RFP# 23/61/P - On-call Engineering Services For Water and Wastewater Processes and Treatment | City of Santa Fe

Summary

RFP# 23/61/P - On-call Engineering Services For Water and Wastewater Processes and Treatment | City of Santa Fe Living Here Americans with Disabilities Compliance Reserve a Park or Field Senior Services Libraries Active and Archived Solicitations Tourism Santa Fe Make a Police Report Online Report Fraud, Waste & Abuse Youth and Family Services Santa Fe Trails Bus Schedule Trash & Recycling Affordable Housing Airport Recreation Complexes Solve a Problem CONNECT Parks and Open Space City Team City Manager City Clerk/Community Engagement Community Development Public Utilities Human Resources City Attorney’s Office Community Health and Safety Public Works Finance Department Press Inquiries Government Elected Officials Santa Fe Municipal Code Meetings, Minutes, and Agendas Budget Division Municipal Court Employee Salaries & Positions Office of Legislation and Policy Innovation City Charter Boards, Commissions and Committees Ordinances and Resolutions Public Records (IPRA) Staff Directory Contracts Sustainability Solarize Santa Fe Affordable Housing Water Conservation Office Tree Smart Santa Fe Green Building Codes Built for Zero Services Apply for a Job Business Licenses Trash and Recycling Parks and Open Space Parking Alert Santa Fe Solve a Problem Transit Zoning and Permits Water and Utilities Recreation Police Seniors Public Records (IPRA) Search the site Language English Spanish RFP# 23/61/P - On-call Engineering Services For Water and Wastewater Processes and Treatment | City of Santa Fe Home / City Clerk / Solicitations / RFP# 23/61/P - On-call Engineering Services For Water and Wastewater Processes and Treatment RFP# 23/61/P - On-call Engineering Services For Water and Wastewater Processes and Treatment Bid Number: 23/61/P Status: Open Open Date: 04/05/2023 Close Date: 05/09/2023 2:00pm Project ManagerJonna Leigh Stack jlstack@santafenm.gov jlstack@santafenm.gov Proposal Submission Information See attached. Description The purpose of the Request for Proposal (RFP) is to solicit sealed proposals to establish a Professional Services Contract through competitive negotiations for the procurement of On-call Engineering Services with emphasis on Water and Wastewater Treatment RFP_23.61.P_On-call_Engineering_Water_Wastewater_Processes_Treatment_FINAL_.pdf 2.0MB 23-61-P_Pre-proposal_Conference_Attendance.pdf 140KB Q_and_A_Responses_RFP_23-61-P.pdf 180KB View by Type EMERGENCY INVITATION TO BID (ITB) REQUEST FOR APPLICATIONS (RFA) REQUEST FOR PROPOSALS (RFP) SOLE SOURCE Quick Links Contact Info Search the site Report & Request Meetings and Agendas Pay Your Utility Bill Business License Building Division (Permitting) Pay A Parking Ticket Trash and Recycling Bus Schedules Recreation ADA Compliance Report Fraud, Waste & Abuse Report a Website Issue City Hall 200 Lincoln Avenue Santa Fe, New Mexico 87501 Mailing Address: City of Santa Fe PO Box 909 Santa Fe, New Mexico 87504-0909 Constituent Services 505-955-6949 Report Weapons / Violence Threats 505-428-3710 Report an Accessibility Issue Stay Up to Date Connect with Us © 2026 The Official Website of Santa Fe, New Mexico. All Rights Reserved Policies & Disclaimers --- Attachment: 23-61-P_Pre-proposal_Conference_Attendance.pdf (https://santafenm.gov/media/rfps_docs/23-61-P_Pre-proposal_Conference_Attendance.pdf) --- RFP# 23/61/P - On-call Engineering Services for Water Wastewater Processes & Treatment Pre-proposal Conference – April 12, 2023 Conference Atendance Log • Jonna Leigh Stack, City of Santa Fe • John Delmar, City of Santa Fe • Cara Nohr, Wilson and Co. • John D’ Antonio, Wilson and Co. • Ken Muller, Molzen Corbin • Ron Mosher, Molzen Corbin • John Rehring, Carollo Engineers • Richard Terry, Carollo Engineers • Tod Phinney, Souder Miller • Ashley Blackwell, HDR • Gabriel Alvarado, HDR • Chris Rodriguez, HDR --- Attachment: RFP_23.61.P_On-call_Engineering_Water_Wastewater_Processes_Treatment_FINAL_.pdf (https://santafenm.gov/media/rfps_docs/RFP_23.61.P_On-call_Engineering_Water_Wastewater_Processes_Treatment_FINAL_.pdf) --- CoSF Version 6 3.31.2022 The City of Santa Fe AND Public Utilities Department REQUEST FOR PROPOSALS (RFP) On-call Engineering Services For Water and Wastewater Processes and Treatment RFP# 23/61/P RFP Release Date: April 5, 2023 Proposal Due Date: May 9, 2023 ELECTRONIC-ONLY PROPOSAL SUBMISSION ii TABLE OF CONTENTS I. INTRODUCTION .................................................................................................................................................. 1 A. PURPOSE OF THIS REQUEST FOR PROPOSALS ............................................................................................ 1 B. BACKGROUND INFORMATION .................................................................................................................... 1 C. SCOPE OF PROCUREMENT .......................................................................................................................... 1 D. PROCUREMENT MANAGER......................................................................................................................... 2 E. PROPOSAL SUBMISSION ............................................................................................................................. 2 F. DEFINITION OF TERMINOLOGY................................................................................................................... 2 G. PROCUREMENT LIBRARY ............................................................................................................................ 5 II. CONDITIONS GOVERNING THE PROCUREMENT ................................................................................................. 6 A. SCHEDULE OF EVENTS ..................................................................................................................................... 6 B. EXPLANATION OF EVENTS ............................................................................................................................... 6 1. Issue RFP ..................................................................................................................................................... 6 2. Acknowledgement of Receipt Form ............................................................................................................ 7 3. Pre-Proposal Conference ............................................................................................................................ 7 4. Deadline to Submit Written Questions ....................................................................................................... 7 5. Response to Written Questions .................................................................................................................. 8 6. Submission of Proposal ............................................................................................................................... 8 7. Proposal Evaluation .................................................................................................................................... 8 8. Selection of Finalists ................................................................................................................................... 9 9. Oral Presentations ...................................................................................................................................... 9 10. Finalize Contractual Agreements ................................................................................................................ 9 11. Contract Awards ......................................................................................................................................... 9 12. Protest Deadline ......................................................................................................................................... 9 C. GENERAL REQUIREMENTS ............................................................................................................................. 10 1. Acceptance of Conditions Governing the Procurement ............................................................................ 10 2. Incurring Cost ............................................................................................................................................ 10 3. Prime Contractor Responsibility ............................................................................................................... 10 4. Subcontractors/Consent ........................................................................................................................... 10 5. Amended Proposals .................................................................................................................................. 10 6. Offeror’s Rights to Withdraw Proposal ..................................................................................................... 11 7. Proposal Offer Firm ................................................................................................................................... 11 8. Disclosure of Proposal Contents ............................................................................................................... 11 9. No Obligation ............................................................................................................................................ 11 10. Termination .............................................................................................................................................. 11 11. Sufficient Appropriation ............................................................................................................................ 12 12. Legal Review ............................................................................................................................................. 12 13. Governing Law .......................................................................................................................................... 12 14. Basis for Proposal ..................................................................................................................................... 12 15. Contract Terms and Conditions ................................................................................................................ 12 16. Offeror’s Terms and Conditions ................................................................................................................ 13 17. Contract Deviations .................................................................................................................................. 13 18. Offeror Qualifications ............................................................................................................................... 13 19. Right to Waive Minor Irregularities .......................................................................................................... 13 20. Change in Contractor Representatives ..................................................................................................... 13 21. Notice of Penalties .................................................................................................................................... 13 22. Department Rights ................................................................................................................................... 13 23. Right to Publish ......................................................................................................................................... 14 24. Ownership of Proposals ............................................................................................................................ 14 25. Confidentiality .......................................................................................................................................... 14 iii 26. Electronic Mail Address Required ............................................................................................................. 14 27. Use of Electronic Versions of this RFP ....................................................................................................... 14 28. Campaign Contribution Disclosure Form .................................................................................................. 14 29. Letter of Transmittal ................................................................................................................................. 14 30. Disclosure Regarding Responsibility ......................................................................................................... 15 31. Local Preference ....................................................................................................................................... 16 III. RESPONSE FORMAT AND ORGANIZATION ...................................................................................................... 18 A. NUMBER OF RESPONSES ............................................................................................................................... 18 B. NUMBER OF COPIES ...................................................................................................................................... 18 1. ELECTRONIC SUBMISSION ONLY Responses ............................................................................................. 18 C. PROPOSAL FORMAT ...................................................................................................................................... 19 1. Proposal Content and Organization ......................................................................................................... 19 IV. SPECIFICATIONS .............................................................................................................................................. 20 A. DETAILED SCOPE OF WORK ........................................................................................................................... 20 B. TECHNICAL SPECIFICATIONS .......................................................................................................................... 20 1. Organizational Experience ........................................................................................................................ 25 2. Organizational References ........................................................................................................................ 26 3. Mandatory Specification........................................................................................................................... 27 4. Desirable Specification.............................................................................................................................. 28 C. BUSINESS SPECIFICATIONS ............................................................................................................................ 28 1. Financial Stability ...................................................................................................................................... 28 2. Performance Surety Bond ......................................................................................................................... 28 3. Letter of Transmittal Form ........................................................................................................................ 28 4. Campaign Contribution Disclosure Form .................................................................................................. 28 5. Oral Presentation ...................................................................................................................................... 29 6. Local Preference ....................................................................................................................................... 29 V. EVALUATION ................................................................................................................................................... 30 A. EVALUATION POINT SUMMARY .................................................................................................................... 30 B. EVALUATION FACTORS .................................................................................................................................. 30 B.1 Organizational Experience (See Table 1) ...................................................................................................... 30 B.2 Organizational References (See Table 1)...................................................................................................... 30 B.3 Mandatory Specifications ............................................................................................................................ 31 B.4 Desirable Specifications ............................................................................................................................... 31 C.1 Financial Stability (See Table 1) .................................................................................................................... 31 C.2 Performance Surety Bond (See Table 1) ....................................................................................................... 31 C.3 Letter of Transmittal (See Table 1) ............................................................................................................... 31 C.4 Campaign Contribution Disclosure Form (See Table 1) ................................................................................ 31 C.5 Oral Presentations (See Table 1) .................................................................................................................. 31 C.6. Local Preference .......................................................................................................................................... 31 C. EVALUATION PROCESS .................................................................................................................................. 32 APPENDIX A ......................................................................................................................................................... 33 ACKNOWLEDGEMENT OF RECEIPT FORM ............................................................................................................ 33 APPENDIX B ......................................................................................................................................................... 35 CAMPAIGN CONTRIBUTION DISCLOSURE FORM .................................................................................................. 35 APPENDIX C ......................................................................................................................................................... 39 LETTER OF TRANSMITTAL FORM .......................................................................................................................... 39 iv APPENDIX D ......................................................................................................................................................... 41 ORGANIZATIONAL REFERENCE QUESTIONNAIRE ................................................................................................. 41 APPENDIX E ......................................................................................................................................................... 45 NON-COLLUSION AFFIDAVIT ................................................................................................................................ 45 APPENDIX F ......................................................................................................................................................... 47 CONFLICT OF INTEREST ........................................................................................................................................ 47 APPENDIX G ......................................................................................................................................................... 50 LIVING WAGE ORDINANCE................................................................................................................................... 50 APPENDIX H ......................................................................................................................................................... 52 DRAFT CONTRACT ................................................................................................................................................ 52 Page 1 of 67 I. INTRODUCTION A. PURPOSE OF THIS REQUEST FOR PROPOSALS The purpose of the Request for Proposal (RFP) is to solicit sealed proposals to establish a Professional Services Contract through competitive negotiations for the procurement of On-call Engineering Services with emphasis on Water and Wastewater Treatment. The City of Santa Fe Water Division requires on-call engineering services for wide-ranging issues that require broad areas of expertise. As these cannot always be managed and maintained in-house, the City seeks an on-call engineering firm experienced with municipal water and wastewater infrastructure and treatment, and capable of providing a variety of engineering services as required. B. BACKGROUND INFORMATION The City of Santa Fe (the “City”) Water Division’s mission is to provide a safe, reliable, and resilient water supply to meet Santa Fe’s needs. The City manages four (4) sources of water supply derived from surface water (Santa Fe River and Rio Grande via the Buckman Direct Diversion [BDD]) and groundwater (City and Buckman well fields) sources. Details on the City’s water supply portfolio, production records, future projected demands, and framework of its distribution system are presented in the Water Transmission and Storage System Master Plan (2009), Long-Range Water Supply Plan (2008), Santa Fe Basin Study (2015), and Annual Water Report (2019). These reports are available on the City of Santa Fe Water website at https://www.santafenm.gov/water_resources_1. C. SCOPE OF PROCUREMENT The Engineering Firm shall perform professional engineering services on an as-needed basis as directed by the City’s representative. The Engineering Firm shall have demonstrated expertise and experience in the areas of water supply; water quality, water and wastewater treatment, blending; water distribution and storage; water and wastewater infrastructure; water resource management; planning and permitting; water modeling; design and construction; well field operations; and construction management. Services will include water quality evaluations; water and wastewater treatment facility evaluations and upgrades, blending and distribution; recycled water and wastewater reuse; hydraulic modeling; preparing technical drawings and specifications; water resources management and permitting support; geotechnical and structural analysis; field reconnaissance and design surveys; collecting field and other related data; developing detailed construction costs estimates; construction management and engineering services during construction; studies; reports; preliminary and final designs with bid documents; and bid period related services, as authorized by the City for a variety of utility work assignments. Additionally, services may consist of third-party evaluations, geotechnical investigations and testing, or other elements of water and wastewater engineering. This procurement will result in one contract between the City of Santa Fe and the awardee the procurement may ONLY be used by those parties exclusively. The contract term will be four (4) years. Page 2 of 67 D. PROCUREMENT MANAGER The City of Santa Fe Public Utilities Department has assigned a Procurement Manager who is responsible for the conduct of this procurement whose name, address, telephone number and e-mail address are listed below: Name: Jonna Leigh Stack, Procurement Manager Telephone: (505) 955-4026 Email: jlstack@santafenm.gov 1. Any inquiries or requests regarding this procurement should be submitted, in writing, to the Procurement Manager AND the Central Purchasing Office at the following emails: Procurement Manager: jlstack@santafenm.gov Central Purchasing Office: purchasing_RFP@santafenm.gov Offerors may contact ONLY the Procurement Manager and the Central Purchasing Office regarding this procurement. Other city employees or Evaluation Committee members do not have the authority to respond on behalf of the Procurement Manager. 2. Protests of the solicitation or award must be submitted in writing to the Protest Manager identified in Section II.B.12. As a Protest Manager has been named in this Request for Proposals, pursuant to §13-1-172, NMSA 1978 and Procurement Manual Section Y, 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 Procurement Manager will NOT be considered properly submitted. E. PROPOSAL SUBMISSION Submissions of all proposals must be accomplished via email to: purchasing_RFP@santafenm.gov. F. DEFINITION OF TERMINOLOGY This section contains definitions of terms used throughout this procurement document, including appropriate abbreviations: 1. “Authorized Purchaser” means an individual authorized by a Participating Entity to place orders against the resulting contract(s). 2. “Award” means the final execution of the contract document. 3. “Business Hours” means 8:00 AM thru 5:00 PM MST/MDT, whichever is in effect on the date given. 4. “Central Purchasing Office” means the office responsible for the control of procurement of items of tangible personable property, services or construction. 5. “Chief Procurement Officer” means that person within the Central Purchasing Office who is responsible for the control of procurement of items of tangible personable property, services or construction. Page 3 of 67 6. “City” means the City of Santa Fe, New Mexico which in the procurement context may act through the Finance Director, City Manager, or Governing Body. 7. “Close of Business” means 5:00 PM Mountain Standard or Daylight Time, whichever is in use at that time. 8. “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. 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. 9. “Contract” means any agreement for the procurement of items of tangible personal property, services or construction. 10. “Contractor” means any business having a contract with the City of Santa Fe. 11. “Department” means the Requesting Department sponsoring this Procurement. 12. “Determination” means the written documentation of a decision of a procurement officer including findings of fact required to support a decision. A determination becomes part of the procurement file to which it pertains. 13. “Desirable” – the terms “may,” “can,” “should,” “preferably,” or “prefers” identify a desirable or discretionary item or factor. 14. “Electronic Submission” means a successful submittal of Offeror’s proposal. 15. “Electronic Version/Copy” means a digital form consisting of text, images or both readable on computers or other electronic devices. The electronic version/copy can only be emailed. 16. “Evaluation Committee” means a body appointed to perform the evaluation of Offerors’ proposals. 17. “Evaluation Committee Report” means a report prepared by the Procurement Manager and the Evaluation Committee to support the Committee’s recommendation for contract award. It will contain scores and written evaluations of all responsive Offeror proposals. 18. “Final Award” means, in the context of this Request for Proposals and all its attendant documents, that point at which the final required signature on the contract(s) resulting from the procurement has been affixed to the contract(s) thus making it fully executed. 19. “Finalist” means an Offeror who meets all the mandatory specifications of this Request for Proposals and whose score on evaluation factors is sufficiently high to merit further consideration by the Evaluation Committee. 20. “Hourly Rate” means the proposed fully loaded maximum hourly rates that include travel, per diem, fringe benefits and any overhead costs for contractor personnel, as well as subcontractor personnel if appropriate. Page 4 of 67 21. “Mandatory” – the terms “must,” “shall” “will,” “is required,” or “are required,” identify a mandatory item or factor. Failure to meet a mandatory item or factor may result in the rejection of the Offeror’s proposal. 22. “Minor Irregularities” means anything in the proposal that does not affect the price, quality and/or quantity, or any other mandatory requirement. 23. “Offeror” is any person, corporation, or partnership who chooses to submit a proposal. 24. “Procurement Manager” means any person or designee authorized by the Requesting Department to facilitate the procurement and or administer the contract(s). 25. “Project” means a temporary process undertaken to solve a well-defined goal or objective with clearly defined start and end times, a set of clearly defined tasks, and a budget. The project terminates once the project scope is achieved and project acceptance is given by the project executive sponsor. 26. “Redacted” means a version/copy of the Offeror’s proposal with the information considered proprietary or confidential (as defined by §§57-3A-1 to 57-3A-7, NMSA 1978 and summarized herein and outlined in Section II.C.8 of this RFP) blacked-out BUT NOT omitted or removed. 27. “Request for Proposals (RFP)” means all documents, including those attached or incorporated by reference, used for soliciting proposals. 28. “Requesting Department” means the City Department responsible for overseeing the work or delivery of tangible personal property by a contractor. 29. “Responsible Offeror” means an Offeror who submits a responsive proposal and who has furnished, when required, information and data to prove that his financial resources, production or service facilities, personnel, service reputation and experience are adequate to make satisfactory delivery of the services, or items of tangible personal property described in the proposal. 30. “Responsive Offer” or means an offer which conforms in all material respects to the requirements set forth in the request for proposals. Material respects of a request for proposals include, but are not limited to price, quality, quantity or delivery requirements. 31. “Staff” means any individual who is a full-time, part-time, or an independently contracted employee with the Offerors’ company. 32. “State (the State)” means the State of New Mexico. 33. “Statement of Concurrence” means an affirmative statement from the Offeror to the required specification agreeing to comply and concur with the stated requirement(s). This statement shall be included in Offerors proposal. (E.g., “We concur,” “Understands and Complies,” “Comply,” “Will Comply if Applicable,” etc.) 34. “Unredacted” means a version/copy of the proposal containing all complete information; including any that the Offeror would otherwise consider confidential, such copy for use only for the purposes of evaluation. 35. “Written” means typewritten on standard 8 ½ x 11-inch paper. Larger paper is permissible for charts, spreadsheets, etc. Page 5 of 67 G. PROCUREMENT LIBRARY A procurement library has been established. Offerors are encouraged to review the material contained in the Procurement Library by selecting the link provided in the electronic version of this document through your own internet connection. The library contains information listed below: Electronic version of RFP, Questions & Answers, RFP Amendments, etc. https://www.santafenm.gov/bids_rfps Other relevant links: https://www.santafenm.gov/water https://www.santafenm.gov/water_resources_1 Page 6 of 67 II. CONDITIONS GOVERNING THE PROCUREMENT This section of the RFP contains the schedule of events, the descriptions of each event, and the conditions governing this procurement. A. SCHEDULE OF EVENTS The City’s Central Purchasing Office and the Procurement Manager will make every effort to adhere to the following schedule: Action Responsible Party Due Dates 1. Issue RFP Central Purchasing Office April 5, 2023 2. Acknowledgement of Receipt Form Potential Offerors April 12, 2023 3. Pre-proposal Conference Requesting Department April 12, 2023 4. Deadline to Submit Written Questions Potential Offerors April 17, 2023 5. Response to Written Questions Procurement Manager April 24, 2023 6. Submission of Proposal Potential Offerors May 9, 2023 7.* Proposal Evaluation Evaluation Committee May 9, 2023 8.* Selection of Finalists Evaluation Committee May 12, 2023 9.* Oral Presentation(s) Finalist Offerors May 12, 2023 10.* Finalize Contractual Agreements Requesting Department/ Finalist Offerors May 22, 2023 11.* Contract Awards Requesting Department/ Finalist Offerors June 16, 2023 12.* Protest Deadline Central Purchasing Office 15 days after date of award * Dates indicated in Events 7 through 12 are estimates only and may be subject to change without necessitating an amendment to the RFP. B. EXPLANATION OF EVENTS The following paragraphs describe the activities listed in the Schedule of Events shown in Section II.A., above. 1. Issue RFP This RFP is being issued on behalf of The City Public Utilities Department, Water Division on the date indicated in Section II.A, Schedule of Events. Offerors must submit the Acknowledgement of Receipt Form in order to be included on the procurement distribution list. The City has provided time for Offerors to ask questions that may arise after the Pre-proposal Conference. They are to be submitted in a Microsoft Word document (emails with questions will not be tracked) that must be submitted by the due date to ensure a response. Proposals not submitted by the deadline date will not be considered. Offerors will be notified of any date changes for items 7 through 12 if and when made. The City will invite selected finalist Offerors to make an oral presentation, from which the City will determine those with whom it will begin contract negotiations. Upon contract finalization, the City will proceed with City Committee and Governing Body approvals before awarding the contracts. Page 7 of 67 2. Acknowledgement of Receipt Form Potential Offerors may e-mail the Acknowledgement of Receipt Form (APPENDIX A), to the Central Purchasing Office at Purchasing_RFP@santafenm.gov, to have their organization placed on the procurement Distribution List. The form must be returned to the Central Purchasing Office by 3:00 pm MST/MDT on the date indicated in Section II.A, Schedule of Events. The procurement distribution list will be used for the distribution of written responses to questions, and/or any amendments to the RFP. Failure to return the Acknowledgement of Receipt Form does not prohibit potential Offerors from submitting a response to this RFP. However, by not returning the Acknowledgement of Receipt Form, the potential Offeror’s representative shall not be included on the distribution list and will be solely responsible for obtaining from the Procurement Library (Section I.G.) responses to written questions and any amendments to the RFP. 3. Pre-Proposal Conference A pre-proposal conference will be held as indicated in Section II.A, Schedule of Events, beginning at 10:30 AM MST/MDT via Zoom. Potential Offeror(s) are encouraged to submit written questions in advance of the conference to the Central Purchasing Office and the Procurement Manager (see Section I .D). The identity of the organization submitting the question(s) will not be revealed. Additional written questions may be submitted at the conference. All questions answered during the Pre-proposal Conference will be considered unofficial until they are posted in writing. All written questions will be addressed in writing on the date listed in Section II.A, Schedule of Events. A public log will be kept of the names of potential Offeror(s) that attended the pre-proposal conference. Attendance at the pre-proposal conference is mandatory and a prerequisite for submission of a proposal. Potential Offers shall use the following information to access the Zoom meeting. If unable to participate in the Zoom meeting, please call the number indicated below. Join Zoom Meeting https://santafenm-gov.zoom.us/j/87072488473?pwd=YUlZWGdJSm1BUUhMdjRtT3dtOUl4QT09 Meeting ID: 870 7248 8473 Passcode: 214250 One tap mobile +17193594580,,87072488473#,,,,*214250# US +12532050468,,87072488473#,,,,*214250# US Dial by your location +1 719 359 4580 US +1 253 205 0468 US +1 253 215 8782 US (Tacoma) +1 346 248 7799 US (Houston) +1 669 444 9171 US +1 669 900 6833 US (San Jose) +1 646 931 3860 US +1 689 278 1000 US +1 929 205 6099 US (New York) +1 301 715 8592 US (Washington DC) +1 305 224 1968 US +1 309 205 3325 US Page 8 of 67 +1 312 626 6799 US (Chicago) +1 360 209 5623 US +1 386 347 5053 US +1 507 473 4847 US +1 564 217 2000 US Meeting ID: 870 7248 8473 Passcode: 214250 Find your local number: https://santafenm-gov.zoom.us/u/kzMXkqhTm 4. Deadline to Submit Written Questions Potential Offerors may submit written questions to the Central Purchasing Office and the Procurement Manager as to the intent or clarity of this RFP until 3:00 PM MST/MDT as indicated in Section II.A, Schedule of Events. All written questions must be addressed to the Central Purchasing Office and the Procurement Manager as declared in Section I.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. 5. Response to Written Questions Written responses to the written questions will be provided via e-mail, on or before the date indicated in Section II.A, Schedule of Events, to all potential Offerors who timely submitted an Acknowledgement of Receipt Form (Section II.B.2 and APPENDIX A). An electronic version of the Questions and Answers will be posted to: https://www.santafenm.gov/bids_rfps 6. Submission of Proposal At this time, only electronic proposal submission is allowed. Do not submit hard copies until further notice. ALL OFFEROR PROPOSALS MUST BE RECEIVED FOR REVIEW AND EVALUATION BY THE CENTRAL PURCHASING OFFICE VIA EMAIL AT Purchasing_RFP@santafenm.gov NO LATER THAN 2:00 PM MST/MDT ON THE DATE INDICATED IN SECTION II.A, SCHEDULE OF EVENTS. PROPOSALS RECEIVED AFTER THIS DEADLINE WILL NOT BE ACCEPTED. The date and time of receipt will be recorded on each proposal. Proposals must be submitted electronically through email until further notice. Refer to Section III.B.1 for instructions. Proposals submitted by facsimile will not be accepted. A log will be kept of the names of all Offeror organizations that submitted proposals. Pursuant to §13-1-116, NMSA 1978, the contents of proposals shall not be disclosed to competing potential Offerors during the negotiation process. The negotiation process is deemed to be in effect until the contract is awarded pursuant to this Request for Proposals. Awarded in this context means the final required City of Santa Fe signatures on the contract(s) resulting from the procurement has been obtained. 7. Proposal Evaluation An Evaluation Committee will perform the evaluation of proposals. This process will take place as indicated in Section II.A, Schedule of Events, depending upon the number of proposals received. Page 9 of 67 During this time, the Central Purchasing Office or/and the Procurement Manager may initiate discussions with Offerors who submit responsive or potentially responsive proposals for the purpose of clarifying aspects of the proposals. However, proposals may be accepted and evaluated without such discussion. Discussions SHALL NOT be initiated by the Offerors. 8. Selection of Finalists The Evaluation Committee will select, and the Procurement Manager will notify, the finalist Offerors as per Section II.A, Schedule of Events, or as soon as possible thereafter. Finalists will be comprised of the five (5) Offerors receiving the highest cumulative scores in the following Sections: Section III.C.1 Proposal Content and Organization, Section IV.B.1 Organizational Experience, IV.B.2 Organizational References, Section IV.B.3 Mandatory Specifications, and .Section IV.B.4 Desirable Specifications. 9. Oral Presentations Finalist Offerors, as selected per Section II.B.8 above, may be required to conduct an oral presentation at a venue to be determined as per schedule Section II.A., Schedule of Events, or as soon as possible thereafter. If oral presentations are held, Finalist Offerors may be required to make their presentations through electronic means (GoToMeeting, Zoom, etc.). The Department will provide Finalist Offerors with applicable details. Whether or not Oral Presentations will be held is at the discretion of the Evaluation Committee and Central Purchasing Office. 10. Finalize Contractual Agreements After approval of the Evaluation Committee Report, any contractual agreement(s) resulting from this RFP will be finalized with the most advantageous Offeror(s), taking into consideration the evaluation factors set forth in this RFP, as per Section II.A., Schedule of Events, or as soon as possible thereafter. The most advantageous proposal may or may not have received the most points. In the event mutually agreeable terms cannot be reached with the apparent most advantageous Offeror in the timeframe specified, the City of Santa Fe reserves the right to finalize a contractual agreement with the next most advantageous Offeror(s) without undertaking a new procurement process. 11. Contract Awards Upon receipt of the signed contractual agreement, the Department will award as per Section II.A., Schedule of Events, or as soon as possible thereafter. The award is subject to appropriate Department and Governing Body approval. 12. Protest Deadline Any protest by an Offeror must be timely submitted and in conformance with §13-1-172, NMSA 1978 and applicable procurement regulations. As a Protest Manager has been named in this Request for Proposals, pursuant to §13-1-172, NMSA 1978 and Procurement Manual Section Y, 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. The 15-calendar day protest period shall begin on the day following the notice of award of contract(s) and will end at 5:00 pm MST/MDT on the 15th day. Protests must be written and must include the name and address of the protestor and the request for proposal number. It must also Page 10 of 67 contain a statement of the grounds for protest including appropriate supporting exhibits and it must specify the ruling requested from the party listed below. The protest must be delivered to: Travis Dutton-Leyda Chief Procurement Officer City of Santa Fe tkduttonleyda@santafenm.gov PROTESTS RECEIVED AFTER THE DEADLINE WILL NOT BE ACCEPTED. C. GENERAL REQUIREMENTS 1. Acceptance of Conditions Governing the Procurement Potential Offerors must indicate their acceptance of these Conditions Governing the Procurement, Section II.C.1, by completing and signing the Letter of Transmittal form, pursuant to the requirements in Section II.C.29, located in APPENDIX C. 2. Incurring Cost Any cost incurred by the potential Offeror in preparation, transmittal, and/or presentation of any proposal or material submitted in response to this RFP shall be borne solely by the Offeror. Any cost incurred by the Offeror for set up and demonstration of the proposed equipment and/or system shall be borne solely by the Offeror. 3. Prime Contractor Responsibility Any contractual agreement that may result from this RFP shall specify that the prime contractor is solely responsible for fulfillment of all requirements of the contractual agreement with the Department which may derive from this RFP. The Department entering into a contractual agreement with a vendor will make payments to only the prime contractor. 4. Subcontractors/Consent The use of subcontractors is allowed. The prime contractor shall be wholly responsible for the entire performance of the contractual agreement whether or not subcontractors are used. Additionally, the prime contractor must receive approval, in writing, from The Department awarding any resultant contract, before any subcontractor is used during the term of this agreement. 5. Amended Proposals An Offeror may submit an amended proposal before the deadline for receipt of proposals. Such amended proposals must be complete replacements for a previously submitted proposal and must be clearly identified as such in the transmittal letter. The Department or the Central Purchasing Office personnel will not merge, collate, or assemble proposal materials. Page 11 of 67 6. Offeror’s Rights to Withdraw Proposal Offerors will be allowed to withdraw their proposals at any time prior to the deadline for receipt of proposals. The Offeror must submit a written withdrawal request addressed to the Central Purchasing Office and the Procurement Manager and signed by the Offeror’s duly authorized representative. The approval or denial of withdrawal requests received after the deadline for receipt of the proposals is governed by the applicable procurement regulations. 7. Proposal Offer Firm Responses to this RFP, including proposal prices for services, will be considered firm for one- hundred eighty (180) days after the due date for receipt of proposals or ninety (90) days after the due date for the receipt of a best and final offer, if the Offeror is invited or required to submit one. 8. Disclosure of Proposal Contents The contents of all submitted proposals will be kept confidential until the final award has been completed by The City. At that time, all proposals and documents pertaining to the proposals will be available for public inspection, except for proprietary or confidential material as follows: a. Proprietary and Confidential information is restricted to: 1. confidential financial information concerning the Offeror’s organization; and 2. information that qualifies as a trade secret in accordance with the Uniform Trade Secrets Act, §§57-3A-1 through 57-3A-7. b. An additional but separate redacted version of Offeror’s proposal, as outlined and identified in Sections III.B.1.a.i, shall be submitted containing the blacked-out proprietary or confidential information, in order to facilitate eventual public inspection of the non-confidential version of Offeror’s proposal. IMPORTANT: The price of products offered, or the cost of services proposed SHALL NOT be designated as proprietary or confidential information. If a request is received for disclosure of proprietary or confidential materials, the City Attorney and the Chief Procurement Officer shall examine the request and make a written determination that specifies which portions of the proposal should be disclosed. Unless the Offeror takes legal action to prevent the disclosure, the proposal will be so disclosed. The proposal shall be open to public inspection subject to any continuing prohibition on the disclosure of proprietary or confidential information. 9. No Obligation This RFP in no manner obligates The City or any of its Departments to the use of any Offeror’s services until a valid written contract is awarded and approved by appropriate authorities. 10. Termination This RFP may be canceled at any time and any and all proposals may be rejected in whole or in part when the Department determines such action to be in the best interest of the City of Santa Fe. Page 12 of 67 11. Sufficient Appropriation Any contract awarded as a result of this RFP process may be terminated if sufficient appropriations or authorizations do not exist. Such terminations will be affected by sending written notice to the contractor. The Department’s decision as to whether sufficient appropriations and authorizations are available will be accepted by the contractor as final. 12. Legal Review The Department requires that all Offerors agree to be bound by the General Requirements contained in this RFP. Any Offeror’s concerns must be promptly submitted in writing to the attention of the Central Purchasing Office and the Procurement Manager. 13. Governing Law This RFP and any agreement with an Offeror which may result from this procurement shall be governed by the laws of the State of New Mexico. 14. Basis for Proposal Only information supplied in writing by the Central Purchasing Office and the Procurement Manager or contained in this RFP shall be used as the basis for the preparation of Offeror proposals. 15. Contract Terms and Conditions The contract between the Department and a contractor will follow the format specified by The City and contain the terms and conditions set forth in the Draft Contract Appendix H. However, the contracting Department reserves the right to negotiate provisions in addition to those contained in this RFP Draft Contract with any Offeror. The contents of this RFP, as revised and/or supplemented, and the successful Offeror’s proposal will be incorporated into and become part of any resultant contract. The City discourages exceptions from the contract terms and conditions as set forth in the RFP Draft Contract. Such exceptions may cause a proposal to be rejected as nonresponsive when, in the sole judgment of The City (and its evaluation team), the proposal appears to be conditioned on the exception, or correction of what is deemed to be a deficiency, or an unacceptable exception is proposed which would require a substantial proposal rewrite to correct. Should an Offeror object to any of the terms and conditions as set forth in the RFP Draft Contract (APPENDIX H) strongly enough to propose alternate terms and conditions in spite of the above, the Offeror must propose specific alternative language. The City may or may not accept the alternative language. General references to the Offeror’s terms and conditions or attempts at complete substitutions of the Draft Contract are not acceptable to The City and will result in disqualification of the Offeror’s proposal. Offerors must provide a brief discussion of the purpose and impact, if any, of each proposed change followed by the specific proposed alternate wording. If an Offeror fails to propose any alternate terms and conditions during the procurement process (the RFP process prior to selection as successful Offeror), no proposed alternate terms and conditions will Page 13 of 67 be considered later during the negotiation process. Failure to propose alternate terms and conditions during the procurement process (the RFP process prior to selection as successful Offeror) is an explicit agreement by the Offeror that the contractual terms and conditions contained herein are accepted by the Offeror. 16. Offeror’s Terms and Conditions Offerors must submit with the proposal a complete set of any additional terms and conditions they expect to have included in a contract negotiated with The City. See Section II.C.15 for requirements. 17. Contract Deviations Any additional terms and conditions, which may be the subject of negotiation (such terms and conditions having been proposed during the procurement process, that is, the RFP process prior to selection as successful Offeror), will be discussed only between The City and the Offeror selected and shall not be deemed an opportunity to amend the Offeror’s proposal. 18. Offeror Qualifications The Evaluation Committee may make such investigations as necessary to determine the ability of the potential Offeror to adhere to the requirements specified within this RFP. The Evaluation Committee will reject the proposal of any potential Offeror who is not a Responsible Offeror or fails to submit a Responsive Offer as defined in §13-1-83 and §13-1-85, NMSA 1978. 19. Right to Waive Minor Irregularities The Evaluation Committee, upon approval from the Chief Procurement Officer, reserves the right to waive minor irregularities, as defined in Section I.F.22. The Evaluation Committee also reserves the right to waive mandatory requirements, provided that all of the otherwise responsive proposals failed to meet the same mandatory requirements and the failure to do so does not otherwise materially affect the procurement. This right is at the sole discretion of the Evaluation Committee. 20. Change in Contractor Representatives The City reserves the right to require a change in contractor representatives if the assigned representative(s) is (are) not, in the opinion of The City, adequately meeting the needs of The City. 21. Notice of Penalties The Procurement Code, §§13-1-28 through 13-1-199, NMSA 1978, imposes civil, and misdemeanor and felony criminal penalties for its violation. In addition, the New Mexico criminal statutes impose felony penalties for bribes, gratuities and kickbacks. 22. Department Rights The Department in agreement with the Evaluation Committee reserves the right to accept all or a portion of a potential Offeror’s proposal. Page 14 of 67 23. Right to Publish Throughout the duration of this procurement process and contract term, Offerors and contractors must secure from The City written approval prior to the release of any information that pertains to the potential work or activities covered by this procurement and/or City contracts deriving from this procurement. Failure to adhere to this requirement may result in disqualification of the Offeror’s proposal or removal from the contract. 24. Ownership of Proposals All documents submitted in response to the RFP shall become property of The City. If the RFP is cancelled, all responses received shall be destroyed by the Central Purchasing Office unless the Offeror either picks up, or arranges for pick-up, the materials within three (3) business days of notification of the cancellation. Offeror is responsible for all costs involved in return mailing/shipping of proposals. 25. Confidentiality Any confidential information provided to, or developed by, the contractor in the performance of the contract resulting from this RFP shall be kept confidential and shall not be made available to any individual or organization by the contractor without the prior written approval of The City. The Contractor(s) agrees to protect the confidentiality of all confidential information and not to publish or disclose such information to any third party without The City’s written permission. 26. Electronic Mail Address Required A large part of the communication regarding this procurement will be conducted by electronic mail (e-mail). Offeror must have a valid e-mail address to receive this correspondence. (See also Section II.B.5, Response to Written Questions). 27. Use of Electronic Versions of this RFP This RFP is being made available by electronic means. In the event of conflict between a version of the RFP in the Offeror’s possession and the version maintained by the Central Purchasing Office, the Offeror acknowledges that the version maintained by the Central Purchasing Office shall govern. Please refer to: https://www.santafenm.gov/bids_rfps 28. Campaign Contribution Disclosure Form Offeror must complete, sign, and return the Campaign Contribution Disclosure Form, APPENDIX B, as a part of their proposal. This requirement applies regardless of whether a covered contribution was made or not made for the positions of Governor and Lieutenant Governor, City Officials or other identified official. Failure to complete and return the signed, unaltered form will result in Offeror’s disqualification. 29. Letter of Transmittal Offeror’s proposal must be accompanied by an unaltered Letter of Transmittal Form (APPENDIX C), which must be completed and signed by the individual authorized to contractually obligate the Page 15 of 67 company, identified in #2 below. DO NOT LEAVE ANY OF THE ITEMS ON THE FORM BLANK (N/A, None, Does not apply, etc. are acceptable responses). The Letter of Transmittal MUST: 1. Identify the submitting business entity (its Name, Mailing Address and Phone Number); 2. Identify the Name, Title, Telephone, and E-mail address of the person authorized by the Offeror’s organization to (A) contractually obligate the business entity providing the Offer, (B) negotiate a contract on behalf of the organization; and/or (C) provide clarifications or answer questions regarding the Offeror’s proposal content (A response to B and/or C is only required if the responses differ from the individual identified in A); 3. Identify sub-contractors, if any, anticipated to be utilized in the performance of any resultant contract award; 4. Describe any relationship with any other entity (such as City, County, State Agency, reseller, etc., that is not a sub-contractor identified in #3), if any, which will be used in the performance of this awarded contract; and 5. Be signed and dated by the person identified in #2 above; attesting to the veracity of the information provided and acknowledging (a) the organization’s acceptance of the Conditions Governing the Procurement stated in Section II.C.1, (b) the organizations acceptance of the Section V Evaluation Factors, and (c) receipt of any and all amendments to the RFP. Failure to respond to ALL items as indicated above, will result in Offeror’s disqualification. 30. Disclosure Regarding Responsibility A. Any prospective Contractor and any of its Principals who enter into a contract greater than sixty thousand dollars ($60,000.00) with any state agency or local public body for professional services, tangible personal property, services or construction agrees to disclose whether the Contractor, or any principal of the Contractor’s company: 1. is presently debarred, suspended, proposed for debarment, or declared ineligible for award of contract by any federal entity, state agency or local public body; 2. has within a three-year period preceding this offer, been convicted in a criminal matter or had a civil judgment rendered against them for: a. the commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (federal, state or local) contract or subcontract; b. violation of Federal or state antitrust statutes related to the submission of offers; or c. the commission in any federal or state jurisdiction of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, tax evasion, violation of Federal criminal tax law, or receiving stolen property; 3. is presently indicted for, or otherwise criminally or civilly charged by any (federal state or local) government entity with the commission of any of the offenses enumerated in paragraph A of this disclosure; 4. has, preceding this offer, been notified of any delinquent Federal or state taxes in an amount that exceeds $3,000.00 of which the liability remains unsatisfied. Taxes are considered delinquent if the following criteria apply. a. The tax liability is finally determined. The liability is finally determined if it has been assessed. A liability is not finally determined if there is a pending administrative or judicial challenge. In the case of a judicial challenge of the liability, the liability is not finally determined until all judicial appeal rights have been exhausted. Page 16 of 67 b. The taxpayer is delinquent in making payment. A taxpayer is delinquent if the taxpayer has failed to pay the tax liability when full payment was due and required. A taxpayer is not delinquent in cases where enforced collection action is precluded. c. Have within a three-year period preceding this offer, had one or more contracts terminated for default by any federal or state agency or local public body.) B. Principal, for the purpose of this disclosure, means an officer, director, owner, partner, or a person having primary management or supervisory responsibilities within a business entity or related entities. C. The Contractor shall provide immediate written notice to the Chief Procurement Officer or other party to this Agreement if, at any time during the term of this Agreement, the Contractor learns that the Contractor’s disclosure was at any time erroneous or became erroneous by reason of changed circumstances. D. A disclosure that any of the items in this requirement exist will not necessarily result in termination of this Agreement. However, the disclosure will be considered in the determination of the Contractor’s responsibility and ability to perform under this Agreement. Failure of the Contractor to furnish a disclosure or provide additional information as requested will render the Offeror nonresponsive. E. Nothing contained in the foregoing shall be construed to require establishment of a system of records in order to render, in good faith, the disclosure required by this document. The knowledge and information of a Contractor is not required to exceed that which is the normally possessed by a prudent person in the ordinary course of business dealings. F. The disclosure requirement provided is a material representation of fact upon which reliance was placed when making an award and is a continuing material representation of the facts during the term of this Agreement. If during the performance of the contract, the Contractor is indicted for or otherwise criminally or civilly charged by any government entity (federal, state or local) with commission of any offenses named in this document the Contractor must provide immediate written notice to the Chief Procurement Officer or other party to this Agreement. If it is later determined that the Contractor knowingly rendered an erroneous disclosure, in addition to other remedies available to the Government, the Chief Procurement Officer may terminate the involved contract for cause. Still further the Chief Procurement Officer may suspend or debar the Contractor from eligibility for future solicitations until such time as the matter is resolved to the satisfaction of the Chief Procurement Officer 31. Local Preference The City recognizes the value of revenue derived from local businesses and shall procure goods and/or services locally, when possible, pursuant to Ordinance and the City of Santa Fe Procurement Manual, except for purchases using City, state and federal grant funds. Applicable City, state and federal law and regulations govern procurements using City, state or federal funds. A. Local Preference Qualification To qualify for a local preference, a vendor must attach a state of New Mexico Taxation and Revenue Department-issued, Resident Business certification of eligibility to its bid or proposal, showing that the business is located within the Santa Fe municipal limits. If an offer is received without a copy of the appropriate State of New Mexico Taxation and Revenue Department issued Page 17 of 67 Business Registration Certificate, the preference will not be applied. A valid resident business certificate is issued by the Taxation and Revenue Department pursuant to NMSA 1978, § 13 - 1-22. • When the City makes a purchase using a formal request for proposals process, not including contracts awarded on a point-based system, the City shall award additional 6% of the total weight of all the factors used in evaluating the proposal to a local resident business. The City shall award an additional 3% of the total weight of all the factors used in evaluating the proposal to a non-local resident business who has hired all local resident business subcontractors. • When the City makes a purchase using a formal request for proposals’ process and the contract is awarded based on a point-based system, the City shall award additional point’s equivalent to 6% of the total possible points to a local resident business. The City shall award an additional 3% of the total possible points to a business who has hired all local resident business subcontractors. The maximum available local preference shall be 6%. The Local Preference shall not apply if the expenditures for this RFP includes federal funds. Page 18 of 67 III. RESPONSE FORMAT AND ORGANIZATION A. NUMBER OF RESPONSES Offerors shall submit only one proposal in response to this RFP. B. NUMBER OF COPIES 1. ELECTRONIC SUBMISSION ONLY Responses Proposals in response to this RFP must be submitted through City of Santa Fe’s Purchasing email ONLY. The Offeror need only submit one single electronic proposal as outlined below. EXCEPTION Multiple electronic files may be necessary if there are issues uploading/attaching PDF files Proposals must be submitted in the manner outlined below. The Technical portion of Offeror’s proposal must be submitted in a separate upload as indicated below in this section, and must be prominently identified as “Technical Proposal,” on the front page of the upload. a) Technical Proposals – One (1) ELECTRONIC upload must be organized in accordance with Section III.C.1 Proposal Format. All information for the Technical Proposal must be combined into a single file/document for uploading. EXCEPTION Multiple electronic files may be necessary if there are issues uploading/attaching PDF files. i. Confidential Information: If Offeror’s proposal contains confidential information, as defined in Section I.F.8 and detailed in Section II.C.8, Offeror must submit two (2) separate ELECTRONIC technical files: • One (1) ELECTRONIC version of the requisite proposals identified above as unredacted (def. Section I.F.34) versions for evaluation purposes; and • One (1) redacted (def. Section I.F.26) ELECTRONIC. for the public file, in order to facilitate eventual public inspection of the non-confidential version of Offeror’s proposal. Redacted versions must be clearly marked as “REDACTED” or “CONFIDENTIAL” on the first page of the electronic file. The ELECTRONIC proposal submission must be fully submitted to: purchasing_RFP@santafenm.gov by the submission deadline in Section II.B.6. Submissions cannot be password protected and must be either PDF or Word format. Please ensure that you, as the Offeror, allow adequate time for large uploads and to fully complete your submittal by the deadline. A submission that is not both: (1) fully complete; and (2) received, via email by the deadline, will be deemed late. Further, a submission that is not fully complete by the deadline because the response was captured, blocked, filtered, quarantined or otherwise prevented from reaching the proper destination server by any anti-virus or other security software will be deemed late. NO LATE PROPOSAL CAN BE ACCEPTED Any proposal that does not adhere to the requirements of this Section and Section III.C.1 Proposal Content and Organization may be deemed non-responsive and rejected on that basis. Page 19 of 67 C. PROPOSAL FORMAT All proposals must be submitted as follows: Organization of files/envelopes for electronic copy proposals: 1. Proposal Content and Organization Direct reference to pre-prepared or promotional material may be used if referenced and clearly marked. Promotional material must be minimal. The proposal must be organized and indexed in the following format and must contain, at a minimum, all listed items in the schedule indicated. A. Technical Proposal B. Signed Letter of Transmittal C. Signed Campaign Contribution Form D. Table of Contents E. Proposal Summary (Optional) F. Response to Contract Terms and Conditions (from Section II.C.15) G. Offeror’s Additional Terms and Conditions (from Section II.C.16) H. Response to Specifications 1. Organizational Experience 2. Organizational References 3. Oral Presentation (if applicable) 4. Mandatory Specification 5. Desirable Specification 6. Financial Stability (Financial information considered confidential, as defined in Section I.F.8, and detailed in Section II.C.8, should be placed in the Confidential Information file, per Section III.B.1.a.i) 7. Performance Surety Bond (if applicable) 8. Local Preference (if applicable) I. Other Supporting Material (if applicable) A Proposal Summary may be included in Offeror’s Technical Proposal, to provide the Evaluation Committee with an overview of the proposal; however, this material will not be used in the evaluation process unless specifically referenced from other portions of the Offeror’s proposal. Page 20 of 67 IV. SPECIFICATIONS A. DETAILED SCOPE OF WORK 1. Professional Services The Engineering Firm shall perform professional engineering services on an as-needed basis as directed by the City’s representative. The Engineering Firm shall have specific demonstrated expertise and experience in the areas of water and wastewater facilities; water quality and evaluations; recycled wastewater reuse; water distribution and storage. Other engineering services may include planning; water supply; water resource management; hydraulic and other modeling; well field operations; and construction management and or inspection services for a variety projects and utility work assignments to include Water and Sanitary Sewer Lines and Water Systems Facilities including dams and Wastewater Facilities. Engineering services shall meet the applicable requirements of the City and accepted industry standards and practices. The scope of work (SOW) for any one project may involve some or all phases of project development and implementation which may include the following.  Water and wastewater treatment processes and engineering o Recycled wastewater reuse o Water quality technical evaluations and treatment o Water and wastewater treatment systems, processes and improvements  General engineering services for ○ Capital Improvements ○ Repair and rehabilitation related assessments ○ Upgrades and improvements o Third party design review o Dam safety ○ Procurement support for Capital Improvement Plan (CIP) ○ Bid phase support  Engineering services for design and construction o Geotechnical and structural analysis o Field reconnaissance and surveys o Collecting field and other related data o Pipeline design and construction o Development of detailed construction cost estimates o Dam design and construction o Feasibility studies  Water resources studies for ○ Supply and demand management ○ Wellfield sustainability analyses ○ Water budget and geohydrologic modeling analyses ○ Permitting  Permit related activities, compliance and litigation support  Water utility management support for ○ Asset management ○ Water loss audit ○ Federal and State funding applications Page 21 of 67  Construction management ○ Project coordination during construction ○ Construction meetings and Site visits ○ Requests for information ○ Submittal reviews ○ change orders and Change directives ○ Record drawings ○ Render interpretations of design documents as necessary ○ Review Contractor's Submittals including record drawings for conformance with Design Documents ○ Respond to Requests for Information (RFI) related to the design submitted by the Contractor ○ Deliverables a. Water and Wastewater Treatment Processes and Engineering The types of services anticipated under this category shall include, at a minimum, the following:  Perform water quantity and water quality evaluations related to water and wastewater treatment systems, processes and improvements; water supply operations related to source water derived from reservoirs and production wells, recycled wastewater reuse, aquifer storage and recovery, and water treatment processes  Water quality and treatment, blending and distribution  Perform technical and system optimization studies for various water system operations related to sustainable water production, well field management, water distribution and storage, dams, energy usage, surface and groundwater interaction, water budgets and related geohydrologic analyses  Perform feasibility studies for new and/or alternative water sources, aquifer storage and recovery, wastewater reuse, water treatment systems and engineering services in support of capital improvement projects including process technical evaluations; site layouts; design and process requirements; distribution and storage, booster pumps, energy efficiency; and capital and Operating & Maintenance (O&M) costs  Production well design, construction, testing and sustainable operations b. General Engineering The types of services anticipated under this category shall include, at a minimum, the following:  Development of engineering design drawings and specifications for capital improvement projects, and/or rehabilitation and replacement projects  Perform necessary field investigations and coordinate with regulatory agencies and other stakeholders to verify design and construction assumptions and constraints  Address right of way and easement issues  Updates and revisions to the water distribution and storage master plan, as needed  Improvements to distribution system network, pressure zone management, well systems, booster pump station, piping valves, junctures and storage tank improvements  Water system design and operations, water demand analyses, system utilization, operation and reliability  Bid phase Support including written responses to questions from plan holders on design drawings and specifications Page 22 of 67 c. Engineering Services for Design and Construction The types of services anticipated under this category shall include, at a minimum, the following:  Prepare engineering details and calculations as needed for water supply, water transmission and water storage improvement projects  Prepare preliminary drawings, and estimates of probable cost, including capital costs, annual operation and maintenance cost, lifecycle cost for any range of system improvement alternative(s). Present alternatives and cost structure and provide recommendations and analyses of each alternative  Prepare engineering designs, calculations, plans, specifications, cost estimates and contract bidding documents. Engineering plans and construction documents will include preliminary engineering, sixty percent (60%), ninety percent (90%), and final engineering, or as specified by a given task order  Evaluate the design concept for constructability and practicality for construction phase and maintenance of water system improvements  Develop a design and construction schedule  Manage construction-phase projects assuring adherence to related deliverables timeline and regulatory requirements  Geographic information system (GIS) support, field surveying and mapping, graphical illustrations and reporting support d. Water Resources Studies The types of services anticipated under this category shall include, at a minimum, the following:  Hydrologic and hydrogeological services as they pertain to water resource management; source protection; water resource management; permit compliance; and water system production, distribution and storage improvements  Water budget analyses; water level monitoring; stream gaging and seepage studies; surface and groundwater interaction; and evapotranspiration calculations in support of water resource management studies  Long range water supply plan (LRWSP) updates; drought management; new source of supply evaluations, system resiliency; supply and demand forecasting using decision analysis tool (WaterMAPS); 5-, 10- and 20-year long range supply and demand forecasts and integrates result with LRWSP, T&D Master Plan, WaterMAPS decision tool; and wastewater reuse, treatment and conservation plans  Groundwater modeling in support of aquifer sustainability and safe yield estimates, groundwater pumping offset calculations, aquifer characteristic evaluations, and supply optimization evaluations; Predictive simulation of groundwater flow, model development and calibration and model validation  Well design; well efficiency; well permitting; specific capacity and aquifer testing; sustainable well yield assessment; well redevelopment; well construction and repair; well permitting; and well siting  Water supply prioritization; economics; availability and resiliency; and water supply infrastructure Page 23 of 67 e. Permit Related Activities, Compliance and Litigation Support The types of services anticipated under this category shall include, at a minimum, the following:  Surface and groundwater water right permitting and applications  Inter-state compact compliance, permitting and accounting  Appropriation of surface water, groundwater administration, active water resource administration, and general water rights  Return flow credits, aquifer storage and recovery, reclaimed water reuse, discharge permitting and water quality compliance f. Water Utility Management The types of services anticipated under this category shall include, at a minimum, the following:  Asset management plan support including financial planning, life cycle evaluation, water accounting, capital improvements, risk assessments, asset inventory and data management  Water loss control program support to support water audit evaluations, conduct water audit intervention processes, and implement performance indicator evaluations  Support City pursuit of federal and state grant funding applications g. Construction Management including:  Project coordination during construction  Construction meetings and Site visits  Requests for information  Submittal reviews  Change orders and change directives  Record drawings  Render interpretations of design documents as necessary  Review Contractor's Submittals including record drawings for conformance with Design Documents  Respond to Requests for Information (RFI) related to the design submitted by the Contractor  Deliverables 2. Project Management The selected Engineering Firm shall provide project management throughout the duration of a given project with regular communication and coordination with the City. Project management tasks shall include:  Maintaining a project work plan, schedule, and budget  Project description and summary of deliverables  Project meetings to establish work plan including project team members and responsibilities, quality and document control process, and communication protocols Page 24 of 67  Monthly progress/status reports  Regularly scheduled status meetings with the City  Regular engagement with project stakeholders  Monthly invoicing  Delivery of work products that have been thoroughly reviewed with an established QA/QC process Meetings will be held in City offices or remotely (as circumstances dictate) as requested by the City. The City may request the Engineering Firm provide a proposal to complete a scope of work for select engineering projects as defined by the City. The SOW will be defined as an Assigned Task Order that will establish the individual project scope, schedule, deliverables and cost. Task Orders will be negotiated and approved by the City Project Manager and Water Division Director.  Project Task Orders: (1) Lump Sum Fee negotiated individually based on the contract rates, for each project and issued as a separate Purchase Order; or (2) Hourly Rate when the scope of services preclude reasonable estimates of time to complete. Engineering Firm shall be required to submit detailed time records, documentation for other expenses, and such other evidence.  The City will request a lump sum fee or hourly rate proposal for each project (Project Task Order). At its own expense, the Engineering Firm shall visit the site and prepare a detailed lump sum or hourly rate (as applicable) proposal, based on the Engineering Firm’s contract rates, for accomplishing the work. Each proposal prepared by the Engineering Firm shall include an acceptable description of the nature, extent and character of the work required, as well as performance criteria and delivery schedules. All proposals for Task Orders under this Agreement must reference the Agreement/Contract number on the proposal to confirm that the current contract rates were used in the preparation of the proposal. Proposals that include the Engineering Firm’s Terms and Conditions rather than those negotiated as part of the contract will not be accepted.  Each Project Task Order will be reviewed and approved in writing by the City representative prior to Engineering Firm initiating any work. The Engineering Firm shall be responsible for conveying the information of Project Task Order to its employees, agents or subcontractors or sub-consultants. The Engineering Firm shall be responsible for any work not expressly set out in any Project Order, but which may be reasonably implied for proper completion of the Project Order. The Project Task Order will clearly define the project schedule, meeting and reporting requirements.  The Engineering Firm shall not commence any work that has not been authorized by a written purchase order (or change order) executed by the Procurement Division and without a written Notice to Proceed from the City’s representative (Project Manager). The Engineering Firm assumes all risk and financial liability for any services rendered without such proper authorization.  Should additional services be requested beyond the scope of any executed Purchase Order, adjustments to the contract amounts shall be negotiated and a change order issued authorizing the additional work.  The Engineering Firm’s services shall be considered complete upon satisfactory completion and acceptance by the Owner’s Representative of the services outlined in the Project Order.  The successful Engineering Firm shall be responsible for the professional quality, technical accuracy, timely completion, and the coordination of all planning, design, drawings, specifications, reports and other services furnished by the Engineering Firm or any employee, agent, or subcontractor of the Engineering Firm under this Agreement. The Engineering Firm shall without additional compensation, correct or revise any errors, Page 25 of 67 omissions, or other deficiencies in his or his employee’s, agent’s or subcontractor’s designs, drawings, specifications, reports and other services.  The Engineering Firm must acknowledge that approval by the City of drawings, specifications, reports and incidental engineering work or materials furnished under the SOW shall not in any way relieve the Engineering Firm of their responsibility for the technical accuracy and adequacy of the work. The Engineering Firm shall be and remain liable in accordance with applicable law for all damages to the City caused by the Engineering Firm.  All work must be done by or under the direct supervision of engineers and surveyors registered to practice in New Mexico. The City is under no obligation to expend any amount of this funding and expenditures will be incurred on an as-needed basis to complete projects on the City’s direction. Specific deliverables, milestones, tasks, time sensitive reporting, data, plans, designs and or any other professional services request generated will made a part of specific Task Orders the City may assign the Contractor upon after execution of this Professional Services Agreement. B. TECHNICAL SPECIFICATIONS 1. Organizational Experience Offeror must: a) List and describe three (3) similar projects completed within the past five years demonstrating specific expertise and experience in the areas of water treatment and wastewater facilities; water quality and evaluations; recycled wastewater reuse; water distribution and storage; planning; water supply; water resource management; hydraulic and other modeling; well field operations; construction management and or inspection services; and water system improvements as outlined in section IV.A. Scope of Work. For all projects provide the following information: • Project title, location and description • Project costs • Year performed services • Project manager • Services provided • Project owner’s name • Client contact person, address and phone number • Type of contract (on-call or fixed scope) b) Provide a detailed description of relevant corporate experience, specialized design and technical competence and experience, including that of all proposed subcontractors, with city or state government and private sector, particularly in projects similar to those discussed in this RFP and summarized in the Scope of Work (SOW) section. Describe past record of performance, capacity, capability and qualifications to perform the work, including any specialized services, with respect to such factors as control of costs, quality of work and ability to meet schedules on contracts with government agencies or private industry. The narrative must thoroughly describe how the Offeror has supplied expertise for similar contracts and must Page 26 of 67 include the extent of their experience, expertise and knowledge as a provider of water conveyance, storage, dams, distribution systems, and the other specific City needs as described in the detailed SOW. Offerors must include a short narrative regarding their proximity to or familiarity with the City of Santa Fe. Past experience and understanding of the City water resources and management requirements, regulatory compliance obligations is also valued. Include a short narrative the amount of design work if requested that would be produced by a New Mexico business, and provide information regarding the volume of work previously done for the City which is not seventy-five percent complete with respect to basic professional design services. c) Provide a brief resume/bio of all key personnel, including subcontractors, Offeror proposes to use in performance of the scope of work and include key personnel education, work experience, relevant/applicable certifications/licenses, and their experience in the following areas: • Experience with publicly bid and managed projects, with emphasis on City projects • Ability to interface with City staff, other public agencies, utility companies, contractors, and the public at large • Knowledge of the City water supply, storage and distribution, and water system operations • Knowledge of City regulatory obligations as they pertain to the water system operations and compliance • Education, Certifications, and Professional contributions * Key personnel are identified as employees and subcontractors who have essential duties relevant to the Scope of Work. 2. Organizational References Offeror must provide a list of a minimum of three (3) references from similar projects/programs performed for private, city, state or large local government clients within the last three (3) years. Offeror shall include the following Business Reference information as part of its proposals: a) Client name; b) Project description; c) Project dates (starting and ending); d) Technical environment (i.e., Software applications, Internet capabilities, Data communications, Network, Hardware); e) Staff assigned to reference engagement that will be designated for work per this RFP; and f) Client project manager name, telephone number, fax number and e-mail address. Offeror is required to submit APPENDIX D, Organizational Reference Questionnaire (“Questionnaire”), to the business references it lists. The business references must submit the Questionnaire directly to the designee identified in APPENDIX D. The business references must not return the completed Questionnaire to the Offeror. It is the Offeror’s responsibility to ensure the completed forms are submitted on or before the date indicated in Section II.A Schedule of Events, for inclusion in the evaluation process. Page 27 of 67 Organizational References that are not received or are not complete, may adversely affect the Offeror’s score in the evaluation process. Offerors are encouraged to specifically request that their Organizational References provide detailed comments. 3. Mandatory Specification Offeror must: a. Describe how the Engineering Firm’s approach will meet the particular needs of an on-call engineering services contract, with an emphasis on the ability to perform such services in accordance with the attached SOW in a timely and responsive manner. b. Provide an organization plan for management of the contract and how it can be accomplished using the requested organizational chart that shows the proposed relationships between the key team members and support staffs, including subcontractors, who are expected to participate on projects. The proposal must make clear which key personnel (including subcontractors) are assigned to certain tasks. The proposal must include a description of the overall approach highlighting how aspects of one task feed into other tasks through a project lifecycle. c. Present in narrative format the Engineering Firm’s expertise and program for implementing cost and schedule control measures at all stages of a project to include the Engineering Firm’s methods for controlling expenditures for labor hours, other direct costs, and all other costs associated with the SOW and associated with the basic services fee negotiated with the Professional Services Agreement (PSA). Describe the Engineering Firm’s cost estimating techniques relative to project management, engineering design, and construction oversight. Describe any project management application software programs used to monitor schedule, work-hour usage, and costs as a means of controlling total expenditures and maintaining schedule. Proposing Engineering Firm must present a past record of performance on selected projects with respect to such factors as estimation of project costs, control of costs, and ability to comply with critical schedules and budgets, and must describe how schedule and cost status will be communicated to the City throughout a project. d. Describe how Quality Assurance (QA) and Quality Control (QC) will be provided for the project. Identify the individuals that will be involved in QA/QC services and at what milestones they will be provided. If your Engineering Firm has a structured QA/QC Program, describe it briefly and explain how it will be applied to a project. The proposal must highlight how the Offeror’s QA/QC program ensures complete and correct engineering design evaluations, specifications, drawings, cost control any other elements of this RFP SOW. Lastly, describe the quality control procedures the Engineering Firm will use to assure the accuracy and adequacy of the work that you and your subcontractors propose to perform. e. Provide examples of on-call engineering services the Offeror has provided to the City or entities that are similar in nature specifically related to water resources and engineering applications. Relevant experience in water resources management of conjunctive surface and groundwater supply, distribution of water supply to meet baseload and peak demands, reuse of treated water and water supply and system optimization is required. The Engineering Firm’s team shall have provided on-call engineering services for water purveyors that have a system similar to the City’s in terms of water supply diversity and distribution system complexity. Page 28 of 67 f. Describe the Engineering Firm’s qualified professional staff and expertise to perform the work and that describe how all professional subcontractors they intend to utilize to perform any work are qualified and possess the expertise to perform the work, including their project references for each demonstration of performance on prior projects. Resumes and biographies of proposed subcontractors must be included with those of the Offeror if known at the time of the Proposal submittal. 4. Desirable Specification Offerors may: a. present in a narrative format a description of up to three (3) additional projects similar to the SOW described herein and relevant to the City’s needs. C. BUSINESS SPECIFICATIONS 1. Financial Stability Offerors must submit copies of the most recent years independently audited financial statements and the most current 10K, as well as financial statements for the preceding three years, if they exist. The submission must include the audit opinion, the balance sheet, and statements of income, retained earnings, cash flows, and the notes to the financial statements. If independently audited financial statements do not exist, Offeror must state the reason and, instead, submit sufficient information (e.g., D & B report). 2. Performance Surety Bond Offeror(s) must have the ability to secure a Performance Surety Bond in favor of the Department to insure the Contractor’s performance upon any subsequent contract award. Each engagement will be different but the option to require a Performance Surety Bond must be available to the Department at time of contract award. A Statement of Concurrence, as defined in Section I.F.33, must be submitted in the Offeror’s proposal. 3. Letter of Transmittal Form The Offeror’s proposal must be accompanied by the Letter of Transmittal Form located in APPENDIX C. The form must be completed and must be signed by the person authorized to obligate the company. Failure to respond to ALL items, as indicated in Section II.C.29 and APPENDIX C, and to return a signed, unaltered form will result in Offeror’s disqualification. 4. Campaign Contribution Disclosure Form The Offeror must complete an unaltered Campaign Contribution Disclosure Form and submit a signed copy with the Offeror’s proposal. This must be accomplished whether or not an applicable contribution has been made. (See APPENDIX B). Failure to complete and return the signed, unaltered form will result in Offeror’s disqualification. Page 29 of 67 5. Oral Presentation If selected as a finalist, Offerors agree to provide the Evaluation Committee the opportunity to interview proposed staff members identified by the Evaluation Committee, at the option of the Department. The Evaluation Committee may request a finalist to provide an oral presentation of the proposal as an opportunity for the Evaluation Committee to ask questions and seek clarifications. 6. Local Preference To ensure adequate consideration and application of NMSA 1978, § 13-1-21 (as amended), Offerors MUST include a copy, in this section, of its NM Resident preference certificate, as issued by the New Mexico Taxation and Revenue Department. Page 30 of 67 V . EV ALUATION A. EVALUATION POINT SUMMARY The following is a summary of evaluation factors with point values assigned to each. These weighted factors will be used in the evaluation of individual potential Offeror proposals by sub-category. Evaluation Factors (Correspond to sections IV.B and IV.C) Points Available IV.B. Technical Specifications B.1. Organizational Experience 420 B.2. Organizational References 120 B.3. Mandatory Specifications 280 B.4. Desirable Specifications 120 IV.C. Business Specifications C.1. Financial Stability Pass/Fail C.2. Performance Surety Bond Pass/Fail C.3. Letter Of Transmittal Pass/Fail C.4. Campaign Contribution Disclosure Form Pass/Fail C.5. Oral Presentations 60 TOTAL POINTS AVAILABLE 1,000 C.6. Local Preference points - Resident Vendor per Section II.C.31 30 or 60 Table 1: Evaluation Point Summary B. EVALUATION FACTORS B.1 Organizational Experience (See Table 1) Points will be awarded based on the thoroughness and clarity of Offeror’s response in this Section. The Evaluation Committee will also weigh the relevancy and extent of Offeror’s qualifications, experience, expertise and knowledge as demonstrated by previous experiences with the City or similar entities related to on-call engineering projects for water and wastewater and of personnel education, experience and certifications/licenses. Projects will be awarded up to 50 points each. The narrative of corporate experience will be awarded a maximum of 140 points based on thoroughness and relevancy. The experience of assigned personnel as described in resumes/bios will be worth up to 130 points based on individual extent of experience with the various elements of the SOW. B.2 Organizational References (See Table 1) Points will be awarded based upon an evaluation of the responses to a series of questions on the Organizational Reference Questionnaire (Appendix D). Offeror will be evaluated on references that show positive service history, successful execution of services and evidence of satisfaction by each reference. References indicating significantly similar services/scopes of work and comments provided by a submitted reference will add weight and value to a recommendation during the evaluation process. Points will be awarded for each individual response up to 1/3 of the total points for this category. Lack of a response will receive zero (0) points. Page 31 of 67 References may be directly contacted. Additionally, the City reserves the right to consider any and all information available to it (outside of the Organizational Reference information required herein), in its evaluation of Offeror responsibility per Section II.C.18. B.3 Mandatory Specifications Points will be awarded based on the Engineering Firm’s approach to meeting the SOW. The approach should address aspects of the SOW and show how the Offeror can match resources to tasks. Points awarded in this section will be associated with the relevancy and proximity to City of Santa Fe Water Division CIP projects and Strategic Plan. The Evaluation Committee will be looking for a QA/QC program appropriate for a given task order and related scope, as well as how the Offeror’s QA/QC program ensures complete and correct engineering design evaluations, specifications, drawings, cost control any other elements of this RFP SOW. The Evaluation Committee will consider how key personnel (including subcontractors) are assigned to certain tasks. The Engineering Firm’s approach to communicating with the City must be clearly presented and should demonstrate a flexibility to understand and adapt to the City’s priorities. A Design task order must result in high quality design drawings and specifications sufficient for construction. B.4 Desirable Specifications Points will be awarded based on the number of projects similar to the SOW provided and the relevancy to the City’s needs. Each additional project will be awarded a maximum of 40 points. C.1 Financial Stability (See Table 1) Pass/Fail only. No points assigned. C.2 Performance Surety Bond (See Table 1) Pass/Fail only. No points assigned. C.3 Letter of Transmittal (See Table 1) Pass/Fail only. No points assigned. C.4 Campaign Contribution Disclosure Form (See Table 1) Pass/Fail only. No points assigned. C.5 Oral Presentations (See Table 1) Points will be awarded based on the quality, organization and effectiveness of communication of the information presented, as well as the professionalism of the presenters and technical knowledge of the proposed staff. Prior to Oral Presentation, Agency will provide the Offeror a presentation agenda. If no Oral Presentations are held, all Offerors will receive the maximum amount of total points for this Evaluation Factor. C.6. Local Preference Percentages will be determined based upon the point-based system outlined below. To qualify for a local preference, a vendor must attach a state of New Mexico Taxation and Revenue Department-issued, Resident Business certification of eligibility to its bid or proposal, showing that the Page 32 of 67 business is located within the Santa Fe municipal limits. If an offer is received without a copy of the appropriate State of New Mexico Taxation and Revenue Department issued Business Registration Certificate, the preference will not be applied. A valid resident business certificate is issued by the Taxation and Revenue Department pursuant to NMSA 1978, § 13-1-22. • When the City makes a purchase using a formal request for proposals process, not including contracts awarded on a point-based system, the City shall award additional 6% of the total weight of all the factors used in evaluating the proposal to a local resident business. The City shall award an additional 3% of the total weight of all the factors used in evaluating the proposal to a non-local resident business who has hired all local resident business subcontractors. • When the City makes a purchase using a formal request for proposals’ process and the contract is awarded based on a point-based system, the City shall award additional point’s equivalent to 6% of the total possible points to a local resident business. The City shall award an additional 3% of the total possible points to a business who has hired all local resident business subcontractors. The maximum available local preference shall be 6%. C. EVALUATION PROCESS 1. All Offeror proposals will be reviewed for compliance with the requirements and specifications stated within the RFP. Proposals deemed non-responsive will be eliminated from further consideration. 2. The Central Purchasing Office or/and the Procurement Manager may contact the Offeror for clarification of the response as specified in Section II.B.7. 3. Responsive proposals will be evaluated on the factors in Section IV, which have been assigned a point value in Section V. The responsible Offerors with the highest scores will be selected as finalist Offerors, based upon the proposals submitted. In accordance with 13-1-117 NMSA 1978, the responsible Offerors whose proposals are most advantageous to the City taking into consideration the Evaluation Factors in Section V will be recommended for award (as specified in Section II.B.11). Please note, however, that a serious deficiency in the response to any one factor may be grounds for rejection regardless of overall score. Page 33 of 67 APPENDIX A ACKNOWLEDGEMENT OF RECEIPT FORM Page 34 of 67 APPENDIX A REQUEST FOR PROPOSAL On-call Engineering Services For Water and Wastewater Processes and Treatment RFP# 23/61/P ACKNOWLEDGEMENT OF RECEIPT FORM This Acknowledgement of Receipt Form should be signed and submitted no later than 3:00 pm MST/MDT the date provided in Table 1, Schedule of Events. Only potential Offerors who elect to return this form will receive copies of all submitted questions and the written responses to those questions, as well as any RFP amendments, if any are issued. In acknowledgement of receipt of this Request for Proposal, the undersigned agrees that he or she has received a complete copy of the RFP, beginning with the title page, and ending with APPENDIX H. The name and address below will be used for all correspondence related to the Request for Proposal. ORGANIZATION: _______________________________________________________________ CONTACT NAME: ______________________________________________________________ TITLE: ________________________________ PHONE NO.: ____________________ E-MAIL: __________________________________________ ADDRESS: _____________________________________________________________ CITY: __________________________ STATE: ________ ZIP CODE: _____________ Submit Acknowledgement of Receipt Form to: To: Central Purchasing E-mail: Purchasing_RFP@santafenm.gov Subject Line: On-call Engineering Services Water and Wastewater Processes and Treatment RFP# 23/61/P Page 35 of 67 APPENDIX B CAMPAIGN CONTRIBUTION DISCLOSURE FORM Page 36 of 67 APPENDIX B CAMPAIGN CONTRIBUTION DISCLOSURE FORM Pursuant to the Procurement Code, Sections 13-1-28, et seq., NMSA 1978 and NMSA 1978, § 13-1-191.1 (2006), as amended by Laws of 2007, Chapter 234, a prospective contractor subject to this section shall disclose all campaign contributions given by the prospective contractor or a family member or representative of the prospective contractor to an applicable public official of the state or a local public body during the two years prior to the date on which a proposal is submitted or, in the case of a sole source or small purchase contract, the two years prior to the date on which the contractor signs the contract, if the aggregate total of contributions given by the prospective contractor or a family member or representative of the prospective contractor to the public official exceeds two hundred fifty dollars ($250) over the two-year period. A prospective contractor submitting a disclosure statement pursuant to this section who has not contributed to an applicable public official, whose family members have not contributed to an applicable public official or whose representatives have not contributed to an applicable public official shall make a statement that no contribution was made. A prospective contractor or a family member or representative of the prospective contractor shall not give a campaign contribution or other thing of value to an applicable public official or the applicable public official's employees during the pendency of the procurement process or during the pendency of negotiations for a sole source or small purchase contract. Furthermore, a solicitation or proposed award for a proposed contract may be canceled pursuant to Section 13- 1-181 NMSA 1978 or a contract that is executed may be ratified or terminated pursuant to Section 13-1-182 NMSA 1978 if a prospective contractor fails to submit a fully completed disclosure statement pursuant to this section; or a prospective contractor or family member or representative of the prosp ective contractor gives a campaign contribution or other thing of value to an applicable public official or the applicable public official's employees during the pendency of the procurement process. The state agency or local public body that procures the services or items of tangible personal property shall indicate on the form the name or names of every applicable public official, if any, for which disclosure is required by a prospective contractor. THIS FORM MUST BE INCLUDED IN THE REQUEST FOR PROPOSALS AND MUST BE FILED BY ANY PROSPECTIVE CONTRACTOR WHETHER OR NOT THEY, THEIR FAMILY MEMBER, OR THEIR REPRESENTATIVE HAS MADE ANY CONTRIBUTIONS SUBJECT TO DISCLOSURE. The following definitions apply: “Applicable public official” means a person elected to an office or a person appointed to complete a term of an elected office, who has the authority to award or influence the award of the contract for which the prospective contractor is submitting a competitive sealed proposal or who has the authority to negotiate a sole source or small purchase contract that may be awarded without submission of a sealed competitive proposal. “Campaign Contribution” means a gift, subscription, loan, advance or deposit of money or other thing of value, including the estimated value of an in-kind contribution, that is made to or received by an applicable public official, or any person authorized to raise, collect or expend contributions on that official’s behalf for the purpose of electing the official to statewide or local office. “Campaign Contribution” includes the payment of a debt incurred in an election campaign but does not include the value of services provided without compensation or unreimbursed travel or other personal expenses of individuals who volunteer a portion or all of their time on behalf of a candidate or political committee, nor does it include the Page 37 of 67 administrative or solicitation expenses of a political committee that are paid by an organization that sponsors the committee. “Family member” means a spouse, father, mother, child, father -in-law, mother-in-law, daughter-in-law or son-in-law of (a) a prospective contractor, if the prospective contractor is a natural person; or (b) an owner of a prospective contractor. “Pendency of the procurement process” means the time period commencing with the public notice of the request for proposals and ending with the award of the contract or the cancellation of the request for proposals. “Prospective contractor” means a person or business that is subject to the competitive sealed proposal process set forth in the Procurement Code [Sections 13-1-28 through 13-1-199 NMSA 1978] or is not required to submit a competitive sealed proposal because that person or business qualifies for a sole source or small purchase contract. “Representative of a prospective contractor” means an officer or director of a corporation, a member or manager of a limited liability corporation, a partner of a partnership or a trustee of a trust of the prospective contractor. Name(s) of Applicable Public Official(s) if any: Mayor Alan M Webber; Councilor Signe Lindell; Councilor Renee Villarreal; Councilor Michael Garcia; Councilor Carol Romero-Wirth; Councilor Amada Chavez; Councilor Christopher Rivera; Councilor Lee Garcia; and Councilor Jaime Cassutt-Sanchez DISCLOSURE OF CONTRIBUTIONS BY PROSPECTIVE CONTRACTOR: Contribution Made By: __________________________________________ Relation to Prospective Contractor: __________________________________________ Date Contribution(s) Made: __________________________________________ Amount(s) of Contribution(s) __________________________________________ Nature of Contribution(s) __________________________________________ Purpose of Contribution(s) __________________________________________ (Attach extra pages if necessary) ___________________________ _______________________ Signature Date ___________________________ Title (position) --OR— Page 38 of 67 NO CONTRIBUTIONS IN THE AGGREGATE TOTAL OVER TWO HUNDRED FIFTY DOLLARS ($250) WERE MADE to an applicable public official by me, a family member or representative. ______________________________ _______________________ Signature Date ______________________________ Title (Position) Page 39 of 67 APPENDIX C LETTER OF TRANSMITTAL FORM Page 40 of 67 APPENDIX C Letter of Transmittal Form ITEMS #1 to #4 EACH MUST BE COMPLETED IN FULL (pursuant to Section II.C.29). FAILURE TO RESPOND TO ALL FOUR (4) ITEMS WILL RESULT IN THE DISQUALIFICATION OF OFFEROR’S PROPOSAL! DO NOT LEAVE ANY ITEM BLANK! (N/A, None, Does not apply, etc. are acceptable responses.) RFP#: 23/61/P 1. Identify the following information for the submitting organization: Offeror Name Mailing Address Telephone FED ID# NM CRS# 2. Identify the individual(s) authorized by the organization to (A) contractually obligate, (B) negotiate, and/or (C) clarify/respond to queries on behalf of this Offeror: A Contractually Obligate B Negotiate* C Clarify/Respond to Queries* Name Title E-mail Telephone * If the individual identified in Column A also performs the functions identified in Columns B & C, then no response is required for those Columns. If separate individuals perform the functions in Columns B and/or C, they must be identified. 3. Use of subcontractors (Select one): ____ No subcontractors will be used in the performance of any resultant contract, OR ____ The following subcontractors will be used in the performance of any resultant contract: _________________________________________________________________________________ (Attach extra sheets, as needed) 4. Describe any relationship with any entity (such as the City of Santa Fe, State Agency, reseller, etc. that is not a subcontractor(s) listed in #3 above), if any, which will be used in the performance of any resultant contract. (N/A, None, Does not apply, etc. are acceptable responses to this item.) ______________________________________________________________________________ (Attach extra sheets, as needed) By signing the form below, the Authorized Signatory attests to the accuracy and veracity of the information provided on this form, and explicitly acknowledges the following: • On behalf of the submitting-organization identified in item #1, above, I accept the Conditions Governing the Procurement, as required in Section II.C.1. of this RFP; • I concur that submission of our proposal constitutes acceptance of the Evaluation Factors contained in Section V of this RFP; and • I acknowledge receipt of any and all amendments to this RFP, if any. ________________________________________________ _____________________, 20______ Authorized Signature and Date (Must be signed by the individual identified in item #2. A, above.) Page 41 of 67 APPENDIX D ORGANIZATIONAL REFERENCE QUESTIONNAIRE The City of Santa Fe, as a part of the RFP process, requires Offerors to list a minimum of three (3) organizational references in their proposals. The purpose of these references is to document Offeror’s experience relevant to the Section IV.A, Detailed Scope of Work in an effort to evaluate Offeror’s ability to provide goods and/or services, performance under similar contracts, and ability to provide knowledgeable and experienced staffing. Offeror is required to send the following Organizational Reference Questionnaire to each business reference listed in its proposal, as per Section IV.B.2. The business reference, if it chooses to respond, is required to submit its response to the Organizational Reference Questionnaire directly to: Central Purchasing at Purchasing_RFP@santafenm.gov with submitted Proposal submittal date provided in Table 1 MST/MDT for inclusion in the evaluation process. The Questionnaire and information provided will become a part of the submitted proposal. Businesses/Organizations providing references may be contacted for validation of content provided therein. Page 42 of 67 RFP # 23/61/P ORGANIZATIONAL REFERENCE QUESTIONNAIRE FOR: (Name of Offeror) This form is being submitted to your company for completion as a reference for the organization listed above. This Questionnaire is to be submitted to the City of Santa Fe, Public Utilities Department, Water Division via e-mail at: Name: Central Purchasing Office Email: Purchasing_RFP@santafenm.gov Forms must be submitted no later than May 9, 2023 and must not be returned to the organization requesting the reference. References are strongly encouraged to provide comments in response to organizational ratings. For questions or concerns regarding this form, please contact the City of Santa Fe Procurement Manager at jlstack@santafenm.gov or at 505-955-4206 in the Public Utilities Department, Water Division. When contacting the Procurement Manager, include the Request for Proposal number provided at the top of this page. Organization providing reference Contact name and title/position Contact telephone number(s) Contact e-mail address Project description Project dates (start and end dates) Technical environment for the project you are providing a reference Dams; Geotechnical; Design; Planning; Construction; Water Resources; Wastewater; etc. Page 43 of 67 QUESTIONS: 1. In what capacity have you worked with this engineering firm in the past? COMMENTS: 2. How would you rate this firm's knowledge and expertise? (3 = Excellent; 2 = Satisfactory; 1 = Unsatisfactory; 0 = Unacceptable) COMMENTS: 3. How would you rate this firm’s flexibility relative to changes in the project scope and timelines? (3 = Excellent; 2 = Satisfactory; 1 = Unsatisfactory; 0 = Unacceptable) COMMENTS: 4. What is your level of satisfaction with technical studies and documents produced by this firm? (3 = Excellent; 2 = Satisfactory; 1 = Unsatisfactory; 0 = Unacceptable, N/A = Not applicable) COMMENTS: 5. How would you rate the dynamics/interaction between this firm’s personnel and your staff? (3 = Excellent; 2 = Satisfactory; 1 = Unsatisfactory; 0 = Unacceptable) COMMENTS: Page 44 of 67 6. Who are/were this firm’s principal representatives involved in your project and how would you rate them individually? Would you, please, comment on the skills, knowledge, behaviors or other factors on which you based the rating? (3 = Excellent; 2 = Satisfactory; 1 = Unsatisfactory; 0 = Unacceptable) Name: Rating: Name: Rating: Name: Rating: Name: Rating: COMMENTS: 7. With which aspect(s) of this firm’s services are/were you most satisfied? COMMENTS: 8. With which aspect(s) of this firm’s services are/were you least satisfied? COMMENTS: 9. Would you recommend this firm’s services to your organization again? COMMENTS: Page 45 of 67 APPENDIX E NON-COLLUSION AFFIDA VIT Page 46 of 67 NON-COLLUSION AFFIDAVIT Complete, Sign and Return with your proposal. I hereby affirm that: I am the _____________________________________ (insert title) and the duly authorized representative of _________________________________________ (insert organization ’s name) whose address is __________________________________________________________ _______. And, that I possess the legal authority to make this affidavit on behalf of myself and the firm for which I am acting. I affirm: 1. I am fully informed respecting the preparation and contents of the attached proposal and of all pertinent circumstances respecting such proposal. 2. Such proposal is genuine and is not a collusive or sham proposal. 3. Neither the said Offeror nor any of its officers, partners, owners, agents, representatives, employees or parties in interest, including this affian t, has in any way colluded, conspired, connived or agreed, directly or indirectly with any Offeror, firm or person to submit a collusive or sham proposal in connection with the Contract for which the attached proposal has been submitted or to refrain from offering a proposal in connection with the Contract, or has in any manner, directly or indirectly, sought by agreement or collusion or communication or conference with any other Offeror, firm or person to fix the price or prices in the attached proposal or of any other Offeror, or to fix any overhead, profit or cost element of the proposal or the offer price of any other Offeror, or to secure through any collusion, conspiracy, connivance or unlawful agreement any advantage against the Mayor and Council of City of Santa Fe, New Mexico or any person interested in the proposed Contract; and 4. The price or prices quoted in the attached proposal are fair and proper and are not tainted by any collusion, conspiracy, connivance or unlawful agreement on the part o f the Offeror or any of its agents, representatives, owners, employees, or parties in interest, including this affiant. I do solemnly declare and affirm under the penalties of perjury that the contents of this affidavit are true and correct. Signature __________________________________________ Printed Name _______________________________________ Title ______________________________________________ Date ______________________________________________ Page 47 of 67 APPENDIX F CONFLICT OF INTEREST Page 48 of 67 CONFLICT OF INTEREST STATEMENT FOR CONSULTING FIRMS Complete, sign and return with your proposal. The City of Santa Fe policy is to prevent personal or organizational conflict of interest, or the appearance of such conflict of interest, in the award and administration of City contracts and Purchase Orders. The Offeror shall comply with all applicable provisions of the Governmental Conduct Act, Chapter 10, Article 16 NMSA 1978 and include a full disclosure of all potential organization conflicts of interest in the Proposal. In addition to the Engineering Firm, each key personnel shall also complete the Conflict of Interest Form below certifying that the entity has read and understands the City’s policy regarding conflict of interest and the CFR. Each key personnel must also certify that there is no conflict of interest with the Project. If there is a conflict with the Project, then the firm’s representative signing this Statement and known key personnel need to describe the conflict in writing. The Engineering Firm, agrees that, if after award, an organiza tional conflict of interest is discovered, the Engineering Firm will provide an immediate and full written disclosure to the City that includes a description of the action that the Engineering Firm has taken or proposes to take to avoid or mitigate such conflicts. If an organizational conflict of interest is determined to exist, the City may, at its discretion, cancel the contract for the Project. If the Engineering Firm was aware of an organizational conflict of interest prior to the award of the contrac t and did not disclose the conflict to the City, the City may terminate the contract for default. The City may disqualify an Offeror if any of its key personnel belong to more than one Submitter organization/firm. I, _______________________________ cer tify that I/We have no personal or financial interests and no present employment or activity which would be incompatible with this firm’s participation in any activity related to the RFP or execution of the awarded For the duration of this firm’s involveme nt in the On-call Engineering Services contract, this firm agrees not to accept any gift, benefit, gratuity or consideration, or begin a personal or financial interest in a party who is bidding and/or proposing, or associated with a bidder and/or Offeror on the On-call Engineering Services contract. I certify that this firm will keep all contract information confidential and secure. This organization will not copy, give or otherwise disclose such information to any other person unless the City of Santa Fe has on file a confidentiality agreement signed by the other person, and the disclosure is authorized and necessary to the contract and specific Task Order assigned. I understand that if this firm leaves this contract before it ends, this firm must still Page 49 of 67 keep all contract information confidential. I agree to follow any instructions provided by the City relating to the confidentiality of the contract and all Task Orders information. I fully understand that any unauthorized disclosure made by this firm may be a basis for civil or criminal penalties. I agree to advise the City’s Procurement Officer, at 505 -955-6432 immediately in the event that I or another person within this organization either learn or have reason to believe that any person who has access to the On-call Engineering Services contract and assigned Task Orders learns of confidential information and has or intends to disclose that information in violation of this agreement. This statement must be fully completed and signed by an authorized representative. Company Name: ________________________________________________________________________ Authorized Representative/Title: ________________________________________________________________________ Phone Number: ________________________________________________________________________ Fax Number: ________________________________________________________________________ E-mail Address: ________________________________________________________________________ Signature: ________________________________________________________________________ Date: ________________________________________________________________________ The above information is subject to verification by the City of Santa Fe. If the City finds a misrepresentation, the bid may be automatically disqualified from the procurement process or the contract may be canceled. Page 50 of 67 APPENDIX G LIVING WAGE ORDINANCE Page 51 of 67 Page 52 of 67 APPENDIX H DRAFT CONTRACT The Contract included in this Appendix H represents the contract the City intends to use to make an award. The City of Santa Fe reserves the right to modify the Contract prior to, or during, the award process, as necessary. Page 53 of 67 Page 54 of 67 Page 55 of 67 Page 56 of 67 Page 57 of 67 Page 58 of 67 Page 59 of 67 Page 60 of 67 Page 61 of 67 Page 62 of 67 Page 63 of 67 Page 64 of 67 Page 65 of 67 Page 66 of 67 Page 67 of 67

Document text

RFP# 23/61/P - On-call Engineering Services For Water and Wastewater Processes and Treatment | City of Santa Fe
Living Here
Americans with Disabilities Compliance
Reserve a Park or Field
Senior Services
Libraries
Active and Archived Solicitations
Tourism Santa Fe
Make a Police Report Online
Report Fraud, Waste & Abuse
Youth and Family Services
Santa Fe Trails Bus Schedule
Trash & Recycling
Affordable Housing
Airport
Recreation Complexes
Solve a Problem
CONNECT
Parks and Open Space
City Team
City Manager
City Clerk/Community Engagement
Community Development
Public Utilities
Human Resources
City Attorney’s Office
Community Health and Safety
Public Works
Finance Department
Press Inquiries
Government
Elected Officials
Meetings, Minutes, and Agendas
Watch a Public Meeting
Santa Fe Municipal Code
Active and Archived Solicitations
Contracts
Staff Directory
Municipal Court
Boards, Commissions and Committees
City Charter
Employee Salaries & Positions
Office of Legislation and Policy Innovation
Ordinances and Resolutions
Sustainability
Solarize Santa Fe
Affordable Housing
Water Conservation Office
Tree Smart Santa Fe
Green Building Codes
Built for Zero
Services
Apply for a Job
Business Licenses
Trash and Recycling
Parks and Open Space
Parking
Alert Santa Fe
Solve a Problem
Transit
Zoning and Permits
Water and Utilities
Recreation
Police
Seniors
Public Records (IPRA)
Search the site
Language
English
Spanish
RFP# 23/61/P - On-call Engineering Services For Water and Wastewater Processes and Treatment | City of Santa Fe
Home /
City Clerk /
Solicitations /
RFP# 23/61/P - On-call Engineering Services For Water and Wastewater Processes and Treatment
RFP# 23/61/P - On-call Engineering Services For Water and Wastewater Processes and Treatment
Bid Number: 23/61/P
Status: Open
Open Date: 04/05/2023
Close Date: 05/09/2023 2:00pm
Project ManagerJonna Leigh Stack
jlstack@santafenm.gov
jlstack@santafenm.gov
Proposal Submission Information
See attached.
Description
The purpose of the Request for Proposal (RFP) is to solicit sealed proposals to establish a Professional Services Contract through competitive negotiations for the procurement of On-call Engineering Services with emphasis on Water and Wastewater Treatment
RFP_23.61.P_On-call_Engineering_Water_Wastewater_Processes_Treatment_FINAL_.pdf 2.0MB
23-61-P_Pre-proposal_Conference_Attendance.pdf 140KB
Q_and_A_Responses_RFP_23-61-P.pdf 180KB
View by Type
EMERGENCY
INVITATION TO BID (ITB)
REQUEST FOR APPLICATIONS (RFA)
REQUEST FOR PROPOSALS (RFP)
SOLE SOURCE
Quick Links
Contact Info
Search the site
Report & Request
Meetings and Agendas
Pay Your Utility Bill
Business License
Building Division (Permitting)
Pay A Parking Ticket
Trash and Recycling
Bus Schedules
Recreation
ADA Compliance
Report Fraud, Waste & Abuse
Report a Website Issue
City Hall
200 Lincoln Avenue
Santa Fe, New Mexico
87501
Mailing Address:
City of Santa Fe
PO Box 909
Santa Fe, New Mexico
87504-0909
Constituent Services
505-955-6949
Report Weapons / Violence Threats
505-428-3710
Report an Accessibility Issue
Stay Up to Date
Connect with Us
© 2026 The Official Website of Santa Fe, New Mexico. All Rights Reserved
Policies & Disclaimers

--- Attachment: 23-61-P_Pre-proposal_Conference_Attendance.pdf (https://santafenm.gov/media/rfps_docs/23-61-P_Pre-proposal_Conference_Attendance.pdf) ---
RFP# 23/61/P  - On-call Engineering Services for Water Wastewater Processes & Treatment   
Pre-proposal Conference –  April 12, 2023  
 
Conference Atendance Log  
• Jonna Leigh Stack, City of Santa Fe  
• John Delmar, City of Santa Fe  
• Cara Nohr, Wilson  and Co.  
• John D’ Antonio, Wilson and Co.  
• Ken Muller, Molzen Corbin  
• Ron Mosher, Molzen Corbin  
• John Rehring, Carollo Engineers  
• Richard Terry, Carollo Engineers  
• Tod Phinney, Souder Miller  
• Ashley Blackwell, HDR  
• Gabriel Alvarado, HDR  
• Chris Rodriguez, HDR  
 
 
 



--- Attachment: RFP_23.61.P_On-call_Engineering_Water_Wastewater_Processes_Treatment_FINAL_.pdf (https://santafenm.gov/media/rfps_docs/RFP_23.61.P_On-call_Engineering_Water_Wastewater_Processes_Treatment_FINAL_.pdf) ---
CoSF  Version 6  3.31.2022  
  
 
 
The City of Santa Fe  
AND  
Public  Utilities  Department  
 
 
REQUEST FOR PROPOSALS (RFP)  
 
 
On-call Engineering Services  
For Water and Wastewater Processes and Treatment  
 
 
                                                                         
 
 
RFP#  23/61/P 
 
 
RFP Release Date : April 5 , 2023  
 
 
Proposal  Due Date : May 9, 2023  
ELECTRONIC -ONLY PROPOSAL SUBMISSION  
 


 ii TABLE OF CONTENTS  
 
I.  INTRODUCTION  ................................ ................................ ................................ ................................ ..................  1 
A. PURPOSE OF THIS REQU EST FOR PROPOSALS  ................................ ................................ ............................  1 
B. BACKGROUND INFORMATION  ................................ ................................ ................................ ....................  1 
C. SCOPE OF PROCUREMENT  ................................ ................................ ................................ ..........................  1 
D. PROCUREMENT MANAGER ................................ ................................ ................................ .........................  2 
E. PROPOSAL SUBMISSION  ................................ ................................ ................................ .............................  2 
F. DEFINITION OF TERMINOLOGY ................................ ................................ ................................ ...................  2 
G. PROCUREMENT LIBRARY  ................................ ................................ ................................ ............................  5 
II. CONDITIONS GOVERNING THE PROCUREMENT  ................................ ................................ ................................ . 6 
A. SCHEDULE  OF EVENTS  ................................ ................................ ................................ ................................ ..... 6 
B. EXPLANATION  OF EVENTS  ................................ ................................ ................................ ...............................  6 
1. Issue RFP  ................................ ................................ ................................ ................................ .....................  6 
2. Acknowledgement of Receipt Form  ................................ ................................ ................................ ............  7 
3. Pre-Proposal Conference  ................................ ................................ ................................ ............................  7 
4. Deadline to Submit Written Questions  ................................ ................................ ................................ .......  7 
5. Response to Written Questions  ................................ ................................ ................................ ..................  8 
6. Submission of Proposal  ................................ ................................ ................................ ...............................  8 
7. Proposal Evaluation  ................................ ................................ ................................ ................................ .... 8 
8. Select ion of Finalists  ................................ ................................ ................................ ................................ ... 9 
9. Oral Presentations  ................................ ................................ ................................ ................................ ...... 9 
10. Finalize Contractual Agreements  ................................ ................................ ................................ ................  9 
11. Contract Awards  ................................ ................................ ................................ ................................ .........  9 
12. Protest Deadline  ................................ ................................ ................................ ................................ .........  9 
C. GENERAL  REQUIREMENTS  ................................ ................................ ................................ .............................  10 
1. Acceptance of Conditions Governing the Procurement  ................................ ................................ ............  10 
2. Incurring Cost  ................................ ................................ ................................ ................................ ............  10 
3. Prime Contractor Responsibility  ................................ ................................ ................................ ...............  10 
4. Subcontractors/Consent  ................................ ................................ ................................ ...........................  10 
5. Amended Proposals  ................................ ................................ ................................ ................................ .. 10 
6. Offero r’s Rights to Withdraw Proposal  ................................ ................................ ................................ ..... 11 
7. Proposal Offer Firm  ................................ ................................ ................................ ................................ ... 11 
8. Disclosure of Proposal Contents  ................................ ................................ ................................ ...............  11 
9. No Obligation  ................................ ................................ ................................ ................................ ............  11 
10. Termination  ................................ ................................ ................................ ................................ ..............  11 
11. Sufficient Appropriation  ................................ ................................ ................................ ............................  12 
12. Legal Review  ................................ ................................ ................................ ................................ .............  12 
13. Governing Law  ................................ ................................ ................................ ................................ ..........  12 
14. Basis for Proposal  ................................ ................................ ................................ ................................ ..... 12 
15. Contract Terms and Conditions  ................................ ................................ ................................ ................  12 
16. Offeror’s Terms and Conditions  ................................ ................................ ................................ ................  13 
17. Contract Deviations  ................................ ................................ ................................ ................................ .. 13 
18. Offeror Qualifications  ................................ ................................ ................................ ...............................  13 
19. Right to Waive Minor Irregulariti es ................................ ................................ ................................ ..........  13 
20. Change in Contractor Representatives  ................................ ................................ ................................ ..... 13 
21. Notice of Penalties  ................................ ................................ ................................ ................................ .... 13 
22. Department Rights  ................................ ................................ ................................ ................................ ... 13 
23. Right to Publish  ................................ ................................ ................................ ................................ .........  14 
24. Ownership of Proposals  ................................ ................................ ................................ ............................  14 
25. Confidentiality  ................................ ................................ ................................ ................................ ..........  14 

 iii 26. Electronic Mail Address Required  ................................ ................................ ................................ .............  14 
27. Use of Electronic Versions of this RFP  ................................ ................................ ................................ .......  14 
28. Campaign Contribution Disclosure Form  ................................ ................................ ................................ .. 14 
29. Letter of Transmittal  ................................ ................................ ................................ ................................ . 14 
30. Disclosure Regarding Responsibility  ................................ ................................ ................................ .........  15 
31. Local Preference  ................................ ................................ ................................ ................................ .......  16 
III. RESPONSE FORMAT AND ORGANIZATION  ................................ ................................ ................................ ...... 18 
A. NUMBER  OF RESPONSES  ................................ ................................ ................................ ...............................  18 
B. NUMBER  OF COPIES  ................................ ................................ ................................ ................................ ...... 18 
1. ELECTRONIC SUBMISSION ONLY Responses  ................................ ................................ .............................  18 
C. PROPOSAL  FORMAT  ................................ ................................ ................................ ................................ ...... 19 
1. Proposal Content and Organization  ................................ ................................ ................................ .........  19 
IV. SPECIFICATIONS  ................................ ................................ ................................ ................................ ..............  20 
A. DETAILED  SCOPE  OF WORK  ................................ ................................ ................................ ...........................  20 
B. TECHNICAL  SPECIFICATIONS  ................................ ................................ ................................ ..........................  20 
1. Organizational Experience  ................................ ................................ ................................ ........................  25 
2. Organizational References  ................................ ................................ ................................ ........................  26 
3. Mandatory Specification ................................ ................................ ................................ ...........................  27 
4. Desirable Specification ................................ ................................ ................................ ..............................  28 
C. BUSINESS  SPECIFICATIONS  ................................ ................................ ................................ ............................  28 
1. Financial Stability  ................................ ................................ ................................ ................................ ...... 28 
2. Performance Surety Bond  ................................ ................................ ................................ .........................  28 
3. Letter of Transmittal Form  ................................ ................................ ................................ ........................  28 
4. Campaign Contribution Disclosure Form  ................................ ................................ ................................ .. 28 
5. Oral Presentation  ................................ ................................ ................................ ................................ ...... 29 
6. Local Preference  ................................ ................................ ................................ ................................ .......  29 
V.  EVALUATION  ................................ ................................ ................................ ................................ ...................  30 
A. EVALUATION  POINT  SUMMARY  ................................ ................................ ................................ ....................  30 
B. EVALUATION  FACTORS  ................................ ................................ ................................ ................................ .. 30 
B.1 Organizational Experience (See Table 1)  ................................ ................................ ................................ ...... 30 
B.2 Organizational References (See Table 1) ................................ ................................ ................................ ...... 30 
B.3 Mandatory Specifications  ................................ ................................ ................................ ............................  31 
B.4 Desirable Specifications  ................................ ................................ ................................ ...............................  31 
C.1 Financial Stability (See Table 1) ................................ ................................ ................................ ....................  31 
C.2 Performance Surety Bond (See Table 1)  ................................ ................................ ................................ .......  31 
C.3 Letter of Transmittal (See Table 1)  ................................ ................................ ................................ ...............  31 
C.4 Campaign Contribution Disclosure Form (See Table 1)  ................................ ................................ ................  31 
C.5 Oral Presentations (See Table 1)  ................................ ................................ ................................ ..................  31 
C.6. Local Preference  ................................ ................................ ................................ ................................ ..........  31 
C. EVALUATION  PROCESS  ................................ ................................ ................................ ................................ .. 32 
APPENDIX A  ................................ ................................ ................................ ................................ .........................  33 
ACKNOWLEDGEMENT OF RECEIPT FORM  ................................ ................................ ................................ ............  33 
APPENDIX B  ................................ ................................ ................................ ................................ .........................  35 
CAMPAIGN CONTRIBUTION DISCLOSURE FORM  ................................ ................................ ................................ .. 35 
APPENDIX C  ................................ ................................ ................................ ................................ .........................  39 
LETTER OF TRANSMITTAL FORM  ................................ ................................ ................................ ..........................  39 

 iv APPENDIX D  ................................ ................................ ................................ ................................ .........................  41 
ORGANIZATIONAL REFERENCE QUESTIONNAIRE  ................................ ................................ ................................ . 41 
APPENDIX E  ................................ ................................ ................................ ................................ .........................  45 
NON -COLLUSION AFFIDAVIT  ................................ ................................ ................................ ................................  45 
APPENDIX F  ................................ ................................ ................................ ................................ .........................  47 
CONFLICT OF INTEREST  ................................ ................................ ................................ ................................ ........  47 
APPENDIX G  ................................ ................................ ................................ ................................ .........................  50 
LIVING WAGE ORDINANCE ................................ ................................ ................................ ................................ ... 50 
APPENDIX H  ................................ ................................ ................................ ................................ .........................  52 
DRAFT CONTRACT  ................................ ................................ ................................ ................................ ................  52 
 
 

Page 1 of 67 
 I.  INTRODUCTION  
 
A. PURPOSE OF THIS REQUEST FOR PROPOSALS  
 
The purpose of the Request for Proposal (RFP) is to solicit sealed proposals to establish a Professional 
Services Contract through competitive negotiations for the procurement of On -call Engineering Services 
with emphasis on Water and Wastewater Treatment. The City of Santa Fe Water Division requires on -call 
engineering services for wide -ranging issues that require broad areas of expertise. As these cannot always be 
managed and maintained in -house, th e City seeks an on -call engineering firm experienced with municipal 
water and wastewater infrastructure and treatment, and capable of providing a variety of engineering services 
as required.  
 
B. BACKGROUND INFORMATION  
 
The City of Santa Fe (the “City”) Water Division’s mission is to provide a safe, reliable, and resilient water 
supply to meet Santa Fe’s needs.  The City manages four (4) sources of water supply derived from surface 
water (Santa Fe River and Rio Grande via the Buckman Direct Diversion [BDD]) and groundwater (City and 
Buckman well fields) sources. Details on the City’s water supply portfolio, production records, future 
projected demands, and framework of its distribution system are presented in the Water Transmission and 
Storage System  Master  Plan (2009),  Long -Range  Water  Supply  Plan (2008),  Santa Fe  Basin  Study  (2015),  
and Annual  Water Report (2019).  These reports are available on the City of Santa Fe Water website at 
https:// www.santafenm.gov/water_resources_1 . 
 
C. SCOPE OF PROCUREMENT  
 
The Engineering Firm shall perform professional engineering services on an as -needed basis as directed by 
the City’s representative. The Engineering Firm shall h ave demonstrated expertise and experience in the 
areas of water supply; water quality, water and wastewater treatment, blending; water distribution and 
storage; water and wastewater infrastructure; water resource management; planning and permitting; water 
modeling; design and construction; well field operations; and construction management.  
 
Services will include water quality evaluations; water and wastewater treatment facility evaluations and 
upgrades, blending and distribution; recycled water and wastewater reuse; hydraulic modeling; preparing 
technical drawings and specifications; water resources management and permitting support; geotechnical and 
structural analysis; field reconnaissance and design surveys; collecting field and other related data ; 
developing detailed construction costs estimates; construction management and engineering services during 
construction; studies; reports; preliminary and final designs with bid documents; and bid period related 
services, as authorized by the City for a v ariety of utility work assignments. Additionally, services may 
consist of third -party evaluations, geotechnical investigations and testing, or other elements of water and 
wastewater engineering.  
 
This procurement will result in one contract between the Cit y of Santa Fe and the awardee  the procurement 
may ONLY be used by those parties exclusively.   
 
The contract term will be four (4) years . 
 
 
 

Page 2 of 67 
 D. PROCUREMENT MANAGER  
 
The City of Santa Fe Public Utilities Department has assigned a Procurement Manager who is resp onsible for 
the conduct of this procurement whose name, address, telephone number and e -mail address are listed below:  
 
Name:  Jonna Leigh Stack, Procurement  Manager  
Telephone:   (505) 955 -4026  
Email:  jlstack@santafenm.gov  
 
1. Any inquiries or requests  regarding this procurement should be submitted, in writing, to the  
Procurement Manager  AND  the Central Purchasing Office at  the following emails:  
 
Procurement Manager: jlstack@santafenm.gov  
Central Purchasing Office: purchasing_RFP@santafenm.gov  
 
Offerors may contact ONLY  the Procurement Manager and the Central Purchasing Office regarding 
this procurement.  Other city employees or Evaluation Committee members do not have the authority 
to respond on behalf of the Procurement Manager .  
 
2. Protests of the solicitation or award must be submitted in writ ing to the Protest Manager 
identified in Section II.B.1 2.  As a Protest Manager has been named in this Request for Proposals, 
pursuant to §13 -1-172, NMSA 1978 and Procurement Manual Section Y , ONLY  protests delivered 
directly to the Protest Manager in writ ing 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 Procurement Manager will NOT  be considered properly 
submitted.    
E. PROP OSAL SUBMISSION  
Submissions of all proposals must be accomplished via email to: 
purchasing _RFP @santafenm.gov . 
 
F. DEFINITION OF TERMINOLOGY  
 
This section contains definitions of terms used throughout this procurement document, including appropriate 
abbreviations:   
 
1.  “Authorized Purchaser ” means an individual authorized by a Participating Entity to place orders      
against the resulting contract(s).  
 
2. “Award ” means the final execution of the contract document.  
 
3. “Business Hours ” means 8:00 AM thru 5:00 PM MST/MDT , whichever is in effect on the date 
given.  
 
4. “Central Purchasing Office ” means the office responsible for the control of procurement of items 
of tangible personable property, services or construction.  
 
5. “Chief Procurement Officer ” means that person within the Central Purchasing Office who is 
responsible for the control of procurement of items of tangible personable property, services or 
construction.  
 

Page 3 of 67 
 6. “City ” means the City of Santa Fe, New Mexico which in the pr ocurement context may act through 
the Finance Director, City Manager, or Governing Body.  
 
7. “Close of Business ” means 5:00 PM Mount ain Standard or Daylight  Time, whichever is in use at that 
time. 
 
8. “Confidential ” means confidential financial information conce rning 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 . 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 
informatio n or that qualifies under the Uniform Trade Secrets Act.  
 
9. “Contract ” means a ny agreement for the procurement of items of tangible personal property, 
services or construction.   
 
10. “Contractor ” mean s any business having a contract with the City of Santa Fe . 
 
11. “Department ” means the Requesting Department  sponsoring this Procurement.  
 
12. “Determination ” means the written documentation of a decision of a procurement officer  including 
findings of fact required to support a decision.  A determination becomes part of the procurement file  
to which it pertains.  
 
13. “Desirable ” – the terms “may,” “can,” “should ,” “preferably ,” or “prefers ” identify a desirable or 
discretionary item o r factor . 
 
14. “Electronic Submission ” means a successful submittal of Offeror’s proposal.  
 
15. “Electronic Version/Copy ” means a digital form consisting of text, images or both readable on 
computers or other electronic devices . The electronic version/copy can only be emailed.  
 
16. “Evaluation Committee ” means a body appointed to perform the evaluation of Offerors’ proposals.  
 
17. “Evaluation Committee Report ” means a report prepared by the Procurement Manager and the 
Evaluation Committee to support the Committee’s recommendation for contract award.  It will 
contain scores and written  evaluations of all responsive Offeror proposals . 
 
18. “Final Award ” means, in the  context of this Request for Proposals and all its attendant documents, 
that point at which  the final required signature on the contract(s) resulting from the procurement  has 
been affixed to the contract(s)  thus making it fully executed . 
 
19. “Finalist ” means an Offeror who meet s all the mandatory specifications of this Request for Proposals 
and whose score on evaluation factors is sufficiently high to merit further consideration by the 
Evaluation Committee . 
 
20. “Hourly Rate ” means the proposed fully loaded maximu m hourly rates that  include travel, per diem, 
fringe benefits and any overhead costs for contractor personnel, as well as subcontractor personnel if 
appropriate.  
 

Page 4 of 67 
 21. “Mandatory ” – the terms “must ,” “shall ” “will,” “is required ,” or “are required ,” identify a 
mandatory item or factor.  Failure to meet a mandatory item or factor may result in the rejection of 
the Offeror’s  proposal . 
 
22. “Minor Irregularities ” means anything in the proposal that does not affect the price , quality and /or 
quantity , or any other mandatory requirement.  
 
23. “Offeror ” is any person, corporation, or partnership who chooses to submit a proposal . 
 
24. “Procurement Manager ” means any person or designee authorized  by the Requesting Department 
to facilitate  the procurement and or administer the contract (s). 
 
25. “Project ” means a temporary process undertaken to solve a well -defined goal or objective with 
clearly defined start and end times, a set of clearly defined tasks, and a budget. The project terminates 
once the project scope i s achieved and project acceptance is given by the project executive sponsor.  
 
26. “Redacted ” means a version/copy of the Offeror’s proposal with the information considered 
proprietary or confidential (as defined by §§57-3A-1 to 57 -3A-7, NMSA 1978 and summarize d 
herein and outlined in Section II.C.8 of this RFP ) blacked -out BUT NOT  omitted or removed.  
 
27. “Request for Proposals  (RFP) ” means all documents, including those attached or incorporated by 
reference, used for soliciting proposals . 
 
28. “Requesting Department ” means the City Department responsible for overseeing the work or 
delivery of tangible personal property by a contractor.    
 
29. “Responsible Offeror ” means an Offeror who submit s a responsive proposal and who has furnished, 
when required, information and data to prove that his financial resources, production or service 
facilities, personnel, service reputation and ex perience are adequate to make satisfactory delivery of 
the services , or items of tangible personal property  described in the proposal . 
 
30. “Responsive Offer ” or means an offer which conforms in all material respects to the requirements 
set forth in th e reques t for proposals.  Material respects of a request for proposals include, but are not 
limited to price, quality, quantity or delivery requirements.  
 
31. “Staff ” means an y individual who is a full-time, part -time, or an independently contracted employee 
with the Offerors ’ company.   
 
32. “State (the State) ” means the State of New Mexico.  
 
33.  “Statement of Concurrence ” means an affirmative statement from the Offeror to the required 
specification agreeing to comply and concur with the stated requirement(s). This state ment shall be 
included in Offerors proposal. (E.g. , “We concur ,” “Understands and Complies ,” “Comply ,” “Will 
Comply if Applicable ,” etc.)  
 
34. “Unredacted ” means a version/copy of the proposal containing all complete information ; including 
any that the Offeror  would otherwise conside r confidential , such copy for use only  for the purposes of 
evaluation.    
 
35. “Written ” means typewritten on standard 8 ½ x 11 -inch paper.  Larger paper is permissible for 
charts, spreadsheets, etc.  

Page 5 of 67 
  
G. PROCUREMENT LIBRARY  
 
A procurement l ibrary has been established.  Offerors are encouraged to review the material contained in the 
Procurement Library by selecting the link provided in the electronic version of this document through your 
own internet connection .  The library contains informat ion listed below:  
 
Electronic version of RFP, Questions & Answers, RFP Amendments, etc.  
https://www.santafenm.gov/bids_rfps  
 
Other relevant links:  
https:// www.santafenm.gov/water  
https:// www.santafenm.gov/water_resources_1  

Page 6 of 67 
 II. CONDITIONS GOVERNING THE PROCUREMENT  
 
This section of the RFP contains the schedule  of events , the description s of each event, and the conditions 
governing this procurement .  
A. SCHEDULE  OF EVENTS  
 
The City’s Central Purchasing Office and the Procurement Manager will make every effort to adhere to the 
following schedule:  
 
Action  Responsible Party  Due Dates  
 
1. Issue RFP  Central Purchasing Office  April 5, 2023  
2. Acknowledgement of Receipt Form  Potential Offerors  April 12, 2023  
3. Pre-proposal Conference  Requesting Department  April 12, 2023  
4. Deadline to Submit Written 
Questions  Potential Offerors  April 17, 2023  
5. Response to Written Questions  Procurement Manager  April 24, 2023  
6. Submission of Proposal  Potential Offerors  May 9, 2023  
7.* Proposal Evaluation  Evaluation Committee  May 9, 2023  
8.* Selection of Finalists  Evaluation Committee  May 12, 2023  
9.* Oral Presentation(s)  Finalist Offerors  May 12, 2023  
10.* Finalize Contractual Agreements  Requesting Department/ 
Finalist Offerors  May 22, 2023  
11.* Contract Awards  Requesting Department/ 
Finalist Offerors  June 1 6, 2023  
12.* Protest Deadline  Central Purchasing Office  15 days after date of 
award  
*  Dates indicated in Events  7 through 1 2 are estimates only  and may be subject to change without necessitating an 
amendment to the RFP.   
B. EXPLANATION OF EVENTS  
 
The following paragraphs describe the activities listed in the Schedule  of Events shown in Section II .A., 
above.  
1. Issue RFP  
 
This RFP is being issued on beh alf of The City Public Utilities Department, Water Division on the 
date indicated in Section II.A, Schedule  of Events.   
  
Offer ors must submit the Acknowledgement of Receipt Form in order to be included on the 
procurement distribution list.  The City has pr ovided time for Offerors to ask questions that may arise 
after the Pre -proposal Conference. They are to be submitted in a Microsoft Word  document (emails 
with questions will not be tracked) that must be submitted by the due date to ensure a response. 
Proposals not submitted by the deadline date will not be considered. Offerors will be notified of any 
date changes for items 7 through 12 if and when made. The City will invite selected finalist Offerors to 
make an oral presentation , from which the City will determine those with whom it will begin contract  
negotiations . Upon contract finalization, the City will proceed with City Committee and Governing 
Body approvals before awarding the contracts.  

Page 7 of 67 
 2. Acknowledgement of Receipt  Form  
 
Potential Offerors  may e-mail the Acknowledgement of Receipt Form (APPENDIX A) , to the 
Central Purchasing Office at Purchasing_RFP@santafenm.gov , to have their organization placed on 
the procurement Distribution List .  The form must be returned to the Central Purchasing Office  by 
3:00 pm MST/MDT on the date indicated in Section II.A, Schedule of Events . 
 
The procurement distribution list will be used for the distribution of written responses to questions , 
and/or any amendments to the RFP .  Failure to return the Acknowledgement of Receipt Form does 
not prohibit potential Offerors from submitting a response to this RFP.  How ever, by not returning 
the Acknowledgement of Receipt Form, the potential Offeror’s  representative shall not be included 
on the distribution list and will be solely responsible for obtaining from the Procurement Library 
(Section I. G.) responses to written questions and any amendments to the RFP . 
3. Pre-Proposal Conference  
 
A pre -proposal conference will be held as indicated in Section II.A, Schedule  of Events, beginning at 
10:30 AM MST/MDT  via Zoom .  Potential Offeror(s) are encouraged to submit written questions 
in advance of the conference to the  Central Purchasing Office and the Procurement Manager  
(see Section I .D). The identity of the organization submitting the question(s) will not be revealed.  
Additional  written questions may be submitted at the conference.  All questions answered during the 
Pre-proposal Conference will be considered unofficial  until they are posted in writing.  All written 
questions will be addressed in writing on the date listed in Section II.A, Schedule  of Events.  A public 
log will be kept of the names of potential Offeror(s) that attended the pre -proposal conference.  
 
Attendance  at the pre-proposal  conference  is mandatory  and a prerequisite  for submission  of a proposal.  
Potential Offers shall use the following information to access the Zoom meeting. If unable to participate 
in the Zoom meeting, please call the number indicated below.  
Join Zoom Meeting   
https://santafenm -gov.zoom.us/j/87072488473?pwd=YUlZWGdJSm1BUUhMdjRtT3dtOUl4QT09   
Meeting ID: 870 7248 8473   
Passcode: 214250   
One tap mobile   
+17193594580,,87072488473#,,,,*214250# US   
+12532050468,,87072488473#,,,,*214250# US   
Dial by your location   
        +1 719 359 4580 US   
        +1 253 205 0468 US   
        +1 253 21 5 8782 US (Tacoma)   
        +1 346 248 7799 US (Houston)   
        +1 669 444 9171 US   
        +1 669 900 6833 US (San Jose)   
        +1 646 931 3860 US   
        +1 689 278 1000 US   
        +1 929 205 6099 US (New York)   
        +1 301 715 8592 US (Washingt on DC)   
        +1 305 224 1968 US   
        +1 309 205 3325 US   

Page 8 of 67 
         +1 312 626 6799 US (Chicago)   
        +1 360 209 5623 US   
        +1 386 347 5053 US   
        +1 507 473 4847 US   
        +1 564 217 2000 US   
Meeting ID: 870 7248 8473   
Passcode: 214250   
Find your local number: https://santafenm -gov.zoom.us/u/kzMXkqhTm   
4. Deadline to Submit Written Questions  
 
Potential Offerors may submit written questions to the Central Purchasing Office and the 
Procurement Manager as to the intent or clarity of this RFP until 3:00 PM  MST/MDT  as indicated  in 
Section II.A, Schedule  of Events . All written questions must be addressed to the Central Purchasing 
Office and the Procurement Manager as de clared in Section I .D. Questions shall be clearly labeled 
and shall cite the Section(s) in the RFP or other docu ment which form the basis of the question.  
5. Response to Written Questions  
 
Written responses to the written questions will be provided via e -mail, on or before the date  indicated 
in Section II.A, Schedule  of Events, to all potential Offerors  who timely submitted an 
Acknowledgement of Receipt Form (Section II.B.2 and A PPENDIX  A).  
 
An electronic version of the Questions and Answers  will be posted to: 
https:// www.santafenm.gov/bids_rfps  
6. Submission of Proposal  
 
At this time, only electronic  proposal submission is allowed.  Do not  submit hard copies until further 
notice.  
 
ALL OFFEROR PROPOSALS MUST BE RECEIVED FOR REVIEW AND EVALUATION BY 
THE CENTRAL PURCHASING OFFICE VIA EMAIL AT Purchasing_RFP@santafenm.gov   NO 
LATER THAN 2:00 PM  MST/MDT  ON THE DATE INDICATED IN SECTION II.A, 
SCHEDULE OF EVENTS . PROPOSALS RECEIVED AFTER THIS DEADLINE WILL NOT 
BE ACCEPTED . The date and time of receipt will be recorded on each proposal.  
 
Proposals must be submitted electronically through email until further notice. Refer to Section 
III.B.1 for instructions.   Proposals submitted by facsimile will not be accepted.  
 
A log will be kept of the names of all Offer or organizations that submitted proposals.  Pursuant to 
§13-1-116, NMSA 1978 , the contents of proposals shall not be disclosed to competing potential 
Offerors during the negotiation process.  The negotiation process is deemed to be in effect until the 
contra ct is awarded pursuant to this Request for Proposals .  Awarded in this context means the final 
required City of Santa Fe  signature s on the contract(s) resulting from the procurement  has been 
obtained . 
7. Proposal Evaluation  
 
An Evaluation Committee  will perfo rm the evaluation of proposals.  This p rocess will take place as 
indicated in Section II.A, Schedule  of Events , depending upon the number of proposals received.  

Page 9 of 67 
 During this time, the Central Purchasing Office or/and the Procurement Manager may initiate 
discussions with Offerors who submit responsive or potentially responsive proposals for the purpose 
of clarifying aspects of the proposals. However, proposals may be accepted and evaluated without 
such discussion.  Discussions SHALL NOT be initiated by the O fferors.  
8. Selection of Finalists  
 
The Evaluation Committee  will select , and the Procurement Manager will notify , the finalist Offerors 
as per Sec tion II.A, Schedule  of Events , or as soon as possible  thereafter . Finalists  will be comprised 
of the five (5) Offerors receiving the highest cumulative scores in the following Sections:  Section 
III.C.1 Proposal Content and Organization,  Section IV.B.1 Organizational Experience, IV.B.2 
Organizational References, Section IV.B.3 Mandatory Specifications , and  
.Section IV.B.4 Desirable Specifications .  
9. Oral Presentations  
 
Finalist Offerors , as selected per Section II.B.8 above,  may be required to conduct an oral 
presentation at a venue  to be determined as per schedule Section II .A., Schedule  of Events , or as soon 
as possible  thereafter . If oral presentations are held, Finalist Offerors may be required to make their 
presentations thr ough electronic means (GoToMeeting, Zoom, etc .).  The Department  will provide 
Finalist Offerors with applicable details.  Whether or not Oral Presentations will be held is at the 
discretion of the Evaluation Committee and Central Purchasing Office . 
10. Finaliz e Contractual Agreements  
 
After approval of the Evaluation Committee Report, any c ontractual agreement(s) resulting from this 
RFP will be finalized with the most advantageous Offeror (s), taking into consideration the evaluation 
factors set forth in this RF P, as per Sec tion II.A., Schedule  of Events , or as soon  as possible  
thereafter . The most advantageous proposal may or may not have received the most points.   In the 
event mutually agreeable terms cannot be reached with  the apparent most advantageous Offeror in 
the time frame  specified, the City of Santa Fe  reserve s the right to finalize a contractual agreement  
with the next most advantageous Offeror (s) without  undertaking a new procurement process.    
11. Contract Awards  
 
Upon receipt of  the signed contractual agreement , the Department will aw ard as per Sec tion II.A., 
Schedule  of Events , or as soon as possible thereafter.  The award is subject to appropriat e Department 
and Governing Body  approval . 
12. Protest Deadline  
 
Any protest by an Offeror must be timely submitted and in conformance with §13-1-172, NMSA 
1978 and applicable procurement reg ulations.  As a Protest Manager has been named in this Request 
for Proposals, pursuant to  §13-1-172, NMSA 1978  and Procurement Manual Section Y , ONLY 
protests delivered directly to the Protest Manager in writing and in a timely fashion will be 
considered t o have been submitted properly and in accordance with statute, rule and this Request for 
Proposals. The 15 -calendar day protest period shall begin on the day following the notice of award of 
contract (s) and will end at 5:0 0 pm MST/MDT  on the 15th day.  Protests must be written and must 
include the name and address of the protestor and the request for proposal number.  It must also 

Page 10 of 67 
 contain a statement of the grounds for protest including appropriate supporting exhibits and it must 
specify the ruling re quested from the  party listed below.  The protest must be delivered to:   
 
 
Travis Dutton -Leyda   
Chief Procurement Officer   
City of Santa Fe  
tkduttonleyda@santafenm.gov  
 
PROTESTS RECEIVED AFTER THE DEADLINE WILL NOT BE ACCEPTED.  
 
C. GENERAL REQUIREMENTS  
1. Acceptance of Conditions Governing the Procurement  
 
Potential Offerors must indicate their acceptance of the se Conditions Governing the Procurement , 
Section II.C .1, by completing and signing the Letter of Transmittal form, pursuant to the 
requirements in Section II.C. 29, located in APPENDIX C.  
2. Incurring Cost  
 
Any cost incurred by the potential Offeror in preparat ion, transmittal, and/or presentation of any 
proposal or material submitted in response to this RFP shall be borne solely by the Offeror.  Any cost 
incurred by the Offeror for set up and demonstration of the proposed equipment and/or system shall 
be borne s olely by the Offeror.  
3. Prime Contractor Responsibility  
 
Any contractual agreement that may result from this RFP shall specify that the prime contractor is 
solely responsible for fulfillment of all requirements of the contractual agreement  with the 
Departmen t which may derive from this RFP. The  Department entering into a contractual agreement 
with a vendor will make payments to only the prime contractor.  
4. Subcontractors /Consent  
 
The use of subcontractors is allowed. The prime contractor shall be wholly responsible for the ent ire 
performance of the contractual agreement  whether or not subcontractors are used.  Additionally, the 
prime contractor must receive approval, in writing, from The Department awarding any resultant 
contract , before any subcontractor is used during the term of this agreement.  
5. Amended Proposals  
 
An Offeror may submit an amended proposal before the deadline for receipt of proposals. Such 
amended proposals must be complete replacements for a previously submitted proposal and  must be 
clearly identified as such in th e transmittal letter.  The Department or the Central Purchasing  
Office personnel will not merge, collate, or assemble proposal materials.  
 
 

Page 11 of 67 
 6. Offeror ’s Rights to Withdraw Proposal  
 
Offerors will be allowed to withdraw  their proposals at any time prior to  the deadline for receipt of 
proposals.  The Offeror must submit a written withdrawal request addressed to the Central 
Purchasing Office and the Procurement Manager and signed by the Offeror’s  duly authorized 
representa tive. 
 
The approval or denial of withdrawal requests received after the deadline for receipt of the proposals 
is governed by the applicable procurement regulations . 
7. Proposal Offer Firm  
 
Responses to this RFP, including proposal prices for services, will be  considered firm for one -
hundred eighty ( 180) days after the due date for receipt of proposals or ninety (90) days after the due 
date for the receipt of a best and final offer , if the Offeror is invited or required to submit one.   
8. Disclosure of Proposal Contents  
 
The contents of all submitted proposals will be kept confidential until the final award has been 
completed by The City.  At that time, all proposals and documents pertaining to the proposals will be 
available for public inspection, excep t for proprietary or confidential material as follows:  
a. Proprietary and Confidential information is restricted to : 
1. confidential financial information concerning the Offeror’s organization; and  
2. information that qualifies as a trade secret in accordance with the Uniform Trade Secrets 
Act, § §57-3A-1 through  57-3A-7.   
b. An additional but separate redacted version of Offeror’s proposal, as outlined and identified in 
Sections III.B.1.a.i, shall be submitted containing the blacked -out proprietary or confidential 
information, in order to facilitate eventual public inspection of the non -confidential version of 
Offeror’s proposal.  
 
IMPORTANT :  The price of products offered,  or the cost of services proposed SHALL NOT  be 
designated as proprietary or confidential information.   
 
If a request is received for disclosure of proprietary or confidential materials, the City Attorney and 
the Chief Procurement Officer  shall examine the request and make a written determination t hat 
specifies which portions of the proposal should be disclosed . Unless the Offeror takes legal action to 
prevent the disclosure, the proposal will be so disclosed.  The proposal shall be open to public 
inspection subject to a

AI Analysis

Validation: Hybrid score 50 (confidence 90)

Contract Type

Professional Services Contract

Estimated Value

—

Bid Bond

—

Site Visit

—

Local Req

—

License

—

Construction

—

PLC Details

—

HMI/SCADA

—

Comms

—

Subcontractor

—

Pre-selected

—

Project insights

{
  "bid_bond_required": null,
  "communication_details": null,
  "construction_beyond_panels": null,
  "contract_type": "Professional Services Contract",
  "estimated_project_value": null,
  "hmi_details": null,
  "integrators_already_selected": null,
  "integrators_required_local": null,
  "license_requirements": null,
  "mandatory_site_visit": null,
  "plc_details": null,
  "requires_subcontractor": null
}