LOS ALAMOS COUNTY
PROCUREMENT DIVISION
101 Camino Entrada, Building 3, Los Alamos, New Mexico 87544
(505) 709-5503
Advertised: March 26, 2024
Closing Date: April 25, 2024
Non-Mandatory Virtual Pre-Proposal Conference: April 9, 2024, 10:00 a.m. Mountain Time
Request for Proposals (“RFP”)
RFP Number: 24-37
RFP Name: Microtransit and Paratransit Software
SPECIAL INFORMATION RELATED TO THIS RFP:
1. Demonstrations. The Incorporated County of Los Alamos (“County”) is requesting virtual software
demonstrations, to ensure full understanding and conformation with the solicitation requirements and
to ensure Offeror’s ability to meet the Scope of Services. Demonstrations will be scheduled at dates
and times agreed upon by County and Offeror. More details about demonstration requirements are
provided herein under the “Virtual Software Demonstrations” section.
2. The following terms may be used interchangeably throughout the RFP:
“Offeror,” “Contractor,” and “Vendor”
“Proposal,” “Response,” and “Submittal”
“Software,” “Solution,” “System,”
GRANT RELATED INFORMATION AND REQUIREMENTS:
1. Federal Funding. This project is wholly or partially funded with Federal Transit Administration (“FTA”)
funds, which are administered by the New Mexico Department of Transportation (“NMDOT”) through
the subrecipient grant agreement (“M01903”) between NMDOT and the County. As part of any
response to this solicitation, Offerors should affirm ability to meet federal grant requirements contained
herein. Offerors that cannot affirm ability to meet these requirements may be deemed non-responsive.
2. FTA Required Clauses. Applicable Federal regulations will apply, including and not limited to those
found in Exhibit H FTA Required Clauses. Offerors must review and certify that they have read and
understand all contract clauses, attachments, and certifications. The awarded Contractor will perform
the work in compliance with applicable FTA, state, and County procurement requirements.
3. Disadvantage Business Enterprise (“DBE”) Information.
3.1. County wishes to ensure that DBEs as defined in 49 CFR Part 26 have the maximum opportunity
to participate in the performance of Contracts and subcontracts financed in whole or in part with
Federal Funds. In this regard, County and contractors shall take all necessary and reasonable
steps in accordance with 49 CFR Part 26 to ensure that DBEs have the maximum opportunity to
compete for and perform contracts.
3.2. County and its contractors shall not discriminate on the basis of race, color, national origin, sex,
or other protected class in the award and performance of U.S. DOT assisted contracts. County will
be required to report its DBE participation obtained through race-neutral means throughout the
period of performance.
3.3. County is responsible for complying with the requirements contained in the DBE Certification 1
from M01903, which is attached hereto as Exhibit J. Exhibit J is provided for informational
purposes only. All statements of Exhibit J may not be applicable to this procurement.
3.4. If you are a DBE and would like assistance to participate in this RFP, as described in Exhibit J,
please contact Jaime Kephart, Contract Manager, at jaime.kephart@lacnm.us or (505)709-5503.
RFP No. 24-15
Issued by Procurement Division: J. Kephart
1
3.5. To demonstrate DBE status, Offerors must submit with their Proposals evidence of their current
DBE certification provided by NMDOT.
4. Lobbying Certification. Before awarding a third-party contract exceeding $100,000.00, County must
obtain a signed Lobbying Certification from the contractor. Each tier below the contractor awarded a
subcontract exceeding $100,000.00 shall also provide a Lobbying Certification. Such disclosures are
forwarded from tier to tier up to the County. Offerors must submit with their Proposals all required signed
Lobbying Certifications, attached hereto as Exhibit I.
5. Debarment. In addition to reviewing the certifications made in Exhibit B Certification Regarding
Debarment, Suspension, and Other Responsibility Matters, County reserves the right to verify
debarment status on the SAM.gov website.
6. Determination of Responsibility Under Federal Grant Requirements. To be deemed responsible,
Offerors must meet all of the following requirements. Offerors are asked to affirm and describe in
their proposals how they meet these requirements.
6.1. Have the financial resources adequate to perform the contract or the ability to obtain them;
6.2. Have the ability to meet the required delivery or performance schedule, taking int consideration
all existing commitments;
6.3. Have a satisfactory performance record;
6.4. Have a satisfactory record of integrity and business ethics;
6.5. Be neither debarred nor suspended from Federal programs under DOT regulations,
“Nonprocurement Suspension and Debarment, “2 C.F.R. parts 180 and 1200, or under the FAR
at 48 C.F.R. part 9, subpart 9.4;
6.6. Have the necessary organization, experience, accounting and operational controls, and technical
skills or the ability to obtain them;
6.7. Be in compliance with applicable licensing and tax laws and regulations;
6.8. Have the necessary production, construction, and technical equipment and facilities, or the
ability to obtain them;
6.9. Be in compliance with applicable Disadvantaged Business Enterprise (DBE) requirements; and
6.10.
Have other qualifications necessary to receive an award under applicable laws and
regulations.
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 – RFP24-37 Microtransit and Paratransit Software
It is strongly recommended that a second, follow up email (without the proposal included or attached) be
sent to Jaime Kephart, Contract Manager at jaime.kephart@lacnm.us to confirm the Proposal was
received.
The body of the email should 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,
April 25, 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, April 25, 2024 for this solicitation. Clearly mark the RFP Number and Name and
RFP No. 24-15
Issued by Procurement Division: J. Kephart
2
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.
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 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. Please 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. The 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
the County. While the County intends to execute a contract for the services listed herein, nothing in this
document shall be interpreted as binding the County to enter into a contract with any Offeror or
Proposer.
RFP No. 24-15
Issued by Procurement Division: J. Kephart
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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 15 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 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 virtual Pre-Proposal Meeting will be held on April 9, 2024 at 10:00a.m.
Mountain Time via GoToMeeting. The meeting can be accessed at this link:
https://tinyurl.com/RFP24-37
CONTACT INFORMATION
To request documents or for 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. James Barela, Project Manager, at james.barela@lacnm.us
3. As an additional courtesy to interested parties, this RFP and related documents may also be
downloaded from the County’s website at https://lacnm.com/bids.
RFP No. 24-15
Issued by Procurement Division: J. Kephart
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NEED STATEMENT
The Incorporated City and County of Los Alamos (“County”) is seeking a qualified service provider to
provide a fully hosted Microtransit and Paratransit Software (“Software”) Software as a Service (“SaaS”) for
the County Transit Division a.k.a “Atomic City Transit or ACT (“Transit”) that complies with all federal, state,
and local laws, rules and regulations, to meet the public transportation scheduling and route planning needs
of County and the Los Alamos public and to provide project implementation and management services to
implement the Software (“Project”).
BACKGROUND
1. General County Background Information About Los Alamos County. 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 ~19,000 people. Los Alamos is mostly known for the historic accomplishments of its
largest employer, Los Alamos National Laboratory (“LANL”), 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.
2. This background information is provided here for informational background purposes only and may not
be indicative of the future state of County’s transit operations throughout the term of an agreement with
the selected Offeror. Proposals should include scalable costs and features to account for any increases,
decreases, or changes to utilization of County’s transit services or to County’s transit operations
throughout the term of an agreement.
3. About Transit and Relevant Technology Utilized by Transit and County.
3.1. Transit has been investigating Microtransit solutions in order to help expand the options for
first/last mile using a shared ride approach where the main points of interest are nodes in
Transit’s service. To be consistent with County Transit services, this type of service must be fully
compliant with the Americans with Disabilities Act (“ADA”) and Title VI of the Civil Rights Act of
1964 (“Title VI”). In order to meet these requirements for the new service, the Transit shared ride
vehicles are ADA and Title VI compliant. The County is currently planning to conduct a pilot for
Microtransit services with two (2) zones operating at different times of the day, with the option of
expanding to additional zones in the future.
3.2. The County seeks to provide a better quality of service to its residents with on-demand
Microtransit as a new public transportation option that is:
A safe and reliable operation;
Economic to operate and maintain;
Provides optimum performance, comfort, and safety; and
Fully complies with all applicable local, state, and federal laws, rules, regulations, and
standards.
.
3.3. Transit currently utilizes Remix as a platform for planning, evaluating, and scheduling public transit
service. It provides an easy way for staff to collaborate and determine the effects of different
service options on travel time, availability to the community, and cost. This service uses the
General Transit Feed Specification (“GTFS”) data and service information to allow staff to create
daily vehicle and operator schedules.
3.4. Transit currently uses myAvail, which is an enterprise transit management software (“ETMS”) that
helps the County improve efficiency, tracking, and compliance. It aids dispatchers and provides
at-a-glance information about bus location, condition, schedule and predicted issues. It manages
in real-time with immediate access to up-to-date operations information.
3.5. Transit currently utilizes ADEPT by StrataGen paratransit software for demand response transit.
This is "origin to destination" transportation service for individuals with disabilities who cannot use
the regular bus service. Door-to-door service is the primary way the ACT Assist service is
operated.
3.6. Transit currently utilizes Transit Solutions, LLC, for its surveillance camera system. This is an On-
Board Video Surveillance System and Software for Public Transit. This includes, multiple camera
views and vehicle operating data, such as GPS location, turn signals, and vehicle speed.
RFP No. 24-15
Issued by Procurement Division: J. Kephart
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