RFP24-45 Firefighter Cancer Screening
| Agency: | Los Alamos County |
|---|---|
| State: | New Mexico |
| Type of Government: | State & Local |
| Posted Date: | Dec 14, 2023 |
| Due Date: | Jan 9, 2024 |
| Solicitation No: | RFP24-45 |
| Bid Source: | Please Login to View Page |
| Contact information: | Please Login to View Page |
| Bid Documents: | Please Login to View Page |
RFP24-45 Firefighter Cancer Screening
Closing date January 09, 2024, 02:00 PM
- Reference number RFP24-45
- Status Open
- Summary The County is in need of a provider to perform Firefighter cancer screenings for up to 178 Firefighters.
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, January 9, 2024, for this solicitation. Emails should be addressed to: lacbid@lacnm.us . Subject line of the email must contain the following information: RESPONSE – RFP24-45 FIREFIGHTER CANCER SCREENING.
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, January 9, 2024, for this solicitation.
This project is being supported, in whole or in part, by federal award number EMW-2022-FG-07472 to the Incorporated County of Los Alamos by the U.S. Department of Homeland Security, under the Assistance to Firefighters Grant program.
A Non-Mandatory Pre-proposal conference will be held on Thursday, December 21, 2023 at 11:30 am MDT via Microsoft Teams. Contact Kat Brophy (see contact information below) to receive link to participate in the Pre-Proposal Conference.
Documents may be obtained from Kat Brophy at:
Los Alamos County
Procurement Division
101 Camino Entrada, Bldg. 3
Los Alamos, NM 87544
(505) 662-8127
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No Proposal may be withdrawn after the scheduled closing time for receipt.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) 662-8127
Advertised: December 15, 2023
Closing Date: January 9, 2024
Non-Mandatory Pre-Proposal Conference: December 21, 2023
Request for Proposals (“RFP”)
RFP Number: 24-45
RFP Name: Firefighter Cancer Screening
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 – RFP24-45 Firefighter Cancer Screening.
It is strongly recommended that a second, follow up email (without the proposal included or attached) be
sent to Kat Brophy, Management Analyst at kat.brophy@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, January 9, 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.
Mountain Time, January 9, 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.
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.
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.
The County of Los Alamos is an Equal Opportunity Employer
4. Enter glass door marked “PROCUREMENT.” See map below.
5. The Incorporated County of Los Alamos (“County”) invites Proposals from all qualified Offerors. 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
Offerors; 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 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.
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. A non-mandatory pre-proposal conference will be held on Thursday, December 21,
2023, at 11:30 am MDT.
RFP No. 24-45
Firefighter Cancer Screening
Issued by Procurement Division: K. Brophy
2
CONTACT INFORMATION
1. For project-specific information, contact Todd Forsythe, Safety Division Chief at
todd.forsythe@lacnm.us; (505) 500-5937.
2. For procurement process information, contact Kat Brophy, Management Analyst at
kat.brophy@lacnm.us; (505) 662-8127.
3. Written questions submitted via e-mail should be sent to Kat Brophy and copied to Todd Forsythe.
4. As an additional courtesy to interested parties, this RFP and related documents may also be
downloaded from the County’s website at the address below.
https://lacnm.com/bids
NEED STATEMENT
The County is in need of a provider to perform Firefighter cancer screenings for up to 178 Firefighters.
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.
Visit the Los Alamos County website (www.losalamosnm.us) and the tourism website
(www.visitlosalamos.org) for more information.
SCOPE OF SERVICES (or WORK)
The County currently anticipates approximately 181 Firefighters will be screened over multiple years.
Phase I will provide screening for approximately 41 Firefighters, ages 45 and older, with follow-up testing
conducted three (3) years following the first test. Phase II will provide screening for the remaining
Firefighters also with follow-up testing conducted three (3) years following the initial test. As part of these
screenings, the awarded contractor shall perform the following services:
1. Contractor shall conduct an initial oncology consult, including exposure assessment, and follow-
up
2. Contractor shall conduct skin cancer screening and dermatology screening including biopsies
3. Contractor shall provide urology consultations and prostate cancer screening for males
4. Contractor shall conduct colorectal cancer screenings to include colonoscopies as needed
5. Contractor shall conduct full body imaging to include: whole-body MRI screens for cancer of the
brain, head and neck, thyroid, lung and pleura, breast, kidneys, pancreas, bladder, uterus, and
prostate, as well as multiple myeloma.
6. The imaging must be conducted in a single visit,
7. Results must be read, by a board-certified radiologist, within ninety-six (96) hours
8. Contractor shall conduct Low-Dose Lung CT tests for lung cancer
9. Contractor shall conduct a Galleri Test which can detect the presence of over 50 different cancers
and identify the site of the cancer’s origin.
10. Contractor shall coordinate with the Los Alamos Fire Department Safety Captain and Safety Chief
to schedule testing. If travel is required for testing, provide information on services offered, such
as lodging and transportation.
RFP No. 24-45
Firefighter Cancer Screening
Issued by Procurement Division: K. Brophy
3
11. Provide optional services to aid in the comprehensive screening process for first
responders/firefighters
INFORMATION RELATED TO THE SCOPE OF WORK
This project is being supported, in whole or in part, by federal award number EMW-2022-FG-07472
to the Incorporated County of Los Alamos by the U.S. Department of Homeland Security, under the
Assistance to Firefighters Grant program. Offerors must comply with Federal Grant requirements,
as applicable, identified in Articles 1 through 48 of Exhibit “G” Agreement Articles.
PROPOSAL REVIEW AND EVALUATION
Proposals shall be handled so as to prevent disclosure of the identity of any Offeror or the contents of any
proposal to competing Offerors during the process of negotiation.
After the RFP has closed, Procurement Division staff prepares a register of proposals containing the name
of each Offeror, the number of modifications received, if any, and a description sufficient to identify the item
offered. The register of proposals is open to public inspection only after contract award. Procurement
Division staff delivers the RFP submittals to the Evaluation Committee Chairperson. The Evaluation
Committee reviews and evaluates the submittals. Interviews are only for the purpose of clarification, and
may be used for adjusting the final score. Discussions may be conducted with responsible offerors who
submit proposals determined to be reasonably likely to be selected for award for the purpose of clarification
to ensure full understanding and conformation with solicitation requirements for the purpose of obtaining
best and final offers.
The Evaluation Committee Chairperson forwards the final evaluation results to the Procurement Division.
Award shall be made to the responsible Offeror whose proposal is determined in writing by the Evaluation
Committee to be the most advantageous to the County, taking into consideration the evaluation criteria set
forth in the solicitation.
AWARD OF SOLICITATION
Following award of the solicitation by County Council, the successful Offeror will be required to execute a
contract with County in accordance with the terms and conditions set forth in the Services Agreement, a
sample of which is attached as Exhibit “A.” Offeror may identify any exception or other requirements to the
terms and provisions in the Services Agreement, along with proposed alternative language addressing the
exception; County, as a governmental entity is subject to certain laws and prohibitions and may, but is not
required to, negotiate changes in contract terms and provisions, but will not agree to language that is in
violation of the law. The Services Agreement as finally agreed upon must be in form and content acceptable
to County.
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.
ILLEGAL ACTS
The Los Alamos County Procurement Code, Article 9, imposes remedies and penalties for its violation. In
addition, New Mexico criminal statutes impose felony penalties for illegal bribes, gratuities, and kickbacks.
RFP No. 24-45
Firefighter Cancer Screening
Issued by Procurement Division: K. Brophy
4
CERTIFICATION FORM REGARDING DEBARMENT, SUSPENSION, AND OTHER RESPONSIBILITY
MATTERS
An Offeror is requested to complete the Certification Regarding Debarment, Suspension, and Other
Responsibility Matters Form, attached as Exhibit “B,” and submit with the proposal; if this exhibit is not
included with the proposal, it must be provided prior to the evaluations of the received proposals, otherwise
the Offeror’s proposal will not be considered. This Form serves as a warrant of the Offeror’s responsibility,
and may not necessarily preclude the Offeror from consideration for award.
CAMPAIGN CONTRIBUTION DISCLOSURE FORM
A Campaign Contribution Disclosure Form is attached as Exhibit “C.” The Offeror is requested to complete
and submit with the proposal. If Form is not submitted with the proposal, upon award, Contractor must
submit this form, in accordance with Chapter 81 of the laws of 2006 of the State of New Mexico prior to
County’s obligation to pay for the Services.
VERIFICATION OF AUTHORIZED OFFEROR
A Verification of Authorized Offeror Form is attached as Exhibit “D.” The Offeror is requested to complete
and submit with the proposal. This Form provides County with the name and information of the authorized
Officer who can obligate the selected firm in providing the services to Los Alamos County.
PROPOSAL FORMAT.
Offerors shall submit a Proposal to the County in the format described below.
Proposals shall include, but need not be limited to, the following FIFTEEN (15) components (in addition to
the Exhibits and attachments) as identified below. For uniformity in the Proposal review process, please
sequence Proposals as shown below using the same header names as below. Additional information may
be included by Offerors in attachments, provided that Proposals include and address, in the sequence
requested, the elements requested in the Proposal Format and Scope of Services.
Information provided in the Proposal may be used in the contract between the successful Offeror and the
County.
1. Experience and Qualifications
a) Description of Offeror’s qualifications, abilities, experience, and expertise in providing the
requested services
b) Describe the experience and qualifications of the staff person at the organization who will oversee
this project.
c) A description of what qualifies Offeror to provide the County with these services for the required
period of time, including, but not limited to, information demonstrating Offeror has the appropriate
staffing, necessary resources, and a history of demonstrated competence. Provide information on
the number of Firefighter cancer screenings the Offeror conducts each year.
2. Description of Services and Ability to Meet Requirements of Scope of Services
a) A description of the Offeror’s process for screening and diagnostic services. To what extent does
your organization utilize centralized scheduling, multilingual staff, online scheduling and/or other
patient centric practices?
b) Provide average wait times for appointments over the last 12- and 24-month periods.
c) A description of the methodology used for ensuring timeliness of the program and reporting of
results.
d) A description of the Offeror’s process following an abnormal screening.
e) A description of your contact points with the agency staff including types of communications, and
level of interface.
RFP No. 24-45
Firefighter Cancer Screening
Issued by Procurement Division: K. Brophy
5
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