8-RFP 00 Request for Proposal.pdf

REQUEST FOR PROPOSALS (RFP)

Incorporated County of Los Alamos Procurement Division

101 Camino Entrada, Building 3 Los Alamos, NM 87544

RFP26-39 Comprehensive Plan

Template Version: 20250321

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 projects2025.

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.

mailto:Support.Bonfire@eunasolutions.com https://vendorsupport.gobonfire.com/ https://losalamosnm.bonfirehub.com/

RFP26-39 Comprehensive Plan

Template Version: 20250321

NEEDS STATEMENT

The Incorporated County of Los Alamos (“County”) is requesting Proposals from qualified and experienced firms for professional consultant services (“Consultant Services”) to conduct public outreach and participation to update the County’s existing Comprehensive Plan. The selected Offeror shall provide needed planning analysis, as well as advise staff, edit, illustrate, and provide graphic design production services for the draft and final Comprehensive Plan.

SOLICITATION INFORMATION

Solicitation No. RFP26-39

Solicitation Title Comprehensive Plan

Single-step or Multi-step Single-step

Requesting Dept. Community Development Department

SOLICITATION SCHEDULE

Advertised September 25, 2025

Pre-Proposal Conference Non-Mandatory October 7, 2025, 1:00 p.m. Mountain Time Virtual Via MS Teams. To join, visit: https://tinyurl.com/rfp2639

Question Submission Deadline

October 16, 2:00 p.m. Mountain Time

Responses to Questions Issued by County

October 20, 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

October 23, 2:00 p.m. Mountain Time Late responses will not be considered

CONTACT INFORMATION

Procurement Contact Name Jaime Kephart

Title Procurement Contract Manager

E-Mail Jaime.kephart@lacnm.us

Phone No. 505.709.5503

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 October 23, 2025 – November 13, 2025

Contract Drafting, Legal Review, and Negotiations

November 14, 2025 – December 17, 2025

Estimated Contract Award December 19, 2025 mailto:Jaime.kephart@lacnm.us https://tinyurl.com/rfp2639

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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. 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 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.

5. PRE-PROPOSAL CONFERENCE

The County will hold an optional, non-mandatory pre-Proposal conference via a virtual format on the date and time noted in the Solicitation Schedule for this RFP and on the County’s Procurement Portal.

The purpose of this conference is to allow potential Offerors to ask questions regarding this RFP and the County’s RFP process. Information about the virtual meeting will be sent to all entities that have registered for this solicitation opportunity through their County Procurement Portal Vendor Account.

County reserves the right to send pre-Proposal conference information to any vendors or requesting individuals.

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6. MULTI-STEP PROCESS

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

7. DEMONSTRATION INFORMATION

Demonstrations are not planned for this RFP.

8. GENERAL INFORMATION

8.1. 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.

8.2. 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”

8.3. 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.

8.4. 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.

8.5. 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.

8.6. 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.

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8.7. 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.

8.8. 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.

8.9. 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.

8.10. 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.

9. 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.

10. 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

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11. 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.

12. ILLEGAL ACTS

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.

13. 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.

14. 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.

15. 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.

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

2016 Comprehensive Plan:

https://www.losalamosnm.us/files/sharedassets/public/v/3/departments/community-development/documents/comprehensive-plan-2016.pdf

Los Alamos County Code of Ordinances Chapter 16 – Development Code, Article II:

https://library.municode.com/nm/los_alamos_county/codes/code_of_ordinances?

nodeId=PTIICOOR_CH16DECO_ARTIIZODI

Los Alamos County Code of Ordinances Chapter 16 – Development Code, Article IV:

https://library.municode.com/nm/los_alamos_county/codes/code_of_ordinances?

nodeId=PTIICOOR_CH16DECO_ARTIVDEST https://library.municode.com/nm/los_alamos_county/codes/code_of_ordinances?nodeId=PTIICOOR_CH16DECO_ARTIVDEST https://library.municode.com/nm/los_alamos_county/codes/code_of_ordinances?nodeId=PTIICOOR_CH16DECO_ARTIVDEST https://library.municode.com/nm/los_alamos_county/codes/code_of_ordinances?nodeId=PTIICOOR_CH16DECO_ARTIIZODI https://library.municode.com/nm/los_alamos_county/codes/code_of_ordinances?nodeId=PTIICOOR_CH16DECO_ARTIIZODI https://www.losalamosnm.us/files/sharedassets/public/v/3/departments/community-development/documents/comprehensive-plan-2016.pdf https://www.losalamosnm.us/files/sharedassets/public/v/3/departments/community-development/documents/comprehensive-plan-2016.pdf

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Community Development Department:

https://www.losalamosnm.us/Government/Staff-Directory-and-Departments/Community- Development

2025 Strategic Leadership Plan:

https://www.losalamosnm.us/files/sharedassets/public/v/3/government/ council/documents/2025-strategic-leadership-plan.pdf

2024 Los Alamos County Affordable Housing Plan:

https://www.losalamosnm.us/files/sharedassets/public/v/3/departments/ community-development/documents/lachp-final-approval-2024-09-10.pdf

2019 Economic Vitality Strategic Plan:

https://www.losalamosnm.us/Government/Staff-Directory-and-Departments/Community- Development/Economic-Development/Economic-Vitality-Strategic-Plan

Los Alamos Downtown Master Plan (2020):

https://www.losalamosnm.us/files/sharedassets/public/v/1/departments/ community-development/documents/los-alamos-downtown-master-plan-202110.pdf

White Rock Town Center Master Plan (2021):

https://www.losalamosnm.us/files/sharedassets/public/v/2/departments/ community-development/documents/white-rock-town-center-master-plan-202110.pdf

Los Alamos Tourism Strategic Plan (2018):

https://www.losalamosnm.us/files/sharedassets/public/v/4/departments/ economic-development/documents/lactourismstrategicplan.pdf

Historic Preservation Plan (2008):

https://www.losalamosnm.us/files/sharedassets/public/v/1/departments/ community-development/documents/historic-preservation-plan-september-2008.pdf

GIS Data and Demographics:

https://www.losalamosnm.us/Services/Property-and-Taxes/GIS-and-Maps/Geographic- Information-System-Services https://www.losalamosnm.us/Services/Property-and-Taxes/GIS-and-Maps/Geographic-Information-System-Services https://www.losalamosnm.us/Services/Property-and-Taxes/GIS-and-Maps/Geographic-Information-System-Services https://www.losalamosnm.us/files/sharedassets/public/v/1/departments/community-development/documents/historic-preservation-plan-september-2008.pdf https://www.losalamosnm.us/files/sharedassets/public/v/1/departments/community-development/documents/historic-preservation-plan-september-2008.pdf https://www.losalamosnm.us/files/sharedassets/public/v/1/departments/community-development/documents/historic-preservation-plan-september-2008.pdf https://www.losalamosnm.us/files/sharedassets/public/v/4/departments/economic-development/documents/lactourismstrategicplan.pdf https://www.losalamosnm.us/files/sharedassets/public/v/4/departments/economic-development/documents/lactourismstrategicplan.pdf https://www.losalamosnm.us/files/sharedassets/public/v/2/departments/community-development/documents/white-rock-town-center-master-plan-202110.pdf https://www.losalamosnm.us/files/sharedassets/public/v/2/departments/community-development/documents/white-rock-town-center-master-plan-202110.pdf https://www.losalamosnm.us/files/sharedassets/public/v/2/departments/community-development/documents/white-rock-town-center-master-plan-202110.pdf https://www.losalamosnm.us/files/sharedassets/public/v/1/departments/community-development/documents/los-alamos-downtown-master-plan-202110.pdf https://www.losalamosnm.us/files/sharedassets/public/v/1/departments/community-development/documents/los-alamos-downtown-master-plan-202110.pdf https://www.losalamosnm.us/files/sharedassets/public/v/1/departments/community-development/documents/los-alamos-downtown-master-plan-202110.pdf https://www.losalamosnm.us/Government/Staff-Directory-and-Departments/Community-Development/Economic-Development/Economic-Vitality-Strategic-Plan https://www.losalamosnm.us/Government/Staff-Directory-and-Departments/Community-Development/Economic-Development/Economic-Vitality-Strategic-Plan https://www.losalamosnm.us/files/sharedassets/public/v/3/departments/community-development/documents/lachp-final-approval-2024-09-10.pdf https://www.losalamosnm.us/files/sharedassets/public/v/3/departments/community-development/documents/lachp-final-approval-2024-09-10.pdf https://www.losalamosnm.us/files/sharedassets/public/v/3/government/council/documents/2025-strategic-leadership-plan.pdf https://www.losalamosnm.us/files/sharedassets/public/v/3/government/council/documents/2025-strategic-leadership-plan.pdf https://www.losalamosnm.us/Government/Staff-Directory-and-Departments/Community-Development https://www.losalamosnm.us/Government/Staff-Directory-and-Departments/Community-Development

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

17.1. General.

17.1.1. The Comprehensive Plan update shall be accomplished through public participation including all sectors of the various stakeholders in the community. A Steering Committee may be established to guide and support the project. Several public workshops in various formats should be conducted to inform the community of the project, gather input, and build consensus and support for the vision and the plan.

17.1.2. Offerors shall include a detailed implementation strategy, including:

17.1.2.1. Recommendations for more in-depth and specific plans to support the overall vision and direction of the Comprehensive Plan.

17.1.2.2. Recommendations regarding municipal policies, regulations, and organizational structures to be amended, adapted or created to achieve the goals of the Comprehensive Plan.

17.1.2.3. Identification and designation of entities responsible for carrying out steps to realize the vision of the Comprehensive Plan.

17.1.2.4. A general prioritization of the plan goals and a timeline for implementation.

17.1.2.5. Identification of resources necessary and currently available to address the goals and recommendations of the plan.

17.2. Project Initiation and Schedule.

17.2.1. Consultant will, within ten (10) business days from the Effective Date of the Agreement, or within a timeframe proposed in Consultant’s RFP response and agreed to by County, schedule an in-person kick-off meeting with the County’s designated Community Development Department staff (“Project Team”), as determined by the Planning Manager or designee (“County Project Manager”) at a date, time, and format to be agreed upon by both Parties.

17.2.2. In preparation for, and prior to the kick-off meeting, the Consultant will review, at a minimum, the following information identified below and related plans, studies, and ordinances as may be requested by County:

17.2.2.1. Los Alamos County 2016 Comprehensive Plan

17.2.2.2. Los Alamos County Code of Ordinances Chapter 16 – Development Code, Articles II and IV.

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

17.2.3.1. Establish a mutually agreed upon Project Schedule to accomplish key tasks with durations for each task conforming substantially to the Consultant’s Proposed Project Plan and Schedule. The Project Plan and Schedule will

Template Version: 20250321 include, at a minimum, the Consultant’s anticipated need for travel to Los Alamos, due dates for deliverables, and Project milestones.

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

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

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

17.2.3.5. Consultant 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.

17.3. Project Management. Consultant will provide experienced, competent, and knowledgeable staff to provide Project management services for successful Project completion, which includes but is not limited to Project planning in coordination with County Project Manager; Project monitoring, control, and reporting; Project development and execution of tasks; scope management; risk management;

and Project scheduling. Project Management deliverables include but are not limited to the following:

17.3.1. Consultant will produce schedules, agendas, meeting materials, and provide notes for all calls and meetings, and will be responsible for preparing, organizing, and maintaining documents created in service of the agreement. All notes will be prepared in typed form and furnished electronically to the Project Manager within five (5) business days after the date of the meeting, throughout the term of the agreement.

17.3.2. Consultant will, in coordination with County staff, identify and collect the required data that will be necessary to complete the Plan.

17.3.3. Consultant will provide the County Project Manager with a monthly Project Schedule and Status Report that includes a summary of mutually agreed upon Project Schedule changes, accomplishments by task, Project assessment, and deliverables for the reporting period in the form mutually agreed upon by County and Consultant.

17.3.4. Consultant will provide to the County Project Manager a monthly Draft-to-Final Deliverable Log of all submitted drafts and final versions with dates.

17.4. Code Review and Recommendations. Review the County Development Code (Chapter 16) and provide guidance and recommendations to align Article II (Zone Districts) and Article VI (Development Standards) with the updated Comprehensive Plan. Deliverables for this task include but are not limited to the following:

17.4.1. Technical memo reviewing the above-referenced County Development Code sections.

17.4.2. Redlined draft language or annotated recommendations.

17.5. Public Engagement. Design and facilitate the deployment of a public engagement plan, subject to County review and approval, to provide public engagement opportunities to encourage and receive community input. Deliverables for this task include but are not limited to the following:

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17.5.1. Draft and final Public Engagement Plan.

17.5.2. Materials for community outreach (flyers, slide decks, online content).

17.5.3. Summary of public meetings (at least 2) including attendance and feedback themes.

17.5.4. Public feedback report and integration memo for final Plan.

17.6. Public Hearing Presentations. In addition to the Public Engagement already described, Consultant will participate with County Staff for a minimum of (4) public hearings including the Planning and Zoning Commission and County Council. Consultant will attend these meetings on-site.

17.7. Develop a Comprehensive Plan. The Consultant will be responsible for preparing an updated Comprehensive Plan that will serve as the County’s long-range policy document for land use, growth management, economic development, housing, transportation, community facilities, sustainability, and quality of life. The Plan shall:

17.7.1. Establish a clear community vision based on public input, stakeholder engagement, and adopted County policies.

17.7.2. Provide guiding principles, goals, and measurable objectives that reflect the needs of both Los Alamos Townsite and White Rock.

17.7.3. Include an analysis of existing conditions and trends, identifying strengths, challenges, and opportunities that will shape the County’s future.

17.7.4. Integrate land use, zoning, housing, transportation, infrastructure, economic development, environmental stewardship, and community services into a coordinated policy framework.

17.7.5. Address equity, inclusion, sustainability, and resilience to ensure the Plan reflects best practices and positions the County for long-term success.

17.7.6. Produce a user-friendly final document with maps, graphics, and clear policy language that can be easily interpreted and applied by staff, decision-makers, and the public.

17.7.7. The Consultant shall also ensure the Comprehensive Plan is aligned with state statutes, regional plans, and adopted County policies, and is flexible enough to adapt to future opportunities and challenges.

17.8. Approval of the Final Comprehensive Plan.

17.8.1. The final Comprehensive Plan will require formal approval by the County Council in accordance with Chapter 16 of the Development Code and established County procedures. The approval process will include the following minimum steps:

17.8.1.1. Presentation of the Draft Final Plan - The consultant, in collaboration with County staff, will present the draft final Comprehensive Plan to the County Council at a public meeting.

17.8.1.2. Council Review and Direction - The Council may provide comments, request clarifications, or recommend revisions. If revisions are requested, the consultant will coordinate with staff to address them and prepare a revised draft.

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17.8.1.3. Final Presentation and Consideration - The consultant will return for a minimum of one additional public meeting to present the revised Comprehensive Plan and respond to Council questions.

17.8.1.4. Final Action - Council will take formal action (adoption by ordinance or resolution, as applicable) at the conclusion of the approval process.

17.8.2. At a minimum, two presentations to Council should be anticipated:

17.8.2.1. One meeting to present the draft final plan; and

17.8.2.2. One meeting to present the revised plan for final adoption.

17.8.3. Additional presentations may be required if Council requests substantial revisions beyond the initial review.

17.9. The Consultant Shall Provide the Following Deliverables:

17.9.1. Draft Comprehensive Plan

17.9.1.1. A complete draft document that includes a policy framework with goals, policies, and implementation strategies.

17.9.1.2. Supporting maps, graphics, and analysis to illustrate key findings and recommendations.

17.9.1.3. Delivered to staff for review and discussion prior to public presentation.

17.9.2. Final Comprehensive Plan

17.9.2.1. A final document that incorporates staff, stakeholder, public, and decision-maker feedback.

17.9.2.2. Includes all required edits, formatting, and graphic design to produce a polished and user-friendly plan.

17.9.2.3. Delivered in both electronic (editable Word Document and PDF) and print-ready formats.

17.10. Elements to Include in the Comprehensive Plan. Elements of the Comprehensive Plan should include, but may not be limited to:

17.10.1. Consensus Vision for the Future of the Incorporated County of Los Alamos

17.10.2. Land Use and Growth Management, to include one or more development scenarios and a generalized Future Land Use Plan Los Alamos County and adjacent areas.

17.10.3. Proposed implementation actions and tools

17.10.4. Mobility and Transportation, including discussion of multi-use trails for bicyclists and pedestrians and transit options

17.10.5. Utility infrastructure current capacity and future demand analysis for water, wastewater, stormwater, and broadband.

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17.10.6. Parks and Recreation, including Inventory of facilities, assessment of community needs, and strategies for expanded recreational opportunities.

17.10.7. Economic Development, including analysis of potential projects and scenarios to diversify the local economy

17.10.8. Housing, including identifying opportunities for new areas for housing development, workforces housing, and integrating housing into existing commercial districts and locations for mixed-use districts.

17.10.9. Urban Design, recommended community design principles and strategies to promote a cohesive and attractive built environment. Include guidelines for architecture, streetscapes, gateways, signage, and integration with natural surroundings.

17.10.10. Environment and Sustainability identify strategies to protect natural resources, promote sustainable development practices, and increase community resilience to climate change.

17.11. Additional or Optional Services. Consultant understands and agrees that County staff and governing bodies may request, at County’s sole option, additional edits, analysis, revisions, public input, meetings or other similar related Services to prepare the Plan in addition to the Services described above. The parties will work in good faith to amend the Project Schedule if applicable and as may be authorized by County, to accommodate the additional requests by the County governing bodies or County staff. If such changes increase costs beyond the not-to-exceed compensation amounts provided in the Agreement, such an increase must be approved and authorized by an amendment to the Agreement. Offerors are asked to acknowledge this requirement in their Proposals and include in their Proposals all such related costs including, but not limited to hourly rates for additional professional time, travel, etc.

17.12. Software . County recognizes that Offerors may use software programs to provide Services or to collaborate with County staff on the Project. Consultant must describe and identify any such software products being used, any third-parties providing the software, any County costs associated with the software, and any terms and conditions County will be asked to agree to for County access to and use of Consultant’s software. Offerors are informed that if such software is proposed, County may, at County’s sole option, request additional information and clarification related to compliance with any applicable technology-related laws, rules, regulations, and standards and may require Consultant’s compliance with any applicable County Technology Standards.

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18. PROPOSAL FORMAT AND RESPONSE COMPONENTS

18.1. 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.

18.2. 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.

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

18.4. 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.

18.5. 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.

18.6. 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

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

Sect

. No. Section Title Submission Information

(In addition to any other information requested herein.

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.

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 or Current Client Information

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

2. Using the Request for Client Information Form provided on the County’s Procurement Portal, provide a minimum of 3 previous or

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Sect

. No. Section Title Submission Information

(In addition to any other information requested herein.

current clients where similar services were performed in the last 3-5 years.

3. Previous or current client information should include company name, address, e-mail address, contact name, position, telephone number, the period during which services were provided and a description of the services provided and final outcome of Offeror’s engagement with the client.

4. Provide samples or links to previous similar plans Offeror has prepared for other clients.

Applicable Industry

Standards, Laws, and Regulations

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

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

Subcontractors and

Third-Parties

1. Identify any subcontractors or third-parties Offeror will use to provide any of the Services and describe how they will be utilized throughout the Project to provide the Services. County reserves the right, throughout the term of an Agreement, to approve or reject any subcontractors or third-parties Offeror may use to provide the Services.

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.

Proposed Project, Initiation and Management Services

1. Describe Offeror’s ability to provide and conform to the requested Project Initiation and Management services as described in the Scope of Services.

2. Offerors should provide a clear narrative, approach and methodology for Project Initiation and Management.

3. Provide a project schedule with a detailed narrative including all estimated tasks, phases, deliverables, project milestones, the County responsibilities, and any other pertinent project steps clearly defined at each stage of the project. County’s preference, though not a requirement, is that project schedules be provided in a table or spreadsheet format or using a format exported from project planning software. Project schedules, in whatever format provided, should be legible. It is the responsibility of each Offeror to make any formatting adjustments necessary to project schedules to ensure they are

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Sect

. No. Section Title Submission Information

(In addition to any other information requested herein.

legible prior to Proposal submission.

9 Cost Proposal

1. Provide total costs proposed for all possible years of an agreement using the instructions provided on the Cost Proposal Worksheet 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 page 1 of any addenda issued.

19. 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.

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Criteria Weighted Points

Qualifications and Experience and Relevant Experience with Similar Projects

Understanding of and Ability to Comply with Applicable Industry Standards, Laws, Rules, Requirements, and Regulations and Proof of Valid Licenses and Permits; Demonstrates clear knowledge of applicable requirements and explains how compliance will be ensured throughout the project.

Description of Services and Ability to Meet Scope of Services; Include samples or links to similar plans previously prepared for other clients.

4 Proposed Project Initiation and Management Plan 20

5 Cost Proposal 20

Graphic Design, Layout, Aesthetic Appeal, and Quality of Previous Similar Plans

Total Score 100