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
A.
INVITATION......................................................................................................Error! Bookmark not defined.
B.
BACKGROUND INFORMATION....................................................................................................................... 1
C.
SCOPE OF PROCUREMENT ............................................................................................................................. 2
D.
PROCUREMENT MANAGER............................................................................................................................ 2
E.
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
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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.
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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.
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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.
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RFP 2024-847 SUPPORT SERVICES