4-QUO 00 Request for Quotations.pdf

REQUEST FOR QUOTES

Incorporated County of Los Alamos Procurement Division

101 Camino Entrada, Building 3 Los Alamos, NM 87544

QUO27-32 Operating Food Pantry Services

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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

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NEEDS STATEMENT

The Incorporated County of Los Alamos (“County”) is requesting Quotes from qualified and experienced firms to operate food pantry services for County residents under contract, ensuring access to safe, nutritious food and emergency food assistance regardless of economic status, location, or other barriers.

SOLICITATION INFORMATION

Solicitation No. QUO27-32

Solicitation Title Operating Food Pantry Services

Single-step or Multi-step Single-step

Requesting Dept. COMMUNITY SERVICES - Social Services

SOLICITATION SCHEDULE

Advertised September 24, 2026

Pre-Quote Conference Non-Mandatory October 5, 10 a.m. Mountain Time Virtual via MS Teams https://teams.microsoft.com/meet/210587094820133?p=ZbMiZLz6w9uakdsy7a

Question Submission Deadline

October 8, 2026 at 2 p.m. Mountain Time

Responses to Questions Issued by County

October 14, 2026 at 5 p.m. Mountain Time County reserves the right to issue responses at any time prior to this date.

Quote Due Date October 21, 2026 at 2 p.m. Mountain Time

CONTACT INFORMATION

Procurement Contact Name Patricia Masterson

Title Management Analyst

E-Mail patricia.masterson@losalamosnm.gov

Phone No. 505.662.8127

ESTIMATED PROCESS SCHEDULE AFTER THE QUOTE DUE DATE

The estimated dates of the solicitation process after Quote due date tentatively planned as follows, are provided here for informational purposes only, and at County’s discretion, may be subject to change without prior notification.

Quote Review October 21, 2026 – October 28, 2026

Contract Drafting, Legal Review, and Negotiations

October 29, 2026 – November 19, 2026

Estimated Contract Award November 20, 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 Quotes submitted through the County’s Procurement Portal will be considered. To register to view and download solicitation documents and submit a Quote 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 REQUEST FOR

QUOTES

https://teams.microsoft.com/meet/210587094820133?p=ZbMiZLz6w9uakdsy7a

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Additional documents are referenced in this Request for Quotes, 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 or modifications stated via the County’s Procurement Portal, the complete solicitation package. Documents required to be submitted as a component of Offeror’s Quote will be noted as such in each individual solicitation posted on the County’s Procurement Portal, and Offerors will be unable to submit their Quotes through the County’s Procurement Portal until all required documents and information have been uploaded or provided by Offerors.

Please also reference “Quote 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 by October 8, 2026 at 2 p.m. Mountain Time on the County’s Procurement Portal. 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.

5. GENERAL INFORMATION

5.1. Award for these Services will result in the execution of a contract between the selected Offeror and the County. A sample Services Agreement with the County’s standard terms and conditions is provided on the County’ Procurement Portal for the consideration of interested parties to review prior to submitting a Quote.

5.2. The County reserves the right to issue a formal solicitation if the Quotes received or total estimated not-to-exceed compensation, throughout a contract term, is estimated to exceed the County’s small purchase threshold, which is SIXTY THOUSAND AND 00/100 DOLLARS ($60,000.00). County reserves the right to procure services consistent with County ordinances and policies.

5.3. County reserves the right, at its sole discretion, to accept or reject any Quote; to waive any and all irregularities in any or all statements or Quotes; to request additional information from any or all respondents; and to award to the Offeror whose Quote is most beneficial to County. Nothing in this document shall be interpreted as binding County to enter into a contract with any Offeror.

5.4. Quotes are Public Records. Pursuant to the New Mexico Inspection of Public Records Act, NMSA 1978, Chapter 14, Article 2, all materials submitted under this Request for Quotes shall be presumed and considered public records. Except to the extent any information may be protected by state or federal law, Quotes 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.

5.5. 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 seven (7) 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.

5.6. Offerors are asked to propose pricing for each potential year of a potential contract. County may consider, but is under no obligation to accept proposed cost escalators (e.g., a proposed specific

Template Version: 20250625 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.

6. COST QUOTE

6.1. Using the Cost Quote document provided on the County’s Procurement Portal, follow the instructions to provide costs for all years of a possible contract term.

7. REQUESTED INFORMATION AND SCOPE OF WORK OR SERVICES

7.1. Qualifications and Experience. Describe Offeror’s prior experience performing similar work, particularly providing examples from the last 3-5 years. State qualifications of Offeror’s staff who might be assigned to provide services. List all applicable licenses and certifications for each individual.

7.2. County Responsibilities. Include a list of any County responsibilities necessary for Offeror to perform the requested services.

7.3. Deviations or Exceptions to Sample Services Agreement.

7.3.1. Using the Deviations or Exceptions to Sample Services Agreement Form provided on the County’s Procurement Portal, provide any deviations or exceptions or note no deviations or exceptions to the County’s Sample Services Agreement provided in the County’s Procurement Portal.

7.3.2. Provide a copy of any of Offeror’s own terms and conditions County may be requested to consider.

7.3.3. The County may consider, but is under no obligation to accept, any of Offeror’s contractual terms or provisions included in Offeror’s Quote.

7.4. 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 Quote. If the Form is not submitted with the Quote, upon award, Contractor must submit this form prior to County’s obligation to pay for the services.

7.5. 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 Quote. 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.

7.6. Additional Information, Forms, and Documents. Submit any additional pertinent information, forms, or documents related to provision of the requested services.

7.7. Scope of Work or Services. Confirm and describe your ability to provide the Services described below:

7.7.1. Basic Services. Successful offeror shall operate a public food pantry that follows the federal guidelines for poverty in determining eligibility for food assistance and provide the personnel necessary to:

7.7.1.1. Assure that a wide variety of safe and nutritious food is available to County residents and not limited by location or other factors beyond the residents’ control;

7.7.1.2. Provide access to emergency food services for Los Alamos County residents; and

7.7.1.3. Provide a local storage point for the food products to be distributed.

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7.7.1.4. The Contractor shall enroll in and actively use the Unite Us platform throughout the term of this Agreement. Unite Us is an electronic referral and care coordination system used to receive, manage, respond to, and track referrals and coordinate services with participating organizations. If the County replaces Unite Us with another platform, the Contractor shall transition to and actively use the replacement platform as directed by the County.

7.7.2. Deliverables.

7.7.2.1. The successful offeror will provide food distribution services as needed, in conjunction with other partnering agencies in order to make available in the County sufficient to supplant the County’s need to staff and to fund programs for the sick and indigent in-house.

7.7.2.2. Successful Offeror will submit quarterly reports to the County’s designated Project Manager that demonstrate Contractor is providing the Services and the Services are reaching the neediest in the community.

7.7.2.3. Successful offeror will be required to submit annual financial reports within ninety (90) days of the offeror’s fiscal year end.

7.7.3. Premises.

7.7.3.1. The successful offeror, as part of providing the Services, shall have a revokable license to use approximately four hundred (400) square feet in the lower level of the Los Alamos Community Building located at 475 20th Street, Los Alamos, New Mexico 87544 (“Premises”). The Premises may be used only for purposes of providing the Services required under this Agreement and related uses. County may withdraw, at its sole discretion, the use of the Premises from Contractor with ninety (90) days advance written notice. At its sole discretion, County may designate, in writing, additional or substitute space(s) for Contractor’s use subject to the same right of withdrawal with notice. Any additional or substitute space assigned to the successful offeror will be included in the term “Premises” for purposes of this request for quotes. County may assign a different premises or space or relocate Contractor to another location within County facilities of similar square footage, if possible, based on the needs of County, with ninety (90) days written notice to Contractor. At its sole discretion, County may require upgrades or maintenance of the facility that may require disruption of electrical service. County shall provide at minimum, twenty-four (24) hours advance notice to Contractor. Contractor’s use of the Premises shall be subject at all times to compliance with the relevant County policies, rules, ordinances, and regulations.

7.7.3.2. A diagram of the location of the licensed Premises is attached to this Agreement as Exhibit “A” and incorporated herein for all purposes.

7.7.3.3. Unless County notifies successful offeror in writing otherwise, successful offeror, its employees, members, volunteers and business patrons are granted a non-exclusive right to use, in common with others, Premise common spaces including parking spaces, drives, walkways, and entrance ways.

7.7.3.4. The successful offeror shall provide, at its own expense, security and supervision of the Premises and portions of any related facilities assigned for successful offeror’s use, subject to County’s policies and decisions regarding maintenance, repair and upkeep of said Premises.

7.7.3.5. The successful offeror shall be responsible for and pay any and all costs related to the installation, monitoring, and maintenance of any and all alarm systems required for successful offeror’s business.

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7.7.3.6. County shall provide all reasonable labor, services, supplies and materials required for the upkeep, maintenance, and repair of the Premises, including custodial and janitorial services.

7.7.3.7. County shall pay all reasonable charges for water, electricity, gas, sewer, and refuse attributable to the Premises. The successful offeror shall be responsible for and pay any and all cable, internet, and telephone charges, including installation, costs for lines, phones and related equipment. Installation of new or additional service installations shall require the review and permitting of the County prior to installation.

7.7.3.8. The Premises may be altered, modified, or improved from time to time by County or its agents, at the sole discretion of County.

7.7.3.9. The successful offeror shall not make any alterations, additions or improvements to the Premises, or to any County property, without the prior written consent of County. Title to all alterations, additions or improvements made by Contractor to the Premises shall attach to the Premises and title shall vest in County, except as may be otherwise agreed to and authorized in writing by County.

7.7.3.10. To protect the health and safety of the public or any person or persons using or occupying the Premises, and to minimize danger from all hazards to life and property, the successful offeror shall take all reasonable precautions in connection with its use of the Premises and shall comply with all health, safety and fire protection rules, laws, regulations and requirements of County, and any other pertinent regulatory body. County reserves the sole right to determine if circumstances warrant cancellation of an event or Services, or if an alternate event or location may be substituted.

7.7.3.11. Smoking and vaping in the Premises or on the grounds is prohibited. It shall be the responsibility of the successful offeror to reasonably enforce this prohibition within the enclosed or public Premises used or occupied by Contractor during the performance of this Agreement in accordance with the provisions of the Chapter 18 Article IV of the Code of the Incorporated County of Los Alamos.

7.7.3.12. Premise Access and Keys. County is the owner of any and all keys to the Premises.

County shall provide keys to designated individuals identified by the successful offeror.

No keys to the Premises shall be provided by successful offeror, or at the request of successful offeror, to any other party. Any individual authorized to have a key to the Premises shall maintain the key within his or her control at all times. The successful offeror is prohibited from copying keys to the Premises and a violation of this provision shall constitute grounds for immediate termination of this Agreement and termination of the license to use the Premises. The successful offeror may request from County keys to the Premises and provide those keys to individuals authorized to receive them in accordance with County Policy #1701 – Key Control Policy (“Key Policy”), attached as Exhibit “B.” The successful offeror shall assure that all individuals responsible for keys issued to them comply fully with the Key Policy. Employees or agents of the successful offeror shall promptly return all keys in accordance with the Key Policy. If a key is lost or is unable to be returned, successful offeror shall provide written notice of the loss and identify all steps taken to minimize unauthorized Premises entry. The successful offeror shall pay all key replacement and rekeying costs where County determines that rekeying is necessary for the security of the Premises.

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EXHIBIT A

Premises

QUO27-32

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EXHIBIT B

Key Policy

QUO27-32

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