9-RFP 00 Request for Proposal.pdf

REQUEST FOR PROPOSALS (RFP)

Incorporated County of Los Alamos Procurement Division

101 Camino Entrada, Building 3 Los Alamos, NM 87544

RFP26-17 Historic Preservation Master Plan

Template Version: 20250321

NOTIFICATION REGARDING SUBMISSION PROCESS AND REGISTRATION INSTRUCTIONS

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

NEEDS STATEMENT

The Incorporated County of Los Alamos (“County”) Community Development Department (“CDD”) is requesting Proposals from qualified and experienced firms to provide services to collect and assess information about Los Alamos County historic buildings, structures, landscapes, trails, and cultural assets;

collect and assess Los Alamos community input about historic preservation efforts; and complete an Historic Preservation Master Plan for the ongoing preservation planning, maintenance strategy, and implementation framework to preserve Historic Sites.

SOLICITATION INFORMATION

Solicitation No. RFP26-17

Solicitation Title Historic Preservation Master Plan

Single-step or Multi-step Single Step

Requesting Dept. Community Development Department

SOLICITATION SCHEDULE

Advertised August 28, 2025

Pre-Proposal Conference Non-Mandatory Virtual Via MS Teams September 3, 2025, 1:00 p.m. Mountain Time To join: https://tinyurl.com/rfp2617

Question Submission Deadline

September 12, 2025, 2:00 p.m. Mountain Time

Responses to Questions Issued by County

September 19, 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

September 30, 2025, 2:00 p.m. Mountain Time Late responses will not be considered

CONTACT INFORMATION

Procurement Contact Name Jaime Kephart

Title Procurement Contract Manager

E-Mail Jaime.kephart@lacnm.us

Phone No. 505.709.5503

ESTIMATED PROCESS SCHEDULE AFTER CLOSING

The estimated dates of the solicitation process after closing are tentatively planned as follows, are provided here for informational purposes only, and at County’s discretion, may be subject to change without prior notification. Discussions may be conducted with responsible offerors who submit Proposals determined to be reasonably likely to be selected for award for the purpose of clarification to ensure full understanding and conformation with the solicitation requirements for the purpose of obtaining best and final offers.

Proposal Evaluation October 1, 2025 – October 17, 2025

Contract Drafting, Legal Review, and Negotiations

October 20, 2025 – November 2, 2025

Estimated Contract Award November 3, 2025 https://tinyurl.com/rfp2617 mailto:Jaime.kephart@lacnm.us

Template Version: 20250321

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. 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. GENERAL INFORMATION

5.1. 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

Template Version: 20250321

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.

5.2. 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”

5.3. 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.

5.4. 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.

5.5. 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.

5.6. 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.

5.7. 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.

5.8. 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.

5.9. Offerors are informed that State law requires that all foreign corporations (NMSA 1978 §53-17-5) and limited liability corporations (NMSA 1978 §53-19-48) procure a certificate of authority to transact business in the state prior to transacting business in the State of New Mexico.

5.10. The Chief Purchasing Officer has determined a preference is applicable to this solicitation. Offerors must submit a written request for preference, using the Request for Preference form provided through the County’s Procurement Portal, with a copy of the applicable state-issued preference certificate, with its Proposal to qualify for preference. Ref. County Code Section. 31-261(b) and Section13-1-21 NMSA 1978 et al.

6. 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.

7. 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.

8. 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.

9. 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.

Template Version: 20250321

10. 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.

11. 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.

12. 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.

(This section intentionally left blank)

Template Version: 20250321

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

The County is located in north-central New Mexico at the base of the Jemez Mountains, with elevations ranging from approximately 6,200 to 9,200 feet. It is home to two distinct communities—Los Alamos Townsite and White Rock—and has a population of approximately 19,000 residents. Widely known for its pivotal role in scientific research through Los Alamos National Laboratory, the County is also recognized for its cultural heritage, scenic landscapes, and abundant outdoor recreation opportunities.

In support of local preservation efforts, the County is developing a Historic Preservation Master Plan to provide a strategic framework for identifying, protecting, and celebrating historic and cultural resources.

As a foundational step, the County will engage a consultant to conduct a comprehensive historic resources survey documenting buildings, structures, landscapes, and culturally significant sites. The results of this survey will inform the Master Plan and guide long-term planning, land use decisions, and preservation priorities—ensuring that the County’s historic assets are appropriately recognized and preserved.

For more information about preservation resources and standards, please visit:

1. https://www.nmhistoricpreservation.org/

2. https://www.losalamosnm.us/

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

1.1. Generally. Selected Offeror (“Consultant”) will provide services to collect and assess information about Los Alamos County-owned historic buildings, structures, landscapes, trails, and cultural assets (“Historic Sites”); collect and assess Los Alamos community input about historic preservation efforts; and complete an Historic Preservation Master Plan (“the “Plan”) for the ongoing preservation planning, maintenance strategy, and implementation framework to preserve Historic Sites (the “Project”).

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

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

1.2.1.1. Federal, State, and Local Historic Ordinances and Technical Bulletins

1.2.1.2. County Code of Ordinances Chapter 8 – Boards and Commissions, Article III – Historic Preservation Advisory Board (“HPAB”)

1.2.1.3. County Code of Ordinances Chapter 16 – Development Code

• Section 16-9

• Section 16-73(g)–(h)

• Section 16-74(d)–(f)

• Section 16-75(b)

1.2.1.4. State of New Mexico Certified Local Government (“CLG”) Program Manual

1.2.1.5. Historic Preservation Plan (September 2008)

1.2.1.6. Fuller Lodge Interpretive Plan (June 2018)

1.2.1.7. The History of the Rose Garden (Updated July 2009)

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

1.2.2.1. Establish a mutually agreed upon Project Schedule to accomplish key tasks with durations for each task conforming substantially to the Consultant’s Proposed Project Plan and Schedule. The Project Plan and Schedule will include, at a minimum, the Consultant’s anticipated need for travel to Los Alamos, due dates for deliverables, and Project milestones.

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

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

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

1.2.3. Consultant will provide detailed and complete written documentation of this meeting and a Project Plan and Schedule to the County within five (5) business days of the meeting. The Project Plan and Schedule will be subject to the County Project Manager review and approval and Project Implementation will commence only after the County approval of the Project Plan and Schedule, which may be adjusted throughout Project implementation upon mutual written agreement of both parties.

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

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

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

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

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

Template Version: 20250321

1.3.5. Consultant will provide to the County Project Manager a Compliance Summary that briefly summarizes how all deliverables meet State Historic Preservation Office (“SHPO”) and CLG requirements.

1.4. Project Tasks. In coordination with County staff, Consultant will complete the following tasks:

1.4.1. Task 1 - Historic Sites Survey. Develop and conduct a comprehensive survey, subject to County review and approval, of all Historic Sites to evaluate their potential historic significance. The evaluation must consider National, State, and Local historic preservation criteria. Survey methodology must be compatible with the New Mexico Cultural Resource Information System (“NMCRIS”) and coordinated with SHPO. Photo documentation and SHPO/Certified Local Government (“CLG”)-compliant inventory forms must be submitted for each surveyed property. Deliverables for this task include, but are not limited to the following:

1.4.1.1. Draft and final survey plan/methodology, reviewed and approved by County before survey commences.

1.4.1.2. Field survey data for all County Historic Sites.

1.4.1.3. Evaluation of significance based on national, state, and local criteria.

1.4.1.4. Photo documentation of surveyed properties.

1.4.1.5. Compliance checklist for SHPO standards.

1.4.1.6. Digitally catalogued inventory of all surveyed Historic Sites.

1.4.1.7. Final survey inventory spreadsheet (including attribute fields defined collaboratively with County).

1.4.1.8. Metadata documentation for inventory fields.

1.4.1.9. Submission-ready documents for SHPO/CLG compliance.

1.4.2. Task 2 - Public Engagement. Design and facilitate the deployment of a public engagement plan, subject to County review and approval, to provide public engagement opportunities to encourage and receive community input and foster dialogue about historic preservation efforts. Deliverables for this task include but are not limited to the following:

1.4.2.1. Draft and final Public Engagement Plan.

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

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

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

1.4.3. Task 3 - Preservation Participant Group Coordination and Analysis. Assess the roles, responsibilities, and authority of existing preservation participant groups, including but not limited to, the Los Alamos Historical Society, Manhattan Project National Historical Park, HBAB, Los Alamos National Laboratory/Bradbury Science Museum, New Mexico Historic Preservation Division, and Los Alamos MainStreet (“Preservation Participant Groups”), and identify areas of overlap, gaps in responsibility, and opportunities for improved collaboration, providing strategic recommendations to clarify roles and enhance coordination. Deliverables for this task include but are not limited to the following:

1.4.3.1. Preservation Participant Groups and organizational roles analysis.

1.4.3.2. Interview summaries and/or coordination meeting notes.

1.4.3.3. Final Preservation Participant Group coordination strategy memo (gaps, overlaps, recommendations).

1.4.4. Task 4 - Historical Documentation and Assessment. For each surveyed Historic Site, prepare a comprehensive record that includes its historical context, archival documentation, and evaluation of historic significance. This should identify potential landmarks, contributing or non-contributing status, and the potential boundaries of a historic preservation overlay district or districts Assess each Historic Site’s site context, interior and exterior features, and any cultural or archaeological significance to support eligibility determinations for local, state, or national listing. Deliverables for this task include, but are not limited to the following:

1.4.4.1. Historic Site-specific historical narratives

1.4.4.2. Supporting documentation (photographs, maps, archival materials)

1.4.4.3. Mapping of potential Historic Preservation overlay district boundaries

1.4.4.4. Identification list of landmark, contributing and non-contributing structures.

1.4.4.5. Site sheets for each Historic Site with:

• Exterior and interior feature documentation.

• Cultural/archaeological notes (where applicable).

• Site context narrative.

1.4.5. Task 5 - Preservation Planning, Maintenance Strategy, and Implementation Framework.

For historically significant or potentially contributing Historic Sites, conduct a condition analysis to evaluate physical integrity and preservation needs. Based on this, develop Historic Site-specific maintenance plans and broader preservation strategies that align with County goals and listing opportunities. Provide an implementation framework that identifies short-, medium-, and long-term goals to guide preservation efforts over the next ten (10) years. This framework should prioritize actions based on urgency, resource availability, and historic value, and support integration into County planning and Capital Improvement Projects (“CIP”).

Recommendations may address preservation planning, asset management, interpretive strategies, potential acquisitions or dispositions, and capital or operational maintenance, without prescribing specific project-level actions. Deliverables for this task include but are not limited to the following:

1.4.5.1. Historic Site Assessments. Site sheets for each Historic Site with:

• Exterior and interior feature documentation

• Cultural/archaeological notes (where applicable)

• Site context narrative

1.4.5.2. Preservation Strategy

• Draft and final strategy report for property listings (local, State, National Register)

• List of eligible properties and priority level for nomination

• Matrix linking preservation goals to listing potential

1.4.5.3. Condition Analysis & Maintenance Planning

Template Version: 20250321

• Condition assessment sheets for all surveyed properties

• Maintenance plan template with recommendations by property type

• Capital maintenance priority schedule (short-, mid-, long-term)

1.4.5.4. Implementation Framework

• Phased implementation plan (10-year horizon)

• Priority action matrix (urgency, significance, cost/resource needs)

• Integration guidance memo for planning/CIP processes

1.4.6. Task 6 - Code Review and Recommendations. Review the County Development Code and provide guidance and recommendations to align these sections with CLG standards and best practices in preservation: Chapter 8, Article III, HPAB and Article V, Section 16-75(b) – County Landmark or Historic District Adoption. Deliverables for this task include but are not limited to the following:

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

1.4.6.2. Redlined draft language or annotated recommendations.

1.4.6.3. CLG compliance checklist and gap analysis.

1.4.7. Task 7 – GIS-compatible Digital Inventory of Surveyed Historic Sites. Provide a GIS-compatible digital inventory of all surveyed properties, structured shapefiles for integration with County parcel data. The dataset must include the historic cultural properties inventory information and associated metadata to ensure compatibility with both SHPO and NMCRIS standards. Attribute fields should be clearly defined and aligned for future maintenance and updates. Final GIS publishing will be completed by County staff. Deliverables for this task include but are not limited to the following:

1.4.7.1. GIS-compatible inventory database (format to be coordinated with County GIS staff).

1.4.7.2. Metadata and data dictionary for GIS fields.

1.4.7.3. Layer of surveyed resources tied to parcel data.

1.4.7.4. GIS data transfer protocol (including shapefiles and geodatabases).

1.4.8. Task 8 – Develop a Historic Preservation Master Plan.

1.4.8.1. Consultant will develop a Historic Preservation Master Plan that synthesizes the findings of the Historic Resources Survey and assessments. Align with County planning and budgeting frameworks to support integration into CIP plans and long-term asset management. Deliverables for this task include but are not limited to the following:

1.4.8.1.1. Draft Historic Preservation Master Plan (for staff and HPAB review and approval).

1.4.8.1.2. Final Historic Preservation Master Plan (incorporating staff/public feedback).

1.4.8.1.3. Preservation priorities matrix with recommended timelines.

1.4.8.1.4. Policy framework: goals, policies, procedures for preservation management.

1.4.8.1.5. Designation strategy document (local, state, national).

1.4.8.1.6. Funding & incentives strategy guide (grants, tax credits, partnerships).

1.4.8.1.7. Adaptive reuse strategy and conceptual design guidelines.

1.4.8.1.8. Framework for periodic updates to the historic inventory.

1.4.8.1.9. CIP alignment report for integration into long-term planning.

1.4.9. Public Hearing Presentations.

1.4.9.1. In addition to the Public Engagement already described, Consultant will participate with County Staff for a minimum of (4) public hearings including HPAB, the Planning and Zoning Commission, and County Council. Consultant will attend these meetings on-site if they are held in an in-person format, fees for which will be charged at the rates proposed in Consultant’s Proposal.

1.4.9.2. Consultant will attend additional Council meetings or other County Board or staff meetings as needed and requested by County, should County identify the need for revisions, further analysis, or clarification prior to Council considering adoption of any recommendations. Offerors are asked to include in their Proposals all such related costs, including costs for additional professional time and travel, for additional unknown revisions, analysis, or meetings, held either virtually or in-person.

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

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

15. PROPOSAL FORMAT AND RESPONSE COMPONENTS

15.1. 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.

15.2. To facilitate the review process, unless otherwise stated herein, County’s preference, though not a requirement, is that Proposals be limited to fifty (50) pages, not including exhibits, attachments, or marketing materials; that Proposals are 8.5 x 11 inch format; and that general marketing materials should not exceed ten (10) pages.

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

15.4. 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.

15.5. 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.

15.6. 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

15.7. 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.

Previous or Current Clients

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

2. If previous client information is confidential, you may state so, however, evaluation scores will reflect Offeror’s inability to include

Template Version: 20250321

Sect.

No. Section Title

Submission Information

(In addition to any other information requested herein.

requested reference information in the Proposal.

3. Using the Client Worksheet provided on the County’s Procurement

Portal, provide a minimum of 3 previous or current clients where similar services were performed in the last 3-5 years.

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

Applicable Industry

Standards, Laws, and Regulations

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

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

Specifically describe Offeror’s understanding and experience with the following:

• CLG

• SHPO

• NMCRIS

• County Code of Ordinances Chapter 8 Article 3 Boards and

Commissions, HPAB

• County Code of Ordinances Chapter 16 Development Code

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

4. Confirm that Offeror is properly authorized to conduct business in the State of New Mexico and briefly describe those authorizations (e.g., Offeror possesses a New Mexico Business License issued by the New Mexico Secretary of State).

6 Subcontractors and Third-Parties

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

Description of Services and Ability to Provide the

Scope of Work or Services

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

2. Summarize, in narrative form, Offeror’s understanding of the requested Services, and describe Offerors process, planning methodology, approach and ability to fulfill the Scope of Services and identify any modifications to the proposed Scope of Services that may be deemed necessary or may aid in successfully delivering the Services described.

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

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

5. Identify any deliverables.

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

Proposed Project, Initiation, Management and Implementation Plan

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

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

3. Provide a project schedule with a detailed narrative including all

Template Version: 20250321

Sect.

No. Section Title

Submission Information

(In addition to any other information requested herein.

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

9 Cost Proposal

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

16. 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.

Template Version: 20250321

Criteria Weighted Points

1 Qualifications and Experience 15

2 Previous or Current Clients 10

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

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

5 Proposed Project Initiation, Management, and Implementation Plan 20

6 Cost Proposal 20

Total Score 100

17. EXHIBITS. The following documents are included as Exhibits available to be downloaded through the County’s Procurement Portal.

• Exhibit A – Fuller Lodge Interpretive Plan 2018

• Exhibit B – Los Alamos County Comprehensive Plan – Historic Preservation Plan 2008

• Exhibit C – State of New Mexico Certified Local Government Program Manual 2020

• Exhibit D – Historical Information on the Los Alamos Memorial Rose Garden