13-RFP 00 Pavement Survey Analysis and Software RFP26-40.pdf

REQUEST FOR PROPOSALS (RFP)

Incorporated County of Los Alamos Procurement Division

101 Camino Entrada, Building 3 Los Alamos, NM 87544

RFP26-40 Pavement Survey, Analysis and Software 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

Template Version: 20250321

NEEDS STATEMENT

The Incorporated County of Los Alamos (“County”) is requesting Proposals from qualified and experienced firms to perform pavement condition collection for roads and to provide a pavement asset management software that meets the requirements set forth in this Request for Proposal.

SOLICITATION INFORMATION

Solicitation No. RFP26-40

Solicitation Title Pavement Survey, Analysis and Pavement Management Software Services

Single-step or Multi-step

Multi-step

Requesting Dept.

Public Works Department

STEP 1 SOLICITATION SCHEDULE

Advertised November 20, 2025

Pre-Proposal Conference

Non-Mandatory December 2, 2025 11:00 a.m. Mountain Time Virtual https://tinyurl.com/5n6v5y4e

Question Submission Deadline

December 9, 2025 2:00 p.m. Mountain Time

Responses to Questions Issued by County

December 10, 2025.5:00 p.m. Mountain Time

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

Proposal Due Date and Closing

December 16, 2025 2:00 p.m. Mountain Time

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 Proposal Evaluation

December 17, 2025 – December 31, 2025

Step 2 Issued to Finalists

January 6, 2026

Step 2 Closes January 21, 2026

Finalists Demonstrations

January 23, 2026 – February 5, 2026

Step 2 Finalists Evaluation

February 6, 2026-February 19, 2026

CONTACT INFORMATION

Procurement Contact Name

Derrill Rodgers

Title Deputy Chief Purchasing Officer https://tinyurl.com/5n6v5y4e

Template Version: 20250321

E-Mail derrill.rodgers@losalamosnm.gov

Phone No. 505.663.3507

ESTIMATED PROCESS SCHEDULE AFTER CLOSING

The estimated dates of the solicitation process after step 2 evaluation 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.

Contract Drafting, Legal Review, and Negotiations

February 20, 2026 – March 20, 2026

County Council Approval

Required for contracts >$300,000.00 April 7, 2026

Estimated Contract Award

April 8, 2026

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

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.

mailto:derrill.rodgers@losalamosnm.gov

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. PRE-PROPOSAL CONFERENCE

The County will hold anon-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 multi-step RFP. This document comprises Step 1.

Step 1. After Proposals are received in response to Step 1, the evaluation committee will conduct an evaluation of the responses using the evaluation criteria set forth in Step 1. During Step 1, County may, at County’s sole option, request clarification from any Offerors for the purpose of ensuring full understanding and conformation with the solicitation requirements and adjusting initial Step 1 scoring.

Step 2. Following Step 1 evaluations, Step 2 will then be issued, limited to the finalist(s) Offeror(s) whose Proposals have been determined by the evaluation committee to be qualified under the criteria set forth in Step 1 and who may be determined to be reasonably likely to be selected for award. Step 2 may include a discussion, held via a virtual meeting format, with those finalist(s) for the purpose of clarification to ensure full understanding and conformation with the solicitation requirements; may be used to obtain best and final offers; and will include demonstrations of Offeror(s) software. Step 2 instructions, County’s questions for finalist(s), and Step 2 evaluation criteria will be issued to finalist(s) after Step 1 scoring has concluded.

7. DEMONSTRATION INFORMATION

Finalists selected for Step 2, as described above are required to give a demonstration of their software during a virtual meeting held via MS Teams, or other virtual format acceptable to County. The primary purpose of demonstration is to evaluate how the software can meet the required software functionality and technical specifications as described in Finalists Proposals.

The meeting date, time, location, questions, and software demonstration instructions will be coordinated with and e-mailed to all Finalists before the demonstration. County will release demonstration scripts to each Finalist via-e-mail approximately one (1) week in advance of scheduled demonstrations. Scripts may include instructions and questions common to all Finalists and may also include questions specific to a Finalist for the purpose of clarification to ensure full understanding and conformation with solicitation requirements for the purpose of obtaining best and final offers.

Each demonstration will consist of no more than one (1) hour for Finalist to demonstrate how the proposed software provides the requested software features and functionality as described in the RFP and no more than one (1) hour for Evaluation Committee Member questions and answers.

The Finalist’s team should include, but not be limited to, the following individuals unless otherwise proposed and accepted by County:

Person(s) who supports server and database hardware.

Person(s) who support integrations with those County systems specified herein.

Person(s) who are able to discuss helpdesk support functions and roles.

Person(s) who will answer committee member questions.

The person with primary responsibility and final authority for the project throughout the term of any potential Agreement.

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 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 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.

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. 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.

8.10. 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.

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 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

Template Version: 20250321 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.

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

The County maintains:

• Approximately 7 miles of arterial streets (varying lane miles)

• Approximately 25 miles of collector streets (varying lane miles)

• Approximately 73 miles of residential streets

• Approximately 200,496 yd2 of asphalt and 2,194 yd2 of concrete parking areas and their paved accesses

• And an airport, with a single asphalt runway that is approximately 100 feet wide by 5,500 feet long.

An exact count of the assets to be surveyed is unavailable and Offerors are expected to define their scope of work and approach to accommodate this unknown

Template Version: 20250321

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

The County is seeking a firm to collect pavement condition data (Survey) for roads within the county.

The firm shall furnish all services required to upload all collected data into a pavement asset management software and complete all activities and deliverables identified herein.

17.1. Survey Requirements

On a 5-year recurring cycle the Selected Offeror shall conduct automated collection of field data to perform a Pavement Condition Survey (PCS) of local, residential and collector streets, and major and secondary highways, as well as parking lots and airport airside pavements for both asphalt and concrete surfaces. Collect pavement surface distress and structural condition information through automated means, similar to the means used during the previous surveys for all County pavements.

An exception to data collection through automated means will only apply to parking lot pavements, where mobile data collection equipment could be impractical. The Selected Offeror shall be required to load the data into a database using the software proposed in Section 17.5 and into the County’s instance of ArcGIS Pro System. The automated data collection shall follow the typical methodology:

17.1.1. Inventory: The entire Counties roadways, parking lots, airport groundside and airside through automated means, similar to the means used during the original surveys. Link all roadways to their current GIS segments.

17.1.2. Routing: Prior to performing the survey of the pavement sections, all street segments in the network are to be routed to ensure the most efficient way for the survey team to capture accurate pavement data.

17.1.3. Survey (Gathering the Data): Data collection is to be performed utilizing an automated van or other vehicle designed to collect pavement distress data. Typical equipment includes computerized workstations, cameras to take digital images of the street surface, and lasers to capture rutting, surface distress and roadway roughness.

17.1.4. Digital Images: Generally, 800x600 or better digital images shall be collected at 25-foot intervals, and be associated to their parent roadway section, chainage and direction. However, there may be some instances where better resolution for digital images would be required.

17.1.5. Data Processing: The pavement distress information is to be analyzed to determine type, quantity and severity.

17.1.6. Pavement Analysis: The processed pavement distress information is to be analyzed to calculate Surface Distress Index (SDI), International Roughness Index (IRI), which then will be used to calculate the Pavement Condition Index (PCI) for the pavement. Life Cycle curves are to be developed, and the critical PCI established using the critical PCI method. Conduct deflection method or similar testing of road pavement for evaluating pavement strength and calculating Structural Index of pavement.

17.1.7. Collect asset performance information on select County assets located within the County right of way. Assets include but are not limited to curb, sidewalk, drainage structures, permanent signing, striping, pavement markings, streetlights, traffic signals, and other active traffic devices. The Offeror shall be required to load the data as discrete layers into the County’s current GIS system.

17.1.8. Perform automated inspection of the entire pavement area and surrounding off-site areas, including, without limitation, adjacent intersecting pavement, roadways, and slopes that may influence the pavement.

17.1.9. Identify the following in areas of distress:

17.1.10. Types of distress and failure.

17.1.11. Severity of distress and failure

17.1.12. Extent of distress and failure

17.1.13. Perform a continuous objective pavement crack survey to measure the amount of transverse, longitudinal and alligator pavement cracking present. The Offeror shall classify pavement cracking according to the severity and extent of the cracking over the entire length of each pavement segment.

17.1.14. Determine PCI block-by-block or at break points established by the County.

17.1.15. At a minimum, the following right of way asset information shall be collected:

Asset Element

To w ns ite

N am e (i.

e.

L os

A la m os o r W hi te

R oc k)

Se ct io n

N am e (i.

e.

W es te rn

A re a)

St re et N am e

A ss et T yp e

Lo ca tio n or o ffs et

X C oo rd in at e

Y C oo rd in at e

Z C oo rd in at e

C ha in ag e

Le ng th

W id th /S iz e

H ei gh t/S iz e

M at er ia l(s

C ou nt

Ty pe o r C od e

Su pp or t T yp e

A ss oc ia te d as se t

C on di tio n ra tin g

Sidewalks Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y

Handicap Ramps (ADA compliant)

Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y

Drive pads Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y

Curb & Gutter Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y

Signs Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y

Traffic Signals& associated hardware

Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y

Traffic Flashers Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y

Streetlights Y Y Y Y Y Y Y Y Y Y Y Y Y Y

Pavement Striping

Y Y Y Y Y Y Y Y Y Y Y Y Y Y

Pavement Markings

Y Y Y Y Y Y Y Y Y Y Y Y Y Y

Curb Marking Y Y Y Y Y Y Y Y Y Y Y Y Y Y

Guard Rail and Roadside ped.

Fencing

Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y

Culverts and Storm Drains

Y Y Y Y Y Y Y Y Y Y Y Y Y Y

Median Drop Inlets

Y Y Y Y Y Y Y Y Y Y Y Y Y

Curb Drop Inlets Y Y Y Y Y Y Y Y Y Y Y Y Y

Drainage Facilities

Y Y Y Y Y Y Y Y Y Y Y Y Y

17.2. Post Survey Analysis

Upon completing the survey and data collection, the Successful Offeror shall utilize the proposed Pavement Asset Management Software to complete a pavement analysis consisting of the following tasks.

17.2.1. Identify and determine a Pavement Management Plan (PMP) and Rehabilitation Strategy.

Template Version: 20250321

The Offeror shall identify the type of maintenance, rehabilitation, or replacement treatments required for each street segment and the estimated cost for performing these alternative treatments. Offeror shall analyze each street segment in a detailed decision tree for the county’s own procedures and maintenance activities. Required maintenance and rehabilitation treatments shall include, without limitation, details such as level of pavement structural repair or surface repairs required before surface treatments and overlays are performed. The Offeror shall meet with the County Engineer to determine the County’s current practice of pavement treatment. The Offeror shall analyze the County’s treatment practices and set up the decision trees within pavement management software to provide compatible recommendations. This analysis shall also include minor maintenance treatments such as recommending and costing the repair of individual pavement distresses, which are identified in the distress survey.

A list of total street network needs shall be generated within the pavement management program and included in the Final Report for the Project. These current needs shall be analyzed and discussed in the Final Report (Section 17.3). The engineering basis to support the estimates shall also be provided.

Network conditions, needs and costs shall be input so that they can be viewed in the pavement management software.

17.2.2. Prepare Ten-Year Rehabilitation Program

The Offeror shall generate a Ten-Year Plan for performing maintenance and rehabilitation projects. The Ten-Year Plan supplements any current plans previously established by the county. The Offeror shall estimate deterioration each year for all street segments and then recompute for available funds for the remaining years in the analysis period. The Ten-Year Plan and background analysis shall be presented in the Final Report (Section 17.3) along with an engineering discussion regarding the use and implementation of the Ten-Year Plan.

The 10-year pavement management program plan shall be in the form of a written report that shall include current road conditions and anticipated road condition over the next 10 years if not repaired utilizing the information collected. The report shall include as specified in this proposal the costs associated with the recommended treatments/repairs. As part of the work, the Offeror shall be required to develop condition degradation model curves for each roadway classification. These models will be used in forecasting the 10-year plan with improved accuracy. As earlier, the means of data collection must be similar to that of the original and past two surveys and the digital imagery collected in similar directional order.

17.3. Final Report

The Offeror shall prepare a Final Report at the conclusion of each Survey conducted throughout the term of the Agreement. The report shall include, without limitation, the methods, findings and recommendations of the Offeror. The report shall be presented in a single comprehensive document, which should include findings generated as part of the other tasks described herein. The Offeror shall include clear and legible colored map exhibits as part of the report. One set of the Final Report deliverables shall consist of one original set of documents in a three-ring binder, as well as five (5) separately bound reports and an electronic version that are comprised of the following:

17.3.1. Pavement and Concrete condition (Baseline, current, and projected) Report Provides projected pavement and concrete conditions using actual baseline condition asset data, appropriate life cycle data, and incorporated planned maintenance activity data (i.e. projected asset condition at FY28 year if FY26 and FY27 year maintenance activities were completed as planned).

Conditions of assets must be rated using Pavement Condition Indices (PCI). The rating system procedure shall be conducted similar to the previous rating system provided to the County.

17.3.2. Projected Annual Pavement Program (Maintenance, Rehabilitation, and Reconstruction)

Report

Template Version: 20250321

Determine annual pavement program costs (in both a dollar amount and percent cost) over a (10 year) period for pavements using the appropriate inflationary rates and applicable current unit costs (i.e. $/LF for C&G, $/SY-in for pavement, $/SY-in for cold milling etc.). The software must have the capability to store and update the most current inflationary rates and unit costs as they become available. The software must generate a report showing plan-projected pavement program costs over a (10 year) period for pavements. A report summarizing the appropriate inflationary rates and associated unit costs for each type of recommended surface treatments or repairs, planned activity (in yearly increments) must also be capable of being generated.

17.3.3. Minimum allowable pavement condition values Report

Summary of minimum allowable pavement condition values for each road classification. This is to be used as a means to gauge the effectiveness of previously executed maintenance, rehabilitation, and reconstruction activities and to determine if the countywide pavement program objectives are being met.

17.3.4. Charts and Graphs Report

Report shall provide charts and graphs to demonstrate the effects of asset life cycle-and asset maintenance. The generated charts and graphs are to supplement the 10-year program plan report and for visual presentations (e.g. Power Point). Provide bar graphs or pie charts to compare available maintenance funding with yearly projected maintenance costs. These graphs shall be generated for each road classification as well as a composite of all pavement conditions for each townsite (White Rock and Los Alamos). Line graphs to show the life cycle models being used in the analysis.

17.3.5. Sorting Report Features

A report to show the Software’s (Section 17.5) program management reporting capabilities including a simplified sorting feature. Sorting by Ownership name (Los Alamos County or NMDOT), Town site name (Los Alamos or Whiterock), by network name (Western Area, North Community, Eastern Area, etc.), by road class (Arterial, Collector, Residential, Parking Areas, Unimproved (i.e. gravel/dirt) Roads), and by street/parking area name is a requirement.

17.4. GIS and Mapping

Asset performance information collected during the survey and analyzed during the analysis on select County assets located within the County right of way shall be imported into GIS.

17.4.1. Assets include but not limited to curb, sidewalk, drainage structures, permanent signing, striping, pavement markings, streetlights, traffic signals, and other active traffic devices. The Offeror shall also provide information determined during the analysis (PCI, SDI, etc.). The Offeror shall be required to load the data as discrete layers into the County’s current GIS system. Offeror shall also submit their electronic GIS data files along with online access to GIS database by County Staff, with ability to add fields for count Comment/input.

17.4.2. The Offeror shall provide digital and hard-copy color coded maps of streets, including street names, depicting varying ranges of overall condition index using criteria based upon data values. Maps showing the attribute information as described in this project shall be generated and included as an appendix to the Final Report. The maps shall contain Street PCI and 10 years’ rehabilitation program.

17.5. Data Quality Management Plan

A data quality management plan shall be prepared prior to the first survey effort and then updated prior to each survey effort throughout the term of the Agreement. The data quality management plan shall include at a minimum:

17.5.1. Explanation of how each measurement type is made by the vendor’s equipment and software.

17.5.2. The accuracy and repeatability of each measurement made by the vendor

17.5.3. Explanation of how the accuracy and repeatability of each measurement type was determined

17.5.4. Methods and processes for data collection equipment calibration and certification

17.5.5. Data quality control measures to be conducted before data collection begins and periodically during the data collection program

17.5.6. Data sampling, review and checking processes

17.5.7. Error resolution procedures and data acceptance criteria.

17.6. Pavement Asset Management Software Requirements.

Currently, County is using Lucity EAM version 21.1 to manage the existing pavement survey data. The preference of the County is that a simpler Software package be utilized. A desirable Software package would combine the core analysis capabilities of advanced pavement management systems with the ease and flexibility of a Microsoft® Excel (spreadsheet) environment or something similar. The Software should be designed to be flexible and provide the county with intuitive access to pavement condition data and analysis results with minimal training requirements. This interactive program would incorporate key County specific parameters such as:

1. Deterioration curves

2. Functional classifications & pavement types

3. Pavement strength ratings

4. Rehabilitation methods & costs

5. Budget allocations & cost deferral analysis

6. Pavement Condition Index (PCI)

7. Surface Distress Index (SDI)

8. Multi-year maintenance & rehabilitation (M&R) planning

The software shall allow the user to query the data set to address these fundamental questions:

1. How much annual funding is needed to maintain current pavement conditions?

2. What funding levels are required to prevent backlog growth?

3. How much investment is needed to achieve and sustain a target PCI over the next five years?

4. What happens to network performance if current funding remains unchanged?

5. What are the best rehabilitation strategies within the current budget?

6. What are the impacts to overall target PCI given different scenarios?

Charts and Graphs: Software shall be capable of generating charts and graphs to demonstrate the effects of asset life cycle-and asset maintenance. The generated charts and graphs are to supplement the 10-year program plan report (detailed in Section 17.3) and for visual presentations (e.g. Power Point). Bar graphs or Pie charts to compare available maintenance funding with yearly projected maintenance costs.

Software shall be capable of storing source data such as cumulative annual maintenance funding available (with surplus/deficit amounts carried over year to year) and line graphs to show pavement conditions over the requested time. Source data to include pavement conditions with planned maintenance, without planned maintenance, and minimum allowable pavement conditions along with the cost associated.

Software shall be able to generate pavement conditions for each road classification as well as a composite of all pavement conditions for each townsite (White Rock and Los Alamos).

Offerors are requested to respond to the following sections as it relates to the proposed Software solution.

17.6.1. Licensing and/or Subscription

Selected Offeror shall provide for County an On-Premise, Hybrid, or Hosted Solution (note, a Hosted Solution is preferred), developed, owned, and operated by Contractor (“System,” “Software,” or “Solution”) that complies with all federal, state, and local laws, rules, and regulations to provide Pavement Management Software. Offerors are asked to describe in their RFP response all related licensing or subscription information County will be asked to consider prior to utilizing the Services.

17.6.1.1. Should Offeror’s product roadmap include a transition from On-Premise to a Hybrid or Hosted Solution, during the contemplated term of up to fifteen (15) years , describe in the response

Template Version: 20250321 how such a transition would be conducted, what implementation services would be provided, and what training services would be provided for the transition from On-Premise to a Hybrid or Hosted Solution.

County anticipates that such a transition would be conducted at no additional fee.

17.6.2. Maintenance and Support Services and Service Level Agreement Contractor shall use commercially reasonable efforts to make sure the Software is available with the uptime percentage proposed in Contractor’s RFP response. Offerors are asked to describe in their RFP response their Service Level Agreement (“SLA”), guaranteed uptime for their Software, describe any remedy or rebates should Offeror not meet the service commitment, and describe how such a remedy or rebate would be applied throughout the term of an agreement.

17.6.2.1. Contractor shall provide product maintenance and customer support throughout the term of an Agreement. Offerors are asked to describe in their RFP response all offered Software maintenance and support services and tools, including Software patches and updates, access to any available online libraries, issue reporting tools, toll-free numbers, hours of service, process for requesting after-hours support in case of emergencies, and the process for issue resolution and/or escalation. Descriptions of offered support should be separated between the support offered to different types of Users so that the level of support and methods for requesting support for each different type of User is clear and all support costs must be provided in Offeror’s cost Proposal in the Cost Proposal Worksheet, document provided on the County’s Procurement Portal.

17.6.2.2. Contractor shall provide and adhere to a communication plan for communicating System upgrades and all other maintenance and service interruptions. Offerors are asked to describe this communication plan in their Proposals, which should include, but is not limited to the following:

17.6.2.2.1. The methodology for testing and certifying upgrades and patches to ensure that they work properly and the mechanism of versioning rollback in case of issues;

17.6.2.2.2. The process of applying upgrades and patches including if there are County responsibilities and a responsibility matrix for the tasks involved;

17.6.2.2.3. A brief history of product upgrades and interim patches or fixes released in the last eighteen

(18) months; and

17.6.2.2.4. Identification of the most current stable release and patch level, certified for support, for all Software and firmware and acknowledge that all Software and firmware will be installed to those levels.

17.6.3. Warranty

Contractor shall, at a minimum, warrant that the Software shall be without material defects for the term of an Agreement. If Software does not perform as warranted, Contractor shall use reasonable efforts, consistent with industry standards to cure the material defects or provide County with a functional equivalent at no additional cost. Offerors are asked to describe in their RFP response their warranty for Software performance.

17.6.4. Data Security and Ownership.

Offerors are asked to describe in detail in their RFP response how they provide data security and are asked to note any deviations or exceptions to the data security and ownership stated here in the Scope of Services. At a minimum, Contractor shall maintain adequate security and disaster recovery protocols.

If applicable, Contractor’s Cloud Service Provider (“CSP”) and data center, preferably in Government Cloud (“GCC”), shall be located within the United States. Offerors are asked to describe the following in their Proposal:

17.6.4.1.1. How the Solution meets any applicable statutory requirements for data;

17.6.4.1.2. Security measures in place to protect the System and its data, including disaster recovery and continuity plans;

17.6.4.1.3. Information on hosted or cloud service provider’s data center, including location and internet connectivity, and information security compliance;

17.6.4.1.4. Identify any encryption algorithms used; and

17.6.4.1.5. The policies that apply to and notification measures to be used in the event of a security breach;

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17.6.4.2. All data that: (i) is owned by County; and (ii) uploaded into the Software will remain owned by County. County is responsible for the accuracy and legality of all such data and shall represent and warrant the right to use and manage all data in connection with its use of the Software. Use of Contractor’s Software confers no ownership rights to the Contractor and County materials and data may be used by the Contractor only as necessary to provide contracted Services.

17.6.4.3. Upon County’s request Contractor shall provide a data extract at any time in various formats including, but not limited to, comma separated value (“CSV”) or Microsoft SQL Server (“MSSQL”). Offerors are asked to describe access to the County’s data via Open Database Connectivity (“ODBC”) or alternative method, and any limitations to that access. Affirm the ability to provide data to County within a forty-eight (48) hour window or describe Offeror’s proposed timeframe.

17.6.4.4. Contractor shall timely provide any other records requested by the County for response to Public Records Inspection requests under NMSA 1978, Chapter 14, Article 2. Offerors are asked to describe support provided for performing legal discovery on the System.

17.6.4.5. Upon termination of an Agreement, Contractor shall provide all data to County in CSV or MSSQL format, or a different format agreed to by County. Contractor shall then ensure destruction of any remaining County data in their System. Offerors are asked to describe the method(s) of turning over County data and providing a reader for that data upon termination of Services and describing how County’s data would be recovered should Contractor cease operations.

17.6.5. Software Functional Descriptions, Technical Specifications, and Integration with County Systems.

17.6.5.1. Contractor’s Software shall substantially conform to the functional descriptions and technical specifications proposed in Offeror's RFP response and agreed to by County.

17.6.5.2. The Software Functionality Matrix describes County’s base mandatory and preferred Software functionality and technical specifications requested. County requests a complete and comprehensive list and description of all Software features and functionality currently offered that may be considered by County for inclusion in an Agreement with the selected Offeror, whether they are included as a standard part of the base Software subscription or offered optionally for free or optionally for purchase for an additional fee.

17.6.5.2.1. Offerors are asked to describe in their RFP response, using the Software Functionality Matrix, additional and optional tools, features, functionality that are included by Offeror as part of the base Software subscription pricing, which may not already be described in the Software Functionality Matrix, and include the pricing in their cost proposal.

17.6.5.2.2. Offerors are asked to describe in their RFP response, using the Software Functionality Matrix any additional and optional, tools, features, and functionality offered that are not included by Offeror as part of the base Software subscription pricing, but may be purchased and included in an Agreement upon County request, and include pricing in their cost proposal.

17.6.6. System Users and Use. County anticipates 2 System Administrators, and 6 Users. Authorized County users should, at a minimum, be able to access the Software via local personal computer (PC)-based internet browsers and the internet through secure internet connections and protocols. Software should have the ability to keep and maintain account usernames and passwords in a secure manner using industry standard encryption algorithms. Offerors are asked to describe in their RFP response, using the Software Functionality Matrix where requested how different types of users would be granted access to the Software and how many County users would be given access.

17.6.7. Integration with or Migration to County Systems.

17.6.7.1. Offerors are asked to describe in their RFP response, using the Software Functionality

Matrix if and how their proposed Software integrates with any of the Systems described therein and any of the Systems described herein under Section 17 Scope of Services.

17.6.7.2. County’s preference is that Offeror’s Software have the ability to interface with ESRI ArcGIS. The interface may either be through use of a REST web/feature service or through a file upload of survey data from the Software to ArcGIS or from ArcGIS to the Software. Offerors are asked to describe this available process in detail. Offerors are asked to include in their cost proposals any fees for such integration services and automated updates.

17.6.8. Integration with County Systems

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17.6.8.1. Offerors are asked to describe in detail in their RFP response, using the Software Functionality Matrix, if and how their proposed Software can share data with all of the County Systems described therein and the integration process for any of the data requirements defined therein. Those systems are summarized below again for the convenience of Offerors. The exact manner in which systems integrate, or data is shared between systems is to be determined based on methods proposed.

17.6.8.2. ESRI ArcGIS file based transfer, preferrable to utilize ArcGIS Pro/Web-based portal for ArcGIS with live link through web services to allow for data transfer.

17.6.8.3. Single Sign On (“SSO”) to County’s MS Azure Active Directory

17.6.9. Migration of Data.

County currently has no more than 10 GB of files housed in the ArcGIS and/or Lucity which may be transferred to the new solution Offeror’s are asked to describe in their RFP response, their capabilities to migrate the data and the process for doing so.

17.6.10. County Technical Standards.

Software shall conform to the applicable County requirements for on-premise, hybrid or cloud/hosted Solutions as defined in the Los Alamos 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 for on-premise, hybrid or cloud-hosted solutions.