RFP24-51 Architectural Services for Fire Station Design
| Agency: | Los Alamos County |
|---|---|
| State: | New Mexico |
| Type of Government: | State & Local |
| NAICS Category: |
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| Posted Date: | Jan 23, 2024 |
| Due Date: | Feb 13, 2024 |
| Solicitation No: | RFP24-51 |
| Bid Source: | Please Login to View Page |
| Contact information: | Please Login to View Page |
| Bid Documents: | Please Login to View Page |
RFP24-51 Architectural Services for Fire Station Design
Closing date February 13, 2024, 02:00 PM
- Reference number RFP24-51
- Status Open
- Summary The County requires architectural and engineering services for Fire Station, including site evaluation, schematic design, design development, construction documents, bidding, and construction administration. At the County’s discretion, other services specific to this project may also be required.
Sealed proposals submitted electronically by email, subject to the conditions set forth in the instructions to proposers and in the other solicitation documents, will be received until 2:00 pm MT, Tuesday, February 13, 2024, for this solicitation. Emails should be addressed to: lacbid@lacnm.us . Subject line of the email must contain the following information: RESPONSE – RFP24-51 ARCHITECTURAL SERVICES FOR FIRE STATION DESIGN.
Alternatively, sealed Proposals may be submitted in paper form, one (1) clearly labeled unbound original and four (4) bound paper copies. If submitting Proposals in paper form, Proposals will be received at the Los Alamos County Procurement Office, 101 Camino Entrada, Bldg. 3, Los Alamos, NM 87544 until 2:00 p.m. MT, Tuesday, February 13, 2024, for this solicitation.
A Non-Mandatory Pre-Proposal Conference will be held on Tuesday, January 30, 2024, at 10:00 am MT, via Microsoft Teams. Contact Annalisa Miranda (see contact information below) to receive link to participate in the Pre-Proposal Conference.
Documents may be obtained from Annalisa Miranda at:
Los Alamos County
Procurement Division
101 Camino Entrada, Bldg. 3
Los Alamos, NM 87544
(505) 663-1889
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No Proposal may be withdrawn after the scheduled closing time for receipt.
All forms of bribes, gratuities, and kickbacks are prohibited by law.
Contact details
Related Information
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LOS ALAMOS COUNTY
PROCUREMENT DIVISION
101 Camino Entrada, Building 3, Los Alamos, New Mexico 87544
(505) 663-1889
Advertised: January 23, 2024
Closing Date: February 13, 2024
Non-Mandatory Pre-Proposal Conference: January 30, 2024 – 10:00 am MT – Web
Conference
Request for Proposals (“RFP”)
RFP Number: 24-51
RFP Name: Architectural Services for Fire Station Design
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 – RFP24-51 Architectural Services for Fire Station
Design.
It is strongly recommended that a second, follow-up email (without the proposal included or attached) be
sent to Annalisa Miranda, Chief Purchasing Officer at annalisa.miranda@lacnm.us,to confirm the
Proposal was received.
The body of the email must 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,
February 13, 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.
February 13, 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. 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.
The County of Los Alamos is an Equal Opportunity Employer
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 Incorporated County of Los Alamos (“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. 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. 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
County. While County intends to execute a contract for the services listed herein, nothing in this
document shall be interpreted as binding 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
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 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.
11. Proposers are notified that they must propose pricing for each potential year of the contract.
RFP No. 24-51
Issued by Procurement Division: A. Miranda
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Version: 07272023
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 NMSA 1978 Section
13-1-21 et al.
14. A non-mandatory pre-proposal conference will be held on Tuesday, January 30 at 10:00 am
Mountain Time via Microsoft Teams. To receive a meeting link, send a request, including
company name, contact person and email address to annalisa.miranda@lacnm.us.
CONTACT INFORMATION
1. For project-specific information, contact Russell Naranjo, Project Manager, Public Works Department at
russell.naranjo@lacnm.us; (505)662-8421 or Xavier Anderson, Senior Management Analyst, Fire
Department at xavier.anderson@lacnm.us; (505) 662-8328.
2. For procurement process information, contact Annalisa Miranda, Chief Purchasing Officer at
annalisa.miranda@lacnm.us; (505) 699-4956.
3. Written questions submitted via e-mail should be sent to Annalisa Miranda and copied to Russell Naranjo
and Xavier Anderson.
4. As an additional courtesy to interested parties, this RFP and related documents may also be downloaded
from the County’s website at the following - https://www.losalamosnm.us/Doing-
Business/Procurement/Open-Solicitations
NEED STATEMENT
The County requires architectural and engineering services for Fire Station, including site evaluation,
schematic design, design development, construction documents, bidding, and construction administration.
At the County’s discretion, other services specific to this project may also be required.
The County seeks to replace an existing fire station, Fire Station 4 (“FS4”), located in Los Alamos County.
The existing facility no longer meets the need of the Los Alamos Fire Department (“LAFD”) or (“FD”)
mission, is aging, and in need of replacement. For improved efficiency and safety, the replacement facility
is to be consistent with the design, program, and layout of other fire station facilities currently under
construction in the County. Ease of use in relation to Fire Stations located within Los Alamos National
Laboratories (“LANL”) is critical.
Capital improvement plan projects anticipate an additional fire station, with design in 2026 and construction
in 2027.
The existing fire station must remain fully functional during the construction of the replacement project.
The FS4 replacement facility is to be approximately 15,000 square feet with programmatic features to
include, but not limited to, Apparatus Bay, all required storage and living quarters, PPE / Turnout Storage,
Turnout Washroom, Emergency Medical Service (“EMS”) Sanitization Room, EMS Storage, Hose Room,
Self-Contained Breathing Apparatus (“SCBA)” Compressor Room, Fire Department Equipment Storage,
Laundry, Kitchen, Dining/Day Room, Exercise Room, Entry, Lavatory, Janitor Closet, Crew Quarters,
Captain’s Quarters, Shared Offices/Training area, Training/Briefing Room, Circulation Space, Mechanical
Rooms, EMS Room. Like the current station now under construction, this new project will be designed to
limit the spread of contamination from emergency responses to the staff living quarters via decontamination
(also referred to as “decon”) facilities and atmospherically segregated spaces.
The County considers the designs, plans, models, schematics and drawings produced for this Project to be
“works made for hire.” The County intends to eventually replace at least four additional fire stations in the
county and use the designs and plans developed under this RFP, for the additional fire stations. Therefore,
RFP No. 24-51
Issued by Procurement Division: A. Miranda
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the successful Proposer/Offeror shall, by written agreement, grant the County an unlimited, unrestricted,
non-exclusive license to copy, use, alter, display, change, modify, dispose and prepare derivative works
from any Proposer/Offeror claimed “architectural work” produced for this project.
If any Proposer/Offeror believes they should be compensated for at least four additional licenses for the
County to copy and use the deliverables for this project, on four additional projects, the Proposer/Offeror
should submit a schedule of fees for the additional licenses so the County may fairly evaluate such position
between all Proposers/Offerors.
BACKGROUND
The Incorporated City and County of Los Alamos (“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 ~19,000 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,
LAFD is one of the largest career fire departments in the state of New Mexico and operates in the smallest
county in New Mexico at 109 square miles. The department provides fire suppression, emergency medical
services, technical rescue, hazardous materials mitigation, aviation rescue, fire prevention, fire
investigation, code enforcement, public education, and domestic preparedness planning and response.
Currently, LAFD provides these services with a career staff of 176 personnel (165 uniformed/11 civilian)
and operates out of five (5) stations. Over the next five years, the County anticipates the construction of
five new fire stations. Three of these fire stations (one under construction now) are being built on
Department of Energy Property. These three projects are managed and funded by Los Alamos National
LANL. Two additional new stations are planned and will be funded and managed by Los Alamos County.
Consistency in function, layout, and operation will be important regardless of who is managing the project.
Familiarity and the ability to duplicate the layout and function of current station under construction will be a
strong consideration in selecting the successful Offeror. LAFD fleet maintains a comprehensive all-hazards
response fleet consisting of 13 structural suppression apparatus, 11 wildland/urban interface suppression
apparatus, 3 rescues, 6 ambulances, 1 airport crash-fire-rescue apparatus, and 1 mobile command
operation center, UTVs, drones and a specialized firefighting robot-tank to protect LANL and the
communities of Los Alamos townsite and White Rock.
Visit the Los Alamos County website (www.losalamosnm.us), the tourism website
(www.visitlosalamos.org), and the LAFD website (https://www.losalamosfd.org/) for more information.
RFP No. 24-51
Issued by Procurement Division: A. Miranda
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SCOPE OF SERVICES or (WORK) or (PROJECT). The Proposer/Offeror awarded the Agreement is
described in the Scope of Services as “Consultant.”
1. General: Consultant shall provide professional architectural and engineering (“A/E”) services. All
signatory design professionals shall be licensed in the State of New Mexico. All services shall be
performed in a manner which accommodates the equipment, functional requirements, safety and
security of LAFD personnel. Compatibility of design and functionality with Fire Stations located
within LANL is required. Design shall meet all requirements for LEED silver certification. During
all phases of the Project, Consultant shall coordinate with all requisite County staff including
Project Management, Fire Department, Information Management and Department of Public
Utilities personnel for the review and approval of the Construction Documents and technical
specifications. The Consultant shall respond to applicable design requirements imposed by those
authorities and entities.
For this Scope of Services, three (3) potential sites have been identified for relocation of Fire
Station Number 4 (“FS4”). The three (3) sites identified include: the current FS4 Site, located at
4401 Diamond Drive; the Golf Course Maintenance Yard Entry, located at 9999 San Ildefonso
Road; and the Loma Linda Play Lot Area, located at 101 North Mesa Road.
2. Project Initiation Meeting or Kickoff Meeting : Consultant shall, at a minimum:
a. Establish a mutually agreed upon Project Schedule to accomplish key tasks and durations by
which each task is completed. Within five (5) business days from the kick-off meeting, provide
a written Project Schedule to the designated Project Manager for review and approval.
b. Establish communication protocols, progress reporting requirements, meeting frequency, and
a meeting format, with meetings occurring either in-person or online in a virtual format as
agreed upon by the Parties.
c. Identify document format and data transfer methods between Contractor and Project Team.
d. Obtain an understanding of LAFD needs, and ensure understanding of applicable zoning,
building code, and other regulatory requirements. Verify the facility’s functional requirements
used in other County fire stations for use in this project including space allocation for fire
apparatus, living quarters, training areas, administrative and other spaces.
3. Site Evaluation and Public Engagement: Consultant shall:
Generally: Provide the County with sufficient information to make an informed decision to select
one site for the Project, including feasibility, benefits, challenges and development costs associated with
each site. Develop an Evaluation Decision Matrix that may include but is not limited to: topography, soils,
accessibility, proximity to roads and utility services, environmental impact, parking, training area, expansion
potential and costs. Prepare public presentation materials, participate in public outreach process, prepare
and make presentations to County Council and other stakeholders as required by County.
a. Conduct an initial in-person site visit at each of the potential sites to meet with stakeholders,
consisting of County Public Works, Fire Department staff and other County staff identified by
County’s Project Manager, to evaluate needs, requirements, and existing site improvements.
b. During initial site visits, tour and note the positive and negative existing features with
Consultant’s Civil Engineer. This may include a ground based non-topographic Light Detection
and Ranging (“LIDAR”) scan if feasible.
c. Develop test fit plans including site plans for each site in coordination with Consultant’s Civil
Engineer.
d. Create a report in coordination with Consultant’s Civil Engineer of the benefits and challenges
of each site along with two-dimensional (“2D”) and three-dimensional (“3D”) exhibits to
demonstrate the proposed ramification of site development. The report shall include an
evaluation of the feasibility, benefits and potential challenges of each site.
RFP No. 24-51
Issued by Procurement Division: A. Miranda
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Version: 07272023
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