11-RFP 00 Request for Proposals.pdf

REQUEST FOR PROPOSALS (RFP)

Incorporated County of Los Alamos Procurement Division

101 Camino Entrada, Building 3 Los Alamos, NM 87544

RFP27-41 Senior Services: Senior Center Operations, Home-Based Services, and Care Coordination

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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

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NEEDS STATEMENT

The Incorporated County of Los Alamos (“County”) is requesting Proposals from qualified and experienced firms to operate and staff two (2) Senior Citizen Centers, one in Los Alamos, New Mexico and one in White Rock, New Mexico, and provide home-based services for older and frail adults. Services shall include congregate and home-delivered meals, transportation services, educational and social programs, entertainment, volunteer opportunities, adult day care, respite care, home-based care, and care coordination.

SOLICITATION INFORMATION

Solicitation No. RFP27-41

Solicitation Title Senior Services: Senior Center Operations, Home-Based Services, and Care Coordination

Single-step or Multi-step Single-step

Requesting Dept. Community Services Department – Social Services Division

SOLICITATION SCHEDULE

Advertised October 22, 2026

Pre-Proposal Conference Non-Mandatory October 29, 2026, 9:00 a.m. Mountain Time Virtual Via MS Teams. Interested parties may use the link below to join.

https://teams.microsoft.com/meet/25061493084374?p=091PRke4owGGaMQ4uH

Question Submission Deadline

November 12, 2026, 2:00 p.m. Mountain Time

Responses to Questions Issued by County

November 17, 2026, 2:00 p.m. Mountain Time County reserves the right to issue responses at any time prior to this date.

Proposal Due Date and Closing

November 19, 2026, 2:00 p.m. Mountain Time Late responses will not be considered

CONTACT INFORMATION

Procurement Contact Name Jaime Kephart

Title Procurement Contract Manager

E-Mail Jaime.kephart@losalamosnm.gov

Phone No. 505.662.8191

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.

Estimated Contract Award To be determined, but no later than July 1, 2027 https://teams.microsoft.com/meet/25061493084374?p=091PRke4owGGaMQ4uH mailto:Jaime.kephart@losalamosnm.gov

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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 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 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 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

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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-PROPOSAL CONFERENCE

The County will hold an optional, non-mandatory pre-Proposal conference via a virtual format on the date and time noted in the Solicitation Schedule for this RFP and on the County’s Procurement Portal.

The purpose of this conference is to allow potential Offerors to ask questions regarding this RFP and the County’s RFP 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. MULTI-STEP PROCESS

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

7. VIRTUAL INTERVIEWS

County may, at County’s sole option, request virtual interviews from some or all Offerors to demonstrate products or services for the purpose of clarification to ensure full understanding and conformation with solicitation requirements.

8. GENERAL INFORMATION

8.1. 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. 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.

8.2. 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”

8.3. 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.

8.4. 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

Template Version: 20260422 addenda with the submitted Proposal.

8.5. 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.

8.6. 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.

8.7. 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.

8.8. 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.

8.9. Reserved.

8.10. 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.

8.11. 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.

9. 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

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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.

10. 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.

11. 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.

12. 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.

13. 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.

14. 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.

15. 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.

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

Los Alamos County is seeking a qualified organization to operate senior center programs and provide related services for older adults and other eligible participants.

Services are provided through the Betty Ehart Senior Center in Los Alamos and the White Rock Senior Center in White Rock and include meals, transportation, programming, home-based services, adult day and respite care, and care coordination.

The County's goal is to support access to services that help older adults remain active, connected, and independent.

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

The Scope, attached hereto as Exhibit A, is hereby expressly incorporated into and made a part of this Solicitation document.

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18. PROPOSAL FORMAT AND RESPONSE COMPONENTS

18.1. 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.

18.2. 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.

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

18.4. 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.

18.5. 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.

18.6. 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

18.7. Proposal Response Components. Responses should include the following Proposal Response Components:

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.

Fiscal and Administrative

Capacity and Organizational Structure

1. Describe your long-term funding strategy and your efforts to obtain non-County funds to support current and future services. Please acknowledge any in-kind contributions received by your organization.

2. The County pays contractors after services have been rendered.

Describe Offeror’s ability to cover expenses prior to payment by

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Sect.

No. Section Title

Submission Information

(In addition to any other information requested herein.

County.

3. Where requested on the County’s Procurement Portal, attach a copy of your current fee schedule. If appropriate, provide narrative information describing how your fees are established, how often they are updated, and if they are administered on a sliding scale.

4. Non-profit organizations: include a copy of the organization’s most recent annual budget, and seven (7) year projection of expenditures and revenues. Include a description of major revenue sources and any pending applications for this program/service and the status of the application. Attach a copy of the organization’s most current balance sheet and income statement.

5. Using the Proposer Questionnaire available in the County’s Procurement Portal, complete the questions and upload the completed Questionnaire with the submission.

Previous and Current Clients

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

2. In addition to any other experience requested herein, using the Request for Client Information Form provided on the County’s Procurement Portal, provide a minimum of 3 previous or current clients where similar services were performed in the last 3-5 years.

3. Previous or current client information should include company name, address, e-mail address, contact name, position, telephone number, the period during which services were provided and a description of the services provided and final outcome of Offeror’s engagement with the client.

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 Contractor versus County for each item under Scope of Services.

5. Identify any deliverables.

6. Provide detailed information for any optional services not otherwise described in the Scope of Services, defined clearly as individual items, and provide a narrative to describe the optional services.

Familiarity with the

Community and Ability to Respond to Community

1. Describe in narrative form the community needs that your organization’s services will address using statistics and other evidence of need as appropriate.

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Sect.

No. Section Title

Submission Information

(In addition to any other information requested herein.

Needs 2. Describe your organization’s constituency, including the anticipated number of individuals and/or family units that will receive each of your program services during the contract year.

9 Program Evaluation

1. Describe how the organization or business will gather data, monitor and evaluate performance and effectiveness of the program and service for the coming year. Identify specific measurements for evaluation that relate to specific program objectives. List any outcome-based results that are tracked by the organization.

2. All programs provided by the successful Offeror using County support must provide opportunities for participant input and feedback and incorporate this information into the design and implementation of new and existing programs. Describe how the organization uses feedback to develop new programs and services.

10 Public Relations and Collaboration

1. Describe the agency or organization’s efforts to market/advertise programs and services.

2. Describe the outreach function of the organization or agency.

Describe how the organization identifies and communicates with its constituency.

3. If the agency or business has an Internet presence, give the web address.

4. Describe all types of media (print, radio, internet, social, etc.) used by the organization for publicity, marketing, and outreach.

5. Also, include a description of how the agency is involved in Community-wide Collaboration Activities (e.g., coalition membership, community health councils, interagency project collaboration, networking, etc.) Briefly describe collaborative events or programs in which the organization has been involved.

Additional, Optional, and Future 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.

12 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.

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Sect.

No. Section Title

Submission Information

(In addition to any other information requested herein.

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.

19. 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 assure 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 RFP.

Criteria Weighted Points

1 Familiarity with the Community and Ability to Respond to Community Needs 10

2 Past Performance and Organizational Capacity 10

3 Fiscal and Administrative Capacity 10

4 Program Evaluation 10

5 Public Relations and Collaboration 5

6 Qualifications, Experience, and Relevant Experience Providing Similar Services 15

7 Ability to Meet the Scope of Services – Service Delivery and Approach 30

8 Cost Proposal 10

Total Score 100

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EXHIBIT A

Scope of Work or Services

The Successful Offeror shall provide the facilities, equipment, qualified personnel, and other resources necessary to operate senior services and provide home-based services and care coordination for eligible participants in Los Alamos County.

Services shall include Senior Center operations, meal and nutrition services, transportation, educational and social programming, volunteer opportunities, adult day care and respite care, home-based services, and care coordination. The Successful Offeror shall provide opportunities for participants and, when appropriate, their family members or caregivers to provide feedback and input regarding programs and services and shall consider that feedback in the development and improvement of services.

1. Senior Center Operations and Services The Successful Offeror shall:

1. Operate and staff the following Senior Centers: (a) Betty Ehart Senior Center in Los Alamos; and

(b) White Rock Senior Center in White Rock.

2. Provide programs and services for senior citizens, including meal and nutrition programs; health, fitness, and wellness programs; transportation services; public benefits counseling and information regarding Social Security, food assistance, Medicare, Medicaid, and other available benefits;

referrals for legal and other community assistance; volunteer and civic engagement opportunities;

social and recreational activities; educational, cultural, and arts programs; intergenerational programs; and other senior services approved by the County.

3. Provide senior programming at the White Rock Senior Center based on identified community needs and available resources.

4. Coordinate programs and services with County departments, community organizations, social service providers, health care providers, and other organizations serving older adults.

5. Plan, coordinate, and collaborate with County departments and community organizations on a minimum of two (2) events, activities, or programs per fiscal year.

6. Use recognized best practices for senior center operations, including, as applicable, the National Institute of Senior Centers Standards of Excellence, to support ongoing program evaluation and improvement.

2. Transportation Services The Successful Offeror shall provide and coordinate transportation services for eligible senior participants.

Transportation services shall include, as applicable:

1. Medical appointments;

2. Shopping and personal needs;

3. Senior Center programs and activities;

4. Social and recreational activities;

5. Community events; and

6. Other approved destinations.

3.Meals and Nutrition Services The Successful Offeror shall provide meal and nutrition services for eligible participants.

Services shall include:

1. Congregate meals at Senior Center locations;

2. Home-delivered meals for eligible homebound senior citizens;

3. Coordination of meal reservations and service schedules;

4. Nutrition-related programming and information, as appropriate; and

5. Compliance with applicable food safety, nutrition, and funding requirements.

4. Adult Day Care and Respite Care Services The Successful Offeror shall provide adult day care and respite care services at the designated Senior Center facility, subject to participant demand and the availability of funding.

Adult day care and respite care services shall be available to individuals who are sixty (60) years of age or older and, as space permits, other eligible adults.

Participants shall:

1. Reside in Los Alamos County or an adjoining county and not reside in a nursing facility;

2. Be at least eighteen (18) years of age;

3. Require supervision of daily activities based on physician or family reports, Adult Protective Services information, or home visits conducted by qualified personnel;

4. Be able to feed, eat, and toilet independently or with minimal assistance;

5. Be able to participate without exhibiting unsafe or disruptive behavior; and

6. Not be eligible for other programs specifically serving individuals with developmental disabilities.

5. Additional Senior Services and Programming The Successful Offeror shall:

1. Provide information to the public regarding available senior services and programs;

2. Conduct outreach and promote Senior Center programs, activities, events, and services;

3. Coordinate with community service agencies and other organizations serving older adults;

4. Provide information, assistance, and referrals regarding available community resources;

5. Provide volunteer opportunities and support volunteer participation in Senior Center services and activities; and

6. Provide other enhanced or additional senior services as approved by the County.

6. Home-Based Services for Older and Frail Adults The Successful Offeror shall provide home-based services through qualified personnel to individuals residing in Los Alamos County who are:

1. Sixty (60) years of age or older; or

2. Frail adults eighteen (18) years of age or older.

Template Version: 20260422

Services shall be supported by recognized best practices and models appropriate for the target population.

Home-based services shall be provided to eligible individuals who:

1. Do not reside in a residential or nursing facility;

2. Do not have other available means of receiving comparable services or are ineligible for similar programs;

3. Are able to perform Activities of Daily Living independently or with minimal assistance;

4. Are not exhibiting unsafe behavior that would prevent safe participation; and

5. Require some level of supervision or assistance with daily activities.

The Successful Offeror shall identify and assess participant needs and monitor services provided to eligible participants.

The Successful Offeror shall collaborate with community organizations serving older and frail adults.

Collaborative services may include:

1. Transportation;

2. Meals and nutrition;

3. Social and recreational activities;

4. Counseling;

5. Legal advocacy;

6. Medical services and programs; and

7. Other community resources and supports.

7. Care Coordination The Successful Offeror shall provide a care coordination program for individuals receiving home-based services.

The program shall include:

1. Establishing standards and procedures for screening and assessing participants for eligibility;

2. Reviewing participant health status and ability to perform Activities of Daily Living;

3. Identifying and documenting participant needs and priorities;

4. Establishing goals and individualized care coordination plans;

5. Providing regular care coordination and follow-up;

6. Monitoring, documenting, and evaluating participant progress and changes in needs;

7. Coordinating services with other agencies and service providers;

8. Educating and coaching participants regarding health, safety, medications, and self-management;

9. Engaging family members and caregivers in planning and goal development when appropriate; and

10. Evaluating program outcomes and using the results to improve care coordination practices, policies, and procedures.

8.Fees and Donations

Template Version: 20260422

All fees and donations collected in connection with the Services shall be used to support, enhance, or provide additional senior services. The Successful Offeror shall maintain appropriate records of funds received and their use

9.Supplemental Funding The Successful Offeror shall make reasonable efforts to obtain grants, donations, contributions, and other supplemental funding to support and enhance the Services. Any funding request that creates an obligation for the County or identifies the County as a participating entity shall require prior County approval.

10. County-Designated Referral Platform The Successful Offeror shall enroll in and maintain active participation in the Unite Us platform for the duration of the Agreement. The Successful Offeror shall use the platform, as applicable, to receive, manage, and respond to referrals and coordinate services with participating organizations.

Contractors who are authorized by the County to receive access to use the County’s Unite Us software shall enter electronically into an end-user license agreement with the software provider governing the access to, use of, and all rights and obligations of the end-user relating to the software.

11. Deliverables and Reporting The Successful Offeror shall provide the following reports and information to the County:

1. Monthly Data Reports. Submit monthly data reports within fifteen (15) days following the end of each month, in a format provided or approved by the County. Reports shall include applicable service activity data, including participation, attendance, meals, transportation, home-based services, care coordination, referrals, demographics, and other program measures requested by the County.

2. Quarterly Progress Reports. Submit quarterly progress reports within thirty (30) days following the end of each quarter. Reports shall include narrative information regarding program activities, outcomes, trends, participant feedback, collaboration with community partners, home-based services and care coordination, use of County funding, and other program requirements.

3. Annual Financial Review. Provide an annual financial review performed by an independent party with appropriate financial experience, or a copy of its most recent financial audit performed by an accountant or accounting firm.

4. Additional Information. Provide additional information related to the Services as reasonably requested by the County.

12. Facilities and Premises The County shall make designated County facilities available to the Successful Offeror for performance of the Services. Facility maps are shown in Exhibit B.

The Successful Offeror shall use County facilities only for authorized programs and services and shall comply with applicable County facility requirements. Specific responsibilities for facility use, Template Version: 20260422 maintenance, custodial services, utilities, security, access, and other facility-related matters will be identified in the Agreement or applicable exhibits. The County shall provide designated facilities for the performance of services and shall be responsible for reasonable building maintenance, repairs, utilities, and routinely stocked cleaning supplies and equipment. Custodial services and other facility-related needs shall also be provided by the County, as outlined in the resulting Agreement or applicable exhibits.

13. Vehicles The County may provide County-owned vehicles for use in performing the Services. Use of County vehicles shall be limited to authorized Services and shall be subject to applicable County fleet requirements and any vehicle-use agreement incorporated into the final Agreement.

The County may provide County-owned vehicles to support transportation, meal delivery, adult day care, and other authorized senior services. All vehicles shall remain County property and shall be used exclusively for services authorized under the Agreement. The County shall be responsible for vehicle maintenance, repairs, insurance, and fuel. The County shall maintain insurance coverage for County-owned vehicles, and the Successful Offeror shall be required to obtain and maintain additional automobile liability insurance in accordance with the County's insurance requirements.

The Successful Offeror shall ensure that all vehicles are operated safely and in accordance with applicable laws, County policies, and the terms of the Agreement.

Template Version: 20260422

EXHIBIT B

Facility Maps

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5. Additional Senior Services and Programming