9-QUO 00 Request for Quotes.pdf

REQUEST FOR QUOTES

Incorporated County of Los Alamos Procurement Division

101 Camino Entrada, Building 3 Los Alamos, NM 87544

QUO26-75 Trauma-Informed Care Certification Training

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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”) is requesting Quotes from qualified and experienced providers to deliver a comprehensive Trauma-Informed Care Certification Training to enhance staff capacity in effectively serving individuals impacted by trauma.

SOLICITATION INFORMATION

Solicitation No. QUO26-75

Solicitation Title Trauma-Informed Care Certification Training

Single-step or Multi-step Single-step

Requesting Dept. Community Services Social Services

SOLICITATION SCHEDULE

Issued Thursday, May 21, 2026

Question Submission Deadline

May 28, 2026 2 p.m. Mountain Time

Responses to Questions Issued by County

June 4, 2026 4 p.m. Mountain Time County reserves the right to issue responses at any time prior to this date.

Quote Due Date June 9, 2026 2 p.m. Mountain Time

CONTACT INFORMATION

Procurement Contact Name Patricia Masterson

Title Management Analyst

E-Mail patricia.masterson@losalamosnm.gov

Phone No. 505.662.8127

ESTIMATED PROCESS SCHEDULE AFTER THE QUOTE DUE DATE

The estimated dates of the solicitation process after Quote due date tentatively planned as follows, are provided here for informational purposes only, and at County’s discretion, may be subject to change without prior notification.

Quote Review June 10, 2026-June 12, 2026

Contract Drafting, Legal Review, and Negotiations

June 15, 2026 – June 25, 2026

Estimated Contract Award June 26, 2026

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 Quotes submitted through the County’s Procurement Portal will be considered. To register to view and download solicitation documents and submit a Quote 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 REQUEST FOR

QUOTES

Additional documents are referenced in this Request for Quotes, which may include, but are not limited to, exhibits, attachments, links to documents online, and documents that are provided through the

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County’s Procurement Portal. Any such documents are considered to be a part hereof and constitute, along with this solicitation document and any addenda or modifications stated via the County’s Procurement Portal, the complete solicitation package. Documents required to be submitted as a component of Offeror’s Quote will be noted as such in each individual solicitation posted on the County’s Procurement Portal, and Offerors will be unable to submit their Quotes through the County’s Procurement Portal until all required documents and information have been uploaded or provided by Offerors.

Please also reference “Quote 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 two (2) business days prior to the submission due date, unless otherwise stated herein, in an addendum, or on the County’s Procurement Portal.

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 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. GENERAL INFORMATION

5.1. Award for these Services will result in the execution of a contract between the selected Offeror and the County. A sample Services Agreement with the County’s standard terms and conditions is provided on the County’ Procurement Portal for the consideration of interested parties to review prior to submitting a Quote.

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5.2. The County reserves the right to issue a formal solicitation if the Quotes received or total estimated not-to-exceed compensation, throughout a contract term, is estimated to exceed the County’s small purchase threshold, which is SIXTY THOUSAND AND 00/100 DOLLARS ($60,000.00). County reserves the right to procure services consistent with County ordinances and policies.

5.3. County reserves the right, at its sole discretion, to accept or reject any Quote; to waive any and all irregularities in any or all statements or Quotes; to request additional information from any or all respondents; and to award to the Offeror whose Quote 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.

5.4. Quotes are Public Records. Pursuant to the New Mexico Inspection of Public Records Act, NMSA 1978, Chapter 14, Article 2, all materials submitted under this Request for Quotes shall be presumed and considered public records. Except to the extent any information may be protected by state or federal law, Quotes 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.

5.5. The County contemplates a multi-term contract as a result of this Request for Quotes. The term of the contract may be for a period of up to one (1) year, and at the sole option of the County, may include up to one (1) optional one (1) year extension. 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.

5.6. Offerors are asked to propose pricing for each potential year of a potential 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.

6. COST QUOTE

6.1. Using the Cost Quote document provided on the County’s Procurement Portal, follow the instructions to provide costs for all years of a possible contract term.

7. REQUESTED INFORMATION AND SCOPE OF WORK OR SERVICES

7.1. Qualifications and Experience. Describe Offeror’s prior experience performing similar work, particularly providing examples from the last 3-5 years. State qualifications of Offeror’s staff who might be assigned to provide services. List all applicable licenses and certifications for each individual.

7.2. County Responsibilities. Include a list of any County responsibilities necessary for Offeror to perform the requested services.

7.3. Deviations or Exceptions to Sample Services Agreement.

7.3.1. Using the Deviations or Exceptions to Sample Services Agreement Form provided on the

County’s Procurement Portal, provide any deviations or exceptions or note no deviations or exceptions to the County’s Sample Services Agreement provided in the County’s Procurement Portal.

7.3.2. Provide a copy of any of Offeror’s own terms and conditions County may be requested to consider.

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

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

7.5. 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 Quote.

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.

7.6. Additional Information, Forms, and Documents. Submit any additional pertinent information, forms, or documents related to provision of the requested services.

7.7. Scope of Work or Services. Confirm and describe your ability to provide the Services described below:

The contractor shall provide training to Los Alamos County staff on trauma-informed principles and nervous system regulation to more effectively support clients and customers of all ages. The training shall be designed for non-clinical staff and shall include practical strategies for recognizing stress- and trauma-related behavioral responses, applying appropriate co-regulation and de-escalation techniques, and supporting employee wellbeing. The training shall support the County’s goal of strengthening safe, responsive, and trauma-informed practices across County work locations.

Offerors shall address in their response the format for the training, length of the training and any requirements for cohort size for each training program proposed.