10-RFP26-19 Landfill Methane Monitoring and Maintenance Services FINAL 072325.pdf

REQUEST FOR PROPOSALS (RFP)

Incorporated County of Los Alamos Procurement Division

101 Camino Entrada, Building 3 Los Alamos, NM 87544

RFP26-19 Landfill Methane Monitoring and Maintenance Services

Template Version: 20250321

NOTIFICATION REGARDING SUBMISSION PROCESS AND REGISTRATION INSTRUCTIONS

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

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

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

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

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

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

NEEDS STATEMENT

The Incorporated County of Los Alamos (“County”) is requesting Proposals from qualified and experienced firms to monitor and perform monitoring, maintenance and repairs on the Gas Collection and Control System.

In the interest of public safety, landfill gas is to remain within the permit boundaries of the County landfill as required by NMAC 20.9.5.9.

SOLICITATION INFORMATION

Solicitation No. RFP26-19

Solicitation Title Landfill Methane Monitoring and Maintenance Services

Single-step or Multi-step Single-step

Requesting Dept. Public Works

SOLICITATION SCHEDULE

Advertised July 24, 2025

Pre-Proposal Conference Non-Mandatory July 30, 2025, 8:30 a.m. Mountain Daylight Time Virtual https://tinyurl.com/2nym55kr

Question Submission Deadline

July 31, 2025, 2:00 p.m. Mountain Daylight Time

Responses to Questions Issued by County

August 4, 2025, 5:00 p.m. Mountain Daylight Time

County reserves the right to issue responses at any time prior to this date.

Proposal Due Date and Closing

August 8, 2025, 2:00 p.m. Mountain Daylight Time

Late responses will not be considered.

CONTACT INFORMATION

Procurement Contact Name Jeff Engelhardt

Title Management Analyst

E-Mail Jeff.engelhardt@losalamosnm.gov

Phone No. 505.662.8056

ESTIMATED PROCESS SCHEDULE AFTER CLOSING

The estimated dates of the solicitation process after closing are tentatively planned as follows, are provided here for informational purposes only, and at County’s discretion, may be subject to change without prior notification. Discussions may be conducted with responsible offerors who submit Proposals determined to be reasonably likely to be selected for award for the purpose of clarification to ensure full understanding and conformation with the solicitation requirements for the purpose of obtaining best and final offers.

Proposal Evaluation August 11, 2025 – August 15, 2025

Contract Drafting, Legal Review, and Negotiations

August 18, 2025 – September 12, 2025

Estimated Contract Award October 1, 2025

1. ELECTRONIC SUBMISSIONS

https://tinyurl.com/2nym55kr mailto:Jeff.engelhardt@losalamosnm.gov

Template Version: 20250321

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 Proposals submitted through the County’s Procurement Portal by the Proposal Due Date stated herein, or as may be modified by addendum, will be considered. Late responses will not be considered. To register to view and download solicitation documents and submit a Proposal through the County’s Procurement Portal, follow the instructions on page 1 of this solicitation.

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

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

Please also reference “Proposal Format and Response Components” below.

3. GRANT RELATED INFORMATION

It is not anticipated that this project will be funded by a grant; no additional grant-related information provided.

4. QUESTIONS

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

Offerors must submit in writing through the County’s Procurement Portal, as stated herein, any questions or requested clarification necessary for Offeror to provide a complete response with all Proposal response components and pricing included. Offerors are asked to refrain from including in Proposals statements such as “more information available upon request,” “pricing to be determined,” or other similar statements. Such statements and failure of Offeror to seek clarification needed for Offeror to provide the requested information may result in an Offeror 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 Offerors, as further described herein.

5. MULTI-STEP PROCESS

This is a single-step RFP; multi-step process information does not apply.

6. DEMONSTRATION INFORMATION

Demonstrations are not planned for this RFP.

7. GENERAL INFORMATION

7.1. About Los Alamos County. The Incorporated County of Los Alamos is situated at the foot of the

Jemez Mountains on the Pajarito Plateau with an elevation ranging from 6,200 feet to 9,200 feet.

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Los Alamos is an incorporated county, established under a special provision of the State constitution, giving it both county and municipal authority and powers. Two distinct communities, Los Alamos Town site and White Rock, each with its own visitor center, are home to ~19,000 people. Los Alamos is mostly known for the historic accomplishments of its largest employer, Los Alamos National Laboratory, and continues to gain notice for its vast scenic assets and recreational opportunities. Visit the Los Alamos County website (www.losalamosnm.us) and the tourism website (www.visitlosalamos.org) for more information.

7.2. Unless otherwise defined, the following terms may be used interchangeably throughout this RFP:

“Offeror,” “Contractor,” and “Vendor” “Proposal,” “Response,” and “Submittal” “Software,” “Solution,” and “System” “Project” and “Services” “RFP” and “Solicitation”

7.3. The County invites Proposals from all qualified respondents. No Proposal may be withdrawn after the scheduled closing time. Proposals will not be accepted after the scheduled closing time.

Please make note of the submittal requirements outlined in this solicitation. Read and follow the instructions carefully. Include the required documents stated in this RFP as part of your submittal packet. Any misinterpretation or failure to comply with the submittal requirements could result in rejection of the Proposal. Proposal preparation is at the Offeror’s expense.

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

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

7.6. Proposals are Public Records. Pursuant to the New Mexico Inspection of Public Records Act, NMSA 1978, Chapter 14, Article 2, all materials submitted under this RFP shall be presumed and considered public records. Except to the extent any information may be protected by state or federal law, Proposals shall be considered public documents and available for review and copying by the public. County declines to sign any non-disclosure agreements or confidentiality agreements submitted by potential Offerors. If an Offeror fails to submit information requested in the RFP that Offeror considers to be confidential, the County reserves the right to find any Offeror’s Proposal non-responsive or non-responsible based on the information provided in or excluded from Offeror’s response.

7.7. The County contemplates a multi-term contract as a result of this RFP. The term of the contract may be for a period of up to seven (7) years. This is the written determination of the Chief Purchasing Officer that such a contract will serve the best interests of the County by promoting economies in County procurement.

7.8. Offerors are notified that they must propose pricing for each potential year of the contract. County may consider, but is under no obligation to accept, proposed cost escalators (e.g., a proposed specific dollar amount) or a cost escalator mechanism (e.g., an annual percentage escalator or use of a Consumer Price Index or Producer Price Index) for future years of an agreement. Pursuant to County Ordinance, the use of a cost-plus-a-percentage-of-cost contract is prohibited.

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7.9. Offerors 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.

7.10. The Chief Purchasing Officer has determined a preference is applicable to this solicitation. Offerors must submit a written request for preference, using the Request for Preference form provided through the County’s Procurement Portal, with a copy of the applicable state-issued preference certificate, with its Proposal to qualify for preference. Ref. County Code Section. 31-261(b) and Section13-1-21 NMSA 1978 et al.

8. PROPOSAL REVIEW AND EVALUATION

Proposals shall be handled so as to prevent disclosure of the identity of any Offeror or the contents of any Proposal to competing Offerors during the process of negotiation.

After the RFP has closed, Procurement Division staff prepares a register of Proposals containing the name of each Offeror, the number of modifications received, if any, and a description sufficient to identify the item offered. The register of Proposals is open to public inspection only after contract award.

Procurement Division staff releases Proposals to the Evaluation Committee. The Evaluation Committee reviews and evaluates the submittals. If interviews are conducted, they may only be for the purpose of clarification and may be used for adjusting the final score. Discussions may be conducted with responsible offerors who submit Proposals determined to be reasonably likely to be selected for award for the purpose of clarification to ensure full understanding and conformation with solicitation requirements for the purpose of obtaining best and final offers. For proposals that qualify for Preference, as described in the Request for Preference form provided through the County’s Procurement Portal, preference factors will be applied as applicable in accordance with the most current County Code Section 31-261(b) and NMSA 1978 Section 13-1-21 et al., as may be modified from time to time.

The Evaluation Committee Chairperson provides final evaluation results to the Procurement Division.

Award shall be made to the responsible Offeror whose Proposal is determined in writing by the Evaluation Committee to be the most advantageous to the County, taking into consideration the evaluation criteria set forth in the solicitation.

9. AWARD OF SOLICITATION

Following award of the solicitation, the successful Offeror will be required to execute a contract with County in accordance with the terms and conditions set forth in the Sample Agreement, which is provided through the County’s Procurement Portal. Offerors must identify any exception or other requirements, if any, to the terms and provisions in the Services Agreement, along with proposed alternative language addressing the exception. County, as a governmental entity, is subject to certain laws and prohibitions and may, but is not required to, negotiate changes in contract terms and provisions, but will not agree to language that is in violation of the law. The Agreement as finally agreed upon must be in form and content acceptable to County.

10. OBLIGATIONS OF FEDERAL CONTRACTORS AND SUBCONTRACTORS; CONTRACT CLAUSES

Federal Contractors and Subcontractors shall abide by applicable state and federal requirements, which may include but are not limited to all the provisions set forth in 29 CFR Part 471, Appendix A to Subpart A, and may be required to be included or incorporated by reference into the Agreement.

11. ILLEGAL ACTS

The County Procurement Code, Article 9, imposes remedies and penalties for violation of the County Code. In addition, New Mexico criminal statutes impose felony penalties for illegal bribes, gratuities, and kickbacks.

12. CERTIFICATION FORM REGARDING DEBARMENT, SUSPENSION, AND OTHER

RESPONSIBILITY MATTERS

Offerors are requested to complete the Certification Regarding Debarment, Suspension, and Other Responsibility Matters Form, provided through the County’s Procurement Portal, and submit with the Proposal. If this completed document is not included with the Proposal, it must be provided prior to the evaluations of the received Proposals, otherwise the Offeror’s Proposal will not be considered. This Form serves as a warrant of the Offeror’s responsibility and may not necessarily preclude the Offeror from consideration for award.

13. CAMPAIGN CONTRIBUTION DISCLOSURE FORM

A Campaign Contribution Disclosure Form is provided through the County’s Procurement Portal.

Offerors are requested to complete and submit with the Proposal. If the Form is not submitted with the Proposal, upon award, Contractor must submit this form prior to County’s obligation to pay for the services.

14. VERIFICATION OF AUTHORIZED OFFEROR

A Verification of Authorized Offeror Form is provided through the County’s Procurement Portal. Offerors are requested to complete and submit with the Proposal. This Form provides County with the name and information of the authorized Officer who can obligate the selected firm in providing the services to the County.

15. BACKGROUND INFORMATION RELATED TO THE SCOPE OF WORK OR SERVICES

The former Los Alamos County Landfill was in operation from 1974 to 2009. The Landfill is owned and operated by the County. The Landfill was a municipal solid waste facility which also accepted construction debris during its active life. The estimated depth of the waste materials is in excess of one hundred (100) feet. The former Landfill is approximately forty-eight (48) acres in size. The land for the Landfill is leased through the Department of Energy (“DOE”).

Although the Landfill is no longer active, presently there is a transfer station with a scale house which accepts solid waste and processes brush material for compost. A part of the surface of the closed Landfill contains solar panels. Landfill Gas (“LFG”) passive vents have been installed throughout the landfill surface to allow for venting of the LFG that accumulates under a geosynthetic clay cover. The Landfill cells do not have a geosynthetic bottom liner. The Landfill is founded in the Bandelier “welded tuff” (volcanic ash) which can vary in its composition. The nearby outcrops of welded tuff contain cracks and fractures. The Landfill is bound on the north by East Jemez Road and Los Alamos Canyon, on the south by Sandia Canyon, on the west by Diamond Drive, and on the immediate east by vacant DOE property with a mobile home park (Elk Ridge) lying beyond the DOE property approximately 500 to 700 feet from the edge of the Landfill’s eastern boundary.

The Landfill had twelve (12) gas probes (MP-1 through MP-12), which were installed as part of its closure/post closure plan. The gas probes ranged in depth from eight (8) to sixty-one (61) feet below ground surface. Three (3) of the gas probes currently monitor the inside of the transfer station building, Administration Building, and the scale house (MP-4, MP-5, and MP-6, respectively). The gas probes are read on a quarterly basis. During the March 2014 quarterly monitoring, MP-9 through MP-12 showed elevated concentrations of LFG in excess of NMAC 20.9.5.9, which were greater than the Lower Explosive Limit (“LEL”) of methane. In a letter dated April 9, 2014, New Mexico Environment Department (“NMED”) requested that the gas probes be re-read and the requirements of NMAC Section 20.9.5.9 (B)

Template Version: 20250321 and Section 20.9.5.9 (C) be initiated. NMED’s letter also indicated a concern for the mobile home park approximately 500 to 700 feet from the east property boundary of the Landfill and the concentration of methane gas in gas probes MP-11 and MP-12.

Between October 28 and November 6, 2014, the County had eight (8) replacement gas probes installed along the north and east property boundaries of the landfill facility (MP-1R, MP-2R, MP-3R, MP-8R, MP-9R, MP-10R, MP-11R, and MP-12R). Since March 2014, the County has monitored the gas probes and selected vents.

In June of 2018, a permanent Gas Collection and Control System (“GCCS”) was installed to monitor the migration of LFG from the Landfill boundaries in order to ensure the public’s health and safety. The GCCS consists of the following components:

1. A Construction and Demolition (“C&D”) Fill Area blower/vent facility with redundant blowers (ERE EvacuSol Soil Vapor Extraction Model ER-20020),

2. A Municipal Solid Waste (“MSW”) Fill Area blower/flare facility (Perennial Energy, Inc. Utility Flare),

3. Associated High Density Polyethylene (“HDPE”) piping and valves,

4. Seven condensate drip legs,

5. LFG passive vents (”PV”), remote wellheads and extraction wells (“EW”) equipped with QED 1-¼ diameter quick change orifice plates.

16. SCOPE OF WORK OR SERVICES (“SCOPE”)

16.1. GENERALLY: The successful Offeror (“Contractor”) will provide some or all the following services.

All items necessary for the successful delivery of Services may not be included in the proposed Scope of Services herein. Offerors are expected to identify and highlight in their Proposal any deviations or modifications to the proposed Scope of Services that may be deemed necessary or might aid in successfully implementing and delivering Services:

16.2. MONITORING

16.2.1. Monitor the wellfield on a monthly basis. The current wellfield consists of the following

PV and EW as identified in Exhibit A Los Alamos County Landfill Gas Collection and Control System dated July 2017:

EW-1R, EW-2R, EW-3, EW-4, EW-5, EW-8R, EW-9R, EW-10R, EW-11R, EW-12R, EW-

13, EW-14, EW-15, EW-16, EW-17, EW-18, EW-19, PV-01, PV-02, LFG V-3, and GP06

(MP-9)

16.2.2. Monitor and adjust the twenty-one (21) PV and EW so that LFG does not leave the landfill permit boundary as shown in Sheet 3 of Exhibit A to maximize recovery of the LFG without creating air intrusion into the landfill;

16.2.3. Obtain and record landfill concentrations of methane, oxygen, carbon dioxide, and balance gas from each of the PV and EW, as well as PV and EW temperatures and pressures (vacuum), where available;

16.2.4. Monitor and record at the blower/vent and blower/flare facilities all pertinent performance parameters including but not limited to:

16.2.4.1. Flare temperature prior to and after wellfield adjustments have been made;

16.2.4.2. LFG concentrations of methane, carbon dioxide, oxygen, and balance gas, prior to and after wellfield adjustments have been made at the facilities

16.2.4.3. Vacuum pressure and discharge pressure of the blower prior to and after wellfield adjustments have been made;

16.2.4.4. Blower hours and vibration at the blower/flare facility

16.2.4.5. Arrestor and knockout port differential pressure

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16.2.4.6. Flare flow and system pressure at the blower/flare facility prior to and after wellfield adjustments have been made;

16.2.4.7. Identification of blower unit operating the GCCS at the time of the visit; and other pertinent data required to maintain good operating conditions for the blower/flare facility, and as required by the manufacturers of the blower/vent and blower/flare facilities.

16.2.4.8. LFG concentrations (methane, carbon dioxide, oxygen, balance gas), temperature, well flow rates, system pressure and PV and EW static pressures, as described above, using a Landtec Gem 5000 or equivalent (as approved by the County).

16.3. MAINTENANCE

16.3.1. Conduct inspections at each PV and EW to ensure they are functioning properly and that there are no broken hoses, pipes, thermometers, sample ports, loose connections, air leaks, and/or condensate build-up in the QED wellheads and sample ports;

16.3.2. Inspect the condensate drip legs to ensure they are functioning properly and are in good condition;

16.3.3. Inspect all valving (including isolation valves) and associated HDPE piping to ensure they are operating properly and are not damaged;

16.3.4. Inspect the blower/flare and the blower/vent facilities, and associated equipment. The inspections will involve, but not be limited to, the following items:

16.3.4.1. Any damage, leaks, or breaks in piping, valves, or sample ports;

16.3.4.2. Unusual noise/vibrations/functions; and

16.3.4.3. Irregular readings of input/output equipment or electrical equipment.

16.3.5. Service the blower/flare and blower/vent facilities and their associated equipment as recommended by their respective manufacturers to include, but not be limited to:

16.3.5.1. Lubrication of the blower motors on a quarterly basis or as specified by manufacturer;

16.3.5.2. Switch blowers on a monthly basis so that each blower receives equal duty time.

16.3.5.3. Drain condensate or fluids from the blower, flame arrestor, and other areas as noted by the manufacturer on a monthly basis or as specified by manufacturer;

16.3.5.4. Check that any continuous recorder(s) is functioning properly and download data from the recorder on a monthly basis. Data collected shall be provided to the County in the monthly report;

16.3.5.5. Refill propane and nitrogen tanks as needed;

16.3.5.6. Record propane and nitrogen tank levels on a monthly basis and advise

County staff of results;

16.3.5.7. Confirm proper functioning of the Variable Frequency Drive (“VFD”) on a monthly basis, if provided. Notify County staff, via email, in the event VFD is not functioning properly;

16.3.5.8. Verify proper functioning of the control panel and electronics on a monthly basis. Notify County staff, via email, in the event control panel or electronics are not functioning properly;

16.3.5.9. Rotate isolation and header valves to fully open and closed positions on a quarterly basis to ensure valves are functioning properly;

16.3.5.10. Clean flame arrestors annually or when an increase in differential pressure occurs;

16.3.5.11. Test and clean thermocouples as required by manufacturer;

16.3.5.12. Inspect and clean UV scanners, if provided, on a quarterly basis or as required by manufacturer;

16.3.5.13. Inspect and clean igniters as required by manufacturer;

16.3.5.14. Inspect electrical/pneumatic equipment on a quarterly basis or as needed;

16.3.5.15. Change filters as required by manufacturer or more frequently as needed;

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16.3.5.16. Perform other maintenance services that are recommended by each manufacturer of the equipment.

16.4. REPAIR

16.4.1. In addition to routine maintenance, the selected Offeror shall be responsible for providing necessary labor, equipment, and tools to repair or replace defective equipment as needed. Prior to replacing or repairing the equipment, the selected Offeror will advise County of problems and any associated costs for replacement or repair and assist in determining whether any defective equipment should be handled under the equipment warranty.

16.4.2. Make minor repairs as necessary to ensure continued smooth operation of the GCCS.

Minor repairs shall consist of, but not be limited to:

16.4.2.1. Sample port replacement as needed;

16.4.2.2. Repair of detached hoses and wellhead piping;

16.4.2.3. Change of orifice plate size, if needed, so that each PV and EW LFG is withdrawn efficiently;

16.4.2.4. Tightening of any PV and EW hoses, piping, pipe connections, clamps, etc.;

16.4.2.5. Replacement of PW and EW identification labels as needed.

16.4.3. Non-Routine Services

16.4.3.1. The selected Offeror shall perform the non-routine services on an as needed basis. Regular non-routine work shall include but not be limited to the following:

16.4.3.2. Repair or replacement of equipment or piping that can be scheduled in advance and is not an emergency.

16.4.3.3. Non-routine work may range from minor repairs, such as broken wellheads and piping, to complete overhaul of equipment components.

16.4.3.4. Non-routine work may also consist of recommendations made by the selected Offeror concerning the efficiency of the GCCS system. These special assignments will be authorized and prioritized by the County before any work is authorized and performed by the selected Offeror. The selected Offeror shall make every effort to schedule regular non-routine work during monthly visits to the site in order to minimize “downtime,” if any, of the GCCS.

16.4.4. Non-Routine Emergency Services

16.4.4.1. Regular or emergency non-routine services shall be provided on a Task Order basis as described in Section 16.7 below. The selected Offeror shall provide a schedule and associated fees to complete the work. No work will be performed until an approved Task Order has been executed by both Parties. Once approved, the selected Offeror shall be responsible for obtaining all necessary equipment, tools, labor and materials needed to complete the work assigned in the Task Order.

16.4.4.2. Upon discovery of the need for emergency non-routine services, the selected Offeror shall advise the County and perform the services upon issuance of an approved Task Order. Emergency non-routine services shall consist of necessary equipment replacement or repairs that must be completed within forty-eight (48) hours to minimize downtime of the GCCS and address health and safety issues. Costs and a schedule timeline for repairs or replacements will be mutually agreed upon via approved Task Order.

16.5. DELIVERABLES

16.5.1. Offeror shall provide the following deliverables in hard copy and electronic formats delivered either via email or FTP web-based access/web-based file share site, as file size allows and as mutually agreed upon by County and Offeror;

16.5.1.1. All maintenance, calibrations, and repairs performed by the selected Offeror will be recorded in a field logbook for reference. The field logbook will be kept

Template Version: 20250321 in the GCCS control panel. Data from the continuous recorder, at the blower/flare facility, will be downloaded into electronic files and submitted to County’s designated staff on a monthly basis. Any noted problem areas, along with recommendations, will be submitted to County, using a method mutually agreed upon by both Parties, within forty-eight (48) hours of data collection.

16.5.1.2. The selected Offeror shall prepare a monthly report detailing the past month’s activities, all collected data, and recommendations on problem areas or equipment. The report will be submitted by the 15th day of the following month to the County. All shutdowns, startups, and malfunctions that occurred during the month will be noted in the field logbook and will be included in the monthly report submitted to County.

16.6. OPTIONAL SERVICES

16.6.1. Offerors are asked to provide a description of any of the following additional services offered as part of their formal response. Provide pricing for all potential years of the contract as applicable.

16.6.1.1. Optional Service: PV Monitoring - Monthly Basis:

The selected Offeror will monitor the PV on a monthly basis and monitor vacuum pressure on the PV. PV include: PV-03, PV-04, PV-05, PV-06, PV- 08, PV-17, PV-18, PV-19, PV-20, PV-22, PV-23, PV-24, PV-25, PV-26, and

PV-27.

16.6.1.2. Optional Service – Monitor Probe Monitoring - Quarterly Basis The selected Offeror will monitor the monitoring probes (“MP”) on a quarterly basis (March, June, September, and December) and provide a report to NMED Solid Waste Bureau. MP include: MP-1R, MP-2R, MP-3R, MP-4, MP- 5, MP-6, MP-7R, MP-8R, MP-9R, MP-10R, MP-11R, and MP-12R.

16.7. TASK ORDER PROCESS

16.7.1. All Services shall be performed by Task Order. County shall make reasonable efforts to generally provide at least two (2) weeks’ notice to Contractor for the Services required under any Task Order. The Task Order shall be priced by Contractor on a regular five (5) day schedule, Monday through Friday, forty (40) hours per week, unless otherwise agreed by both Parties.

16.7.2. County’s Project Manager shall request the Services of Contractor for individual or multiple projects through a written Request for Quote(s). Each Request for Quote(s) shall identify the services required, generally describe the project and provide a timeline for Project completion. A Request for Quote(s) may be as detailed as County finds necessary to assure appropriate oversight of the services to be performed. A sample Task Order is provided as Exhibit B.

16.7.3. Upon the County’s issuance of a Request for Quote(s), Contractor shall provide a written, itemized Quote for the task(s), and/or services requested by Project Manager (“Quote”).

The Quote shall provide, in writing, the billing classification and hourly rate to complete the Task Order. Cost shall conform to the rates proposed by Contractor and agreed to by County as a not-to-exceed fixed price. Any progress billing and payment shall be provided by Contractor in the Quote and is subject to approval by Project Manager.

Preparation and work performed to prepare Quotes shall be considered incidental to this Agreement and not compensable.

16.7.4. If Contractor’s Quote is signed by Contractor and acceptable to County, Project Manager shall provide Contractor with written approval (“Approved Task Order”). After receipt of the Approved Task Order, County and Contractor shall schedule the Services. Contractor is authorized to begin work on any particular phase/task only upon receipt of the Approved Task Order. The Contractor will be required to begin using the requirements detailed in the Task Order . Task Orders shall be numbered sequentially (TO1, TO2, etc.)

16.7.5. If the Contractor is unable to provide, in the determination of the Project Manager, the full scope of the Proposed Task Order work, the Project Manager may alter, change, Template Version: 20250321 modify, or cancel the Request for Quote before work commences. The Approved Task Order shall be adjusted only upon the written agreement of the County after finding that a change to the Task Order is necessary and justifiable. Contractor’s failure to reasonably estimate the cost of completing the task in the first instance shall not be a justification for modifying the Approved Task Order. Modifications to the maximum amount for the Approved Task Order shall be agreed upon by County prior to Contractor continuing the performance of Services. Modifications shall follow the previous nomenclature with letters following (TO1A, TO1B, etc.) Unanticipated events, such as natural phenomena, shall not form the basis for additional compensation to Contractor.

16.7.6. Contractor must take any and all actions to timely complete the work agreed to in the Approved Task Order, including but not limited to subcontracting the work. Costs for any Sub-contractors are the responsibility of the Contractor.

16.7.7. The Agreement will not provide Contractor with a guarantee that County will accept Contractor’s Quotes and award Contractor Approved Task Orders. County reserves the right, at its sole discretion, to separately quote or bid any project. County’s issuance of a written Request for Quote(s) is not a guarantee of work to Contractor. County, at its sole discretion, shall determine when Contractor’s Services are required and shall issue written Request for Quote(s) as needed.

17. PROPOSAL FORMAT AND RESPONSE COMPONENTS

17.1. Offerors must submit a Proposal to the County in the format described herein, subject to Section

8.5, and through the County’s Procurement Portal. Information provided in the Proposal may be used in the contract between the successful Offeror and the County.

17.2. To facilitate the review process, unless otherwise stated herein, County’s preference, though not a requirement, is that Proposals be limited to fifty (50) pages, not including exhibits, attachments, or marketing materials; that Proposals are 8.5 x 11-inch format; and that general marketing materials should not exceed ten (10) pages.

17.3. Unless otherwise specified herein or on the County’s Procurement Portal, Proposal documents should be submitted in PDF format.

17.4. For uniformity in the Proposal review process, please sequence Proposals as shown below using the same header names as below. Additional information may be included by Offerors in attachments, provided that Proposals include and address, in the sequence requested, the elements requested in the Proposal Format and Scope.

17.5. Whenever describing Offeror’s ability to provide the services described in the Scope, reference the header for that section and restate the section to which Offeror is responding.

17.6. As determined acceptable by the evaluation committee, the successful Offeror will be selected to provide some or all of the services described herein, to meet the County’s needs. Offerors are expected to identify in their Proposals any modifications to the proposed Scope that may be deemed necessary or might aid in successfully delivering services

17.7. Proposal Response Components. Responses should include the following Proposal response components:

Template Version: 20250321

Sect.

No. Section Title

Submission Information

(In addition to any other information requested herein.

1 Cover Sheet (One page only)

1. Provide the full legal name of the Contractor who will execute the contract, and the name, phone number, and e-mail address of the primary person responsible for responding to questions and communication related to the RFP.

2. Reference the RFP number and name.

Cover Letter and

Executive Summary (One page only)

1. Include qualifications and a narrative description of the characteristics that set the Offeror apart such as unique examples of service or added value, and any recognition or endorsements received.

2. Provide a clear, concise overview of Offeror’s Proposal.

3 Qualifications and Experience

1. Describe Offeror’s prior experience performing similar work, particularly providing examples from the last 3-5 years.

2. State qualifications of Offeror’s staff who might be assigned to provide services. List all applicable licenses and certifications for each individual. Describe training and ability to perform the required services.

References And Previous Clients

1. The County reserves the right to contact some or all the references and previous clients to verify any information provided and to request that references provide additional information.

2. If previous client reference information is confidential, you may state so, however, evaluation scores will reflect Offeror’s inability to include requested reference information in the Proposal.

3. Using the Reference Worksheet provided on the County’s Procurement Portal, provide a minimum of 3 references and previous clients where similar services were performed in the last 3-5 years.

4. References and previous clients should include company name, address, contact name, position, telephone number, and the period during which services were provided.

Applicable Industry

Standards, Laws, and Regulations

1. It is expected that Offerors have knowledge of and comply with all applicable industry standards, laws, and regulations.

2. Describe Offeror’s understanding and ability to comply with applicable industry standards, laws, and regulations.

3. Describe any required valid licenses, permits, trainings, and certifications Offeror possesses to perform the requested services.

4. Confirm that Offeror is properly authorized to conduct business in the State of New Mexico and briefly describe those authorizations (e.g., Offeror possesses a New Mexico Business License issued by the New Mexico Secretary of State).

Description of Services and Ability to Provide the

Scope of Work or Services

1. Use the headers from the Scope of Work in the response.

2. Summarize, in narrative form, Offeror’s understanding of the requested Services, and describe Offerors process, planning methodology, approach and ability to fulfill the Scope of Services and identify any modifications to the proposed Scope of Services that may be deemed necessary or may aid in successfully delivering the Services described.

3. Identify and describe any known constraints in fulfilling the Scope of Services as described.

4. Describe responsibilities of Offeror versus County for each item under Scope of Services.

5. Identify any deliverables.

6. Provide detailed information for any optional services not otherwise

Template Version: 20250321

Sect.

No. Section Title

Submission Information

(In addition to any other information requested herein.

described in the Scope of Services, defined clearly as individual items, and provide a narrative to describe the optional services.

7 Cost Proposal

1. Provide total costs proposed for all possible years of an agreement using the instructions provided on the Cost Proposal Sheet available in the County’s Procurement Portal.

2. In accordance with County Code, the use of a cost-plus-a-percentage-of-cost contract is prohibited.

Submission of County’s Standard Sample Service

Agreement with Deviations or Exceptions Noted or Statement of No Deviations or Exceptions.

1. Offeror must note in their response any deviations or exceptions, if any, to the County’s Standard Sample Services Agreement, provided on the County’s Procurement Portal. Provide the original language with the County’s standard terms and any suggested edits; or

2. Alternatively, state that Offeror has no deviations or exceptions.

3. Offerors should provide with their Proposal any of their own standard contractual terms or provisions the County will be asked to consider if Offeror is selected for award. This may include, but is not limited to, such things as a sample Master Services Agreement or Licensing Agreement and any additional governing documents referenced within those sample standard agreements. Offerors should note if their own standard contractual terms or provisions conflict with those provisions provided in the County’s Sample Services Agreement.

4. The County may consider, but is under no obligation to accept, any of Offeror’s contractual terms or provisions included in Offeror’s Proposal.

Additional Documents to Submit with Proposals

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

1. Certification Regarding Debarment, Suspension, and other Responsibility Matters

2. Campaign Contribution Disclosure Form

3. Verification of Authorized Offeror

4. Request for Preference Form

5. Signed copies of any addenda issued.

6. Provide copies of required valid licenses, permits, training courses, and certifications as applicable

Additional, Optional, and Functionality and

Services

1. Affirm Offeror’s understanding of County’s desire to potentially request additional and optional functionality or services in the future as described in the scope.

2. Propose the requested pricing for such services in the Cost Proposal Worksheet.

11 Warranty Describe Offeror’s warranty for labor and repairs performed.

18. Evaluation CRITERIA

Responsible Offeror means a person who has been determined by the Chief Purchasing Officer or evaluating committee to have the capability in all respects to perform fully the contract requirements, and the integrity and reliability which will ensure good faith performance.

Template Version: 20250321

Responsive Offeror means a person who has submitted an offer that conforms in all material respects to the requirements set forth in the RFP.

Criteria Weighted Points

1 Qualifications and Experience 15

2 References 10

Understanding of and Ability to Comply with Applicable Industry Standards, Laws, Rules, and Regulations and Proof of Valid Licenses and Permits

4 Description of Services and Ability to Meet Scope of Services 20

5 Optional Services, as applicable 10

6 Warranties 10

5 Cost Proposal 25

Total Score 100

Template Version: 20250321

Exhibit A

RFP26-19

Los Alamos County Landfill Gas Collection and Control System

July 2017

Exhibit A is available as a separate document in the Procurement files found in the Procurement Portal.

Exhibit B

RFP26-19

Sample Task Order

COUNTY OF LOS ALAMOS PUBLIC WORKS DEPARTMENT (“PW”)

Contractor Name

SERVICES AGREEMENT: AGR26-19

Task Order No.: X

Date Prepared: Month, Day, Year

Task Order Project Title: Name

Job Cost #: XX-#### This is a PW completed value telling admin where to charge the cost.

Task Order PW Project Manager: Name This is a PW item for identifying the PW project manager.

Phone: (###) ###-#### Email: name@lacnm.us

Task Order PW Contact: Name

Phone: (###) ###-#### Email: name@lacnm.us

Scope of Work:

This is usually a list of line items from the contract or new items required specific to the individual task. In a spreadsheet / table format similar to the “Total Cost” spreadsheet below.

Start Work Date: ##/##/####

Complete Work By: ##/##/####

Estimated Total Cost: (not to exceed amount): $ 0.00

GRT: $ 0.00

Final Estimate: $ 0.00

Current Agreement Total Value $ GRT $ 0.00

Total Value of all Task Orders to date, including this task order $ 0.00 GRT $ 0.00

Remaining Agreement Total Value

GRT $ 0.00

SIGNATURES

Project Manager Date Contractor Date

Name:______________________________ Name:_____________________________

Print Print

PW Director Date Deputy County Manager Date

Name:_______________________________ Name:_____________________________

Print Print Date