregularities in any or all statements or proposals; to request additional information from any or all
respondents; and to award a contract to the responsible Offeror whose proposal is most beneficial to
County. While County intends to execute a contract for the services listed herein, nothing in this
document shall be interpreted as binding County to enter into a contract with any Offeror or Proposer.
9. Bids and Proposals are Public Records. Pursuant to the New Mexico Inspection of Public Records Act,
NMSA 1978, Chapter 14, Article 2, all materials submitted under this RFP/IFB shall be presumed and
considered public records. Except to the extent any information may be protected by state or federal
law, proposals shall be considered public documents and available for review and copying by the public.
10. The County contemplates a multi-term contract as a result of this RFP. The term of the contract may
be for a period of up to seven (7) years. This is the written determination of the Chief Purchasing Officer
that: such a contract will serve the best interests of the County by promoting economies in County
procurement.
11. Proposers are notified that they must propose pricing for each potential year of the contract.
12. Proposers/Offerors are informed that State law requires that all foreign corporations (NMSA 1978 §53-
17-5) and limited liability corporations (NMSA 1978 §53-19-48) procure a certificate of authority to
transact business in the state prior to transacting business in the state of New Mexico.
13. The Chief Purchasing Officer has determined a preference is applicable to this offer. A bidder or offeror
must submit a written request for preference, with a copy of the state-issued preference certificate, with
its proposal to qualify for this preference. Ref. County Code Section. 31-261(b) and Section13-1-21
NMSA 1978 et al.
RFP No. 24-50R
Issued by Procurement Division: C. Salazar
2
Version: 07272023
CONTACT INFORMATION
1. For project-specific information, contact Katherine Hudspeth, at katherine.hudspeth@lacnm.us; (505)
662-8241.
2. For procurement process information, contact Carmela Salazar, Senior Buyer at
carmela.salazar@lacnm.us; (505) 662-8056.
3. Written questions submitted via e-mail should be sent to Carmela Salazar and copied to Katherine
Hudspeth.
4. As an additional courtesy to interested parties, this RFP and related documents may also be
downloaded from the County’s website at the address below.
https://lacnm.com/bids
NEED STATEMENT
Los Alamos County is seeking an experienced and qualified rodeo contractor to host the annual Fair
and Rodeo event held the first weekend in August on Saturday and Sunday. Rodeo stock contractor
services are required for the production and management of the two (2) day rodeo. Successful
proposers will participate in the Saturday morning parade. The estimated budget for this service is
FOURTEEN THOUSAND DOLLARS ($14,000.00) per year.
BACKGROUND
The Incorporated City and County of Los Alamos (“County”) is situated at the foot of the Jemez Mountains
on the Pajarito Plateau with an elevation ranging from 6,200 feet to 9,200 feet. Two distinct communities,
Los Alamos Town site and White Rock, each with its own visitor center, are home to ~19,000 people. Los
Alamos is mostly known for the historic accomplishments of its largest employer, Los Alamos National
Laboratory, and continues to gain notice for its vast scenic assets and recreational opportunities.
Visit the Los Alamos County website (www.losalamosnm.us) and the tourism website
(www.visitlosalamos.org) for more information.
SCOPE OF SERVICES (or WORK)
1. Provide a two (2) day rodeo event/program (Saturday and Sunday) that is gender inclusive and will
include but is not limited to the following:
a. Bronc/Ranch Bronc
b. Breakaway Roping
c. Open Barrel Race
d. Rescue Race
e. Novice Bull Riding
f. Draw-Pot Team Roping
g. Dally Ribbon Roping
h. Open Bull Riding
i. Open Team Roping
j. Chute Dogging
k. Barrel Race for fifteen (15) years and under
l. Barrel Race for eight (8) years and under
2. In addition to standard rodeo events, such as the above, provide value-added events to include but not
limited to the following:
a. Calf Scramble
b. Mutton Busting
c. Boot Race
RFP No. 24-50R
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d. Sheep Chase
3. Manage contestant registrations and entry fees, set up the order of events, handle any prize
money/payouts, and manage any other production services related to the Rodeo.
4. Provide a sufficient number of stock (bulls, horses, calves, team roping steers, sheep) for all rodeo
events.
5. Provide a sufficient number (minimum of 4-6 sets) of protective gear for all mutton busting contestants.
6. Furnish an announcer for all rodeo events.
7. Provide personnel sufficient in number to set up, conduct, and take down the event.
8. Provide personnel sufficient in number to help with the stock.
9. Furnish judges for all rodeo events.
10. Provide all necessary pick-up horses, equipment, feed, water, medical, and supplies for the care of
rodeo stock.
11. Provide all equipment used for livestock during performances, such as but not limited to flank straps,
halters, bull flanks, horn wraps, neck ropes, gate ropes, etc.
12. Provide at least one (1) rodeo entertainment/performing act per day.
13. Advertise the Los Alamos County Fair and Rodeo in rodeo publications.
14. Contractor shall be responsible for cleanup and removal of site debris, rubbish and identifiable materials
(i.e. – blocking metal, etc.) associated with hosting the rodeo.
15. Upon conclusion of the event, the selected contractor shall provide the County with an event recap
detailing entry of each rodeo event, each day.
PROPOSAL REVIEW AND EVALUATION
Proposals shall be handled so as to prevent disclosure of the identity of any Offeror or the contents of any
proposal to competing Offerors during the process of negotiation.
After the RFP has closed, Procurement Division staff prepares a register of proposals containing the name
of each Offeror, the number of modifications received, if any, and a description sufficient to identify the item
offered. The register of proposals is open to public inspection only after contract award. Procurement
Division staff delivers the RFP submittals to the Evaluation Committee Chairperson. The Evaluation
Committee reviews and evaluates the submittals. Interviews are only for the purpose of clarification, and
may be used for adjusting the final score. Discussions may be conducted with responsible offerors who
submit proposals determined to be reasonably likely to be selected for award for the purpose of clarification
to ensure full understanding and conformation with solicitation requirements for the purpose of obtaining
best and final offers.
For proposals that qualify for Preference, the following procedure will apply; the total evaluation score with
or without the cost factor of each proposal received from a qualifying offeror shall be multiplied by 1.05.
After application of the factor, the contract shall be awarded to the highest score. If one or more scores are
equal, the same procedure shall be followed with respect to the next category of offerors listed, and the
next, until an offer qualifies for award. The priority of categories of offers is as follows:(1) Local business;
(2) Resident business.
The Evaluation Committee Chairperson forwards the final evaluation results to the Procurement Division.
Award shall be made to the responsible Offeror whose proposal is determined in writing by the Evaluation
Committee to be the most advantageous to the County, taking into consideration the evaluation criteria set
forth in the solicitation.
AWARD OF SOLICITATION
Following award of the solicitation by County Council, the successful Offeror will be required to execute a
contract with County in accordance with the terms and conditions set forth in the Services Agreement, a
sample of which is attached as Exhibit A. Offeror may identify any exception or other requirements to the
RFP No. 24-50R
Issued by Procurement Division: C. Salazar
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terms and provisions in the Services Agreement, along with proposed alternative language addressing the
exception; County, as a governmental entity is subject to certain laws and prohibitions and may, but is not
required to, negotiate changes in contract terms and provisions, but will not agree to language that is in
violation of the law. The Services Agreement as finally agreed upon must be in form and content acceptable
to County.
OBLIGATIONS OF FEDERAL CONTRACTORS AND SUBCONTRACTORS; EQUAL OPPORTUNITY
CLAUSES
Contractors and Subcontractor shall abide by the requirements of 41 CFR §§ 60-1.4, 60- 300.5 and 60-
741. These regulations prohibit discrimination against qualified individuals based on their status as
protected veterans or individuals with disabilities, and prohibit discrimination against all individuals based
on their race, color, religion, sex, sexual orientation, gender identity, or national origin. Moreover, these
regulations require that covered prime contractors and subcontractors take affirmative action to employ and
advance in employment individuals without regard to race, color, religion, sex, sexual orientation, gender
identity, national origin, protected veteran status or disability.
Contractors and subcontractors agree to comply with all the provisions set forth in 29 CFR Part 471,
Appendix A to Subpart A.
ILLEGAL ACTS
The Los Alamos County Procurement Code, Article 9, imposes remedies and penalties for its violation. In
addition, New Mexico criminal statutes impose felony penalties for illegal bribes, gratuities, and kickbacks.
CERTIFICATION FORM REGARDING DEBARMENT, SUSPENSION, AND OTHER RESPONSIBILITY
MATTERS
An Offeror is requested to complete the Certification Regarding Debarment, Suspension, and Other
Responsibility Matters Form, attached as Exhibit B, and submit with the proposal; if this exhibit is not
included with the proposal, it must be provided prior to the evaluations of the received proposals, otherwise
the Offeror’s proposal will not be considered. This Form serves as a warrant of the Offeror’s responsibility,
and may not necessarily preclude the Offeror from consideration for award.
CAMPAIGN CONTRIBUTION DISCLOSURE FORM
A Campaign Contribution Disclosure Form is attached as Exhibit C. The Offeror is requested to complete
and submit with the proposal. If Form is not submitted with the proposal, upon award, Contractor must
submit this form, in accordance with Chapter 81 of the laws of 2006 of the State of New Mexico prior to
County’s obligation to pay for the Services.
VERIFICATION OF AUTHORIZED OFFEROR
A Verification of Authorized Offeror Form is attached as Exhibit D. The Offeror is requested to complete
and submit with the proposal. This Form provides County with the name and information of the authorized
Officer who can obligate the selected firm in providing the services to Los Alamos County.
PROPOSAL FORMAT
Offerors shall submit a Proposal to the County in the format described below.
All proposals shall be in 8½” by 11-inch format. Proposals shall be single spaced and no more than twenty
(20) pages, excluding attachments. If submitted electronically, Proposal documents should be submitted
in PDF format.
Proposals shall include, but need not be limited to, the following five (5) components (in addition to the
Exhibits and attachments) as identified below. For uniformity in the Proposal review process, please
sequence Proposals as shown below using the same header names as below. Additional information may
be included by Offerors in attachments, provided that Proposals include and address, in the sequence
requested, the elements requested in the Proposal Format and Scope of Services.
1. Qualifications and Experience
RFP No. 24-50R
Issued by Procurement Division: C. Salazar
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Version: 07272023
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