10-RFP 27-26-DC Asset Management Software Final.pdf

Bernalillo County

Request for Proposal # 27-26-DC

Asset Management Software Services

Non-Mandatory Pre-proposal MS Teams Meeting: December 10, 2025 @ 2:00 p.m. (local time)

Deadline for Receipt of Proposals: Wednesday, January 7, 2025: 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 November 2025

TABLE OF CONTENTS

I. INTRODUCTION

A. PURPOSE OF THIS REQUEST FOR PROPOSALS

B. SUMMARY SCOPE OF WORK

C. PROCUREMENT MANAGER

D. DEFINITION OF TERMINOLOGY

II. CONDITIONS GOVERNING THE PROCUREMENT

A. SEQUENCE OF EVENTS

B. EXPLANATION OF EVENTS

C. EVALUATION PROCESS

D. GENERAL REQUIREMENTS

III. RESPONSE FORMAT AND ORGANIZATION

A. NUMBER OF RESPONSES

B. PROPOSAL FORMAT

C. PROPOSAL ORGANIZATION

IV. SCOPE OF WORK

V. SUBMITTAL REQUIREMENTS

VI. EVALUATION CRITERIA

VII. PROPOSED DRAFT AGREEMENT

APPENDIX A - RANKING INFORMATION

APPENDIX B - APPLICATION OF PREFERENCES

EXHIBIT A - COST RESPONSE

EXHIBIT B - VENDOR TECHNICAL RESPONSE

ATTACHMENT A - CYBERSECURITY REQUIREMENTS

ATTACHMENT B - IT INCLUSIONS

ATTACHMENT C - COMMERCIAL OFF-THE SHELF (COTS) SOFTWARE TECHNICAL

SPECIFICATIONS

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

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 to inventory roadway, traffic, pavement, and storm drain assets maintained by the County and implement a new Computerized Maintenance Management System (CMMS) that will support Bernalillo County Public Work’s (BCPW) desire to develop a proactive asset management program for the organization.

BCPW has several primary asset management goals that must be supported by the selected CMMS:

• Build a trusted system of record integrated with GIS for all roadway and traffic infrastructure, pavement, and storm drain assets maintained by the County.

• Determine the Pavement Condition Index (PCI™) rating from zero (failed) to 100 (excellent) for consistently describing a pavement's condition and for predicting its maintenance and rehabilitation needs.

• Make informed decisions about how to invest limited ratepayer dollars, using reliable data about current asset conditions.

• Create a work order system with both public facing and internal interface to assign tasks to staff and track the repair and maintenance of assets.

• Shift from a reactive asset management approach to proactive asset management by defining preventative maintenance schedules.

B. SUMMARY SCOPE OF WORK

BCPW is seeking qualified firms to inventory roadway, traffic, pavement, and storm drain assets maintained by the County and implement a new Computerized Maintenance Management System (CMMS) that will support BCPW’s desire to develop a proactive asset management program for the organization.

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.

David Conkle. Purchasing Administrator Bernalillo County Purchasing 415 Silver Ave. SW, 6th Floor Albuquerque, New Mexico 87102 Telephone: (505) 364-3481 E-mail dconkle@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.

“Agency Data” means all data, records, files, and information, in any form, that the Vendor receives, stores, processes, or transmits on behalf of the Agency.

mailto:dconkle@bernco.gov

“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.

“Breach” means any actual or reasonably suspected unauthorized access to, acquisition of, use of, or disclosure of Agency Data, including but not limited to personal, confidential, or sensitive information, maintained or processed by the Vendor under this Agreement.

“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.

“Security Incident” means any event that may indicate a Breach or potential compromise of the confidentiality, integrity, or availability of Agency Data.

“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 November 23, 2025

2. Non-mandatory Conference Purchasing, /Selection Committee, Offerors December 10, 2025

3 Deadline to Submit Questions, due 5:00 p.m.

Potential Offeror December 30, 2025

4. Response to Written Questions/RFP

Purchasing, /Selection Committee January 2, 2026

5. Submission of Proposal Offerors January 7, 2026

6. Proposal Evaluation Selection Committee Week of January 12, 2026

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

Purchasing Section Week of January 19, 2026

8. Interviews (if applicable) Selection Committee, Finalists Week of January 26, 2026

9. Contract Negotiations Purchasing /Selection Committee Week of February 2, 2026

10. Award Bernalillo County Commission TBD

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 2:00 p.m. Mountain Standard Time/Daylight Time on MS Teams only To participate, join the meeting by phone, (Dial-in Number): 1-505- 225-7962 conference ID 915 435 414#. or by video https://www.microsoft.com/en-us/microsoft-teams/join-a-meeting?rtc=1. Meeting ID: 277 329 693 035 6 Password:

Gq33tz9A.

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

https://www.microsoft.com/en-us/microsoft-teams/join-a-meeting?rtc=1 https://www.microsoft.com/en-us/microsoft-teams/join-a-meeting?rtc=1

3 Questions/Clarifications Prior to Pre-Proposal Conference - Potential Offerors are encouraged to submit written questions in advance of the conference at https://bernco.bonfirehub.com/Opportunities. Perspective Offerors must register with the County’s public purchasing portal at https://bernco.bonfirehub.com (the “Portal”) and initiate the communication electronically through the Opportunity Q&A at https://bernco.bonfirehub.com/Opportunities. The County will not accept any communications by any other means, except as specifically stated in this RFP.

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. Deadline to Submit Additional Written Questions - Prospective Offerors may submit additional 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 5:00 p.m. Mountain Standard Time/Daylight Time as indicated in the sequence of events. Questions shall be clearly labeled and shall cite the Section(s) in the RFP or other document which form the basis for the question.

6. Response to Written Additional Questions - An Addendum will be issued in response to additional written questions and will be distributed to all recipients of the original RFP. 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. The identity of the perspective Offeror submitting the question(s) will not be shared.

7. 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 January 7, 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 https://bernco.bonfirehub.com/Opportunities https://bernco.bonfirehub.com/ https://bernco.bonfirehub.com/Opportunities https://bernco.bonfirehub.com/ https://bernco.bonfirehub.com/Opportunities%20%20until%205:00 https://bernco.bonfirehub.com/login https://bernco.bonfirehub.com/ 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 100 points. Each member’s point totals will be 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

CERTIFICATE AND QUALIFY FOR THE PREFERENCE, PLEASE CONTACT THE

PROCUREMENT MANAGER IN SECTION I.C BY TELEPHONE: (505) 364-3481 OR EMAIL:

dconkle@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 http://www.bernco.gov/general-services/pay-equity.aspx mailto:dconkle@bernco.gov 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 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 anticipated Agreement term shall be Two (2) year period with an option for Two (2) additional Two (2) year periods. For a total of Six (6) years.

23. Insurance Requirements - Insurance is required of the Contractor in the limits identified in the Proposed Draft Agreement, Paragraph 14, 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 (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.

222527246

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 Fifty (50) pages (printed sheet faces) of text and/or graphic material.

Material excluded from the Fifty (50) 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 Fifty (50) 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.

File #1 (Mandatory)

1. Table of Contents

2. 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.

3. “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.

4. Proposal Summary (optional)*

5. Response to Proposal Requirements (except for the cost response). See Section V (submittal Requirements) for further details.

6. Additional Required Materials

File #2

1. Complete Cost Response (EXHIBIT A)

2. Complete Technical Requirements (EXHIBIT B)

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

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

5. 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 Fifty (50)-page maximum.

IV. SCOPE OF WORK

The items listed below are the minimum services required for successful completion of the CMMS implementation.

1. Asset Inventory and CMMS System Selection

BCPW is seeking qualified firms to inventory roadway infrastructure, pavement, and storm drain assets maintained by the County and implement a new Computerized Maintenance Management System (CMMS) that will support BCPW’s desire to develop a proactive asset management program for the organization.

2. Professional Services A. Installation

• Implementation vendor must work with software vendors to provide a production and test environment for the newly selected CMMS

B. Project Management

• Develop a project plan that details key activities, identifies responsible parties, level of effort, critical implementation, and milestone dates.

• Provide regular status reporting on task completion and project risks to the BCPW lead

• Co-lead project status meetings with BCPW project manager

• Develop testing plans that allow for thorough testing of system configurations and workflows

• Document go live plans that will ensure a smooth rollout of the new CMMS

C. Configuration

• Lead requirements sessions with BCPW, IT, and GIS staff as necessary to document detailed configuration requirements

• Provide advice and guidance on configuration approaches that will allow BCPW to meet our asset management goals and take advantage of best practices and lessons learned from other similar implementations

• Document system configuration requirements

• Complete system configuration based on BCPW requirements and industry best practices

• Incorporate existing GIS data for Bernalillo County roadways and infrastructure and assets.

• Test system configuration to ensure all options are correctly configured to meet BCPW requirements

• Provide technical documentation that details configuration decisions, workflow details, and system integration specifications

D. Asset Data Collection and Loading

• Conduct pavement condition asset and inventory surveys using a vehicle-mounted 3D sensor system composed of lasers, LiDAR, cameras, GPS, and/or other applicable systems. The system should automatically locate, measure, detect, store, quantify, and categorize assets and current condition of assets including but not limited to:

• Roadways

• Pavement

• Sidewalk

• Curb ramps

• Speed humps

• Multiuse paths

• Traffic signs

• Traffic and pedestrian signals

• Warning flashers

• Streetlights

• Pavement markings

• Ditch Gates

• Cattle Guards

• Channels

• Water Quality Features

• Inlets

• Outfalls

• Lift Stations

• Ponds

• Traffic Calming Devices

• Traffic Cameras

• Traffic Network Elements

• Traffic Signals

• Traffic Signs

• Guardrails

• Traffic Network

• Bridges

• Valve boxes and manholes

• Drop inlets

• For assets not visible or located on the surface, the CMMS shall also be capable of using existing GIS data, field surveys, or as-built information to store locate, measure, quantify, and categorize assets and current condition of assets including but not limited to:

• Utilities

• Pipes

• Force Mains

• Infiltrators

• Storm Sewer Lines

• Channel Lines

• Culvert Lines

• Lift Stations

• Sanitary and storm drain manholes

• SCADA system and network

• ITS Data Network

• Traffic signal cabinet components

• Vendor shall work directly with end users and field operations staff to determine necessary data collection requirements. Emphasis is placed on collecting only necessary and most useful information to maintain simple assets schemas and ensure efficient workflow when adding or editing assets. Prior to collecting asset data and populating CMMS, Vendor shall provide data collection templates for each asset type for BCPW approval.

• Assets shall be located, categorized and coded according to industry and local standards.

Examples:

• Signs shall be located by GPS coordinates and adjacent roadway name and categorized by Manual on Uniform Traffic Control Devices code, size, and text. i.e.

MUTCD Code: R1-1, Size: 30x30 Variable text: STOP

• Roadside barriers shall be located by GPS Coordinates and adjacent roadway name and categorized by type, end treatment NCHRP MASH test level criteria, and length, and post type i.e: W-beam, TL-3, 320ft, I-beam

• Roadways by name and FHWA functional classification: local, minor collector, major collector, minor arterial, and principle arterial

• Pavement Condition: The system shall be capable of using it’s inspection data and a pavement condition index (PCI™) rating from zero (failed) to 100 (excellent) for consistently describing a pavement's condition and for predicting its maintenance and rehabilitation needs.

E. Asset Management and Work Order System

• Create dashboards and website for both public and internal interface.

• Develop separate context dependent workflows for both internal and public work order management in each interface

• Develop tasks and work flows specific to each user groups and asset types.

• Review work flows with end users and revise as necessary prior to implementation.

• Provide continued support to revise and improve dashboards and workflows as needed.

F. SAP and GIS Integration Interface Development

• Develop a two-way integration between SAP and the selected CMMS to ensure that items remain in synch between the two systems. For example, service orders, requests for material, and use of materials in CMMS are also reflected in SAP

• Confirm and document detailed requirements for integrations with SAP and GIS.

• Work with other software vendors, when necessary, to ensure integration requirements for the source system are fully understood and development and testing efforts are coordinated

• Complete integration development and testing

G. Training Development

• BCPW wants a train the trainer approach for end user training with designated BCPW super users prepared to deliver end user training for BCPW employees in specific subject areas

• Prepare a training plan for BCPW super users that covers all administrative and end user workflows broken into logical subject modules.

H. Post Implementation Technical Support

• Provide ongoing technical support to BCPW users immediately following go live to ensure system configurations and integrations are working smoothly.

• Update configuration and integrations to address situations where the system is not working efficiently to requirements.

• Provide continued support for integrations as needed.

V. SUBMITTAL REQUIREMENTS

A. Firm Qualifications & References (max 5 pages)

1. Please provide an overview of your firm’s qualifications and experience.

2. Three references for projects of similar scope. References must include a brief description of the project and outcome, a point of contact along with their address, phone number, and email address. References must be provided using the Reference Form included with this RFP. References must be from other water or sewer utilities with treatment plants.

Preferably, references would also include clients using integrations between the proposed CMMS and the software integrations requested by BCPW within this RFP. Additionally, references from municipalities operating under a consent decree or similar reporting requirements would be ideal.

B. Project Team (max 5 pages)

1. Identify the primary team members and their roles in the project in an organizational chart.

2. Provide each person’s name, title, summarized qualifications, and related experience.

C. Cybersecurity and Technical Information: (max 5 pages) Provide a response for each of the following items related to the proposed CMMS:

1. Attachment A – Cybersecurity Requirements – Provide a response to each requirement.

2. Attachment B – IT Inclusions – Confirm, in detail, that the vendor will meet each requirement.

3. Attachment C – COTS Software Technical Specifications – Provide a response for each item.

D. Project Approach, Scope of Work, and Timeline: (max 5 pages)

1. Detail the firm’s approach to the Scope of Work attached to this RFP

2. Highlight lessons learned from other similar CMMS implementations that will benefit BCPW.

3. Explain how BCPW will be positioned to self-administer the selected CMMS system as a result of the engagement approach.

4. Provide a project timeline with key project phases, deliverables, and milestone dates.

E. Exceptions: Should Bidder have any exceptions to the sample agreement included with this

RFP, Bidder must include them with this proposal.

F. Schedule of Prices: Complete the Bid Table in the Bonfire Procurement tool for this RFP in its entirety. Include all expenses such meals, travel, and other costs associated with each task. Note the reimbursable project expenses outlined in this RFP. The BCPW does not reimburse for travel time. Please include a price breakdown document in addition to the Bid Table, so we have full visibility into other price details that cannot be fully explained in the Bid Table.

G. Demonstrations: Design of the proposed CMMS is a primary selection consideration for BCPW.

Bidders must submit three pre-recorded video demos that highlight the proposed system’s capabilities in specific areas: Links should be provided in Bonfire.

1. Dash Boards: This video should demonstrate public facing and internal facing dashboards that may be encountered by a citizen or seasoned employee. This video should demonstrate:

A. How a citizen can report a concern such as a down sign, pothole, or traffic signal malfunction.

B. How the reported concern and/or duplicate concern appear on an external facing website.

C. How a BCPW representative would receive a citizen reported issue, respond to it, and create a work order if necessary.

D. How a BCPW employee would create a work order from their work order dashboard and view other work in progress.

2. Mobile Features: This video should demonstrate how a field worker would complete the following actions on an tablet or phone: (5 Minutes Max)

A. Generate a work order from a map view or search query

B. View assigned work orders or…