20-Addendum 3.pdf

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: August 5, 2025

Addendum No.: No. 3

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:

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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

In Addendum 3, Question 3, the County was asked if Offerors can incorporate the exact content structure of the additional documents into tables as part of their RFP response, if the original PDFs must be edited and submitted, or if the County can provide the documents in editable Word or Excel format. The County’s response in Addendum 2 was that Offeror’s must edit the PDF provided.

The County would like to provide further clarification. If Offeror’s need more space to provide a complete response, Offerors may attach additional documents to the County-provided forms and make reference to their additional documents on the County PDF forms. Additionally, the following documents are also provided on the County’s Procurement Portal as MS Word versions to allow for easier completion and can be downloaded under “Supporting Documentation.”

Cost Proposal Worksheet Software Functionality Matrix Software Questionnaire County Technology Standards

For the Cost Proposal Worksheet, as stated on that form, Offeror’s may use the County Provided Cost Proposal Worksheet, or Offeror’s own similarly formatted document to propose costs for all services, defined clearly in individual line items and cost categories. If more space is needed, Offerors may add rows to clearly describe all costs or may provide more information on a separate document.

It is the Offeror’s responsibility to ensure documents submitted contain all information requested by the County, are properly converted to PDF before uploading, are accurate and legible upon converting to PDF, and are properly uploaded where requested in the Procurement portal prior to finalizing and submitting Proposals.

The full URL for the virtual pre-proposal conference on August 6, at 2:00 p.m. Mountain Time is below. A shorter “Join the meeting” link was provided in Addendum 1, but the full URL is also provided below.

https://teams.microsoft.com/l/meetup-join/19%3ameeting_MWNjZmNjMDgtOTJkNi00ZWY1LTk1MGYtZGZhYmRhY2JlZTBj%40thre ad.v2/0?context=%7b%22Tid%22%3a%22601ca66f-54e3-40f7-be97-d8aa16aa5154%22%2c%22Oid%22%3a%2224cb332d-822e-4ead-9c91-efc4b3c704f4%22%7d

The County policies referenced in the County’s Technology Standards were inadvertently left off Amendment 2 as attachments. They are now provided on the County’s Procurement Portal and can be downloaded under “Supporting Documentation.”

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4. The Proposal Due Date and Closing Date, and subsequent Estimated Step 2 Solicitation Schedule are modified as shown in the table below. The revised Proposal Due Date and closing is now September 4, 2025, 2:00 p.m. Mountain Time.

STEP 1 SOLICITATION SCHEDULE

Advertised July 24, 2025

Pre-Proposal Conference Non-Mandatory August 6, 2025, 2:00 p.m.

Virtual Via MS Teams https://tinyurl.com/rfp26021

Question Submission Deadline

August 21, 2:00 p.m. Mountain Time

Responses to Questions Issued by County

August 25, 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

September 4 August 28, 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 August 28September 4, 2025 – September 2518, 2025

Step 2 Issued to Finalists September 2519, 2025

Step 2 Closes October 147, 2025

Finalists Demonstrations October 148, 2025 – October 3124, 2025

Step 2 Finalists Evaluation October November273, 2025 – November 21, 2025

ESTIMATED PROCESS SCHEDULE AFTER STEP 2 EVALUATION

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

November 24, 2025 – January 16, 2026

County Council Approval Required for contracts >$300,000.00 January 27, 2026

Estimated Contract Award January 28, 2026