INVITATION TO BID (ITB) FOR Handheld Public Safety Radios for the Town of Mesilla Fire Department & Doña Ana County Fire Rescue
| Agency: | County of Doa Ana |
|---|---|
| State: | New Mexico |
| Level of Government: | State & Local |
| Category: |
|
| Opps ID: | NBD17514372627974914 |
| Posted Date: | Dec 4, 2023 |
| Due Date: | Dec 19, 2023 |
| Solicitation No: | 24-0018 |
| Source: | Members Only |
INVITATION TO BID (ITB) FOR Handheld Public Safety Radios for the Town of Mesilla Fire Department & Doña Ana County Fire Rescue
- Department: Information Technology
- RFP Number: 24-0018
- Start Date: 11/20/2023
- Close Date: 12/19/2023 2:00 PM
Attachment Preview
COUNTY OF DOÑA ANA, STATE OF NEW MEXICO
INVITATION TO BID (ITB)
FOR
Handheld Public Safety Radios for the Town of Mesilla Fire
Department & Doña Ana County Fire Rescue
ITB 24-0015
NIGP Commodity Code: 72574
County Commissioners
Christopher Schaljo-Hernandez, District 1
Diana Murillo-Trujillo, District 2
Shannon Reynolds, District 3
Susana Chaparro, District 4
Manuel Sanchez, District 5
Fernando R. Macias
County Manager
Hilda Gonzalez
Procurement Officer
Bid Due Date and Time: 2:00 p.m. (local time) on December 19, 2023
PROJECT NAME:
Project Number:
Handheld Public Safety Radios for the Town of Mesilla
Fire Department & Doña Ana County Fire Rescue
Rescue
24-0018
TABLE OF CONTENTS
PAGE #
PART I - BID INSTRUCTIONS AND PROCUREMENT INFORMATION
3-9
PART II – THE PROJECT
SECTION A – BID OVERVIEW
SECTION B - SPECIFICATIONS
SECTION C – BID COST SCHEDULE
SECTION D - RESPONSE SUBMITTAL FORMAT
PART III – REQUIRED FORMS TO SUBMIT WITH BID
COVER LETTER TRANSMITTAL FORM
Section B - BID COST SCHEDULE
Section C - CAMPAIGN DISCLOSURE FORM
Section D - RELATED PARTY DISCLOSURE FORM
Section E - CERTIFICATION REGARDING DEBARMENT
Section F - NON-COLLUSION AFFIDAVIT
REFERENCES RESPONSE FORMAT
CHECK LIST
Attached: Sample Contract
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PART I - INSTRUCTIONS
BID INSTRUCTIONS AND PROCUREMENT INFORMATION
DUE DATE - Bids will be received at the office of the Dona Ana County Purchasing Department,
845 N. Motel Blvd, Room 2-130, Las Cruces, NM, prior to December 19, 2023 at 2:00 P.M. (Local
time) at which time the sealed bids will be opened and read out loud.
The sealed envelope containing the completed Invitation to Bid and literature must be marked
with the ITB Title and ITB Number and delivered to:
Doña Ana County Purchasing Department
845 N Motel Blvd, Room 2-130
Las Cruces, NM 88007
Any and all bids not received by the Submission Date shall be rejected and returned unopened.
The Procurement Officer will make every effort to adhere to the following schedule:
Action
Responsibility
Date
Issue of ITB
County Purchasing
November 19, 2023
Pre-proposal Meeting County and Offerors
N/A
Submission of Bid
Offeror
December 19, 2023
County Commission
Approval
County Commissioners
TBD
Contract Negotiations Evaluation Committee
N/A
Contract Execution
County and Contractor
TBD
This schedule is subject to change. All Offerors will be notified of schedule changes via e-mail, fax or US
Mail.
1. ACH TRANSACTIONS – Vendors may be required to accept payment electronically
through an Automated Clearing House (ACH) Transaction.
2. APPROPRIATIONS - The terms of the Agreement are contingent upon sufficient
appropriations and allocations being made by the County or other funding agency. If the
County or other funding agency does not make sufficient appropriations and authorization,
the agreement shall, notwithstanding any other provisions of the agreement, terminate
immediately upon Contractor’s receipt of written notice of termination from the County.
Dona Ana County’s decision as to whether sufficient appropriations are available shall be
accepted by the Contractor and shall be final.
3. BID AWARD -The County reserves the sole right to:
3.1 Determine responsible Bidders and responsive proposals.
a. Responsible Bidder: A Proposer who submits a Responsive Bid and who has
furnished, when required, information and data to prove that his financial resources,
production or service facilities, personnel, service reputation, and experience are
adequate to make satisfactory delivery of the items of tangible personal property,
services or construction described in the Invitation to Bid.
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b. Responsive Bid: A proposal which conforms in all material respects to the requirements set forth
in the Invitation to Bid.
3.2 Determine and waive minor technicalities in the proposal form or requirements not affecting
price, quality, or quantity of items or services sought. Reject any or all proposals in part or in
whole.
4. BRAND NAMES - Any brand names used is for the sole purpose of describing the
standard of quality, performance and characteristic preferred and are not intended to limit
or restrict competition.
5. BRIBES, GRATUITIES AND KICK-BACKS - Pursuant to 13-1-191 NMSA 1978,
reference is hereby made to the criminal laws of New Mexico (including 30-14-1, 30-24-
2, and 30-41-1 through 30-41-3 NMSA 1978), which prohibit bribes, kickbacks, and
gratuities, violation of which constitutes a felony. Further, the Procurement Code (13-1-28
through 13-1-199 NMSA 1978) imposes civil and criminal penalties for its violation.
6. CLARIFICATIONS - Any inquiries or requests regarding clarification of this
procurement document shall be submitted to the Procurement Officer in writing.
Procurement Officer contact information is Hilda Gonzalez 845 N Motel Blvd Room 2-
147 Las Cruces, NM 88007, 575-525-5928 or hildag@donaanacounty.org. Offerors may
contact ONLY the Procurement Officer regarding the terminology stated in the
procurements documents. Other County employees do not have the authority to respond
on behalf of the County.
6.1 Offerors shall promptly notify the County Procurement Officer of any
ambiguity, inconsistency, or error which they may discover upon examination
of the ITB. Any response made by the County will be provided in writing to all
contractors by addendum, No verbal responses shall be authoritative.
4.2 No Addendum will be issued later than three (3) days prior to the date for receipt
of Bids, except an Addendum withdrawing the Invitation to Bids or one which
includes postponement of the date for receipt of bids.
7. COLLUSION - No contractor shall be interested in more than one bid. Collusion among
contractors or the submission of more than one bid under different names by any firm or
individual shall be cause for rejection of all bids without consideration. The enclosed Non-
Collusion Affidavit must be executed along with the Bids.
8. COMPETITION - In signing a contract with Doña Ana County the Contractor certifies
that the Contactor has not, either directly or indirectly, entered into action in restraint of
full competition in connection with the proposal submitted to the County.
9. CONTACTS - Offerors MAY NOT contact other Doña Ana County Departments, the
Doña Ana County Manager or her staff, members of the Doña Ana County Board of County
Commissioners or their staff, and any other Doña Ana County Elected Official or their staff
regarding inquiries or requests regarding clarification to this ITB. All inquiries or request
regarding clarification of this procurement document shall be submitted to the Procurement
Officer in writing.
10. CONTRACTS - The contract between Dona Ana County and a Contractor will follow the
format specified by the County and contain the terms and conditions set forth in the
attached "Sample Contract". The contents of this ITB, as revised and/or supplemented, and
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the successful offeror's bid including best and final offer will be incorporated into and
become part of the contract.
10.1 Should an Offeror object to any of the County's terms and conditions contained in the
Procurement Section or in the "Sample Contract", that Offeror must propose specific
alternative language with the proposal. The County may or may not accept the
alternative language. General references to the Offeror's terms and conditions or
attempts at complete substitutions are not acceptable to the County and will result in
disqualification of the Offeror's proposal. Offerors must provide a brief discussion of
the purpose and impact, if any, of each proposed change, followed by the specific
proposed alternate wording.
10.2 Offerors must submit with their proposal any additional terms and conditions that
they would like to have included in a contract negotiated with the County, such terms
must be clearly identified in the proposal.
11. COST - All costs incurred by a Proposer in connection with responding to this ITB, the
evaluation and selection process undertaken in connection with this procurement, and any
negotiations with the County will be borne by the Proposer.
12. DEBARMENT & SUSPENSION - The Proposer (offeror) certifies that neither it nor
its principals is presently debarred, suspended, proposed for debarment, declared ineligible,
or voluntary excluded from participation in this transaction by any Federal department or
agency. It further agrees that by submitting this proposal that it will include this clause
without modification in all lower tier transactions, solicitations, proposals, contracts, and
subcontracts. Where the Proposer/offeror/contractor or any lower tier participant is unable
to certify to this statement, it shall attach an explanation to this solicitation/proposal. The
enclosed Certificate of Debarment and Suspension must be executed along with the
Proposal.
13. DEFINITIONS - This section contains definitions that are used throughout this procurement
document, including appropriate abbreviations:
“Agency” means Dona Ana County
“Contract” means an agreement for the
procurement of items of tangible personal
property or services.
“Contractor” shall mean successful Offeror.
“Determination” means the written
documentation of a decision of a procurement
manager including findings of fact required to
support a decision. A determination becomes part
of the procurement file to which it pertains.
“Desirable” The terms “may”, “can”, or “prefers”
identify a desirable or discretionary item or factor.
“Evaluation Committee” means a body appointed
by the County Management to perform the
evaluation of Offeror proposals.
“Evaluation Committee Report” means a report
prepared by the Purchasing Manager and the
Evaluation Committee for submission to Board of
County Commission and/or County Manager for
contract award that contains all written
determinations resulting from the evaluation.
“Finalist” is defined as an Offeror who meets all
the mandatory specifications of the Request for
Proposal and whose score on evaluation factors is
sufficiently high to qualify that Offeror for further
consideration by the Evaluation Committee.
“Mandatory” The terms “must”, “shall”, “will”,
“is required”, or “are required”, identify a
mandatory item or factor. Failure to meet a
mandatory item or factor will result in the
rejection of the Offeror’s proposal or proposal.
“Offeror” or “Proposer” is any person,
corporation, or partnership that chooses to
submit a proposal or an offer.
“Purchase Order” means the document, which
directs a contractor to deliver items of tangible
personal property or services pursuant to an
existing contract.
“Purchasing Manager” means the person or
designee authorized by the Agency to manage or
administer a procurement requiring the
evaluation of request for proposals.
“Request for Proposal” or “ITB” means all
documents, including those attached or
incorporated by reference, used for soliciting
proposals.
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