GOVERNANCE CONSULTANT

Agency:	Otero County
State:	New Mexico
Type of Government:	State & Local
Category:	R - Professional, Administrative and Management Support Services
Posted:	Feb 26, 2024
Due:	Mar 25, 2024
Publication URL:	To access bid details, please log in.

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REQUEST FOR PROPOSAL (RFP)

GOVERNANCE CONSULTANT FOR TULAROSA BASIN REGIONAL

DISPATCH AUTHORITY

RFP # 24-016

NIGP CODE #91820, 91821, 91849, 91858, 91866, 91883, 91887

BID DEADLINE: TUESDAY MARCH 25, 2024

@ 2:00 P.M.

PROCUREMENT AGENT WENDY ROBINSON

THE COUNTY OF OTERO IS REQUESTING COMPETITIVE SEALED BIDS FOR THE

FOLLOWING GOODS OR SERVICES:

TITLE:

RFP NO:

OPEN:

GOVERNANCE CONSULTANT FOR TBRDA

24-016

March 25, 2024 @ 2:00 PM

FOR ADDITIONAL INFORMATION CONTACT:

WENDY ROBINSON PURCHASING AGENT

PHONE: (575) 434-0710

THE OFFICE OF THE PURCHASING AGENT COUNTY OF OTERO, WILL RECEIVE

COMPETITIVE SEALED BIDS FOR THE GOODS OR SERVICES DESCRIBED IN

THIS BID AT:

VIA MAIL

OTERO COUNTY PURCHASING

1101 NEW YORK AVE. Room 118

ALAMOGORDO, NN 88310

HAND CARRIED

PURCHASING OFFICE

1101 NEW YORK AVE, Room 118

ALAMOGORDO, NM 88310

ANY BIDS RECEIVED AFTER BID OPENING DATE/TIME WILL BE RETURNED UNOPENED.

NOTE:

USE OF THE MAIL SERVICE IS AT YOUR OWN RISK FOR PROPER DELIVEY

ENVELOPE PREPARATION: THE ENVELOPE/PACKAGE

CONTAINING THREE (3) PROPOSAL COPIES AND ONE (1) ORIGINAL

MUST BE SEALED AND THE FOLLOWING IDENTIFYING

INFORMATION LEGIBLY WRITTEN OR TYPED ON THE OUTSIDE.

1). NAME OF BIDDER

2). BID NUMBER ASSIGNED BY THE COUNTY TO THE INVITATION

FOR BIDS

3). OPENING DATE AS IDENTIFIED ON THE BID OR SUBSEQUENT

ADDENDA

NO OTHER METHODS OF BID DELIVERY: NEITHER

TELEPHONE, TELEGRAPHIC, OR FACSIMILE BID SHALL BE

ACCEPTED

PART I – PROPOSAL INSTRUCTIONS

PROPOSAL INSTRUCTIONS AND PROCUREMENT INFORMATION

PROCUREMENT MANAGER CONTACT

Any inquiries or requests regarding this procurement should be submitted in

writing to the Purchasing Agent listed below. Offerors may contact ONLY the

Purchasing Agent regarding the procurement. Inquiries and requests made to other

county staff will not be responded to. All responses will be in writing and will be

distributed to all potential Offerors who receive a copy of this Request for

Proposals.

DUE DATE - Proposals will be received at the office of the Otero County

Procurement Officer prior to March 25, 2024 at 2:00 P.M. (Local time) at which

time the proposals will be opened and recorded as received. The sealed envelope

containing the completed proposal must be marked with the RFP Title and RFP

Number and delivered to:

Wendy Robinson Purchasing Agent

Otero County Purchasing

1101 New York Ave.

Alamogordo, New Mexico 88310

Telephone:

Fax:

E-mail

(575) 434-0710

(575) 443-2904

wrobinson@co.otero.nm.us

CONTACT WITH COUNTY OF OTERO OFFICIALS OR STAFF MEMBERS

Prior to, and after submittal of proposal, prospective Offerors shall not make contact with any

official or staff member regarding this RFP, other than contact the Purchasing Agent.

All proposals not received by the Submission Date shall be rejected and returned

unopened.

The County intends to award to the highest ranking firm to meet its need for services

based upon the criteria herein.

Issuance of RFP

County Purchasing

02/25/2024

Pre-Proposal Conference

County and Offeror

Questions TO BE IN BY

Offeror

03/14/2024 @ 5:00 PM

Answers TO BE OUT BY County Purchasing

03/18/2024 @ 5:00 PM

Submission of Proposal

Offeror

03/25/2024 @ 2:00 PM

*Offeror Interviews

Evaluation

TBD

Committee/Offeror

County Commission

County Commissioners

Approval

Contract Execution

County and Contractor

*The Evaluation Committee may interview the Offeror(s) of the top rated proposals;

however, a contract may be awarded without such interviews.

This schedule is subject to change. All Offerors will be notified of schedule changes via

Addendum.

I. INTRODUCTION

A. PURPOSE OF THIS REQUEST FOR PROPOSALS

Otero County is requesting sealed bids on behalf of the Tularosa Basin Regional Dispatch

Authority from prospective Offerors to provide Governance Consultant.

SCOPE OF PROCUREMENT

Tularosa Basin Regional Dispatch Authority is a voter-approved, consolidated public

safety answering point (PSAP) for law enforcement, fire and emergency medical service

(EMS) throughout Otero County, New Mexico. Tularosa Basin Regional Dispatch

Authorities mission is to provide 911 emergency and non-emergency communications

services to our public safety partner agencies and community so they can both deliver and

experience a safe, accurate, and timely response. The Agency serves its partner agencies

through the provision of 24-hour emergency communications, records management,

information technology, and administration services. The Agency is governed by a 10-

member Board of Directors of elected officials.

Tularosa Basin Regional Dispatch Authority is seeking a company to perform functions

related to human resources, cost sharing analysis, governance body, budgetary

processes, any organizational challenges, hereinafter referred to as Enterprise

Resource Planning (ERP). The purpose of this RFP is to solicit proposals for the most

appropriate agency that meets the Agency’s needs, including implementation services.

Respondent submittals will be comprised of a detailed proposed solution that meets the

Agency’s requirement. The Agency will select the successful proposal based upon several

evaluation factors: including features as outlined in the RFP, effective integration of

modules, company stability, conversion, implementation, and price. The Agency reserves

the right to reject any or all proposals as well as issue a new RFP.

TERM OF CONTRACT

This Request for Proposal is to contract on a yearly basis with the option to renew the

contract annually for a maximum of four (4) years upon satisfactory completion of the

Scope of Services. This contract may be terminated in writing by either party 30 days

prior to the expiration of the initial contract or the current renewal term.

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

to the Procurement Manager. Offerors may ONLY contact the Procurement Manager

regarding this procurement. Other state employees or Evaluation Committee members

do not have the authority to respond on behalf of the SPD. ONLY protests delivered

directly to the Purchasing Agent 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 Agent be considered properly submitted.

II. CONDITIONS GOVERNING THE PROCUREMENT

This section of the RFP contains the schedule, description and conditions

governing the procurement.

B. EXPLANATION OF EVENTS

The following paragraphs describe the activities listed in the sequence of events shown

in Section II. A., above.

1. Issuance of RFP

This RFP is being issued on behalf of the Tularosa Basin Regional Dispatch

Authority.

2. Acknowledgement of Receipt

Potential Offerors may e-mail, hand deliver, return by facsimile or registered or

certified mail the "Acknowledgement of Receipt of Request for Proposals

Form" that accompanies this document, APPENDIX A, to have the offeror

placed on the procurement distribution list. The form should be signed by an

authorized representative of the offeror, dated and returned to the Procurement

Manager by 4:00 pm MST or MDT on 00/00/19.

The procurement distribution list will be used for the distribution of written

responses to questions.

3. Deadline to Submit Written Questions

Potential Offerors may submit written questions to the Procurement Manager

as to the intent or clarity of this RFP until March 14, 2024 at 5:00 pm

Mountain Standard Time/Daylight Time as indicated in the sequence of events.

All written questions must be addressed to the Procurement Manager as

declared in Section I, Paragraph D. Questions shall be clearly labeled and shall

cite the Section(s) in the RFP or other document which form the basis of the

question.

4. Response to Written Questions

Written responses to written questions will be distributed as indicated in the

sequence of events to all potential Offerors whose name appears on the

procurement distribution list. An e-mail copy will be sent to all Offeror’s

that provide Acknowledgement of Receipt Forms.

This is the opportunity summary page. You are currently viewing an overview of this opportunity and a preview of the attached documentation. For more information, please visit the Publication URL Web page.

Bid Number:	24-016
Bid Title:	GOVERNANCE CONSULTANT
Category:	Bids/RFP's
Status:	Open

GOVERNANCE CONSULTANT

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