RFI24-67 Artificial Intelligence Analytics Software
| Agency: | Los Alamos County |
|---|---|
| State: | New Mexico |
| Type of Government: | State & Local |
| NAICS Category: |
|
| Posted Date: | Mar 28, 2024 |
| Due Date: | Apr 23, 2024 |
| Solicitation No: | RFI24-67 |
| Bid Source: | Please Login to View Page |
| Contact information: | Please Login to View Page |
| Bid Documents: | Please Login to View Page |
RFI24-67 Artificial Intelligence Analytics Software
Closing date April 23, 2024, 02:00 PM
- Reference number RFI24-67
- Status Open
- Summary The Incorporated County of Los Alamos (“County”) is seeking information from qualified service providers who provide AI software to monitor expense transactions, identify high risk transactions, auditing expense transactions and perform trend analysis.
No award will be made as a result of this solicitation.
Responses may be submitted electronically by email, subject to the conditions set forth in the instructions to respondents and in the solicitation documents, will be received until 2:00 p.m. Mountain Time, April 23, 2024, for this solicitation. Emails should be addressed to:
lacbid@lacnm.us
. Subject line of the email should contain the following information:
RESPONSE – RFI24-67 Artificial Intelligence (“AI”) Analytics Software
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No Proposal may be withdrawn after the scheduled closing time for receipt of proposals.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 28, 2024
Closing Date: April 23, 2024
Request for Information (“RFI”)
RFI Number: 24-67
RFI Name: Artificial Intelligence (“AI”) Analytics Software
GENERAL INFORMATION
1. This solicitation is a Request for Information (“RFI”). The County may utilize the responses received from
this RFI to develop specifications and/or scope of services for a future procurement. As part of this RFI,
the County also wishes to gauge interest in a future procurement. No award will be made as a result
of this RFI.
2. The following terms may be used interchangeably throughout:
a. “Respondent,” “You/Your,”
b. “System,” “Software,” “Solution”
3. ELECTRONIC SUBMISSION: Emails should be addressed to: lacbid@lacnm.us. Subject line must
contain the following information: RESPONSE – RFI24-67 AI Analytics Software.
It is strongly recommended that a second, follow up email (without the submission included or attached)
be sent to Jaime Kephart, Senior Buyer, at jaime.kephart@lacnm.us to confirm the submission was
received.
The body of the email must contain enough information for the identity of the Responder to be clear,
including company name, name of person sending the email, and contact information including email
address and phone number.
Only emails with submissions received in the lacbid@lacnm.us email box prior to 2:00 p.m. Mountain
Time, March 28, 2024 will be reviewed.
Submissions submitted by email will be opened only after the closing date and time stated in the
solicitation document.
4. The Incorporated County of Los Alamos (“County”) invites submissions from all qualified Responders.
No submission may be withdrawn after the scheduled closing time. Submissions 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 RFI as part of your submittal packet. Any misinterpretation or failure to comply with the submittal
requirements could result in rejection of the submission. Submission preparation is at the Responder’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 five (5) days prior to the date fixed for when submissions
are due.
7. County reserves the right, at its sole discretion, to accept or reject any responses; to waive any and all
irregularities in any or all statements or responses; to request additional information from any or all
respondents.
The County of Los Alamos is an Equal Opportunity Employer
8. Solicitations are Public Records. Pursuant to the New Mexico Inspection of Public Records Act, NMSA
1978, Chapter 14, Article 2, all materials submitted under this RFI shall be presumed and considered
public records. Except to the extent any information may be protected by state or federal law,
submissions shall be considered public documents and available for review and copying by the public.
CONTACT INFORMATION
To request documents, submit written questions, or request 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. David Griego, Senior Financial and Budget Analyst for Finance and Project Manager for this
solicitation, david.griego@lacnm.us.
3. As an additional courtesy to interested parties, this RFI and related documents may also be
downloaded from the County’s website at the following address: https://lacnm.com/bids
NEED STATEMENT
The Incorporated County of Los Alamos (“County”) is seeking information from qualified service providers
who provide AI software to monitor expense transactions, identify high risk transactions, auditing expense
transactions and perform trend analysis. The County uses P Cards, checks, wires and ACH transactions
to pay its vendors and is seeking software solutions to aid in the auditing of these transactions. The
County is not seeking to replace its current Enterprise Resource Planning (“ERP”) system. Desired
services may include, but are not limited to, monitoring expense transactions, identifying high risk
transactions, auditing expense transactions and performing trend analysis.
The County would like more information to develop a Scope of Work prior to proceeding with a
possible future procurement.
BACKGROUND
1. General County Background Information. The County is situated at the foot of the Jemez
Mountains on the Pajarito Plateau with an elevation ranging from 6,200 feet to 9,200 feet. Two
distinct communities, Los Alamos Town site and White Rock, each with its own visitor center, are
home to ~18,000 people. Los Alamos is mostly known for the historic accomplishments of its
largest employer, Los Alamos National Laboratory, 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.visit.losalamos.com) for more information.
2. About the Finance Division and the Purchasing Card (P Card) Program.
a. Finance is a Division within the County’s Administrative Services Department. The
Finance Division is responsible for Accounting Operations and Budget and Performance
for the County. Some of the key functions under Finance include:
o
Accounts Payable and P Card Administration
o
Accounts Receivable
o
Budget and Performance
o
Capital Assets
o
Cash & Investments
o
Annual Comprehensive Financial Report (ACFR)
o
Cost Allocation Plan
o
Grants Compliance and Oversight
o
Payroll
RFI No. 24-67
Issued by Procurement Division: J. Kephart
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o
Popular Annual Financial Report (PAFR)
o
Property Tax Billing & Accounting
o
Utilities Accounting
o
Year End Audit Administration
b. The P Card Program is a function of the Accounts Payable Office and is managed by the P
Card Administrator. The number of active cardholders is currently 450. The average
number of transactions per month is approximately 1,200, or about 15,000 transactions
annually. The average total P Card spend each month is about $500,000, or about $6 million
annually. The P Card Administrator is responsible for auditing transactions to ensure
compliance with the County Manager Policy. A majority of P Card purchases are for
consumable supplies and travel related expenditures. The County does not have a Travel
Card Program.
c. The audit process currently involves a random selection of transactions each month, which
is based on certain dollar thresholds. For example, transactions over $5,000 are currently
audited at 100%; transactions over $2,000 are currently audited at 75%, and transactions
less than $2,000 are audited at 5%. The overall audit level is an average of 10% of all
transactions. The amount of time spent by the P Card Administrator each month is
approximately 2 weeks. The audit process includes reviewing itemized receipts for each
transaction selected for audit. Below is an example of items the P Card Administrator audits
for to prevent fraud and ensure compliance:
o
Itemized receipts provided
o
Split transactions
o
Sales tax paid on consumable items
o
Personal or unallowable charges
o
Description of purchases are provided
o
Appropriate accounting codes are used
o
Reconciliation and Approval deadlines are met
SCOPE OF RESPONSE
1. Abilities and Functionality.
a. Provide a product overview of the solutions and tools your company offers to meet the
County’s Needs Statement above, address in detail your ability to provide the following
solutions, tools, and services and describe specifically how your solution provides the
following needs:
i. County may consider a fully-hosted, on-premise, or hybrid solution. Please
describe which options you provide and any differences in how the different
models are provided.
ii. Software should provide the following minimum features and functionality:
1. Monitoring expense transactions
2. Identifying high risk transactions
3. Auditing expense transactions
4. Performing trend analysis
5. Reporting capabilities with both standard out-of-the box reports and
ad hoc reports.
RFI No. 24-67
Issued by Procurement Division: J. Kephart
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6. Scan through images of receipts to identify potential policy violations
as defined by the County Manager Policy.
Software Feature and Functionality Matrix.
iii. Provide a product or software feature and functionality matrix or list that
provides, in detail, all the abilities and functionality of each tool, module, app,
etc. you offer to meet the County’s needs.
iv. If you offer other optional tools and products you think may also be of
interest to the County, please provide a product or software feature and
functionality matrix or list for those as well.
2. Integrations. Describe if and how your solution can integrate with the County’s following
current systems:
a. The County’s current on-premise Enterprise Resource Planning (“ERP”) system is
Tyler Munis. Please describe how your software would integrate with the County’s
ERP, particularly how data could be mined and extracted from Tyler Content
Management (“TCM”) within Munis to provide the requested services. Please describe
your history integrating your services with Tyler Munis and TCM with other clients.
b. The County’s current web-based P Card program is provided by Wells Fargo. Please
describe how your software might integrate with Wells Fargo systems to provide the
requested services. Please describe your history integrating your services with Wells
Fargo.
c. Single Sign On (“SSO”) integration with County’s Azure Active Directory.
d. Describe any other helpful integrations offered or commonly requested by customers
and provided by respondents.
3. Pricing and Costs.
a. The County desires to and may contract for up to fifteen years for software. If your firm
chose to respond to a future procurement, describe your ability to provide pricing for
and contract for a multi-term agreement up to fifteen years and describe any concerns
or challenges with being able to provide pricing and contract for that length of time.
b. In order to provide pricing and costs in response to a future procurement, what kind of
detail and background information might you require from the County if you chose to
propose to a future procurement? If you have an intake or new customer questionnaire
you typically provide, please attach it to your response to this RFI.
c. The County’s Procurement Code allows for the procurement of goods or services
procured through a federal contract, such as a GSA, or a contract with a person that
has an existing contract with another government or agency thereof that was subject
to competitive solicitation. These are also referred to as “cooperative” or “piggyback”
agreements, meaning that it may be possible for the County to utilize the pricing
already agreed to in those agreements rather than issuing a more formal solicitation.
Please describe if you have any such agreement and provide a copy or, if available
online, provide a link to where it can be accessed.
d. Provide a typical cost for initial product implementation.
RFI No. 24-67
Issued by Procurement Division: J. Kephart
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e. Describe a typical pricing format for your services. Provide a rough order of magnitude
or a range of typical annual costs based on your most basic service vs. a more all-
inclusive package of products and services.
4. Implementation and Training. Describe your implementation and training process and
timeline for new customers and whether your company provides the following implementation
and training services:
a. Assigned Account Manager or Client Success Manager,
b. Initial training during implementation,
c. On-going training program with, live, virtual, or on-demand training,
d. In-app product walkthroughs, or
e. User conferences or meetups.
5. Security Policies and Questions. Provide a copy of your security policies and answer the
following questions related to security.
a. Do you maintain operations within the continental United States and where would our
data be stored? Where are your datacenters located?
b. Do you use encryption in-transit and at-rest?
c. How often and where do you back up data?
d. Who owns the data in your system?
e. Which cloud provider do you use?
f. Do you offer a production environment separate from your development/testing/staging
environment?
6. County Technology Standards. In response to a future procurement, Offerors would be
asked to affirm their ability to conform to the County’s Applicable Technology Standards, which
are included in this RFI as Exhibit B, and describe how they conform to the applicable standard.
To the extent possible, please briefly respond where requested to the applicable standards.
For this RFI, County wishes to identify any areas where potential Offerors for a future
procurement may have concerns about providing the information and details requested in the
County’s Technology Standards. Respondents are asked to review the standards below,
identify any provisions that may be problematic in a future procurement, and describe why they
might be problematic.
7. County Technology Questionnaire. To the extent possible, please briefly respond to the
questions found in the County’s Technology Questionnaire found in Exhibit C. If Respondents
are unable to respond to any question, please describe why the question may be problematic.
8. Contract Terms and Conditions. In response to a future procurement, Offerors would be
expected to enter into an agreement with the County using a sample services agreement, with
the County’s standard terms and conditions. For this RFI, Respondents are asked to include a
link to or attach a copy of any of their own terms and conditions, Master Services Agreement
or Licensing Agreement the County might be asked to consider if your firm chose to respond
to a future procurement.
RFI No. 24-67
Issued by Procurement Division: J. Kephart
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