Public Art Archive Web Based Hosted Solution

Los Alamos County's Community Services Department is seeking a web-based, hosted or cloud database solution to manage its public art collection through a Request for Quotes (RFQ) solicitation. The procurement is specifically for a Software-as-a-Service (SaaS) or Platform-as-a-Service (PaaS) solution capable of managing approximately 170 art works from acquisition to deaccession. The desired system must provide comprehensive database management, regular backups, upgrades, and potentially unlimited storage, with full compliance to federal, state, and local regulations. Evaluation of potential vendors will be based on three primary criteria: Qualifications and Experience (10 points), Suitability and Ability to Meet County Needs (20 points), and Cost (20 points), totaling 50 possible points. Key dates for this procurement include a question submission deadline of October 20, 2025, quote submissions due by October 28, 2025, at 2:00 p.m. Mountain Time, and an anticipated contract award on December 12, 2025, with an effective date of June 1, 2026. The county is considering a potential multi-term contract that could extend up to fifteen years.

The solicitation does not explicitly indicate specific set-aside designations or restrictions for disadvantaged enterprises. The county requires potential vendors to complete several mandatory forms, including a Campaign Contribution Disclosure Form, Certification Regarding Debarment, and a Software Services and Expectations Form, which suggest comprehensive vetting of potential contractors. While no incumbent vendor is mentioned, the county has detailed technology standards that require vendors to ensure compatibility with existing infrastructure, including Microsoft Windows Server 2019, VMware server platform, Cisco network technology, and Microsoft M365 productivity suite. Potential vendors must also provide detailed information about their software's functionality, licensing, warranty, and support services. The Cost Quote Worksheet allows vendors flexibility in pricing proposals, with the county reserving the right to accept proposed fees and escalation mechanisms. Though a specific budget range is not disclosed, the documentation suggests the county is prepared to consider comprehensive, long-term solutions for managing its public art collection.