IFB24-43 Wayfinding Sign Poles and Hardware
| Agency: | Los Alamos County |
|---|---|
| State: | New Mexico |
| Type of Government: | State & Local |
| NAICS Category: |
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| Posted Date: | Dec 15, 2023 |
| Due Date: | Jan 17, 2024 |
| Solicitation No: | IFB24-43 |
| Bid Source: | Please Login to View Page |
| Contact information: | Please Login to View Page |
| Bid Documents: | Please Login to View Page |
IFB24-43 Wayfinding Sign Poles and Hardware
Closing date January 17, 2024, 02:00 PM
- Reference number IFB24-43
- Status Open
- Summary The summary of work for this IFB is located in the solicitation documents.
Only one of the following submission methods is required:
Sealed Bids in one (1) clearly labeled unbound original, and one (1) paper copy 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, January 17, 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 – IFB24-43 Wayfinding Sign Poles and Hardware.
A non-mandatory pre-bid conference will be held on Thursday, December 21, 2023 at 10:00 a.m. Mountain Time via Microsoft Teams.
Documents may be obtained from Derrill Rodgers at the Procurement office at:
Los Alamos County
Procurement Division
101 Camino Entrada, Bldg. 3
Los Alamos, NM 87544
(505) 663-3507
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No Bid may be withdrawn after the scheduled closing time for receipt of bids.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
Attachment Preview
LOS ALAMOS COUNTY
PROCUREMENT DIVISION
101 Camino Entrada, Building 3, Los Alamos, New Mexico 87544
(505) 662-8056
Advertised: December 15, 2023
Closing Date: January 17, 2024
Non- Mandatory Pre-Bid: December 21, 2023, 10:00 AM Mountain Time
Invitation for Bids (“IFB”)
IFB Number: 24-43
IFB Name: Wayfinding Sign Poles and Hardware
A. GENERAL INFORMATION
Bids in response to this Invitation for Bids (IFB), may be submitted either in paper form, in a sealed
envelope, or electronically by email in PDF format. All other requirements stated in the solicitation
document remain unchanged and in effect.
1. ELECTRONIC SUBMISSION: Emails should be addressed to: lacbid@lacnm.us.
Subject line must contain the following information: RESPONSE – IFB24-43 Wayfinding Sign
Poles and Hardware .
It is strongly recommended that a second, follow up email (without the Bid included or attached) be
sent to Derrill Rodgers, Deputy Chief Purchasing Officer, at derrill.rodgers@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. MST, Thursday,
January 17, 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 one
(1) copy, 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. MST, Thursday, January 17, 2024
and then publicly opened for the following project:
Incorporated County of Los Alamos
Invitation for Bids Number: IFB24-43
IFB Name: Wayfinding Sign Poles and Hardware
Questions shall be addressed to:
Derrill Rodgers, Deputy Chief Purchasing Officer
Procurement Division
101 Camino Entrada, Bldg 3
Los Alamos, NM 87544
Phone Number: 505-663-3507
Email: derrill.rodgers@lacnm.us
An Equal Opportunity Employer
IFB No. 24-43 Wayfinding Sign Poles and Hardware
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 if any addenda have been issued. The terms, bid and solicitation are
interchangeable. Also, the terms contract and agreement are interchangeable.
3. Directions to Procurement office:
a. 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.
b. Turn RIGHT on Camino Entrada.
o Road slopes downhill and curves to the right.
c. Take second RIGHT in to 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.
d. 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.
IFB No. 24-43 Wayfinding Sign Poles and Hardware
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IFB No. 24-43 Wayfinding Sign Poles and Hardware
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 RFPs 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. 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.
10. 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.
11. TAXES: County is exempt from New Mexico Gross Receipts Tax (“NMGRT”) for the purchase of
tangible personal property. Prices shown on the Bidder’s Bid shall be exclusive of NMGRT. A properly
issued Type 9 Non-Taxable Transaction Certificate may be obtained from County that will document
the exemption from the NMGRT.
12. Delivery Shall be made to Los Alamos County 101 Camino Entrada, Los Alamos, New Mexico 87544.
13. FREIGHT: Bidder’s Bid must include freight, as a separate line item, and any and all other shipping
and/or handling costs. Freight shall be prepaid and added to invoice.
14. PAYMENT TERMS: Payment terms are Net 30 Days.
15. A Non-Mandatory Pre-Bid Conference will be held on December 21, 2023, 10:00 AM MST via
Microsoft Teams, please contact Derrill Rodgers (contact information below) to receive the
link to attend the Conference.
B. CONTACT INFORMATION
1. For project-specific information, Karen Henderson, Project Manager, at karen.henderson@lacnm.us
(505) 709-0532.
2. For procurement process information, Derrill Rodgers, Deputy Chief Purchasing Officer, at
derrill.rodgers@lacnm.us; (505) 663-3507.
C. NEED STATEMENT
This project is issued by and under the control of the Incorporated County of Los Alamos. The project
is managed by the Public Works Engineering Division.
The project scope is as follows, but is not limited to the following:
Awarded Contractor shall provide all required sign mounting materials for mounting of signs on existing
poles; new square fluted decorative sign poles with breakaway system, including all required mounting
hardware, and drill in foundation bases. Installation of poles and wayfinding signs will be performed
by Los Alamos County. Additional replacement poles and spare parts shall also be provided as
indicated on Exhibit A - Bid Form.
Awarded Contractor shall provide required submittals indicating all supplied materials meet NMDOT
Standards and are engineered to support the indicated 1/4" thick aluminum sign panels.
IFB No. 24-43 Wayfinding Sign Poles and Hardware
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IFB No. 24-43 Wayfinding Sign Poles and Hardware
All supplied materials shall meet the requirements detailed in Attachments A and B.
THE SCOPE DOES NOT INCLUDE INSTALLATION OF POLES AND SIGNS, THIS SOLICITATION
IS SOLELY FOR THE PROCURMENT OF POLES AND ASSOCIATED MOUNTING HARDWARE
AND ASSOCIATED FREIGHT FOR DELIVERY OF THE MATERIALS TO THE COUNTY, AS
DESCRIBED HEREIN.
Estimated project dates are as follows:
Bid Advertise
Non-Mandatory Pre-Bid Conference
Bid Opening
Bid Award
Pre-Construction Meeting
Notice to Proceed
Final Completion Date
December 15, 2023
December 21, 2023
January 17, 2024
February 6, 2024
February 20, 2024
TBD
TBD
All required documents shall be a condition of the Agreement.
D. NOTICE TO BIDDERS: Special Information Related to Specifications.
This is a brand name or equal specifications procurement. The designated brand name is: Holophane,
Acuity Brands, Sitelink Pole:
https://img.acuitybrands.com/public-assets/catalog/1313606/hl_5104_sitelink-
brochure.pdf?abl_version=05%2F05%2F2021+13:14:40&DOC_Type=Brochures
The nature of the product makes use of a brand name or equal specification suitable for the
procurement. The Deputy Chief Purchasing Officer has determined that essential characteristics of
the brand described above is commonly known in the industry or trade. Use of the brand name is for
the purpose of describing the standard quality, performance, and characteristics desired and is not
intended to limit or restrict competition. Substantially equivalent products to those designated will be
considered for award, the County reserves the right to obtain additional information from the bidder
regarding technical and performance specifications of suggested alternates and final right to
determination of equivalency shall be determined by the County.
See Attachment A and Attachment B for specifications information.
E. REQUIREMENTS FOR BIDDERS
Bids must be made with the understanding and in accordance with these conditions for Bidders:
Bid Evaluation Criteria
Bid acceptance and bid evaluation. Bids shall be unconditionally accepted without alteration or
correction, except as authorized in this article. Bids shall be evaluated based on the requirements set
forth in the IFB, which may include criteria to determine acceptability such as inspection, testing,
quality, workmanship, delivery and suitability for a particular purpose. Those criteria that will affect the
bid price and be considered in evaluation for award shall be objectively measurable, such as discounts,
transportation costs, and total of life cycle costs. The IFB shall set forth the evaluation criteria to be
used. Only criteria that are set forth in the IFB may be used in bid evaluation. Interviews are to be
used only for the purpose of clarification. The final evaluation results shall be forwarded to the
purchasing agent.
The evaluation criteria for this IFB are:
IFB No. 24-43 Wayfinding Sign Poles and Hardware
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IFB No. 24-43 Wayfinding Sign Poles and Hardware
1. Accurate submission of Bid Response Documents
2. Cost
County may consider a bid to be non-responsive or non-responsible if the Bidder fails to include any
of the items described in items 1 through 2 above.
Responsible bidder: means a person, who has been determined by the purchasing agent or
evaluating committee to have the capability in all respects to perform fully the contract and/or
purchase order requirements, including the financial resources, personnel, service reputation and
experience, capacity, production or service facilities, equipment and credit which will ensure
satisfactory delivery of the goods, services or construction described in the IFB.
Responsive bidder: means a person who has submitted a bid that conforms in all material respects
to the requirements set forth in the IFB. Material respects of a bid may include but are not limited
to, price, quality, quantity, and delivery requirements.
F. AWARD OF IFB
Following award of the solicitation by County Council, the successful Bidder will be required to execute a
contract with County in accordance with the terms and conditions set forth in the Services Agreement or
Purchase Order (“PO”), samples of which are attached as Exhibit “B.” Bidder may identify any exception
or other requirements to the terms and provisions in the Agreement, along with proposed alternative
language addressing the exception; County may, but is not required to, negotiate changes in contract terms
and provisions. The Agreement as finally agreed upon must be in form and content acceptable to County.
G. BID RESPONSE DOCUMENTS
The following documents must be completed and included in the Bid response:
1. Bid Form – Attached as Exhibit “A” of this IFB.
2. Certification – Debarment, Suspension, and other Responsibility Matters – Attached as Exhibit
“C” of this IFB.
3. Campaign Contribution Form – Attached as Exhibit “D” of this IFB. If Form is not submitted with the
Bid, upon award, Contractor must submit this form, in accordance with Chapter 81 of the laws of
2006 of the State of New Mexico.
4. Authorization for Verification of Information – Attached as Exhibit “E”
H. PROCUREMENT PREFERENCES
Preferences in purchasing by formal bid, or request for Bid or qualifications shall be in accordance with
County Procurement Code Sec. 31-261 State and local preferences and New Mexico Statutes, Section13-
1-21 NMSA 1978 et al. Bidder must provide a copy of state-issued preference certificate if requesting a
preference.
I. OBLIGATIONS OF FEDERAL CONTRACTORS AND SUBCONTRACTORS; EQUAL
OPPORTUNITY CLAUSES
Contractors and Subcontractor shall abide by the requirements of 41 CFR §§ 60-1.4, 60- 300.5 and 60-
741. These regulations prohibit discrimination against qualified individuals based on their status as
protected veterans or individuals with disabilities, and prohibit discrimination against all individuals based
on their race, color, religion, sex, sexual orientation, gender identity, or national origin. Moreover, these
regulations require that covered prime contractors and subcontractors take affirmative action to employ and
advance in employment individuals without regard to race, color, religion, sex, sexual orientation, gender
identity, national origin, protected veteran status or disability.
Contractors and Subcontractors agree to comply with all the provisions set forth in 29 CFR Part 471,
Appendix A to Subpart A.
IFB No. 24-43 Wayfinding Sign Poles and Hardware
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