RFP24-46 Design, Build, and Operate a Community Broadband Network

Agency:	Los Alamos County
State:	New Mexico
Type of Government:	State & Local
NAICS Category:	236220 - Commercial and Institutional Building Construction
Posted Date:	Dec 15, 2023
Due Date:	Jan 12, 2024
Solicitation No:	RFP24-46
Bid Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

Closing date January 12, 2024, 02:00 PM

Reference number RFP24-46
Status Open
Summary The County is seeking design, construction, and operation of a community broadband network (“Project”). The activities required to fulfill the requirements of the solicitation include but may not be limited to the design, engineering, permitting, procurement, material coordination, construction, testing, completion, and operation of a fiber optic network.

This is a design-build project, the design-build team shall include, a state licensed engineer or architect, and a contractor properly licensed in New Mexico for the type of work required. This solicitation will be conducted in two (2) phases:

Phase 1: Will consist of a ranking of qualifications of Offerors including a State Licensed Engineer or Architect teamed with a State Licensed Contractor. It shall include minimum qualifications, a scope of work statement and schedule, documents defining the project requirements, and a description of the phase two requirements and subsequent management needed to bring the project to completion.

Phase 2: The short-listed Offerors shall be invited to submit a proposal which includes a “rough order of magnitude” estimate, concepts or solutions, and scheduling. After evaluations of these submissions, selection may be made, and a contract awarded to the highest ranked team for the design and construction of the project upon the site identified.

Only one of the following submission methods is required:

Sealed proposals in one (1) clearly labeled unbound original, and four (4) paper copies, and one (1) electronic version on a USB flash drive or CD, 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 12, 2024 for this solicitation.

Proposals 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 – RFP24-46 Design, Build, and Operate a Community Broadband Network – Phase 1.

A Non-Mandatory Pre-Proposal Conference will be held via a virtual format on Thursday, December 21, 2023, at 2:00pm Mountain Time.

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

derrill.rodgers@lacnm.us

Bid documents for this project can be downloaded from the following website:

Egnyte Link: https://losalamosnm.egnyte.com/fl/yW78WITKb4

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

Derrill Rodgers

505.663.3507

derrill.rodgers@lacnm.us

Related Information

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LOS ALAMOS COUNTY

PROCUREMENT DIVISION

101 Camino Entrada, Building 3, Los Alamos, New Mexico 87544

(505) 663-3507

Advertised: December 15, 2023

Closing Date: January 12, 2024

Non-Mandatory Pre-Proposal Online Conference: December 21, 2023

Request for Proposals (“RFP”)

RFP Number: 24-46 PHASE 1

RFP Name: Design, Build, and Operate a Community Broadband Network

To aid Offerors in verifying that a response is complete, the below submission checklist is included

for Phase 1.

Submission Checklist: Verify the following items are included in submission of PHASE 1 response.

Included Description

with

Submission

1. New Mexico Engineer or Architect license numbers, type and year originally issued,

and current expiration date (Required)

2. New Mexico contractor’s license numbers, type and year originally issued, and

current expiration date (Required)

3. Exhibit “A”: Sample Services Agreement with any deviations or exceptions identified

in track-changes or acknowledgement of no deviations or exceptions

4. Exhibit “B”: Certification Regarding Debarment, Suspension, and Other

Responsibility Matters – Primary Covered Transactions

5. Exhibit “C”: Campaign Contribution Disclosure Form

6. Exhibit “D”: Verification of Authorized Offeror

7. New Mexico Secretary of State Certificate of Authority (if applicable)

RFP Proposal Format Components

8. Background. Provide the Information listed below:

a. Name, Title, Organization Name, Address, Phone, Email

b. Federal tax identification number

c. Professional associations

The County of Los Alamos is an Equal Opportunity Employer

d. New Mexico Engineer or Architect License Numbers (as stated above)

e. New Mexico contractor’s license numbers (as stated above)

9. Knowledge and Experience, Specialized Design or Technical Competence.

a. Statement of company's technical, financial and managerial qualifications.

Identify Elements to be completed by company or subcontractors. Identify

subcontractors to be utilized and role if applicable. Summary of experience

designing, building and operating fiber facilities.

b. List of 3 references, entities with similar projects completed in the last 5

years, including contact information (Contact Name, Address, Phone

Number, Email Address). If able please include a list of all

clients/customers from the past 5 years.

c. Team Qualifications - Summary of qualifications and experience of the key

project members (including length of service, with the company and

resume). List of proposed sub-contractors if any.

d. Similar Projects - List similar projects completed in the United States.

Include the following: project location, completion date, scope and duration

of work.

e. Please provide a detailed explanation of any qualifications, caveats, or

exceptions you would like to make to the requirements of this RFP, if any.

f. Financial report: Please include a statement of your firm’s financial health

and financial statements (income statements and balance sheet) from the

last three (3) years of operation or alternatively if unable to provide

financials include your Dun & Bradstreet (D&B) D-U-N-S number. Please

state if you have any recent dispute or legal action that might impact your

ability to perform services under this contract. Provide details on any

lending facilities you may need to fulfill this agreement and existing

banking and lenders that provide you capital. Should the Offeror not

provide financial statements the County reserves the right to request a

presentation demonstrating the Offeror’s financial position via a virtual

meeting format, as a component of PHASE 2 response.

Special Information Related to this Solicitation – The first phase of this project is a design-build

project, the design-build team shall include, a state licensed engineer or architect, and a contractor

properly licensed in New Mexico for the type of work required. The County may entertain a multiple

source award consisting of one contract for the design-build (construction of the Community

Broadband Network) and one or more contracts for the operation of the system (operator of the

Community Broadband Network). A multiple source award is an award of a contract for one or more

similar goods or services to more than one Offeror. 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.

This solicitation will be conducted in two (2) phases:

RFP No. 24-46

Issued by Procurement Division: D. Rodgers

Version: 03272023

Phase 1: Will consist of a ranking of qualifications of potential Offerors which requires inclusion, at

a minimum, of a State Licensed Engineer or Architect teamed with a State Licensed Contractor.

Offeror shall include minimum qualifications, a scope of work statement and schedule, documents

defining the project requirements, and a description of the phase two requirements and subsequent

management needed to bring the project to completion.

Phase 2; the short-listed Offerors shall be invited to submit a detailed proposal which includes a

‘rough order of magnitude’ estimate, concepts and/or solutions, and anticipated scheduling by phase

and project. After evaluations of these submissions, selection may be made, and if the project

proceeds than a contract awarded to the highest ranked team for the design and construction of the

project upon the site identified.

As a component of Phase 2, after proposals have been submitted, County may conduct discussions

with those short-listed Offeror(s) for the purpose of clarification to ensure full understanding and

conformation with the solicitation requirements and, if selected, may be used as the basis for the

contract terms. Phase 2 discussions may be scheduled at dates and times to be determined by

County. Discussions may be held via a virtual meeting format or in-person onsite at County facilities,

as determined by the evaluation committee. All Offeror costs related to attending in-person onsite

discussions shall be paid by the Offeror(s). County may prepare in advance and submit to Offerors

questions for Offerors to answer at the time of the discussion. After discussions, the evaluation

committee will evaluate Offerors using the evaluation criteria set forth in Phase 2 of the RFP.

Award of a contract(s) is contingent upon County obtaining funding for the components of

the project. The County anticipates issuing either Revenue Bonds or General Obligations

Bonds to fund the Construction component of the project. County will also entertain

proposals which include an option for financing the project by the awarded Contractor.

Per County Procurement Code 31-111(1)(a)(6) – For purposes of this solicitation, the County

anticipates a useful life of the Broadband Network to be 20 years, potentially resulting in the

contemplated contract for operation services to allow for a term of up to twenty (20) years.

This is a brand name or equal specifications procurement. The designated brand names are:

COS Systems

EntryPoint Networks

And any other brand identified in the solicitation documents. The nature of the products 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 brands described above are commonly known in the industry

or trade. Use of the brand names are 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.

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 MUST be addressed to: lacbid@lacnm.us. Subject line must

contain the following information: RESPONSE – RFP24-46 Design, Build, and Operate a

Community Broadband Network.

It is strongly recommended that a second, follow up email (without the proposal included or attached) be

sent to Derrill Rodgers, Deputy Chief Purchasing Office at derrill.rodgers@lacnm.us to confirm the

Proposal was received.

RFP No. 24-46

Issued by Procurement Division: D. Rodgers

Version: 03272023

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.

The electronic version MUST be in a form that allows for full text searches of the entire document.

Only emails with proposals received in the lacbid@lacnm.us email box prior to 2:00 p.m. Mountain

Time, January 12, 2024 will be reviewed. The County is not responsible for delayed, misdirected, or

non-delivered emails.

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.

Mountain Time, January 12, 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 assure 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. The electronic version MUST be in a form that allows for

full text searches of the entire document.

The County is not responsible for delayed, misdirected, or non-delivered mail or hand delivered

submissions.

If delivery by hand, here are 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.

4. Enter glass door marked “PROCUREMENT.” See map below.

RFP No. 24-46

Issued by Procurement Division: D. Rodgers

Version: 03272023

4. 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.

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 seven (7) days prior to the date fixed for when

proposals are due. All de-identified questions and answers will be provided to all identified pre-proposal

participants, and also posted to the solicitation page on the County website.

7. County reserves the right, at its sole discretion, to accept or reject any or all 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 negotiate and 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 on any terms.

8. 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.

9. The County contemplates entering into a multi-term contract as a result of this RFP. The term of the

contract may be for a period of up to twenty (20) years with a base term of up to five (5) years and

additional terms up to five (5) years per term thereafter. 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. Proposers are notified that they must propose pricing for each potential year of the contract.

11. 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.

12. 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

RFP No. 24-46

Issued by Procurement Division: D. Rodgers

Version: 03272023

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RFP24-46 Design, Build, and Operate a Community Broadband Network

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