Bernalillo County

Request for Proposal # 50-26-SS

Off-Site Records and Storage Handling Services

Non-Mandatory Pre-proposal MS Teams Meeting: May 13, 2026, at 10:00 am (local time) Dial in by phone: (505) 225 - 7962

Conference ID: 850 734 955#

Deadline for Receipt of Proposals: May 29, 2026: 4:00 p.m. (Mountain Time)

The County eProcurement System will not allow Proposals to be submitted after this date and time.

Prepared by:

Bernalillo County

Purchasing Section May 2026

TABLE OF CONTENTS PAGE

I. INTRODUCTION 3 - 5

A. PURPOSE OF THIS REQUEST FOR PROPOSALS 3

B. SUMMARY SCOPE OF WORK 3

C. PROCUREMENT MANAGER 3

D. DEFINITION OF TERMINOLOGY 3 - 5

II. CONDITIONS GOVERNING THE PROCUREMENT 6 - 11

A. SEQUENCE OF EVENTS 6

B. EXPLANATION OF EVENTS 6 - 7

C. EVALUATION PROCESS 7 - 8

D. GENERAL REQUIREMENTS 8 - 11

III. RESPONSE FORMAT AND ORGANIZATION 12 - 14

A. NUMBER OF RESPONSES 12

B. PROPOSAL FORMAT 12

C. PROPOSAL ORGANIZATION 12 - 13

IV. SCOPE OF WORK 14 - 17

V. SUBMITTAL REQUIREMENTS 17 - 18

VI. EVALUATION CRITERIA 18 - 20

VII. PROPOSED DRAFT AGREEMENT 21 - 29

APPENDIX A - RANKING INFORMATION 30

APPENDIX B - APPLICATION OF PREFERENCES 31 - 32

APPENDICIES BELOW ARE REFERENCED IN THIS RFP AND UPLOADED SEPARATELY

APPENDIX C - SUBMITTAL LETTER FORM

APPENDIX D - CAMPAIGN CONTRIBUTION DISCLOSURE FORM

APPENDIX E - UNFAIR BUSINESS PRACTICES DISCLOSURE FORM

APPENDIX F - PRICE SUBMISSION FORM

I. INTRODUCTION

A. PURPOSE OF THIS REQUEST FOR PROPOSALS

The Bernalillo County (“County”) Purchasing Section of the Procurement and Business Services Department (“Purchasing”) is soliciting proposals from Offerors capable of providing Off-Site Records Storage and Handling Services for the purpose of establishing a Price Agreement with the Contractor and Bernalillo County to store and handle County records.

B. SUMMARY SCOPE OF WORK

The Scope of Services including providing off-site records storage facilities for storing records consisting of Microfilm, Microfiche, Magnetic Tapes, Paper Records, Bound Documents, and a limited number of other items in a safe and secure environment. Microfilm, Microfiche, and Magnetic Tapes must be stored in a climate-controlled environment. Paper Records can be stored in a non-climate-controlled environment with an option to store in a climate-controlled environment. Other important service considerations are described further in the Scope of Services.

C. PROCUREMENT MANAGER CONTACT

Any inquiries or requests regarding this procurement should be submitted in writing to the designated Procurement Manager listed below. Attempts to contact anyone other than the Procurement Manager that the prospective Offeror believes can influence the procurement decision, i.e., Elected Officials, County Manager, Evaluation Committee Members, etc., may lead to immediate elimination from further consideration. All responses will be in writing and will be distributed to all potential Offerors who receive a copy of this Request for Proposals.

Samantha Secrist, Purchasing Administrator Bernalillo County Purchasing 415 Silver Ave. SW, 6th Floor Albuquerque, New Mexico 87102

Telephone: (505) 527 - 2326 Fax: (505) 468-7067 E-mail ssecrist@bernco.gov

D. DEFINITION OF TERMINOLOGY

This Section contains definitions that are used throughout this Request for Proposals (RFP), including appropriate abbreviations.

“Addendum” means a change, addition or supplement to the information provided in this RFP document.

“Agreement” means a duly executed and legally binding contract.

“Contractor” means successful Offeror.

“Confidential” shall mean confidential financial information concerning Offeror’s organization and data that qualifies as a trade secret in accordance with the Uniform Trade Secrets Act NMSA 1978 57-3- A-1 to 57-3A-7 or as provided by the Confidential Materials Act (14-3A-1, 1978 14-3A-2 NMSA 1978), and as otherwise provided by law. As one example, no information that could be obtained from a source outside this request for proposals can be considered confidential information.

“County” shall refer to the County of Bernalillo, New Mexico.

“Central Purchasing Office” means the County Purchasing Section.

“County Purchasing Section” means the purchasing agent for the County of Bernalillo, New Mexico, or a designated representative thereof.

“Desirable” means the terms “may”, “can”, “should”, “preferably”, or “prefers” identifies a desirable or a discretionary item or factor for the Department to determine.

“Determination” means the written documentation of a decision of a procurement manager including findings of fact required supporting a decision. A determination becomes part of the procurement file to which it pertains.

“Evaluation Committee" means a body appointed to perform the evaluation of Offerors’ proposals.

“Evaluation Committee Report” means a report prepared by the Procurement Manager on behalf of the Selection Committee that contains all written determinations resulting from the conduct of a procurement requiring the evaluation of competitive sealed proposals.

“Finalist” is defined as an Offeror who meets all the mandatory specifications of the RFP and whose score on evaluation factors is sufficiently high to qualify that Offeror for further consideration by the Selection Committee.

“Local Business Preference” means a business that holds a valid Resident or Native American Business/Contractor certificate issued by the State of New Mexico Taxation and Revenue Department and maintains an office and place of business in Bernalillo County, which is staffed and open to the public on a regular basis. If necessary, the County may seek additional information or proof to verify eligibility for the Local Business Preference, pursuant to §13-1-22 NMSA 1978 and Ordinance §2-367.

“Mandatory” means 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 Offerors proposal, without exception.

“Minor Technical Irregularities” means anything in the proposal that does not affect the price quality and quantity or any other mandatory requirement.

“Notice of Award” shall mean a formal written notice by the Purchasing Section.

“Offeror” is any person, corporation, or partnership who chooses to submit a proposal.

“Ordinance” means the Bernalillo County Procurement Ordinance, Chapter 2, Article V, Division 1 – 3 (§2-356 through 2-402).

“Pay Equity Preference” means any business that maintain a zero percent (0%) deviation between the salaries paid to men and salaries paid to women for comparable positions, as reported in the Pay Equity Reporting form that has been submitted by the Offeror.

“Preference Limitations” means the total amount of all preferences applied including the applicable State of New Mexico preferences, for the purchase of Tangible Personal Property, Services or Construction in any single award shall not exceed 18%, with the limit on State of New Mexico preferences as set forth under the New Mexico State Procurement Code. When applying the Bernalillo County preferences as set forth in Ordinance §2-367, the total dollar amount of Bernalillo County preferences shall never exceed $180,000.00.

“Procurement Manager” means the person or designee authorized by the Purchasing Section to manage or administer procurements requiring the evaluation of competitive sealed proposals.

“Purchase Order” means the document, which directs a contractor to deliver items of tangible personal property or services pursuant to an existing Agreement.

“Request for Proposals” or “RFP” means all documents, including those attached or incorporated by reference, used for soliciting proposals.

“Resident Business Preference” means a business that has a valid resident or Native American resident business certificate issued by the New Mexico Taxation and Revenue Department pursuant to §13-1-22 NMSA 1978 and Ordinance §2-367 but does not include a resident veteran business.

“Resident Veteran Business Preference” means a business that has a valid resident veteran or native American Veteran business certificate issued by the New Mexico Taxation and Revenue Department pursuant to §13-1-22 NMSA 1978 and Ordinance §2-367.

“Responsible Offeror” means a business entity or individual who has the ability to fulfill the solicitation expectations and requirements, including but not limited to financial and technical capacity to perform the requirement of the solicitation and subsequent Contract.

“Responsive Offer” or “Responsive Proposal” means an offer or proposal which conforms in all material respects to the requirements set forth in the request for proposals, including all mandatory requirements and all of its requirements including all form and substance.

“Selection Committee” means a team established to evaluate proposals, conduct interviews, and assist with negotiations during proposal evaluation for a specific product or services. Teams typically represent the functional areas to be addressed in the discussions. The Procurement Manager shall provide only technical assistance requested by the committee.

“Small Business Preference” means a business that has a Local Business Preference eligibility documentation as well as an affidavit from a Certified Public Accountant (CPA) affirming that the business employs an average of fewer than 50 full-time employees in a calendar year. Ordinance 2- 367.

“User Department” means a County department, office, unit or staff member for which procurement services are provided.

II. CONDITIONS GOVERNING THE PROCUREMENT

This section of the RFP outlines and describes the major events of the Selection Process and specifies general requirements.

A. SEQUENCE OF EVENTS

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

Action Responsibility Date

1 Issue of RFP County Purchasing Section May 11, 2026

2. Non-Mandatory Pre- Proposal Conference

Purchasing, /Selection Committee, Offerors May 13, 2026

3 Deadline to Submit Questions, due 10:00 a.m.

Potential Offeror May 20, 2026

4. Response to Written Questions/RFP

Purchasing, /Selection Committee May 22, 2026

5. Submission of Proposal Offerors May 29, 2026 @ 4:00 p.m.

MST

6. Proposal Evaluation Selection Committee June 2026

7. Status Notification of Finalist(s)/Non-Finalist(s)

Purchasing Section June 2026

8. Interviews (if applicable) Selection Committee, Finalists June 2026

9. Contract Negotiations Purchasing /Selection Committee June 2026

10. Award Bernalillo County Commission June 2026

B. EXPLANATION OF EVENTS

1. Distribution of RFP Document - This RFP is issued by the Purchasing Section in accordance with the provisions of Ordinance §2-365 and 2-395. The Purchasing Section is the only organization who is authorized to make copies and/or distribute this RFP in any format. A distribution list of those who receive the RFP will be maintained throughout the procurement process and will become part of the procurement file. Receipt of a Proposal from Offerors not included on the distribution list shall result in immediate disqualification and Proposal shall be rejected. Additional copies of the RFP can be obtained from the Procurement Manager.

2. Pre-Proposal Conference - A Non-Mandatory pre-proposal conference will be held as indicated in the sequence of events beginning at 10:00 a.m. Mountain Standard Time/Daylight Time on MS Teams only. To participate, join the meeting by phone, (Dial-in Number): 505-225-7962 Conference ID 850 734 955#.

Attendance at the pre-proposal conference is not a prerequisite for submission of a proposal.

3 Deadline to Submit Written Questions - Prospective Offerors may submit written questions via the County’s public purchasing portal at https://bernco.bonfirehub.com (the “Portal”) and initiate the communication electronically through the Opportunity Q&A, https://bernco.bonfirehub.com/Opportunities until May 20, 2026, by 10:00 am Mountain Standard Time/Daylight Time. Questions shall be clearly labeled and shall cite the Section(s) in the RFP or other document which form the basis for the question.

The identity of the perspective Offeror submitting the question(s) will not be shared. A public log will be kept of the names of perspective Offerors that attended the conference.

The identity of the perspective Offeror submitting the question(s) will not be shared. All written questions will be addressed at the conference. A public log will be kept of the names of perspective Offerors that attended the conference.

4. Response to Written Questions - An Addendum will be issued in response to written questions.

If the RFP requires a time extension, the proposal submission date will be changed as part of the written Addendum. Any Addendum issued prior to the submittal deadline shall become a part of the RFP.

5. Submission of Proposal – All Offeror proposals must be received for review and evaluation, no later than 4:00 PM Mountain Standard Time/Daylight Time on May 29, 2026. Submit your complete Proposal including all forms, attachments, exhibits, Technical Proposal, Cost Proposal, etc. using the eProcurement System at https://bernco.bonfirehub.com/login. If you do not have a username and password, please register as this is the only method to submit electronically at https://bernco.bonfirehub.com. on the Portal.

All proposals must be received by the County’s Purchasing Section as specified herein. Failure to comply with the submission requirements shall be cause for the County to deem the proposal submittal nonresponsive.

C. EVALUATION PROCESS

The Evaluation Process section contains specific information about the process of evaluating Offeror proposals.

1. Notice of Non-Responsiveness - For any proposal submitted which is deemed non-responsive the Offeror will be notified in writing of such determination by the Purchasing Section.

2. Selection Process - The Selection Committee will review each Offerors proposal. Points will be allocated, as outlined in Section VI of this RFP, by each member. Each member’s point totals will be translated into a numeric ranking of all proposals. The individual member rankings will be totaled together to determine the overall ranking of proposals. 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 proposal through oral presentations (interview) or the provision of information (either orally or written) deemed necessary to assist in the evaluation process. However, proposals may be accepted and evaluated without such discussion. Discussions SHALL NOT be initiated by the Offerors. Offerors are advised that the Selection Committee, at its option, may enter into the negotiation process with the highest ranked Offeror on the basis of the evaluation of the written proposals only, and may not require discussion and/or interviews. Upon completion of the selection process, the Selection Committee shall recommend award of contract to the County Commission or their designee for approval.

Each responsive Offeror will be notified in writing as to their status following the selection process.

3. Status Notification of Finalists/Non-Finalists – Each responsive Offeror will be notified in writing about the status of their proposal. This notification will include information regarding whether or not their proposal has been selected for the interview, negotiation process or award. Finalists will be those Offerors whose proposals have been selected to continue in either the interview, negotiation process or award. Non-finalists are those Offerors whose proposals have not been selected to continue in either the interview, negotiation process or award.

4. Best and Final Offers – Offeror(s) may be asked to submit revisions to their proposals for the purpose of obtaining best and final offers. Revisions may be for clarification of the proposal or to get the best price or for both. When applicable, the notification to Finalist(s) who have been selected to submit a best and final offer will include the date and time, the best and final offer must be submitted.

5. Interviews with Finalists – If applicable the notices for the Finalists who have been selected for interviews, will include the interview date and time. The interview location is at the discretion of the Selection Committee. Interview questions will be sent to finalists prior to interview by the Purchasing Section. Interview scoring will total 20 points. Each member’s point totals will be https://bernco.bonfirehub.com/login https://bernco.bonfirehub.com/ translated into a numeric ranking of all interviewed Finalists. The individual member rankings will be totaled together to determine the overall ranking of Finalists.

Rankings for the evaluation of written proposals are weighted 45% and ranking from the interviews are weighted 55% in determining the final selection as shown in Appendix A. The Offeror with the highest combined ranking (lowest numerical score) from the interview shall be recommended for award.

6. Negotiations – The County will begin negotiations with the highest ranked Offeror(s) following Finalist notification. Actual fees shall be negotiated based upon specific services, reimbursable expenses, and specific successful Offeror requirements. If negotiations are successful, the County shall prepare an Agreement for approval by the County Commission or its designee. If an agreement on terms cannot be reached within a reasonable time the County shall terminate negotiations and begin negotiations with the next firm on the ranking list. This process will continue until an Agreement has been negotiated with one of the firms on the ranking list. If an Agreement cannot be negotiated with the firms on the ranking list, the County may choose to negotiate with other qualified Offerors scored by the Committee or to terminate negotiations.

D. GENERAL REQUIREMENTS

The General Requirements section contains specific information about the process, general conditions, and instructions, which govern this procurement.

1. Protests - In accordance with Procurement Ordinance, §2-385, §2-367 and applicable procurement regulations, any Offeror who is aggrieved in connection with a solicitation, application of preferences and or award of an Agreement may protest to the Procurement and Business Services Director. The protest must be submitted in writing within fifteen (15) calendar days after knowledge of the facts or occurrences giving rise to the protest to:

Annie Baca, Procurement and Business Services Director Purchasing Section, 6th floor 415 Silver Ave. SW Albuquerque, NM 87102

Protests must include the name and address of the protestant, the solicitation number, and a statement of grounds for protest, including appropriate supporting exhibits. Protests received after the deadline will not be accepted.

2. 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.

3. Application of Preferences - To ensure adequate consideration and application of Preferences pursuant to §13-1-21, NMSA 1978 and Ordinance 2-367, Offerors must include a copy of their State of New Mexico preference certificate and any additional documentation required for the County preferences with their proposal. Offerors are not eligible to receive both a Resident Business/Contractor Preference and a Resident Veteran Business/Contractor preference. The Preferences shall not apply when the expenditures for this RFP includes federal funds. See Appendix B for explanation and application for Preference eligibility.

4. Pay Equity Documentation - All Offerors shall include with their proposal submittal, a Pay Equity Reporting Form, or valid Pay Equity Business Certificate, which can be accessed at www.bernco.gov/general-services/pay-equity.aspx.

Offerors who are located out-of-state or have no facilities and no employees working in the State of New Mexico are not required to report pay equity data but must verify their out-of-state status on the Pay Equity Reporting Form. Failure to provide a Pay Equity Reporting Form at the time of submission may result in the Offer being deemed nonresponsive. The County may allow for a revised Pay Equity Reporting Form to be submitted by the Offeror within 24 business hours of the proposal due date and time if; (i) the originally submitted form requires a technical change; or (ii) the Offeror fails to include a Pay Equity Reporting Form at the time of submission, provided that the Offeror submits the Pay Equity Reporting Form within the 24 hour business period.

NOTE: THE REQUIRED PAY EQUITY REPORTING FORM IS NOT A PAY EQUITY BUSINESS

CERTIFICATE, NOR DOES IT QUALIFY AN OFFEROR FOR THE PAY EQUITY

PREFERENCE. FOR QUESTIONS ON HOW TO OBTAIN A PAY EQUITY BUSINESS

http://www.bernco.gov/general-services/pay-equity.aspx

CERTIFICATE AND QUALIFY FOR THE PREFERENCE, PLEASE CONTACT THE

PROCUREMENT MANAGER IN SECTION I.C BY TELEPHONE: (505) 527 – 2326 OR EMAIL:

ssecrist@bernco.gov.

5. Subcontractors - The successful Offeror is responsible for performance by any subcontractor providing Services in connection with this RFP; payments to a subcontractor(s) is the responsibility of the successful Offeror. The successful Offeror is solely responsible for fulfillment of the contract agreement resulting from this RFP.

6. 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. Purchasing Section personnel will not collate or assemble proposal materials.

7. Right to Reject Proposal - The County reserves the right to reject a proposal from any Offeror who has previously failed to perform properly, has caused the County to incur unreasonable costs or expense, failed to complete on time an agreement of a similar nature, or who is not in a position to perform the work governed by this RFP.

8. Offerors 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 signed by the Offerors duly authorized representative addressed to the Director of the Purchasing Section. The approval or denial of withdrawal requests received after the deadline for receipt of the proposals is at the discretion of the Director of the Purchasing Section.

9. Disclosure of Proposal Contents - A public log will be kept of the names of all Offerors which submitted proposals. The proposals and documents pertaining to the proposals will be kept confidential throughout the duration of the procurement process and until a contract is awarded.

At that time, all proposals will be open to the public, except for the material, which has been previously noted and deemed as proprietary or confidential.

10. Confidentiality/Public Records - Confidential data is normally restricted to confidential financial information concerning the Offerors organization and data that qualifies as trade secrets in accordance with the Uniform Trade Secrets Act, 57-3-A-1 to 57-3A-7 NMSA 1978, or as provided by the Confidential Materials Act (14-3A-1, 1978 14-3A-2 NMSA 1978), and as otherwise provided by law. With the exception of the aforementioned, information and materials received by the County in connection with this RFP response shall be deemed to be public records, subject to public inspection, upon award of the RFP and execution of an Agreement by the County Commission or their designee. If the Offeror believes any of the information contained in its response is exempt from the Inspection of Public Records Act (NMSA 1978, Chapter 14, Article 2), then the Offeror must identify the material deemed to be exempt and cite the legal authority for the exemption. Any pages of a proposal on which the Offeror has stamped or imprinted “proprietary” or “confidential” must be readily separable from the proposal in order to facilitate public inspection of the non-confidential portion of the proposal.

The County’s determination of whether an exemption applies shall be final, and the Offeror agrees to defend indemnify and hold harmless the County elected officials, employees and agents against any loss or damages incurred by any person or entity as a result of the County’s treatment of records as public records.

11. Cancellation - This RFP may be canceled at any time and any and all proposals may be rejected in whole or in part when the Director of the Purchasing Section determines such action to be in the best interest of the County.

12. Sufficient Appropriation - Any Agreement awarded as a result of this RFP process may be terminated if sufficient appropriations or authorizations do not exist. Such termination will be effective by sending written notice to the Contractor. The County’s decision as to whether sufficient appropriations and authorizations are available is in the sole discretion of the County and shall be final and binding upon the Contractor.

If the determination is made that there is insufficient funding to continue or finalize the services the Contractor will be compensated to the level of effort performed, as authorized by the County prior to that determination.

13. Code of Conduct - The successful Offeror shall abide by the Code of Conduct (https://www.bernco.gov/compliance-office/bernalillo-county-code-of-conduct/) of the County as it applies to the successful Offeror’s interactions with the County. Any violation of the Code of Conduct shall be considered a breach of the Agreement (a draft of the proposed Agreement is included in Section VII).

14. Acceptance of Conditions Governing the Procurement - Offerors must indicate their acceptance of the Conditions Governing the Procurement, Section II, in the Submittal Letter Form.

Submission of a proposal constitutes acceptance of all conditions contained herein including the evaluation factors contained in Section VI.

15. Standard Agreement - A draft copy of the proposed Agreement to be entered into is included in Section VII. However, the County reserves the right to negotiate with the successful Offeror provisions in addition to those contained in this RFP. The contents of this RFP, as revised and/or supplemented, and the successful Offeror's proposal will be incorporated into and become part of the Agreement.

16. Offeror Qualifications - The Selection Committee may make such investigations as necessary to determine the ability of the Offeror to adhere to the requirements specified within this RFP. The Selection Committee will reject the proposal of any Offeror who is not a responsible Offeror or fails to submit a responsive offer as defined in Ordinance §2-358 (oo) and (pp).

17. Right to Waive Minor Irregularities - The Purchasing Section reserves the right to waive minor irregularities. The Purchasing Section also reserves the right to waive mandatory requirements if all of the otherwise responsive proposals failed to meet the same mandatory requirements and the failure to do so does not otherwise materially affect the procurement. This right is at the sole discretion of the Purchasing Section.

18. Notice - The County Ordinance and the New Mexico criminal statutes impose felony penalties for bribes, gratuities and kick-backs.

19. Release of Information - Only the County is authorized to release information covered by this RFP. The Offerors must refer to the County any requests to release any information that pertains to the work or activities covered by any action or award related to this RFP.

20. Ownership of Documents - Any specifications, and other project documents are the property of the County.

21. Costs Incurred in Responding - This solicitation does not commit the County to pay any costs incurred in the preparation and submission of proposals or in making necessary studies or designs for the preparation thereof, nor to procure or contract for services.

22. Proposal Firm Offer - It is anticipated that an Agreement will be awarded within 90 days after receipt of proposals. Responses to this RFP will be considered firm for that time frame. The anticipated Agreement term three (3) years, with an option to renew for three (3) additional years.

The Total Agreement term shall not exceed six (6) years, including the renewal.

23. Insurance Requirements - Insurance is required of the Contractor in the limits identified in the Proposed Draft Agreement, Paragraph 15, attached hereto.

24. Proof of licensing - The County reserves the right to request proof of licensing for which licensure by the State of New Mexico or another agency is required, (e.g., Professional Architect/Engineer Number, State Bar Member Number, Contractor, etc.).

25. W-9 Information - Pursuant to Federal Tax Law (Internal Revenue Code, Section 6041), the County is required to obtain a Taxpayer Identification Number (TIN) and a completed W-9 from the successful Offeror; according to Federal Income Tax Law (Internal Revenue Code, Section 3406), failure to furnish this information promptly and correctly (within 30 days) may result in a $50.00 penalty imposed by the Internal Revenue Service. In addition, the Internal Revenue Service may require the County to withhold 28% or payments made, if the information is not furnished by the successful Offeror.

If the successful Offeror’s business is classified as a corporation, tax-exempt organization, government agency, or other exempt payee, the County will not file an Annual Information Return https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.bernco.gov%2Fcompliance-office%2Fbernalillo-county-code-of-conduct%2F&data=05%7C01%7Cacbaca%40bernco.gov%7Ca0475eac0ea04b74a46208dafef5c0ad%7C2017becccef8453fae3c04934fc97714%7C0%7C0%7C638102628707140665%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=NSVmDNQrHf0WLxXW26bnUPp2T3oQhj2sFyzUWqrk4uU%3D&reserved=0

(Form 1088 Misc.) on your behalf. However, the law requires your TIN in addition to informing the County of payee type. If classified as an individual or sole proprietor, the TIN is your Social Security Number; otherwise, your Federal Employer Identification Number serves as your TIN.

26. Applicable Law - This procurement and any Agreement that may result from this procurement shall be governed by the laws of the State of New Mexico.

27. Unfair Business Practices - A system or pattern of acts or practices that a relevant federal or enforcement agency has made a formal finding within the last three years to be discriminatory, deceptive, fraudulent, or abusive (or similar terms) under the New Mexico Unfair Practices Act, NMSA 1978, §57-12-1 et seq, or an applicable federal or other state consumer protection law relating to the subject matter of the procurement) or that has violated a relevant criminal statute, as evidenced by a public enforcement order or judgment, settlement with the enforcement agency or other formal finding by the relevant enforcement agency with regulatory enforcement authority under the applicable consumer protection law, or criminal conviction.

The County finds that it is a priority to protect its interests and the public's trust by conducting its business with partners that are committed to and consistently demonstrate engaging in fair and responsible business practices. The general purpose and intent of the New Mexico Unfair Practices Act is to ensure to the maximum extent practicable that contracting practices support conducting government business with partners who are committed to and consistently demonstrate engaging in fair and responsible business practices and avoid conducting its business with partners that engage in criminal or systematic deceptive, fraudulent or abusive business practices.

Offerors must submit with their proposal the completed “Unfair Business Practices Disclosure Form” found in Appendix E. Failure to complete and return the signed unaltered form may result in disqualification.

THIS SPACE INTENTIONALLY LEFT BLANK

III. RESPONSE FORMAT AND ORGANIZATION

This section describes the format and organization of the Offerors responses. Failure to conform to these guidelines may result in the disqualification of the proposal.

A. NUMBER OF RESPONSES

Offeror’s may submit only one (1) proposal.

B. PROPOSAL FORMAT

Format. Each file uploaded to the eProcurement System shall be in Optical Character Recognition (OCR) searchable PDF format unless otherwise indicated. Do not encrypt files and do not password protect the documents submitted.

The proposal must be limited in format and length. Length of the Proposal shall be limited to a maximum of one hundred (100) pages (printed sheet faces) of text and/or graphic material.

Material excluded from the one hundred (100) page maximum count shall include and shall be limited to:

Front cover (blank on back side) Divider pages (blank except for title information) Table of Contents (one page maximum) Submittal Letter Form Cost Detail Certificate(s) of insurance Resident Business Certificate

Resident Veteran Business Certificate Campaign Contribution Disclosure Form Unfair Business Practices Disclosure Form

Back cover (blank on one side)

ANY SHEETS OR PAGES INCLUDED IN THE PROPOSAL, BUT NOT SPECIFICALLY

EXCLUDED, AS NOTED ABOVE, SHALL BE COUNTED TOWARDS THE ONE HUNDRED

(100) PAGE MAXIMUM.

C. PROPOSAL ORGANIZATION

The proposal is to be organized and indexed in the following format and must contain, as a minimum, all listed items in the sequence indicated.

GROUP A

1. Offeror’s Technical Proposal (DO NOT INCLUDE COST, RATES, EXPENSES, OR

OPERATION FEES)

2. Proposal Summary (Optional)

3. Response to Submittal Requirements (Section V.)

4. Additional Required Materials (if applicable) as identified in Section V. (Submittal Requirements)

Proposal documents must be uploaded into the appropriate Requested Information Tab.

GROUP B

1. Submittal Letter Form. Proposals must be accompanied by a Submittal Letter Form

(Appendix C), which contains the following information:

A. Identity of the submitting business, including name and address of organization, firm, or

Department and nature of organization (individual, partnership or corporation, private or public, profit or non-profit);

B. Identifies the name and title of the person(s) authorized by the company to contractually obligate the business for the purpose of this RFP;

C. Identifies the names, titles, and telephone numbers of persons to be contacted for clarification questions regarding this RFP and person(s) to be contacted for negotiations.

D. Acknowledges receipt of any and all Addendums to this RFP;

E. By signing the form the Offeror is explicitly indicating the following:

1. Acceptance of Conditions Governing the Procurement as stated in Section II of this

RFP.

2. A concurrence to comply with the Pay Equity Reporting Requirements as stated in Section II of this RFP.

3. A commitment to comply and act in accordance with the following:

Federal Executive Orders relating to the enforcement of civil rights;

New Mexico State Statutes and County of Bernalillo Ordinances regarding enforcement of civil rights;

Federal Code, 5 USCA 7201 et. seq., Anti-discrimination in Employment;

Executive Order No. 11246, Equal Opportunity in Federal Employment;

Title 6, Civil Rights Act of 1964;

Requirements of the Americans with Disabilities Act of 1990 for work performed as a result of this RFP.

4. Signature on the form must be from a person authorized to contractually obligate the Offeror.

2. “Campaign Contribution Form”

In accordance with Appendix D, Offeror’s must comply with Procurement Ordinance, Chapter 2, Article V, Division 1-3, Section 2-390 (b), pertaining to the disclosure of campaign contributions made to an applicable public official of a local public body.

Offeror(s) shall submit the “Campaign Contribution Disclosure Form” with their proposal submittal. Any Offeror who fails to comply with this requirement will be disqualified, no exceptions. NOTE: THIS FORM SHALL BE SUBMITTED IN ITS

ORIGINAL FORMAT AND SHALL NOT BE MODIFIED OR CHANGED IN ANY WAY.

3. “Unfair Business Practices Disclosure Form” found in Appendix E. Failure to complete and return the signed unaltered form may result in disqualification.

4. Pay Equity Reporting Form (Section II, D)

5. Resident Business Certificate or Resident Veteran Business Certificate (See Section II.D.3 and Appendix B for additional information).

GROUP C

a. Complete Price Submission Form – Appendix F

b. Offeror’s Additional Terms and Conditions**

*Properly tabbed divider for this section must be included in the proposal. Optional Proposal Summary is for information overview only and will not be scored. If no summary is provided, a single sheet must be included, following the tabbed divider, stating “No Proposal Summary included with this proposal”.

**If no exceptions or modifications have been included and Offeror has explicitly indicated acceptance on the “Submittal Letter” and no additional proposed Terms and Conditions are included, so state on a single sheet, following the tabbed divider.

Within each section of their proposal, offerors should address the items in the order in which they appear in this RFP. All discussion of proposed costs, rates or expenses must occur only in a separate location with the cost response form.

Offerors may attach other materials that they feel may improve the quality of their responses.

However, these materials should be included as items in a separate appendix and counted towards the one hundred (100)-page maximum.

IV. SCOPE OF WORK

A. BACKGROUND

Bernalillo County currently requires off-site records storage services to house, manage, and preserve County records in both paper and electronic form.

Warehouse: The County requires a minimum of 3,000 cubic square feet to store records in physical form as well as a staging area that can be utilized for pallet prep, staging, and processing of incoming and outgoing records. Capability for expansion is required to allow for storage of up to 8,000 cubic foot boxes.

Vault: The County requires a secure, climate-controlled vault for the storage and preservation of 358 15”x5”x14” microfiche boxes. There must be additional room for anticipated growth of microforms that may reach up to 1,000 15”x5”x14” boxes.

B. MINIMUM TECHNICAL SPECIFICATIONS

1. Facility Conditions and Location

a. Construction – Facilities to be solidly constructed to meet local standards and codes, preferably of steel and concrete, and have adequate access roads and alternate routing. Floors shall support at least 300 pounds per square foot and at or above ground level to assure dry storage. Facilities to have adequate floor drainage and some type of monitoring system to detect infiltration of water.

Lowest shelves to be at least four inches (4”) off the floor. Adequate lighting is required to be able to access, process, and review record materials.

Exterior building markings/signage cannot fully or obviously disclose the purpose or contents of the facility.

b. Processing – An on-site climate-controlled inspection room containing tables, chairs, and lighting provided by the vendor must be available to accommodate indexing and analyzing of records by County staff.

c. Security – Secure vault and warehouse storage referred to herein to include protection against unauthorized access to facilities. Controls to include routine site inspections performed by security personnel, remote monitoring systems, annual reviews by third-party vendors, and background and credit checks of employees. Reviews are to be objective and conducted by an unrelated vendor with no specific audit standard.

Intrusion alarm systems to be monitored twenty-four (24) hours a day, seven (7) days a week. Security systems to be tested and serviced regularly.

Access to facilities to be restricted to Successful Offeror’s personnel except for pre-authorized visitors who are escorted at all times. For vault storage, security personnel to be on-site twenty-four (24) hours a day, seven (7) days a week, three-hundred and sixty-five (365) days of the year, with technical staff on-site during business hours.

Warehouse storage to have on-site security or regular patrols who enter into the building to make inspections. Any windows to have working locks and safety bars.

Exterior building entrances including parking areas to be properly secured.

d. Disaster Protection – Facilities to be protected against fire, flood, toxic chemical spills, and other man-made or natural disasters. The warehouse to have a zoned dry-pipe sprinkler system with a manual shutoff valve and be monitored twenty-four (24) hours a day.

Interior warehouse walls surrounding the records storage area to be at least one-hour-rated fire barrier walls. Vault areas to be fire-rated to twenty-four (24) hours and utilize FM-200 chemical fire suppression, Halon gas, or other industry standard systems.

Vault storage facilities to be hardened against disaster and have redundant power, fiber connections, and security systems built in. Records storage areas and adjacent rooms must not house any hazardous materials or any items at high risk for theft.

Smoke detection, fire detection, and fire suppression systems to be tested regularly.

Successful Offeror to provide a written disaster recovery plan for any catastrophic occurrences, including but not limited to; earthquake, fire, flood, etc. Successful Offeror shall be responsible for recovery from all such catastrophes including all associated costs and shall have established relationships with industry partners who can assist with disaster recovery.

e. Environmental Hazards – All facilities to be protected against insect and rodent pests, mold, mildew, and other environmental hazards. Successful Offeror must provide proof of semi-annual treatment and/or inspection for rodent and insect protection. Daily visual inspections and periodic roof inspections are required.

Vault areas to be shielded against ultraviolet light and electronic interference.

f. Climate Controls – Climate Controls are required for inspection rooms and vault storage. Controls are preferred but not required for warehouse storage. Where required, climate controls are to include constant temperature range of 60-75 degrees Fahrenheit and humidity range of 30% – 50%.

g. Location – Warehouse facilities for the storage of paper records must be located in or near downtown Albuquerque, close to County government offices due to statutory requirements and for convenient access. Vault and warehouse facilities to be safely distant from any environmentally unsafe or hazardous areas.

2. Method of Tracking – Offeror(s) to specify procedures for tracking the movement of inventory items in/out of inventory. An inventory tracking system to be provided that lists individual items by BC box number, status, department, classification, secondary descriptor, document range, date eligible for destruction, dates in/out of facility, date destroyed, facility location, shelf location, size, and cubic feet. The vendor will conduct bi-annual audits of holdings to verify all boxes are accounted for and the location in the tracking reflects their physical location as reported to the County as a normal part of services.

3. Forms and Procedures – Offeror(s) to specify procedures and related forms for all contracts and transactions including authorized signatories, customer contact information, emergency contacts, storage access authorization, inventory introductions, storage retrieval/delivery requests, site visits, and sign-in logs. Offeror(s) to provide one copy of each sample form.

Provision to be made for centralized contract management whereby the County Records Manager or designee approves all forms and transfers of records to and from storage.

4. On-demand Delivery and Retrieval – Offeror(s) to specify procedures for delivery and retrieval of stored items during normal business hours and after hours for emergency situations for any location across the County. Successful Offeror’s services and personnel to be available twenty-four (24) hours a day, seven (7) days a week and appropriately trained to handle emergencies and County requests.

5. Media Storage and Backup Tape Rotation – Offeror(s) to provide a secure process for weekly pickup and delivery of computer system backup tapes and other digital media as specified herein. Mechanism to be in place to determine oldest media to facilitate a recycling process.

Digital media to be transferred in special storage cases, listed on a rotation form, and logged into/out of inventory according to a set schedule. The Successful Offeror must provide containers for weekly transport of the backup tapes.

All media items including microfilm to be stored in vault conditions in unmarked bins or areas so that the exact location and contents are not obvious to casual observers.

6. Permanent Removal of Items from Inventory – The County may require the permanent removal from inventory or destruction of specified boxes and other inventory items.

Offeror(s) to specify the process for permanent removal of such items and return to the County. Offeror(s) to provide an explanation as to how the permanent removal of items fees are determined and when they apply.

All items permanently removed from inventory to be so identified in Successful Offeror’s records and in inventory reports indefinitely with capability to filter or suppress by date of destruction or other relevant data fields.

7. New Account Services and Transition Process – If Transition Services are required, Offeror(s) to describe their new account transfer process, including the costs and methodologies for transportation, intake, inventorying, and storing the County’s records, and any related setup of facilities, systems, procedures and personnel to comply with the requirements set forth herein.

If transition services are required to relocate records to new facilities, awarded Successful Offeror shall provide the essential elements of a project plan to complete this process, including a timeline, tasks, resources, and due dates; not to be included in the currently solicited proposal.

C. BUSINESS REQUIREMENTS

1. Company Qualifications – Offeror(s) to provide a profile of company history including the length of time in business, number of employees, organizational structure, and experience in successfully providing off-site records storage and handling services to existing customers of similar size and scope as stated herein.

2. Personnel Qualifications – Offeror(s) to describe policies and procedures to ensure that employees are properly screened, trained, and qualified to perform their duties to include a basic understanding of records management principles and practices.

Offeror(s) to describe identification for Security personnel such as company uniforms, ID tags, badges, or some form of company identification that is clearly visible.

3. Transportation of Records – Offeror(s) to provide fleet size and type of vehicles used for the transportation of records. Such vehicles to have appropriate security features such as anti-theft devices and alarms and be secured while at a pickup or delivery site. All vehicles to be equipped with fire extinguisher and subject to regular preventative maintenance.

4. Confidentiality and Ownership of County Records – Offeror(s) to outline procedures and/or controls to ensure the following confidentiality requirements:

County records stored with the Successful Offeror shall remain the property of the County at all times and under all conditions and be continuously accessible by authorized County personnel.

Successful Offeror shall hold such records in strict confidentiality. Successful Offeror and Successful Offeror’s employees shall not directly access County records at the file or document level without express written approval from the County.

Successful Offeror shall be liable for any data breach or unauthorized disclosure of information contained in County records stored with the Successful Offeror.

5. Reporting – Offeror(s) to provide a sample of an inventory report that reflects the indexing requirements as stated herein. Web-enabled inventory reporting and records requests are preferred. Successful Offeror shall provide monthly and on-demand inventory reports in electronic form containing indexing information specified herein. These reports can be on disk or downloadable from a secure website and must be capable of being manipulated by the County.

6. References – Offeror(s) to provide a minimum of three (3) references similar in size and scope as outlined in this RFP with contact name, address, phone number, and length of association and a brief synopsis of Offeror’s service relationship.

7. Accounting – Offeror(s) to provide a sample of an invoice. Monthly invoices are to be detailed by department showing type and quantity of records in storage and all related transaction charges and taxes. These invoices shall be reconcilable with the list of holdings and requested service charges.

All invoices shall be sent directly to Accounts Payable, 415 Silver Avenue SW, Albuquerque, NM 87102 and a copy of invoices shall be provided to the County Records Manager or designee.

The County will issue a blanket Purchase Order to the Successful Offeror with a maximum dollar amount that allows invoices to be paid against it until the total amount encumbered for the Purchase Order has been reached.

D. COST / PRICE FACTORS

Offeror(s) shall provide unit prices in the shaded cells of Columns E and F in the Price Submission Form – Appendix F.

Quantities shown in the Price Submission Form are estimated quantities only and may vary over time due to fluctuations in records inventory components, volume, and events. Therefore, the quantities provided are for responding purposes only and are not guaranteed as to the actual quantities during the term of the Agreement.