14-Addendum 2.pdf
PDF 249 KB Posted
- Attached to
- Grants Management Software
- Solicitation number
- RFP26-02
- Issued by
- Los Alamos County, New Mexico
About this file
This document is an Addendum No. 2 for the Incorporated County of Los Alamos Procurement Division, related to a Request for Proposal (RFP26-02) for Grants Management Software. The solicitation seeks a comprehensive grants management software solution, with the County estimating 10-15 internal users (though they sometimes have up to 40 grant managers). The pre-bid conference is scheduled for August 6, 2025 at 2:00 pm, and the County is open to potential deadline extensions to be addressed during that meeting. The software will need to integrate with Tyler Munis ERP system and replace the current grants management approach using Microsoft Excel spreadsheets.
The County is carefully considering cost as part of its evaluation and has no specific budget constraints at this time. They require the software to support their grants management processes and are seeking a solution that allows for potential growth. The addendum includes clarifications about user numbers, document formatting for the proposal response, and integration capabilities. The County has in-house IT support but may need to reach out to Tyler for specific integration assistance. Additional County technology policies, including Mobile Policy #1240, Records and Information Governance Policy #0310, and E-signature Policy #1220, are referenced and will be provided to potential vendors.
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ADDENDUM
Incorporated County of Los Alamos Procurement Division
101 Camino Entrada, Building 3 Los Alamos, NM 87544
This Addendum forms a part of the Solicitation documents and modifies the original Solicitation documents, as stated herein. All other provisions of the Solicitation documents remain unchanged. This Addendum is hereby made a part of the Solicitation documents to the same extent as those provisions contained in the original documents and all itemized listings thereof.
GENERAL INFORMATION
To: All holders of Solicitation documents for the below-referenced Solicitation.
Date: July 31, 2025
Addendum No.: No. 2
Solicitation No.: RFP26-02
Solicitation Title: Grants Management Software
Contact Name: Jaime Kephart
Contact Title: Contracts Manager
Contact Phone No.: 505.709.5503
Contact E-Mail: Jaime.kephart@losalamosnm.gov
ACKNOWLEDGEMENT
Respondents are requested to acknowledge receipt of this Addendum by submitting a signed copy of page one (1) of this Addendum with Respondent’s Bid or Proposal. Pursuant to NMSA 1978 §14-16-7, this acknowledgement may be signed by electronic signature.
I hereby acknowledge receipt of this Addendum.
Name: Date:
Title: Signature:
Company:
(This space intentionally left blank)
MODIFICATIONS TO THE SOLICITATION AND/OR Q&A
Please note the modifications to the Solicitation and/or questions received and County’s answers.
Ref.
No.
Modification and/or Question Answers
Can the County confirm the 40 grant managers is the total number of internal users, or is there an additional number of staff that will use the system?
The County can sometimes have as many as 40 different Grant Managers managing day-to-day activities of their grants; however, the estimated number of internal users in the GMS will be limited to trained administrative personnel only.
The County estimates 10-15 internal users.
Respondents should provide pricing which allows for growth.
In the 18.7 Proposal Response Components table, Section 5. Scope of Services says, “In Sections 5.1 – 5.12 below in this table, use the headers from the Scope in the response.” – however, there is no Section 5.12 in the table. Can the County confirm this should read Sections 5.1 – 5.11 or is a response requirement missing from the RFP?
This should read 5.1 – 5.11.
Can Offerors incorporate the exact content structure of the various Additional Documents (e.g., Software Functionality Matrix) into tables as part of our RFP Response? Or must the original PDFs be edited and submitted? Alternatively, can the County provide these documents in editable Word or Excel format?
Please edit the pdf provided.
In terms of integration with the Tyler ERP, does the County have in-house IT expertise to support the integration configuration on the ERP side, or an active maintenance contract with Tyler or another vendor to provide support, if needed?
The County has the in-house IT support, but may need to reach out to Tyler for specific integration support.
Does the County have any budget or schedule constraints that Offerors should be aware of to inform our response?
The County will carefully consider cost as part of its evaluation. However, there is no specific budget or schedule constraint at this time.
Would the County consider adjusting either the Response to Questions Date or the Proposal Due Date in consideration of allowing Offerors sufficient time to modify responses based on the County’s answers?
The deadline extension will be addressed during the pre-bid conference to be held on August 6, 2025 at 2:00 pm and via a future addendum.
Can the County provide additional details on how grants are currently managed? (I.e., They are managed via Microsoft Excel spreadsheets.
Ref.
No.
Modification and/or Question Answers
Microsoft Excel spreadsheets, SharePoint, etc.)
Please provide Los Alamos County Mobile Policy #1240, Los Alamos County Records and Information Governance Policy #0310, and Los Alamos County E-signature Policy #1220, as referenced in County Technology Standards.
Please see attached.
Please identify the specific Tyler ERP product. Tyler Munis? Infinite Visions?
Tyler Munis
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