IFB24-49 On-Call Concrete and Related Services
| Agency: | Los Alamos County |
|---|---|
| State: | New Mexico |
| Type of Government: | State & Local |
| NAICS Category: |
|
| Posted Date: | Dec 18, 2023 |
| Due Date: | Jan 11, 2024 |
| Solicitation No: | IFB24-49 |
| Bid Source: | Please Login to View Page |
| Contact information: | Please Login to View Page |
| Bid Documents: | Please Login to View Page |
IFB24-49 On-Call Concrete and Related Services
Closing date January 11, 2024, 02:00 PM
- Reference number IFB24-49
- Status Open
- Summary The summary of work for this IFB is located in the solicitation documents.
Sealed Proposals in one (1) clearly labeled unbound original and two (2) bound paper copies (if submitting in paper form), subject to the conditions set forth in the Instructions to Bidders and in the other Solicitation Documents, will be received 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, Thursday, January 11, 2024 for this solicitation.
Bids may also be submitted electronically by email in pdf format. All other requirements stated in the Solicitation Document remain in effect. Emails should be addressed to: lacbid@lacnm.us . Subject line of the email must contain the following information: RESPONSE – IFB24-49 On-Call Concrete and Related Services.
Documents may be obtained from Carmela Salazar at the Office of the Purchasing Officer at:
Los Alamos County
Procurement Division
101 Camino Entrada, Bldg. 3
Los Alamos, NM 87544
(505) 662-8056
Office Hours are 8:00 a.m. – 4:30 p.m., Monday – Friday.
No Bid may be withdrawn after the scheduled closing time for receipt of bids.
All forms of bribes, gratuities, and kickbacks are prohibited by state law.
Contact details
Related Information
Attachment Preview
LOS ALAMOS COUNTY
PROCUREMENT DIVISION
101 Camino Entrada, Building 3, Los Alamos, New Mexico 87544
(505) 662-8056
Advertised: December 17, 2023
Closing Date: January 11, 2024
Invitation for Bids (“IFB”)
IFB Number: 24-49
IFB Name: On-Call Concrete and Related Services
GENERAL INFORMATION
Only one of the following submission methods is required:
1. ELECTRONIC SUBMISSION: Emails should be addressed to: lacbid@lacnm.us.
Subject line must contain the following information: RESPONSE – IFB24-49 On-Call Concrete and
Related Services
It is strongly recommended that a second, follow up email (without the Bid included or attached) be sent
to Carmela Salazar, Senior Buyer, carmela.salazar@lacnm.us to confirm the Bid was received.
The body of the email must contain enough information for the identity of the Bidder to be clear, including
company name, name of person sending the email, and contact information including email address and
phone number.
Only emails with Bids received in the lacbid@lacnm.us email box prior to 2:00 p.m. Mountain Time,
Thursday, January 11, 2024 will be reviewed.
Bids submitted by email will be opened only after the closing date and time stated in the solicitation
document.
2. PAPER FORM SUBMISSION: Sealed bids, submit one (1) unbound original and three (3) copies, subject
to the conditions set forth in the Instructions to Bidders and in the other Solicitation Documents, will be
received at the office of the Los Alamos County Purchasing Officer, 101 Camino Entrada, Building 3, Los
Alamos, New Mexico, until 2:00 p.m. Mountain Time, Thursday, January 11, 2024 and then publicly
opened for the following project:
Incorporated County of Los Alamos
Invitation for Bids Number: IFB24-49
IFB Name: On-Call Concrete and Related Services
3. 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.
An Equal Opportunity Employer
4. Enter glass door marked “PROCUREMENT.” See map below.
4. The Incorporated County of Los Alamos (“County”) invites Bids from all qualified respondents. No Bid may
be withdrawn after the scheduled closing time. Bids 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 provided in this IFB as part of your submittal
packet. Any misinterpretation or failure to comply with the submittal requirements could result in rejection
of the Bid. Bid preparation is at the Bidder’s expense.
5. 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.
6. Any questions must be received in writing at least six (6) days prior to the closing date.
7. County reserves the right, at its sole discretion, to accept or reject any Bids; to waive any and all
irregularities in any or all statements or Bids; to request additional information from any or all respondents;
and to award a contract and/or purchase order to the responsible Bidder whose Bid is most beneficial to
County. While County intends to execute a contract and/or purchase order for the items listed herein,
nothing in this document shall be interpreted as binding County to enter into a contract with, or award a
purchase order to, any Bidder.
8. Bids and RFP 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 IFB shall be presumed and
considered public records. Except to the extent any information may be protected by state or federal law,
Bids shall be considered public documents and available for review and copying by the public.
9. The County contemplates a multi-term contract as a result of this IFB. 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.
10. Bidders are notified that they must bid pricing for each potential year of the contract.
11. The County contemplates a multiple source award. A multiple source award is an award of a contract for
one or more similar goods or services to more than one Bidder. 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.
12. The County intends to award one or more Task Order-based agreements as a result of this IFB. Task Order
means a discrete assignment of a specific set of tasks under an indefinite delivery/indefinite quantity
contract, each order capped at a not-to-exceed amount. Written Task Orders will be issued by the County
prior to start of Work/Season. A sample Task Order is attached as Exhibit “E.” County reserves the right,
IFB No. 24-49 On-Call Concrete and Related Services
Issued by Procurement Division: C. Salazar
2
at its sole discretion, to solicit for any concrete or related services. Any task order begun before the
expiration of the term, or any Task Order under the Warranty period shall continue until completed.
13. Individual Approved Task Orders which exceed the state prevailing wage threshold shall be subject to a
Wage Rate Decision. County shall obtain and provide the Wage Rate Decision and issue it to the
Contractor prior to the preparation of the Task Order.
14. Contract Performance and Payment and Performance Bonds: When an individual Task Order is awarded
in excess of the State prevailing wage threshold, the following bonds or security shall be delivered to the
County by Contractor and shall become binding on the parties upon the execution of the Approved Task
Order. The following are the minimum requirements of any Payment of Performance Bond. A sample
Payment Bond and Performance Bond are attached as Exhibit “F”:
a. A performance bond satisfactory to the County, executed by a surety company authorized to do
business in the state or otherwise secured in a manner satisfactory to the County, in an amount equal
to 100 percent of the price specified in the individual Task Order; and
b. A payment bond satisfactory to the County, executed by a surety company authorized to do business
in the state or otherwise secured in a manner satisfactory to the County, for the protection of all persons
supplying labor and material to the contractor or its subcontractors for the performance of the work
provided for in the individual Task Order. The bond shall be in an amount equal to 100 percent of the
price specified in the individual Task Order.
15. Proposers/Bidders 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.
16. 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.
17. PAYMENT TERMS: Payment terms are Net 30 Days.
CONTACT INFORMATION
1. For project-specific information, contact Daniel Blea, Traffic and Streets Manager, at
daniel.blea@lacnm.us; (505) 662-8206.
2. For procurement process information, contact Carmela Salazar, Senior Buyer, at
carmela.salazar@lacnm.us; (505) 662-8056.
NEED STATEMENT
Los Alamos County is seeking one or more qualified contractor/s to perform on-call concrete and related
services. Task Orders will be issued throughout the contract period on an as needed basis.
Questions shall be addressed to:
Carmela Salazar, Senior Buyer Procurement Division
101 Camino Entrada, Bldg. 3
Los Alamos, NM 87544
Phone Number: 505-662-8056
Email: carmela.salazar@lacnm.us
Any questions must be received in writing at least six (6) days prior to the date fixed for the opening of bids.
Failure of any bidder to receive any addendum or interpretation shall not relieve such bidder from any obligation
under its bid as submitted. All addenda so issued shall become part of the solicitation documents.
The County reserves the right to issue addenda to the solicitation documents include specifications and plans
during the advertising period as provided in the solicitation documents. Bidders are responsible for determining
IFB No. 24-49 On-Call Concrete and Related Services
Issued by Procurement Division: C. Salazar
3
if any addenda have been issued. The terms, bid and solicitation are interchangeable. Also, the terms of the
contract and agreement are interchangeable.
PROJECT DATES ARE AS FOLLOWS:
Advertisement of IFB
Deadline to Submit Written Questions
Deadline to Submit Bids
Evaluation
Estimated Contract Award
12/17/2023
01/4/2024
01/11/2024
01/12/2024-01/26/2024
03/05/2024
SCOPE OF WORK - Throughout this solicitation, the terms “Work” and “Services” are used interchangeably.
The services to be performed shall consist of a variety of concrete and related services anticipated to be done
at various locations throughout the County. Plans shall be furnished by the County on more complex projects,
but on routine projects, only written Task Orders shall be furnished. All services shall conform to the New
Mexico State Department of Transportation Standard Specifications for Highway and Bridge Construction, 2019
edition. Traffic control will be required at each site and must conform to the Manual of Uniform Traffic Control
Devices and must be approved by Los Alamos County Traffic Division staff. The selected Contractor/s shall be
required to begin work within fourteen (14) days of notification of individual projects. The length of time to
complete each project shall be negotiable, but generally will not exceed twenty-one (21) days.
1. CONCRETE – GENERAL: Services are for 4000 psi fiber reinforced concrete, high hazard air entrained
concrete, in accordance with the design and dimensions as shown on detailed drawings or on plans
furnished by the County at the time of issuance of Task Order.
2. Base course is required under all sidewalk, curb and gutter, drive pads, valley gutter, and other concrete
structures. The cost of providing, placing, and compacting base course is incidental to the projects.
3. Removal and disposal of concrete or other materials and related expenses are incidental to the projects
and shall consist of the removal, wholly or in part, of existing concrete structures as directed by County, or
as shown on plans provided by County at the time of services. The work shall include disposing of the
materials and backfilling of the resulting areas when required. No devices or equipment shall be used
which might damage structures, facilities, or property to be preserved and retained. Existing structures, if
damaged by the Contractor during removal, shall be removed and replaced with a similar structure at the
Contractor’s expense. The selected Contractor/s shall be responsible for costs of disposing or removed
materials and backfilling of the resulting areas when required.
4. Mobilization is incidental to the project.
5. Traffic control is incidental to the project. Traffic Control plan requirements will be handled on a case-by-
case basis for individual task orders and must conform to the Manual of Uniform Traffic Control Devices
and must be approved by Los Alamos County Traffic Division staff. When one traffic control plan can be
used for multiple areas, the County may approve this practice. In cases like this, the traffic control plan
would need to list each area that it applies to. Traffic permit fees will be waived by the County.
6. Excavation permits will be required for task orders. Excavation permit fees will be waived by the County for
County projects.
7. All required detectable warning surfaces shall be cast iron.
8. Asphalt patching is not incidental when removing damaged concrete, please note Item No. 34 on Bid Form.
9. Bid must include pricing for each year of a potential seven (7) year contract. County will consider either
fixed pricing for each year or some type of clearly measurable and auditable price increase mechanism
such as a CPI index. In addition to termination for convenience or breach, County reserves the right to
terminate the contract or to award no work depending upon County Council’s annual approval of budget for
the work. Bidder’s bid must include clearly described pricing for all items including incidentals (e.g., fuel,
expendables, wearables and labor).
IFB No. 24-49 On-Call Concrete and Related Services
Issued by Procurement Division: C. Salazar
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10. The potential seven (7) year term is anticipated to have a combined cap of FOUR MILLION DOLLARS
($4,000,000.00), not including applicable New Mexico Gross Receipts Taxes.
11. Bidders may include in their bid response an adjustment for fuel to be applied to hourly bid amounts for
increases or decreases in operating expenses as a result of fluctuating fuel prices. If a Bidder wishes to
charge a fuel surcharge, the Bidder must provide a completed Exhibit “H” with details on how a fuel
surcharge is to be applied for the services provided. The evaluation committee will confirm if a fuel
surcharge is submitted as a component of evaluation.
INFORMATION RELATED TO THE SCOPE OF WORK
1. TRANSIT GRANT FEDERAL REQUIREMENTS FOR BUS SHELTERS -Transit grant federal requirements
for concrete construction at bus shelters and bus stops are included as Exhibit “J,” described as “FEDERAL
TRANSIT ADMINISTRATION (FTA) GRANT COMPLIANCE REQUIREMENTS FOR CFDA 20.507/20.500.
Box is Checked If Applicable for Concrete Construction at Bus Stops and Bus Shelters.”
2. Task Order Process
a. All Services shall be performed by Task Order. County will generally provide at least two (2) business
days’ notice, to alert and request Contractor to perform the Services required under any Task Order.
The Task Order shall be priced by Contractor on a regular five (5) day schedule, Monday through
Friday, forty (40) hours per week, unless otherwise agreed by both Parties.
b. County’s Project Manager shall request the Services of Contractor for individual or multiple projects
through a Request for Quote(s). Each Request for Quote shall identify the work and Services to be
performed and a timeline for Project completion. A Request for Quote may be as detailed or may include
plans and specifications for the purpose of defining the specific scope of services within a task order
as County finds necessary to assure appropriate oversight of the services to be performed. A sample
Task Order is provided in Exhibit “E.”
c. Upon the County’s issuance of a Request for Quote, Contractor shall provide a written, itemized Quote
for the task(s), work, and/or services requested by Project Manager (“Quote”). The Quote shall provide,
in writing, the proposed material costs, labor hours, and labor type necessary to complete the Task
Order. Cost shall conform to the rates proposed by Contractor and agreed to by County as a not-to-
exceed fixed price. Any progress billing and payment shall be provided by Contractor in the Quote and
is subject to approval by Project Manager. Preparation and work performed to prepare Quotes shall be
considered incidental to the awarded Agreement and not compensable.
d. If Contractor’s Quote is signed by Contractor and acceptable to County, Project Manager shall provide
Contractor with written approval (“Approved Task Order”). After receipt of the Approved Task Order,
County and Contractor shall schedule the Services. Contractor is authorized to begin work only upon
receipt of the Approved Task Order.
e. If the Contractor is unable to provide, in the determination of the Project Manager, the full scope of the
Proposed Task Order work, the Project Manager may alter, change, modify, or cancel the Request for
Quote before work commences.
f. Contractor must take any and all actions to timely complete the work agreed to in the Approved Task
Order, including but not limited to subcontracting the work and renting equipment. Costs for any Sub-
Contractors or equipment rentals are the responsibility of the Contractor.
g. Contractor/s shall not exceed the Approved Task Order amount agreed upon without justification made
in writing and approved by County. Contractor shall immediately notify County, setting forth in detail
the reasons the task cannot be completed within the budget or the schedule and include supporting
information necessary to justify the proposed adjustment, and shall propose an adjustment to the Task
Order for County’s consideration by Contractor/s and approved by the County prior to continuing the
individual Approved Task Order. The Approved Task Order will be adjusted only upon the written
agreement of the County after a finding that a change to the Approved Task Order is necessary and
justifiable. Amended Task Orders shall be identified with letters following (TO1A, TO1B, etc.)
Contractor’s failure to reasonably estimate the cost of completing the task in the first instance shall not
be a justification for modifying the Approved Task Order. In no event shall the total of the maximum
amount for all Approved Task Orders exceed the maximum amount of compensation set forth in the
IFB No. 24-49 On-Call Concrete and Related Services
Issued by Procurement Division: C. Salazar
5
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