11-QUO26-73 Animal Shelter and Animal Control Management Software FINAL.pdf

REQUEST FOR QUOTES

Incorporated County of Los Alamos Procurement Division

101 Camino Entrada, Building 3 Los Alamos, NM 87544

QUO26-73 Animal Shelter Management Software

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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

QUO26-73 Animal Shelter and Animal Control Management Software

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NEEDS STATEMENT

County is requesting Quotes from qualified and experienced firms to support and sustain the operational needs of the County’s Animal Shelter. The solution must provide reliable and efficient functionality while ensuring data accuracy and adherence to all applicable regulatory requirements. It shall support core shelter operations, including but not limited to animal intake, adoption processing, and records management, in a consistent and compliant manner.

SOLICITATION INFORMATION

Solicitation No. QUO26-73

Solicitation Title Animal Shelter and Animal Control Management Software

Single-step or Multi-step Multi-step

Requesting Dept. Police Department – Animal Control and Shelter

STEP 1 SOLICITATION SCHEDULE

Advertised August 4, 2026

Pre-Quote Conference Non-Mandatory August 11, 2026, 2:00p.m. Mountain Daylight Time (MDT) Virtual https://tinyurl.com/y662wjdv

Question Submission Deadline

August 28, 2026, 5:00p.m. Mountain Daylight Time (MDT)

Responses to Questions Issued by County

September 1, 2026, 5:00p.m. Mountain Daylight Time (MDT) County reserves the right to issue responses at any time prior to this date.

Quote Due Date and Closing

September 4, 2026, 2:00p.m. Mountain Daylight Time (MDT) Late responses will not be considered

ESTIMATED STEP 2 SOLICITATION SCHEDULE

The estimated dates of the Step 2 solicitation schedule 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.

Step 1 Quote Review September 4, 2026 – September 18, 2026

Step 2 Issued to Finalists September 21, 2026

Finalist Demonstrations and Step 2 Closes

September 22, 2026 – October 9, 2026

Step 2 Finalists Review October 12, 2026 – October 23, 2026

ESTIMATED PROCESS SCHEDULE AFTER STEP 2 REVIEW

The estimated dates of the solicitation process after step 2 review 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 Quotes 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.

Contract Drafting, Legal Review, and Negotiations

October 26, 2026 – November 13, 2026

Estimated Contract Award November 16, 2026

CONTACT INFORMATION

Procurement Contact Name Jeff Engelhardt

Title Management Analyst

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E-Mail jeff.engelhardt@losalamosnm.gov

Phone No. 505.662.8056

1. ELECTRONIC SUBMISSIONS

A full copy of the solicitation and all associated documents can be found on the County’s Procurement Portal at https://losalamosnm.bonfirehub.com/. Only Quotes submitted through the County’s Procurement Portal will be considered. To register to view and download solicitation documents and submit a Quote 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 REQUEST FOR

QUOTES

Additional documents are referenced in this Request for Quotes, 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 or modifications stated via the County’s Procurement Portal, the complete solicitation package. Documents required to be submitted as a component of Offeror’s Quote will be noted as such in each individual solicitation posted on the County’s Procurement Portal, and Offerors will be unable to submit their Quotes through the County’s Procurement Portal until all required documents and information have been uploaded or provided by Offerors.

Please also reference “Quote 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 AND METHODS/EXPECTATIONS FOR COMMUNICATION

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.

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

Offerors are expected to use this system for correspondence with the County. Following solicitation closing, County may continue to issue important notices through the Procurement Portal, either through public notices or direct discussions with vendors, which may include, but is not limited to, requests for

Template Version: 20250625 clarification, interviews, demonstrations, and related instructions or deadlines. It is the Offeror’s responsibility, before and after solicitation closing, to maintain accurate vendor account settings to ensure receipt of County’s messages and to include any additional account contacts who can reliably acknowledge receipt and respond to County messages in a timely manner. It is the Offeror’s responsibility to configure their own internal system settings to ensure messages from the County and the County’s Procurement Portal are safelisted. Offerors experiencing technical difficulties with the County’s Procurement Portal messaging system are expected to promptly contact the Procurement Contact listed in the solicitation for assistance. Failure to do so may result in Offerors missing important information or deadlines. County may, at its sole discretion, use email, phone, or other communication methods, but is not obligated to do so, nor to confirm receipt of Procurement Portal messages or extend deadlines.

5. PRE-QUOTE CONFERENCE

The County will hold a non-mandatory pre-Quote conference via a virtual format on the date and time noted in the Solicitation Schedule for this RFQ and on the County’s Procurement Portal. The purpose of this conference is to allow potential Offerors to ask questions regarding this RFQ and the County’s RFQ process. Information about the virtual meeting will be sent to all entities that have registered for this solicitation opportunity through their County Procurement Portal Vendor Account. County reserves the right to send pre-Proposal conference information to any vendors or requesting individuals.

6. DEMONSTRATION INFORMATION

County may, at County’s sole option, request demonstrations from some or all Offerors. The primary purpose of demonstrations is to evaluate how the software can meet the required software functionality and technical specifications as described in the Quote.

The meeting date, time, location, questions, and software demonstration instructions will be coordinated with and e-mailed before the demonstration.

7. GENERAL INFORMATION

7.1. Award for these Services will result in the execution of a contract between the selected Offeror and the County. A sample Services Agreement with the County’s standard terms and conditions is provided on the County’ Procurement Portal for the consideration of interested parties to review prior to submitting a Quote.

7.2. The County reserves the right to issue a formal solicitation if the Quotes received or total estimated not-to-exceed compensation, throughout a contract term, is estimated to exceed the County’s small purchase threshold, which is SIXTY THOUSAND AND 00/100 DOLLARS ($60,000.00). County reserves the right to procure services consistent with County ordinances and policies.

7.3. County reserves the right, at its sole discretion, to accept or reject any Quote; to waive any and all irregularities in any or all statements or Quotes; to request additional information from any or all respondents; and to award a to the Offeror whose Quote is most beneficial to County. Nothing in this document shall be interpreted as binding County to enter into a contract with any Offeror.

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

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7.5. 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 fifteen (15) 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.

7.6. Offerors are asked to propose pricing for each potential year of a potential 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.

7.7. The Chief Purchasing Officer has determined a preference may be 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. COST QUOTE

Using the Cost Quote document provided on the County’s Procurement Portal, follow the instructions to provide costs for all years of a possible contract term.

9. REQUESTED INFORMATION AND SCOPE OF WORK OR SERVICES

9.1. Qualifications and Experience. Describe Offeror’s prior experience performing similar work, particularly providing examples from the last 3-5 years. State qualifications of Offeror’s staff who might be assigned to provide services. List all applicable licenses and certifications for each individual.

9.2. County Responsibilities. Include a list of any County responsibilities necessary for Offeror to perform the requested services.

9.3. Deviations or Exceptions to Sample Services Agreement.

9.3.1. Using the Deviations or Exceptions to Sample Services Agreement Form provided on the

County’s Procurement Portal, provide any deviations or exceptions or note no deviations or exceptions to the County’s Sample Services Agreement provided in the County’s Procurement Portal.

9.3.2. Provide a copy of any of Offeror’s own terms and conditions County may be requested to consider.

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

9.4. Software License and/or Subscription. Describe all related licensing or subscription information County will be asked to consider prior to utilizing the Services.

9.5. Warranty and Service Level Agreement. Describe Offeror’s warranty for Software performance and provide Offeror’s Service Level Agreement.

9.6. Sandbox and Testing Environment. Describe Offeror’s provision of sandbox and testing environments, if available.

9.7. County Technology Standards. Using the County Technology Standards Requirements for On- Premise, Hybrid, or Cloud/Hosted Solution Solicitations, provided in the County’s Online Procurement Portal. Describe Offeror’s ability to conform to the applicable County requirements

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9.8. Software Services and Expectations. Using the Software Questionnaire in the County’s Procurement Portal, describe how Offeror will provide the requested Software Services and meet the expectations described therein.

9.9. Software Functionality Matrix. Using the Software Functionality Matrix provided in the County’s Procurement Portal, describe in more detail whether the proposed Software Solution provides the features and functionality requested and how it is provided.

9.10. 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 Quote. If the Form is not submitted with the Quote, upon award, Contractor must submit this form prior to County’s obligation to pay for the services.

9.11. 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 Quote.

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.

9.12. Additional Information, Forms, and Documents. Submit any additional pertinent information, forms, or documents related to provision of the requested services.

9.13. Scope of Work or Services. Confirm and describe your ability to provide the Services described below:

9.13.1. Generally

9.13.1.1. The County is seeking qualified Offerors to provide a comprehensive Animal Shelter and Animal Control Records Management System to support the County’s Animal Services operations.

9.13.1.2. The Offeror shall provide an integrated system capable of supporting animal shelter operations, animal control field services, licensing activities, enforcement activities, medical records management, financial transaction tracking, reporting, and public-facing services.

9.13.1.3. The Offeror shall provide a secure, reliable, configurable, and scalable solution that improves operational efficiency, data accuracy, information sharing, and reporting capabilities across County Animal Services functions.

9.13.1.4. The Offeror’s solution shall support the County’s current business processes while providing flexibility to accommodate future operational needs, regulatory requirements, and technology advancements.

9.13.1.5. Detailed functional and technical requirements are identified in the County’s Software Functionality Matrix. The Offeror shall complete and submit the Software Functionality Matrix as part of its proposal. The completed matrix shall identify the proposed solution’s ability to meet County requirements and shall be incorporated into the resulting agreement.

9.13.2. System Requirements and Service Expectations

9.13.2.1. The Offeror shall provide an integrated Animal Shelter and Animal Control Records Management System that supports the County’s operational, administrative, enforcement, financial, reporting, and public service requirements.

9.13.2.2. The system shall support management of the complete lifecycle of animals entering County care, including intake, identification, shelter housing, care management, transfers, adoptions, returns to owner, and final disposition.

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9.13.2.3. The system shall support Animal Control operations, including complaint management, field activities, investigations, enforcement actions, citations, case documentation, and related records management.

9.13.2.4. The system shall support animal licensing, registration, vaccination tracking, compliance activities, and related citizen services.

9.13.2.5. The system shall support medical record management, treatment tracking, quarantine management, health documentation, and other animal care functions.

9.13.2.6. The system shall support financial transaction tracking associated with Animal Services operations, including applicable fees, payments, refunds, deposits, and reconciliation activities.

9.13.2.7. The system shall function as an operational feeder system to the County’s enterprise financial system and shall not replace the County’s financial system of record.

9.13.2.8. The system shall provide reporting, dashboards, analytics, and operational performance monitoring capabilities necessary to support management decision-making and regulatory reporting.

9.13.2.9. The system shall provide document management capabilities for electronic records, photographs, attachments, forms, agreements, and other supporting documentation.

9.13.2.10. The system shall provide secure user access management, configurable role-based permissions, audit capabilities, and administrative configuration tools.

9.13.2.11. The system shall support mobile capabilities for field personnel and public-facing services where applicable.

9.13.2.12. The Offeror shall provide a solution that can be configured and maintained by authorized County personnel without requiring extensive Offeror programming for routine administrative changes.

9.13.3. Timing for Delivery of Services

9.13.3.1. The Offeror shall provide a proposed implementation schedule identifying project milestones, activities, dependencies, deliverables, and anticipated completion dates.

9.13.3.2. The implementation schedule shall address project initiation, requirements confirmation, system configuration, data migration activities, testing, user acceptance, training, production deployment, and post-implementation support.

9.13.3.3. The Offeror shall coordinate implementation activities with County personnel to minimize disruption to ongoing Animal Services operations.

9.13.3.4. The Offeror shall identify assumptions, County responsibilities, resource requirements, risks, and dependencies that may impact the implementation schedule.

9.13.4. Project Initiation, Management, and Implementation

9.13.4.1. The Offeror shall provide project management services necessary to successfully implement the proposed solution.

9.13.4.2. The Offeror shall assign a qualified project manager responsible for coordinating implementation activities, communicating project status, managing risks and issues, and ensuring completion of project milestones.

9.13.4.3. The Offeror shall develop and maintain an implementation plan that identifies project timelines, responsibilities, deliverables, testing activities, and deployment activities.

9.13.4.4. The Offeror shall provide system configuration services necessary to align the solution with County operational requirements.

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9.13.4.5. The Offeror shall provide assistance with data conversion and migration from the County’s existing system, including migration planning, data validation, testing, and transition support.

9.13.4.6. The Offeror shall provide implementation support through system deployment and transition into operational use.

9.13.4.7. The Offeror shall provide documentation necessary to support system administration, configuration, and ongoing operation.

9.13.5. Training and Consulting

9.13.5.1. The Offeror shall provide training and consulting services necessary to support successful implementation and continued use of the system.

9.13.5.2. The Offeror shall provide training for County administrators, supervisors, Animal Services personnel, and other authorized users.

9.13.5.3. The Offeror shall provide training materials, user documentation, and access to available online training resources.

9.13.5.4. The Offeror shall provide ongoing consultation and technical guidance throughout the term of the agreement.

9.13.5.5. Ongoing consultation shall include assistance related to system configuration, functionality updates, operational improvements, and recommended best practices.

9.13.5.6. The Offeror shall identify available training methods, including instructor-led training, virtual training, online resources, knowledge bases, and other available support resources.

9.13.6. Integration with County Systems

9.13.6.1. The Offeror shall provide integration capabilities necessary to support secure exchange of information between the proposed solution and County systems.

9.13.6.2. The Offeror shall support integration with applicable County enterprise systems, including financial systems, payment processing systems, reporting systems, and other systems identified by the County.

9.13.6.3. The Offeror shall provide secure methods for data exchange, including application programming interfaces, secure file transfer, scheduled exports, or other approved integration methods.

9.13.6.4. The Offeror shall provide documentation describing available integration methods, data exchange processes, security requirements, limitations, and dependencies.

9.13.6.5. The Offeror shall support integration of operational financial transactions, including applicable fees, payments, refunds, deposits, and related transactions, with the County’s financial system.

9.13.6.6. The Offeror shall provide implementation and ongoing support necessary to maintain approved system integrations throughout the term of the agreement.

10. 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.

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

Criteria Weighted

Points

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1 Cost 50

2 Description of Services and Ability to Meet Scope of Services 50

Total Score 100