1-00 RFI27-18 Request for Information.pdf

REQUEST FOR INFORMATION (RFI)

Incorporated County of Los Alamos Procurement Division

101 Camino Entrada, Building 3 Los Alamos, NM 87544

Template Version: 20250321

NOTIFICATION REGARDING SUBMISSION PROCESS AND REGISTRATION INSTRUCTIONS

The Incorporated County of Los Alamos (“County”) has recently implemented a new on-line eProcurement portal. This new platform, Euna Procurement powered by Bonfire, provides the County’s electronic Bid and Proposal process (“County’s Procurement Portal”). It is where the County will post solicitation opportunities, including Invitation for Bids (IFB), Request for Proposals (RFP), Request for Qualifications (RFQ) and Request for Information/Interest (RFI). The County’s Procurement Portal will streamline the County’s Bid process for Bid or Proposal submission, acceptance, evaluation, and award. For vendors, the County’s Procurement Portal will enhance communication, allow for fast and accurate Bids and Proposals, and provide automatic notification about projects.

Registered vendors will view and submit Bids and Proposals electronically. The past practice of submitting electronic Bids and Proposals by email or submitting paper Bids and Proposals is being phased out. If you are seeing this notification in a solicitation document, submissions will be accepted ONLY electronically through the County’s Procurement Portal for this solicitation. It is every Offeror’s responsibility to read, understand, and submit Bids and Proposals in accordance with the instructions provided in and specific to each solicitation document.

Requested Action: Please register as a vendor on the County’s Procurement Portal by visiting https://losalamosnm.bonfirehub.com and click on “Register”. Registration is free and only takes a few minutes. Please be sure to select the applicable NIGP: The Institute for Public Procurement (“NIGP”) Commodity Codes for your business when you are prompted so that you can receive notification of recommended opportunities when they are sent out by the County to the NIGP Commodity Codes you have selected.

Already Have a Bonfire Vendor Account? If you already have a Bonfire vendor account and are already registered for another agency’s portal, you will still need to visit the County’s Procurement Portal at https://losalamosnm.bonfirehub.com and click on “Log In” to provide County-requested information, view open opportunities, receive opportunity notifications, and submit Bids and Proposals through the County’s Procurement Portal. You will be able to manage the multiple agencies with whom you do business through the button labelled “My Supplier Hub” in your Bonfire account.

For Bonfire Support, visit the Vendor Help Center at https://vendorsupport.gobonfire.com where you can view support articles and videos and search FAQ’s on all aspects of Bonfire. For personal assistance, you can email Support.Bonfire@eunasolutions.com . Support is available Monday to Friday from 6:00 a.m. to 6:00 p.m. Mountain Time.

https://losalamosnm.bonfirehub.com/ https://vendorsupport.gobonfire.com/ mailto:Support.Bonfire@eunasolutions.com

NEEDS STATEMENT

This solicitation is a Request for Information (“RFI”). The County may utilize the responses received from this RFI to develop specifications and/or scope of services for a future procurement or to gauge interest in a future procurement. A sole source selection may also result when there is only one respondent to an RFI.

The Incorporated County of Los Alamos (“County”) Department of Public Utilities, Electric Production, is seeking information from qualified service providers who provide data logging systems and operator rounds/walkdowns for power plants. (CMMS). The system will be for data entry from 2 different facilities.

We currently have a standard log form and walkdown checklist that would be used to eliminate our paper logs and digitize our system. Historical data trending, search, data export, and work order creation are must haves. Predictive PM’s, and other features, including possible AI agents, are criteria that should be included in the rough order of magnitude.

SOLICITATION INFORMATION

Solicitation No. RFI27-18

Solicitation Title Hydroelectric Powerplant Data Logging System and Operator Walkdown Software

Requesting Dept. Department of Public Utilities – Electric Production

SOLICITATION SCHEDULE

Advertised September 24, 2026

Question Submission Deadline

October 5, 2026, 2:00 p.m. Mountain Time

Responses to Questions Issued by County

October 8, 2026 5:00 p.m. Mountain Time County reserves the right to issue responses at any time prior to this date.

Response Due Date and Closing

October 13, 2026, 2:00 p.m. Mountain Time Late responses will not be considered

CONTACT INFORMATION

Procurement Contact Name Jaime Kephart

Title Procurement Contract Manager

E-Mail jaime.kephart@losalamosnm.gov

Phone No. 505.662.8191

(This section intentionally left blank) mailto:jaime.kephart@losalamosnm.gov

1. ELECTRONIC SUBMISSIONS

A full copy of the solicitation and all associated documents can be found on the County’s Procurement Portal at https://losalamosnm.bonfirehub.com/. Only Responses submitted through the County’s Procurement Portal by the Response Due Date stated herein, or as may be modified by addendum, will be considered. Late responses will not be considered. To register to view and download solicitation documents and submit a Proposal through the County’s Procurement Portal, follow the instructions on page 1 of this solicitation.

2. ADDITIONAL DOCUMENTS AND INFORMATION INCLUDED AS A PART OF THIS SOLICITATION

Additional documents are referenced in this solicitation, which may include, but are not limited to, exhibits, attachments, links to documents online, and documents that are provided through the County’s Procurement Portal. Any such documents are considered to be a part hereof and constitute, along with this solicitation document and any addenda, the complete solicitation package. Documents required to be submitted as a component of Offeror’s Response will be noted as such in each individual solicitation posted on the County’s Procurement Portal, and Offerors will be unable to submit their Responses through the County’s Procurement Portal until all required documents and information have been uploaded or provided by Offerors.

3. QUESTIONS

Any questions must be received in writing at least five (5) business days prior to the submission due date, unless otherwise stated herein or in an addendum. Questions must be submitted through the County’s Procurement Portal. Please follow the instructions on page one (1) of this document to register for the County’s Procurement Portal to submit written questions. Responders who submit questions via e-mail or by phone shall be redirected to submit written questions through the County’s Procurement Portal.

Responders must submit in writing through the County’s Procurement Portal, as stated herein, any questions or requested clarification necessary for Responder to provide a complete response with all Proposal response components and pricing included. Responders are asked to refrain from including in Proposals statements such as “more information available upon request,” “pricing to be determined,” or other similar statements. Such statements and failure of Responder to seek clarification needed for Responder to provide the requested information may result in a Responder being found non-responsive or non-responsible. This in no way may be construed to conflict with County’s right to hold interviews and discussions for clarification with Responders, as further described herein.

The County relies on its Procurement Portal messaging system for solicitation-related communication.

Offerors are expected to use this system for correspondence with the County. Following solicitation closing, County may continue to issue important notices through the Procurement Portal, either through public notices or direct discussions with vendors, which may include, but is not limited to, requests for clarification, interviews, demonstrations, and related instructions or deadlines. It is the Responder’s responsibility, before and after solicitation closing, to maintain accurate vendor account settings to ensure receipt of County’s messages and to include any additional account contacts who can reliably acknowledge receipt and respond to County messages in a timely manner. It is the Responder’s responsibility to configure their own internal system settings to ensure messages from the County and the County’s Procurement Portal are safelisted. Offerors experiencing technical difficulties with the County’s Procurement Portal messaging system are expected to promptly contact the Procurement Contact listed in the solicitation for assistance. Failure to do so may result in Responders missing important information or deadlines. County may, at its sole discretion, use email, phone, or other communication methods, but is not obligated to do so, nor to confirm receipt of Procurement Portal messages or extend deadlines.

4. VIRTUAL INTERVIEWS

4.1. County may, at County’s sole option, request virtual interviews from some or all Respondents to demonstrate products or services for the purpose of clarification to ensure full understanding and conformation with solicitation requirements.

5. GENERAL INFORMATION

5.1. About Los Alamos County. The Incorporated County of Los Alamos is situated at the foot of the Jemez Mountains on the Pajarito Plateau with an elevation ranging from 6,200 feet to 9,200 feet. Los Alamos is an incorporated county, established under a special provision of the State constitution, giving it both county and municipal authority and powers. Two distinct communities, Los Alamos Town site and White Rock, each with its own visitor center, are home to ~19,000 people. Los Alamos is mostly known for the historic accomplishments of its largest employer, Los Alamos National Laboratory, and continues to gain notice for its vast scenic assets and recreational opportunities. Visit the Los Alamos County website (www.losalamosnm.us) and the tourism website (www.visitlosalamos.org) for more information.

5.2. Unless otherwise defined, the following terms may be used interchangeably throughout this RFI:

“Responder”, “You/Your,” “Offeror,” “Contractor,” and “Vendor” “Proposal,” “Response,” and “Submittal” “Software,” “Solution,” and “System” “Project” and “Services” “RFI” and “Solicitation”

5.3. The County invites Responses from all qualified respondents. No Response may be withdrawn after the scheduled closing time. Responses will not be accepted after the scheduled closing time. Please make note of the submittal requirements outlined in this solicitation. Read and follow the instructions carefully. Include the required documents stated in this RFI as part of your submittal packet. Any misinterpretation or failure to comply with the submittal requirements could result in rejection of the Response. Response preparation is at the Respondent’s expense.

5.4. Any change(s) to the solicitation will be conveyed through the written addenda process. Read carefully and follow all instructions provided on any addendum, as well as the instructions provided in the original solicitation. Responders are expected to acknowledge receipt of addenda by submitting signed copies of addenda with the submitted Proposal.

5.5. County reserves the right, at its sole discretion, to accept or reject any Response; to waive any and all irregularities in any or all statements or Proposals; to request additional information from any or all respondents; and to award a contract to the responsible Responder whose Response is most beneficial to County. While County reserves the right to execute a contract for the services listed herein, nothing in this document shall be interpreted as binding County to enter into a contract with any Responder.

5.6. Responses are Public Records. Pursuant to the New Mexico Inspection of Public Records Act, NMSA 1978, Chapter 14, Article 2, all materials submitted under this RFI shall be presumed and considered public records. Except to the extent any information may be protected by state or federal law, Responses shall be considered public documents and available for review and copying by the public.

County declines to sign any non-disclosure agreements or confidentiality agreements submitted by potential Responders. If a Responder fails to submit information requested in the RFI that Responder considers to be confidential, the County reserves the right to find any Response non-responsive or non-responsible based on the information provided in or excluded from the Response.

6. BACKGROUND

6.1. General County Background Information. The Incorporated County of Los Alamos is situated at the foot of the Jemez Mountains on the Pajarito Plateau with an elevation ranging from 6,200 feet to 9,200 feet. Los Alamos is an incorporated county, established under a special provision of the State constitution, giving it both county and municipal authority and powers. Two distinct communities, Los

Alamos Town site and White Rock, each with its own visitor center, are home to ~19,000 people. Los Alamos is mostly known for the historic accomplishments of its largest employer, Los Alamos National Laboratory, and continues to gain notice for its vast scenic assets and recreational opportunities. Visit the Los Alamos County website (www.losalamosnm.us) and the tourism website (www.visitlosalamos.org) for more information.

For more information about the County Department of Public Utilities, please visit the following website:

https://www.losalamosnm.gov/Government/Departments-offices/Department-of-Public-Utilities

7. SCOPE OF RESPONSE AND RESPONSE FORMAT

7.1. Generally. County is seeking information from qualified service providers who provide data logging systems and operator rounds/walkdowns for power plants. (CMMS). The system will be for data entry from 2 different facilities. We currently have a standard log form and walkdown checklist that would be used to eliminate our paper logs and digitize our system. Historical data trending, search, data export, and work order creation are must haves. Predictive PM’s, and other features, including possible AI agents, are criteria that should be included in the rough order of magnitude. The information gathered will help the County determine appropriate scope, costs, and the best procurement approach for a future procurement. The County currently owns and operates two hydroelectric power plants in New Mexico: the El Vado Hydroelectric Power Plant and the Abuquiu Hydroelectric Power Plant.

7.2. Optional Information and Documents. If you would like to submit any additional information or documents not already requested in this solicitation that you think the County may find helpful to develop specifications and/or scope of services for a future procurement or to gauge interest in a future procurement, such information and documents may be uploaded where indicated in the County’s Procurement Portal.

7.3. Additional Documents to Submit with Responses. In addition to all other components requested herein, submitted Responses should include, but may not be limited to the following. If a document is required, it will be noted as such in the County’s Procurement Portal and Respondents will be unable to submit Responses without all required documents:

7.3.1. Verification of Authorized Offeror

7.3.2. Signed copies of any addenda issued.

7.4. Response Questionnaire. County has prepared a questionnaire below to collect the requested information from providers. Please provide your response in a written format addressing each of the items listed. Please restate the requested information from the Questionnaire when providing your response.

7.4.1. Describe your firm’s familiarity and history with Data Logging and operator walkdown system software.

7.4.2. Describe your firm’s experience with facilitation and coordination of seamless integration of software solutions across multiple facilities.

7.4.3. Describe your firm’s experience creating templates and forms that will be used by plant personnel.

7.4.4. Describe your firm’s experience planning, scheduling and deploying on site or in the cloud for unlimited access to entry and retrieval of all information by power plant personnel and operations.

7.4.5. If the system is cloud based, describe any proprietary software or storage solutions that would need to be downloaded, installed, purchased, or in any way would be required or limit access for Los Alamos County personnel to access all data stored in your system.

https://www.losalamosnm.gov/Government/Departments-offices/Department-of-Public-Utilities

7.4.6. Would your firm have the capacity to perform onsite and/or virtual training, and integration.

7.4.7. Describe your firm’s maintenance or subscription service and customer support? Detail the price breakdown for after sales technical assistance and remote repairs of software glitches or bugs. Describe the process for pushing updates and ensuring that all software is up to date.

7.4.8. Describe your firm’s ability to ensure all data is kept secure and archived and available for export and download by Los Alamos County personnel.

7.4.9. Describe the limitations of your software ( i.e., must always be on wifi, any offline data entry prohibitions, when the systems synch, backup frequency, and additional software modules or apps required for access and data entry at all facilities and off-site locations.)

7.4.10. Describe your ability to pull data from onsite systems such as Allen Bradley PLCs, Ignition, or other standard protocols.

7.4.11. Describe how your software is hosted. Is your software hosting FedRAMP authorized, is it hosted in a government cloud, and can you guarantee that all data would be stored in the United States?

7.4.12. Please attach applicable product specification sheets that further detail the software functionality and services offered.

7.4.13. What is the typical term length you are willing to contract for?

7.4.14. Provide a link for any publicly available online demos or videos or product functionality descriptions.

7.4.15. Cost Estimates. Please include a rough-order-of-magnitude cost estimate for implementation, maintenance and support, ongoing subscriptions, updates/upgrades (if applicable), and any other applicable costs. County would need to consider for the term of a contract. Describe a typical pricing format for your services based on your most basic service vs. a more all-inclusive package of products and services.

7.4.16. Cooperative Purchasing. If your firm has a current contract that includes all of the requested products and services issued under any of the following conditions, please describe the contract, the entity with whom you’ve contracted, the agreement number, and if available, provide a link to the agreement online. No more than 4 references are needed:

7.4.17. A current federal contract (e.g., GSA or FSS);

7.4.18. A current contract with the State of New Mexico or any other New Mexico governmental entity;

7.4.19. A current contract issued under a cooperative purchasing agreement with another public entity; or

7.4.20. An existing contract, that was subject to competitive solicitation, with another government or agency thereof.

8. ILLEGAL ACTS

8.1. The Los Alamos County Procurement Code, Article 9, imposes remedies and penalties for its violation.

In addition, New Mexico criminal statutes impose felony penalties for illegal bribes, gratuities, and kickbacks.