Project Information

Bid Title

INFORMATION TECHNOLOGY (IT) MANAGED SERVICES

Issuing Agency

Otero County

Location

New Mexico

Published Date

Nov 30, 2025

Closing Date

Dec 30, 2025

Government Level

State & Local

Status

Closed

Ref. #

26-004

Original Source

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Project Description

Bid Number:	26-004
Bid Title:	INFORMATION TECHNOLOGY (IT) MANAGED SERVICES
Category:	Bids/RFP's
Status:	Open

Publication Date/Time: 11/29/2025 12:00 AM Closing Date/Time: 12/30/2025 2:00 PM Related Documents: RFP 26-004 IT MANAGE SERVICES

Attachment Preview

OTERO COUNTY

REQUEST FOR PROPOSALS (RFP)

Information Technology (IT) Managed

Services

NM Commodity Code(s): 92066

RFP NO. 26-004

December 30, 2025

TABLE OF CONTENTS

NO.

PAGE

I.

ADVERTISEMENT .......................................................................................................4

II.

INTRODUCTION ...........................................................................................................5

A. PURPOSE OF THIS REQUEST FOR PROPOSAL……………………… ........5

B. SCOPE OF WORK................................................................................................5

C. INSURANCE REQUIREMENTS.........................................................................8

D. PROCUREMENT MANAGER ...........................................................................8

E. DEFINITION OF TERMINOLOGY.....................................................................9

III.

CONDITIONS GOVERNING THE PROCUREMENT...............................................11

A. SEQUENCE OF EVENTS ..................................................................................11

B. EXPLANATION OF EVENTS...........................................................................12

1. Issuance of RFP ................................................................................................12

2. Pre-Proposal Conference..................................................................................12

3. Acknowledgement of Receipt Form Due .........................................................12

4. Deadline to Submit Additional Written Questions ..........................................12

5. Response to Written Questions ........................................................................12

6. Submission of Proposals ..................................................................................13

7. Proposal Evaluation..........................................................................................13

8. Selection of Finalists ........................................................................................13

9. Best and Final Offers from Finalists (If applicable).........................................14

10. Oral Presentations by Finalists (If applicable) ...............................................14

11. Contract Negotiations.....................................................................................14

12. Contract Award ..............................................................................................14

13. Right to Protest...............................................................................................14

C. GENERAL REQUIREMENTS ...........................................................................15

1. Acceptance of Conditions Governing the Procurement.................................15

2. Incurring Cost ................................................................................................15

3. Prime Contractor Responsibility ....................................................................15

4. Subcontractors................................................................................................15

5. Amended Proposals........................................................................................15

6. Offerors’ Rights to Withdraw Proposal .........................................................16

7. Proposal Offer Firm .......................................................................................16

8. Disclosure of Proposed Contents ...................................................................16

9. No Obligation.................................................................................................16

10. Termination....................................................................................................16

11. Sufficient Appropriation ................................................................................17

12. Legal Review .................................................................................................17

13. Governing Law ..............................................................................................17

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14. Basis for Proposal ..........................................................................................17

15. Contract Terms and Conditions .....................................................................17

16. Contract Deviations .......................................................................................17

17. Offeror Qualifications....................................................................................17

18. Right to Waive Minor Irregularities ..............................................................18

19. Change in Contractor Representatives ..........................................................18

20. Notice.............................................................................................................18

21. County Rights ................................................................................................18

22. Right to Publish .............................................................................................18

23. Ownership of Proposals ...............................................................................18

24. Electronic Mail Address Recommended .......................................................19

25. Preference in Procurement by Otero County.................................................19

IV.

RESPONSE FORMAT AND ORGANIZATION ........................................................21

A. NUMBER OF RESPONSES...............................................................................21

B. NUMBER OF COPIES .......................................................................................21

C. PROPOSAL FORMAT .......................................................................................21

1. Proposal Organization ...............................................................................21

2. Letter of Transmittal..................................................................................22

V.

SPECIFICATIONS .......................................................................................................23

A. INFORMATION .................................................................................................23

1. Time Frame ...............................................................................................23

B. EVALUATION CRITERIA ................................................................................23

1. Introduction ...............................................................................................23

2. Technical Competence and Experience ....................................................23

3. Evidence of Understanding Scope of Work ..............................................23

4. Capacity and Capability ............................................................................24

C. COST PROPOSAL .........................................................................................24

VI.

EVALUATION OF PROPOSALS ...............................................................................24

A. EVALUATION SCORING.................................................................................24

B. EVALUATION PROCESS .................................................................................25

APPENDICES

A. Acknowledgement of Receipt Form....................................................................26

B. Campaign Contribution Disclosure Form............................................................27

C. Resident Veterans Preference Certification .........................................................30

D. Non-Collusion-Disbarment…………………………………………………….31

E. Cost Proposal .......................................................................................................32

F. Sample Agreement ..............................................................................................33

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I. ADVERTISEMENT

OTERO COUNTY

State Legislative Lobbyist Services

RFP NO. 26-002

Otero County requests proposals from qualified vendors or firms to provide Information

Technology (IT) managed infrastructure and network services across 9 locations. The awarded

vendor will be able to work effectively with Otero County to make the IT System a compatible and

seamless process to the end user. The overall goal is to procure a comprehensive, reliable, timely

pro-active IT management and support system that will promote the mission of Otero County in

serving its residents.. All proposals submitted shall be valid for ninety (90) days subject to action

by the County. Otero County reserves the right to reject any and all proposals in part or in whole.

All proposals must be received by 2:00PM on Tuesday December 30, 2025, at the Otero County

Purchasing Division, 1101 New York Ave, Alamogordo, NM 88310. Building hours are Monday

– Thursday 7:00 AM – 6:00 PM.

By submitting a proposal for the requested services, each Offeror is certifying that it is a qualified

firm and its proposal complies with the requirements stated within the Request for Proposals.

There will be a pre-proposal conference. If you have any questions concerning this RFP, please email

Wendy Robinson, Procurement Manager at wrobinson@co.otero.nm.us no later than December 18,

2025.

EQUAL EMPLOYMENT OPPORTUNITY: All qualified Offerors will receive consideration of

contract(s) without regard to race, color, religion, sex or national origin, ancestry, age, physical and

mental handicap, serious medical condition, disability, spousal affiliation, sexual orientation or gender

identity.

Request for Proposals will be available by contacting Wendy Robinson, Procurement Manager,

1101 New York Ave, Rm 118 Alamogordo, NM 88310, or by telephone at (575) 434-0710 or on

our website at https://co.otero.nm.us

PROPOSALS RECEIVED AFTER THE DATE AND TIME SPECIFIED ABOVE WILL NOT

BE CONSIDERED AND WILL BE REJECTED BY OTERO COUNTY.

Otero County

Published 11/29/2025 ADN

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II. INTRODUCTION

A. PURPOSE OF THIS REQUEST FOR PROPOSAL

Request for Proposals for an independent Information Technology provider to complete

and oversee the work of the department by providing management, administration, and

support of the university’s information technology systems including but not limited to the

following:

• Monitoring, managing, and supporting on premise network, associated devices, and

applications.

• Provide experienced staff at all levels of IT services

• Develop and maintain response and resolution scheduling and timeline plan

• Hardware maintenance and replenishment

• System Maintenance and Administration

• Hardware and software purchasing planning and assistance

• Provide monthly and annual management data to client

• Server recovery and business continuity solutions and software

• Strategic planning, budgeting, and project management

• Assistance with technical best practices and compliance

IT ORGANIZATION

Currently, Otero County has an IT staff of four people.

B. SCOPE OF WORK

Otero County is requesting proposals to provide Information Technology (IT) managed

infrastructure and network services across approximately nine locations. Primary services will

include management of Otero County’s networks and servers. The awarded Vendor will

provide hardware support (server, desktop/laptop, tablets), anti-virus/malware

solutions/EDR/SIEM, IT networking, software support, helpdesk, back-ups, remote access and

on-site support, website management support, problem-solving, email maintenance and

support, inventory control and management (hardware and software), connectivity issues,

security, and disaster recovery. Additional services may include consultation for special IT

projects; assistance with equipment purchases; and other general end user support as needed.

To accomplish this, it is expected that the winning Vendor will be able to work effectively

with other Otero County to make the IT System compatible, and seamless process to the end

user. It is also expected that the winning Vendor will assist management with long-term

planning to keep systems current and functional in the most cost-effective manner possible.

5

Commodity Codes

• NAICS 541511Custom Computer Programming Services
• NAICS 541512Computer Systems Design Services
• NAICS 541513Computer Facilities Management Services
• NAICS 541519Other Computer Related Services

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