REQUEST FOR PROPOSALS
Restoration Project, Phase III
April 10, 2009
PURPOSE OF THIS REQUEST
The purpose of this Request for Proposal is to seek competitive sealed qualification-based
proposals to complete a rehabilitation project after a major wildland fire. This will be completed
on an area near the northern most edge of the Armendaris Ranch, directly below the Bosque
del Apache boundary line near the historical community of San Marcial. Work would include the
removal of standing dead and/or specific tracts of salt cedar through extraction and mulching
the extracted material, as well as the installation of swales that would be approximately 10 feet
by 50 feet and 2 feet deep. A location map is attached.
CONDITIONS GOVERNING THIS PROCUREMENT
This section of the RFP outlines and describes the major events of the selection process and
specifies general requirements.
SEQUENCE OF EVENTS
Event Responsible Party Date
Issue RFP Sierra SWCD 04/10/09
Questions/Clarification contractor/SWCD 04/24/09
Responses to Questions Sierra SWCD 04/28/09
Submission of Proposals contractor 05/11/09
Selection of Finalist Sierra SWCD 05/20/09
Interviews (if required) Sierra SWCD 05/20/09
Project start Date Contractor 06/08/09
Project completion Date Contractor 09/30/09
Note: Dates may be subject to change.
A mandatory site visit will be held on Tuesday, April 21, 2009. Please meet at the Sierra SWCD
office (2101 S Broadway., T or C, NM at 8:30 am. Please RSVP to our office at (575) 894-2232
no later than close of business of Monday, April 20, 2009 if you plan to attend the site visit.
Armendaris BAR restoration RFP, phase III Page 1 of 7
Scope of Work
Contractor is to complete work on a certain tract within the area, known as the East Tract.
Contract is to:
Perform extraction and mulching of 165 acres in designated areas of salt cedar, some
dead and standing. All material is to be mulched on site to a depth not to exceed 3”
and vegetation pieces must be no larger than 3” x 12”. This must be completed by
September 30, 2009.
Complete installation of approximately 135 “swales” and this will occur on 165 acres.
The swales will be approximately 10’ x 50’ x 2’ for a total of approximately 59 cubic
yards each. Swale location and installed size will be determined by Sierra SWCD staff.
This must be completed by September 30, 2009.
Contractors shall use equipment with adequate power and design to efficiently perform all tasks
associated with each jobsite. All machines must meet current EPA and OSHA requirements.
EXPLANATION OF EVENTS
The following paragraphs describe the activities listed in the sequence of events.
1. Issue of RFP
This RFP is being issued by the Sierra Soil & Water Conservation District.
Potential offerors may submit additional written questions as to the intent or clarity of
this RFP until close of business on April 24, 2009 All written questions must be submitted via e-
mail to the Project Manager
3. Response to Written Questions/RFP Amendments
Written responses to written questions and any ITB amendments will be distributed on
April 28, 2009 via e-mail or by FAX only to written questions to all potential offerors whose
name appears on the procurement distribution list. Additional written requests for clarification
of distributed answers and/or amendments must be received by the Project Manager no later
than two (2) days after the answers and/or amendments were issued. Additional written
requests for clarification of distributed answers and/or amendments must be received by the
Project Manager no later than two (2) days after the answers and/or amendments were issued.
Armendaris BAR restoration RFP, phase III Page 2 of 7
4. Submission of Proposal
Proposals must be submitted in sealed envelope marked “Proposals for Armendaris Restoration
Project” addressed to:
Sierra Soil & Water Conservation District
2101 S Broadway
Truth or Consequences, NM 87901
Attention: Merry Jo Fahl, Project Manager
5. Proposals Due
Proposals must be received, either through US Postal Mail or hand delivered, at the
Sierra Soil and Water Conservation District business office by 10:00 a.m. on Monday, May
b) Receipt of Proposals: The Sierra SWCD will time-stamp proposals and hold in a
secure location. A public log will be kept of the names and submittal times of all proposals.
Proposals received after the deadline will be deemed non-responsive, and will be returned
unopened to the Offeror.
c) Confidentiality of Proposals: Proposals will not be opened publicly and shall not be
open to public inspection until after an Offeror has been selected for award of the contract. An
Offeror may request in writing non-disclosure of confidential data. Such data shall accompany
the proposal and shall be readily separable from the proposal in order to facilitate eventual
public inspections of the non-confidential portion of the proposal.
d) Non-Conforming Proposals: Proposals will be reviewed, for completeness, format
and compliance with the requirements of the RFP. If any proposal is deemed non-responsive,
the Offeror will be notified in writing of such determination.
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 any proposal shall not be
disclosed to competing offeror prior to contract award
Conditions Affecting the Work
The contractor shall be responsible for having taken the steps reasonably necessary to ascertain
the nature and location of the work, and the general and local conditions which can affect the
work or the cost thereof. Any failure by the contractor to do so will not relieve the contractor
from their responsibility for successfully performing the work without additional expense to the
Sierra Soil and Water Conservation District.
The contractor may use system roads by agreement of the affected landowners. The project
manager may restrict use of any road when it is determined that use of the road will damage
resources. Off road travel that does not damage resources will be permitted by agreement with
the landowner. All temporary roads will be closed to vehicle use when no longer needed for
completion of the contract specifications by the contractor.
Armendaris BAR restoration RFP, phase III Page 3 of 7
The contract for this project could be extended if additional funding becomes available for an
expanded scope of work.
Liquidated damages will be assessed of the contractor at the rate of $500 per day if the detailed
items in the scope of work are not completed by the targeted date. Liquidated damages will be
assessed of the contractor at the rate of $500 per day if the agreed upon project start date is
not met unless a modification to contract is denoted by the project manager.
Conformity with State and Federal Laws
The Contractor and his agents shall comply with all applicable Federal and State laws, including
nondiscrimination laws, federal minimum wage standards, Drug Free Workplace Certification
requirements and environmental, health and safety regulations. Documentation of compliance
must be provided to Project Manager prior to work commencing.
Contractor shall be solely responsible for and shall pay all applicable State of New Mexico
severance taxes, excise taxes, and gross receipts taxes in connection with this agreement and
the operations conducted there under. Responses to this Request for Proposal will have all
applicable taxes included within the cost per items and/or budget.
The contractor may propose use of a subcontractor to the agent, but no subcontractor may be
utilized without the written approval of the Project Manager. After notification of use of
subcontractor, any disbursements made through the contract shall be made payable to both the
contractor and sub-contractors. Justification for the use of a subcontractor shall not relieve the
contractor from performance of any term of this contract or liability to perform in accordance
with this contract. Contractor will be liable for all omissions of subcontractors. This agreement
is non-assignable and any attempt to assign shall be of no force or effect.
Proof of Insurance
The contractor or its agents and subcontractors shall be obliged to carry insurance to cover
claims for damages with an insurance company agreeable to the Project Manager. In the event
insurance coverage is inadequate to cover any damages caused as a result of this contract,
contractor will hold the Sierra Soil and Water Conservation District, its employees and board
members harmless as to excess over insurance coverage. Prior to work commencing, contractor
must provide the following: Certificate of Workman’s Compensation; and a Certificate of Liability
Contractor must provide assurances that all employees meet US citizenship requirements; such
assurances must meet the Project Manager’s satisfaction
Armendaris BAR restoration RFP, phase III Page 4 of 7
Right to Protest
Offerors have the opportunity to protest the proposal award, procedures are as follows: Protest
must be written and must include the name and address of the protestor and the request for
proposal number. It must also contain a statement of grounds for the protest including
appropriate supporting exhibits, and it must specify the ruling requested from the Project
Manager. The protest must be delivered to the Sierra SWCD Office. Only finalists will be invited
to participate in the subsequent steps of the procurement. Protest Bond: Protest may be filed
in accordance with 13-1-1 NMSA. A $1500.00 protest bond will be filed for each protest. If
protest is upheld, the proposal will be awarded to the next qualified proposal. If the protest is
disallowed the protesting proposal will forfeit the $1500.00 bond. Any protest by an offeror
must be timely and in conformance with Section 13-1-172 NMSA 1978 and applicable
procurement regulations. The fifteen (15) day protest period for responsive vendor shall begin
on the day following the price agreement awards and will end as of 5:00 PM mountain Daylight
Time on the 15th day.
RESPONSE FORMAT AND ORGANIZATION
a.) Number of Copies
Only one proposal may be submitted by each Offeror for this project. Offerors shall provide six
(6) identical copies of their proposal at the District office location.
b.) Proposal format
Offerors should respond in the form of a thorough narrative to each mandatory evaluation
criteria. The narrative will be evaluated and awarded points accordingly. Failure to respond
to each evaluation item will result in the disqualification of the proposal as non-
c.) Budget format
Offerors should provide financial data in a similar budget format noted in this RFP.
Proposal Evaluation Criteria
Evaluation will be based on the following criteria:
1. Prior Experience – Maximum 30 points (provide listing of experience)
a. Number of years salt cedar experience – 10 points per year with a maximum of 3
2. Equipment – Maximum 30 points (provide list of equipment to be used)
a. Equipment adequate to perform required elements.
b. Handheld GPS unit(s) and experience with use including capacity to stay within
Armendaris BAR restoration RFP, phase III Page 5 of 7
3. Plans for Completion of Project – Maximum 20 points (provide detailed work schedule)
a. Excellent – 20 points
b. Good – 10 points
c. Fair – 5 points
4. Time required to have all equipment on project – Maximum 15 points
a. 1 week – 15 points
b. 2 weeks – 10 points
c. 3 weeks – 5 points
5. Project budget – Maximum 15 points
a. lowest bid – 15 points
b. highest bid – 0 points
Suggested budget format
Item Unit Cost Total Cost
Final scope of work, budget and schedule of work will be negotiated with the Sierra Soil &
Water Conservation District and the successful applicant prior to finalizing the contract. All
acreage regarding avoidance zones will be specifically identified in the contract
GENERAL REQUIREMENTS/ INFORMATION
This section contains information about the RFP process and conditions which this RFP is issued
and how the intended project will be completed.
1. 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.
2. Amended Proposals - An Offeror may submit an amended proposal prior to 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.
The Sierra SWCD personnel will not collate or assemble proposal materials for the Offeror.
3. Offeror's Rights to Withdraw Proposal - Offerors will be allowed to withdraw their
proposals at any time prior to the Selection Date. The Offeror must submit a written
withdrawal request signed by the Offerors and addressed to the Project Manager.
4. Disclosure of Proposal Contents - Proposal contents will be kept confidential until written
notice of award has been issued by the Sierra SWCD. At that time, all proposals will be open to
the public, except for the material, which has clearly been noted and deemed as proprietary or
confidential by the Offeror.
Armendaris BAR restoration RFP, phase III Page 6 of 7
5. Termination of RFP- This RFP in no manner obligates the Sierra SWCD to the eventual
purchase of the services described, implied, or which may be proposed until confirmed by a
written contract. Progress towards this end is solely at the discretion of the Sierra SWCD and
may be terminated without penalty or obligation at any time prior to the signing of a contract.
The Sierra SWCD reserves the right to cancel this RFP at any time and for any
reason, and to reject any or all proposals.
6. Notice - The Procurement Code, Section 13-1-28 through 13-1-199, NMSA 1978,
imposes civil and criminal penalties for its violation. In addition, the New Mexico criminal
statuettes impose felony penalties for illegal bribes, gratuities and kickbacks.
7. Clarifications from Offerors - Selection Committee, after review of the proposals and/or
Interviews may request clarifications on information submitted by any and all Offerors in a
written format, with a specified deadline for response.
CONFLICT OF INTEREST CONDITIONS
All proposals are subject to conflict of interest conditions and those submitting proposals are
prohibited from offering of bribes, gratuities, or similar attempts to secure selection.
Sierra Soil and Water Conservation District does not discriminate on the basis of race, color,
national origin, sex, religion, age or disability in the employment or provision of services.
Armendaris BAR restoration RFP, phase III Page 7 of 7