REQUEST FOR PROPOSALS HUMAN RESOURCES CONSULTING SERVICES: COMPENSATION, BENEFITS AND COMPLIANCE

Agency:	County of Doa Ana
State:	New Mexico
Type of Government:	State & Local
Category:	R - Professional, Administrative and Management Support Services
Posted:	Dec 11, 2023
Due:	Dec 13, 2023
Solicitation No:	24-0019
Publication URL:	To access bid details, please log in.

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COUNTY OF DOÑA ANA, STATE OF NEW MEXICO

REQUEST FOR PROPOSALS

HUMAN RESOURCES CONSULTING SERVICES:

COMPENSATION, BENEFITS AND COMPLIANCE

RFP # 24-0019

NIGP Commodity Code: 91866

County Commissioners

Christopher Schaljo-Hernandez, District 1

Diana Murillo, District 2

Shannon Reynolds, District 3

Susanna Chaparro, District 4

Manuel Sanchez, District 5

Fernando R. Macias

County Manager

Michael Perez

Procurement Officer

RFP Due Date and Time: 2:00 p.m. (local time) on December 13, 2023

PROJECT NUMBER: 24-0019

PROJECT NAME: Human Resources Consulting Services: Compensation,

Benefits and Compliance

TABLE OF CONTENTS

PART I - PROPOSAL INSTRUCTIONS

PART II – THE PROJECT

OVERVIEW

SECTION A – STATEMENT OF WORK / SPECIFICATIONS

SECTION B – METHOD OF AWARD

SECTION C – NARRATIVE RESPONSE

SECTION D - COST PROPOSAL INSTRUCTIONS

SECTION E – EVALUATION CRITERIA AND FORM

SECTION F – SUBMITTAL FORMAT

PART III – REQUIRED FORMS TO SUBMIT WITH RESPONSE

COVER LETTER TRANSMITTAL FORM

MANDATORY RESPONSE FORM

COST PROPOSAL FORM

REFERENCES FORM

Contract – CAMPAIGN DISCLOSURE FORM

Contract - RELATED PARTY DISCLOSURE FORM

Contract - CERTIFICATION REGARDING DEBARMENT

Contract - NON-COLLUSION AFFIDAVIT

CHECK LIST

PAGE #

3-9

10 – 17

10 – 22

12 – 17

23 – 33

28 – 29

Sample Contract

RFP # 24-0019

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PART I –INSTRUCTIONS

PROPOSAL INSTRUCTIONS AND PROCUREMENT INFORMATION

DUE DATE - Proposals will be received at the office of the Doña Ana County Procurement

Officer prior to December 13, 2023 at 2:00 P.M. (Local time) at which time the proposals will

be opened and recorded as received. The sealed envelope containing the completed proposal must

be marked with the RFP Title and RFP Number and delivered to:

Doña Ana County Purchasing Department

845 N Motel Blvd, Room 2-130

Las Cruces, NM 88007

All proposals not received by the Submission Date shall be rejected and returned unopened.

The Procurement Officer will make every effort to adhere to the following schedule:

Action

Responsibility

Date

Issuance of RFP

County Purchasing

November 26, 2023

Pre-Proposal Conference

County and Offeror

N/A

Submission of Proposal

Offeror

December 13, 2023

*Offeror Interviews

Evaluation Committee/Offeror TBD

County Commission Approval County Commissioners

TBD

Contract Negotiations

Evaluation Committee

TBD

Contract Execution

County and Contractor

January 2024

*The Evaluation Committee may interview the Offeror(s) of the top rated proposals; however,

a contract may be awarded without such interviews.

This schedule is subject to change. All Offerors will be notified of schedule changes via

e-mail, fax or US Mail.

1. ACH TRANSACTIONS – Vendors may be required to accept payment electronically

through an Automated Clearing House (ACH) Transaction.

2. 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.

Doña Ana 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.

RFP # 24-0019

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Procurement Officer contact information is Michael Perez, 845 N Motel Blvd, Room 2-

148A, Las Cruces, NM 88007, email michaelpe@donaanacounty.org, phone 575-647-

7133. 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 seven (7) 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 attached Non-Collusion Affidavit

must be executed along with the Proposal.

6. COMPETITION - In signing a contract with Doña Ana County the Contractor certifies

that the Contractor 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 Doña Ana County Departments, the

Doña Ana County Manager or staff, members of the Doña Ana County Board of County

Commissioners or their staff, and any other Doña Ana 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 Doña Ana 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.

RFP # 24-0019

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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. DEFINITIONS - This section contains definitions that are used throughout this

procurement document, including appropriate abbreviations:

“Agency” means Doña Ana County.

“Contract” means an agreement for the procurement of

items of tangible personal property or services.

“Contractor” shall mean successful Offeror.

“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” or “prefers”

identify a desirable or discretionary item or factor.

“Evaluation Committee” means a body appointed by

the County Management to perform the evaluation of

Offeror proposals.

“Evaluation Committee Report” means a report

prepared by the Procurement Officer and the

Evaluation Committee for submission to Board of

County Commission and/or County Manager for

contract award that contains all written determinations

resulting from the evaluation.

“Finalist” is defined as an Offeror who meets all the

mandatory specifications of the Request for Proposal

and whose score on evaluation factors is sufficiently

high to qualify that Offeror for further consideration by

the Evaluation Committee.

“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.

“Offeror” or “Proposer” is any person, corporation, or

partnership that chooses to submit a proposal or an

offer.

“Purchase Order” means the document which directs a

contractor to deliver items of tangible personal

property or services pursuant to an existing contract.

“Procurement Officer” means the person or designee

authorized by the Agency to manage or administer a

procurement requiring the evaluation of request for

proposals.

“Request for Proposal” or “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” means an offer, which conforms in

all material respects to the requirements set forth in the

request for proposal.

12. EXCEPTIONS - Any exceptions to the scope of work and/or specifications shall be listed

separately and specifications attached are the minimum requirements. The specifications

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.

13. 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

RFP # 24-0019

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REQUEST FOR PROPOSALS HUMAN RESOURCES CONSULTING SERVICES: COMPENSATION, BENEFITS AND COMPLIANCE

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