Architect_&_Engineering_(A&E)_Service_for_Santa_Fe_Regional_Airport_Terminal_Expansion_(Addendum_#2_Revision).pdf

The City of Santa Fe (City), Central Purchasing Division (CPD)

AND

Airport

REQUEST FOR PROPOSALS (RFP)

RFP#: FY26RFP035 - Architect & Engineering (A&E) Service for

Santa Fe Regional Airport Terminal Expansion

Table Of Contents

1. INTRODUCTION

2. CONDITIONS GOVERNING THE PROCUREMENT

3. RESPONSE FORMAT AND ORGANIZATION

4. SCOPE OF WORK

5. EVALUATION

6. EVALUATION PHASES

7. VENDOR QUESTIONNAIRE

8. ATTACHMENTS

Attachments:

A - RFP# FY26RFP035 Airport A&E - Final 11.7.25

1. INTRODUCTION

1.1. PURPOSE OF THIS RFP

The City of Santa Fe as owner of a public use airport facility is soliciting qualification-based sealed proposals for selecting a principal consultant to provide Architectural and Engineering (A/E) Services and Incidental, Planning, and Special Services as described in the Scope of Work, at the Santa Fe Regional Airport (Airport).

This procurement is conducted pursuant to the New Mexico State Procurement Code (NMSA 1978, § § 13-1-28 through 13-1-199) and applicable procurement regulations. The contract resulting from this Request for

Proposals (RFP) A/E Services will be funded through a combination of Federal Aviation Administration (FAA) grant funds and State of New Mexico legislative appropriations.

All work performed under this contract shall comply with applicable federal and state laws, regulations, and funding requirements, including but not limited to FAA grant assurances, federal procurement standards under 2

CFR Part 200, and the New Mexico State Procurement Code. The Offeror is advised that the availability of funds for this project is contingent upon receipt of federal and state appropriations, and continuation of this contract is dependent upon such funding.

The procurement process shall ensure fair, open, and competitive selection in accordance with the requirements of the State of New Mexico and the FAA, including applicable Disadvantaged Business Enterprise (DBE) participation goals where required.

1.2. BACKGROUND INFORMATION

The Airport, originally built in 1941, has gradually expanded over the years. However, further development is now essential to meet increasing travel demand. Upgrades to the terminal, additional office space, and more airline gates are needed to support future growth. Expanded parking, increased capacity for multiple airlines, larger baggage claim areas, new rental car facilities, and enhanced passenger waiting areas are also necessary to accommodate rising traffic and improve the overall traveler experience.

1.3. SCOPE OF PROCUREMENT

The resulting contract will result in a Single Award - This procurement will result in a contractual agreement between two parties; the procurement may ONLY be used by those two parties exclusively.

The City of Santa Fe is seeking a principal consultant to provide A/E services and incidental, planning, and special services as described in the scope of work, at the Airport.

1.4. PROCUREMENT MANAGER

Airport has assigned a Procurement Manager who is responsible for the conduct of this procurement whose name, address, telephone number, and email address are listed below:

Name Sebastian Gallegos, Airport Project Administrator

Telephone Number (505) 695-3538

Email sfgallegos@santafenm.gov

1. Any inquiries or requests regarding this procurement should be submitted via the OpenGov

Procurement Portal at https://procurement.opengov.com/portal/santafenm/projects/213223.

1.5. DEFINITION OF TERMINOLOGY

This section contains definitions of terms used throughout this procurement document, including appropriate abbreviations:

A. "Addendum" means a written or electronic document issued by the City to modify, clarify, or supplement the information in the original RFP prior to the proposal due date. This may also be called

Amendment or RFP Amendment.

B. “Amended Proposal” means a revised and complete version of a proposal submitted by an Offeror prior to the proposal due date, clearly labeled as superseding the original submission.

C. “Authorized Purchaser” means an individual authorized by a Participating Entity to place orders against this contract.

D. “Award” means the point at which the contract document has been fully executed. See also “Contract” and “Final Award.

E. “Evaluation” means an evaluation process in which identifying information is removed from proposals to ensure objective scoring by the Evaluation Committee.

F. “Business Hours” means the normal business hours of the Requesting department; 8:00 AM through

5:00 PM Mountain Standard or Daylight Time, whichever is in effect on the date given.

G. “Central Purchasing Division” or “CPD” means the City office responsible for overseeing and managing the procurement of tangible personal property, services, and construction, including ensuring compliance with applicable procurement laws, policies, and procedures.

https://procurement.opengov.com/portal/santafenm/projects/213223

H. “Chief Procurement Officer” or “CPO” means that person within the CPD who is responsible for the control of procurement of items of tangible personal property, services, or construction.

I. “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.

J. “Close of Business” means the normal close of business of the Requesting Department; 5:00

PM Mountain Time.

K. “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 NMSA 1978, Sections

57-3-A-1 through 57-3A-7. 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.

L. “Contract” means any agreement or Price Agreement for the procurement of items of tangible personal property, services, or construction.

M. “Contractor” means any business having a contract with the City of Santa Fe.

N. “Department” means the Requesting Department sponsoring this Procurement.

O. “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.

P. “Desirable” the terms “may,” “can,” “should,” “preferably,” or “prefers,” identify a desirable or discretionary item or factor.

Q. “Electronic Submission” means a successful submittal of Offeror’s proposal consisting of text, images or both readable on computers or other electronic devices.

R. “Evaluation Committee” means a body appointed to perform the evaluation of Offerors’ proposals.

S. “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.

T. "FAA" means Federal Aviation Administration

U. “Final Award” means the point at which the contract(s) resulting from this RFP have been fully executed through the final required signature—either by the City Manager or City Mayor, depending on the contract amount—thereby making the contract(s) legally binding. See also “Contract.”

V. “Finalist” means an Offeror who meets all the mandatory specifications of this RFP and whose score on evaluation factors is sufficiently high to merit further consideration by the Evaluation Committee.

W. “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.

X. “Living Wage” means the minimum hourly wage established by the City of Santa Fe’s Living Wage

Ordinance, which contractors must comply with, as posted at https://santafenm.gov/economic-development/business-resources/living-wage-information.

Y. “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.

Z. “Minor Irregularities” means anything in the proposal that does not affect the price, quality and/or quantity, or any other mandatory requirement.

AA. “Offeror” means any person, corporation, or partnership who chooses to submit a proposal.

BB. “OpenGov” means the City of Santa Fe’s official electronic procurement platform used to post solicitations, receive vendor proposals, facilitate communication with Offerors, and manage procurement activities in a transparent, streamlined, and auditable manner.

CC. “Procurement Manager” or “PM” means any person authorized by both the CPD and the

Requesting Department to facilitate the procurement process and/or administer the resulting contract(s).

The Procurement Manager is responsible for managing all aspects of the procurement, including planning and coordinating all related events; ensuring that all required information is provided to potential offerors, the Evaluation Committee, and CPD; and preparing and processing the Evaluation

Committee Report. The Procurement Manager ensures compliance with all applicable requirements and serves as the primary point of contact throughout the procurement lifecycle. The Procurement Manager is the sole point of contact for all communication related to the procurement. Potential offerors, City staff, and CPD must direct all questions or information through the PM. Staff in the Requesting

Department must rely on the PM to serve as the liaison between their department and CPD to maintain consistency, transparency, and compliance. When questions, challenges, or issues arise during the procurement process, the Procurement Manager should consult with CPD for guidance. CPD is available to support and facilitate the RFP process and to assist the Procurement Manager in ensuring a smooth, fair, and compliant procurement.

DD. “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.

EE. “Protest” means a formal, written objection to a solicitation or contract award, submitted in accordance with NMSA 1978, Section 13-1-172 and Procurement Manual, to the Protest Manager identified in this

RFP.

FF. “Request for Proposals” or “RFP” means all documents, including those attached or incorporated by reference, used for soliciting proposals.

https://santafenm.gov/economic-development/business-resources/living-wage-information https://santafenm.gov/economic-development/business-resources/living-wage-information

GG. “Requesting Department” means the City Department responsible for overseeing the work or delivery of tangible personal property by a contractor.

HH. “Responsible Offeror” means an Offeror who submits a responsive proposal and who, when required, provides information and documentation demonstrating that their financial resources, production or service facilities, personnel, reputation, and experience are sufficient to ensure satisfactory delivery of the services or tangible personal property described in the proposal.

II. “Responsive Offer” means an Offeror whose proposal conforms in all material respects to the requirements set forth in the RFP. Material aspects of the RFP include, but are not limited to, price, quality, quantity, delivery requirements, and compliance with all mandatory specifications, terms, and conditions necessary for fair and complete evaluation.

JJ. “Sealed” means, in terms of electronic submission, an Offeror’s proposal and all accompanying documents have been completely and successfully uploaded into the City’s designated procurement platform—such as Bid Central or OpenGov—prior to the submission deadline stated in this RFP.

KK. “Staff” refers to any individual employed by an Offeror, whether on a full-time, part-time, or independent contractor basis.

LL. "Subcontractor” means any person or business entity, other than an employee of the Contractor, that performs part of the work or provides goods or services under the contract resulting from this RFP.

MM. “Written” means typewritten on standard 8 ½ x 11-inch paper. Larger paper is permissible for charts, spreadsheets, etc.

1.6. PROCUREMENT LIBRARY

A procurement library has been established. Offerors are encouraged to review the material contained in the

Procurement Library by viewing the attachment section of the solicitation. The library contains information listed below:

Electronic version of RFP, Questions & Answers, RFP Amendments, etc.

https://procurement.opengov.com/portal/santafenm/projects/213223

2. 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.

2.1. TIMELINE

The CPD and the Procurement Manager will make every effort to adhere to the following schedule:

Issue RFP: November 7, 2025

Site Visit: November 14, 2025, 10:00am

Pre-Proposal Meeting (Non-Mandatory): November 18, 2025, 10:30am

Site visit & in-person pre-proposal conference to be held at: The Santa Fe

Regional Airport - 121 Aviation Drive, Santa Fe, NM 87507 If you are unable to attend in person, a virtual preproposal conference is available via MS Teams at:

https://teams.microsoft.com/meet/26658381

373278?p=axa3C6SeBqnJQOeXZB

Deadline for Written Questions: November 20, 2025, 5:00pm

Response to Written Questions: November 24, 2025, 5:00pm

Proposals Due Date: December 17, 2025, 3:00pm

Evaluation*: December 19, 2025, 8:00am

Selection of Finalists*: January 8, 2026

Oral Presentations*: January 14, 2026

Finalize Contracts*: January 20, 2026

Contract Award*: February 28, 2026

*Dates indicated after "Proposals Due Date" are estimates only and may be subject to change without necessitating an amendment to the RFP.

2.2. EXPLANATION OF EVENTS

The following paragraphs describe the activities listed in the timeline

The City reserves the right to:

A. Change or extend the Proposals Due Date.

B. Revise the RFP document prior to the due date.

The City will process an addenda if it is determined that modifications, clarifications, or additions to the RFP are necessary. The addenda will be announced via email to registered Potential Offerors that have selected the corresponding commodity code used for this event.

A. Issue RFP

This RFP is being issued on behalf of the City on the date indicated in the timeline.

B. Pre-Proposal Meeting

A Pre-Proposal Meeting will be held as indicated in the Timeline, beginning at 10:30 am MST/MDT via https://teams.microsoft.com/meet/26658381373278?p=axa3C6SeBqnJQOeXZB https://teams.microsoft.com/meet/26658381373278?p=axa3C6SeBqnJQOeXZB

Site visit & in-person pre-proposal conference to be held at: The Santa Fe Regional Airport - 121

Aviation Drive, Santa Fe, NM 87507 If you are unable to attend in person, a virtual preproposal conference is available via MS Teams at:

https://teams.microsoft.com/meet/26658381373278?p=axa3C6SeBqnJQOeXZB. Potential Offeror(s) are encouraged to submit written questions in advance of the conference to the CPD and the

Procurement Manager via the OpenGov Procurement Portal. The identity of the organization submitting the questions will not be revealed. Additional written questions may be submitted at the

Meeting. All questions answered during the Pre-Proposal Meeting will be considered unofficial until they are posed in writing. All written questions will be addressed in writing on the date listed in the

Timeline. A public log will be kept of the names of potential Offeror(s) that attended the Pre-Proposal

Meeting.

Attendance at this meeting is highly recommended, but not a prerequisite for submission of a proposal.

C. Site Visit A Site Visit will be held as indicated in the Timeline, at 121 Aviation Drive, Santa Fe, NM

87507. The Site Visit is intended to provide potential Offerors with an opportunity to inspect the site and obtain clarification regarding the requirements of the RFP. Attendance at the Site Visit is a highly encouraged for submitting a proposal.During the Site Visit, potential Offerors will be given a walkthrough of the location. Offerors are encouraged to ask questions during the Site Visit for clarity.

However, any responses provided by the Procurement Manager representatives during the Site Visit will be considered unofficial and non-binding. Offerors must submit all questions in writing, and official responses will be provided in writing on the date listed in the Timeline.A public log will be maintained by the Procurement Manager recording the names of potential Offerors that attended the Site Visit.

D. Deadline for Written Questions

Potential Offerors may submit written questions to CPD and the Procurement Manager as to the intent or clarity of this RFP as indicated in Section the Timeline. All written questions must be submitted via the

OpenGov Procurement Portal. Questions shall be clearly labeled and shall cite the Section(s) in the RFP or other document which form the basis of the question.

E. Responses to Written Questions

Responses to the written questions will be provided on OpenGov, on or before the date indicated in the

Timeline.

F. Proposals Due Date

Only electronic proposal submission is allowed.

ALL PROPOSALS MUST BE SUBMITTED FOR REVIEW AND EVALUATION BY THE CPD

AND EVALUATION COMMITTEE VIA UPLOAD.

Pursuant to NMSA 1978, Section 13-1-116, the contents of proposals shall not be disclosed to competing Offerors during the negotiation process. The negotiation process is deemed to be in effect until the contract is awarded pursuant to this RFP. Awarded in this context means approved by the City

Manager or Mayor.

G. Evaluation

An Evaluation Committee will perform the evaluation of proposals. This process will take place as indicated in the timeline, depending upon the number of proposals received. During this time, CPD 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.

H. Selection of Finalists

The Evaluation Committee will select, and the Procurement Manager will notify the finalist Offerors as per the timeline or as soon as possible thereafter. A schedule for Oral Presentation, if any, will be determined at this time. Finalists will be comprised of the five (5) Offerors receiving the highest cumulative scores in the following Sections: Organizational Experience, Organizational References and

Mandatory Specifications.

I. Oral Presentations

Finalist Offerors may be required to conduct an oral presentation at a venue to be determined as per the timeline 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 CPD.

J. Finalize Contracts

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 the Timeline 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.

K. Contract Awards

Upon receipt of the signed contract, the Department will award pursuant to, or as soon as the Timeline possible thereafter. The award is subject to appropriate Department and City Manager/Governing Body approval. Contractors must not commence work until the Department issues them a Purchase Order

(PO) and instructions to start.

L. Protest Deadline

Any protest by an Offeror pertaining to the solicitation or award must be submitted within 15 days from the notice of solicitation or award and in conformance with NMSA 1978, Section 13-1-172 and applicable procurement regulations. As a Protest Manager has been named in this RFP, pursuant to

NMSA 1978, Section 13-1-172 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 RFP. 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 RFP number. The protest must include a detailed statement of the grounds for the protest, along with any relevant supporting documentation. It should also clearly state the specific ruling being requested from the party listed below. The protest must be delivered to:

Travis Dutton-Leyda, CPO

City of Santa Fe purchasing@santafenm.gov

PROTESTS RECEIVED AFTER THE DEADLINE WILL NOT BE ACCEPTED.

2.3. General Requirements

A. Acceptance of Conditions Governing the Procurement

By submitting a proposal in response to this RFP, Offerors acknowledge and agree to all Conditions

Governing the Procurement, as outlined herein.

B. Incurring Cost

All costs incurred by an Offeror in the preparation, submission, transmittal, or presentation of a proposal—including any related materials—are the sole responsibility of the Offeror. Additionally, any costs associated with the setup, demonstration, or evaluation of proposed equipment, products, or systems shall be borne entirely by the Offeror.

C. Prime Contractor Responsibility

By receiving a contract resulting from this RFP, each awarded Contractor is solely responsible for fulfilling all contractual requirements with the City. The City will make payments only to the

Contractor(s) named in the executed agreement(s) and will not be responsible for any payments to subcontractors, third parties, or for any ancillary costs such as taxes, permits, or fees.

D. Subcontractors/Consent

The use of subcontractors is allowed. The prime contractor shall be wholly responsible for the entire performance of the contract whether subcontractors are used. Additionally, the prime contractor must receive approval, in writing, from the City before any subcontractor is used during the term of the resultant contract.

E. Amended Proposals

Offerors may submit amended proposals at any time prior to the Proposal Due Date. Each amended submission must serve as a complete replacement of the original proposal. Amendments may be submitted in response to changes issued by the City or to reflect revisions made independently by the

Offeror. To ensure clarity during evaluation, all amended proposals must be clearly labeled as such and must explicitly state that they supersede any previously submitted versions. The City will evaluate only the most recent, complete version submitted prior to the deadline. City staff will not merge, collate, or otherwise combine materials from multiple submissions.

mailto:purchasing@santafenm.gov

F. Proposal Withdrawal

Offerors may withdraw their proposals at any time prior to the Proposal Due Date. A written request to withdraw must be submitted via email, addressed to the CPD and the Procurement Manager, and signed by a duly authorized representative of the Offeror. Withdrawal requests received after the Proposal Due

Date will be subject to applicable procurement regulations and are not guaranteed to be accepted.

G. 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 one-hundred eighty (180) days after the due date for the receipt of a best and final offer, if the Offeror is invited or required to submit one.

H. 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:

1. Proprietary and Confidential information is restricted to:

a. confidential financial information concerning the Offeror’s organization; and

b. information that qualifies as a trade secret in accordance with the Uniform Trade Secrets Act, NMSA 1978, Sections 57-3A-1 through 57-3A-7.

2. An additional but separate redacted version of Offeror’s proposal shall be submitted containing the blacked-out proprietary or confidential information, 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 CPO 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.

I. No Obligation

This RFP in no manner obligates the City to the use of any Offeror’s services until a valid written contract is awarded and approved by appropriate authorities.

J. Termination

This RFP may be canceled at any time and all proposals may be rejected in whole or in part when the

City determines such action to be in the best interest of the City of Santa Fe.

K. Sufficient Appropriation

Any contract awarded because 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 City’s decision as to whether sufficient appropriations and authorizations are available will be accepted by the contractor as final.

L. Legal Review

The City 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 CPD and the

Procurement Manager.

M. 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.

N. Basis for Proposal

Only information supplied in writing by the CPD and the Procurement Manager or contained in this RFP shall be used as the basis for the preparation of Offeror proposals.

O. Contract Terms and Conditions

The contract between the City and a contractor will follow the format specified by the City and contain the terms and conditions set forth in the Draft Contract. However, the City 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 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 strongly enough to propose alternate terms and conditions despite 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 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.

P. Offeror’s Terms and Conditions

Offerors must include with their proposal and/or during clarification phase a complete list of any additional/modified terms and conditions they wish to have considered for inclusion in the final contract.

Offerors must clearly identify the specific section(s) of the City’s draft contract they propose to modify and provide the exact language they wish to substitute or add. Failure to submit proposed terms at the time of proposal submission may result in the City deeming those terms waived during contract negotiations.

Q. 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.

R. 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 NMSA 1978, Sections 13-1-83 and 13-1-85.

S. Right to Waive Minor Irregularities

The Evaluation Committee, upon approval from the CPO, reserves the right to waive minor irregularities. The Evaluation Committee also reserves the right to waive mandatory requirements, if 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 and CPO.

T. Change in Contractor Representatives

The City reserves the right to require a change in the contractor’s assigned representative if, in the City’s judgment, the individual is not adequately meeting the City’s needs. If multiple representatives are assigned, the City may require changes to any or all of them as deemed necessary.

U. Notice of Penalties

NMSA 1978, Sections 13-1-28 through 13-1-199, 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.

V. City’s Rights

The City, in agreement with the Evaluation Committee reserves the right to accept all or a portion of a potential Offeror's proposal.

W. 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.

X. Ownership of Proposals

All documents submitted in response to the RFP shall become property of the City. If the RFP is cancelled, the electronic record shall be closed, and all proposals shall remain confidential.

Y. 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.

Z. Electronic Mail Address Required

A large part of the communication regarding this procurement will be conducted by electronic mail

(email). Offeror must be registered and have a valid email address to receive correspondences.

AA. 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 CPD, the Offeror acknowledges that the version maintained by the CPD shall govern. Please refer to:

https://procurement.opengov.com/portal/santafenm/projects/213223

BB. Campaign Contribution Disclosure Form

Offeror must complete, sign, and return the Campaign Contribution Disclosure Form, 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.

CC. Disclosure Regarding Responsibility

1. Any prospective Contractor and any of its Principals who enter 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:

a. is presently debarred, suspended, proposed for debarment, or declared ineligible for award of contract by any federal entity, state agency or local public body;

b. has within a three-year period preceding this offer, been convicted in a criminal matter or had a civil judgment rendered against them for:

i. 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;

ii. violation of Federal or state antitrust statutes related to the submission of offers; or

iii. 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;

c. 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;

d. 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.

i. 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.

ii. 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.

iii. 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.)

2. 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.

3. Following award, the Contractor shall promptly provide written notice to the individuals listed in the contract’s Notice section if, at any time during the term of the contract, the Contractor becomes aware that any part of its prior disclosure was inaccurate or has become inaccurate due to changed circumstances.

4. Disclosure of any relevant circumstances under this requirement will not automatically result in termination of the contract. However, such disclosures will be considered when evaluating the

Contractor’s responsibility and capacity to perform under the contract. Failure to provide a required disclosure, or to submit additional information upon request, may result in a determination that the

Offeror is nonresponsive

5. Nothing contained in the foregoing shall be construed to require establishment of a system of records 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.

6. 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 CPO 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 CPO may terminate the involved contract for cause. Still further the CPO may suspend or debar the Contractor from eligibility for future solicitations until such time as the matter is resolved to the satisfaction of the CPO

3. RESPONSE FORMAT AND ORGANIZATION

3.1. NUMBER OF RESPONSES

Offerors shall complete and submit only one response to this RFP through OpenGov.

Confidential Information: If Offeror’s proposal contains confidential information, as defined in Definition of

Terminology, Offeror must submit two (2) separate ELECTRONIC technical files. Name the files accordingly:

• One (1) ELECTRONIC version of the requisite proposals identified above as unredacted versions for evaluation purposes (example file name, 250## - Acme Corp – Unredacted Technical); and

• One (1) redacted 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. (Example file name, 240## - Acme Corp – Redacted Technical)

4. SCOPE OF WORK

Architect and Engineering (A/E) Services

4.1. DETAILED SCOPE OF WORK

The Consultant shall provide the following services:

A/E services - conducted in five distinct and sequential phases:

I. Preliminary Phase: This phase involves those activities required for defining the scope of a project and establishing preliminary requirements including, without limitation, as follows:

a. Conferring with the sponsor on project requirements, programming, finances, schedules, early phases of the project, operational safety, phasing considerations and other pertinent matters; meeting the FAA and other concerned agencies and parties on matters affecting the project.

b. Planning, procuring, and/or preparing necessary surveys, geological engineering investigations, field investigations, and architectural and engineering studies required for preliminary design considerations.

c. Develop design schematics, sketches, environmental and aesthetic considerations, project recommendations, and preliminary layouts and cost estimates.

d. Assisting the sponsor in the preparation of necessary and required documents for federal grants, including

Disadvantaged Business Enterprise (DBE) plan and goals, and exhibits.

II. Design Phase: This phase involves all activities required to undertake and accomplish a full and complete project design including, without limitation, as follows:

a. Conducting meetings and design conferences to obtain information and to coordinate or resolve design matters.

b. Collecting engineering data and undertaking field investigations; geological engineering and surveys; and architectural, engineering, and environmental studies.

c. Preparing necessary engineering reports and recommendations.

d. Preparing detailed plans, specifications, and cost estimates. Conducting a detailed value engineering analysis, if applicable and if requested. Printing and providing necessary copies of engineering drawings and contract specifications.

III. Bidding or Negotiation Phase: This phase involves providing sets of plans and specifications for this phase, and all bid documents; acting for the sponsor in advertising and securing bids, negotiating for services, analyzing bid results, furnishing recommendations on the award of contracts; and preparing contract documents.

IV. Construction Phase: This phase involves all basic services rendered after the award of a construction contract including, without limitation, as follows:

a. Providing consultation and advice to the sponsor during all phases of construction.

b. Representing the sponsor at pre-construction conferences

c. On site construction inspection and management involving the services of a resident engineer, inspector, or manager, periodically during the construction or installation phase of a project and providing appropriate reports to the sponsor.

d. Reviewing and approving shop drawings submitted by contractors for compliance with design concept.

e. Reviewing, analyzing and approving laboratory and mill test reports of materials and equipment.

f. Preparing and negotiating change orders and supplemental agreements.

g. Observing or reviewing performance tests required by specifications.

h. Determining payment amounts to contractors and assisting sponsors in the preparation of payment requests for amounts reimbursable from grant projects.

i. Conduct wage rate interviews in accordance with federal standards.

j. Making final inspection and submitting a report of the completed project to the sponsor.

V. Project Closeout Phase: This phase includes all basic services rendered after the completion of a construction contract, including, but not limited to:

a. Making final inspections and submitting punch-lists and a report of the completed project to the Sponsor.

b. Providing record drawings.

c. Preparing summary of material testing reports.

d. Preparing summary of project change orders.

e. Preparing grant amendment requests and associated justification, if applicable.

f. Preparing final project reports including financial summary.

g. Obtaining release of liens from all contractors.

Special Services - The development of some projects may involve activities or studies outside the scope of the basic design services routinely performed by the Consultant. These special services may vary greatly in scope, complexity, and timing and may involve several different disciplines and fields of expertise.

Consultants performing special services may be employed directly by the Airport to implement one or more phases of a project or may be employed by the principal Consultant via a subcontract agreement. In certain instances, these services may be performed by the principal Consultant. Some examples of special services that might be employed for airport projects include, but are not limited to:

o Soils investigations, including core sampling, laboratory testing, related analyses, and reports.

o Detailed mill, shop, and /or laboratory inspections of materials and equipment.

o Land surveys and topographic maps.

o Field and/or construction surveys.

o Photogrammetry surveys.

o On site construction inspection and/or management involving the services of a full-time resident engineer(s), inspector(s) or manager(s) during the construction or installation phase of a project. (This differs from the periodic inspection responsibilities included as part of the basic services.)

o Environmental studies and assessment reports for specific development projects.

o Expert witness testimony in litigation involving specific projects.

o Project feasibility studies.

o Public information and community involvement surveys, activities, and studies.

o Preparation of as-built plans and record drawings.

o Preparation of or updating the airport layout plan.

o Preparation of property maps.

o Preparation of Quality Control Plan.

o Miscellaneous plans, studies, and assessment reports including environmental, noise, etc.

o Assist Sponsor in specifications for procurement purposes of airport equipment (i.e. snow removal, airport rescue and fire righting, etc.), and in preparing all documents required to procure such equipment.

o Assisting the sponsor in Federal, State and local grant administration an preparation of necessary applications for grants.

o Construction management.

o Preparation of final report.

Planning Services - This category involves studies under the broad heading of airport system and master planning and includes, without limitation, as follows:

o Study designs to establish the framework and detailed work program.

o Airport data collection and facility inventories.

o Aeronautical activity forecasts and demand/capacity.

o Facility requirements determination.

o Airport Layout and terminal area plans development.

o Environmental assessment studies/reports, airport noise compatibility plans (Part 150 studies), and other environmental related studies.

o Compatible land-use planning in the vicinity of airports.

o Airport development schedules and cost estimates.

o Airport financing planning.

o Participate in public information programs and/or public hearings relating to airport development and planning projects.

Consultant Projects - Consultant shall complete the following project:

o Terminal Expansion - Provide A/E services for the expansion and upgrade of the existing passenger terminal to accommodate projected growth.

5. EVALUATION

5.1. TECHNICAL AND BUSINESS SPECIFICATIONS

QUALIFICATION-BASED TECHNICAL SPECIFICATIONS

1. Organizational Experience

Offeror must:

a. describe their specialized design and technical competence of the business, including a joint venture or association, regarding the type of services required.

b. describe their capacity and capability of the business, including any consultants, their representatives, qualifications and locations, to perform the work, including any specialized services, within the time limitations.

c. describe their past record of performance on contracts with government agencies or private industry with respect to such factors as control of costs, quality of work and ability to meet schedules.

d. describe their proximity to or familiarity with the area in which the project is located.

e. identify the amount of design work that will be produced by a NM business within this state.

f. identify the volume of work previously done for the entity requesting proposals which is not seventy-five percent complete with respect to basic professional design services, with the objective of effecting an equitable distribution of contracts among qualified businesses and of assuring that the interest of the public in having available a substantial number of qualified businesses is protected; provided, however, that the principle of selection of the most highly qualified businesses is not violated.

g. provide a detailed description of relevant corporate experience with city or state government and private sector. The experience of all proposed subcontractors must be described. The narrative must thoroughly describe how the Offeror has supplied expertise for similar contracts and must include the extent of their experience, expertise and knowledge as a provider of A/E services. All A/E services provided to private sector will also be considered.

h. provide a detailed bio of all key personnel Offeror proposes to use in performance of the resulting contract, should Offeror be awarded. Key personnel are identified as architects or engineers. Offeror must include key personnel education, work experience, and relevant certifications/licenses.

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., A&E Services);

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 email address.

Offeror is required to submit the Organizational Reference Questionnaire (“Questionnaire”), to the business references it lists. The business references must submit the Questionnaire directly to the designee identified on the

Questionnaire. The business references must not return the completed Questionnaire to the Offeror. It is the

Offeror’s responsibility to ensure the completed…