2023-02-401 IT Services.pdf

SOCORRO COUNTY

REQUEST FOR PROPOSAL

NO. 2023-02-401

IT Services

NIGP COMMODITY CODE: 91871

August 2023

Socorro County RFP 2023-02-401 ii

Table of Contents A

I. INTRODUCTION .............................................................................................................................................. I

A. PURPOSE OF THIS REQUEST FOR PROPOSALS ........................................................................................... I B. SCOPE OF WORK ................................................................................................................................................ I C. SCOPE OF PROCUREMENT .............................................................................................................................II D. PROCUREMENT MANAGER ...........................................................................................................................II E. DEFINITION OF TERMINOLOGY .................................................................................................................. III F. PROCUREMENT LIBRARY ............................................................................................................................ IV

II. CONDITIONS GOVERNING THE PROCUREMENT

A. SEQUENCE OF EVENTS

B. EXPLANATION OF EVENTS

1. Issue RFP

2. Return of “Acknowledgment of Receipt” Form for Distribution List

3. Pre-Proposal Conference

4. Deadline to submit additional written questions

5. Response to written questions/RFP Amendments

6. Submission of Proposal

7. Proposal Evaluation

8. Notification of Finalists

9. Best and Final Offers

10. Oral Presentations

11. Contract Negotiations

12. Contract Award

13. Protest Deadline

C. GENERAL REQUIREMENTS

1. Acceptance of Conditions Governing the Procurement

2. Incurring Cost

3. Prime Contractor Responsibility

4. Subcontractors

5. Amended Proposals

6. Offerors' Rights to Withdraw Proposal

7. Proposal Offer Firm

8. Disclosure of Proposal Contents

9. No Obligation

10. Termination

11. Sufficient Appropriation

12. Legal Review

13. Governing Law

14. Basis for Proposal

15. Contract Terms and Conditions

16. Offeror’s Terms and Conditions

17. Contract Deviations

18. Offeror Qualifications

19. Right to Waive Minor Irregularities

20. Change in Contractor Representatives

21. Notice

22. County Rights

23. Right to Publish

24. Ownership of Proposals

25. Ambiguity, Inconsistency or Errors in RFP

26. Competition

27. Use by Other Government Entities iii

28. Confidentiality

29. Electronic mail address required

30. Use of Electronic Versions of this RFP

31. Insurance

32. Procurement Preferences

III. RESPONSE FORMAT AND ORGANIZATION

A. NUMBER OF RESPONSES

B. NUMBER OF COPIES

C. PROPOSAL FORMAT

1. Proposal Organization

2. Other Supporting Materials

IV. SPECIFICATIONS

A. INFORMATION

4. Response to Requirements

B. MANDATORY REQUIREMENTS

1. Letter of Transmittal Form (Pass/Fail)

2. Campaign Contribution Disclosure Forms (Pass/Fail)

3. Insurance (Pass/Fail)

4. Debarment & Suspension Certification (Pass/Fail)

5. Professional Qualifications (350 Points)

6. Experience (325)

7. References (100 Points)

8. Familiarity with Socorro County (150 Points)

9. Communication Challenges (50 Points)

10. Cost (75)

11. Capability and Agreement to Perform (Pass/Fail)

12. Oral Presentation (25)

V. EVALUATION

A. EVALUATION POINT SUMMARY

B. EVALUATION FACTORS

C. MANDATORY REQUIREMENTS

1. Letter of Transmittal Form (Pass/Fail)

2. Campaign Contribution Disclosure Form (Pass/Fail)

3. Insurance Certificate/Letter (Pass/Fail)

4. Debarment & Suspension Certification (Pass/Fail)

5. Professional Qualifications (350 Points)

6. Experience (325 Points)

7. References (100 Points)

8. Familiarity with Socorro County (150 Points)

9. Communication Challenges (50 Points)

10. Cost (75)

11. Capability & Agreement to Perform (Pass/Fail)

12. Oral Presentations (25 Points)

D. DESIRABLE REQUIREMENTS

F. EVALUATION PROCESS

APPENDIX A

ACKNOWLEDGEMENT OF RECEIPT FORM

APPENDIX B

IT SERVICES

ATTACHMENT 1

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APPENDIX C

LETTER OF TRANSMITTAL FORM

APPENDIX D

CAMPAIGN CONTRIBUTION DISCLOSURE FORM

SOCORRO COUNTY

APPENDIX E

CERTIFICATION REGARDING DEBARMENT, SUSPENSION, & OTHER RESPONSIBILITY MATTERS 36

APPENDIX F

RESIDENT VETERANS PREFERENCE CERTIFICATION

APPENDIX G

COST RESPONSE FORM

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I. INTRODUCTION

A. PURPOSE OF THIS REQUEST FOR PROPOSALS

The County of Socorro is requesting proposals from qualified, professional technology vendors for Information Technology & Network Support Services. The qualified vendor would provide necessary technical services, which would enable the County to:

• Protect and secure its technology facilities

• Ensure the efficient operation of its data processing networks and related computer systems in its defined user community

• Enhance its quality of service for departments defined in the enclosed schedules

• Minimize the spending and maximize the ROI for investment in technology

The ideal vendor will resolve computer systems and network issues in accordance with standard and acceptable maintenance and support benchmarks. The successful vendor will be expected to provide a help desk and handle help desk service calls efficiently and to ensure that there is NO significant computer downtime during normal working hours, generally 8:00AM to 5:00PM, Monday through Friday. The vendor is expected to report on status of technology issues and communicate effectively with the County Manager.

B. SCOPE OF WORK

The successful offeror will be legally registered business by the state of New Mexico, registered with sam.gov and will provide a full range IT services on an as-needed basis. The IT team shall be capable of providing the following for the County of Socorro:

1. Daily, on-site, end user support for County workstations, software & peripherals

2. User account management

3. Email license management & end user support

4. Phone system management & end user support

5. Fax system management & support

6. Antivirus administration & support

7. Employee off-site/remote access support

8. Mobile device support

9. Commission meeting streaming support

10. Website administration support

11. Network infrastructure management including:

i. Firewall

ii. Router

iii. DMZ & VLAN configuration

12. Wireless network management

13. Wireless network bridges management

14. Physical Server Management, 8 current

15. Virtual Server Management, 40 current ii

16. Virtual ingrastruture management

17. Backup system management

18. Interact with & support third-party vendors (Tyler, 8x8, Jailtracker, etc)

19. Emergency Support, weekend and after business hours

20. General IT consultation including planning, new building construction, etc.

The contractor is responsible for providing only the labor. All required equipment, materials, vendor warranties, service agreements and the like for County’s equipment and infrastructure are the responsibility of County and will be procured pursuant to County Policy. When required and authorized by County to participate in the installation of new software or hardware systems Contractor will bill for those authorized services performed on a Time and Materials basis at Contractors prevailing rate.

Generally, the monitoring and support of newly added software systems and hardware will be added to Contractor’s scope of work when it becomes operational. However, if the software system is of sufficient size or complexity or the amount of hardware added is significant Contractor and County will negotiate an amendment to this agreement with regard to either scope of work or compensation.

C. SCOPE OF PROCUREMENT

The duration of the professional services contract resulting from this RFP shall be for one (1) year from the date of award. This Contract will automatically renew on an annual basis, for up to three (3) additional one (1) year terms unless terminated as provided by this Contract or law. In accordance with Section 13-1-150 NMSA 1978, no term for a professional services contract, including extensions and renewals, shall exceed four (4) years, except as set forth in Section 13- 1-150 NMSA 1978. This procurement will result in a single source award. Contract award is expected on or about Tuesday, October 24, 2023

D. PROCUREMENT MANAGER

The County of Socorro has designated a Procurement Manager who is responsible for this procurement and whose name, address, and telephone number are listed below. Any inquiries or requests regarding this procurement should be submitted to the Procurement Manager in writing.

Offerors may contact ONLY the Procurement Manager regarding the procurement. Other County employees do not have the authority to respond on behalf of the County.

Sammie Vega-Finch Socorro County Purchasing

Delivery Address (Including proposal delivery):

210 Park Street, Socorro NM 87801

Mailing Address:

P.O. Box I, Socorro, NM 87031

Phone: (575) 835-0589 Fax: (575)835-4629

E-mail: svega@co.socorro.nm.us iii

NOTE: All deliveries via express carrier (INCLUDING PROPOSAL DELIVERY) should be addressed to Sammie Vega-Finch’s Delivery Address, above.

E. DEFINITION OF TERMINOLOGY

This section contains definitions that are used throughout this procurement document, including appropriate abbreviations.

“Board of County Commissioners” (also “BCC”) means the elected board in whom all powers of the county are vested and who are responsible for the proper and efficient administration of the county government.

"Close of Business" means 5:00 P.M. Mountain Standard Time (MST) or Mountain Daylight Time (MST), whichever is in effect on the date specified.

"Contract" or “Agreement” means a written agreement for the procurement of items of tangible personal property or services.

"Contractor" means a successful offeror who enters into a binding contract.

“County” means County of Socorro.

"County" means the County of Socorro, State of New Mexico.

"Determination" means the written documentation of a decision of the procurement manager including findings of fact required to support a decision. A determination becomes part of the procurement file to which it pertains.

“Desirable" refers to the terms "may", "can", "should", "preferably" or "prefers" which identify a desirable or discretionary item or factor. (As opposed to a “mandatory” item or factor.)

"Evaluation Committee" means a body appointed by County management to perform the evaluation of offeror proposals.

"Evaluation Committee Report" means a report prepared by the Procurement Manager and the Evaluation Committee for submission to appropriate approval authorities for contract award that contains all written determinations resulting from the conduct of a procurement requiring the evaluation of competitive sealed proposals.

"Finalist" is defined as an offeror who meets all the mandatory specifications of this Request for Proposal and whose score on evaluation factors is sufficiently high to merit further consideration by the Evaluation Committee.

"Mandatory" refers to the terms "must", "shall", "will", "is required" or "are required" which identify a mandatory item or factor. (As opposed to a “desirable” item or factor.) Failure to meet a mandatory item or factor will result in the rejection of the offeror's proposal.

iv

"Offeror" is any person, corporation, or partnership who chooses to submit a proposal.

"Procurement Manager" means the person or designee authorized by the County to manage or administer a procurement requiring the evaluation of competitive sealed proposals.

"Procuring agency of the County" means the department or other subdivision of the County of Socorro that is requesting the procurement of services or items of tangible personal property.

"Purchase Order” or "PO" means the document which directs a contractor to deliver items of tangible personal property or services pursuant to an existing, valid contract.

"Purchasing” means the County of Socorro Purchasing Office or the Socorro County Purchasing Agent.

"Purchasing Agent" or "PA" means the Purchasing Agent for the County of Socorro.

"Request for Proposals" or "RFP" means all documents, including those attached or incorporated by reference, used for soliciting proposals.

"Responsible Offeror" means an offeror who submits a responsive proposal and who has furnished required information and data to prove that their financial resources, production or service facilities, personnel, service reputation and experience are adequate to make satisfactory delivery of the services or items of tangible personal property called for in this proposal.

"Responsive Offer" or "Responsive Proposal" means an offer or proposal which conforms in all material respects to the requirements set forth in the request for proposals. Material respects of a request for proposals include, but are not limited to, price, quality, quantity and delivery requirements.

“Statement of Compliance” and “Statement of Concurrence” mean an express statement, by the offeror in their proposal, that they agree with and agree to the stated requirement(s). Possible examples of acceptable responses include “The [NAME HERE Company] agrees to comply with this requirement.” and “The [NAME HERE Company] concurs with this requirement.

F. PROCUREMENT LIBRARY

The Procurement Library consists of the following documents which may be accessed by their associated Internet links:

• New Mexico Procurement Code http://www.nmonesource.com/nmnxtadmin/NMPublic.aspx

• Socorro County Procurement Policy: 2021-37 http://www.socorrocounty.net/departments/manager/policies-of-socorro-county http://www.nmonesource.com/nmnxtadmin/NMPublic.aspx http://www.socorrocounty.net/departments/manager/policies-of-socorro-county v

• Socorro County Procurement Forms http://www.socorrocounty.net/departments/finance/purchasing/purchasing-ap-forms-1

• Socorro County Proposal Documents http://www.bidnetdirect.com//socorro-county (Offerors will need to register online with New Mexico Bid System to access all documents for this RFP)

• New Mexico Veterans/In-State Preference http://www.tax.newmexico.gov/Businesses/in-state-veteran-preference-certification.aspx http://www.socorrocounty.net/departments/finance/purchasing/purchasing-ap-forms-1 http://www.bidnetdirect.com/socorro-county http://www.tax.newmexico.gov/Businesses/in-state-veteran-preference-certification.aspx vi

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II. CONDITIONS GOVERNING THE PROCUREMENT

This section of the RFP contains the schedule for the procurement, describes the major procurement events and contains the general requirements governing the procurement.

A. SEQUENCE OF EVENTS

The Procurement Manager will make every effort to adhere to the following schedule:

ACTION RESPONSIBILITY DATE

1. Issue RFP Procurement Manager (PM) 08/13/23

2. Return of “Acknowledgment of Receipt” Form for Distribution List

Potential Offerors (PO) Monday, 08/28/23 @ 11am

3. Pre-Proposal Conference (mandatory)

PM, PO 08/29/23

4. Deadline to Submit Additional Questions

PO 09/01/23

5. Response to Written Questions/ RFP Amendments

PM 09/06/23

6. Submission of Proposal Offerors Wednesday, 09/20/23 @ 11 am

7. Proposal Evaluation Evaluation Committee (EC) 09/21/23 to 09/26/23

8. Notification of Finalists (If desired)

EC 09/27/23

9. Best & Final Offer (If requested) Offerors 10/03/23

10. Oral Presentations (If requested) Offerors 10/10/23

11. Contract Negotiations (If needed)

Tentative winner/County 10/12/23

12. Contract Award* Purchasing Agent/BCC* 10/24/23

13. Protest Deadline Offerors 11/08/23

*Contract award is subject to approval of the Board of County Commissioners.

B. EXPLANATION OF EVENTS

The following paragraphs further detail the activities listed in the sequence of events shown in Section II, Paragraph A.

1. Issue RFP

This RFP is being issued by the Socorro County Purchasing Agent on behalf of the County of Socorro. The RFP can be accessed online at http://www.bidnetdirect.com//socorro-county.

2. Return of “Acknowledgment of Receipt” Form for Distribution List

Potential offerors should hand deliver or return by facsimile or e-mail or registered or certified mail the “Acknowledgement of Receipt” form that accompanies this document (See Appendix A) to have their organization placed on the procurement distribution list.

The form should be signed by an authorized representative of the organization, dated and returned by the close of business on the date indicated in Section II.A (Sequence of Events), above.

The procurement distribution list will be used to notify those that submitted the form of any written responses to questions and any RFP amendments. Failure to return this form shall constitute a presumption of receipt and rejection of the RFP, and the potential offeror's organization name shall not appear on the distribution list.

3. Pre-Proposal Conference

A Pre-Proposal Conference will be held on the date indicated in Section II.A (Sequence of Events), above at 11:00 A.M. MST at the Socorro County Annex Building at 198 Neel Avenue, Socorro NM. Potential offerors are encouraged to submit written questions in advance of the conference to the Procurement Manager (See Section I, Paragraph D).

The identity of the organization submitting the question(s) will not be revealed.

Additional written questions may be submitted at the conference. All written questions will be addressed at the conference. A public log will be kept of the names of potential offerors that attended the Pre-Proposal Conference.

Attendance at the Pre-Proposal Conference is a prerequisite for submission of a proposal.

4. Deadline to submit additional written questions

Potential offerors may submit written questions as to the intent or clarity of this RFP until 5:00 PM MST on the date indicated in Section II.A (Sequence of Events), above. All written questions must be sent by e-mail to the Procurement Manager (See Section I, Paragraph D.)

5. Response to written questions/RFP Amendments

Written responses to written questions and any RFP amendments will be posted as a ‘Communication’ to New Mexico Bid Net at http://www.bidnetdirect.com//socorro-county. Notification of such posting shall be provided to all potential offerors that have returned the “Acknowledgement of Receipt” Form found at Appendix A. A new “Acknowledgement of Receipt” Form will accompany the posted distribution package.

The form should be signed by the offeror's representative, dated, and hand-delivered or returned by facsimile or e-mail or by registered or certified mail by the date indicated thereon. Failure to return this form shall constitute a presumption of receipt and withdrawal from the procurement process.

6. Submission of Proposal

OFFEROR PROPOSALS MUST BE RECEIVED FOR REVIEW AND EVALUATION

BY THE PROCUREMENT MANAGER OR DESIGNEE NO LATER THAN 11:00

AM MST ON THE DATE INDICATED IN SECTION II.A (SEQUENCE OF

EVENTS), ABOVE. PROPOSALS RECEIVED AFTER THIS DEADLINE FOR

ANY REASON WILL NOT BE ACCEPTED OR CONSIDERED.

The date and time of receipt will be recorded on each proposal. Proposals must be addressed and delivered to the Procurement Manager at the delivery address listed in Section I, Paragraph D. Proposals must be sealed and should be labeled on the outside of the package to clearly indicate that they are in response to the “IT Services” should reference “RFP #2023-02-401” and should indicate the deadline for receipt (due date and time.) Proposals submitted by facsimile or other electronic means WILL NOT BE

ACCEPTED.

A public log will be kept of the names of all offerors submitting proposals. Pursuant to Section 13-1-116 NMSA 1978, the contents of any proposal shall not be disclosed to competing offerors prior to contract award.

7. Proposal Evaluation

The evaluation of proposals will be performed by an Evaluation Committee appointed by County management. This process will take place during the time period indicated in Section II.A (Sequence of Events), above. During this time, the Procurement Manager may at his option initiate discussions with offerors who submit responsive or potentially responsive proposals for the purpose of clarifying aspects of the proposals, but proposals may be accepted and evaluated without such discussion. Discussions SHALL NOT be initiated by the Offerors.

8. Notification of Finalists

The Evaluation Committee may select and the Procurement Manager may notify finalist offerors on the date indicated in Section II.A (Sequence of Events), above. Only finalists will be invited to participate in the subsequent steps of the procurement. The Evaluation Committee reserves the right not to utilize the finalist process if they deem it in the best interest of the County.

9. Best and Final Offers

Finalists may be asked to submit revisions to their proposals for the purpose of obtaining best and final offers on the date indicated in Section II.A (Sequence of Events), above.

10. Oral Presentations

Finalist Offerors may be required to make an oral presentation to the Evaluation Committee. If so required, the Procurement Manager will schedule the time for each Offeror’s presentation. All presentations will be made at the Socorro County Annex Building at 198 Neel Avenue, Socorro NM 87801. Each presentation will be limited to a fixed amount of time as designated by the Procurement Manager in the Oral Presentation requirement notification.

11. Contract Negotiations

If necessary, contract negotiations shall commence with the most advantageous offeror no later than the date indicated in Section II.A (Sequence of Events), above. In the event that mutually agreeable terms cannot be reached within the time specified, the County reserves the right to finalize a contract with the next most advantageous offeror without undertaking a new procurement process.

12. Contract Award

After review of the Evaluation Committee Report and the tentative contract, the Purchasing Agent anticipates the Board of County Commissioners will award the contract on the date indicated in Section II.A (Sequence of Events), above. This date is subject to change at the discretion of the Purchasing Agent or the Board of County Commissioners.

Any contract awarded shall be awarded to the offeror whose proposal is most advantageous to the County, taking into consideration the evaluation factors set forth in this RFP. The most advantageous proposal may or may not have received the most points.

13. Protest Deadline

Any protest by an Offeror must be timely, in conformance with, and will be governed by Sections 13-1-172 through 13-1-176 NMSA 1978 and Socorro County Procurement Policy #2021-37, Section 26. The fifteen (15) day protest period for timely Offerors shall begin on the day following contract award and will end at 5:00 PM MST on the date indicated in Section II.A (Sequence of Events), above. Protests must be written and must include the name and address of the protestor and the Request for Proposals number. It must also contain a statement of grounds for protest including appropriate supporting exhibits, and it must specify the ruling requested from the Purchasing Agent. The protest must be delivered to the Purchasing Agent.

Attn. Sammie Vega-Finch, County Purchasing Agent 210 Park Street

Socorro, New Mexico 87801

NOTE: Protests received after the deadline will not be accepted.

C. GENERAL REQUIREMENTS

This procurement will be conducted in accordance with the New Mexico Procurement Code (13- 1-28 NMSA 1978) and Socorro County Procurement Policy (#2021-37).

1. Acceptance of Conditions Governing the Procurement

Offerors must indicate their acceptance of the Conditions Governing the Procurement in the letter of transmittal form (see Appendix C). Submission of a proposal constitutes acceptance of the Evaluation Factors contained in Section V of this RFP.

2. Incurring Cost

Any cost incurred by the offeror in preparation, transmittal, presentation of any proposal or material or negotiation associated with their response to this RFP shall be borne solely by the offeror.

3. Prime Contractor Responsibility

Any contract that may result from this RFP shall specify that the prime contractor is solely responsible for fulfillment of the contract with the County. The County will only make contract payments to the prime contractor.

4. Subcontractors

Use of subcontractors must be clearly explained in the proposal and each must be identified by name. The prime contractor shall be wholly responsible for contract performance whether or not subcontractors are used. Substitution of subcontractors, after contract award, must receive prior written approval of the County Purchasing Office.

5. Amended Proposals

An offeror may submit an amended proposal before the deadline for receipt of proposals.

Such amended proposals must be complete replacements for a previously submitted proposal and must be clearly identified as such in the transmittal letter. County personnel will not merge, collate, or assemble proposal materials.

6. Offerors' Rights to Withdraw Proposal

Offerors will be allowed to withdraw their proposals at any time prior to the deadline for receipt of proposals. The offeror must submit a written withdrawal request signed by the offeror's duly authorized representative addressed to the Procurement Manager. The approval or denial of withdrawal requests received after the deadline for receipt of the proposals is governed by the applicable procurement regulations.

7. Proposal Offer Firm

Responses to this RFP, including proposal prices, will be considered firm for ninety (90) days after the due date for receipt of proposals or sixty (60) days after the due date for the receipt of a best and final offer, if one is solicited.

8. Disclosure of Proposal Contents

The proposals will be kept confidential until a contract is awarded by the awarding authority. At that time, all proposals and documents pertaining to the proposals will be open to the public, except for material which is proprietary or confidential. The Procurement Manager will not disclose or make public any pages of a proposal on which the offeror has stamped or imprinted "proprietary" or "confidential" subject to the following requirements.

Proprietary or confidential data shall be readily separable from the proposal in order to facilitate eventual public inspection of the remaining portions of the proposal. Confidential data is normally restricted to confidential financial information concerning the offeror's organization and data that qualifies as a trade secret in accordance with the Uniform Trade Secrets Act, 57-3A-I to 57-3A-7 NMSA 1978. The price of products offered or the cost of services proposed shall not be designated as proprietary or confidential information.

If a request is received for disclosure of data for which an offeror has made a written request for confidentiality, the Purchasing Agent shall examine the offeror's request and make a written determination that specifies which portions of the proposal should be disclosed. Unless the offeror takes legal action to prevent the disclosure, the proposal will be so disclosed. The proposal shall be open to public inspection subject to any continued prohibition on the disclosure of confidential data.

9. No Obligation

This procurement in no manner obligates the County or any of their departments or other subdivisions to the eventual lease, purchase, etc., of any tangible personal property offered or services proposed until a valid written contract is approved by the Purchasing Agent and other required approval authorities.

10. Termination

This RFP may be canceled at any time and any and all proposals may be rejected in whole or in part when the County determines such action to be in the best interest of the County.

11. Sufficient Appropriation

Any contract awarded as a result of this RFP process may be terminated if sufficient appropriations or authorizations do not exist. Such termination will be effected by sending written notice to the contractor. Each of the County's decision as to whether sufficient appropriations and authorizations are available will be accepted by the contractor as final.

12. Legal Review

The County require that all offerors agree to be bound by the General Requirements contained in this RFP. Any offeror concerns must be promptly brought to the attention of the Procurement Manager.

13. Governing Law

This procurement and any agreement with offerors that may result shall be governed by the laws of the State of New Mexico.

14. Basis for Proposal

Only information supplied by the County in writing through the Procurement Manager or in this RFP should be used as the basis for the preparation of offeror proposals.

15. Contract Terms and Conditions

The contracts between the County and the contractor will follow the format specified by the County and contain the terms and conditions set forth in Appendix B, Sample Contract. However, the County reserves the right to negotiate with a successful offeror provisions in addition to those contained in this RFP. The contents of this RFP, as revised or supplemented, and the successful offeror's proposal will be incorporated into and become part of the contract.

Should an offeror object to any of the County’s terms and conditions, as contained in this Section or in Appendix B, that offeror must propose specific alternative language. The County may or may not accept the alternative language, at the County’s sole discretion.

General references to the offeror's terms and conditions or attempts at complete substitutions are not acceptable to the County and could lead to disqualification of the offeror's proposal.

Offerors must provide a brief discussion of the purpose and impact, if any, of each proposed change followed by the specific proposed alternate wording in order for the proposed alternate wording to be considered.

16. Offeror’s Terms and Conditions

Offeror’s must submit with their proposal a complete set of any additional terms and conditions which they request be included in a contract negotiated with the County. The County may or may not accept the additional language, at the County’s sole discretion.

17. Contract Deviations

Any additional terms and conditions, which may be the subject of negotiation, will be discussed only between the County and the selected offeror and shall not be deemed an opportunity to amend the Offeror’s proposal.

18. Offeror Qualifications

The Evaluation Committee may make such investigations as necessary to determine the ability of the offeror to adhere to the requirements specified within this RFP. The Evaluation Committee will reject the proposal of any offeror who is not a responsible offeror or fails to submit a responsive offer as defined in Sections 13-1-83 and 13-1-85

NMSA 1978.

19. Right to Waive Minor Irregularities

The Evaluation Committee reserves the right to waive minor irregularities. The Evaluation Committee also reserves the right to waive mandatory requirements provided that all of the otherwise responsive proposals failed to meet the same mandatory requirements or doing so does not otherwise materially affect the procurement. This right is at the sole discretion of the Evaluation Committee.

20. Change in Contractor Representatives

The County reserves the right to require a change in contractor representatives if the assigned representatives are not, in the opinion of the County, meeting its needs adequately.

21. Notice

The Procurement Code, Sections 13-1-28 through 13-1-199 NMSA 1978, imposes civil and misdemeanor criminal penalties for its violation. The State of New Mexico criminal statutes also impose felony penalties for bribes, gratuities and kick-backs.

22. County Rights

The County reserves the right to accept all or a portion of an offeror's proposal.

23. Right to Publish

Throughout the duration of this procurement process and contract term, potential offeror’s and contractors must secure from the County written approval prior to the release of any information that pertains to the potential work or activities covered by this procurement or the subsequent contract. Failure to adhere to this requirement may result in disqualification of the Offeror’s proposal or termination of the contract.

24. Ownership of Proposals

All documents submitted in response to the RFP shall become the property of the County.

However any technical or user documentation submitted with the proposals of non-selected offerors may be returned after the expiration of the protest period, by request, at the expense of the Offeror.

25. Ambiguity, Inconsistency or Errors in RFP

Offerors shall promptly notify the Procurement Manager, in writing, of any ambiguity, inconsistency or error which they discover upon examination of the RFP.

26. Competition

By submitting a proposal, offeror certifies that they have not, either directly or indirectly, entered into any action in restraint of full competition in connection with the proposal submitted to the County.

27. Use by Other Government Entities

By submitting a proposal, offeror indicates that they understand and agree that other government entities within the State of New Mexico, or as otherwise allowed by their governing directives, may contract for the goods or services included in this procurement document with the awarded contractor(s). Contractual engagements accomplished under this provision shall be solely between the awarded vendor and the contracting government entity with no obligation or liability by Socorro County.

28. Confidentiality

Any confidential information provided to, or developed by, the contractor in the performance of any agreement resulting from this RFP shall be kept confidential and shall not be made available to any individual or organization by the contractor without the prior written approval of the County.

29. Electronic mail address required

A large part of the communication regarding this procurement will be conducted by electronic mail (e-mail). Offeror must have a valid e-mail address to receive this correspondence.

30. Use of Electronic Versions of this RFP

This RFP is being made available by electronic means. If accepted by such means, the offeror acknowledges and accepts full responsibility to insure that no changes are made to the RFP. In the event of conflict between a version of the RFP in the offeror’s possession and the version maintained by the County, the version maintained by the County shall govern.

31. Insurance

The Offeror will be required to provide proof of, and maintain, insurance prior to performing work on County owned property. The requirements are as follows:

1. General Liability: $1,000,000.00 per occurrence $2,000,000.00 Aggregate

a. Includes Coverage for Premises/Operation Coverage & Products/Completed Operations

b. Must be Occurrence form coverage

c. Coverage shall remain in force for the duration of the contract.

2. Auto Liability: $1,000,000.00 Each Accident

a. Covers all owned, leased, hired and non-owned autos or “any auto”

3. Professional Liability: Minimum $1,000,000 aggregate

Coverage must be as broad as the coverage provided to the insured. Coverage must be primary and non-contributory before any other insurance or self-insurance. A copy of endorsement for this coverage must provided.

The certificate must state that coverage afforded under the policies will not be canceled or allowed to expire until at least 30 days prior written notice has been given to the

32. Procurement Preferences

This procurement is federally funded and no preference can be considered.

III. RESPONSE FORMAT AND ORGANIZATION

A. NUMBER OF RESPONSES

Offerors may submit only one (1) proposal in response to this RFP.

B. NUMBER OF COPIES

Offerors shall deliver four (4) identical copies of their proposal to the location specified in Section I, Paragraph D on or before the closing date and time for receipt of proposals. (Identical copies are defined as the original plus the number of additional copies needed to fulfill the requirement. For example, a requirement for four (4) identical copies would be fulfilled by submitting the original and three [3] copies of the original.) The original copy should be clearly marked “ORIGINAL” on the front cover and shall contain original signatures.

C. PROPOSAL FORMAT

All proposals must be typewritten on standard 8 1/2 x 11 paper (larger paper is permissible for charts, spreadsheets, etc.) and placed within a binder with tabs delineating each section.

1. Proposal Organization

The proposal must be organized and indexed in the following format and must contain, as a minimum, all listed items in the sequence indicated.

a. Letter of Transmittal Form (See Appendix C)

b. Table of Contents

c. Campaign Contribution Disclosure Form (See Appendix D)

d. Certification Regarding Debarment (See Appendix E)

e. Resident Preference Certifications (See Appendix F)

f. Cost Response Form (See Appendix G)

g. Proposal Summary (optional)

h. Response to Specifications

i. Professional Qualifications

ii. Experience

iii. References

iv. Familiarity with Socorro County

v. Communication Challenges

vi. Capability & Agreement to Perform

i. Other Supporting Materials

Within each section of their proposal, offerors should address the items in the order in which they appear in this RFP under Section V. All forms provided in the RFP must be thoroughly completed and included in the appropriate section of the proposal.

Any proposal that does not adhere to these requirements may be deemed non-responsive and rejected on that basis.

A proposal summary may be included by offerors to provide the Evaluation Committee with an overview of the technical and business features of the proposal; however, this material will not be used in the evaluation process unless specifically referenced from other portions of the offeror's proposal.

2. Other Supporting Materials

Offerors may attach other materials which they feel may improve the quality of their responses. However, these materials may not be reviewed by members of the Evaluation Committee and will not be scored.

IV. SPECIFICATIONS

A. INFORMATION

1. Resident Business Preference

A valid Resident Preference Certificate issued by the New Mexico Taxation and Revenue Department must be included with the proposal if the Offeror wishes to receive the additional points available as a qualifying resident business. See Section I.F, above, for more information.

2. Resident Veterans Preference Certificate

A complete and signed Resident Veterans Preference Certificate must be included with the proposal if the Offeror wishes to receive the additional points available as a qualifying Resident Veteran. See Section V.D.4 for more information.

3. County Resident Business Preference

A valid Socorro County Resident Preference Certificate issued by the Socorro County Procurement Office must be included with the proposal if the Offeror wishes to receive the additional points available as a qualifying resident business. See Section I.F, above, for more information.

4. Response to Requirements

Each mandatory requirement in sections IV.B.1 through IV.B.12, below, requires a vendor response, as indicated. Failure to respond to, or properly comply with, a mandatory requirement may result in the disqualification of the Offeror’s proposal.

B. MANDATORY REQUIREMENTS

1. Letter of Transmittal Form (Pass/Fail)

Offeror must complete and submit the “Letter of Transmittal Form”, found at Appendix C, with their proposal. The form must be signed and dated by an individual authorized to contractually bind the Offeror.

2. Campaign Contribution Disclosure Forms (Pass/Fail)

Offeror must complete and submit the “Campaign Contribution Disclosure Forms”, found at Appendix D, with their proposal. Forms for each of the County must be signed and dated by an individual authorized to contractually bind the Offeror.

3. Insurance (Pass/Fail)

a. The offeror must include a statement in its proposal affirmatively responding to this requirement as stipulated in Section II.C.31 (Insurance); and

b. Include in its Proposal either:

1.A certificate of insurance or letter from its insurer demonstrating that the Offeror meets this requirement, or 2.A commitment letter or other evidence, satisfactory to the County, that the Offeror will have such coverage as of the date the Contract commences.

4. Debarment & Suspension Certification (Pass/Fail)

Offeror must complete and submit the “Debarment & Suspension Certification Form”, found at Appendix E, with their proposal. The form must be signed and dated by an individual authorized to contractually bind the Offeror.

5. Professional Qualifications (350 Points)

Offeror must:

a. Identify and describe the consultant’s qualifications to provide these types of services solicited herein,

b. identify any support staff who would be assigned to work with the consultant on this project,

c. define the capacity in which each person supporting the consultant would be working, and describe the qualifications each holds to perform the work required,

d. show how consultant has thorough knowledge and understanding of work performed in local government

e. provide copies of any certifications and awards that would further demonstrate offeror’s ability to complete the required work.

6. Experience (325)

Offeror must describe the experience in providing IT services, solicited herein, especially with other government entities. Offers should focus on previous efforts that demonstrate their capability to provide the required services.

7. References (100 Points)

Offeror must provide names and current contact information for at least three public entity references for which your firm has provided similar services. Offeror must also describe the type of service provided to each and when the service was performed.

8. Familiarity with Socorro County (150 Points)

Describe your proximity to and familiarity with the area in which this project is located.

Also describe your experience working with a local governmental agency and the New Mexico procurement code.

9. Communication Challenges (50 Points)

Needed services will be located throughout Socorro County, primarily in the rural and unincorporated areas of the County. Describe your plan for ensuring effective project management and communication with County Administration regarding the location of your office and availability of the project team.

10. Cost (75)

Offeror must complete and submit the Cost Response Form, at Appendix G, providing proposed annual contract cost for accomplishing the scope of work as well as a monthly cost schedule. State gross receipts and local option taxes (if any) shall not be included in the proposed cost. Such taxes shall be separately reimbursed to the contractor by the

11. Capability and Agreement to Perform (Pass/Fail)

Offeror certifies that they are capable and qualified to provide the products or services required by this RFP and agrees to perform the Scope of Work as specified in the contract at Appendix B, Attachment 1. A statement of concurrence is required.

12. Oral Presentation (25)

If held, points will be awarded based on the quality, content and logic of the offeror’s presentation as well as the strength and convincingness of answers provided to questions posed by the Evaluation Committee. If oral presentations are not held, all finalist offerors will be awarded the full twenty-five (25) points available.

V. EVALUATION

A. EVALUATION POINT SUMMARY

The following is a summary of evaluation factors with point value assigned to each or a Pass/Fail evaluation. These, along with the general requirements, will be used in the evaluation of individual offeror proposals.

REF. REQUIREMENT POINTS

AVAIL.

IV.B.1 Letter of Transmittal Form Pass/Fail IV.B.2 Campaign Contribution Disclosure Form Pass/Fail IV.B.3 Insurance Certificate/Letter Pass/Fail IV.B.4 Debarment & Suspension Certification Pass/Fail IV.B.5 Professional Qualifications 300 IV.B.6 Experience 300 IV.B.7 References 100 IV.B.8 Familiarity with Socorro County 150 IV.B.9 Communication Challenges 50 IV.B.10 Cost ‘(Appendix G) 75 IV.B.11 Capability & Agreement to Perform Pass/Fail IV.B.12 Oral Presentation 25

Total 1,000

B. EVALUATION FACTORS

Points will be awarded based on the evaluation factors found in V.C.1 through V.C.12, below, as indicated.

C. MANDATORY REQUIREMENTS

1. Letter of Transmittal Form (Pass/Fail)

2. Campaign Contribution Disclosure Form (Pass/Fail)

3. Insurance Certificate/Letter (Pass/Fail)

4. Debarment & Suspension Certification (Pass/Fail)

5. Professional Qualifications (350 Points)

Points will be awarded base on the depth and breadth of qualifications cited for the consultant (primarily) as well as the support staff (if any) as well as the strength of the offeror’s qualifications as compared to submittals from other offerors under this RFP.

6. Experience (325 Points)

Points will be awarded base on the depth and breadth of experience of the consultant (primarily) as well as the support staff (if any). The Evaluation Committee will pay particular attention to the similarity between described experience and the work to be performed under this RFP as well as the complexity and difficulty of work described in the offeror’s response. Offeror responses will also be compared to submittals from other offerors under this RFP.

7. References (100 Points)

Points will be awarded based on the similarity of the business dealings indicated to the requirements of this RFP as well as the reference’s satisfaction in their dealings with the offeror and the provided products or services. The Evaluation Committee may call any or all of the references. Reference responses to this section will also be compared to reference responses from other offerors under this RFP.

8. Familiarity with Socorro County (150 Points)

Points will be awarded based on the strength of the offeror’s response detailing the firm’s familiarity with Socorro County, experience working with a local governmental agency and experience working with the New Mexico procurement code.

9. Communication Challenges (50 Points)

Points will be awarded based on the strength and clarity of the offeror’s plan to ensure effective project management and communication with County Administration.

10. Cost (75)

Points will be awarded based on the total cost proposed on the Cost Response Form and calculated using the following formula:

𝑂𝑂𝑂𝑂𝑂𝑂𝑂𝑂𝑂𝑂𝑂𝑂𝑂𝑂′𝑠𝑠𝑠𝑠𝑂𝑂𝑠𝑠𝑠𝑠𝑠𝑠𝑠𝑠 =

𝐿𝐿𝑂𝑂𝐿𝐿𝑂𝑂𝑠𝑠𝑠𝑠 𝐴𝐴𝑠𝑠𝑠𝑠𝐴𝐴𝐴𝐴𝐴𝐴 𝑠𝑠𝑂𝑂𝑂𝑂𝑃𝑃𝑂𝑂𝑠𝑠𝑂𝑂𝑃𝑃 𝐶𝐶𝑂𝑂𝑠𝑠𝑠𝑠

𝑇𝑇ℎ𝑠𝑠𝑠𝑠 𝑂𝑂𝑂𝑂𝑂𝑂𝑂𝑂𝑂𝑂𝑂𝑂𝑂𝑂′𝑠𝑠 𝐴𝐴𝑠𝑠𝑠𝑠𝐴𝐴𝐴𝐴𝐴𝐴 𝑠𝑠𝑂𝑂𝑂𝑂𝑃𝑃𝑂𝑂𝑠𝑠𝑂𝑂𝑃𝑃 𝐶𝐶𝑂𝑂𝑠𝑠𝑠𝑠

𝑥𝑥100

11. Capability & Agreement to Perform (Pass/Fail)

Pass/Fail Only.

12. Oral Presentations (25 Points)

If held, points will be awarded based on the quality, content and logic of the offeror’s presentation as well as the strength and convincingness of answers provided to questions posed by the Evaluation Committee. If oral presentations are not held, all finalist offerors will be awarded the full twenty-five (25) points available

D. DESIRABLE REQUIREMENTS

There are no desirable requirements associated with this procurement.

F. EVALUATION PROCESS

1. Initial Review

All offeror proposals will be reviewed for compliance with the mandatory requirements stated within the RFP. Proposals deemed non-responsive to any mandatory requirement will be eliminated from further consideration.

2. Clarifications

The Procurement Manager may contact the offeror for clarification of the response as specified in Section II, Paragraph B.7.

3. Other Information Sources

The Evaluation Committee may use other sources of information to perform the evaluation as specified in Section II, Paragraph C.18.

4. Scoring and Contract Award Recommendation

Responsive proposals will be evaluated and assigned a point value based on the factors in Section V. Finalist offerors who are asked and choose to submit revised proposals for the purpose of obtaining best and final offers will have their points recalculated accordingly.

The responsible offeror whose proposal is most advantageous to the County, taking into consideration the evaluation factors in Section V, will be recommended for contract award to the Purchasing Agent, and any other required approving authorities, as specified in Section II, Paragraph B.12. Please note, however, that a serious deficiency in the response to any one factor may be grounds for rejection regardless of overall score.

APPENDIX A

ACKNOWLEDGEMENT OF RECEIPT FORM

Request for Proposals

IT SERVICES

Socorro County RFP #2023-02-401

In acknowledgment of receipt of this Request for Proposal, the undersigned agrees that he/she has received a complete copy, beginning with the title page and table of contents, and ending with Appendix E.

The acknowledgment of receipt should be signed and returned (by fax, e-mail, courier or hand delivery) to the Procurement Manager no later than 8/28/2023

The Offeror listed below does/does not (circle one) intend to respond to this Request for Proposals.

OFFEROR: __________________________________________________________________

REPRESENTED BY: _______________________ TITLE:___________________________

E-MAIL ADDRESS: _________________________________________________________

PHONE NO.:________________________ FAX NO.:______________________________

ADDRESS: _________________________________________________________________

CITY: _________________________ STATE: ______ ZIP CODE: ____________________

SIGNATURE: ______________________________________ DATE:__________________

This name and address will be used for all correspondence related to the Request for Proposals.

Please return to:

Sammie Vega-Finch

210 Park Street/PO Box I

Socorro NM 87801 Phone: (575) 835-0589

Fax: (575) 835-4629 E-mail: svega@co.socorro.nm.us

APPENDIX B

IT SERVICES

THIS AGREEMENT is made and entered into by and between the County of Socorro, hereinafter referred to as the "County" and __________________, hereinafter referred to as the "Contractor”, and is effective as of the date set forth below upon which it is executed by the Purchasing Agent and the Board of County Commissioners.

IT IS AGREED BETWEEN THE PARTIES:

1. Scope of Work.

The Contractor shall perform the work outlined in the Scope of Work attached hereto as Attachment 1 and incorporated herein by reference.

2. Compensation.

A. The total amount payable to the Contractor under this Agreement, including gross receipts tax and expenses, shall not exceed $ , exclusive of New Mexico gross receipts tax.