This is a service / maintenance or supply contract in Los Alamos, New Mexico. Contact the soliciting agency for additional information.

Summary of Work Incorporated County of Los Alamos Bid Number: IFB25-17 Renovation of Athletic Fields This project is issued by and under the control of The Incorporated County of Los Alamos. The contracting office is the Community Services Department. The location of the project is in the County of Los Alamos, New Mexico. Part 1 Annual Job Orders for Each Project Year A. Due to scheduling restrictions for use of the fields, the County intends to issue annual Job Orders for each project year prior to the start of work for each project year to clearly define annual project start and completion dates. Each project year is defined below under Part 2. Job Order means a discrete assignment of each annual project as defined herein, with each Job Order capped at a not-to-exceed amount based on the awarded bid, and bid amounts tied to the Job Order called out for each project year of the bid (i.e., Base Bid 1 = Job Order 1, Base Bid 2 = Job Order 2, Add Alternate 1 = Job Order 3). Written Job Orders will include authorization to proceed and dates for substantial and final completion for each Job Order, separate from and in addition to the Contract notice to proceed and substantial and final completion dates as defined herein. Job Orders shall be governed by the Contract provisions herein. A Sample annual Job Order is attached in Section 3.4.2. Part 2 Project Scope of Work: The summary of work is as follows, but is not limited to the following: The Los Alamos County Community Services Department has fifteen (15) diamond fields and three (3) rectangle fields. These are natural grass fields that are used for softball, baseball, soccer, lacrosse, rugby, and other field sports. The fields have reached an age where the need to grade and recondition the dirt areas, grade and returf the turf areas, and adjust the irrigation is required to extend the life of the fields and provide a safe sporting environment. The County anticipates that each year's projects shall begin by the by the third week of May of each year as further described in Part 1 above. This project seeks to renovate eleven (11) fields, described below, over the next three years. The nature of the products makes use of a brand name or equal specification suitable for the procurement. The Deputy Chief Purchasing Officer has determined that essential characteristics of the brand described above are commonly known in the industry or trade. Use of the brand name is for the purpose of describing the standard quality, performance, and characteristics desired and is not intended to limit or restrict competition. Substantially equivalent products to those designated will be considered for award; the County reserves the right to obtain additional information from the bidder regarding technical and performance specifications of suggested alternates and final right to determination of equivalency shall be determined by the County. The Incorporated County of Los Alamos ("County") reserves the right, in its sole discretion, to accept any bid and to reject any or all bids. Bids are invited from all responsible bidders. Bid Award October 8, 2024 Pre-Construction Meeting May 5, 2025 May 4, 2026 May 3, 2027 Contract Notice to Proceed May 19, 2025 Job Order Start Dates May 19, 2025 May 18, 2026 May 17, 2027 Job Order Substantial Completion Dates August 31, 2025 August 31, 2026 August 31, 2027 Job Order Final Completion Date September 30, 2025 September 30, 2026 September 30, 2027 Contract Substantial Completion Date August 31, 2027 Contract Final Completion Date September 30, 2027 Copies of Bid Documents and Addenda will be made available for review wherever Solicitation Documents are on file for that purpose. Hard copies may be made available provided advance payment is made to the Office of the Purchasing Officer. Bid details can be found online. The body of the email must contain enough information for the identity of the Bidder to be clear, including company name, name of person sending the email, and contact information including email address and phone number. Only emails with Bids received in the lacbid@lacnm.us email box, will be reviewed. Bids submitted by email will be opened only after the closing date and time stated in the solicitation document. Paper Form Submission: Sealed bids, submit one (1) unbound original and one (1) copy, subject to the conditions set forth in the Instructions to Bidders and in the other Solicitation Documents, will be received at the office of the Los Alamos County Purchasing Officer, 101 Camino Entrada, Building 3, Los Alamos, New Mexico, and then publicly opened for the following project: Incorporated County of Los Alamos Invitation for Bids Number: IFB25-17 Renovation of Athletic Fields Bid security in the amount of five percent (5%) of the bid must accompany the bid. Such cash, certified checks or bid bonds will be returned to all except the three finalist bidders within three days after the opening of bids. The remaining cash, checks and bid bonds will be returned promptly after the County and the accepted Bidder have executed the contract, or if no award has been made within sixty (60) days after the date of the opening of bids, upon demand of the bidder at any time thereafter, so long as Bidder has not been notified of the acceptance of Bidder's bid. In submitting their Bid Bond, it is not mandatory that Bidders use the Bid Bond form provided in the packet. The County strongly encourages all Contractors to use this form, but if the contractor elects not to use it, the Bid Bond must be submitted on a form acceptable in the construction industry and approved by the County Project Manager in advance of the bid due date. This conference is held to answer questions from the prospective bidders as well as familiarize bidders with the project. Questions regarding the meaning of plans, specifications or other documents related to the project should be submitted in writing prior to the pre-bid conference. The County will preside over the pre-bid conference and provide for the recording and distribution of minutes. The pre-bid conference will include, but not be limited to the following: 1. Discussion of schedule for procurement, progress, values for progress payments and submittals. 2. Critical work sequencing and priorities. 3. Use of construction site premises, storage areas, office areas, security, cleaning, and County's needs. 4. Transmittal, review, and distribution of submittals. 5. Field decision process. 6. Maintain recorded documents. 7. Public Information. Question Deadline 09/07/2024. Questions and interpretations of the bid shall be addressed to: Wendy Parker Community Services Department 101 Camino Entrada, Building 5 Los Alamos, New Mexico 87544 Phone Number: 505-709-5955 Email: wendy.parker@lacnm.us Any questions must be received in writing at least six (6) days prior to the date fixed for the opening of bids. Failure of any bidder to receive any addendum or interpretation shall not relieve such bidder from any obligation under its bid as submitted. All addenda so issued shall become part of the solicitation documents. The County reserves the right to issue addenda to the solicitation documents including construction specifications and plans during the advertising period as provided in the solicitation documents. Bidders are responsible for determining if any addenda have been issued. The terms, bid and solicitation are interchangeable. Also, the terms of the contract and agreement are interchangeable.