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

Subject line of the email must contain the following information: RESPONSE - RFP25-37 Guaje Pines Cemetery Master Plan Alternatively, paper form submissions may be submitted as follows: 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 County Procurement Office - 101 Camino Entrada, Building 3, Los Alamos, NM 87544, until 2:00 p.m. Mountain Time, January 7, 2025, for this solicitation. 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 No Proposal may be withdrawn after the scheduled closing time for receipt of proposals. All forms of bribes, gratuities, and kickbacks are prohibited by state law. Contact details Jaime Kephart 505.709.5503 505.662.8191 jaime.kephart@lacnm.us CONTACT INFORMATION For procurement documents and process, project-specific information, or to submit written questions, contact the following and include all contacts listed on all correspondence sent via email: o Jaime Kephart, Contract Manager, at jaime.kephart@lacnm.us or (505)709-5503. o Wendy Parker, Parks Superintendent and Project Manager, at wendy.parker@lacnm.us . As an additional courtesy to interested parties, this RFP and related documents may also be downloaded from the County's website. NEED STATEMENT The Incorporated City and County of Los Alamos ("County") is seeking a professional consulting firm to develop a comprehensive Cemetery Master Plan for the approximately 9-acre Guaje Pines Cemetery and associated facilities in Los Alamos, New Mexico, focusing on the remaining thirty-percent (30%) of unplanned land. The Cemetery Master Plan will incorporate the design and planning for a columbarium section, memorial wall, and additional planned sections for plots with the goal to provide a long-term vision that meets the needs of the Los Alamos community while preserving the cemetery's aesthetic, functional, and cultural values. BACKGROUND 1) General Background Information. Los Alamos County is approximately 109 square miles with only approximately 11 square miles of County controlled land. Much of this land is preserved as open space and parks, approximately 4,750 acres, about 65% of the controlled space. The remainder of the County is under US National Forest, US National Park, and Department of Energy (Los Alamos National Laboratory) control. The County has two distinct population centers: Los Alamos Townsite and White Rock. Visit the Los Alamos County website and the tourism website for more information. 2) Background Information Related to the Scope of Services. The Guaje Pines Cemetery is approximately 9 acres of memorial garden cemetery, as illustrated in Exhibit F, that currently has typical grave sites and two installed columbarium, two more columbarium ordered to arrive in 2025, and maintenance facility and material storage areas (the "Cemetery"). The Cemetery is owned, operated and maintained by the County. The Cemetery is adjacent to Rendija Canyon on the northeast side of the townsite. a) The need for the Cemetery Master Plan has several key elements: i) Space limitations, the Cemetery is fast approaching capacity for full burials; ii) Limited area for expansion; iii) Additional space for columbarium; and iv) Best use of the remaining limited property for internment and perpetual care. b) County residents and visitors value the outdoors and the opportunities presented there. For many, quality of life in Los Alamos County is a huge component of their daily lives, and many wish to have this as part of their final resting place. c) Quality of life is identified in the 2024 Los Alamos County Strategic Leadership Plan. This Cemetery Master Plan is intended to provide a road map to improve this property, all associated costs, and maintenance standards. SCOPE OF SERVICES (or WORK) The successful Offeror ("Consultant") will provide some or all the following services. All items necessary for the successful delivery of Services may not be included in the proposed Scope of Services herein. Offerors are expected to identify and highlight in their Proposal any deviations or modifications to the proposed Scope of Services that may be deemed necessary or might aid in successfully implementing and delivering Services. 1) General: Consultant will provide services to collect and assess Los Alamos community and potentially affected interest input and complete a Cemetery Master Plan (the "Plan") for the future use, internment and perpetual care of the Cemetery. The specific area to be assessed is included herein for informational purposes as Exhibit F. 2) Comprehensive Cemetery Master Plan: Provide a single comprehensive Cemetery Master Plan to include, the following: a) Safety and Accessibility Assessment: Consultant will conduct a thorough inventory of all safety issues within the Cemetery and identify areas of non-compliance with the Americans with Disabilities Act ("ADA") within the Cemetery. Focus areas include entry points, egress to existing structures, sidewalks, amenities, parking, and any other areas recommended by the Consultant. b) Site Analysis and Existing Conditions: Conduct a detailed site assessment, including topography, soil, drainage, section signage and climate considerations. c) Evaluation of Existing Spaces: Evaluate existing spaces, structures, physical conditions, and functionality. d) Columbarium Section: Develop a design for a columbarium area, including the number of niches, materials, and layout. The Cemetery has two current columbaria located on the northside of the circle. e) Memorial Wall: Plan and design a memorial wall that can accommodate inscriptions for individuals desiring to memorialize a loved one or family member. f) Planned Plot Sections: Design additional sections for future burial plots, optimizing space while preserving accessibility and landscaping. g) Sustainability: Incorporate sustainable and environmentally friendly practices in the design, including xeriscaping to accommodate the desert climate. h) Irrigation: The design of new irrigation system is not part of the scope of this project, the Consultant shall provide an assessment of irrigation systems based on the age and performance. The Consultant shall provide general recommendations and best practices for the future design of cemetery irrigation systems. i) Determine what professional services are needed to repair or replace the irrigation system. ii) Research opportunities to reduce water consumption. i) Review and Recommendations for the Maintenance Building: Review the existing location of the maintenance building and provide other options for location on the property. j) Community Engagement: Integrate feedback from the local community to ensure the design reflects their needs and expectations. k) Recommendation of Additional Amenities: Recommendation of additional amenities or space use that support reflection and memorial areas. l) Signage Identification. Identification of any signage location requirements for all items in the Cemetery. m) Regulatory and Permitting Considerations: Review and ensure compliance with all applicable local, state, and federal regulations. n) Phasing and Implementation Plan: Develop a phased implementation plan, outlining a realistic timeline for completion. o) Cost Estimates: Cost estimates for construction items noted in the plan. 3) Project Initiation: Consultant will, within ten (10) business days from the Effective Date of the Agreement, or within a timeframe proposed in Consultant's RFP response and agreed to by County, schedule an in-person kick-off meeting with the County's designated Community Development Department staff ("Project Team"), as determined by the Community Services Director or designee ("Project Manager") at a date, time, to be agreed upon by both Parties. a) In preparation for, and prior to the kick-off meeting, the Consultant shall review the Code Sections identified below and related plans, studies, and information, which include, but are not limited to the following: i) Code Sections Identified by County Requiring Consultant Assessment: (1) Chapter 16 - Development, and specifically, Article I, Division 5 and Division 6. (2) Chapter 18 - Environmental. This chapter governs the eventual code compliance plan ii) Related Plans and Studies: (1) ADA Audit Transition Plan for the Guaje Pines Cemetery b) As part of the kick-off meeting, the Parties shall, at a minimum: i) Establish a mutually agreed upon Project Schedule to accomplish key tasks with durations for each task conforming substantially to the Consultant's Proposed Project Plan and Schedule. The Project Plan and Schedule shall include, at a minimum, the Consultant's anticipated need for travel to Los Alamos, due dates for deliverables, and Project milestones. ii) Review the scope of work and identify any Project issues to be addressed in the course of the Project. iii) Establish communication protocols, meeting frequency, and meeting format, with meetings occurring either in-person or online in a virtual format. iv) Identify document format and data transfer methods between Consultant and Project Team related to the performance of the Agreement. 4) Project Management: Consultant will perform the following project management duties. a) Project Documentation and Meeting Materials: Consultant will: i) Produce agendas, meeting materials, and provide notes for all calls and meetings, and shall be responsible for preparing, organizing, and maintaining documents created in service of this Agreement. All notes shall be prepared in typed form and furnished electronically to the Project Manager within five (5) business days after the date of the meeting, throughout the term of the Agreement. ii) In coordination with County staff, identify and collect the required data that shall be necessary to complete the Cemetery Master Plan. b) Project Reports. Consultant will provide the Project Manager with a monthly Project Status report that includes a summary of accomplishments by task, Project assessment, and deliverables for the reporting period in the form mutually agreed upon by County and Consultant. c) Site Visits. Consultant will coordinate with County staff a time and date to come on-site to do a visual inspection of the Cemetery within ten (10) business days of the Kickoff Meeting to gather information and evaluate critical and sensitive areas, which will aid in the development of the Plan design development. d) Presentations and Approvals: In coordination with the County obtain input from potentially affected interest groups and the Community by leading and participating in two (2) community listening sessions to gather ideas. The information from these listening sessions will be the basis for two (2) conceptual plans for proposed improvements to the area for community input: e) Following listening sessions and development of a preliminary phased renovation plan, lead and participate in up to two (2) community meetings for discussion of concepts. While in-person meetings are desired we expect an online component to ensure greater access to the process, online meetings may be planned if necessary. Please provide line-item costs for up to three (3) more 2-hour public meetings. Provide individual costs for in-person and virtual meetings. f) Prepare two (2) graphic designs of conceptual elements for display at community meetings. g) Make presentations, gather feedback, and share results with County staff and potentially affected interest groups. h) Use the feedback from the public input sessions and staff to develop a preliminary phased renovation plan concept for the area. The plan should include: i) A phased approach with estimated cost for construction. ii) Prioritized areas for development, accompanied by rationale. i) Identify short-term and long-term maintenance recommendations to include: i) Estimated annual effort and cost of staff maintenance. ii) Long-term maintenance management as if operated by staff, volunteers, and Consultants. j) The preliminary conceptual plan from this feedback will be presented to the Parks and Recreation Advisory Board. 5) Final Plan. Following a presentation to the Parks and Recreation Advisory Board, Consultant will provide a final Plan with the summary of public feedback, conversations, and final renderings with estimated cost at the time of completion to County staff for review. a) Upon approval of final plan by County staff, Consultant will present the final Plan to the County Council, at a meeting held at a date, time, location, and in a format to be determined. Consultant will attend Council meetings remotely if they are held in a virtual format, or if requested by County, shall attend these meetings on-site if they are held in an in-person format, fees for which will be charged at the rates proposed in Consultant's RFP response. b) Consultant will attend additional Council meetings and/or Planning Commission meetings as needed and requested by County, should County identify the need for revisions or further analysis or clarification prior to Council considering adoption of any recommendations. Offerors are asked to include in their Proposals all such related costs, including costs for additional professional time and travel, for additional unknown revisions, analysis, or meetings, held either virtually or in-person. 6) Additional or Optional Services. Consultant understands and agrees that County governing bodies may request additional edits, revisions, or public input in addition to what is provided in the Agreement. The parties will work in good faith to amend the Project Schedule and/or compensation, if applicable or as may be authorized, to accommodate the additional requests by the governing bodies. If such changes increase costs of the Project beyond the not-to-exceed compensation amounts provided herein, such an increase must be approved and authorized by an Amendment to the Agreement. 7) Software. Consultant must identify the terms and conditions for County access to any proprietary software it may use for the purpose of file sharing or data storage of deliverables. Summary: The County is seeking a professional consulting firm to develop a comprehensive Cemetery Master Plan for the approximately 9-acre Guaje Pines Cemetery and associated facilities in Los Alamos, New Mexico, focusing on the remaining thirty-percent (30%) of unplanned land.