RFP24-54 On-Call Grant Writing Assistance
| Agency: | Los Alamos County |
|---|---|
| State: | New Mexico |
| Type of Government: | State & Local |
| NAICS Category: |
|
| Posted Date: | Jan 16, 2024 |
| Due Date: | Feb 15, 2024 |
| Solicitation No: | RFP24-54 |
| Bid Source: | Please Login to View Page |
| Contact information: | Please Login to View Page |
| Bid Documents: | Please Login to View Page |
RFP24-54 On-Call Grant Writing Assistance
Closing date February 15, 2024, 02:00 PM
- Reference number RFP24-54
- Status Open
- Summary Los Alamos County invites qualified firms/consultants to submit sealed proposal for on-call professional grant writing services. It is the intention of the County to identify and select experienced professional grant writing consultant(s) with a proven track record of researching, developing, writing, preparing and submitting successful grant proposals for federal and state governments grants and
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, Thursday, February 15, 2024, for this solicitation. Emails should be addressed to: lacbid@lacnm.us . Subject line of the email must contain the following information: RESPONSE – RFP24-54 GRANT WRITING SERVICES.
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, Thursday, February 15, 2024, for this solicitation.
A Non-Mandatory Pre-Proposal Conference will be held on Wednesday, February 7, 2024, at 1:30 p.m. MT 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No Proposal may be withdrawn after the scheduled closing time for receipt.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: January 18, 2024
Closing Date: February 15, 2024
Non-Mandatory Pre-Proposal Conference: February 7, 2024
Request for Proposals (“RFP”)
RFP Number: 24-54
RFP Name: On-Call Grant Writing Assistance
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 – RFP24-54 On-Call Grant Writing Assistance.
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, February 15, 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, February 15, 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 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.
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
respondents; 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. The County contemplates a multiple source award. 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.
13. The County intends to award one or more Task Order-based agreement(s) as a result of this RFP.
Task Order means a discrete assignment of a specific set of tasks under an indefinite delivery/indefinite
quantity contract, each order capped at a not-to-exceed amount. Written Task Orders will be issued
RFP No. 24-54
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Version: 03272023
by the County prior to start of Work. A sample Task Order is attached as Exhibit “F.” County reserves
the right, at its sole discretion, to solicit for any construction project or repair project. Any task order
begun before the expiration of the term shall continue until completed
14. 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.
15. 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
its proposal to qualify for this preference. Ref. County Code Section. 31-261(b) and Section13-1-21
NMSA 1978 et al.
16. A non-mandatory Pre-Proposal Conference will be held on Wednesday, February 7, 2024, at 1:30
pm MDT via Microsoft TEAMS. Please email kat.brophy@lacnm.us for a copy of the meeting
link.
CONTACT INFORMATION
1. For project-specific information, contact Angelica Gurule, at Angelica.Gurule@lacnm.us; (505) 662-
8383
2. For procurement process information, contact Kat Brophy, Management Analyst at
kat.brophy@lacnm.us; (505) 662-8127.
NEED STATEMENT
Los Alamos County invites qualified firms/consultants to submit sealed proposal for on-call professional
grant writing services. It is the intention of the County to identify and select experienced professional grant
writing consultant(s) with a proven track record of researching, developing, writing, preparing and submitting
successful grant proposals for federal and state governments grants and private foundations grants
selected by the Couty. The selected contractor(s) would apply for grants which supplement funding for
services and projects for which the County would otherwise be required to utilize local tax dollars.
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 ~18,000 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)
A. SERVICES
Grant research and application development, for State and Federal grants, which may include but
not be limited to the following:
1. Research available grants applicable to governmental agencies.
2. Prepare strategic work plans for the development of proposed grant applications, including
key dates, timeline with milestones, responsible personnel, and specific deliverables.
3. Provide grant application development to address all the requirements of specific grants,
including but not limited to grant writing services and budget development.
4. Provide grant writing expertise to address all required grant components of federal and state
grant applications.
5. Provide grant writing expertise to comply with Justice 40 Initiative criteria which demonstrates
how grant funds will be used to serve Federal investments including clean energy and energy
efficiency; clean transit; affordable and sustainable housing; training and workforce
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development; the remediation and reduction of legacy pollution; and the development of clean
water infrastructure for disadvantaged communities.
6. Provide grant management and reporting assistance to maintain compliance with grant
requirements.
7. Provide specific grant application guideline interpretation to assist County staff with successful
and timely proposal development.
8. Engage with County staff to identify creative strategies for project development.
9. Explore potential community resources for grant research, collaboration, or potential
partnerships to enhance grant opportunities.
10. Initiate, develop, and document the scope of grant project-related partnerships with community
organizations as required by the grantor.
11. Work with County staff to identify community grant partners as appropriate.
12. Demonstrate resourcefulness, creative thinking, and innovation in order to generate high
quality plans for program and proposal development.
13. Assist County staff with preparation of budgets and budget narratives to obtain funding for
project activities that complies with all government regulations.
14. Design graphs, charts and visuals that illustrate and explain key processes, programmatic
concepts, and cycles of work/timelines.
15. Secure all required supplemental documentation, including drafting and collecting signed
copies of letters of support, and other documents that correspond to the project description in
the proposal.
16. Write well-organized, compelling Letters of Interest and proposal drafts that follow the
requirements of the grant application and submit for review to appropriate County staff, and if
applicable, to partners, adhering strictly to the timelines and deadlines, identified by the grantor,
throughout the process.
17. Provide draft version to County staff with adequate time to review, edit and comment as
necessary in advance of the grant application deadline.
18. Provide final draft to County in time determined by County to allow for adequate review and
submission of the final grant application.
19. Assist County with grant application submission while ensuring County retains control of final
submission of the grant unless otherwise determined by County.
20. Notify applicable state and/or federal partners of grant proposal submission and provide
additional advocacy suggestions regarding outreach.
B. TASK ORDER PROCESS
1. All Services shall be performed by Task Order. County shall make reasonable efforts to
generally provide at least two (2) business days’ notice to Consultant for the Services required
under any Task Order. The Task Order shall be priced by Consultant on a regular five (5) day
schedule, Monday through Friday, forty (40) hours per week, unless otherwise agreed by both
Parties.
2. County’s Project Manager shall request the Services of Consultant for individual or multiple
projects through a Request for Quote(s). Each Request for Quote shall identify the work and
Services to be performed and a timeline for Project completion. A Request for Quote may be
as detailed as County finds necessary to assure appropriate oversight of the services to be
performed. A sample Request for Quote and Task Order is provided in Exhibit “F.”
3. Upon the County’s issuance of a Request for Quote, Consultant shall provide a written,
itemized Quote for the task(s), work, and/or services requested by Project Manager (“Quote”).
The Quote shall provide, in writing, the proposed material costs, labor hours, and labor type
necessary to complete the Task Order. Cost shall conform to the rates proposed by Consultant
and agreed to by County as a not-to-exceed fixed price. Any progress billing and payment shall
be provided by Consultant in the Quote and is subject to approval by Project Manager.
Preparation and work performed to prepare Quotes shall be considered incidental to the
awarded Agreement and not compensable.
4. If Consultant’s Quote is signed by Consultant and acceptable to County, Project Manager shall
provide Consultant with written approval (“Approved Task Order”). After receipt of the Approved
Task Order, County and Consultant shall schedule the Services. Consultant is authorized to
begin work only upon receipt of the Approved Task Order.
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5. If the Consultant is unable to provide, in the determination of the Project Manager, the full scope
of the Proposed Task Order work, the Project Manager may alter, change, modify, or cancel
the Request for Quote before work commences. The Approved Task Order shall be adjusted
only upon the written agreement of the County after a finding that a change to the Task Order
is necessary and justifiable. Consultant’s failure to reasonably estimate the cost of completing
the task in the first instance shall not be a justification for modifying the Approved Task Order.
Modifications to the maximum amount for the Approved Task Order shall be agreed upon by
County prior to Consultant continuing the performance of Services. In no event shall the total
of the maximum amount for all Approved Task Orders exceed the maximum amount of
compensation set forth in the agreement unless modified by County. Unanticipated events,
such as natural phenomena, shall not form the basis for additional compensation to Consultant.
6. Consultant must take any and all actions to timely complete the work agreed to in the Approved
Task Order, including but not limited to subcontracting the work and renting equipment. Costs
for any Subconsultants or equipment rentals are the responsibility of the Consultant.
7. The Agreement will not provide Contractor with a guarantee that County will accept
Consultant’s Quotes and award Consultant Approved Task Orders. County reserves the right,
at its sole discretion, to separately quote or bid any project. County’s issuance of a Request for
Quote is not a guarantee of work to Consultant. County, at its sole discretion, shall determine
when Consultant’s Services are required and shall issue written Request for Quotes as needed.
8. Consultant may be required to attend Council and other public meetings. County shall identify
the meetings and Consultant shall include the costs for attendance in the maximum amount of
the Task Order, based on the hourly rates identified in Exhibit “E.” In the event that it is
determined after issuance of the Proposed Task Order that meeting attendance is required,
County shall inform Consultant of such, and Consultant shall bill the County accordingly, based
on the hourly rates identified in Exhibit “E.”
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 total evaluation score with or without the cost factor of each proposal received from a qualifying vendor
shall be multiplied by 1.05. After application of the factor, the contract shall be awarded to the highest score.
If one or more scores are equal, the same procedure shall be followed with respect to the next category of
offerors listed, and the next, until an offer qualifies for award. The priority of categories of offers is as
follows:(1) Local business; (2) Resident business.
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 may, but is not required to, negotiate changes in contract terms and provisions. The
Services Agreement as finally agreed upon must be in form and content acceptable to County.
RFP No. 24-54
Issued by Procurement Division: K. Brophy
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Version: 03272023
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