22-Addendum 4.pdf
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- Attached to
- Grants Management Software
- Solicitation number
- RFP26-02
- Issued by
- Los Alamos County, New Mexico
About this file
This is an Addendum (No. 4) issued by the Incorporated County of Los Alamos Procurement Division for Solicitation No. RFP26-02, seeking a Grants Management Software solution. The solicitation involves procuring a software system to manage various types of grants, including federal, capital outlay, and state-appropriated grants. The addendum provides clarifications, modifications to the original solicitation, and includes responses to vendor questions. A pre-proposal conference was held, with attendees from multiple technology and consulting firms, and the video of the conference is available at a provided web address.
The County intends to fund the project through its operating budget, with funding appropriated for fiscal year 2026 (July 1, 2025 – June 30, 2026). The software must accommodate up to 50 users, with the ability to grant access to an unlimited number of users at no additional cost. Key requirements include integration capabilities with the County's Tyler Munis ERP system, the ability to handle different grant types and funding sources, and flexibility in managing grants that may only partially fund projects. The County emphasizes the need for a solution that can distinguish between grant types, track reporting requirements, and provide comprehensive grant management functionality. The contract award is contingent upon funding availability, and the County reserves the right to modify budgets and renegotiate terms as needed.
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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: August 8, 2025
Addendum No.: No. 4
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
1 The pre-proposal conference video can be viewed at the following web address:
https://losalamosnm.egnyte.com/dl/DDXtyB6Jm3Yv
2 The attendance list from the pre-proposal conference is provided in the table below.
3 The County’s Grants Policy has been uploaded to the County’s Procurement Portal and can be downloaded under “Supporting Documentation.”
There was an error in the County’s response to question 1 in Addendum 2. The question is restated below along with the corrected response. Offerors should disregard the response provided in Addendum 2.
QUESTION: Can the County confirm the 40 grant managers is the total number of internal users, or is there an additional number staff that will use the system.
RESPONSE: The County can sometimes have as many as 40 or more different Grant Managers managing day-to-day activities of their grants. As stated in the Software Functionality Matrix #2.1, the Software will have the ability to grant access to an unlimited number of users at no additional cost. Minimum number of users must be at least fifty (50).
A new acknowledgement statement has been added to the County’s Procurement Portal under Section E. Acknowledgements. It states the following: “I understand and agree that the County will only pay for services successfully provided and accepted as complete by the County Project Manager and have included in my Proposal my firm's process for obtaining acceptance of completion by the Project Manager and have described at which stages or phases in the Project implementation payments would be requested after deliverables or milestones are accepted by the County.”
Questions Answers
With regards to integration with the County’s ERP, Tyler Munis, is the County looking for data sharing both to and from the Grants Management Software.
The County anticipates a need to be able to share data from the ERP to the Grants Management Software, but not from the Grants Management Software to the ERP.
However, as requested in Section 1.3 of the Software Functionality Matrix, Offerors are asked to describe any and all system integration methodologies the proposed system offers.
Does the County have enhancements that may be desired for the near future.
The County has not identified any specific desired future enhancements at this time.
However, please refer to section 17.12 of the RFP, Additional, Optional, and Future Functionality and Services and Section 17.13 Possible Future Replacement or Implementation of Integrated Systems, and provide the information requested therein.
https://losalamosnm.egnyte.com/dl/DDXtyB6Jm3Yv
Ref.
No.
Modification and/or Question
If Offerors propose to offer to County at discounted rates future additional, optional, functionality and services as they become available, please describe in the Cost Proposal Worksheet the discounted rate at which those will be offered to the County (e.g., vendor agrees to offer the County a certain % off the then-current Most Favored Customer price or better). This generally means offering discounts equal to or exceeding those provided to Offeror's best commercial or government customers. This may include, but is not limited to discounted rates for new modules, apps, features, functionality, integrations, data transfers, professional services, consulting services, etc.
Does the solution need to be able to handle and distinguish between the type of grant, such as federal grants, capital outlay, and other different types of grants.
County does have capital outlay grants, some have a federal source, but are administered through the state of New Mexico. The County also has grants that are appropriated directly through the state of New Mexico through the legislature. They are different in terms of how the County handles them, how they are reported on, and how they are accounted for. In some situations, grant funding may only fund smaller portions of projects. County desires a solution that can address this need and manage different types of grants.
How does the County plan to fund this project? Is it part of the operating budget or capital budget? Does the County have an approved budget for this new Grants Management System?
County intends to fund this through its operating budget. Budget for this project has been appropriated for fiscal year 2026 (July 1, 2025 – June 30, 2026.) Budgets are appropriated annually. The County reserves the right to modify budgets and appropriations at any time for any reason. In the event that additional funding becomes available, any contract awarded may, at County’s sole discretion, be renegotiated in accordance with County’s Procurement Code and procedures. Any contract awarded as a result of this solicitation is contingent upon the availability of funding.
PRE-PROPOSAL MEETING ATTENDANCE
Company Name E-mail
Autocene Government Solutions, Inc. Diana Herring diana@acgovsolutions.com mailto:diana@acgovsolutions.com
Avocette Technologies Danielle McCallum Danielle.mccallum@avocette.com
Avocette Technologies Gerard Huff gerard.huff@avocette.com
Avocette Technologies Janet Majocha Janet.Majocha@avocette.com
CLA Aaron Haataja aaron.haataja@claconnect.com
CLA Laura Beltran-Schmitz laura.beltran-schmitz@claconnect.com
CLA Shawn McGoldrick shawn.mcgoldrick@claconnect.com
CLA Shelley DeWees shelley.dewees@claconnect.com
Differential Designs, Inc. Mark Meyer mark.meyer@differential-designs.com
Euna Solutions Moe Baroudi moe.baroudi@eunasolutions.com
Euna Solutions Shaq Gordon shaq.gordon@eunasolutions.com
HOTB Software Solutions Emerson Connolly emerson.connolly@hotbsoftware.com
HOTB Software Solutions Jason Connolly jconnolly@hotbsoftware.com
Los Alamos County Beatrice Odezulu Beatrice.odezulu@losalamosnm.gov
Los Alamos County Chuck Bear charles.bear@lacnm.us
Los Alamos County David Griego david.griego@losalamosnm.gov
Los Alamos County Jaime Kephart jaime.kephart@losalamosnm.gov
Los Alamos County Xavier Anderson Xavier.anderson@lacnm.us
Neighborly Software Elizabeth Geddy elizabeth.geddy@neighborlysoftware.com
New Mexico Grant Administration Talal Saint-Lôt talal@nmgrants.com
OpenGov, Inc. Kay Alvarez kalvarez@opengov.inc mailto:gerard.huff@avocette.com mailto:Janet.Majocha@avocette.com mailto:aaron.haataja@claconnect.com mailto:laura.beltran-schmitz@claconnect.com mailto:shawn.mcgoldrick@claconnect.com mailto:shelley.dewees@claconnect.com mailto:mark.meyer@differential-designs.com mailto:moe.baroudi@eunasolutions.com mailto:shaq.gordon@eunasolutions.com mailto:emerson.connolly@hotbsoftware.com mailto:jconnolly@hotbsoftware.com mailto:Beatrice.odezulu@losalamosnm.gov mailto:charles.bear@lacnm.us mailto:david.griego@losalamosnm.gov mailto:jaime.kephart@losalamosnm.gov mailto:elizabeth.geddy@neighborlysoftware.com mailto:talal@nmgrants.com
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