8-RFP26-42 On-Call Photography Videography Services FINAL.pdf

REQUEST FOR PROPOSALS (RFP)

Incorporated County of Los Alamos Procurement Division

101 Camino Entrada, Building 3 Los Alamos, NM 87544

RFP26-42 On-Call Photography & Videography Services

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NOTIFICATION REGARDING SUBMISSION PROCESS AND REGISTRATION INSTRUCTIONS

The Incorporated County of Los Alamos (“County”) has recently implemented a new on-line eProcurement portal. This new platform, Euna Procurement powered by Bonfire, provides the County’s electronic Bid and Proposal process (“County’s Procurement Portal”). It is where the County will post solicitation opportunities, including Invitation for Bids (IFB), Request for Proposals (RFP), Request for Qualifications (RFQ) and Request for Information/Interest (RFI). The County’s Procurement Portal will streamline the County’s Bid process for Bid or Proposal submission, acceptance, evaluation, and award. For vendors, the County’s Procurement Portal will enhance communication, allow for fast and accurate Bids and Proposals, and provide automatic notification about projects.

Registered vendors will view and submit Bids and Proposals electronically. The past practice of submitting electronic Bids and Proposals by email or submitting paper Bids and Proposals is being phased out. If you are seeing this notification in a solicitation document, submissions will be accepted ONLY electronically through the County’s Procurement Portal for this solicitation. It is every Offeror’s responsibility to read, understand, and submit Bids and Proposals in accordance with the instructions provided in and specific to each solicitation document.

Requested Action: Please register as a vendor on the County’s Procurement Portal by visiting https://losalamosnm.bonfirehub.com and click on “Register”. Registration is free and only takes a few minutes. Please be sure to select the applicable NIGP: The Institute for Public Procurement (“NIGP”) Commodity Codes for your business when you are prompted so that you can receive notification of recommended opportunities when they are sent out by the County to the NIGP Commodity Codes you have selected.

Already Have a Bonfire Vendor Account? If you already have a Bonfire vendor account and are already registered for another agency’s portal, you will still need to visit the County’s Procurement Portal at https://losalamosnm.bonfirehub.com and click on “Log In” to provide County-requested information, view open opportunities, receive opportunity notifications, and submit Bids and Proposals through the County’s Procurement Portal. You will be able to manage the multiple agencies with whom you do business through the button labelled “My Supplier Hub” in your Bonfire account.

For Bonfire Support, visit the Vendor Help Center at https://vendorsupport.gobonfire.com where you can view support articles and videos and search FAQ’s on all aspects of Bonfire. For personal assistance, you can email Support.Bonfire@eunasolutions.com . Support is available Monday to Friday from 6:00 a.m. to 6:00 p.m. Mountain Time.

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

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NEEDS STATEMENT

The Incorporated County of Los Alamos (“County”) Communications and Public Relations Office is requesting Proposals from qualified and experienced firms specializing in professional photography and/or videography services. The awarded Offeror may be tasked to photograph and/or produce video content for a variety of County needs including but not limited to events, campaigns, public meetings, ceremonies, studio portraits, public service announcements, and other outreach or marketing initiatives for County. The awarded Offerors shall provide services to all departments of County as needed.

SOLICITATION INFORMATION

Solicitation No. RFP26-42

Solicitation Title On-Call Photography & Videography Services

Single-step or Multi-step Single-step

Requesting Dept. Communications and Public Relations Division

SOLICITATION SCHEDULE

Advertised November 28, 2025

Pre-Proposal Conference Non-Mandatory December 5, 2025 10:30 a.m. Mountain Time Virtual, utilize the link below.

https://tinyurl.com/yc49ay68

Question Submission Deadline

December 9, 2025, 5:00 p.m. Mountain Time

Responses to Questions Issued by County

December 11, 2025, 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

December 16, 2025, 2:00 p.m. Mountain Time

Late responses will not be considered

CONTACT INFORMATION

Procurement Contact Name Jeff Engelhardt

Title Management Analyst

E-Mail Jeff.engelhardt@losalamosnm.gov

Phone No. 505.662.8056

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 December 17, 2025 – December 31, 2025

Contract Drafting, Legal Review, and Negotiations

January 2, 2026 – January 23, 2026

Estimated Contract Award January 30, 2026 https://tinyurl.com/yc49ay68 mailto:Jeff.engelhardt@losalamosnm.gov

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.

1. 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.

2. GRANT RELATED INFORMATION

It is not anticipated that this project will be funded by a grant; no additional grant-related information provided.

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

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.

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.

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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. The County contemplates a multiple source award. A multiple source award is an award of a contract for one or more similar goods or services to more than one Offeror. 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.

7.10. 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.

7.11. 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

Template Version: 20250321 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

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. SCOPE OF WORK OR SERVICES (“SCOPE”)

15.1. GENERALLY: The successful Offeror will provide some or all the following services. All items necessary for the successful delivery of Services may not be included in the proposed Scope of

Services herein. Offerors are expected to identify and highlight in their Proposal any deviations or modifications to the proposed Scope of Services that may be deemed necessary or might aid in successfully implementing and delivering Services:

15.2. PHOTOGRAPHY: Provide professional photography services on an “as needed” basis; that shall include, but is not limited to the following primary functions:

15.2.1. Photographing studio headshots

15.2.2. Providing editorial-style photography for tourism and promotional needs

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15.2.3. Photographing either “live” or “staged” events

15.2.4. Photographing drone/aerial images

15.2.5. Photo editing services

15.2.6. Creation of the final needed product(s) and distribution of files

15.3. PHOTOGRAPHY MINIMUM REQUIREMENTS:

15.3.1. Creation, design, and production services related to electronic media presentations

15.3.2. Capability for both in-house and on-location shooting

15.3.3. Availability of both online and non-linear editing

15.3.4. Availability of full-service photo production equipment

15.3.4.1. Must own or have access to professional camera, lighting, and drone equipment for on-location work

15.3.4.2. Must provide proof of Federal Aviation Administration (“FAA”) Registration and

Unmanned Aircraft Systems (“UAS”) Pilot License for commercial drone use, if

Offeror provides commercial drone services

15.3.4.3. Ability to comply with all local, state and federal requirements for use of UAS also known as drones

15.3.5. In-house photo editing capabilities

15.3.5.1. Must own or have access to professional photo editing equipment and software

15.3.5.2. Capable of producing and editing in multiple formats

15.3.5.3. All photos must be available in high-resolution formats capable of producing large-scale products

15.3.5.4. Option to assist in the conversion of the final product into Internet-friendly formats such as a website, social media, or multimedia presentations

15.4. PHOTOGRAPHY SPECIFIC REQUIREMENTS:

15.4.1. Field Production:

15.4.1.1. Travel to Los Alamos County sites to photograph designated subject(s)

15.4.1.2. Travel to Los Alamos County sites to photograph extra fill images

15.4.1.3. Scout locations for photography purposes – identify possible releases, permits, reservations, registrations, and other logistics, and coordinate with the County to obtain any required releases, permits, reservations, or registrations

15.4.1.4. Offer flexibility for photographing on-location – ability to work with indoor/outdoor lighting, backgrounds, location limitations, etc.

15.4.1.5. Ability to follow the Los Alamos County Unmanned Aerial System Policy, attached as Exhibit A, to obtain aerial images as needed

15.4.1.6. Coordinate with Los Alamos County staff as needed for production and direction purposes

15.4.2. Digital Editing:

15.4.2.1. Edit photographs to follow storyboards and campaign needs

15.4.2.2. Edit photos with the guidance of a Los Alamos County staff member to ensure all key messages are properly conveyed

15.4.2.3. Provide and insert stock photos as needed

15.4.2.4. Provide final proofs of the edited product for review by a Los Alamos County staff member and revise as needed

15.4.3. Photo Reproduction:

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15.4.3.1. Provide photos using the current industry standard file formats: e.g. digital formats at 300 dpi in TIFF, PNG, JPEG or raw files, and archival printed files in a variety of sizes

15.4.3.2. Supply additional copies of photos as needed

15.4.3.3. Convert photos to other formats as needed

15.4.3.4. Receive photos via the current industry standard “share” tools

15.5. VIDEOGRAPHY: Provide professional videography services on an “as needed” basis; that shall include, but is not limited to the following primary functions:

15.5.1. Providing editorial-style videography for tourism and promotional needs

15.5.2. Filming either “live” or “staged” events

15.5.3. Filming drone/aerial footage

15.5.4. Creation of scripts

15.5.5. Providing narration/voice-overs

15.5.6. Video editing services

15.5.7. Production of the final product and distribution of copies

15.6. VIDEOGRAPHY MINIMUM REQUIREMENTS:

15.6.1. Creation, design, and production services related to electronic media presentations

15.6.2. Capability for both in-house and on-location filming

15.6.3. Availability of both online and non-linear editing

15.6.4. Availability of full-service video production equipment

15.6.4.1. Must own or have access to professional camera, audio, lighting, and drone equipment for on-location work

15.6.4.2. Must own or have access to professional video and audio editing equipment

15.6.4.3. Must own or have access to professional transcription services

15.6.4.4. Must provide proof of FAA Registration and UAS Pilot License for commercial drone use, if Offeror provides commercial drone services

15.6.4.5. Ability to comply with all local, state and federal requirements for use of UAS also known as drones

15.6.5. In-house video editing and sound capture capabilities

15.6.5.1. Capable of producing and editing in multiple formats

15.6.5.2. All video footage must be available in a minimum of 4K format

15.6.5.3. Option to assist in the conversion of the final product into Internet-friendly formats such as a website, social media, or multimedia presentations.

15.7. VIDEOGRAPHY SPECIFIC REQUIREMENTS:

15.7.1. Field Production:

15.7.1.1. Travel to Los Alamos County sites to film designated subject(s)

15.7.1.2. Travel to Los Alamos County sites to film extra/b-roll footage

15.7.1.3. Scout locations for videography purposes – identify possible releases, permits, reservations, registrations, and other logistics, and coordinate with the County to obtain any required releases, permits, reservations or registrations

15.7.1.4. Offer flexibility for filming on-location – ability to work with indoor/outdoor lighting, backgrounds, various ambient noise, location limitations, etc.

15.7.1.5. Ability to follow the Los Alamos County Drone Policy to obtain aerial footage as needed

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15.7.1.6. Coordinate with Los Alamos County staff as needed for production and direction purposes

15.7.2. Digital Editing:

15.7.2.1. Edit video footage to follow storyboards, scripts, and campaign needs

15.7.2.2. Edit video footage with the guidance of a Los Alamos County staff member to ensure all key messages are properly conveyed

15.7.2.3. Provide and insert stock footage as needed

15.7.2.4. Provide a final draft of the edited product for review by a Los Alamos County staff member and revise as needed

15.7.3. Video Reproduction:

15.7.3.1. Provide video footage using the current industry standard file formats: e.g. 4K, MP4, 16:9 files

15.7.3.2. Supply additional copies of video footage and finished files as needed

15.7.3.3. Convert video footage to other formats as needed

15.7.3.4. Receive video footage and final files via the current industry standard “share” tools

15.8. SCHEDULING OF THE WORK/TURNAROUND: Los Alamos County usually operates on short deadlines. The awarded Offeror must have sufficient staff and resources available to meet short turnaround times on critical projects. A County Designated Representative will contact the awarded

Offeror in writing with project specifications and scheduling information (create a Task Order). Parties shall agree upon a reasonable turnaround time for the project and an estimated total project cost at the rates submitted in the Scope of Services: Cost Summary Sheet. Project schedules and project costs shall be developed with the Los Alamos County Designated Representative and finalized in writing by both parties before the commencement of work.

15.9. VOICE OVER TALENT REQUIREMENTS: When necessary, Los Alamos County may require voiceover talent narration by the awarded Offeror and the awarded Offeror shall assist in providing the voiceover talent to be used for production.

15.10. OWNERSHIP OF FINAL PRODUCT/DISTRIBUTION: All raw images/footage, edited products, final delivered and distributed productions shall be the property of Los Alamos County but may be required by the County to be stored at the awarded Offeror’s site, for use in future County projects.

The awarded Offeror shall not discard, edit, distribute, or otherwise use any such images/footage outside the scope of the agreement without the written consent of Los Alamos County. All images and footage taken by the Offeror shall be returned to Los Alamos County in an agreed-upon format at the contract's expiration, termination, or non-renewal. County shall furnish industry-standard storage media for the purpose of transferring all images and video footage to the County.

15.11. TASK ORDER PROCESS: All Services shall be performed by Task Order. County shall make reasonable efforts to generally provide at least two (2) weeks’ notice to Contractor for the Services required under any Task Order. The Task Order shall be priced by Contractor on a regular five (5) day schedule, Monday through Friday, forty (40) hours per week, unless otherwise agreed by both

Parties.

15.11.1. County’s Project Manager shall request the Services of Contractor for individual or multiple projects through a written Request for Quote(s). Each Request for Quote(s) shall identify the services required, generally describe the project and provide a timeline for Project completion. A Request for Quote(s) may be as detailed as County finds necessary to assure appropriate oversight of the services to be performed. A sample Task Order is provided as Exhibit B.

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15.11.2. Upon the County’s issuance of a Request for Quote(s), Contractor shall provide a written, itemized Quote for the task(s), and services requested by Project Manager (“Quote”). The Quote shall provide, in writing, the billing classification and hourly rate to complete the Task Order. Cost shall conform to the rates proposed by Contractor and agreed to by County as a not-to-exceed fixed price. Any progress billing and payment shall be provided by Contractor in the Quote and is subject to approval by Project Manager. Preparation and work performed to prepare Quotes shall be considered incidental to this Agreement and not compensable.

15.11.3. If Contractor’s Quote is signed by Contractor and acceptable to County, Project Manager shall provide Contractor with written approval (“Approved Task Order”). After receipt of the Approved Task Order, County and Contractor shall schedule the Services. Contractor is authorized to begin work on any particular phase/task only upon receipt of the Approved Task Order. The Contractor will be required to begin using the requirements detailed in the Task Order. Task Orders shall be numbered sequentially (TO1, TO2, etc.)

15.11.4. If the Contractor is unable to provide, in the determination of the Project Manager, the full scope of the Proposed Task Order work, the Project Manager may alter, change, modify, or cancel the Request for Quote before work commences. The Approved Task Order shall be adjusted only upon the written agreement of the County after a finding that a change to the Task Order is necessary and justifiable. Contractor’s failure to reasonably estimate the cost of completing the task in the first instance shall not be a justification for modifying the Approved Task Order. Modifications to the maximum amount for the Approved Task Order shall be agreed upon by County prior to Contractor continuing the performance of Services. Modifications shall follow the previous nomenclature with letters following (TO1A, TO1B, etc.) Unanticipated events, such as natural phenomena, shall not form the basis for additional compensation to Contractor.

15.11.5. Contractor must take any and all actions to timely complete the work agreed to in the Approved Task Order, including but not limited to subcontracting the work. Costs for any Sub-contractors are the responsibility of the Contractor.

15.11.6. The Agreement will not provide Contractor with a guarantee that County will accept Contractor’s Quotes and award Contractor Approved Task Orders. County reserves the right, at its sole discretion, to separately quote or bid any project. County’s issuance of a written Request for Quote(s) is not a guarantee of work to Contractor. County, at its sole discretion, shall determine when Contractor’s Services are required and shall issue written Request for Quote(s) as needed.

15.12. PROJECT BUDGET: Project schedules and project costs (Task Orders) shall be developed with the Los Alamos County Designated Representative and shall be finalized in writing by both parties prior to the commencement of work. The estimated budget for FY26 is $40,000.00. The County reserves the right to modify this amount at any time for any reason and to award a contract to an Offeror whose proposal best meets the County’s need, regardless of the amount stated in this RFP. Work will be dependent upon the needs of the various County divisions. Individual tasks will be priced according to the work required and in alignment with the Scope of Services above. Approved Task Orders will be mutually agreed upon by both Parties. It is estimated that most Task Orders will be completed within 60 days.

16. PROPOSAL FORMAT AND RESPONSE COMPONENTS

16.1. 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.

16.2. To facilitate the review process, unless otherwise stated herein, County’s preference, though not a requirement, is that Proposals are 8.5 x 11-inch format; there is no maximum page limit.

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

16.4. 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.

16.5. 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.

16.6. 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.

16.7. 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.

References and Previous Clients

1. The County reserves the right to contact some or all the references and 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 Reference Worksheet provided on the County’s Procurement Portal, provide a minimum of 3 references and previous clients where similar services were performed in the last 3-5 years.

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

Description of Services and Ability to Provide the

Scope of Work or Services, with

Project/Product Examples or Portfolio

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.

Template Version: 20250321

Sect.

No.

Section Title

Submission Information

(In addition to any other information requested herein).

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.

7. Provide examples of completed projects and products or a portfolio of services.

5 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.

17. 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 ensure 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

1 Qualifications and Suitability of Offeror’s Solution 35

2 References 20

3 Cost 25

4 Product Examples/Portfolio 20

Total Score 100

Template Version: 20250321

EXHIBIT B

SAMPLE TASK ORDER

Los Alamos County Task Order Form AGR26-42

AGR DATE MM DD, 2025

AGR26-42 TASK ORDER #1 - __________________

DATE PREPARED:

CHARGE:

CONTRACT MANAGER: ________________________, phone: __________________, All changes in scope, budget or schedule (extensions) need to be approved in advance by the Contract Manager.

COUNTY REQUESTOR/CONTACT:

ATTACHMENTS:

1. Proposal from CONTRACTOR. Dated MM DD, 2025, in the amount of $_______________ plus

NMGRT.

COMMENCE WORK DATE: Upon issuance of Purchase Order

REQUESTED DELIVERY DATE: As soon as it can be scheduled.

SCOPE OF WORK REQUESTED:

1. Complete the Task

DELIVERABLE:

1. Completion of work.

ESTIMATED COST:

1. Cost $_________________ plus NMGRT.

ESTIMATED VALUE OF ALL TASK ORDERS TO DATE INCLUDING THIS TASK ORDER (not including Reimbursable Expenses): $____________

CURRENT CONTRACT VALUE (not including Reimbursable Expenses or GRT): $______________

Estimated Balance Incl This Task Order: $________________

SIGNATURE PAGE

Original Task Order

NAME Date NAME Date Contract/Project Manager Contractor

Anne W. Laurent Date County Manager

Task Order Revision (as applicable)

NAME Date NAME Date Contract/Project Manager Contractor

Anne W. Laurent Date County Manager