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San Juan SWCD RFP #: RFP 19-20-003
Contact Person: Melissa May
Mailing Address: 1427 W. Aztec Blvd. Ste. 1 Aztec, NM 87410
Physical Address: 1427 W. Aztec Blvd. Ste. 1 Aztec, NM 87410
Telephone: (505) 334-3090 x5 E-Mail: [email protected]
DEADLINE FOR RECEIPT OF PROPOSALS IS AS FOLLOWS:
DATE: October 15, 2019 TIME: 2:00 p.m. MST MDT X
DELIVER TO: 1427 W. Aztec Blvd. Ste. 1 Aztec, NM 87410
The date and time received will be stamped on the proposals by the District offices. Late Proposals will not
be accepted. It is the responsibility of the Offeror to ensure that proposals are delivered on time to the
correct address.
A PRE-PROPOSAL CONFERENCE will X will not be held.
DATE: NA TIME: NA MST MDT
LOCATION:
REQUEST FOR PROPOSALS
FOR
VEGETATION MANAGEMENT SERVICES
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San Juan Soil & Water Conservation District
Table of Contents
I. INTRODUCTION ............................................................................................................................................ 4
A. PURPOSE OF THIS REQUEST FOR PROPOSALS ................................................................................................. 4 B. PROCUREMENT MANAGER ............................................................................................................................. 4 C. DEFINITION OF TERMINOLOGY........................................................................................................................ 5
II. CONDITIONS GOVERNING THE PROCUREMENT ............................................................................................ 7
A. SEQUENCE OF EVENTS ..................................................................................................................................... 7 B. EXPLANATION OF SEQUENCE OF EVENTS ........................................................................................................ 8
1. Issue RFP ..................................................................................................................................................... 8 2. Notice of Intent to Submit Proposal............................................................................................................ 8 3. Pre-Proposal Conference ............................................................................................................................ 8 4. Deadline to Submit Written Questions ....................................................................................................... 8 5. Response to Written Questions .................................................................................................................. 8 6. Submission of Proposal ............................................................................................................................... 8 7. Proposal Evaluation .................................................................................................................................... 9 8. Issue Notice of Intent to Award and Recommendation of Award to San Juan SWCD Board ...................... 9 9. Issue Notice of Award, Prepare Contract .................................................................................................... 9 10. Protest Deadline ......................................................................................................................................... 9
C. GENERAL REQUIREMENTS ............................................................................................................................... 9 1. Protests ....................................................................................................................................................... 9 2. Incurring Cost ............................................................................................................................................ 10 3. Subcontractors .......................................................................................................................................... 10 4. Amended Proposals .................................................................................................................................. 10 5. Offeror's Rights to Withdraw Proposal ..................................................................................................... 10 6. Disclosure of Proposal Contents ............................................................................................................... 10 7. Termination .............................................................................................................................................. 10 8. Sufficient Appropriation ............................................................................................................................ 10 9. Standard Contract .................................................................................................................................... 11 10. Offeror Qualifications ............................................................................................................................... 11 11. Right to Waive Minor Irregularities .......................................................................................................... 11 12. Notice........................................................................................................................................................ 12 13. Release of Information ............................................................................................................................. 12 14. Clarifications from Offerors ...................................................................................................................... 12
III. RESPONSE FORMAT AND ORGANIZATION ..................................................................................................... 12
A. NUMBER OF RESPONSES ............................................................................................................................... 12 B. NUMBER OF COPIES ...................................................................................................................................... 12 C. PROPOSAL FORMAT ...................................................................................................................................... 12
IV. SPECIFICATIONS ............................................................................................................................................. 13
A. PROPOSAL SPECIFICATIONS........................................................................................................................... 13 1. Submittal Letter ........................................................................................................................................ 13 2. Campaign Contribution Disclosure Form .................................................................................................. 14 3. Resident Business Preference Certificate OR Veteran Preference Certificate ............................................... 14 4. Business Profile Summary ......................................................................................................................... 14 5. Response to Evaluation Criteria for each Vegetation Management Service ................................................ 14
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6. Certificates of insurance ........................................................................................................................... 15 7. Herbicide applicators licenses ................................................................................................................... 15
B. DETAILED SCOPE OF WORK ........................................................................................................................... 15
V. EVALUATION .......................................................................................................................................... 16
A. EVALUATION CRITERIA .................................................................................................................................. 16 1. Evaluation Point Summary ....................................................................................................................... 16 2. Evaluation Criteria Detail .......................................................................................................................... 16
C. EVALUATION PROCESS .................................................................................................................................. 17 1. Notice of Non-Responsiveness .................................................................................................................. 17 2. Evaluation Committee Meeting ................................................................................................................ 17 3. Notice of Finalists ..................................................................................................................................... 17 4. Multiple Awards ....................................................................................................................................... 17 5. Point Calculations ..................................................................................................................................... 17 6. Notice of Award ........................................................................................................................................ 18
ATTACHMENT 1: CAMPAIGN CONTRIBUTION DISCLOSURE FORM ....................................................................... 19
ATTACHMENT 2: RESIDENT BUSINESS OR RESIDENT VETERAN’S PREFERENCE CERTIFICATION ............................ 21
ATTACHMENT 3 - ACKNOWLEDGEMENT OF RECEIPT FORM ................................................................................. 22
ATTACHMENT 4 - MANDATORY COST RESPONSE FORM ........................................................................................ 1
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I. INTRODUCTION
A. PURPOSE OF THIS REQUEST FOR PROPOSALS
San Juan Soil & Water Conservation District (SWCD) is requesting proposals for Vegetation
Management Services, including removal of invasive woody species via mastication, grubbing,
and cut stump treatment, slash treatment for woody removal activities, foliar herbicide treatment,
and revegetation with native tree, shrub and grass species in Northwest New Mexico. All
potential Offerors are encouraged to read this Request for Proposals carefully, especially
mandatory requirements.
San Juan SWCD manages several grant programs that receive funding to control invasive woody
species in riparian areas, primarily Russian olive and salt cedar, for the purpose of hazardous
fuels removal, fire breaks, and riparian area restoration. This is not a project specific RFP;
successful offerors will be added to the San Juan SWCD vegetation management contractors list,
and specific work orders will be issued at a later date as funds become available. Multiple
contracts are expected to be awarded from this RFP. Initial contracts will be for one year, with
the potential to extend for an additional three years if funding allows.
(See attached document Appendix A for detailed scope of work.)
B. PROCUREMENT MANAGER
1. San Juan SWCD has assigned the District Manager to act as Procurement Manager who is responsible for the conduct of this procurement whose name, address, telephone number and e-mail address are listed below:
Name: Melissa May, District Manager
Address: San Juan Soil & Water Conservation District
1427 W. Aztec Blvd. Ste. 1 Aztec, NM 87410
Telephone: (505) 334 - 3090 x5
Email: [email protected]
All deliveries of responses via express carrier must be addressed as follows:
Name: Melissa May, District Manager
Reference RFP Name: RFP for Vegetation Management Services
Address: San Juan Soil & Water Conservation District
1427 W. Aztec Blvd. Ste. 1 Aztec, NM 87410
Any inquiries or requests regarding this procurement should be submitted, in writing,
to the Procurement Manager. Offerors may contact ONLY the Procurement Manager
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regarding this procurement. Written questions may be submitted via email. Other San
Juan SWCD staff, contractors, board members, or Evaluation Committee members do
not have the authority to respond on behalf of the San Juan SWCD.
Protests of the solicitation or award must be delivered by mail to the Protest
Manager. The District Manager is also named as the Protest Manager 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.
C. DEFINITION OF TERMINOLOGY
This paragraph contains definitions that are used throughout this Request for Proposals
(RFP), including appropriate abbreviations.
“Award of Contract” shall mean a formal written notice by San Juan SWCD that a firm
has been selected to enter into a contract for services.
“Business Hours” means 8:00 AM thru 4:30 PM Mountain Standard or Mountain Daylight Time, whichever is in effect on the date given.
“Contract” means an agreement between San Juan SWCD and a vegetation management
contractor for the work covered by this RFP.
“Contractor” means a successful Offeror awarded the contract.
“Determination” means the written documentation of a decision of the Evaluation
Committee, including findings of fact required to support a decision. A determination
becomes part of the procurement file to which it pertains.
“Entity” means San Juan Soil & Water Conservation District (SWCD) for the purposes of
Section 13-1-120(B)(6), NMSA 1978; Evaluation Criteria; and is the entity requesting
proposals.
“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.
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“Noxious Weed Coordinator” is the person designated by San Juan SWCD to oversee the
contract work resulting from this RFP, and is alternately referred to as “Project Coordinator”
or “Coordinator.”
“Offeror” is any person, corporation, or partnership who chooses to submit a proposal in
response to this RFP.
“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.
“Proposal” is the Offerors response to this RFP.
"Request for Proposals" or "RFP" means all documents, attached or incorporated by
reference, used for soliciting proposals.
“Resident Business”, “Resident Contractor”, or “Resident Veteran” means an entity
that has a valid resident certificate issued by the NM Taxation and Revenue Department
pursuant to Section 13-1-21 and 13-1-22 NMSA 1978.
"Responsible Offeror" means an Offeror who submits a responsive proposal and who has
furnished, when 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 described in the proposal.
"Responsive Offer" or "Responsive Proposal" means an offer or proposal, which
conforms in all material, respects to the requirements set forth in the RFP. Material respects
of a RFP include, but are not limited to quality, quantity or delivery requirements.
"User" means San Juan SWCD.
"User Contact" is the person designated by San Juan SWCD to speak on behalf of the staff
concerning the scope of work and programming requirements for the project.
“Veteran Preference” – See ‘Resident Business, Resident Contractor or Resident
Veteran’ definition above.
The terms "must," "shall," "will," "is required," or "are required" identify a necessary
item or factor. Failure to comply with such an item or factor may result in the rejection of
the Offerors proposal.
The terms "can," "may," "should," "preferably," or "prefers" identifies a desirable or
discretionary item or factor. Failure to comply with such an item or factor may result in the
rejection of the Offerors proposal. Rejection of the proposal will be subject to review by the
Evaluation Committee and the final decision on rejection will be made by the Committee
Chairman.
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D. BACKGROUND SUMMARY
San Juan Soil and Water Conservation District is requesting proposals for masticating, extraction
and chipping of invasive tree species (primarily Russian olive and salt-cedar), planting cottonwood
poles, planting willow whips and seeding grasses in riparian areas of San Juan County, located in
Northwest New Mexico.
This is not a project specific RFP; successful offerors will be added to the San Juan SWCD
vegetation management contractors list, and specific work orders will be issued at a later date as
funds become available. Multiple contracts are expected to be awarded from this RFP.
II. CONDITIONS GOVERNING THE PROCUREMENT
This section of the RFP outlines and describes the major events of the Selection Process and
specifies general requirements.
A. SEQUENCE OF EVENTS
Action Responsibility Date/Time
1. Issue RFP San Juan SWCD 9/26/2019
2. Notice of intent to submit proposal Potential Offerors 10/4/2019
3. Pre-Proposal Conference N/A N/A
4. Deadline to submit written questions Potential Offerors 10/4/2019
5. Response to written questions Procurement
Manager
10/8/2019
6. Submission of Proposal Offerors
10/15/2019
2:00 p.m.
MDT
7. Proposal Evaluation
Evaluation
Committee
10/15 to
10/16/2019
8.
Recommendation of Finalists
to Governing Board
Procurement
Manager
10/16/2019
9. Selection of Finalists San Juan SWCD
Board of Supervisors
10/16 to
10/18/2019
10. Issue Notice of Award, finalize
contract(s)
San Juan SWCD 10/18 to
10/21/2019
11. Protest of Award Deadline Offeror(s) 11/5/2019
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B. EXPLANATION OF SEQUENCE OF EVENTS
1. Issue RFP
This RFP is issued by San Juan SWCD in accordance with the provisions of 13-1-
120 and 13-1-121 NMSA 1978.
2. Notice of Intent to Submit Proposal
Potential offerors should notify procurement manager by email or in writing (as
declared in Section I, Paragraph B) of their intent to submit a proposal under this
procurement, using the Acknowledgement of Receipt Form (Attachment 3). Only
offerors who submit a notice of intent will receive responses to written questions.
Failure to submit a notice of intent could lead to missed information which may
deem your proposal non-responsive.
3. Pre-Proposal Conference
A pre-proposal conference will not be held.
4. Deadline to Submit Written Questions
Potential Offerors may submit written questions to the Procurement Manager as
to the intent or clarity of this RFP until the time stated in the Sequence of Events.
All written questions must be addressed to the Procurement Manager as declared
in Section I, Paragraph B.
5. Response to Written Questions
Written responses to written questions will be distributed by the deadline stated in
the Sequence of Events to all potential Offerors that have submitted a notice of
intent to submit a proposal.
6. Submission of Proposal
ALL OFFEROR PROPOSALS SHALL BE SUBMITTED NO LATER THAN
2:00 P.M. M.D.T. ON OCTOBER 15, 2019. PROPOSALS RECEIVED AFTER
THE DEADLINE WILL NOT BE ACCEPTED. NO EXCEPTIONS. THE
DATE AND TIME OF RECEIPT OF EACH PROPOSAL SHALL BE
RECORDED BY SAN JUAN SWCD.
Proposals must be addressed and delivered to the Procurement Manager at the
address listed in Section I, Paragraph B. Proposals must be sealed and labeled on
the outside of the package to clearly indicate that they are in response to RFP 19-
20-003. Proposals submitted by facsimile, or other electronic means will not be
accepted.
A public log will be kept of the names of all Offeror organizations that submitted
proposals. Pursuant to Section 13-1-116 NMSA 1978, the contents of proposals
shall not be disclosed to competing potential Offerors during the evaluation and
negotiation process. The negotiation process is deemed to be in effect until the
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contract is awarded pursuant to this Request for Proposals. Awarded in this
context means the final required San Juan SWCD signature on the contract(s)
resulting from the procurement has been obtained.
7. Proposal Evaluation
An Evaluation Committee will perform the evaluation of proposals. This process
will take place as indicated in the sequence of events, depending upon the number
of proposals received. During this time, the Procurement Manager may initiate
discussions with Offerors who submit responsive or potentially responsive
proposals for the purpose of clarifying aspects of the proposals. However,
proposals may be accepted and evaluated without such discussion. Discussions
SHALL NOT be initiated by the Offerors.
8. Issue Notice of Intent to Award and Recommendation of Award to San Juan
SWCD Board
The Procurement Manager shall prepare a procurement report and a
recommendation to the Board for award(s) that shall include the ranking of all
Offerors.
9. Issue Notice of Award, Prepare Contract
Upon the successful completion of contract negotiations and San Juan SWCD Board
approval, the Procurement Manager shall issue the Notice(s) of Award and prepare
the Contract(s).
10. Protest Deadline
The protest period for award of the contract shall begin the day after the date of the
Notice of Award. This date shall be determined by the Procurement Manager. See
Section C, Paragraph 1, below for more detail.
C. GENERAL REQUIREMENTS
The General Requirements section contains specific information about the process and
conditions under which this RFP is issued and conditions concerning how the project will be
completed.
1. Protests In accordance with Section 13-1-172 NMSA 1978, any Offeror who is aggrieved in connection with the award of a contract may protest to the Procurement Manager. The protest must be submitted in writing within fifteen (15) calendar days after knowledge of the facts or occurrences giving rise to the protest to:
Melissa May, District Manager
San Juan Soil & Water Conservation District
1427 W. Aztec Blvd. Ste. 1 Aztec, NM 87410
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The 15-day protest period shall begin on the day following the date of written notice
of action from San Juan SWCD. Protests must include the name and address of the
protestant, the solicitation number, and a statement of grounds for protest, including
appropriate supporting exhibits. Protests received after the deadline will not be
accepted.
2. Incurring Cost
Any cost incurred by the Offeror in preparation, transmittal, or presentation of any
proposal or material submitted in response to this RFP shall be borne solely by the
Offeror.
3. Subcontractors
All work that may result from this procurement must be performed by the contractor
and payments will only be made to the contractor. Use of subcontractors identified
in the proposal is permitted, but since the award is made on a quality-based
evaluation process, future subcontracting of the work is not acceptable without prior
approval from San Juan SWCD.
4. 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.
San Juan SWCD personnel will not collate or assemble proposal materials.
5. Offeror's 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 San Juan
SWCD. The approval or denial of withdrawal requests received after the deadline
for receipt of the proposals is at the discretion of San Juan SWCD.
6. Disclosure of Proposal Contents
The content of proposals will be kept confidential until the successful Offeror’s
contract has been signed by San Juan SWCD. At that time, all proposals will be
open to the public, except for the material which has previously been noted and
deemed as proprietary or confidential.
7. Termination
This RFP may be canceled at any time and any and all proposals may be rejected in
whole or in part when San Juan SWCD determines such action to be in the best
interest of San Juan SWCD and the State of New Mexico.
8. 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. San Juan SWCD's decision as to whether
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sufficient appropriations and authorizations are available will be accepted by the
contractor as final.
If the determination is made that there is insufficient funding to continue or finalize a
project, the contractor will be compensated to the level of effort performed, as autho-
rized by San Juan SWCD prior to that determination.
9. Standard Contract
The contract between San Juan SWCD and a contractor will follow the format
specified by San Juan SWCD and contain the terms and conditions set forth in the
Sample Contract (Which can be viewed at https://sanjuanswcd.com/get-
involved/opportunities/). However, San Juan SWCD reserves the right to
negotiate provisions in addition to those contained in this RFP (Sample Contract)
with any Offeror. The contents of this RFP, as revised and/or supplemented, and
the successful Offeror’s proposal will be incorporated into and become part of any
resultant contract.
San Juan SWCD discourages exceptions from the contract terms and conditions
as set forth in the RFP Sample Contract. Such exceptions may cause a proposal to
be rejected as nonresponsive when, in the sole judgment of San Juan SWCD (and
its evaluation team), the proposal appears to be conditioned on the exception, or
correction of what is deemed to be a deficiency, or an unacceptable exception is
proposed which would require a substantial proposal rewrite to correct.
Should an Offeror object to any of the terms and conditions as set forth in the RFP
Sample Contract strongly enough to propose alternate terms and conditions in
spite of the above, the Offeror must propose specific alternative language. San
Juan SWCD may or may not accept the alternative language. General references
to the Offeror’s terms and conditions or attempts at complete substitutions of the
Sample Contract are not acceptable to San Juan SWCD 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 under this
section.
10. 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.
11. 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
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provided that all of the otherwise responsive proposals failed to meet the same
mandatory requirements and the failure to do so does not otherwise materially affect
the procurement. This right is at the sole discretion of the Evaluation Committee.
12. Notice
The New Mexico criminal statutes impose felony penalties for bribes, gratuities and
kickbacks.
13. Release of Information
Only San Juan SWCD is authorized to release information about projects covered by
this RFP. The Offerors must refer to San Juan SWCD any requests to release any
information that pertains to the work or activities covered by any action or award
related to this RFP.
14. Clarifications from Offerors
The Evaluation Committee or designee, after review of the proposal and/or
Interview may request clarifications on information submitted by any and all
Offerors.
III. RESPONSE FORMAT AND ORGANIZATION
A. NUMBER OF RESPONSES
Each entity may submit only one original proposal in response to this RFP. Amended or
replacement proposals will be dealt with as discussed in Section II. C. 4.
B. NUMBER OF COPIES
Offerors shall provide one original and four (4) identical copies of their proposal to the
location specified in Section II, paragraph B. on or before the closing date and time for
receipt of proposals, for a total of five (5) total copies.
C. PROPOSAL FORMAT
Proposal must be typewritten on standard 8-1/2" x 11" paper. All pages should be numbered
and organized in the same order as discussed below. Tabs delineating the sections below
are helpful.
Proposal Format:
Submittal Letter (Mandatory)
Completed Campaign Contribution Disclosure Form (Mandatory; Attachment 1 at the
end of this RFP)
Resident Business Preference Certificate OR Veteran Preference Certificate (if
applicable; Attachment 2 at the end of this RFP)
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Business Profile Summary
Response to Evaluation Criteria for each Vegetation Management Service, OR
Indication of No Bid (one or the other mandatory for all categories)
Mechanical removal - mastication
Mechanical removal - hand treatment
Mechanical removal – grubbing/clearing
Foliar herbicide treatment
Revegetation – tree and shrub planting
Revegetation – grass seeding
Cost Response Form – Attachment 4 (mandatory)
Certificate(s) of liability insurance (mandatory)
Herbicide applicators license(s) (mandatory if responding to mastication, hand
treatment, or herbicide treatment categories)
Any proposal deemed non-conforming by the Evaluation Committee in regard to format
will be considered non-responsive. Offerors shall contact the Procurement Manager to
clarify any questions concerning format prior to submission.
IV. SPECIFICATIONS
A. PROPOSAL SPECIFICATIONS
1. Submittal Letter Each proposal must be accompanied by a submittal letter. The submittal letter shall include the following information:
a. Name of the submitting business;
b. Business contact information, including physical address, mailing address,
NM Gross Receipts Tax (CRS) #, Federal EIN Tax ID # (and DUNS #, if
applicable);
c. Name and title of the person(s) authorized by the company to contractually
obligate the business for the purpose of this RFP;
d. Names, titles, email addresses, and telephone numbers of persons authorized
to negotiate on behalf of the company for this RFP;
e. Names, titles, email addresses, and telephone numbers of persons to be
contacted for clarification questions regarding this RFP;
f. Statement acknowledging receipt of any and all amendments to this RFP;
g. Statement explicitly accepting the conditions governing the procurement, as
stated in Section II, C.
h. Letter must be signed by a person authorized to contractually obligate the
Offeror;
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2. Campaign Contribution Disclosure Form
Each prospective Offeror must include as part of their submittal the Campaign Contribution Disclosure Form included as Attachment 1 of this RFP. This form is mandatory for all Offerors.
3. Resident Business Preference Certificate OR Veteran Preference Certificate
If applicable, include resident business or resident veteran business preference certificate,
included as Attachment 2 of this RFP.
4. Business Profile Summary
Prospective offeror should include, at minimum, one paragraph describing the size and
scope of their business, including number of employees and general services provided.
Brochure or promotional material may be included here (Maximum of 4 pages, 2 sheets
front and back), but will not substitute for written responses to evaluation criteria in
subsequent sections.
5. Response to Evaluation Criteria for each Vegetation Management Service
This RFP has six categories of vegetation management services that Offerors may respond
to. Offerors are not required to provide all services in order to qualify as responsive
offerors under this RFP, and offerors may respond to as few as one category.
Separate contracts may be awarded for each category. Offeror should indicate whether or
not they have chosen to respond to each category by checking the appropriate box in the
table below and including as the first sheet in the “Response to Evaluation Criteria”
section of your proposal. See “Appendix A – Detailed Scope of Work”, for full details on
work requirements for each category.
Mechanical removal - mastication Response included No response
Mechanical removal - hand treatment Response included No response
Mechanical removal – grubbing/clearing Response included No response
Foliar herbicide treatment Response included No response
Revegetation – tree and shrub planting Response included No response
Revegetation – grass seeding Response included No response
For each category that Offeror wishes to respond to, include a typed response to the
Evaluation Criteria, separately responding to:
Capacity/capability - List your company's equipment and personnel, and that of any
subcontractors that will be used to perform this work;
Experience – Describe how offeror (and any subcontractors) have supplied expertise for
similar contracts/projects, including examples and years of experience for individual
personnel or subcontractors. Examples should show experience operating equipment,
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conducting on-the-ground vegetation management activities, and performing work for
SWCDs or similar government entities.
Past Record of Performance – Include testimonials or examples of past performance on
similar project(s), with respect to such factors as control of costs, quality of final work,
and ability to meet schedules. Include contact information for landowner or project
partner.
Familiarity with Project Area – Offeror should show they are familiar with the area in
which this project will be located, specifically, riparian habitats in rural and/or remote
areas of northwest New Mexico along the Animas, San Juan, and La Plata River corridors.
Offeror should indicate willingness/ability to mobilize equipment to these locations.
Cost – Offerors must fill out the Mandatory Cost Response Form, and agree to costs pre-
set by grant projects and/or propose maximum hourly costs. Response requirement varies
by category, see Attachment 4 on page 23 of this document for details.
6. Certificates of insurance
Contractor shall be obliged to carry insurance to cover any claims of damages resulting
from work conducted under this contract. Contractor shall provide written proof of the
following continuous coverage to San Juan Soil and Water Conservation District prior to
commencing the project. Types of insurance coverage include but are not limited to--
Workers Compensation Coverage, Employers liability (1,000,000) and comprehensive
General Liability (1,000,000) as well as Comprehensive Auto Liability Coverage for any
vehicles used on the project including: 1) Owned or leased vehicles 2) Non-owned
vehicles of any sort; 3) Hired vehicles of any sort.
7. Herbicide applicators licenses
All Offerors responding to mastication, hand treatment, or herbicide treatment categories
must provide copies of current herbicide applicator licenses from the State of New
Mexico with New Mexico Department of Agriculture (category 1B, 3B, or 6B).
B. DETAILED SCOPE OF WORK
Detailed scope of work is attached to this RFP as a separate document, for ease of
reference to work-related specifications and to separate them from proposal-specific
specifications. All Offerors should read “Appendix A – Detailed Scope of Work –
Vegetation Management Services” in its entirety for information on the specific
type of work being requested.
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V. EVALUATION A. EVALUATION CRITERIA
1. Evaluation Point Summary A total of 100 points are possible in scoring each proposal category. The Evaluation Committee will evaluate the proposals and score them based on the criteria below. A resident business, pursuant to Section 13-1-22 NMSA 1978, shall be awarded an additional five percent of the total possible points to be awarded, and a resident veteran business shall be awarded an additional ten percent of the total possible points. When a joint proposal is submitted by both resident and nonresident businesses, the resident preference shall be reduced in proportion to the percentage of the work that will be performed by a nonresident business. The evaluation criteria to be used by the Evaluation Committee for the proposal shortlist and the corresponding point values for each criteria are as follows:
Capacity and Capability Fifteen (15) points
Experience Thirty (30) points
Past Record Performance Thirty (30) points
Familiarity with Project Area Fifteen (15) points
Cost Ten (10) points Responses will be scored and ranked separately for each vegetation management services category.
2. Evaluation Criteria Detail
a) Capacity/capability - Capacity and capability of the business to perform the work,
including any specialized services, within the time limitations. b) Experience – Level of expertise and years of experience completing similar
contracts/projects, including experience operating equipment, conducting on-the-ground vegetation management activities, and performing work for SWCDs or similar government entities.
c) Past Record of Performance – Past record of performance on contracts with government agencies or private industry with respect to such factors as ability to meet specifications, control of costs, quality of work, and ability to meet schedules.
d) Familiarity with Project Area – Familiarity with the area in which this project will be located, specifically, riparian habitats in rural and/or remote areas of northwest New Mexico along the Animas, San Juan, and La Plata River corridors. Including willingness/ability to mobilize equipment to these locations.
e) Cost – Offerors must fill out the Mandatory Cost Response Form, and agree to costs pre-set by grant projects and/or propose maximum hourly costs. Response requirement varies by category, see Attachment 4 on page 23 of this document for details. Listed costs are maximums, and best and final offers may be sought on a project by project basis at a later date.
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C. EVALUATION PROCESS
1. Notice of Non-Responsiveness All offeror bids will be reviewed for compliance with the mandatory requirements of this RFP. For any proposal submitted which is deemed non-responsive, they will be removed from further consideration and the Offeror will be notified in writing of such determination and the method for protesting the determination. (See Section II, paragraph C.)
2. Evaluation Committee Meeting The Evaluation Committee will meet to review each Offerors’ proposal. Points will be allocated as outlined in Section V. A. of this RFP, by each member of the committee. Each member's point totals will be translated to a numeric ranking. Committee members will discuss their rankings which will then be totaled to determine the overall ranking of the firms in each category. The Evaluation Committee may contact the Offeror for clarification of the response as needed, or use other sources of information to perform the evaluation as specified in Section II, C. 10. The responsible offerors with the highest scores in each category will be selected as finalist offerors based upon the bids submitted. Finalist offerors who are asked to submit revised proposals for the purpose of obtaining best and final offers will have their points recalculated accordingly. The responsible offeror(s) whose bid is most advantageous to the San Juan Soil and Water Conservation District, taking into consideration the evaluation factors in Section V, will be recommended for contract award. Please note, however, that a serious deficiency in the response to any one factor may be grounds for rejection regardless of overall score.
3. Notice of Finalists Each responsive Offeror will be notified in writing whether their proposal is a finalist.
4. Multiple Awards The District reserves the right to make multiple awards under this RFP if sufficient funding is available. Signing of a contract is not a guarantee of further work under this procurement action.
5. Point Calculations All calculations of point standings, including any addition or deduction of points to Offeror submittals shall occur at a meeting of the Evaluation Committee, with all members in attendance. All overall committee rankings, will be available for public inspection at San Juan SWCD after the successful Offeror(s)’s contract is signed by San Juan SWCD. Ties in ranking shall be scored using the sum of the ranking places, divided by the number of firms in a tie. The following is an example of scoring, for a tie at first:
Page 18 of 24
Scoring Numerical Ranking
Firm A Tie (1st + 2nd/2 = 1.5
Firm B Tie (1st + 2nd/2 = 1.5
Firm C 3rd = 3
A tie for first, at the end of the final rankings after the completion of short listing and interviews, shall be broken by a separate ranking by the committee members, only ranking the firms involved in the tie. If a tie still exists after ranking only the tied firms, the tie shall be broken by the chairman of the Evaluation Committee.
6. Notice of Award The Chair of the Evaluation Committee shall notify all Offerors in writing of the final results of the solicitation by certified mail or by e-mail return receipt acknowledgement, after execution of the contract(s). For a period of thirty (30) days after the date the contract is signed, proposals will be available for public inspection by appointment only, at San Juan SWCD. San Juan SWCD shall keep one each of all proposals submitted for the procurement file. Offerors may make arrangements with San Juan SWCD to pick up or mail at the Offeror’s cost, the additional copies of the proposals as soon as possible.
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Attachment 1: Campaign Contribution Disclosure Form
Pursuant to the Procurement Code, Sections 13-1-28, et seq., NMSA 1978 and NMSA 1978, § 13-1-191.1 (2006),
as amended by Laws of 2007, Chapter 234, any prospective contractor seeking to enter into a contract with any state
agency or local public body for professional services, a design and build project delivery system, or the design
and installation of measures the primary purpose of which is to conserve natural resources must file this form
with that state agency or local public body. This form must be filed even if the contract qualifies as a small purchase
or a sole source contract. The prospective contractor must disclose whether they, a family member or a
representative of the prospective contractor has made a campaign contribution to an applicable public official of the
state or a local public body during the two years prior to the date on which the contractor submits a proposal or, in
the case of a sole source or small purchase contract, the two years prior to the date the contractor signs the contract,
if the aggregate total of contributions given by the prospective contractor, a family member or a representative of the
prospective contractor to the public official exceeds two hundred and fifty dollars ($250) over the two year period.
Furthermore, the state agency or local public body may cancel a solicitation or proposed award for a proposed
contract pursuant to Section 13-1-181 NMSA 1978 or a contract that is executed may be ratified or terminated
pursuant to Section 13-1-182 NMSA 1978 of the Procurement Code if: 1) a prospective contractor, a family member
of the prospective contractor, or a representative of the prospective contractor gives a campaign contribution or other
thing of value to an applicable public official or the applicable public official’s employees during the pendency of
the procurement process or 2) a prospective contractor fails to submit a fully completed disclosure statement
pursuant to the law.
The state agency or local public body that procures the services or items of tangible personal property shall indicate
on the form the name or names of every applicable public official, if any, for which disclosure is required by a
prospective contractor.
THIS FORM MUST BE INCLUDED IN THE REQUEST FOR PROPOSALS AND MUST BE FILED BY
ANY PROSPECTIVE CONTRACTOR WHETHER OR NOT THEY, THEIR FAMILY MEMBER, OR
THEIR REPRESENTATIVE HAS MADE ANY CONTRIBUTIONS SUBJECT TO DISCLOSURE.
The following definitions apply:
“Applicable public official” means a person elected to an office or a person appointed to complete a term of an
elected office, who has the authority to award or influence the award of the contract for which the prospective
contractor is submitting a competitive sealed proposal or who has the authority to negotiate a sole source or
small purchase contract that may be awarded without submission of a sealed competitive proposal.
“Campaign Contribution” means a gift, subscription, loan, advance or deposit of money or other thing of
value, including the estimated value of an in-kind contribution, that is made to or received by an applicable
public official or any person authorized to raise, collect or expend contributions on that official’s behalf for the
purpose of electing the official to statewide or local office. “Campaign Contribution” includes the payment of a
debt incurred in an election campaign, but does not include the value of services provided without
compensation or unreimbursed travel or other personal expenses of individuals who volunteer a portion or all of
their time on behalf of a candidate or political committee, nor does it include the administrative or solicitation
expenses of a political committee that are paid by an organization that sponsors the committee.
“Family member” means spouse, father, mother, child, father-in-law, mother-in-law, daughter-in-law or son-
in-law of (a) a prospective contractor, if the prospective contractor is a natural person; or (b) an owner of a
prospective contractor.
“Pendency of the procurement process” means the time period commencing with the Public notice of the
request for proposals and ending with the award of the contract or the cancellation of the request for proposals.
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“Prospective contractor” means a person or business that is subject to the competitive sealed proposal process
set forth in the Procurement Code or is not required to submit a competitive sealed proposal because that person
or business qualifies for a sole source or a small purchase contract.
“Representative of a prospective contractor” means an officer or director of a corporation, a member or
manager of a limited liability corporation, a partner of a partnership or a trustee of a trust of the prospective
contractor.
Name(s) of Applicable Public Official(s) if any: John Arrington, Ralph Fenton, DeAnne McKee, Leo Pacheco, Cash
Carruth, Emma Lee Deyo
(Completed by State Agency or Local Public Body)
DISCLOSURE OF CONTRIBUTIONS BY PROSPECTIVE CONTRACTOR:
Contribution Made By:________________________________________________________
Relation to Prospective Contractor:______________________________________________
Name of Applicable Public Official:
Date Contribution(s) Made:____________________________________________________
Amount(s) of Contribution(s)___________________________________________________
Nature of Contribution(s)______________________________________________________
Purpose of Contribution(s) (Attach extra pages if necessary)
_____________________________________________________________________________________________
_____________________________________________________________________________________________
_____________________________________________________________________________________________
_____________________
___________________________________________________ _____________________
Signature Title/Position
Date___________________________
--OR—
NO CONTRIBUTIONS IN THE AGGREGATE TOTAL OVER TWO HUNDRED FIFTY DOLLARS
($250) WERE MADE to an applicable public official by me, a family member or representative.
Signature_________________________________ Date _____________________
Title (Position) ____________________________
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Attachment 2: Resident Business or Resident Veteran’s Preference Certification Pursuant to Section 13-1-21. “Application of Preferences” of the NM Procurement Code
_________________________________________ (NAME OF CONTRACTOR) hereby
certifies the following in regard to application of the resident business or resident veterans’
preference to this procurement:
Please check one box only:
□ Resident Business: I declare under penalty of perjury that my business is a NM Resident
Business thereby allowing me to claim an additional 5% of the total possible points
awarded on this solicitation (add 5 points).
• Copy of valid NM Resident Business Certificate is attached.
□ Resident Veteran Business with less than $3 million annual gross revenue: I declare
under penalty of perjury that my business is a Resident Veteran Business and that my
business prior year revenue, starting January 1 and ending on December 31, is less than
Three Million Dollars ($3,000,000) thereby allowing me to claim an additional 10% of
the total possible points awarded on this solicitation (add 10 points).
• Copy of valid NM Resident Veteran Business Certificate is attached.
□ None of the above.
I acknowledge that San Juan SWCD has the right to request additional documentation to support
the information stated here, or in support of the attached Resident Business Certificate.
I declare under penalty of perjury that this statement is true to the best of my knowledge. I
understand that giving false or misleading statements about material facts regarding this matter
constitutes a crime.
__________________________________________________ ______________________
(Signature of Authorized Business Representative) (Date)
Note: The representations made in checking a box above constitutes a material representation that is subject to
protest and may result in denial of an award or un-award of the procurement involved if the statements are proven
to be incorrect.
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Attachment 3 - ACKNOWLEDGEMENT OF RECEIPT FORM REQUESTS FOR PROPOSALS 19-20-003
Vegetation Management Services
In acknowledgement of receipt of this Request for Proposals the undersigned agrees that he/she has
received a complete copy, beginning with the title page and table of contents, and ending with
Attachment 4, with “Appendix D – Detailed Scope of Work” attached as a separate document.
The acknowledgement of receipt should be signed and returned to the Procurement Manager. Only
potential offerors who elect to return this form completed with the indicated intention of submitting
a proposal will receive copies of all offeror written questions and the San Juan Soil and Water
Conservation District's written responses to those questions as well as RFP amendments, if any are
issued.
FIRM: _________________________________________________________________
REPRESENTED BY: _____________________________________________________
TITLE: ________________________________ PHONE NO.: ____________________
E-MAIL: ___________________________ FAX NO.: ________________________
ADDRESS: _____________________________________________________________
CITY: __________________________ STATE: ________ ZIP CODE: _____________
SIGNATURE: ___________________________________ DATE: _________________
This name and address will be used for all correspondence related to the Invitation to Bid.
Firm DOES / DOES NOT (circle one) intend to respond to this Invitation to Bid.
Return this form by email, mail, or hand delivery to:
Melissa May, District Manager
San Juan Soil and Water Conservation District
1427 W. Aztec Blvd., Suite 1
Aztec, New Mexico 87410
505-334-3090 x5
San Juan SWCD RFP19-20-003
Attachment 4 - Mandatory Cost Response Form
Vegetation
Mgmt. Category
Rate Type Proposed Rate Initial
to
agree
to rate
Mark
NA for
no bid
Mechanical -
Mastication
Per acre - Heavy $1,998 (includes GRT)
Mechanical -
Mastication
Per acre - Medium $1,332 (includes GRT)
Mechanical -
Mastication
Hourly Insert Offeror’s
Proposed Rate*
Mechanical – Hand
Treatment
Hourly Insert Offeror’s
Proposed Rate*
Mechanical –
grubbing/clearing
Per acre - Heavy $1,998 (includes GRT)
Foliar herbicide
treatment
Per acre - Heavy $165 (includes GRT)
Foliar herbicide
treatment
Per acre - Medium $107 (includes GRT)
Revegetation – tree
and shrub planting
Per tree –
Cottonwood poles
$42.75 (includes GRT)
Revegetation – tree
and shrub planting
Per tree –
Willow whips
$7.50 (includes GRT)
Revegetation – tree
and shrub planting
Hourly
(materials not included)
Insert Offeror’s
Proposed Rate*
Revegetation – grass
seeding
Per acre broadcast seeding
(seed not included)
$107 (includes GRT)
Revegetation – grass
seeding
Hourly broadcast seeding
(seed not included)
Insert Offeror’s
Proposed Rate*
*Attach additional sheets with details if needed.
The Offeror listed below submits the above maximum rates to complete the requirements for
Vegetation Management Services as outlined in San Juan Soil and Water Conservation
District RFP 19-20-003. Best and final offers may be sought on a project by project basis
based on changing funding sources, but maximum rates may not exceed those listed above.
Offeror Name:
Signature Date
Company
Printed Name and Position
San Juan SWCD RFP19-20-003
E N D O F
R E Q U E S T F O R P R O P O S A L S
