RFP – Conference and Event Venues for Years 2025-2028

iii 25. Confidentiality 17 26. Electronic mail address required 17 27. Use of Electronic Versions of this RFP 17 28. Campaign Contribution Disclosure Form 17 29. Letter of Transmittal 17 30. Pay Equity Reporting Requirements 18 31. Disclosure Regarding Responsibility 19 32. New Mexico/Native American Resident Preferences 20 III. RESPONSE FORMAT AND ORGANIZATION 20 A. NUMBER OF RESPONSES 20 B. ELECTRONIC SUBMISSION 21 C. PROPOSAL CONTENT AND ORGANIZATION 21 IV. SPECIFICATIONS 22 A. DETAILED SCOPE OF WORK 22 B. TECHNICAL SPECIFICATIONS 22 1. Organizational Experience 22 2. Organizational References 22 3. Mandatory Specification 22 4. Desirable Specification 23 C. BUSINESS SPECIFICATIONS 24 1. Letter of Transmittal Form 24 2. Campaign Contribution Disclosure Form 24 3. Cost 24 4. New Mexico/Native American Resident Preferences 24 V. EVALUATION 24 A. EVALUATION POINT SUMMARY 24 B. EVALUATION PROCESS 25 APPENDIX A: ACKNOWLEDGEMENT OF RECEIPT FORM 26 APPENDIX B: CAMPAIGN CONTRIBUTION

DISCLOSURE FORM 27 APPENDIX C: COST RESPONSE FORM 29 APPENDIX D: LETTER OF TRANSMITTAL FORM 30 https://docs.google.com/document/d/1lauIAmHslaHsQmPKwg7RESrE96bLKsex/edit#heading=h.206ipza https://docs.google.com/document/d/1lauIAmHslaHsQmPKwg7RESrE96bLKsex/edit#heading=h.4k668n3 https://docs.google.com/document/d/1lauIAmHslaHsQmPKwg7RESrE96bLKsex/edit#heading=h.2zbgiuw https://docs.google.com/document/d/1lauIAmHslaHsQmPKwg7RESrE96bLKsex/edit#heading=h.1egqt2p https://docs.google.com/document/d/1lauIAmHslaHsQmPKwg7RESrE96bLKsex/edit#heading=h.3ygebqi https://docs.google.com/document/d/1lauIAmHslaHsQmPKwg7RESrE96bLKsex/edit#heading=h.3ygebqi https://docs.google.com/document/d/1lauIAmHslaHsQmPKwg7RESrE96bLKsex/edit#heading=h.2dlolyb https://docs.google.com/document/d/1lauIAmHslaHsQmPKwg7RESrE96bLKsex/edit#heading=h.2dlolyb https://docs.google.com/document/d/1lauIAmHslaHsQmPKwg7RESrE96bLKsex/edit#heading=h.sqyw64 https://docs.google.com/document/d/1lauIAmHslaHsQmPKwg7RESrE96bLKsex/edit#heading=h.3cqmetx https://docs.google.com/document/d/1lauIAmHslaHsQmPKwg7RESrE96bLKsex/edit#heading=h.1rvwp1q https://docs.google.com/document/d/1lauIAmHslaHsQmPKwg7RESrE96bLKsex/edit#heading=h.4bvk7pj https://docs.google.com/document/d/1lauIAmHslaHsQmPKwg7RESrE96bLKsex/edit#heading=h.3q5sasy https://docs.google.com/document/d/1lauIAmHslaHsQmPKwg7RESrE96bLKsex/edit#heading=h.2r0uhxc https://docs.google.com/document/d/1lauIAmHslaHsQmPKwg7RESrE96bLKsex/edit#heading=h.3q5sasy https://docs.google.com/document/d/1lauIAmHslaHsQmPKwg7RESrE96bLKsex/edit#heading=h.3q5sasy https://docs.google.com/document/d/1lauIAmHslaHsQmPKwg7RESrE96bLKsex/edit#heading=h.25b2l0r https://docs.google.com/document/d/1lauIAmHslaHsQmPKwg7RESrE96bLKsex/edit#heading=h.kgcv8k https://docs.google.com/document/d/1lauIAmHslaHsQmPKwg7RESrE96bLKsex/edit#heading=h.48pi1tg https://docs.google.com/document/d/1lauIAmHslaHsQmPKwg7RESrE96bLKsex/edit#heading=h.34g0dwd https://docs.google.com/document/d/1lauIAmHslaHsQmPKwg7RESrE96bLKsex/edit#heading=h.48pi1tg https://docs.google.com/document/d/1lauIAmHslaHsQmPKwg7RESrE96bLKsex/edit#heading=h.1jlao46 https://docs.google.com/document/d/1lauIAmHslaHsQmPKwg7RESrE96bLKsex/edit#heading=h.48pi1tg https://docs.google.com/document/d/1lauIAmHslaHsQmPKwg7RESrE96bLKsex/edit#heading=h.43ky6rz https://docs.google.com/document/d/1lauIAmHslaHsQmPKwg7RESrE96bLKsex/edit#heading=h.48pi1tg https://docs.google.com/document/d/1lauIAmHslaHsQmPKwg7RESrE96bLKsex/edit#heading=h.2iq8gzs https://docs.google.com/document/d/1lauIAmHslaHsQmPKwg7RESrE96bLKsex/edit#heading=h.48pi1tg https://docs.google.com/document/d/1lauIAmHslaHsQmPKwg7RESrE96bLKsex/edit#heading=h.xvir7l https://docs.google.com/document/d/1lauIAmHslaHsQmPKwg7RESrE96bLKsex/edit#heading=h.48pi1tg https://docs.google.com/document/d/1lauIAmHslaHsQmPKwg7RESrE96bLKsex/edit#heading=h.3hv69ve https://docs.google.com/document/d/1lauIAmHslaHsQmPKwg7RESrE96bLKsex/edit#heading=h.48pi1tg https://docs.google.com/document/d/1lauIAmHslaHsQmPKwg7RESrE96bLKsex/edit#heading=h.2w5ecyt https://docs.google.com/document/d/1lauIAmHslaHsQmPKwg7RESrE96bLKsex/edit#heading=h.48pi1tg https://docs.google.com/document/d/1lauIAmHslaHsQmPKwg7RESrE96bLKsex/edit#heading=h.3vac5uf https://docs.google.com/document/d/1lauIAmHslaHsQmPKwg7RESrE96bLKsex/edit#heading=h.48pi1tg https://docs.google.com/document/d/1lauIAmHslaHsQmPKwg7RESrE96bLKsex/edit#heading=h.pkwqa1 https://docs.google.com/document/d/1lauIAmHslaHsQmPKwg7RESrE96bLKsex/edit#heading=h.48pi1tg https://docs.google.com/document/d/1lauIAmHslaHsQmPKwg7RESrE96bLKsex/edit#heading=h.39kk8xu https://docs.google.com/document/d/1lauIAmHslaHsQmPKwg7RESrE96bLKsex/edit#heading=h.48pi1tg https://docs.google.com/document/d/1lauIAmHslaHsQmPKwg7RESrE96bLKsex/edit#heading=h.1opuj5n https://docs.google.com/document/d/1lauIAmHslaHsQmPKwg7RESrE96bLKsex/edit#heading=h.48pi1tg https://docs.google.com/document/d/1lauIAmHslaHsQmPKwg7RESrE96bLKsex/edit#heading=h.4du1wux https://docs.google.com/document/d/1lauIAmHslaHsQmPKwg7RESrE96bLKsex/edit#heading=h.48pi1tg https://docs.google.com/document/d/1lauIAmHslaHsQmPKwg7RESrE96bLKsex/edit#heading=h.2szc72q https://docs.google.com/document/d/1lauIAmHslaHsQmPKwg7RESrE96bLKsex/edit#heading=h.3s49zyc https://docs.google.com/document/d/1lauIAmHslaHsQmPKwg7RESrE96bLKsex/edit#heading=h.meukdy https://docs.google.com/document/d/1lauIAmHslaHsQmPKwg7RESrE96bLKsex/edit#heading=h.1ljsd9k 1 I. INTRODUCTION A. PURPOSE OF THIS REQUEST FOR PROPOSALS The purpose of the Request for Proposal (RFP) is to solicit sealed proposals to establish a contract through competitive negotiations for the procurement of venue locations throughout New Mexico to hold annual conferences, training seminars and other events for NM Justices, judges, magistrates and court personnel. Attendees will be traveling from all over New Mexico to attend these events and will need easily accessible dining options, as well as nearby evening entertainment options. These events will include venue lodging, venue-provided food and beverages, venue meeting space and possibly use of the venue’s audiovisual (AV) equipment/services (or coordination with third party AV vendors used by the Court Education Institute (hereinafter “CEI”). The events will be similarly scheduled each year, but may have some scheduling flexibility. Specific event details will be outlined in Section C. Scope of Procurement. B. BACKGROUND INFORMATION The Court Education Institute was created by the NM Supreme Court and enacted through NM Legislation to be responsible for all judicial and court personnel training and education throughout the state of New Mexico. This includes, but is not limited to, in person annual conferences and live training programs. Offerors may consult CEI’s website at https://courteducation.nmcourts.gov for full information on CEI’s background and purpose. Prior events have been held in Albuquerque at Embassy Suites Albuquerque, Sheraton Uptown, Crowne Plaza Albuquerque, Hotel Andaluz, Santa Ana Star, and Holiday Inn & Suites North. C. SCOPE OF PROCUREMENT This procurement shall be for three fiscal years (each running July 1 through June 30) beginning July 1, 2024 (start of FY25), with a one (1) year renewal. This RFP will/may result in multiple awards. This procurement shall provide, at a minimum, the following services for each of the projected events outlined in this section over the course of the procurement period: ● Meeting space(s), including breakout rooms; ● Staging with pipe and drape in main session meeting spaces ● Property-wide Wi-Fi and hardwired internet access in meeting rooms; ● Guest rooms at or below the prevailing State Government per diem rates (as applicable with annual per diem changes); ● Food and beverage services; ● Basic audiovisual equipment, including, but not limited to projectors, screens, cables, and carts, microphones, as well as allowance of third-party AV vendors/equipment that will tie into the venue's house sound at no cost or penalty. PROJECTED ANNUAL EVENTS (Minimum of four, detailed below, up to six - will repeat approximately same times each year of procurement, subject to change): https://courteducation.nmcourts.gov/ 2 Event 1: Judicial Conclave (includes Chief Judges’ Retreat) Projected Dates & Times: April 20 - 25, 2025 OR June 8 - 13, 2025; may have some flexibility; see “Event Schedule” table at the conclusion of event specifications. Schedule will be the same for either week. Expected Attendance: 25 to 225 (increases from Mon. to Fri) Expected Number of Sleeping Rooms: 25 to 125 (increases from Sun. . to Fri) Preferred Lodging Budget: Prevailing State Government rate or lower. Meeting Space Requirements: Monday through Tuesday at noon is the Chief Judges’ Retreat. Tuesday 1 p.m. through 5 p.m. is the Judicial Council meeting (live streamed). Wednesday through Friday is Judicial Conclave. CEI requires a secure office space for the duration of the week. Monday and Tuesday AM: Meeting space for up to 15 people, in a large U set up; one screen and one projector; power banks for laptops; registration tables set up in pre-conference foyer Tuesday Tuesday PM: Meeting space for up to 50 people, set up TBD; one screen and projector; ability to livestream from meeting space (streaming info to be provided by AOC); power banks Wednesday - Friday: 1) Plenary meeting space for 225 people, set up in crescent rounds (6 max per table); stage with head table and podium (piped and draped); two screens and projectors; 2 or 3 six-foot tables along a side or back wall for AV techs; 2) three (3) additional breakout session meeting spaces for up to 60 people each for one (1) full day (set up TBD, day flexible), with one screen and projector in each; 3) Thursday only: “Featured Programs” 4 six-foot tables with power set up in pre-conference foyer Meeting Space Preferences: Separate meeting space from where all meals and breaks are taken. Food & Beverage Requirements: Varies by day. See below. Monday and Tuesday AM: Breakfast, all day continuous beverage service, morning and afternoon (Monday only) breaks, lunch buffet for 15 people. Tuesday PM: Venue’s standard complimentary beverage service for up to 50 people, no food or other purchased beverage selections for this time period. Wednesday - Friday: Breakfast, all day continuous, beverage service, morning and afternoon breaks, lunch buffet; evening social event/reception on one (1) evening of event with cash bar and appetizer stations for 225 people. 3 AV Requirements: Outlined in “Meeting Space Requirements” above. Additionally, CEI intends to utilize its own staff and/or third-party AV contractors, including a tie-in with the house sound, if available, with no penalty assessed against the master account. Other Technology Requirements: Hotel-wide free Wi-Fi, two (2) hardwired ports in the primary meeting space for laptops, as well as in any breakout space. Power strips/banks at each table in all meeting areas, including head tables, and at AV tech tables. Alternatively, power strips/banks may be provided by the AV vendor. Payment Requirements: Executed contract will secure event and funding, purchase order will be provided when within the appropriate fiscal year to further guarantee funding, no deposit shall be required from CEI, and payment will remit within 30 days of receipt of event’s final invoice. Event Schedule (continued on next page) Day Times Name of meeting Meeting Space & Set up # People Sunday Afternoon Arrival and check in for Justices, Chief Judges and CEI team n/a 25 Monday 8 am – 5 pm Chief Judges Training Large U 15 Tuesday 8 am – noon Chief Judges Training Large U 15 1 pm – 5 pm NM Judicial Council Set up TBD 50 All day Arrival and check-in for others n/a All day Conclave Registration Pre-Function Flow - 225 4 Event 2: Joint Municipal & Probate Court Annual Conference Projected Dates & Times: May 6 - 8, 2025 (flexible dates, arrival/registration day before) Expected Attendance: 145 Wed 7 am - 8 am Breakfast Buffet 225 7 am - Noon Registration Tables Pre-Function 8 am - 5 pm Featured Programs tables 4 tables, with power Pre-Function 8 am - 11:45 am (Break 9:45 - 10:00) Conclave General Session Main Session Crescents of 6 225 11:45 am-1:00 pm Lunch Buffet 225 1 pm – 5:30 pm (Break 3:00 - 3:30) Conclave General Session Main Session Crescents of 6 225 6 pm – 8 pm Welcome Reception/Mixer (Cash Bar, app stations) Reception 225 Thur 7 am – 8 am Breakfast Buffet 200 7 am – 8 am Pro Bono Coordinators’ Meeting (before main session) Existing Crescents of 6 25 8 am - 5 pm (w/meal and breaks) Conclave General Session and Breakout Sessions (3 add’l rooms in addition to main room) Main Session Crescents of 6 B/Os TBD 225 main 60/60/60 - BOs Crescents of 6 8 am - 5 pm Featured Programs tables 4 tables, with power Pre-Function Noon - 1:15 pm Lunch Buffet 225 Friday 7 am – 8 am Breakfast Buffet 200 8 am – 1 pm (Break 10 - 10:30) Conclave General Session “Ballroom” Crescents of 6 225 5 Expected Number of Sleeping Rooms: 130 billed to individual guests; 10 billed to CEI master Preferred Lodging Budget: Prevailing State Government rate or lower. Meeting Space Requirements: Day one will be all plenary sessions for 145 people, with no breakout groups. Day two, the guests will split, see below for details. CEI requires a secure office space for the duration of the event. Registration tables in pre-conference foyer or just inside the general session room for the duration. Day 1: 1) All day plenary meeting space for 145 people, set up in crescent rounds (6 max per table); stage with head table and podium, two screens and projectors; two to three six- foot tables along a side or back wall for AV techs. No additional spaces will be needed on Day 1. Day 2: Group of 100 1) All day plenary meeting space for 100 people, set up in crescent rounds (6 max per table); stage with head table and podium, up to two screens and projectors (depending on size of screens/room); two to three six-foot tables along a side or back wall for AV techs; 2) two (2) additional breakout spaces for up to 40 people each, set up TBD, with one screen and projector in each. Day 2: Group of 40 1) All day plenary meeting space for 40 people, set up in crescent rounds (6 max per table); stage with head table and podium, one screen and projector; two to three six-foot tables along a side or back wall for AV techs. No additional spaces will be needed for this group on Day 2. Meeting Space Preferences: Separate meeting space from where all meals and breaks are taken. Food & Beverage Requirements: Breakfast, all day continuous beverage service, morning and afternoon breaks, lunch buffet; evening social event/reception on one (1) evening of event with cash bar and appetizer stations. AV Requirements: Outlined in “Meeting Space Requirements” above. Additionally, CEI intends to utilize its own staff and/or third-party AV contractors, including a tie-in with the house sound, if available, with no penalty assessed against the master account. Other Technology Requirements: Hotel-wide free Wi-Fi, two (2) hardwired ports in the primary meeting space for laptops, as well as in any breakout space. Power strips/banks at each table in all meeting areas, including head tables, and at AV tech tables. Alternatively, power strips/banks may be provided by the AV vendor. Payment Requirements: Executed contract will secure event and funding, purchase order will be provided when within the appropriate fiscal year to further guarantee funding, no deposit shall be required from CEI, and payment will remit within 30 days of receipt of event’s final invoice. 6 Event 3: Magistrate Court Annual Conference Projected Dates & Times: August 12 - 15, 2025 (flexible dates, arrival/registration day before) Expected Attendance: 85 Expected Number of Sleeping Rooms: 80 Preferred Lodging Budget: Prevailing State Government rate or lower. Meeting Space Requirements: CEI requires a secure office space for the duration of the event. Registration tables in pre-conference foyer or just inside the general session room for the duration. Days 1-3: All day plenary meeting space for 85 people, set up in crescent rounds (6 max per table); stage with head table and podium, up to two screens and projectors (depending on size of screens/room); two to three six-foot tables along a side or back wall for AV techs Day 2: two (2) additional breakout spaces for up to 30 people each, set up TBD, with one screen and projector in each for one-half day (time TBD). Food & Beverage Requirements: Breakfast, all day continuous beverage service, morning and afternoon breaks, lunch buffet; evening social event/reception on one (1) evening of event with cash bar and appetizer stations. AV Requirements: Outlined in “Meeting Space Requirements” above. Additionally, CEI intends to utilize its own staff and/or third-party AV contractors, including a tie-in with the house sound, if available, with no penalty assessed against the master account. Other Technology Requirements: Hotel-wide free Wi-Fi, two (2) hardwired ports in the primary meeting space for laptops, as well as in any breakout space. Power strips/banks at each table in all meeting areas, including head tables, and at AV tech tables. Alternatively, power strips/banks may be provided by the AV vendor. Payment Requirements: Executed contract will secure event and funding, purchase order will be provided when within the appropriate fiscal year to further guarantee funding, no deposit shall be required from CEI, and payment will remit within 30 days of receipt of event’s final invoice. Event 4: Court Staff Retreat (may be offered more than once per fiscal year) Projected Dates & Times: Dates TBD in 2025 - flexible; 2 full days needed per event Expected Attendance: 200 Expected Number of Sleeping Rooms: 150 7 Preferred Lodging Budget: Prevailing State Government rate or lower. Meeting Space Requirements: CEI requires a secure office space for the duration of the event. Registration tables in pre-conference foyer or just inside the general session room for the duration. 1) Plenary meeting space for 200 people, set up in crescent rounds (6 max per table); stage with head table and podium (piped and draped); two screens and projectors; 2 or 3 six-foot tables along a side or back wall for AV techs; 2) three (3) additional breakout session meeting spaces for up to 50 people each for one (1) full day (set up TBD, second day of event), with one screen and projector in each. Food & Beverage Requirements: Breakfast, all day continuous beverage service, morning and afternoon breaks, lunch buffet; evening social event/reception on one (1) evening of event with cash bar and appetizer stations. AV Requirements: Outlined in “Meeting Space Requirements” above. Additionally, CEI intends to utilize its own staff and/or third-party AV contractors, including a tie-in with the house sound, if available, with no penalty assessed against the master account. Other Technology Requirements: Hotel-wide free Wi-Fi, two (2) hardwired ports in the primary meeting space for laptops, as well as in any breakout space. Power strips/banks at each table in all meeting areas, including head tables, and at AV tech tables. Alternatively, power strips/banks may be provided by the AV vendor. Payment Requirements: Executed contract will secure event and funding, purchase order will be provided when within the appropriate fiscal year to further guarantee funding, no deposit shall be required from CEI, and payment will remit within 30 days of receipt of event’s final invoice. D. PROCUREMENT MANAGER The Court Education Institute has assigned a Procurement Manager who is responsible for the conduct of this procurement whose name, telephone number and e-mail address are listed below: Name: Jamie Lindemann, Procurement Manager Telephone: (505) 570-7570 Email: aocjml@nmcourts.gov 1. Any inquiries or requests regarding this procurement should be submitted, in writing, to the Procurement Manager. Offerors may contact ONLY the Procurement Manager regarding this procurement. Other state employees or Evaluation Committee members do not have the authority to respond. 2. Protests of the solicitation or award must be submitted in writing to the Protest Manager. As a Protest Manager has been named in this Request for Proposals, pursuant to §13-1-172 NMSA 1978 and 1.4.1.82 NMAC, 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. mailto:aocpvc@nmcourts.gov 8 Protests submitted or delivered to the Procurement Manager will NOT be considered properly submitted. E. DEFINITION OF TERMINOLOGY This section contains definitions of terms used throughout this procurement document, including appropriate abbreviations: 1. “AV” means Audio Visual or electronic media possessing both a sound and a visual component, such as microphones and speakers for presenters, projected PowerPoint presentations onto screens, video recording and editing. 2. “AOC” means the Administrative Office of the Court. The AOC is sponsoring this Procurement. 3. “Award” means the final execution of the contract document. 4. “Business Hours” means weekdays (Monday – Friday) 8:00 AM thru 5:00 PM MST/MDT, whichever is in effect on the date given. 5. “Close of Business” means weekdays (Monday – Friday) 5:00 PM MST/MDT, whichever is in effect on the date given. 6. “Confidential” means confidential financial information concerning Offeror’s organization and data that qualifies as a trade secret in accordance with the Uniform Trade Secrets Act §§57-3-A-1 through 57-3A-7 NMSA 1978. See also NMAC 1.4.1.45. The following items may not be labeled as confidential: Offeror’s submitted Cost response, Staff/Personnel Resumes/Bios (excluding personal information such as personal telephone numbers and/or home addresses), and other submitted data that is not confidential financial information or that qualifies under the Uniform Trade Secrets Act. 7. “Contract” means any agreement for the procurement of items of tangible personal property, services or construction. 8. “Contractor” means any business having a contract with a state agency or local public body. 9. “CEI” means the NM Court Education Institute, a division of the AOC. 10. “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. 11. “Desirable” – the terms “may,” “can,” “should,” “preferably,” or “prefers” identify a desirable or discretionary item or factor. 9 12. “Electronic Submission” means a successful submission of Offeror’s proposal via email. 13. “Electronic Version/Copy” means a digital format consisting of text, images or both, readable on computers or other electronic devices, which includes all content that the Original document contains. The electronic version/copy CAN be emailed. 14. “Evaluation Committee” means a body appointed to perform the evaluation of Offerors’ proposals. 15. “Evaluation Committee Report” means a report prepared by the Procurement Manager and the Evaluation Committee to support the Committee’s recommendation for contract award. It will contain scores and written evaluations of all responsive Offeror proposals. 16. “Final Award” means, in the context of this Request for Proposals and all its attendant documents, that point at which the final required signature on the contract(s) resulting from the procurement has been affixed to the contract(s) thus making it fully executed. 17. “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. 18. “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 may result in the rejection of the Offeror’s proposal. 19. “Minor Technical Irregularities” means anything in the proposal that does not affect the price, quality and/or quantity, or any other mandatory requirement. 20. “Multiple Source Award” means an award of a contract for one or more items of tangible personal property, services or construction to more than one Offeror. 21. “Offeror” is any person, corporation, or partnership who chooses to submit a proposal. 22. “Price Agreement” means a definite quantity contract or indefinite quantity contract which requires the contractor to furnish items of tangible personal property, services or construction to a state agency or a local public body which issues a purchase order, if the purchase order is within the quantity limitations of the contract, if any. 23. “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. 24. “Procuring Agency" means all State of New Mexico agencies, commissions, institutions, political subdivisions and local public bodies allowed by law to entertain procurements. 10 25. “Project” means a temporary process undertaken to solve a well-defined goal or objective with clearly defined start and end times, a set of clearly defined tasks, and a budget. The project terminates once the project scope is achieved and project acceptance is given by the project executive sponsor. 26. “Redacted” means a version/copy of the Offeror’s proposal with the information considered proprietary or confidential (as defined by §§57-3A-1 to 57-3A-7 NMSA 1978 and NMAC 1.4.1.45 and summarized herein and outlined in Section II.C.8 of this RFP) blacked-out BUT NOT omitted or removed. 27. “Request for Proposals (RFP)” means all documents, including those attached or incorporated by reference, used for soliciting proposals. 28. “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. 29. “Responsive Offer” means an offer which conforms in all material respects to the requirements set forth in the request for proposals. Material respects of a request for proposals include, but are not limited to price, quality, quantity or delivery requirements. 30. “Sealed” means, in terms of electronic submission, an Offeror’s proposal and all accompanying documents has been completely and successfully emailed to the Procurement Manager prior to the submission deadline stated in the RFP. 31. “Staff” means any individual who is a full-time, part-time, or an independently contracted employee with the Offerors’ company. 32. “Statement of Concurrence” means an affirmative statement from the Offeror to the required specification agreeing to comply and concur with the stated requirement(s). This statement shall be included in Offeror’s proposal. (E.g. “We concur,” “Understands and Complies,” “Comply,” “Will Comply if Applicable,” etc.) 33. “Unredacted” means a version/copy of the proposal containing all complete information; including any that the Offeror would otherwise consider confidential, such copy for use only for the purposes of evaluation. 34. “Written” means typed in standard 8 1⁄2 x 11-inch document format, by common electronic means (such as Microsoft Word, Adobe PDF, etc.). A larger size document is permissible for charts, spreadsheets, etc. 11 II. CONDITIONS GOVERNING THE PROCUREMENT This section of the RFP contains the schedule of events, the descriptions of each event, and the conditions governing this procurement. A. SEQUENCE OF EVENTS The Procurement Manager will make every effort to adhere to the following schedule: Action Responsible Party Due Dates 1. Issue RFP CEI March 1, 2024 2. Acknowledgement of Receipt CEI March 11, 2024 3. Deadline to submit Written Questions Potential Offerors March 13, 2024 4. Response to Written Questions Procurement Manager March 15, 2024 5. Submission of Proposal Potential Offerors April 1, 2024 6. Proposal Evaluation Evaluation Committee April 1 - 5, 2024 7. Selection of Finalists Evaluation Committee April 8, 2024 9. Best and Final Offers Finalist Offerors April 10, 2024 10. Finalize Contractual Agreements CEI/Finalist Offerors April 12 - 26, 2024 11. Contract Awards AOC/ Finalist Offerors April 30, 2024 12. Protest Deadline Protest Manager May 16, 2024 B. EXPLANATION OF EVENTS The following paragraphs describe the activities listed in the Sequence of Events shown in Section II.A., above. 1. Issue RFP This RFP is issued on behalf of the New Mexico Administrative Office of the Court’s Court Education Institute, on March 1, 2024. 2. Acknowledgement of Receipt Form Potential Offerors may email the Acknowledgement of Receipt Form (APPENDIX A), to the CEI Procurement Manager, Jamie Lindemann at aocjml@nmcourts.gov to have their organization placed on the procurement Distribution List. The form must be returned to the CEI Procurement Manager by 3:00 pm MST/ MDT on March 11, 2024. The procurement distribution list will be used for the distribution of written responses to questions. Failure to return the Acknowledgement of Receipt form shall constitute a presumption of receipt and rejection of the RFP, and the potential Offeror’s organization name shall not appear on the distribution list. 3. 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 3:00 pm MST/ MDT on March 13, 2024 as indicated in the Sequence of Events. All written questions must be addressed to the Procurement Manager mailto:aocpvc@nmcourts.gov 12 as declared in Section I, Paragraph D. Questions shall be clearly labeled and shall cite the Section(s) in the RFP or other document which form the basis of the question. 4. Response to Written Questions Written responses to the written questions will be provided via email, on or before the date indicated in the Sequence of Events, to all potential Offerors who timely submitted an Acknowledgement of Receipt Form. The Questions and Answers will be posted to: https://www.nmcourts.gov/request-for-proposals.aspx. 5. Submission of Proposal At this time, only electronic proposal submission is allowed. Do not submit hard copies unless otherwise instructed. ALL PROPOSALS MUST BE RECEIVED BY THE PROCUREMENT MANAGER OR DESIGNEE NO LATER THAN 3:00 PM MST/MDT ON APRIL 1, 2024. NO LATE PROPOSALS WILL BE ACCEPTED. The date and time of receipt will be recorded on each proposal. Proposals will be time-stamped as they are submitted via email. Such electronic submissions will be considered sealed in accordance with statute. It is the Offeror’s responsibility to ensure all documents are completely attached, uploaded and submitted electronically via email to aocjml@nmcourts.gov by the deadline set forth in this RFP. A log will be kept of the names of all Offeror organizations that submitted proposals. Pursuant to § 13-1-116 NMSA 1978, the contents of proposals shall not be disclosed to competing potential Offerors during the negotiation process. The negotiation process is deemed to be in effect until the contract is awarded pursuant to this Request for Proposals. Awarded in this context means the final required state agency signature on the contract(s) resulting from the procurement has been obtained. 6. 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. 7. Selection of Finalists The Evaluation Committee will select and the Procurement Manager will notify the finalist Offerors as per the Sequence of Events or as soon as possible thereafter. 8. Best and Final Offers Finalist Offerors may be asked to submit revisions to their proposals for the purpose of obtaining best and final offers by as per the Sequence of Events or as soon as possible. https://www.nmcourts.gov/request-for-proposals.aspx mailto:aocpvc@nmcourts.gov 13 9. Finalize Contractual Agreements Any contractual agreement(s) resulting from this RFP will be finalized with the most advantageous Offeror(s), as per the Sequence of Events, or as soon as possible thereafter. The most advantageous proposal may or may not have received the most points. In the event mutually agreeable terms cannot be reached with the apparent most advantageous Offeror in the timeframe specified, the State reserves the right to finalize a contractual agreement with the next most advantageous Offeror(s) without undertaking a new procurement process. 10. Contract Awards After review of the Evaluation Committee Report and the signed contractual agreement, the AOC Procurement office will award as per the Sequence of Events or as soon as possible thereafter. This date is subject to change at the discretion of the AOC Procurement office. The contract shall be awarded to the Offeror (or Offerors) whose proposals are most advantageous to the State of New Mexico and AOC, taking into consideration the evaluation factors set forth in this RFP. The most advantageous proposal may or may not have received the most points. The award is subject to appropriate Department and State approval. 11. Protest Deadline Any protest by an Offeror must be timely submitted and in conformance with §13-1-172 NMSA 1978 and applicable procurement regulations. As a Protest Manager has been named in this Request for Proposals, pursuant to §13-1-172 NMSA 1978 and 1.4.1.82 NMAC, 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. The 15-calendar day protest period shall begin on the day following the award of contract(s) and will end at 5:00 pm MST/MDT on the 15th day. Protests 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 the grounds for protest including appropriate supporting exhibits and it must specify the ruling requested from the party listed below. The protest must be directed to: Kerry Armour, Protest Manager aockla@nmcourts.gov PROTESTS RECEIVED AFTER THE DEADLINE WILL NOT BE ACCEPTED. C. GENERAL REQUIREMENTS 1. Acceptance of Conditions Governing the Procurement Potential Offerors must indicate their acceptance to be bound by the Conditions Governing the Procurement section in the letter of transmittal. Submission of a proposal constitutes acceptance of the Evaluation Factors contained in Section V. this RFP. 14 2. Incurring Cost Any cost incurred by the potential Offeror in preparation, transmittal, and/or presentation of any proposal or material submitted in response to this RFP shall be borne solely by the Offeror. Any cost incurred by the Offeror for set up and demonstration of the proposed equipment and/or system shall be borne solely by the Offeror. 3. Prime Contractor Responsibility Any contractual agreement that may result from this RFP shall specify that the prime contractor is solely responsible for fulfillment of all requirements of the contractual agreement with AOC/CEI which may derive from this RFP. The AOC will make payments to only the prime contractor. 4. Subcontractors/Consent The use of subcontractors is allowed. The prime contractor shall be wholly responsible for the entire performance of the contractual agreement whether or not subcontractors are used. Additionally, the prime contractor must receive approval, in writing, from AOC/CEI before any subcontractor is used during the term of this agreement. 5. 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. AOC/CEI personnel will not merge, collate, or assemble proposal materials. 6. 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 addressed to the Procurement Manager and signed by the Offeror’s duly authorized representative. The approval or denial of withdrawal requests received after the deadline for receipt of the proposals is governed by the applicable procurement regulations. 7. Proposal Offer Firm Responses to this RFP, including proposal prices for services, will be considered firm for one-hundred twenty (120) days after the due date for receipt of proposals or ninety (90) days after the due date for the receipt of a best and final offer, if the Offeror is invited or required to submit one. 8. Disclosure of Proposal Contents Proposals will be kept confidential until negotiations and the award are completed by the AOC. At that time, all proposals and documents pertaining to the proposals will be open to the public, except for material that is clearly marked proprietary or confidential. The Procurement Manager will not disclose or make public any pages of a proposal on which the potential Offeror has stamped or imprinted "proprietary" or "confidential" subject to the following requirements: 15 A. Proprietary or confidential data shall be readily separable from the proposal in order to facilitate eventual public inspection of the non-confidential portion of the proposal. B. Confidential data is restricted to: 1. confidential financial information concerning the Offeror’s organization; 2. and data that qualifies as a trade secret in accordance with the Uniform Trade Secrets Act, NMSA 1978 § 57-3A-1 to 57-3A-7. 3. PLEASE NOTE: The price of products offered or the cost of services proposed shall not be designated as proprietary or confidential information. If a request is received for disclosure of data for which an Offeror has made a written request for confidentiality, the AOC shall examine the Offeror’s request and make a written determination that specifies which portions of the proposal should be disclosed. Unless the Offeror takes legal action to prevent the disclosure, the proposal will be so disclosed. The proposal shall be open to public inspection subject to any continuing prohibition on the disclosure of confidential data. 9. No Obligation This RFP in no manner obligates the AOC/CEI to the use of any Offeror’s services until a valid written contract is awarded and approved by appropriate authorities. 10. Termination This RFP may be canceled at any time and any and all proposals may be rejected in whole or in part when the AOC/CEI determines such action to be in the best interest of the State of New Mexico. 11. Sufficient Appropriation Any contract awarded as a result of this RFP process may be terminated if sufficient appropriations or authorizations do not exist. Such terminations will be affected by sending written notice to the contractor. The AOC’s decision as to whether sufficient appropriations and authorizations are available will be accepted by the contractor as final. 12. Legal Review The AOC requires that all Offerors agree to be bound by the General Requirements contained in this RFP. Any Offeror’s concerns must be promptly submitted in writing to the attention of the Procurement Manager. 13. Governing Law This RFP and any agreement with an Offeror which may result from this procurement shall be governed by the laws of the State of New Mexico. 14. Basis for Proposal Only information supplied in writing by the AOC through the Procurement Manager or in this RFP shall be used as the basis for the preparation of Offeror proposals.