Archival_Appraisal_Services_at_Midtown_Campus.pdf

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

AND

Metropolitan Redevelopment Agency

REQUEST FOR PROPOSALS (RFP)

RFP#: FY26-RFP-086 - Archival/Appraisal Services at Midtown

Campus

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

I. INTRODUCTION

PURPOSE OF THIS RFP

The City seeks qualified vendors to provide professional archival appraisal services for the collections housed in the Greer Garson Theater and Fogelson Library located at Midtown Campus. This project aims to establish a comprehensive appraisal of archival materials spanning performing arts, institutional and local history, and special collections held at both facilities. The selected vendor will assess the historical, cultural, and monetary value of these materials, delivering documentation that supports long-term preservation planning, donor stewardship, and informed collection development decisions.

This engagement represents a meaningful opportunity to contribute to the stewardship of institutional and cultural significance tied to the legacy of the former Santa Fe University of Arts and Design. Vendors with demonstrated experience in performing arts archives, academic library collections, or Southwest regional history are especially encouraged to apply.

BACKGROUND INFORMATION

The importance of this project lies in the value and preservation of the collections that are currently housed in the Greer Garson Theater and Fogelson Library. Since both buildings have been closed since 2018, there are specific challenges related to the storage conditions, preservation methods, and the assessment of the value the overall collection. This work is a critical first phase before building upgrades and pre-construction activities can begin on site.

SCOPE OF PROCUREMENT

The selected Offeror will assess the historical, cultural, and monetary value of these materials, delivering documentation that supports long-term preservation planning, donor stewardship, and informed collection development decisions.

The deliverables are:

• Preliminary Assessment Report (within 6 weeks of project start)

• Complete Inventory Database (format to be agreed upon prior to project start)

• Final Appraisal Report with all findings and recommendations

• Digital photographic documentation of representative items

• In-person or virtual final presentation of findings to MRA and other stakeholders

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.

PROCUREMENT MANAGER

Metropolitan Redevelopment Agency 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:

Procurement Contact: Carly Venditti, Asset Development Manager

Phone: (505) 795-0675

Email: cavenditti@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/247453.

Offerors may contact ONLY the Procurement Manager and the CPD regarding this procurement. Other city employees or Evaluation Committee members do not have the authority to respond on behalf of the

Procurement Manager. Do not contact the Procurement Manager after the Proposals’ due date.

2. Protests of the solicitation or award must be submitted in writing to the Protest Manager. 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 Protests submitted or delivered to the Procurement Manager will NOT be considered properly submitted.

PROPOSAL SUBMISSION

Submissions of all proposals must be accomplished via upload (the event you are currently on):

https://procurement.opengov.com/portal/santafenm/projects/247453

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. “Best and Final Offer” or “BAFO” means a final revised proposal submitted by an Offeror, upon request by the City, to provide updated pricing or other proposal elements.

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

G. “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.

H. “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/247453

I. “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.

J. “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.

K. “Clarification Phase” means the structured period during which the potential best-value Offeror(s) and the City align expectations, mitigate risk, and finalize project understanding prior to contract execution.

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

PM Mountain Time.

M. “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.

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

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

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

Q. “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.

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

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

T. “Evaluation Committee” means a body appointed to perform the evaluation of Offerors’ proposals.

U. “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.

V. “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.”

W. “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.

X. “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.

Y. “Key Personnel Lead” means the primary individual identified by the Offeror to lead project execution, participate in the interview, and act as the main point of contact throughout the contract term.

Z. “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.

AA. “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.

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

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

DD. “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.

EE. “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.

FF. “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.

GG. “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.

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

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

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

JJ. “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.

KK. “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.

LL. “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.

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

NN. "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.

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

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/247453

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.

TIMELINE/SEQUENCE OF EVENTS

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

Issue RFP: April 15, 2026

Pre-Proposal Meeting (Non-Mandatory): April 22, 2026, 10:00am https://teams.microsoft.com/meet/28352789

974688?p=LsL3TDaQQziFxC3t93

Deadline for Written Questions: April 23, 2026, 5:00pm

Response to Written Questions: April 24, 2026, 5:00pm

Proposals Due Date: April 28, 2026, 3:00pm

Blind Evaluation*: April 30, 2026, 11:00am

Interviews*: May 7, 2026

Teams

Identification of Potential Best-Valued

Offeror(s)*:

May 8, 2026

First Clarification Meeting*: May 14, 2026, 9:00am

Final Clarification Meeting*: May 15, 2026, 9:00am

Best and Final Offers*: May 18, 2026

Contract Award*: June 30, 2026

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

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 10:00 am MST/MDT via https://teams.microsoft.com/meet/28352789974688?p=LsL3TDaQQziFxC3t93 Potential Offeror(s) https://teams.microsoft.com/meet/28352789974688?p=LsL3TDaQQziFxC3t93 https://teams.microsoft.com/meet/28352789974688?p=LsL3TDaQQziFxC3t93 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. Deadline for Written Questions

Potential Offerors may submit written questions to the Central Purchasing Division and the Procurement

Manager as to the intent or clarity of this RFP as indicated in 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.

D. Responses to Written Questions

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

Timeline.

E. Proposals Due Date

Only electronic proposal submission is allowed.

Proposals must be uploaded and submitted in OpenGov before the deadline indicated in the Sequence of

Events to be considered for review and evaluation.

All proposals must be submitted electronically through the designated upload link provided in the

Response Format and Organization section. Proposals submitted by any other method will not be accepted.

OpenGov will maintain a log of all submitting organizations. In accordance with NMSA 1978, Section

13-1-116, the contents of proposals remain confidential and will not be disclosed to competing Offerors during the negotiation process.

The negotiation process remains in effect until the contract is awarded.

For the purposes of this RFP, awarded means the contract has been approved by the City’s Governing

Body and subsequently signed by the City Mayor.

F. Blind Evaluation

The City will establish an Evaluation Committee (EC) to evaluate proposals in accordance with the outlined in the Timeline or as soon as feasible. The EC will evaluate proposals based on the criteria specified in the Evaluation section of this RFP, using the metrics presented in each proposal and aligning them with the City’s needs.

To ensure impartiality, the CPD will anonymize proposals by assigning each proposal a letter before forwarding them to the Procurement Manager and EC. Each Evaluation Factor will be scored on a scale of 1, 5, or 10. The scores will then be averaged and converted according to the assigned values for each

Evaluation Factor.

G. Interviews

Offerors may be interviewed to evaluate expertise. A notification will be sent to Offerors with meeting details once the Evaluation Committee has conducted their initial review. The Evaluation Committee will interview the Key Personnel Lead. A second individual may be on standby to clarify Pricing

Proposal if requested.

H. Identification of Potential Best-Valued Offeror(s)

All proposals will be reviewed for compliance with the requirements and specifications stated within this RFP. Proposals deemed non-responsive will be eliminated from further consideration. The CPD and/or the Procurement Manager in conjunction with the Evaluation Committee may contact the Offeror for clarification of the response. Responsive proposals will be evaluated on the factors in this RFP, which have been assigned a point value. The responsible Offeror(s) with the highest scores will be selected as finalist Offerors, based upon the proposals submitted. In accordance with NMSA 1978, 13-1-

117, the responsible Offerors whose proposals are most advantageous to the City taking into consideration the Evaluation Factors in this RFP will be recommended for award. Please note, however, that a serious deficiency in the response to any one factor may be grounds for rejection regardless of overall score.

I. First Clarification Meeting

The City may ask the finalist Offerors to attend a First Clarification Meeting to present its proposal and to identify additional issues or concerns that the City may have. It is also an opportunity to meet all participants who may be a stakeholder in the project.

J. Final Clarification Meeting

The Final Clarification Meeting may be held at the end of the Clarification Phase and is used to present a summary of what was developed and agreed upon during the Clarification Phase. The final

Clarification meeting is not a question-and-answer session. The Offeror and City stakeholders must not wait for the meeting to ask questions. All coordination and planning with the City should be completed prior to the Clarification Phase Summary Presentation meeting on the RFP Procurement schedule.

K. Best and Final Offers

This RFP process will allow for Best and Final Offers (BAFO) from finalist Offerors. Specifically, Offerors should provide their strongest possible pricing in initial proposals, as we expect competitive submissions upfront. However, we reserve the right to re-open negotiation by requesting BAFO under the schedule outlined in the Timeline or on an accelerated timeline from finalists. The purpose would be to elicit revised pricing or other updated proposal elements that facilitate selection of the optimal offer.

Finalist Offerors may also amend or clarify their proposal during the Clarification phase.

L. 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 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.

M. Governing Body Approval

Depending on the amount of the total compensation, including any term extensions of the contract, either the City manager will approve and sign the contract, or it will be presented as an agenda item for the appropriate Committee Meetings and then the Governing Body for approval. The mayor signs all contracts presented to the Governing Body.

N. Contract Awards

Upon receipt of the signed contract, the Department will award pursuant to the Timeline, or as soon as 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.

O. 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.

General Requirements

A. Acceptance of Conditions Governing the Procurement

Potential Offerors should indicate their acceptance of the Conditions Governing the Procurement by completing questions #4.1 - 4.7 in the Vendor Questionnaire.

B. 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.

mailto:purchasing@santafenm.gov

C. 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.

D. 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.

E. Amended Proposals

An Offeror may submit an amended proposal before the deadline for receipt of proposals. The

Department or the Central Purchasing Division personnel will not merge, collate, or assemble proposal materials.

F. 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 approval or denial of withdrawal requests received after the deadline for receipt of the proposals is governed by the applicable procurement regulations. The Offeror must submit a written withdrawal request addressed to the Central Purchasing Division and the Procurement Manager and signed by the

Offeror’s duly authorized representative.

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 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.

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

2. 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, 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.

I. 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.

J. Termination

This RFP may be canceled at any time 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.

K. 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.

L. 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 Division 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 Central Purchasing Division 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 Department and a contractor will follow the format specified by the City and contain the terms and conditions set forth in the Draft Contract, question #5.2 in the Vendor

Questionnaire. 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.

P. Offeror’s Terms and Conditions

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 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.

Failure to propose any 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. No proposed alternate terms and conditions will be considered later during the negotiation process.

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 Chief Procurement Officer, reserves the right to waive minor irregularities. 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.

T. 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.

U. Notice of Penalties

The Procurement Code, 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. 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.

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 have a valid email address to receive this correspondence.

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 Central Purchasing Office, the

Offeror acknowledges that the version maintained by the Central Purchasing Division shall govern.

Please refer to: https://cityofsantafenmvendors.munisselfservice.com/Vendors/VBids/Default.aspx

BB. Campaign Contribution Disclosure Form

Offeror must complete, sign, and upload the Campaign Contribution Disclosure Form, question #1 in the

Vendor Questionnaire, 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:

https://cityofsantafenmvendors.munisselfservice.com/Vendors/VBids/Default.aspx

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. 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.

4. 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.

5. 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.

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 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

DD. Local Preferences

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.

The city’s preferences will be applied except for purchases using state funds, federal funds, and grant funds. Applicable City, state and federal law and regulations govern procurements using City, state, or federal funds.

1. Local Preference Qualification

To qualify for a local preference, an Offeror must attach a state of New Mexico Taxation and

Revenue Department-issued, Resident Business certification of eligibility to its proposal, showing that the business is located within the Santa Fe municipal limits. If a proposal is received without a copy of the appropriate State of New Mexico Taxation and Revenue Department issued preference

Certificate, the preference will not be applied. A valid resident business certificate is issued by the

Taxation and Revenue Department pursuant to NMSA 1978, Section 13-1-22.

a. 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 3% 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 business with all resident business subcontractors.

b. 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 points equivalent to 3% 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 with all resident business subcontractors.

When city preferences apply, the maximum available local preference shall be 6%.

When state preferences apply, the maximum available preference shall be 10% and shall be applied as described in NMSA 1978, Section 13-1-21.

Additionally, only one submitted preference will be applied per solicitation, not multiple.

Applications are available for download at: http://www.tax.newmexico.gov/Businesses/in-state-veteran-preference-certification.aspx

c. Solicitations above One Million Dollars ($1,000,000)

i. The City shall deem a bid or proposal submitted by a resident business to be 6% lower than the bid submitted, if and only if at least 50% of the subcontracted services go to subcontractors who are resident businesses.

ii. The City shall deem the bid or proposal submitted by a non-local resident business to be 3% lower than the bid submitted, if and only at least 50% of the sub- contracted services go to subcontractors who are resident businesses.

The Local Preferences shall not apply if the expenditure for the resulting agreement includes federal funds.

EE. Living Wage

Compliance with the City of Santa Fe and Santa Fe County’s Minimum Wage Rate Ordinances (Living

Wage Ordinances). The vendor must comply with the current living wage rate ang requirements posted on this page https://santafenm.gov/economic-development/business-resources/living-wage-information

III. RESPONSE FORMAT AND ORGANIZATION

NUMBER OF RESPONSES

Offerors shall submit only one proposal in response to this RFP.

NUMBER OF COPIES

ELECTRONIC SUBMISSION ONLY

Offerors must submit proposals in response to this RFP through the Op. Only one electronic copy of each part of the proposal (Main and Cost) should be submitted, as outlined below.

Offerors' proposals should be submitted as separate uploads, as outlined in this section. Each upload should be clearly labeled on the front page as “Public Proposal,” “Confidential Proposal,” or “Cost Proposal.” If an

Offeror proposes additions or modifications to the City’s draft contract, a third document titled “Contract

Edits” may be submitted. These proposed changes should align with the guidelines in the General

Requirements section and be summarized in the draft contract attachment reference.

ELECTRONIC proposal submissions must be fully uploaded via OpenGov before the submission deadline.

Files cannot be password-protected and should be submitted in PDF format, unless an Excel spreadsheet or another format is specifically requested. Offerors should allow ample time to upload large files to ensure a complete and on-time submission.

http://www.tax.newmexico.gov/Businesses/in-state-veteran-preference-certification.aspx http://www.tax.newmexico.gov/Businesses/in-state-veteran-preference-certification.aspx

As soon as you see this notice, verify that you can log in to your OpenGov account and access the RFP. Do not wait until the last minute to check your login credentials or ensure you can interact with the system. If you encounter login issues, contact OpenGov at support@opengov.com.

Allow plenty of time to upload your proposal via OpenGov. If you experience issues, email OpenGov at support@opengov.com, at least two hours before the deadline. Issues reported within the final two hours may not be resolved in time. While the City will assist, timely resolution cannot be guaranteed if problems arise close to the deadline.

Submissions will be deemed late if not both:

1. Fully complete before the deadline.

2. Received via the submission link before the deadline.

Additionally, if submissions are not received on time due to being captured, blocked, filtered, quarantined, or otherwise prevented from reaching the City’s system by security or anti-virus software, it will still be considered late and will not be accepted.

If you are working on your submission close to the deadline and the clock strikes 3:00 pm, the system will not accept your submission and may even log you out. This is not a system error—it is the result of waiting too long to submit. Offerors are responsible for planning accordingly and ensuring timely submission.

REMEMBER TO CLICK THE SUBMIT BUTTON!

LATE PROPOSALS MAY NOT BE ACCEPTED

Any proposal that does not adhere to the requirements of the Response Format and Organization section may be deemed non-responsive and rejected on that basis.

IV. SCOPE OF WORK

Deliverable #1: Preliminary Assessment Report

Due within 6 weeks of project start, this deliverable will require:

▪ Conduct a preliminary site visit to evaluate the scope and condition of materials

▪ Outline the existing collections known by our Library services branch & define where these collections exists

▪ Identify categories of materials (documents, photographs, artifacts, records, etc.)

▪ Assess storage conditions and preservation needs

Deliverable #2: Produce Inventory Database

Format to be agreed upon at project start, the inventory database includes:

▪ Create a detailed inventory of all archival materials and artifacts in each building

▪ Document the physical condition of items

▪ Photograph representative samples and digitize significant items

▪ Organize materials by type, date, subject matter, or other relevant categories

Deliverable #3: Final Appraisal Report with all findings and recommendations

The final appraisal report must include:

mailto:support@opengov.com

▪ Assess the historical and cultural significance of the collection

▪ Provide fair market value estimates for items with monetary value

▪ Identify items of particular research, historical, or institutional importance to College of Santa Fe and / or Santa Fe University of Art & Design (as provided upon request)

▪ Note specific items requiring immediate conservation attention

Deliverable #4: In-person or virtual final presentation of findings to MRA and other stakeholders

This deliverable is a comprehensive written report including:

• Complete inventory with descriptions and condition reports

• Appraisal values (where applicable)

• Historical context and significance assessment including College of Santa Fe and Santa Fe

University Arts & Design Alumni reference materials

• Recommendations for reference materials that should remain in Fogelson Library and Greer

Garson Theater

• Recommendations for preservation, storage, and handling materials that will be transported from Fogelson Library and Greer Garson Theater to other locations

• Estimated costs and suggestions for archival processing priorities

• Digital photographic documentation of representative items

V. EVALUATION

SCORING

The Evaluation Committee will evaluate and score proposals based on the information provided in this document and the Offerors’ demonstrated understanding of the RFP’s objectives. Attendance at the Pre-

Proposal Meeting is strongly recommended, as it will help Offerors understand the key information required in their proposals and provide a detailed explanation of the evaluation process.

Proposals will be evaluated according to the criteria listed below, which have been identified as critical to the success of the projects.

No. Rating Criteria % Weighting

1 Scope/Level of Expertise Plan (SC/LE) 45

2 Value Added Plan (VA) 5

3 Cost Proposal 40

4 Interview 10

5 Local Preference 3% or 6% of the total available points*

*See local preference requirements below

DESCRIPTION OF EVALUATION

To ensure that a proposal is complete and addresses all key RFP issues, proposals must adhere to the following format.