RFP24-58 Traffic Asset Management Software
| Agency: | Los Alamos County |
|---|---|
| State: | New Mexico |
| Level of Government: | State & Local |
| Category: |
|
| Opps ID: | NBD14262870946197075 |
| Posted Date: | Mar 21, 2024 |
| Due Date: | Apr 25, 2024 |
| Solicitation No: | RFP24-58 |
| Source: | Members Only |
RFP24-58 Traffic Asset Management Software
Closing date April 25, 2024, 02:00 PM
- Reference number RFP24-58
- Status Open
- Summary The County is seeking a qualified service provider to provide a fully hosted Traffic Asset Management Software as a Service for the County Traffic and Streets Division (“TS”) to manage the County’s TS assets, signs, markings, signals, flashers, streetlights, asphalt, sidewalks, curb and gutter, etc., and to provide project implementation and management services to implement the Software.
Sealed proposals submitted electronically by email, subject to the conditions set forth in the instructions to proposers and in the solicitation documents, will be received until 2:00 p.m. Mountain Time, April 25, 2024, for this solicitation. Emails should be addressed to:
lacbid@lacnm.us
. Subject line of the email must contain the following information:
RESPONSE – RFP24-58 Traffic Asset Management Software
Alternatively, paper form submissions may be submitted as follows: sealed proposals in one (1) clearly labeled unbound original, three (3) bound copies, and one (1) USB flash drive or CD, will be accepted at the County Procurement Office - 101 Camino Entrada, Building 3, Los Alamos, NM 87544, until 2:00 p.m. Mountain Time, April 25, 2024, for this solicitation.
A non-mandatory virtual Pre-Proposal Meeting will be held on April 2, 2024, at 9:00 a.m. Mountain Time via GoToMeeting, or a different virtual meeting platform. Instructions and a link to join this virtual meeting will be sent to potential proposers via addendum.
Documents may be downloaded from the County website at https://lacnm.com/Bids , or may be obtained from Jaime Kephart at the Procurement office at:
Los Alamos County
Procurement Division
101 Camino Entrada, Bldg. 3
Los Alamos, NM 87544
(505) 709-5503
Office Hours are 8:00 a.m. – 4:30 p.m., Monday – Friday.
No Proposal may be withdrawn after the scheduled closing time for receipt of proposals.
All forms of bribes, gratuities, and kickbacks are prohibited by state law.
Contact details
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LOS ALAMOS COUNTY
PROCUREMENT DIVISION
101 Camino Entrada, Building 3, Los Alamos, New Mexico 87544
(505) 709-5503
Advertised: March 21, 2024
Closing Date: April 25, 2024
Non-Mandatory Virtual Pre-Proposal Conference: April 2, 2024, 9:00 a.m. Mountain Time
Request for Proposals (“RFP”)
RFP Number: 24-58
RFP Name: Traffic Asset Management Software
SPECIAL INFORMATION RELATED TO THIS RFP:
1. Demonstrations. The Incorporated County of Los Alamos (“County”) is requesting virtual Software
demonstrations to ensure full understanding and conformation with the solicitation requirements and to
ensure Offeror’s ability to meet the Scope of Services. Demonstrations will be scheduled at dates and
times agreed upon by County and Offeror. More details about demonstration requirements are
provided herein under the “Virtual Software Demonstrations” section.
2. The following terms may be used interchangeably throughout the RFP:
“Offeror,” “Contractor,” and “Vendor”
“Proposal,” “Response,” and “Submittal”
“Software,” “Solution,” “System,”
“Feature” and “Functionality”
GENERAL INFORMATION
1. Proposals in response to this RFP may be submitted either in paper form, in a sealed envelope, or
electronically by email. Only one of the following submission methods is required:
2. ELECTRONIC SUBMISSION: Emails should be addressed to: lacbid@lacnm.us. Subject line must
contain the following information: RESPONSE – RFP24-58 Traffic Asset Management Software
It is strongly recommended that a second, follow up email (without the proposal included or attached) be
sent to Jaime Kephart, Contract Manager at jaime.kephart@lacnm.us to confirm the Proposal was
received.
The body of the email should contain enough information for the identity of the Proposer to be clear,
including company name, name of person sending the email, and contact information including email
address and phone number.
Only emails with proposals received in the lacbid@lacnm.us email box prior to 2:00 p.m. Mountain Time,
April 25, 2024, will be reviewed.
Proposals submitted by email will be opened only after the closing date and time stated in the solicitation
document.
3. PAPER FORM SUBMISSION: Sealed proposals in one (1) clearly labeled unbound original, three (3)
bound copies and one (1) USB flash drive or CD, will be accepted at the Office of the Chief Purchasing
Officer, Procurement Division - 101 Camino Entrada, Building 3, Los Alamos, NM 87544, until 2:00 p.m.
Mountain Time, April 25, 2024, for this solicitation. Clearly mark the RFP Number and Name and
Offeror on the outside of the sealed proposal, including outer envelope and/or shipping label. The
USB flash drive or CD should be clearly identified. It is the responsibility of the Offeror to ensure that the
information submitted in both its written response and the electronic version are consistent and accurate.
RFP No. 24-58
Issued by Procurement Division: J. Kephart
1
If there is a discrepancy between what is provided on the paper document and the USB flash drive or
CD, the written paper response shall govern.
4. Directions to Procurement office:
1. Drive WEST on NM-502 to Los Alamos.
o Camino Entrada (formerly known as Airport Basin) is 0.4 miles past East Gate Drive,
just past East Entrance Park Rest Area.
2. Turn RIGHT on Camino Entrada.
o Road slopes downhill and curves to the right.
3. Take second RIGHT into driveway through gated fence (before the stone sign “Pajarito
Cliffs Site”).
o Follow the signs to Building 3, the L-shaped building in the center of the complex.
o If you pass the Holiday Inn Express and the Airport, you’ve gone too far.
4. Enter glass door marked “PROCUREMENT.” See map below.
5. 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. Please include the required documents provided 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.
6. 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.
7. Any questions must be received in writing at least five (5) days prior to the date fixed for when proposals
are due.
8. The 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
the County. While the County intends to execute a contract for the services listed herein, nothing in this
document shall be interpreted as binding the County to enter into a contract with any Offeror or
Proposer.
9. Bids and 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/IFB shall be presumed and
RFP No. 24-58
Issued by Procurement Division: J. Kephart
2
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.
10. 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 fifteen (15) 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.
11. Proposers are notified that they must propose pricing for each potential year of the contract.
12. Proposers/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.
13. The Chief Purchasing Officer has determined a preference is applicable to this offer. A bidder or offeror
must submit a written request for preference, with a copy of the state-issued preference certificate, with
its proposal to qualify for this preference. Ref. County Code Section. 31-261(b) and Section13-1-21
NMSA 1978 et al.
14. A non-mandatory virtual Pre-Proposal Meeting will be held on April 2, 2024, at 9:00 a.m.
Mountain Time via a virtual meeting platform. The meeting log-in information will be provided
to potential Proposers via addendum.
CONTACT INFORMATION
Offerors should note that the County is working with a Procurement Consultant, Calyptus Consulting
Group, Inc. (“Calyptus”), on this solicitation. Offerors may receive information related to this solicitation
from individuals from Calyptus. To request documents or for procurement process or project specific
information, contact the following and include all contacts listed on all correspondence sent via e-mail:
1. Jaime Kephart, Contract Manager, at jaime.kephart@lacnm.us or (505)709-5503
2. George Harris, President, Calyptus Consulting Group, Inc. at gharris@calyptusgroup.com .
3. Ellen Harvey, Senior Analyst, Calyptus Consulting Group, Inc.at eharvey@calyptusgroup.com.
4. Aaron Park, Project Manager/Traffic Manager, at aaron.park@lacnm.us .
5. As an additional courtesy to interested parties, this RFP and related documents may also be
downloaded from the County’s website at https://lacnm.com/bids.
RFP No. 24-58
Issued by Procurement Division: J. Kephart
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NEED STATEMENT
The Incorporated City and County of Los Alamos (“County”) is seeking a qualified service provider to
provide a fully hosted Traffic Asset Management Software (“Software”) Software as a Service (“SaaS”) for
the County Traffic and Streets Division (“TS”) that complies with all federal, state, and local laws, rules and
regulations, to manage the County’s TS assets, signs, markings, signals, flashers, streetlights, asphalt,
sidewalks, curb and gutter, etc., and to provide project implementation and management services to
implement the Software (“Project”).
BACKGROUND
1. This background information is provided here for informational background purposes only and may not
be indicative of the future state of County’s operations throughout the term of an agreement with the
selected Offeror. If future changes to any of the information provided here might impact Offeror’s
Services or costs proposed, Offerors are encouraged to submit questions and requests for clarification
to County in writing, as instructed herein, prior to RFP closing.
2. General County Background Information About Los Alamos County. The County is situated at
the foot of the Jemez Mountains on the Pajarito Plateau with an elevation ranging from approximately
5,400 feet to 10,500 feet. 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 (“LANL”), 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.
3. About TS and Relevant Technology Utilized by TS and County. TS currently uses Esri for asset
management of streetlights, school flashers, bus stops, bus shelters, and ADA ramps, parcel
information, utility easements and drainage easements.
RFP No. 24-58
Issued by Procurement Division: J. Kephart
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SCOPE OF SERVICES (or WORK)
The successful Offeror (“Contractor”) shall provide some or all the following services. All items
necessary for the successful delivery of Services may not be included in the proposed Scope of
Services herein. Offerors are expected to identify and highlight in their Proposal any deviations or
modifications to the proposed Scope of Services that may be deemed necessary or might aid in
successfully implementing and delivering Services.
1.
Software Requirements.
1.1. Licensing and/or Subscription. Selected Offeror shall provide for County a Software-
as-a-Service (“SaaS”) Solution that is a cloud based and hosted Software program,
developed, owned, and operated by Contractor (“System,” “Software,” or “Solution”) that
complies with all federal, state, and local laws, rules, and regulations to provide Traffic
asset management to TS. Offerors are asked to describe in their RFP response all
related licensing or subscription information County will be asked to consider prior to
utilizing the Services.
1.2. Maintenance and Support Services and Service Level Agreement.
1.2.1.
Contractor shall use commercially reasonable efforts to make sure the Software is
available with the uptime percentage proposed in Contractor’s RFP response.
Offerors are asked to describe in their RFP response their Service Level
Agreement (“SLA”), guaranteed uptime for their Software, describe any remedy or
rebates should Offeror not meet the service commitment, and describe how such
a remedy or rebate would be applied throughout the term of an agreement.
1.2.2.
Contractor shall provide product maintenance and customer support throughout
the term of an Agreement. Offerors are asked to describe in their RFP response
all offered Software maintenance and support services and tools, including
Software patches and updates, access to any available online libraries, issue
reporting tools, toll-free numbers, hours of service, process for requesting after-
hours support in case of emergencies, and the process for issue resolution
and/or escalation. Descriptions of offered support should be separated between
the support offered to different types of Users so that the level of support and
methods for requesting support for each different type of User is clear and all
support costs must be provided in Offeror’s cost Proposal in Exhibit G.
1.2.3.
Contractor shall provide and adhere to a communication plan for communicating
System upgrades and all other maintenance and service interruptions. Offerors
are asked to describe this communication plan in their Proposals, which should
include, but is not limited to the following:
1.2.3.1. The methodology for testing and certifying upgrades and patches to
ensure that they work properly and the mechanism of versioning rollback
in case of issues;
1.2.3.2. The process of applying upgrades and patches including if there are
County responsibilities and a responsibility matrix for the tasks involved;
1.2.3.3. A brief history of product upgrades and interim patches or fixes released
in the last eighteen (18) months; and
1.2.3.4. Identification of the most current stable release and patch level, certified
for support, for all Software and firmware and acknowledge that all
Software and firmware will be installed to those levels.
1.3. Warranty. Contractor shall, at a minimum, warrant that the Software shall be without
material defects for the term of an Agreement. If Software does not perform as
warranted, Contractor shall use reasonable efforts, consistent with industry standards to
cure the material defects or provide County with a functional equivalent at no additional
cost. Offerors are asked to describe in their RFP response their warranty for Software
RFP No. 24-58
Issued by Procurement Division: J. Kephart
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