7-RFP 00 RFP26-41 Web and Mobile App-ADA-Compliance.pdf

REQUEST FOR PROPOSALS (RFP)

Incorporated County of Los Alamos Procurement Division

101 Camino Entrada, Building 3 Los Alamos, NM 87544

RFP26-41 Web and Mobile App ADA Compliance

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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

Los Alamos County seeks professional services to audit and test its online digital content for compliance with the U.S. Department of Justice’s new Americans with Disabilities Act (ADA) Title II final rule, specifically the Web Content Accessibility Guidelines (WCAG) 2.1 Level AA standards by the April 26, 2027 deadline.

The selected provider will also develop policies, procedures, and training resources to enable County staff to maintain compliance into the future.

SOLICITATION INFORMATION

Solicitation No. RFP26-41

Solicitation Title Web and Mobil App ADA Compliance

Single-step or Multi-step Single-step

Requesting Dept. COUNTY MANAGER'S OFFICE - Communications and Public Relations

SOLICITATION SCHEDULE

Advertised December 19, 2025

Pre-Proposal Conference Non-Mandatory December 29, 2025 10:00 a.m. Mountain Time Virtual – MS Teams https://tinyurl.com/4nf29cpc

Question Submission Deadline

January 5, 2026, 2:00 p.m. Mountain Time

Responses to Questions Issued by County

January 6, 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

January 13, 2:00 p.m. Mountain Time

Late responses will not be considered

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 CLOSING

The estimated dates of the solicitation process after closing 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.

Proposal Evaluation January 14, 2026 – January 20, 2026

Contract Drafting, Legal Review, and Negotiations

January 21, 2026 - February 2, 2026

Estimated Contract Award February 3, 2026

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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 Proposals submitted through the County’s Procurement Portal by the Proposal Due Date stated herein, or as may be modified by addendum, will be considered. Late responses will not be considered. To register to view and download solicitation documents and submit a Proposal 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 RFP

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

Please also reference “Proposal Format and Response Components” below.

3. QUESTIONS

Any questions must be received in writing at least five (5) business days prior to the submission due date, unless otherwise stated herein or in an addendum. 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.

Offerors must submit in writing through the County’s Procurement Portal, as stated herein, any questions or requested clarification necessary for Offeror to provide a complete response with all Proposal response components and pricing included. Offerors are asked to refrain from including in Proposals statements such as “more information available upon request,” “pricing to be determined,” or other similar statements. Such statements and failure of Offeror to seek clarification needed for Offeror to provide the requested information may result in an Offeror being found non-responsive or non-responsible. This in no way may be construed to conflict with County’s right to hold interviews and discussions for clarification with Offerors, as further described herein.

4. PRE-PROPOSAL CONFERENCE

A pre-Proposal conference is not scheduled for this solicitation.

5. MULTI-STEP PROCESS

This is a single-step RFP; multi-step process information does not apply.

6. DEMONSTRATION INFORMATION

Demonstrations are not planned for this RFP.

7. GENERAL INFORMATION

7.1. About Los Alamos County. The Incorporated County of Los Alamos is situated at the foot of the Jemez Mountains on the Pajarito Plateau with an elevation ranging from 6,200 feet to 9,200 feet. Los Alamos is an incorporated county, established under a special provision of the State constitution, giving it both county and municipal authority and powers. Two distinct communities, Los Alamos Town site and White Rock, each with its own visitor center, are home to ~19,000 people. Los Alamos is mostly known for the historic accomplishments of its largest employer, Los Alamos National Laboratory, and continues to gain notice for its vast scenic assets and recreational opportunities. Visit the Los Alamos County website (www.losalamosnm.us) and the tourism website (www.visitlosalamos.org) for more information.

7.2. Unless otherwise defined, the following terms may be used interchangeably throughout this RFP:

“Offeror,” “Contractor,” and “Vendor” “Proposal,” “Response,” and “Submittal” “Software,” “Solution,” and “System” “Project” and “Services” “RFP” and “Solicitation”

7.3. The County invites Proposals from all qualified respondents. No Proposal may be withdrawn after the scheduled closing time. Proposals will not be accepted after the scheduled closing time. Please make note of the submittal requirements outlined in this solicitation. Read and follow the instructions carefully. Include the required documents stated in this RFP as part of your submittal packet. Any misinterpretation or failure to comply with the submittal requirements could result in rejection of the Proposal. Proposal preparation is at the Offeror’s expense.

7.4. Any change(s) to the solicitation will be conveyed through the written addenda process. Read carefully and follow all instructions provided on any addendum, as well as the instructions provided in the original solicitation. Offerors are expected to acknowledge receipt of addenda by submitting signed copies of addenda with the submitted Proposal.

7.5. County reserves the right, at its sole discretion, to accept or reject any Proposals; to waive any and all irregularities in any or all statements or Proposals; to request additional information from any or all respondents; and to award a contract to the responsible Offeror whose Proposal is most beneficial to County. While County intends to execute a contract for the services listed herein, nothing in this document shall be interpreted as binding County to enter into a contract with any Offeror.

7.6. Proposals are Public Records. Pursuant to the New Mexico Inspection of Public Records Act, NMSA 1978, Chapter 14, Article 2, all materials submitted under this RFP shall be presumed and considered public records. Except to the extent any information may be protected by state or federal law, Proposals 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. If an Offeror fails to submit information requested in the RFP that Offeror considers to be confidential, the County reserves the right to find any Offeror’s Proposal non-responsive or non-responsible based on the information provided in or excluded from Offeror’s response.

7.7. 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.

7.8. Offerors are notified that they must propose pricing for each potential year of the contract. County may consider, but is under no obligation to accept proposed cost escalators (e.g., a proposed specific 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.

7.9. Offerors are informed that State law requires that all foreign corporations (NMSA 1978 §53-17-5) and limited liability corporations (NMSA 1978 §53-19-48) procure a certificate of authority to transact business in the state prior to transacting business in the State of New Mexico.

7.10. The Chief Purchasing Officer has determined a preference is applicable to this solicitation. Offerors must submit a written request for preference, using the Request for Preference form provided through the County’s Procurement Portal, with a copy of the applicable state-issued preference certificate, with its Proposal to qualify for preference. Ref. County Code Section. 31-261(b) and Section13-1-21 NMSA 1978 et al.

8. PROPOSAL REVIEW AND EVALUATION

Proposals shall be handled so as to prevent disclosure of the identity of any Offeror or the contents of any Proposal to competing Offerors during the process of negotiation.

After the RFP has closed, Procurement Division staff prepares a register of Proposals containing the name of each Offeror, the number of modifications received, if any, and a description sufficient to identify the item offered. The register of Proposals is open to public inspection only after contract award.

Procurement Division staff releases Proposals to the Evaluation Committee. The Evaluation Committee reviews and evaluates the submittals. If interviews are conducted, they may only be for the purpose of clarification and may be used for adjusting the final score. 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 solicitation requirements for the purpose of obtaining best and final offers. For proposals that qualify for Preference, as described in the Request for Preference form provided through the County’s Procurement Portal, preference factors will be applied as applicable in accordance with the most current County Code Section 31-261(b) and NMSA 1978 Section 13-1-21 et al., as may be modified from time to time.

The Evaluation Committee Chairperson provides final evaluation results to the Procurement Division.

Award shall be made to the responsible Offeror whose Proposal is determined in writing by the Evaluation Committee to be the most advantageous to the County, taking into consideration the evaluation criteria set forth in the solicitation.

9. AWARD OF SOLICITATION

Following award of the solicitation, the successful Offeror will be required to execute a contract with County in accordance with the terms and conditions set forth in the Sample Agreement, which is provided through the County’s Procurement Portal. Offerors must identify any exception or other requirements, if any, to the terms and provisions in the Services Agreement, along with proposed alternative language addressing the exception. County, as a governmental entity, is subject to certain laws and prohibitions and may, but is not required to, negotiate changes in contract terms and provisions, but will not agree to language that is in violation of the law. The Agreement as finally agreed upon must be in form and content acceptable to County.

10. OBLIGATIONS OF FEDERAL CONTRACTORS AND SUBCONTRACTORS; CONTRACT CLAUSES

Federal Contractors and Subcontractors shall abide by applicable state and federal requirements, which may include but are not limited to all the provisions set forth in 29 CFR Part 471, Appendix A to Subpart A, and may be required to be included or incorporated by reference into the Agreement.

11. ILLEGAL ACTS

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The County Procurement Code, Article 9, imposes remedies and penalties for violation of the County Code. In addition, New Mexico criminal statutes impose felony penalties for illegal bribes, gratuities, and kickbacks.

12. CERTIFICATION FORM REGARDING DEBARMENT, SUSPENSION, AND OTHER

RESPONSIBILITY MATTERS

Offerors are requested to complete the Certification Regarding Debarment, Suspension, and Other Responsibility Matters Form, provided through the County’s Procurement Portal, and submit with the Proposal. If this completed document is not included with the Proposal, it must be provided prior to the evaluations of the received Proposals, otherwise the Offeror’s Proposal will not be considered. This Form serves as a warrant of the Offeror’s responsibility and may not necessarily preclude the Offeror from consideration for award.

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

14. 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 Proposal. 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.

15. BACKGROUND INFORMATION RELATED TO THE SCOPE OF WORK OR SERVICES

In April 2024, the U.S. Department of Justice (DOJ) published a final rule under Title II of the Americans with Disabilities Act (ADA) that establishes clear requirements for web content and mobile application accessibility by state and local government entities. As Los Alamos County has a population of fewer than 50,000 people, it qualifies as a small government entity and therefore has a compliance deadline of April 26, 2027.

The County maintains three websites: https://losalamosnm.us, https://www.losalamoslibrary.org/Home, https://www.visitlosalamos.org/Home, and a council and board calendar page with agendas, videos, audio and meeting minutes https://losalamos.legistar.com/Calendar.aspx, several external web pages that supplement the internal county pages such as Socrata for the county’s financial open books, library catalogue, and online payment pages and others, as well as embedded forms. The County also utilizes several mobile apps including the Los Alamos NOW app, Recycle Coach, ACT MyRide, ACTTracker/MyStop app and others, as well as a variety of social media platforms.

16. SCOPE OF WORK OR SERVICES (“SCOPE”)

Los Alamos County seeks professional services to audit and test its online digital content for compliance with the U.S. Department of Justice’s new Americans with Disabilities Act (ADA) Title II final rule, specifically the Web Content Accessibility Guidelines (WCAG) 2.1 Level AA standards by the April 26, 2027 deadline. The selected provider will also develop policies, procedures, and training resources to enable County staff to maintain compliance into the future. Public-facing digital content, including but not limited to https://www.ada.gov/resources/small-entity-compliance-guide/#fn:2 https://losalamosnm.us/ https://www.losalamoslibrary.org/Home https://www.visitlosalamos.org/Home https://losalamos.legistar.com/Calendar.aspx https://losalamoscounty-of.finance.socrata.com/#!/dashboard https://losalamos.ent.sirsi.net/client/en_US/default/search/results?te= https://www.losalamosnm.us/Services/Public-Utilities/Los-Alamos-NOW-app https://www.losalamosnm.us/Services/Trash-and-Recycling/Recycle-Coach https://www.losalamosnm.us/Services/Atomic-City-Transit/ACT-MyRide https://atomiccitybustracker.availtec.com/infopoint

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16.1. Public-facing digital content

16.1.1. Websites

16.1.1.1. https://losalamosnm.us (main website)

16.1.1.2. https://www.losalamoslibrary.org (library website)

16.1.1.3. https://www.visitlosalamos.org/ (visitor/tourist website)

16.1.1.4. Council and Board Calendar/Agendas (website for council and boards and commissions site - includes video, audio, pdfs, and other files)

16.1.2. Third-party/embedded platforms on the county websites

16.1.2.1. Socrata “Open Books” financial transparency portal

16.1.2.2. Library catalog system

16.1.2.3. Online payment portals

16.1.2.4. Bonfire procurement portal

16.1.2.5. Online forms (e.g. Cognito) and other embedded content

16.1.3. Mobile Applications

16.1.3.1. Los Alamos NOW

16.1.3.2. Recycle Coach

16.1.3.3. ACT MyRide

16.1.3.4. ACTTracker/MyStop

16.1.3.5. Additional County-supported mobile tools

16.1.4. Social Media Platforms:

16.1.4.1. Facebook

16.1.4.1.1. Los Alamos County Assessor

16.1.4.1.2. Los Alamos Atomic City Transit

16.1.4.1.3. Los Alamos County

16.1.4.1.4. Los Alamos County Clerk

16.1.4.1.5. Los Alamos County Community Development Department

16.1.4.1.6. Los Alamos County Community Services Department

16.1.4.1.7. Los Alamos Dept. of Public Utilities

16.1.4.1.8. Los Alamos County Environmental Services

16.1.4.1.9. Los Alamos Fire Department

16.1.4.1.10. Los Alamos Library

16.1.4.1.11. Los Alamos County Police Department

16.1.4.2. Instagram

16.1.4.2.1. LAC Community Services Dept.

16.1.4.2.2. Los Alamos County

16.1.4.2.3. Los Alamos County Clerk

16.1.4.2.4. Los alamos County Library

16.1.4.2.5. Los Alamos County Department of Public Utilities

16.1.4.3. Threads

16.1.4.3.1. Lacountyclerk

16.1.4.3.2. Lacdpu

16.1.4.3.3. Visitlosalamosnm

16.1.4.4. NextDoor

16.1.4.4.1. Los Alamos County

16.1.4.5. Linkedin

16.1.4.5.1. Los Alamos County

16.1.4.5.2. Los Alamos police department

https://losalamosnm.us/ https://www.losalamoslibrary.org/ https://www.visitlosalamos.org/ https://losalamos.legistar.com/Calendar.aspx https://www.facebook.com/profile.php?id=61576810771397 https://www.facebook.com/losalamoscountyact https://www.facebook.com/losalamoscounty/ https://www.facebook.com/LACClerk https://www.facebook.com/LosAlamosCountyCommunityDevelopment https://www.facebook.com/LosAlamosCommunityServices https://www.facebook.com/DPU1968 https://www.facebook.com/profile.php?id=100057214190038 https://www.facebook.com/LAFDNM https://www.facebook.com/LosAlamosPublicLibrary https://www.facebook.com/profile.php?id=100083258262875 https://www.instagram.com/lacountyclerk/?hl=en https://www.facebook.com/LosAlamosCountyCommunityDevelopment https://www.instagram.com/lacountyclerk/?hl=en https://www.instagram.com/laclibrary/ https://www.instagram.com/lacdpu/?hl=en https://nextdoor.com/agency-detail/nm/los-alamos-county/los-alamos-county/ https://www.linkedin.com/company/1170171/admin/dashboard/ https://www.linkedin.com/company/los-alamos-police-department/posts/?feedView=all

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16.2. Successful Offeror Responsibilities

16.2.1. Selected Offeror shall provide the following services

16.2.2. Project Initiation and Schedule.

16.2.2.1.1. Contractor will, within ten (10) business days from the Effective Date of the Agreement, or within a timeframe proposed in Contractor’s RFP response and agreed to by County, schedule an virtual kick-off meeting with the County’s designated Communications and Public Relations staff (“Project Team”), as determined by the Public Information Officer or designee (“County Project Manager”) at a date, time, and format to be agreed upon by both Parties.

16.2.2.1.2. As part of the kick-off meeting, the Parties will, at a minimum:

16.2.2.1.3. Establish a mutually agreed upon Project Schedule to accomplish key tasks with durations for each task conforming substantially to the Contractor’s Proposed Project Plan and Schedule. The Project Plan and Schedule will include, at a minimum, the Contractor’s anticipated need for travel to Los Alamos, due dates for deliverables, and Project milestones.

16.2.2.1.4. Review the scope of work and identify any Project issues to be addressed in the course of the Project.

16.2.2.1.5. Establish communication protocols, meeting frequency, and meeting format, with meetings occurring either in-person or online in a virtual format.

16.2.2.1.6. Identify document format and data transfer methods between Consultant and Project Team related to the performance of the Agreement.

16.2.2.1.7. Contractor will provide detailed and complete written documentation of this meeting and a Project Plan and Schedule to the County within five (5) business days of the meeting. The Project Plan and Schedule will be subject to the County Project Manager review and approval and Project Implementation will commence only after the County approval of the Project Plan and Schedule, which may be adjusted throughout Project implementation upon mutual written agreement of both parties.

16.2.3. Assessment and Audit

16.2.3.1. Conduct a baseline audit of all county-owned and third-party managed digital content for WCAG 2.1 AA compliance (see 19.1)

16.2.3.2. Share audit findings with Los Alamos County in a report, including current deficiencies, level of risk and a prioritized remediation plan to bring them current.

16.2.3.3. Provide a briefing session with key county staff of the reports findings and answer questions.

16.2.4. Policy and Procedure Development

16.2.4.1. Draft county-wide digital accessibility policy aligned with ADA Title II requirements and best practices.

16.2.4.2. Establish standardized procedures for creating, maintaining, and publishing accessible digital content

16.2.4.3. Define roles and responsibilities for County departments/divisions, including

16.2.4.3.1. County IM (Information Technology) staff overseeing the website and mobile applications.

16.2.4.3.2. County web administrators

16.2.4.3.3. Public information and communications staff

16.2.4.4. Provide ongoing guidance on accessible design, document remediations (PDFs, Work, PowerPoint, Excel, graphs and charts, graphics, photographs) video/multimedia captioning and mobile app compliance.

16.2.4.5. Create easy-to-follow checklists, quick guides for day-to-day use.

16.2.4.6. Recommend procedures, if applicable, for archiving digital content for records retention

16.2.5. Monitoring and Reporting

16.2.5.1. Recommend monitoring tools and workflows for staff to use to ensure continuous compliance

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16.2.5.2. Define metrics for accessibility performance and compliance tracking

16.2.5.3. Periodically check the county’s public-facing digital content to ensure that it is meeting compliance requirements until full compliance deadline of April 26, 2027

16.2.6. Optional Accessibility Remediation Services (price separately)

16.2.6.1. As an optional service, the Offeror may propose a separate cost to execute remediation and bring County digital content into compliance with WCAG 2.1 AA standards, based on the findings of the accessibility audit.

16.2.6.2. This optional service should include:

16.2.6.2.1. Implementation of accessibility fixes for County-managed websites, applications, and digital documents identified in the audit report;

16.2.6.2.2. Documentation of updates completed and final accessibility status reports.

16.3. County responsibilities

16.3.1. Project management and coordination

16.3.1.1. The County’s project manager will be the primary point of contact for the successful Offeror

16.3.1.2. The County’s project manager will coordinate with county departments, divisions and required staff as needed to ensure cooperation and scheduling of project activities

16.3.2. Access to Systems and content

16.3.2.1. Provide the Successful Offeror with access to county-managed websites, mobile applications, portals, and digital platforms for purposes of auditing and testing

16.3.2.2. Facilitate communication with third-party vendors that manage or host county-related systems.

16.3.3. Implementation of Findings

16.3.3.1. Upon receipt of the Successful Offeror’s audit and report of findings, the County’s project manager will review the materials and notify the Successful Offeror if the report is approved or there are still gaps that must be addressed. The County Project Manager will also coordinate with the County Attorney’s Office, as needed, to approve related policies and procedures developed by the Successful Offeror to ensure they meet County requirements.

16.3.3.2. If the County does not select the optional accessibility remediation services identified under Section 16.2.4, then following the approval of the Successful Offeror’s audit and report, County staff will be responsible for implementing and correcting accessibility issues within county-managed systems, content and applications.

16.3.3.3. County staff will carry out remediation efforts using the policies and procedures following training by the Successful Offeror.

16.3.4. Staff Participation to Implement

16.3.4.1. Identify and make available county staff (IM or IT, Communications, Departmental content owners, web administrators, etc.) to participate in training

16.3.4.2. Encourage staff to apply best practices for accessible content creation going forward as identified in the policies and procedures.

16.3.5. Review and Feedback

16.3.5.1. Review deliverables in a timely manner and provide feedback within agreed upon review windows as established in the kickoff meeting.

16.3.5.2. Participate in findings presentations and planning sessions to confirm scope, priorities and next steps.

16.3.6. Ongoing commitment

16.3.6.1. Implement the policies, procedures and training resources developed

16.3.6.2. Carry out ongoing internal audit and testing activities as recommended

16.3.6.3. Assign staff responsible for monitoring compliance and reporting issues after project completion.

16.4. Successful Offeror Deliverables

16.4.1. Project Initiation meeting including development and delivery of the Project Plan and Schedule.

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16.4.2. Accessibility Audit report with prioritized findings, remediation recommendations, and presentation to key county staff.

16.4.3. Digital Accessibility Policy and Procedures manual tailored to County staff to ensure continued compliance.

16.4.4. Staff training program (presentations, guides, recorded modules)

16.4.5. Testing and monitoring protocols (including recommended automated and manual testing methods).

16.4.6. Periodic testing of county public-facing digital content to identify gaps for county staff to correct and ensure the County is compliant by the April 26, 2027 deadline.

16.5. Timeline - dates listed below are tentative and subject to change, with the exception of the compliance deadline.

16.5.1. Project kickoff meeting within ten (10) days of agreement award

16.5.2. Initial audit, report and finding presentation within ninety (90) days of project start or as otherwise determined at the project kickoff meeting.

16.5.3. Policy/Procedure Drafts (with internal auditing/testing guidance) within six (6) months of project start date or as otherwise determined at the project kickoff meeting.

16.5.4. Training rollout, within nine (9) months of project start or as otherwise determined at the project kickoff meeting.

16.5.5. Periodic testing to identify gaps for county staff so that all public-facing digital content is compliant by the April 26, 2027 deadline.

17. PROPOSAL FORMAT AND RESPONSE COMPONENTS

17.1. Offerors must submit a Proposal to the County in the format described herein, subject to Section 8.5, and through the County’s Procurement Portal. Information provided in the Proposal may be used in the contract between the successful Offeror and the County.

17.2. To facilitate the review process, unless otherwise stated herein, County’s preference, though not a requirement, is that Proposals be limited to fifty (50) pages, not including exhibits, attachments, or marketing materials; that Proposals are 8.5 x 11 inch format; and that general marketing materials should not exceed ten (10) pages.

17.3. Unless otherwise specified herein or on the County’s Procurement Portal, Proposal documents should be submitted in PDF format.

17.4. For uniformity in the Proposal review process, please sequence Proposals as shown below using the same header names as below. Additional information may be included by Offerors in attachments, provided that Proposals include and address, in the sequence requested, the elements requested in the Proposal Format and Scope.

17.5. Whenever describing Offeror’s ability to provide the services described in the Scope, reference the header for that section and restate the section to which Offeror is responding.

17.6. As determined acceptable by the evaluation committee, the successful Offeror will be selected to provide some or all of the services described herein, to meet the County’s needs. Offerors are expected to identify in their Proposals any modifications to the proposed Scope that may be deemed necessary or might aid in successfully delivering services

17.7. Proposal Response Components. Responses should include the following Proposal Response Components:

Template Version: 20250321

Sect.

No. Section Title

Submission Information

(In addition to any other information requested herein.

1 Cover Sheet (One page only)

1. Provide the full legal name of the Contractor who will execute the contract, and the name, phone number, and e-mail address of the primary person responsible for responding to questions and communication related to the RFP.

2. Reference the RFP number and name.

Cover Letter and

Executive Summary (One page only)

1. Include qualifications and a narrative description of the characteristics that set the Offeror apart such as unique examples of service or added value, and any recognition or endorsements received.

2. Provide a clear, concise overview of Offeror’s Proposal.

3 Qualifications and Experience

1. Describe Offeror’s prior experience performing similar work, particularly providing examples from the last 3-5 years.

2. State qualifications of Offeror’s staff who might be assigned to provide services. List all applicable licenses and certifications for each individual. Describe training and ability to perform the required services.

Previous Clients

1. The County reserves the right to contact some or all previous clients to verify any information provided and to request that references provide additional information.

2. If previous client reference information is confidential, you may state so, however, evaluation scores will reflect Offeror’s inability to include requested reference information in the Proposal.

3. Using the Previous Clients Worksheet provided on the County’s Procurement Portal, provide a minimum of 3 previous clients where similar services were performed in the last 3-5 years.

4. Previous clients should include company name, address, contact name, position, telephone number, and the period during which services were provided.

Applicable Industry

Standards, Laws, and Regulations

1. It is expected that Offerors have knowledge of and comply with all applicable industry standards, laws, and regulations.

2. Describe Offeror’s understanding and ability to comply with applicable industry standards, laws, and regulations.

3. Describe any required valid licenses, permits, trainings, and certifications Offeror possesses to perform the requested services.

4. Confirm that Offeror is properly authorized to conduct business in the State of New Mexico and briefly describe those authorizations (e.g., Offeror possesses a New Mexico Business License issued by the New Mexico Secretary of State).

Description of Services and Ability to Provide the

Scope of Work or Services

1. Use the headers from the Scope of Work in the response.

2. Summarize, in narrative form, Offeror’s understanding of the requested Services, and describe Offerors process, planning methodology, approach and ability to fulfill the Scope of Services and identify any modifications to the proposed Scope of Services that may be deemed necessary or may aid in successfully delivering the Services described.

3. Identify and describe any known constraints in fulfilling the Scope of Services as described.

4. Describe responsibilities of Contractor versus County for each item under Scope of Services.

5. Identify any deliverables.

6. Provide detailed information for any optional services not otherwise described in the Scope of Services, defined clearly as individual items, and provide a narrative to describe the optional services.

Template Version: 20250321

Sect.

No. Section Title

Submission Information

(In addition to any other information requested herein.

7 Cost Proposal

1. Provide total costs proposed for all possible years of an agreement using the instructions provided on the Cost Proposal Sheet available in the County’s Procurement Portal.

2. In accordance with County Code, the use of a cost-plus-a-percentage-of-cost contract is prohibited.

Submission of County’s Standard Sample Service

Agreement with Deviations or Exceptions Noted or Statement of No Deviations or Exceptions.

1. Offeror must note in their response any deviations or exceptions, if any, to the County’s Standard Sample Services Agreement, provided on the County’s Procurement Portal. Provide the original language with the County’s standard terms and any suggested edits; or

2. Alternatively, state that Offeror has no deviations or exceptions.

3. Offerors should provide with their Proposal any of their own standard contractual terms or provisions the County will be asked to consider if Offeror is selected for award. This may include, but is not limited to, such things as a sample Master Services Agreement or Licensing Agreement and any additional governing documents referenced within those sample standard agreements. Offerors should note if their own standard contractual terms or provisions conflict with those provisions provided in the County’s Sample Services Agreement.

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

Additional Documents to Submit with Proposals

In addition to all other components requested herein, submitted Proposals should include, but may not be limited to the following. If a document is required, it will be noted as such in the County’s Procurement Portal, and Offerors will be unable to submit Proposals without all required documents.

1. Certification Regarding Debarment, Suspension, and other Responsibility Matters

2. Campaign Contribution Disclosure Form

3. Verification of Authorized Offeror

4. Request for Preference Form

5. Signed copies of any addenda issued.

18. EVALUATION CRITERIA

Responsible Offeror means a person, who has been determined by the Chief Purchasing Officer or evaluating committee to have the capability in all respects to perform fully the contract requirements, and the integrity and reliability which will assure good faith performance.

Responsive Offeror means a person who has submitted an offer that conforms in all material respects to the requirements set forth in the RFP.

Criteria Weighted Points

Qualifications and Experience (Proven experience with ADA Title II compliance and WCAG 2.1 AA standards, successful completion of similar accessibility projects for government entities, expertise in accessible design for websites, mobile apps and third-party platforms)

2 Previous Clients 10

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Understanding of and Ability to Comply with Applicable Industry Standards, Laws, Rules, and Regulations and Proof of Valid Licenses and Permits

Description of Services and Ability to Meet Scope of Services without the optional remediation services, including capability to provide guidance for technical remediation, non-technical remediation, and familiarity with automated accessibility testing tools and manual testing protocols.

Optional remediation services, including the capability to directly implement accessibility fixes within digital content, systems, and applications as identified in the audit.

6 Cost Proposal 20

Total Score 100