7-RFP 50-26-SS - Off-Site Records Storage and Handling Services - Addendum 1 - 05.14.2026.pdf
PDF 3 MB Posted
- Attached to
- Off-Site Records Storage and Handling Services
- Solicitation number
- RFP 50-26-SS
- Issued by
- Bernalillo County, New Mexico
About this file
This Addendum #1 document, issued by Bernalillo County, New Mexico's Procurement and Business Services Department, supplements the original Request for Proposals 50-26-SS for Off-Site Records Storage and Handling Services. The addendum clarifies key requirements discussed during the non-mandatory pre-proposal conference held on May 13, 2026, at 10:00 a.m. via MS Teams and addresses questions submitted by prospective offerors. Sealed proposals must be submitted electronically through the County's Bonfire eProcurement system no later than May 29, 2026, at 4:00 p.m. Mountain Time, with contract award anticipated in June 2026. The resulting agreement shall be effective for three years with an option to renew for an additional three years, for a maximum total term of six years. The addendum clarifies that offerors should provide pricing based on quantity estimates detailed in Appendix F—Price Submission Form, which reflects estimated annual storage quantities of 3,500 boxes for non-climate-controlled warehouse space, 220 boxes for climate-controlled vault space for microfilm, and 60 tapes for backup tapes and digital media.
The addendum confirms that Small Business status requires submission of a sample affidavit from a Certified Public Accountant verifying that the business employs an average of fewer than fifty full-time employees in a calendar year. The document includes three attachments: the Pre-Proposal Conference Agenda, the Pre-Proposal Conference Attendance Roster identifying representatives from Bernalillo County departments and BigByte.CC Corp, and a sample Small Business Affidavit. All prospective offerors must comply with mandatory disclosure requirements, including campaign contribution disclosures, unfair business practices certifications, and pay equity reporting. New Mexico state resident business preferences (5%), Native American resident business preferences (8%), resident veteran preferences (10%), County local business (5%), and small business (5%) preferences apply, with a combined preference cap of 18% and a dollar limitation of $180,000 on County preferences. Inquiries regarding the addendum should be directed to Samantha Secrist, Purchasing Administrator, at 505-527-2326 or ssecrist@bernco.gov.
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Text version
County Commissioners Adriann Barboa, Chair -District 3 - Frank A. Baca, Vice Chair - District 2
Barbara Baca, District 1 – Walt Benson, District 4 – Eric C. Olivas, District 5 Elected Officials
Damian R. Lara, Assessor Michelle Kavanaugh, Clerk Cristy J. Carbón-Gaul, Probate Judge John D. Allen, Sheriff Tim Eichenberg, Treasurer
County Manager Cindy Chavez
Procurement and Business Services Department 415 Silver Ave. SW, 6th Floor Albuquerque, New Mexico 87102 Office: 505-468-7777 Fax: 505-468-7067 purchasing@bernco.gov www.bernco.gov
DATE: May 14, 2026
ATTN: All Prospective Offerors
FROM: Samantha Secrist, Purchasing Administrator
SUBJ: Request for Proposal (RFP) 50-26-SS (Addendum #1)
Off-Site Records Storage and Handling Services
This Addendum #1 to RFP #50-26-SS, issued by the Purchasing Section of the Bernalillo County Procurement and Business Services Department, is to provide Offerors with additional information discussed during the pre-proposal conference and to address questions from Offeror(s).
WRITTEN QUESTIONS RECEIVED TO DATE (as received with no modifications) Q=Question R=Response
Q1: Do you have a sample of this affidavdit
Small Business shall mean a Local Business which employs an average of fewer than fifty (50) full-time employees in a calendar year, which number shall be verified by submittal of an affidavit from a Certified Public Accountant.
R1: Please see the attached sample of the Small Business Certificate.
Q2: Can you clarify the quantity of records that we should be quoting. If we should be quoting the quantity detailed in the RFP or the quantity estimates provided on the pricing sheet.
R2: Please provide pricing based on the quantity estimates detailed on Appendix F – Price Submission Form. Estimates provided in the RFP detail the ability for expansion.
ATTACHMENTS:
1. Pre-Proposal Conference Agenda
2. Pre-Proposal Conference Attendance Roster
3. SAMPLE – Small Business Affidavit
No other changes have been made. Should there be any questions regarding this Addendum #1 please contact Samantha Secrist at (505) 527-2326 or email ssecrist@bernco.gov.
xc: RFP #50-26-SS
RFP #50-26-SS
Off-Site Records Storage and Handling Services May 13, 2026, at 10:00 am (via Teams)
NON-MANDATORY PRE-PROPOSAL CONFERENCE AGENDA
1. Introductions A. Bernalillo County
B. Vendors in attendance
2. Overview of Purchasing Requirements – Samantha Secrist A. Section I
• Purpose of this RFP
• Procurement Manager Contact Information
• Definitions overview
• “Desirable”, “Finalist”, “Mandatory”, “Offeror” and Selection Committee as they are referenced in the RFP Document
B. Section II
• Sequence of Events
• Distribution of RFP Document
• Selection Process
• Status Notification of Finalists/Non-Finalists
• Interview & Negotiations
• Pay Equity( page 9)
• Confidentiality/Public Records
C. Section III
• Proposal Format
• Mandatory forms to be submitted with proposal with emphasis placed on the submittal of these forms. Offerors who fail to comply with this requirement will be disqualified (Submittal Requirements – Bonfire)
• Campaign Contribution Form
• Response to proposal requirements
• Additional forms to be submitted with proposal.
• Submittal letter form
• Resident Business or Veteran Business Certificate
• Unfair Business Disclosure form
• Offerors Additional T&Cs
D. Submittal and Technical Submittal requirements and Evaluation Criteria E. Interviews & Demonstrations with Finalists F. Section VIII
• Proposed Draft Agreement G. Application of Preference
3. Overview of Scope of Services – Risk Management A. Section IV. Scope of Work
4. Questions/Comments
5. Meeting Adjourned
Bernalillo County Purchasing Section Non-Mandatory Pre-Proposal Conference
RFP 50-22-SS
OFF-SITE RECORDS STORAGE and HANDLING SERVICES
Bernalillo County Procurement & Business Services May 13, 2026 @ 10:00 a.m.
FIRST /LAST NAME DEPARTMENT/FIRM PHONE # EMAIL
1 Samantha Secrist Procurement & Business Services 505-527-2326 ssecrist@bernco.gov
2 Helen Wesley Procurement & Business Services 505-468-7073 hwesley@bernco.gov
3 Charlton Lamar Simmons
Risk Management Records & Information Management
505-314-0449 csimmons@bernco.gov
4 Nerissa Whittington BigByte.CC Corp 505-255-5422 nwhittington@bigbyte.cc
5 Michael Lopez BigByte.CC Corp 505-255-5422 mlopez@bigbyte.cc
6 Regina Ortega Risk Management 505-314-0449 gmortega@bernco.gov
7 Armany Mansour Risk Management 505-414-1853 amansour@bernco.gov
Brittney Castro Procurement & Business Services bcastro@bernco.gov505-468-7318 mailto:ssecrist@bernco.gov mailto:hwesley@bernco.gov mailto:csimmons@bernco.gov mailto:gmortega@bernco.gov mailto:amansour@bernco.gov
SAMPLE
SAMPLE
| RFP 50-26-SS Off-Site Records Storage and Handling Services Addendum 1 - 05.13.2026.pdf |
| Agenda RFP 50-26-SS Pre-Proposal Conference - Off-Site Records Storage and Handling Services.pdf |
| RFP 50-26-SS Pre-Proposal Attendance Roster (1).pdf |
| Bernalillo County Purchasing Section |
| Non-Mandatory Pre-Proposal Conference |
| RFP 50-22-SS |
| OFF-SITE RECORDS STORAGE and HANDLING SERVICES |
| Bernalillo County Procurement & Business Services |
| May 13, 2026 @ 10:00 a.m. |
SAMPLE - Affidavit of a Certified public Accountant_Redacted.pdf
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