10-IFB26-16 Streetlight Fixtures Procurement FINAL 20250709.pdf

Invitation For Bids (IFB)

Incorporated County of Los Alamos Procurement Division

101 Camino Entrada, Building 3 Los Alamos, NM 87544

An Equal Opportunity Employer

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.

Required 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.

INCORPORATED COUNTY OF LOS ALAMOS

BID AND SPECIFICATIONS

Streetlight Fixtures

INVITATION FOR BIDS NO. IFB26-16

Advertised on _____________ in the ____________________

IFB No. 26-16 Streetlight Fixtures

Prepared by:

Project Manager

Authorized for release by:

Remainder of this page intentionally left blank.

Deputy Public Works Director

LOS ALAMOS COUNTY

PROCUREMENT DIVISION

101 Camino Entrada, Building 3, Los Alamos, New Mexico 87544

(505) 662-8056 Advertised: July 10, 2025 Closing Date: July 31, 2025 Non- Mandatory Pre-Bid: Wednesday, July 16, 2025, 11:00 AM Mountain Time

Invitation for Bids (“IFB”) IFB Number: 26-16

IFB Name: Streetlight Fixtures CN5101840

A. GENERAL INFORMATION

1. This is a brand name or equal specifications procurement. The designated brand names are:

a) Acuity Brands Lighting, Inc. AEL (American Electric Lighting)

i) ATBS - (NMDOT Approved Products List Spec 716)

ii) ATBM - (NMDOT Approved Products List Spec 716-B)

And any other brand identified in the solicitation documents. The nature of the products makes use of a brand name or equal specification suitable for the procurement. The Deputy Chief Purchasing Officer has determined that essential characteristics of the brands described above are commonly known in the industry or trade. Use of the brand names are for the purpose of describing the standard quality, performance, and characteristics desired and is not intended to limit or restrict competition. Substantially equivalent products to those designated will be considered for award, the County reserves the right to obtain additional information from the bidder regarding technical and performance specifications of suggested alternates and final right to determination of equivalency shall be determined by the County.

2. ELECTRONIC SUBMISSIONS ONLY

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 Bids submitted through the County’s Procurement Portal by the Bid 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 Bid through the County’s Procurement Portal, follow the instructions on page 1 of this solicitation.

Only Bids received through the Procurement Portal prior to 2:00 p.m. MDT, July 31, 2025 will be reviewed.

3. ADDITIONAL DOCUMENTS AND INFORMATION INCLUDED AS A PART OF THIS IFB

Additional documents are referenced in this IFB, 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 Bidders’ Response will be noted as such in each individual solicitation posted on the County’s Procurement Portal, and Bidders will be unable to submit their Bids through the County’s Procurement Portal until all required documents and information have been uploaded or provided by Bidders.

https://losalamosnm.bonfirehub.com/

4. GRANT RELATED INFORMATION

Federal Funding. This project is wholly or partially funded with Federal Highway Administration funds, which are administered by the New Mexico Department of Transportation (NMDOT) through the subrecipient grant agreement CN5101840 between NMDOT and the County. As part of any response to this solicitation, Bidders shall affirm their ability to meet federal grant requirements contained herein.

Bidders who cannot affirm ability to meet these requirements may be deemed non-responsive or non-responsible. The below requirements apply:

5. Non-Mandatory Pre-bid Conference Information

This conference is held to answer questions from the prospective bidders as well as familiarize bidders with the project. Questions regarding the meaning of specifications or other documents related to the project should be submitted in writing prior to the pre-bid conference. The County will preside over the pre-bid conference and provide for the recording and distribution of minutes. The pre-bid conference will include, but not be limited to the following:

a) Discussion of schedule for procurement.

b) Review of specification.

6. QUESTIONS

Any questions must be received in writing at least six (6) 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. Bidders who submit questions via e-mail or by phone shall be redirected to submit written questions through the County’s Procurement Portal.

Bidders must submit in writing through the County’s Procurement Portal, as stated herein, any questions or requested clarification necessary for Bidder to provide a complete Response with all Bid response components and pricing included. Bidders are asked to refrain from including in Bids statements such as “more information available upon request,” “pricing to be determined,” or other similar statements. Such statements and failure of Bidder to seek clarification needed for Bidder to provide the requested information may result in a Bidder 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 Bidders, as further described herein. Failure of any bidder to receive any addendum or interpretation shall not relieve such bidder from any obligation under its bid as submitted. All addenda so issued shall become part of the solicitation documents.

The County reserves the right to issue addenda to the solicitation documents including construction specifications and plans during the advertising period as provided in the solicitation documents. Bidders are responsible for determining if any addenda have been issued. The terms, bid and solicitation are interchangeable. Also, the defined terms contract and agreement are interchangeable.

7. The Incorporated County of Los Alamos (“County”) invites Bids from all qualified respondents. No Bid may be withdrawn after the scheduled closing time. Bids 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 provided with this IFB as part of your submission. Any misinterpretation or failure to comply with the submission requirements could result in rejection of the Bid. Bid preparation is at the Bidder’s expense.

8. County reserves the right, at its sole discretion, to accept or reject any Bids; to waive any and all irregularities in any or all statements or Bids; to request additional information from any or all respondents; and to award a contract and/or purchase order to the responsive and responsible Bidder whose Bid is most beneficial to County. While County intends to execute a contract and/or purchase order for the items listed herein, nothing in this document shall be interpreted as binding County to enter into a contract with, or award a purchase order to, any Bidder.

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

10. Proposers/Bidders are informed that State law requires that all foreign corporations (NMSA 1978 §53- 17-5) and limited liability corporations (NMSA 1978 §53-19-48) procure a certificate of authority to transact business in the state prior to transacting business in the state of New Mexico.

11. TAXES: County is exempt from New Mexico Gross Receipts Tax (“NMGRT”) for the purchase of tangible personal property. Prices shown on the Bidder’s Bid shall be exclusive of NMGRT. A properly issued Type 9 Non-Taxable Transaction Certificate may be obtained from County that will document the exemption from the NMGRT.

12. Delivery Shall be made to Los Alamos County 101 Camino Entrada, Los Alamos, New Mexico 87544.

13. FREIGHT: Bidder’s Bid must include estimated freight, as a separate line item, and any and all other shipping and/or handling costs. Freight shall be prepaid and added to invoice.

14. PAYMENT TERMS: Payment terms are Net 30 Days.

B. CONTACT INFORMATION

1. For project-specific information, Aaron Park, Project Manager, at aaron.park@lacnm.us (505) 662- 8176.

2. For procurement process information, Derrill Rodgers, Deputy Chief Purchasing Officer, at derrill.rodgers@lacnm.us; (505) 663-3507.

C. NEED STATEMENT

This project is issued by and under the control of the Incorporated County of Los Alamos. The project is managed by the Public Works Traffic and Streets Division.

The project scope is as follows, but is not limited to the following:

Awarded Contractor shall provide Streetlight fixtures. The installation of Streetlight Fixtures will be performed by Los Alamos County.

All supplied materials shall meet the requirements detailed in Attachment 1.

THE SCOPE DOES NOT INCLUDE THE INSTALLATION OF STREETLIGHT FIXTRUES, THIS

SOLICITATION IS SOLELY FOR THE PROCURMENT OF STREETLIGHT FIXTURES AND

ASSOCIATED FREIGHT FOR DELIVERY OF THE MATERIALS TO THE COUNTY, AS

DESCRIBED HEREIN.

mailto:aaron.park@lacnm.us mailto:derrill.rodgers@lacnm.us

Estimated project dates are as follows:

Bid Advertise July 10, 2025 Non-Mandatory Pre-Bid Conference July 16, 2025 Bid Opening July 31, 2025 Bid Award August 26, 2025

All required documents shall be a condition of the Agreement.

D. NOTICE TO BIDDERS: Special Information Related to Specifications.

See Attachment A for specifications information.

E. REQUIREMENTS FOR BIDDERS

Bids must be made with the understanding and in accordance with these conditions for Bidders:

Bid Evaluation Criteria

Bid acceptance and bid evaluation. Bids shall be unconditionally accepted without alteration or correction, except as authorized in this article. Bids shall be evaluated based on the requirements set forth in the IFB, which may include criteria to determine acceptability such as inspection, testing, quality, workmanship, delivery and suitability for a particular purpose. Those criteria that will affect the bid price and be considered in evaluation for award shall be objectively measurable, such as discounts, transportation costs, and total of life cycle costs. The IFB shall set forth the evaluation criteria to be used. Only criteria that are set forth in the IFB may be used in bid evaluation. Interviews are to be used only for the purpose of clarification. The final evaluation results shall be forwarded to the purchasing agent.

The evaluation criteria for this IFB are:

1. Accurate submission of Bid Response Documents

2. Cost

3. Bidder’s affirmation that the luminaires in the bid response conform to the specifications detailed in Attachment 1.

4. Submission of Appendix B from the Specification applicable to the luminaires in the bid response.

County may consider a bid to be non-responsive or non-responsible if the Bidder fails to include any of the items described in items 1 through 4 above.

Responsible bidder: means a person, who has been determined by the purchasing agent or evaluating committee to have the capability in all respects to perform fully the contract and/or purchase order requirements, including the financial resources, personnel, service reputation and experience, capacity, production or service facilities, equipment and credit which will ensure satisfactory delivery of the goods, services or construction described in the IFB.

Responsive bidder: means a person who has submitted a bid that conforms in all material respects to the requirements set forth in the IFB. Material respects of a bid may include but are not limited to, price, quality, quantity, and delivery requirements.

F. AWARD OF IFB

The successful Bidder will be required to execute a contract with County in accordance with the terms and conditions set forth in the Services Agreement or Purchase Order (“PO”), samples of which are available with the solicitation documents in the Portal. Bidder may identify any exception or other requirements to the terms and provisions in the Agreement, along with proposed alternative language addressing the exception, utilizing the Agreement Deviations and Exceptions Form; County may, but is not required to, negotiate changes in contract terms and provisions. The Agreement as finally agreed upon must be in form and content acceptable to County.

G. BID RESPONSE DOCUMENTS

The following documents must be completed and included in the Bid response:

1. Completed Bid Form

2. Certification – Debarment, Suspension, and other Responsibility Matters.

3. Campaign Contribution Form – Included in the Project documents for this IFB. If Form is not submitted with the Bid, upon award, Contractor must submit this form, in accordance with Chapter 81 of the laws of 2006 of the State of New Mexico.

4. Authorization for Verification of Information

5. Attachment 1 – Appendix B Submittal Form

6. Submission of Submittals required in the LED Streetlight Specification, Attachment 1, as applicable.

7. Agreement Deviations and Exceptions Form

H. OBLIGATIONS OF FEDERAL CONTRACTORS AND SUBCONTRACTORS; EQUAL

OPPORTUNITY CLAUSES

Contractors and Subcontractor shall abide by the requirements of 41 CFR §§ 60-1.4, 60- 300.5 and 60-

741. These regulations prohibit discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities, and prohibit discrimination against all individuals based on their race, color, religion, sex, sexual orientation, gender identity, or national origin. Moreover, these regulations require that covered prime contractors and subcontractors take affirmative action to employ and advance in employment individuals without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status or disability.

Contractors and Subcontractors agree to comply with all the provisions set forth in 29 CFR Part 471, Appendix A to Subpart A.

I. ILLEGAL ACTS

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.

J. CERTIFICATION FORM REGARDING DEBARMENT, SUSPENSION, AND OTHER

RESPONSIBILITY MATTERS

Bidder shall complete the Certification Regarding Debarment, Suspension, and Other Responsibility Matters Form, and submit with the Bid. This Form serves as a warrant of the vendor’s responsibility, and may not necessarily preclude the vendor from consideration for award.

K. CAMPAIGN CONTRIBUTION DISCLOSURE FORM

The Bidder is requested to complete the Campaign Contribution Disclosure Form, and submit with the Bid.

If Form is not submitted with the Bid, upon award, Contractor must submit this form, in accordance with Chapter 81 of the laws of 2006 of the State of New Mexico.