RFP - TC FY25-26-006 - Torrance County Radio Upgrade

Location:	New Mexico
Posted:	Nov 24, 2025
Due:	Dec 29, 2025
Agency:	Torrance County
Type of Government:	State & Local
Category:	58 - Communications, Detection and Coherent Radiation Equipment
Publication URL:	To access bid details, please log in.

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TC FY25-26-006//November 24, 2025

TORRANCE COUNTY

REQUEST FOR PROPOSALS (RFP)

TORRANCE COUNTY VARIOUS DEPARTMENTS

MOBILE/PORTABLE RADIO UPGRADE

RFP#

TC FY25-26-006

RFP Release Date: November 24, 2025

Proposal Due Date: December 29, 2025

TC FY25-26-006//November 24, 2025

Table of Contents

I. INTRODUCTION..................................................................................................................................................4

PURPOSE OF THIS REQUEST FOR PROPOSALS..........................................................................4

BACKGROUND INFORMATION .....................................................................................................4

SCOPE OF PROCUREMENT .............................................................................................................4

CHIEF PROCUREMENT OFFICER...................................................................................................4

PROPOSAL DELIVERY.....................................................................................................................5

DEFINITION OF TERMINOLOGY ...................................................................................................5

PROCUREMENT LIBRARY ..............................................................................................................8

II. CONDITIONS GOVERNING THE PROCUREMENT ....................................................................................9

A. SEQUENCE OF EVENTS .........................................................................................................................9

B. EXPLANATION OF EVENTS ..................................................................................................................9

Issue RFP..............................................................................................................................................9

Acknowledgement of Receipt Form .....................................................................................................9

Deadline to Submit Written Questions ...............................................................................................10

Response to Written Questions...........................................................................................................10

Submission of Proposal ......................................................................................................................10

Proposal Evaluation............................................................................................................................10

Finalize Contractual Agreements........................................................................................................10

Contract Awards .................................................................................................................................11

Protest Deadline..................................................................................................................................11

C. GENERAL REQUIREMENTS ................................................................................................................11

Acceptance of Conditions Governing the Procurement......................................................................11

Incurring Cost.....................................................................................................................................11

Prime Contractor Responsibility.........................................................................................................11

Subcontractors/Consent ......................................................................................................................11

Amended Proposals ............................................................................................................................12

Offeror’s Rights to Withdraw Proposal ..............................................................................................12

Proposal Offer Firm............................................................................................................................12

Disclosure of Proposal Contents.........................................................................................................12

No Obligation .....................................................................................................................................12

10. Termination ........................................................................................................................................13

11. Sufficient Appropriation.....................................................................................................................13

12. Legal Review......................................................................................................................................13

13. Governing Law...................................................................................................................................13

14. Basis for Proposal...............................................................................................................................13

15. Contract Terms and Conditions ..........................................................................................................13

16. Offeror’s Terms and Conditions.........................................................................................................14

17. Contract Deviations ............................................................................................................................14

18. Offeror Qualifications.........................................................................................................................14

19. Right to Waive Minor Irregularities ...................................................................................................14

20. Change in Contractor Representatives................................................................................................14

21. Notice of Penalties..............................................................................................................................14

22. County Rights.....................................................................................................................................14

23. Right to Publish ..................................................................................................................................15

24. Ownership of Proposals......................................................................................................................15

25. Confidentiality ....................................................................................................................................15

26. Electronic mail address required ........................................................................................................15

27. Use of Electronic Versions of this RFP ..............................................................................................15

28. Campaign Contribution Disclosure Form...........................................................................................15

29. Letter of Transmittal...........................................................................................................................15

30. Disclosure Regarding Responsibility..................................................................................................16

31. New Mexico/Native American Resident Preferences.........................................................................17

TC FY25-26-006//November 24, 2025

III. RESPONSE FORMAT AND ORGANIZATION ............................................................................................18

A. NUMBER OF RESPONSES ....................................................................................................................18

B. NUMBER OF COPIES.............................................................................................................................18

C. PROPOSAL FORMAT ............................................................................................................................19

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

A. INFORMATION ......................................................................................................................................21

B. MANDATORY REQUIREMENTS .........................................................................................................21

C. DESIRABLE SPECIFICATIONS............................................................................................................22

V. EVALUATION ................................................................................................................................................23

A. EVALUATION POINT SUMMARY ......................................................................................................23

B. EVALUATION FACTORS: MANDATORY REQUIREMENTS..........................................................23

Campaign Contribution Disclosure Form...........................................................................................23

Letter of Transmittal Form .................................................................................................................23

Conflict of Interest Affidavit ..............................................................................................................23

Capability and Agreement to Perform – Statement of Concurrence...................................................23

Debarment Certification .....................................................................................................................23

Federal Clauses...................................................................................................................................23

Technical Competence and Specialized Experience (200 Points) ......................................................24

Quality Assurance and Completeness of Proposal (200 Points).........................................................24

Cost Response Form (300 Points) ......................................................................................................24

EVALUATION FACTORS: DESIREABLE REQUIREMENTS .....................................................24

Experience with Government Processes (200 Points) ........................................................................24

Organizational References (150 Points) .............................................................................................24

D. EVALUATION PROCESS ......................................................................................................................25

APPENDIX A .............................................................................................................................................................26

ACKNOWLEDGEMENT OF RECEIPT FORM

APPENDIX B..............................................................................................................................................................27

CAMPAIGN CONTRIBUTION DISCLOSURE FORM

APPENDIX C..............................................................................................................................................................30

DRAFT CONTRACT

APPENDIX D .............................................................................................................................................................43

COST RESPONSE FORM

APPENDIX E ..............................................................................................................................................................44

LETTER OF TRANSMITTAL FORM

APPENDIX F ..............................................................................................................................................................45

CONFLICT OF INTEREST STATEMENT

APPENDIX G .............................................................................................................................................................46

DEBARMENT CERTIFICATION

APPENDIX H .............................................................................................................................................................47

FEDERAL CLAUSES

APPENDIX I ...............................................................................................................................................................53

ORGANIZATIONAL REFERENCE QUESTIONNAIRE

TC FY25-26-006//November 24, 2025

I. INTRODUCTION

A. PURPOSE OF THIS REQUEST FOR PROPOSALS

The County of Torrance, State of New Mexico, on behalf of the Torrance County Board of

County Commissioners, seeks sealed proposals from qualified parties to upgrade and program a

total of fifty (50) handheld portable radios. Thiry-seven (37) Harris XL-200 and thirteen (13)

Kenwood VP8000 radios to be compatible with the State DTRS System. This will include 7/800

MHz, P25 Phase II Trunking, and P25 Link Layer Authentication, with possible channel

encryption. Purchase, install, and program up to eighty-seven (87) mobile radios, twenty-five

(25) handheld radios, and six (6) base stations to be compatible with the State 700 DTRS Radio

System, to include: 7/800 MHZ, P25 Phase II Trunking, P25 Link Layer Authentication. Radios

must be a brand/model that has previously been certified through New Mexico Department of

Information Technology.

This project will comply with New Mexico Department of Information Technology and State

Homeland Security Grant Program Guidelines.

B. BACKGROUND INFORMATION

To allow for interoperability with mutual aid partners at the local, state, and federal level; to

increase first responder safety, due to the multiple “dead spots” for radio communications in the

County; to improve election security, by improving communication between law enforcement

and Torrance County Dispatch Center.

C. SCOPE OF PROCUREMENT

Due to limited resources and capabilities, Torrance County will utilize a contractor for the

upgrade. The contractor will be responsible to the Torrance County Emergency Manager,

Samantha O’Dell, throughout the upgrade process and will maintain management of the project

until completion. The contractor will be responsible for providing documentation for grant

management, to include quarterly progress reports, reimbursements for contractual fees, and

milestones achieved in the project.

This RFP will be a single award.

This procurement will result in a contractual agreement between two parties; the procurement

may ONLY be used by these two parties exclusively.

D. CHIEF PROCUREMENT OFFICER

Torrance County has assigned a Chief Procurement Officer who is responsible for the conduct

of this procurement whose name, address, telephone number and e-mail address are listed below:

Name:

Address:

Telephone:

Email:

Kristin Saavedra, Chief Procurement Officer

205 S. Ninth St. / PO Box 48, Estancia, NM 87016

505-544-7420

ksaavedra@tcnm.us

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

Chief Procurement Officer. Offerors may contact ONLY the Chief Procurement Officer

regarding this procurement. Other County employees and/or Evaluation Committee members

do not have the authority to respond on behalf of the County.

TC FY25-26-006//November 24, 2025

2. Protests of the solicitation or award must be submitted in writing to the Protest Manager

identified in Section II.B.13. As a Protest Manager has been named in this Request for

Proposals, pursuant to §13-1-172, NMSA 1978 and 1.4.1.82 NMAC, 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. Protests submitted or delivered to the Chief Procurement Officer will

NOT be considered properly submitted.

E. PROPOSAL DELIVERY

All deliveries of proposals via express carrier, courier or hand delivery, must be addressed

and submitted as follows:

All deliveries of proposals via express carrier, courier or hand delivery, must be addressed and

submitted as follows:

Name: Kristin Saavedra

Reference RFP Name: RFP #TC FY25-26-006 Torrance County Various Departments

Mobile/Portable Radio Upgrade

Address: 205 S. Ninth St. / PO Box 48, Estancia, NM 87016

F. DEFINITION OF TERMINOLOGY

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

appropriate abbreviations:

1. “Award” means the final execution of the contract document.

2. “Board of County Commissioners” (also “BCC”) means the elected board in whom all

powers of the County are vested and who are responsible for the proper and efficient

administration of County government.

3. “Business Hours” means weekdays (Monday – Thursday) 7:30 AM through 5:30 PM

MST/MDT, whichever is in effect on the date given.

4. “Chief Procurement Officer/Procurement Officer” means any person or designee

authorized by a state agency or local public body with the responsibility, authority, and

resources to conduct the RFP procurement, make written determinations regarding the RFP

procurement, and/or enter into or administer contracts as a result of the RFP procurement.

5. “Close of Business” means weekdays (Monday – Thursday) 5:30 PM MST/MDT, whichever

is in effect on the date given.

6. “Confidential” means confidential financial information concerning Offeror’s organization

and data that qualifies as a trade secret in accordance with the Uniform Trade Secrets Act §§57-

3-A-1 through 57-3A-7, NMSA 1978,. See also NMAC 1.4.1.45. The following items may

not be labelled as confidential: Offeror’s submitted Cost response, Staff/Personnel

Resumes/Bios (excluding personal information such as personal telephone numbers and/or

home addresses), and other submitted data that is not confidential financial information or that

qualifies under the Uniform Trade Secrets Act.

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.