Asset Management System for Fiber Optic Infrastructure

The Incorporated County of Los Alamos, New Mexico (Los Alamos County) is conducting a competitive sealed Request for Proposals (RFP 26-66) to procure an asset management system for fiber optic infrastructure. The County Information Management Division seeks a cloud-based Software-as-a-Service (SaaS) or similar platform capable of storing fiber optic plant data using a mapping interface, modeling outage locations, displaying connectivity between strands across complex paths, and integrating robustly with ArcGIS software (Pro, Enterprise, and Online). Key deliverables and objectives include a mature map interface with editing and snapping capabilities; the ability to manage fiber optic assets such as duct banks, fiber cables, splices, poles, terminations, buildings, patch cables, and slack loops; route modeling functionality; bulk attribute update capabilities; fiber length measurement tools; cloud-hosted deployment entirely within the United States; and thorough online documentation. The County currently maintains 110 miles of fiber optic cable (12 to 288 strands per cable), 14 miles of underground conduit, 86 splice points, 253 slack points, 601 poles, 401 access points, 137 cable terminations, and 74 connected buildings that must be managed through the proposed system. Qualified vendors must demonstrate relevant experience through minimum three client references from the past three to five years, provide comprehensive cost proposals across a potential fifteen-year contract term, complete a Software Functionality Matrix identifying how their solution meets stated requirements, and submit detailed responses to a Software Questionnaire addressing service level agreements, data security, system administration, compatibility, monitoring, and hardware specifications. A non-mandatory pre-proposal conference is scheduled for April 9, 2026 at 10:30 a.m. Mountain Time via Microsoft Teams; written questions must be submitted by April 14, 2026 at 2:00 p.m. with County responses due by April 16, 2026 at 5:00 p.m.; proposals are due April 21, 2026 at 2:00 p.m. Mountain Time through the County's Bonfire Procurement Portal; Step 1 evaluation occurs April 21 through May 8, 2026; Step 2 finalist demonstrations and presentations are scheduled for May 12 through May 29, 2026; and the estimated contract award date is August 5, 2026.

The County offers preference designations for qualifying offerors, including Local (Los Alamos) Business, Resident (New Mexico) Business, Native American Resident Business, Native American Resident Veteran Business, and Resident Veteran Business, with specific revenue thresholds and documentation requirements for each preference category. All offerors must submit certifications regarding debarment and suspension status, campaign contribution disclosures for contributions exceeding $250 to any of the seven County Councilors during the two years preceding proposal submission, completed verification of authorized offeror forms, and deviations or exceptions to the County's standard Services Agreement. The proposed solution must integrate with existing ArcGIS systems and manage the County's substantial fiber optic infrastructure as detailed above; no incumbent vendor is identified in the RFP documentation. The County mandates comprehensive insurance coverage including general liability ($1,000,000 per occurrence/$1,000,000 aggregate), cyber insurance ($3,000,000 per claim/aggregate with two-year tail coverage), professional liability ($1,000,000), and other specified coverage types. Proposing firms should demonstrate FedRAMP authorization or capability to process Los Alamos National Laboratory data, with potential evaluation bonus points awarded for such authorization; all County data must be stored within United States data centers, preferably in Government Cloud environments, with secure data extraction available within 48 hours. Specific budget or award values are not disclosed in the solicitation documents; however, the cost proposal worksheet requires detailed pricing across multiple service categories including software subscription or license fees, implementation services, training for two main users, support and maintenance, and optional services across all fifteen potential contract years, with the County discouraging automatic renewal provisions and retaining discretion to contract for any term up to fifteen years.