REQUEST FOR PROPOSALS (RFP)

Incorporated County of Los Alamos Procurement Division

101 Camino Entrada, Building 3 Los Alamos, NM 87544

RFP27-40 On-Call Power Line Contractor Services

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 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

Template Version: 20260422

NEEDS STATEMENT

The Incorporated County of Los Alamos (“County”) Department of Public Utilities (“DPU”) is requesting Proposals from qualified and experienced firms for on-call power line work, predominately for the purpose of make-ready pole changes for a fiber installation project related to the County’s electric distribution system. All work shall be performed on a Task Order basis, as further described below.

SOLICITATION INFORMATION

Solicitation No. RFP27-40

Solicitation Title On-Call Power Line Contractor Services

Single-step or Multi-step Single-step

Requesting Dept. Department of Public Utilities

SOLICITATION SCHEDULE

Advertised October 2, 2026

Pre-Proposal Conference Non-Mandatory October 9, 2026 10:00 a.m. Mountain Daylight Time Virtual via Microsoft Teams:

https://teams.microsoft.com/meet/290555745145149?p=Tw1JQkJSQnwVojmBuL

Question Submission Deadline

October 13, 2026, 2:00 PM Mountain Daylight Time

Responses to Questions Issued by County

October 14, 2026 5:00 PM Mountain Daylight Time

County reserves the right to issue responses at any time prior to this date.

Proposal Due Date and Closing

October 20, 2026 PM Mountain Daylight Time

Late responses will not be considered

CONTACT INFORMATION

Procurement Contact Name Derrill Rodgers

Title Deputy Chief Purchasing Officer

E-Mail derrill.rodgers@losalamosnm.gov

Phone No. 505.663.3507

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 21, 2026 – October 29, 2026

Contract Drafting, Legal Review, and Negotiations

October 30, 2026 – November 30, 2026

Board of Public Utilities (“BPU”) Approval

Required for Department of Public Utilities contracts >$100,000.00 December 9, 2026

County Council Approval Required for contracts >$300,000.00 December 15, 2026

Estimated Contract Award December 16, 2026 https://teams.microsoft.com/meet/290555745145149?p=Tw1JQkJSQnwVojmBuL

Template Version: 20260422

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 AND METHODS/EXPECTATIONS FOR COMMUNICATION

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.

The County relies on its Procurement Portal messaging system for solicitation-related communication.

Offerors are expected to use this system for correspondence with the County. Following solicitation closing, County may continue to issue important notices through the Procurement Portal, either through public notices or direct discussions with vendors, which may include, but is not limited to, requests for clarification, interviews, demonstrations, and related instructions or deadlines. It is the Offeror’s responsibility, before and after solicitation closing, to maintain accurate vendor account settings to ensure receipt of County’s messages and to include any additional account contacts who can reliably acknowledge receipt and respond to County messages in a timely manner. It is the Offeror’s

Template Version: 20260422 responsibility to configure their own internal system settings to ensure messages from the County and the County’s Procurement Portal are safelisted. Offerors experiencing technical difficulties with the County’s Procurement Portal messaging system are expected to promptly contact the Procurement Contact listed in the solicitation for assistance. Failure to do so may result in Offerors missing important information or deadlines. County may, at its sole discretion, use email, phone, or other communication methods, but is not obligated to do so, nor to confirm receipt of Procurement Portal messages or extend deadlines.

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.

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.

Template Version: 20260422

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.

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. 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.

8.10. 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.

8.11. 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.

8.12. PREVAILING WAGES. Individual Task Orders which exceed the state prevailing wage rate threshold shall be subject to a Wage Rate Decision. County shall obtain and provide the Wage Rate Decision and issue it to the Contractor prior to the preparation of the Task Order. Task Order shall be issued by County to Contractor.

8.13. PROPOSAL/BID SECURITY: “Bid Security or Bid Bond”: Bid security shall be required for all competitive sealed bidding for construction contracts when the price is estimated by the using agency to exceed the state prevailing wage threshold. Bid security shall be a bond provided by a surety company authorized to do business in the state, or the equivalent in cash, or otherwise supplied in a

Template Version: 20260422 form satisfactory to the county. Bid security shall be in an amount equal to at least five percent of the total amount of the proposal/bid including all options.

8.14. CONTRACT PERFORMANCE AND PAYMENT BONDS. When an individual Task Order is awarded in excess of excess of twenty-five thousand dollars ($25,000), the following bonds or security shall be delivered to the County and shall become binding on the parties upon the execution of the individual Task Order:

8.14.1. A performance bond satisfactory to the County, executed by a surety company authorized to do business in the state or otherwise secured in a manner satisfactory to the County, in an amount equal to 100 percent of the price specified in the individual Task Order; and

8.14.2. A payment bond satisfactory to the County, executed by a surety company authorized to do business in the state or otherwise secured in a manner satisfactory to the County, for the protection of all persons supplying labor and material to the contractor or its subcontractors for the performance of the work provided for in the individual Task Order. The bond shall be in an amount equal to 100 percent of the price specified in the individual Task Order.

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 upon must be in form and content acceptable to County.

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

16.1. The County recently awarded a contract for design, construction and operation for a community broadband network. The Awarded contractor has included use of the aerial infrastructure existing in the County for

16.2. The County operates a12.47KV distribution system in White Rock and a 13.2KV distribution system in Los Alamos; both systems are 3 phase 4 wire WYE. The County’s distribution system is approximately 67% underground (UG) and 33% overhead (OH). The three-phase primary UG feeders are mainly 600 amp utilizing 500 mcm alum electrical power requirement (EPR) cable. The 200-amp primary UG system is mainly 1/0 alum with some 4/0 alum three phase primary segments. The OH primary system is mainly CWC with extensive 2 wire phase-to-phase transformer feed configurations.

New feeders are constructed with standard Aluminum Conductor Steel Reinforced (ACSR) conductor;

477 for critical OH feeder segments and varying sizes for the remaining feeder segments including 4/0, #2 and #4 ACSR.

The County has one 115KV to 12.47KV / 7.2KV substation in White Rock with dual substation transformers and dual 15KV Metal Enclosed Switchgears (MES).

In Los Alamos, the Townsite substation consists of a 13.2KV – 7.62KV MES with no substation transformer. A second, Los Alamos Switch Station (LASS) substation is tentatively scheduled to be commissioned and energized in 2026 and also does not contain a substation transformer. The Townsite and LASS substations will be powered by the Los Alamos National Laboratory (LANL) TA-3 Substation where 30/56 MVA transformers reside.

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

17.1. The selected Contractor(s) shall supply On-Call construction, installation, maintenance, and replacement work on an as needed basis in connection with utilities operation and infrastructure readiness for customer service. From time to time other County Departments/Divisions may use this service by coordinating with the Department of Public Utilities (“DPU”) Project Manager. . The selected Contractor(s) shall install County supplied materials in most cases, when Contractor supplied materials are required, materials shall be supplied at cost with a proposed administrative invoice processing fee as further described herein.

17.1.1. The selected Contractor(s) shall be paid for the actual hours worked, equipment utilized, or units completed in accordance with the proposal item unit prices listed in the Cost Proposal Worksheet. The prices shall incorporate all costs associated with performing the work, including: overhead and profit, insurance, bonding, labor, equipment, permitting and material testing. No additional costs will be allowed for working near or installing under or over utilities or structures that are accurately located on the ground in accordance with New Mexico Excavation Law.

17.1.2. Unanticipated events shall not form the basis for additional compensation unless such events materially delay the critical path of work or the overall completion of the task.

17.1.3. The selected Contractor(s) shall be responsible for preliminary line locates, ongoing line locates, NMDOT work permits, excavation permits, traffic control plans, fill material compaction requirements, asphalt requirements, concrete requirements, any preliminary exploratory excavation, installation excavation, backfilling and all required bedding applicable to the task.

17.1.4. Replacement pavement thickness must match existing pavement, unless otherwise specified by County Project Manager. Removal and disposal of soil, rock, concrete, paving or other material is the responsibility of the selected Contractor(s).

17.1.5. Before facilities are placed into service, selected Contractor(s), shall submit to the Project Manager test records, as built drawings with exact location of facilities and other County-required information.

Any progress billing and payment shall be by proposed work item for actual work installed.

17.2. Contractor shall implement and maintain a drug and alcohol testing program meeting or exceeding local County Code requirements and state and federal DOT rules and regulation. Contractor shall provide to County a copy of its current drug and alcohol policy, upon execution of Agreement with successful Contractor.

17.3. It is anticipated that the EL-1 Contractor License is required for the work contemplated. The classification is for, electrical distribution and transmission systems over 5000 volts, nominal.

17.4. Budget Estimate. Unless otherwise determined by County, the complete potential seven (7) year term is anticipated to have a combined cap of FIVE MILLION DOLLARS ($5,000,000.00), not including applicable New Mexico Gross Receipts Taxes. County reserves the right to modify this amount at any time for any reason and to award a contract or contracts to Offeror(s) whose proposals best meets the County’s need, regardless of the amount stated in the solicitation.

17.5. All work shall be in accordance with the latest edition of the following construction standards and specifications:

17.5.1. Los Alamos County Department of Public Utilities Construction Standards (Hyperlink: LOS

ALAMOS COUNTY DEPARTMENT OF PUBLIC UTIITY STANDARDS)

17.5.2. Los Alamos County Public Works Design and Construction Standards ( Hyperlink: LOS

ALAMOS COUNTY PUBLIC WORKS AND CONSTRUCTION STANDARDS)

17.5.3. New Mexico Department of Transportation Standard Specifications for Highway and Bridge Construction http://www.dot.nm.gov/infrastructure/plans-specifications-estimates-psebureau/standards/

17.6. TASK ORDER PROCESS

17.6.1. 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.

https://losalamosnm.egnyte.com/fl/mBQVCjkKDBYh https://losalamosnm.egnyte.com/fl/mBQVCjkKDBYh https://www.losalamosnm.gov/files/content/public/v/6/government/departments-offices/public-works-department/engineering-division/public-works-engineering-resources/lac-pw-design-and-construction-standards-update_5.2024_final.pdf https://www.losalamosnm.gov/files/content/public/v/6/government/departments-offices/public-works-department/engineering-division/public-works-engineering-resources/lac-pw-design-and-construction-standards-update_5.2024_final.pdf http://www.dot.nm.gov/infrastructure/plans-specifications-estimates-psebureau/standards/ http://www.dot.nm.gov/infrastructure/plans-specifications-estimates-psebureau/standards/

Template Version: 20260422

17.6.2. 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 Request for Quotes and sample Task Order are provided through the eProcurement Portal.

17.6.3. Upon the County’s issuance of a Request for Quote(s), Contractor shall provide a written, itemized Quote for the task(s), and/or 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.

17.6.4. If Contractor’s Quote is signed by Contractor and acceptable to County, Project Manager shall provide Contractor with written approval (“Approved Task Order”). Task Orders may require approval by the County’s governing bodies when exceeding certain approval thresholds 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.)

17.6.5. 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 finding that a change to the Task Order is necessary and justifiable, through a written Task Order Amendment (“Task Order Revision”). 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. Task Order Revisions to the maximum amount for the Approved Task Order shall be agreed upon by County prior to Contractor continuing the performance of Services. Task Order Revisions shall follow the previous nomenclature with letters following (TO1 REV 1, TO1 REV 2, etc.)

Unanticipated events, such as natural phenomena, shall not form the basis for additional compensation to Contractor.

17.6.6. 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.

17.6.7. 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.

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 thirty (30) 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.

1 Cover Sheet (One page only)

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

RFP.

2. Reference the RFP number and name.

Cover Letter and

Executive Summary (One page only)

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

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

3 Qualifications and Experience

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

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

Describe training and ability to perform the required services.

Applicable Industry Standards, Laws, and Regulations

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

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

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

4. Confirm that Offeror is properly authorized to conduct business in the State

Template Version: 20260422

Sect.

No. Section Title

Submission Information

(In addition to any other information requested herein.

of New Mexico and briefly describe those authorizations (e.g., Offeror possesses a New Mexico Business License issued by the New Mexico Secretary of State).

Description of Services and Ability to Provide the Scope of Work or Services

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

2. Summarize, in narrative form, Offeror’s understanding of the requested

Services, and describe Offerors process, planning methodology, approach and ability to fulfill the Scope of Services and identify any modifications to the proposed Scope of Services that may be deemed necessary or may aid in successfully delivering the Services described.

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

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

5. Identify any deliverables.

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

7 Cost Proposal

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

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

Submission of County’s Standard

Sample Service Agreement with

Deviations or Exceptions Noted or

Statement of No Deviations or Exceptions.

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

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

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

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

Additional Documents to Submit with Proposals

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

1. Copy of State of New Mexico Contractor’s License(s) with proper classifications

2. Proof of Registration with New Mexico Department of Workforce Solutions

3. List of Subcontractors and Work to be Performed (If applicable)

4. Certification Regarding Debarment, Suspension, and other

Responsibility Matters

5. Campaign Contribution Disclosure Form

6. Verification of Authorized Offeror

7. Request for Preference Form

8. Signed copies of any addenda issued.

Template Version: 20260422

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.

Criteria Weighted Points

1 Qualifications, Experience, and Relevant Experience Providing Similar Services 35

2 Understanding of and Ability to Comply with Applicable Industry Standards, Laws, Rules, and Regulations and Proof of Valid Licenses 10

3 Description of Services and Ability to Meet Scope of Services 25

4 Cost Proposal 30

Total Score 100