RFP 2024-847 IT Support Services

Agency:	City of Aztec
State:	New Mexico
Type of Government:	State & Local
NAICS Category:	541611 - Administrative Management and General Management Consulting Services 561210 - Facilities Support Services
Posted Date:	Mar 4, 2024
Due Date:	Mar 19, 2024
Solicitation No:	RFP 2024-847
Bid Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

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Request for Proposals

RFP # 2024-847

I.T. SUPPORT SERVICES

PROPOSAL DUE DATE/TIME/PLACE:

Tuesday, March 19, 2024, 3:00 PM

City of Aztec

Finance Conference Room

201 W Chaco

Aztec NM 87410

FINAL DATE FOR QUESTIONS

Tuesday, March 12, 2024 at 3:00 PM

Tentative Commission Contract Approval Date

April 9, 2024

For further information contact:

Vanessa Tanner

Purchasing Specialist

City of Aztec

Phone: 505-334-7652

Fax: 505-334-7649

Email: vtanner@aztecnm.gov

I. INTRODUCTION..................................................................................................................................................... 1

INVITATION......................................................................................................Error! Bookmark not defined.

BACKGROUND INFORMATION....................................................................................................................... 1

SCOPE OF PROCUREMENT ............................................................................................................................. 2

PROCUREMENT MANAGER............................................................................................................................ 2

DEFINITION OF TERMINOLOGY...................................................................................................................... 3

II. CONDITIONS GOVERNING THE PROCUREMENT .................................................................................................... 6

A. SEQUENCE OF EVENTS ........................................................................................................................................ 6

B. EXPLANATION OF EVENTS .................................................................................................................................. 6

C. GENERAL REQUIREMENTS .................................................................................................................................. 9

III. RESPONSE FORMAT AND ORGANIZATION ......................................................................................................... 19

A. NUMBER OF RESPONSES .................................................................................................................................. 19

B. NUMBER OF COPIES ......................................................................................................................................... 19

C. PROPOSAL FORMAT ......................................................................................................................................... 20

IV. SPECIFICATIONS................................................................................................................................................. 21

A. DETAILED SCOPE OF WORK .............................................................................................................................. 21

B. TECHNICAL SPECIFICATIONS............................................................................................................................. 27

C. BUSINESS SPECIFICATIONS ............................................................................................................................... 28

V. EVALUATION...................................................................................................................................................... 30

A. EVALUATION POINT SUMMARY ....................................................................................................................... 30

B. EVALUATION FACTORS ..................................................................................................................................... 30

C. EVALUATION PROCESS ..................................................................................................................................... 32

APPENDIX A: ACKNOWLEDGEMENT OF RECEIPT FORM ......................................................................................... 33

APPENDIX B: SUBMITTAL FORM ............................................................................................................................ 35

APPENDIX C: CAMPAIGN CONTRIBUTION DISCLOSURE FORM ............................................................................... 38

APPENDIX D: DEBARMENT/SUSPENSION CERTIFICATION FORM ............................................................................ 41

APPENDIX E: NEW MEXICO PREFERENCE ............................................................................................................... 43

APPENDIX F: COST RESPONSE FORM ...................................................................................................................... 45

APPENDIX G: ORGANIZATIONAL REFERENCE QUESTIONNAIRE ............................................................................... 47

APPENDIX H: SAMPLE CONTRACT .......................................................................................................................... 51

RFP 2024-847 SUPPORT SERVICES

I. INTRODUCTION

A. Invitation

City of Aztec, NM

RFP 2024-837, I.T. Support Services

Proposals Due: March 19, 2024 at 3:00 PM, MST

The City of Aztec is accepting proposals from interested and qualified professional I.T. Support

Services to provide technical support. Services may include, but are not limited to, implementing,

supporting, and managing computer-based information systems to the City of Aztec.

Sealed proposals will be received by the City of Aztec, 201 W Chaco, Aztec, NM 87410, until

3:00 PM, local time, Tuesday, March 19, 2024. Proposals received after that time will be

considered non-responsive and returned unopened. A qualification-based selection process will be

utilized to select the most qualified firm.

RFP documents may be obtained online at www.aztecnm.gov/purchasing.html or

VendorRegistry.com, or by contacting Vanessa Tanner at (505) 334-7652 or

vtanner@aztecnm.gov.

Publication Dates: March 6, 2024, Farmington Daily Times

March 3 & 6, 2024, Durango Herald

March 3 & 6, 2024, Alburquerque Journal

This Request for Proposals (“RFP”) is not a competitive bid based on price only. The RFP

allows the City to select the I.T. Support Service which best meets the needs of the City,

taking into consideration qualifications, price, and service capabilities and other factors

relevant to the City’s policies, programs, administrative resources and budget. The purpose of

the RFP is to solicit sealed proposals to establish a contract for the City of Aztec.

B. BACKGROUND INFORMATION

The City of Aztec is located in the northwest corner of New Mexico, 15 miles northeast of

Farmington, New Mexico and 36 miles south of Durango, Colorado. Aztec is the county seat

for San Juan County and has a population of approximately 6,328. The boundaries for the

City encompass a land area of 12.53 square miles. The City owns and operates its, Electric,

Water, and Wastewater and Solid Waste Utilities. The City provides a variety of municipal

services including Police Department, Municipal Court, Community Development, Library,

Community Center, Parks & Recreation, Animal Control, Motor Vehicle Dept, Visitor Center,

and Municipal Airport.

RFP 2024-847 SUPPORT SERVICES

C. SCOPE OF PROCUREMENT

Request for Proposal for I.T Support Services.

TERM: An agreement for the period not to exceed one (1) year, with an option of renewal

not to exceed 3 (three), one (1) year periods, starting with the effective date of the Agreement.

D. PROCUREMENT MANAGER

1. The City of Aztec has assigned a Procurement Manager who is responsible for the

conduct of this procurement whose name, address, telephone number and e-mail address

are listed below:

Name:

Vanessa Tanner, Procurement Specialist

Address: 201 W Chaco, Aztec NM 87410

Telephone: (505) 334-7652

Fax:

(505) 334-7649

Email:

vtanner@aztecnm.gov

2. All deliveries of responses via express carrier must be addressed as follows:

Name:

Vanessa Tanner

Reference RFP Name: RFP 2024-847 I.T. SUPPORT SERVICES

Address:

City of Aztec

Purchasing Office

201 W Chaco

Aztec, New Mexico 87410

Please note, Aztec, New Mexico is not a guaranteed delivery area by express carriers.

Responses must be received by the due date and time to be considered, not the date when

delivered to carrier. The City is Closed on Fridays (Operating Hours are Monday through

Thursday 7:00am – 6:00pm); documented attempted deliveries by the carrier may be

considered as timely responses IF provided by the date and time proposals are due.

3. Any inquiries or requests regarding this procurement should be submitted, in writing, to

the Procurement Manager. Offerors may contact ONLY the Procurement Manager

regarding this procurement. Other city employees or Selection Committee members do not

have the authority to respond on behalf of the Purchasing Office. Protests of the

solicitation or award must be delivered by mail to the Protest Manager. As A Protest

Manager has been named in this Request for Proposals, pursuant to NMSA 1978, § 13-1-

172, ONLY protests delivered directly to the Protest Manager in writing and in a timely

fashion will be considered to have been submitted properly and in accordance with statute,

rule and this Request for Proposals. Emailed protests will not be considered as properly

submitted nor will protests delivered to the Procurement Manager be considered properly

submitted.

RFP 2024-847 SUPPORT SERVICES

E. DEFINITION OF TERMINOLOGY

This section contains definitions of terms used throughout this procurement document, including

appropriate abbreviations:

“Agency” means the City of Aztec

“Amendment” means a written or graphic instrument issued prior to the opening of Proposal,

which clarifies, corrects, or changes the Request for Proposal.

“Award of Contract” shall mean a formal written notice by the City that a firm has been selected

to enter into a contract for services. Any Award of Contract that has not resulted in a written

contract offer to the Offeror, within 6 months or written notice, shall not be considered an award

for the purposes of the Project Listing Form.

“Business Hours” means 8:00 am thru 5:00 PM Mountain Standard or Mountain Daylight Time,

whichever is in effect on the date given.

“City” means the City of Aztec

“Close of Business” means 5:00 PM Mountain Standard or Mountain Daylight Time, whichever is

in effect on the date given.

“Confidential” means confidential financial information concerning respondent’s organization

and data that qualifies as a trade secret in accordance with the Uniform Trade Secrets Act NMSA

1978 57-3-A-1 to 57-3A-7. See NMAC 1.4.1.45. As one example, no information that could be

obtained from a source outside this request for proposals can be considered confidential

information

“Contract" means any agreement for the procurement of items of tangible personal property,

services or construction.

“Contractor" means the offeror selected by the City pursuant to this Request for Proposals..

“Desirable" the terms "may", "can", "should", "preferably", or "prefers" identify a desirable or

discretionary item or factor.

“Determination" means the written documentation of a decision of a procurement manager and

the Selection Committee including findings of fact supporting a decision. A determination

becomes part of the procurement file to which it pertains.

“Electronic Version/Copy” means a digital form consisting of text, images or both readable on

computers or other electronic devices that includes all content that the Original and Hard Copy

proposals contain. The digital form may be submitted using a compact disc (cd) or USB flash

drive. The electronic version/copy can NOT be emailed.

RFP 2024-847 SUPPORT SERVICES

RFP 2024-847 IT Support Services

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