The State of New Mexico Tourism Department Request for Proposals (RFP)
RFP #25-418-1002-00001-00 - Service Provider for Tradeshow Booth
The purpose of the Request for Proposal (RFP) is to solicit sealed proposals to establish a contract through competitive negotiations for the procurement of a service provider who can create a custom tradeshow booth. The intent is for the structure to be used at a variety of tourism-related conventions. The provider will adequately cover all the needs from design and construction to storage, shipping, labor and maintenance.
Submissions for this RFP will officially close on December 10, 2024, at 3:00 pm (MST).
Procurement Library - Service Provider for Tradeshow Booth
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RFP 25-418-1002-00001-00 Provider for Tradeshow Booth Questions and Answers
Is there a budget range for this contract?
Answer: There is no dedicated budget for this contract, however there is a total department budget for the Fiscal Year. Pursuant to Section V.A. Table 1, Cost is part of the evaluation factor and is worth a maximum of 200 points. Please refer to V.B.7 for details of how points are awarded.
On page 23, Section C: Business Requirements, the RFP requires Offerors to “submit copies of the most recent year’s independently audited financial statements and annual report.” However, Section B: Evaluation Factors, page 26, “4. C.1 Financial Stability” reads, “Offerors must submit copies of the most recent year’s independently audited financial statements and annual report, as well as the preceding three years, if they exist.” a. Will a financial statement for the past one year suffice?
Answer: If you are only able to provide a financial statement for the past one year, that will suffice. The RFP has been amended to clarify what’s necessary. Removed the Statement from Page 26 4.C.1, page 23. Section C outlines the requirements.
We don’t have an annual report—is this required?
Answer: A financial statement will suffice if an annual report is not available. If independently audited financial statements do not exist, offeror must state the reason and instead, submit sufficient information (eg Dunn and Bradstreet report) to enable the Evaluation Committee to assess the financial stability of the offeror).
On page 21, IV. Specifications, Section A: Detailed Scope of Work, #2, item k, the RFP notes “see here,” however, there isn’t a link. Should there be a link here?
Answer: RFP has been amended to add the link to the RFP and the url in case the link does not work. URL is see here. Or: https://www.ipw.com/exhibitors/exhibitor-services
Should Offerors’ pricing include the three shows listed in the RFP on page 20, Section A, #1 (IPW, Go West, and NTA Travel Exchange)?
Answer: Offeror’s pricing should include the three shows listed in the RFP
If so, what are the booth sizes for those shows?
Answer: Our intention is to produce a 10’ x 40’ cross-aisle configuration for IPW. For the other booths, those configurations will either be 10’ x 10’ or 10’ x 20’.
If a smaller booth is required, what are the priority design elements to be included?
Answer: For smaller booth configurations, it is preferred to retain the following design features: storage cabinet, display monitors, space for appointments, tables/chairs, backlit image wall/graphics, and display for collateral and promotional items.
Go West takes place in January 2025; please confirm this should not be included in FY25 pricing.
Answer: To confirm – pricing for the Go West Summit should be inclusive for the 2026 show.
On page 20, in the Scope of Work, #1, item h, the RFP notes a completion date of no later than April 1, 2025. On page 32, Appendix C: Draft Contract, Item #1 SOW, A, item h, the RFP notes completion date no later than March 1, 2025. Can you please confirm the completion date? a. Is there flexibility with the completion date as long as it meets IPW’s 2025 timelines.
Answer: The RFP should be consistent with a completion date of April 1, 2025. Amended the RFP to update the Contract Draft to reflect the correct date.
Should Offerors’ pricing include site services for each show (e.g., electrical, material handling)? If so, which services should be included?
Answer: Vendors should provide pricing estimates for site services for the events listed in the RFP. The services that should be included are: electrical, material handling and labor for setup/teardown.
On page 42, Appendix D: Cost Response Form, the RFP reads “…please propose the monthly expenses for the services to be provided by your firm/company.” Should this be “annual” expenses to match the fiscal years in the form, not “monthly”?
Answer: The Cost response form should say annual expenses. Updated the RFP to correct the verbiage on Page 42, Appendix D: Cost Response Form.
What is your fiscal year?
Answer: Our fiscal year begins July 1 and ends June 30. As of November 26, 2024, we are currently in Fiscal Year 2025.
The State of New Mexico Tourism Department Request for Proposals (RFP)
RFP #26-418-1003-00001-00 - Cooperative Marketing Services
The New Mexico Tourism Department (NMTD) is seeking a New Mexico-based contractor to administer our high-functioning Cooperative Marketing and Advertising Program (Co-op). This task includes media buying, advertising trafficking, and high-touch partner service. This contractor will also be a steward of a program working with taxpayer dollars and approved usages of the New Mexico True brand among partners around the state.
Submissions for this RFP officially closed on December 3, 2024, at 3:00 pm (MST).
Procurement Library - Cooperative Marketing Services
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RFP 26-418-1003-00001-00 Questions & Answers
- Will out-of-state responses to this RFP (RFP# 26-418-1003-00001-00) be considered? (The RFP says, “…seeking a New Mexico-based contractor…” We had an office in Santa Fe approximately 2 years ago, but no longer.
Answer: Pursuant to section IV.B.4. Mandatory Specification: Offeror must have its primary place of business located in New Mexico.
- Regarding the New Mexico Tourism Department's Cooperative Marketing Services RFP, I wanted to confirm if there are any potential conflicts for a current contractor to submit a proposal if they are contracted for another scope of work within the same agency.
Answer: A vendor cannot respond to a solicitation if the vendor and its affiliates were directly involved with the preparation of the specifications of the RFP. The Agency must also abide by the GCA and ensure that public officers and employees conduct themselves solely in the interest of the public. No money, thing of value or promise thereof can be continued upon or given in exchange for promised performance of an official act.
- Is there an anticipated annual budget range for this effort?
Answer: The budget can fluctuate based on legislative appropriation, departmental initiatives, and agency budget. In the current fiscal year, the contract for this scope of work has carried approximately $6M of media spend.
- Is there an incumbent agency? If yes, why is the RFP being released? Are you required to release it at this time?
Answer: Pursuant to Chapter 13-1-150 B. of the Procurement Code NMSA 1978, a contract for professional services may not exceed four years, including all extensions and renewals. The current contractor is in the fourth year of the contract.
- Will the winning agency work directly with NMTD or with another agency partner?
Answer: The contractor interfaces directly with NMTD to roll out the program to DMO partners to the Agency’s specification.
- On average, how many creative proposals does the program handle per month?
Answer: Because the distribution of funds happens at the beginning of each fiscal year, media plans are determined 6 or more months in advance of the application cycle.
- For the 3 proposals samples requested on page 22 (section IV-B-3), with ais the desired flight length for each media plan? 12 months?
Answer: Each program is a fiscal year award, which is July 1 through June 30 of each year. As stated in Section IV.B.3. A and C, there are dollar-amount limits on each media plan. Pursuant to Section V.B.3.a., b. and c. Points will be awarded based on the thoroughness, creativity, and clarity of Offeror’s response. The Evaluation committee will also weigh the relevancy and extent of the Offeror’s experience, expertise and knowledge, of personnel education, and experience.
- For the Disaster Recovery Media Plan requested on page 22 (section IV-B-3), who is the targeted audience?
Answer: As Stated in Section IV.B.3 (3) a), Many New Mexican communities have experienced natural disasters due to fires, floods, or avalanches. To recover their tourism economies, NMTD often assists in a special cooperative funding initiative for these communities. Please submit a disaster-recovery media plan totaling $150k that includes appropriate media options sensitive to the community's recovery timelines. As stated in section V.B.3. Points will be awarded based on the thoroughness, creativity, and clarity of the Offeror’s response in this section. The Evaluation committee will also weigh the relevancy and extent of the Offeror’s experience, expertise and knowledge, and of personnel education, and experience. Section IV.B.3 (3)a) has been amended to add: “The community for which you construct a plan may be real or fictional.”
- In Section V.B. EVALUATION FACTORS, 1.B.1 Organizational Experience, the last sentence reads: In addition, points will be awarded based on the Offeror’s candid and well-thought-out response to successes and failures, as well as the ability of the Offeror to learn from its failures and grow from its successes.
Can you please clarify whether that last sentence was included in error or if there is something missing from the response requested for Organizational Experience detailed in IV.B. TECHNICAL SPECIFICATIONS 1. Organizational Experience, since it does not reference a “response to successes and failures”?
Answer: Section V.B.1. has been amended to remove the statement: “In addition, points will be awarded based on the Offeror’s candid and well-thought-out responses to successes and failures, as well as the ability of the Offeror to learn form its failures and grow from its successes.”