Comprehensive_Disaster_Services_(Addendum_#2_Revision).pdf

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

AND

Emergency Management

REQUEST FOR PROPOSALS (RFP)

RFP#: FY26-TRFP-102 - Comprehensive Disaster Services

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 RESPONSE

I. INTRODUCTION

PURPOSE OF THIS RFP

The purpose of the Request for Proposals (RFP) is to solicit sealed proposals to establish a contract through competitive negotiations for the procurement of an On-Call contract with one or more Consultant(s) who will, as needed, provide a wide range of disaster preparedness, response, mitigation, and recovery professional services.

BACKGROUND INFORMATION

The Emergency Management Department (EMD) periodically requires specialized professional services to support emergency preparedness, response, mitigation, and recovery activities that exceed the capacity of existing staff resources. The City regularly receives significant state and federal grant funding, as well as city funds, for emergency management initiatives. Continued federal, state, and local funding opportunities are anticipated in the future. However, EMD operates as a small department with wide-ranging responsibilities across the entire emergency management cycle. Establishing federally compliant on-call contracts in advance enables EMD to efficiently manage individual grant-funded projects while ensuring compliance with federal procurement requirements and maximizing the effective use of available funding.

SCOPE OF PROCUREMENT

The awarded Consultant(s) will provide, as needed, a wide range of disaster preparedness, response, mitigation, and recovery professional services. Two (2) project areas consistent of multiple subcategories have been identified. Consultants may bid on one or more projects *OR SUBCATEGORIES*

A. Technical Services

1. Federal Grant Assistance

2. Debris Monitoring,

3. Documentation and Reporting

4. Program Management and Administrative Services

B. Planning and Advisory Services

1. Development and Revision of Plans

2. Conducting Exercises and Training

3. Subject Matter Expert Programmatic Support

The resulting contract(s) may result in a Multiple Awards - This procurement will result in a City-wide Price

Agreement that may be utilized by all State of New Mexico agencies, commissions, institutions, political subdivisions, and local bodies allowed by law.. The Citywide Price Agreement may be utilized by all State of

New Mexico agencies, commissions, institutions, political subdivisions, and local bodies allowed by law.

PROCUREMENT MANAGER

Emergency Management 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 Gabrielle Chavez, Transit Director of Administration

Telephone Number (505) 469-3405

Email gnchavez@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/270990.

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. “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.

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.

https://procurement.opengov.com/portal/santafenm/projects/270990

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. “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.”

U. “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.

V. “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.

W. “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.

X. “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.

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

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

Z. “Multiple Source Award” means an award of an indefinite quantity contract for one or more similar services, items of tangible personal property or construction to more than one Offeror.

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. “Price Agreement” means a definite quantity contract or indefinite quantity contract which requires the contractor to furnish items of tangible personal property, services or construction to the City of Santa Fe, a state agency or a local public body which issues a purchase order, if the purchase order is within the quantity limitations of the contract, if any.

DD. “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.

EE. “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.

FF. “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.

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

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

II. “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.

JJ. “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.

KK. “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 OpenGov—prior to the submission deadline stated in this RFP.

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

MM. "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.

NN. “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/270990

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

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

Issue RFP: June 23, 2026

Pre-Proposal Meeting (Non-Mandatory): July 1, 2026, 10:00am https://gcc02.safelinks.protection.outlook.co m/ap/t-

59584e83/?url=https%3A%2F%2Fteams.mi crosoft.com%2Fmeet%2F274215832462435

%3Fp%3DZiY4BwP5ae4ck01usN&data=05

%7C02%7Ckssanchez%40santafenm.gov%

7C6c12b3387a8b4f1aef0908decca3d66e%7

C77b69f5a55ed436386164867b0bc707f%7

C0%7C0%7C639173201197126561%7CUn known%7CTWFpbGZsb3d8eyJFbXB0eU1 hcGkiOnRydWUsIlYiOiIwLjAuMDAwMC

IsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIld

UIjoyfQ%3D%3D%7C0%7C%7C%7C&sd ata=2NnxQ0fyZRPmkHMDknTmRTP%2F

EYkXNRxDRogcUJbllF8%3D&reserved=0

Deadline for Written Questions: July 7, 2026, 5:00pm

Response to Written Questions: July 9, 2026, 5:00pm

Proposals Due Date: August 11, 2026, 3:00pm

Evaluation*: August 13, 2026, 10:00am

Selection of Finalists*: August 21, 2026

Best and Final Offers*: August 25, 2026, 5:00pm

Interview/Presentations*: August 27, 2026, 10:00am

Finalize Contracts*: September 18, 2026

Contract Award*: October 28, 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.

https://gcc02.safelinks.protection.outlook.com/ap/t-59584e83/?url=https%3A%2F%2Fteams.microsoft.com%2Fmeet%2F274215832462435%3Fp%3DZiY4BwP5ae4ck01usN&data=05%7C02%7Ckssanchez%40santafenm.gov%7C6c12b3387a8b4f1aef0908decca3d66e%7C77b69f5a55ed436386164867b0bc707f%7C0%7C0%7C639173201197126561%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=2NnxQ0fyZRPmkHMDknTmRTP%2FEYkXNRxDRogcUJbllF8%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/ap/t-59584e83/?url=https%3A%2F%2Fteams.microsoft.com%2Fmeet%2F274215832462435%3Fp%3DZiY4BwP5ae4ck01usN&data=05%7C02%7Ckssanchez%40santafenm.gov%7C6c12b3387a8b4f1aef0908decca3d66e%7C77b69f5a55ed436386164867b0bc707f%7C0%7C0%7C639173201197126561%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=2NnxQ0fyZRPmkHMDknTmRTP%2FEYkXNRxDRogcUJbllF8%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/ap/t-59584e83/?url=https%3A%2F%2Fteams.microsoft.com%2Fmeet%2F274215832462435%3Fp%3DZiY4BwP5ae4ck01usN&data=05%7C02%7Ckssanchez%40santafenm.gov%7C6c12b3387a8b4f1aef0908decca3d66e%7C77b69f5a55ed436386164867b0bc707f%7C0%7C0%7C639173201197126561%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=2NnxQ0fyZRPmkHMDknTmRTP%2FEYkXNRxDRogcUJbllF8%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/ap/t-59584e83/?url=https%3A%2F%2Fteams.microsoft.com%2Fmeet%2F274215832462435%3Fp%3DZiY4BwP5ae4ck01usN&data=05%7C02%7Ckssanchez%40santafenm.gov%7C6c12b3387a8b4f1aef0908decca3d66e%7C77b69f5a55ed436386164867b0bc707f%7C0%7C0%7C639173201197126561%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=2NnxQ0fyZRPmkHMDknTmRTP%2FEYkXNRxDRogcUJbllF8%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/ap/t-59584e83/?url=https%3A%2F%2Fteams.microsoft.com%2Fmeet%2F274215832462435%3Fp%3DZiY4BwP5ae4ck01usN&data=05%7C02%7Ckssanchez%40santafenm.gov%7C6c12b3387a8b4f1aef0908decca3d66e%7C77b69f5a55ed436386164867b0bc707f%7C0%7C0%7C639173201197126561%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=2NnxQ0fyZRPmkHMDknTmRTP%2FEYkXNRxDRogcUJbllF8%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/ap/t-59584e83/?url=https%3A%2F%2Fteams.microsoft.com%2Fmeet%2F274215832462435%3Fp%3DZiY4BwP5ae4ck01usN&data=05%7C02%7Ckssanchez%40santafenm.gov%7C6c12b3387a8b4f1aef0908decca3d66e%7C77b69f5a55ed436386164867b0bc707f%7C0%7C0%7C639173201197126561%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=2NnxQ0fyZRPmkHMDknTmRTP%2FEYkXNRxDRogcUJbllF8%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/ap/t-59584e83/?url=https%3A%2F%2Fteams.microsoft.com%2Fmeet%2F274215832462435%3Fp%3DZiY4BwP5ae4ck01usN&data=05%7C02%7Ckssanchez%40santafenm.gov%7C6c12b3387a8b4f1aef0908decca3d66e%7C77b69f5a55ed436386164867b0bc707f%7C0%7C0%7C639173201197126561%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=2NnxQ0fyZRPmkHMDknTmRTP%2FEYkXNRxDRogcUJbllF8%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/ap/t-59584e83/?url=https%3A%2F%2Fteams.microsoft.com%2Fmeet%2F274215832462435%3Fp%3DZiY4BwP5ae4ck01usN&data=05%7C02%7Ckssanchez%40santafenm.gov%7C6c12b3387a8b4f1aef0908decca3d66e%7C77b69f5a55ed436386164867b0bc707f%7C0%7C0%7C639173201197126561%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=2NnxQ0fyZRPmkHMDknTmRTP%2FEYkXNRxDRogcUJbllF8%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/ap/t-59584e83/?url=https%3A%2F%2Fteams.microsoft.com%2Fmeet%2F274215832462435%3Fp%3DZiY4BwP5ae4ck01usN&data=05%7C02%7Ckssanchez%40santafenm.gov%7C6c12b3387a8b4f1aef0908decca3d66e%7C77b69f5a55ed436386164867b0bc707f%7C0%7C0%7C639173201197126561%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=2NnxQ0fyZRPmkHMDknTmRTP%2FEYkXNRxDRogcUJbllF8%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/ap/t-59584e83/?url=https%3A%2F%2Fteams.microsoft.com%2Fmeet%2F274215832462435%3Fp%3DZiY4BwP5ae4ck01usN&data=05%7C02%7Ckssanchez%40santafenm.gov%7C6c12b3387a8b4f1aef0908decca3d66e%7C77b69f5a55ed436386164867b0bc707f%7C0%7C0%7C639173201197126561%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=2NnxQ0fyZRPmkHMDknTmRTP%2FEYkXNRxDRogcUJbllF8%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/ap/t-59584e83/?url=https%3A%2F%2Fteams.microsoft.com%2Fmeet%2F274215832462435%3Fp%3DZiY4BwP5ae4ck01usN&data=05%7C02%7Ckssanchez%40santafenm.gov%7C6c12b3387a8b4f1aef0908decca3d66e%7C77b69f5a55ed436386164867b0bc707f%7C0%7C0%7C639173201197126561%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=2NnxQ0fyZRPmkHMDknTmRTP%2FEYkXNRxDRogcUJbllF8%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/ap/t-59584e83/?url=https%3A%2F%2Fteams.microsoft.com%2Fmeet%2F274215832462435%3Fp%3DZiY4BwP5ae4ck01usN&data=05%7C02%7Ckssanchez%40santafenm.gov%7C6c12b3387a8b4f1aef0908decca3d66e%7C77b69f5a55ed436386164867b0bc707f%7C0%7C0%7C639173201197126561%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=2NnxQ0fyZRPmkHMDknTmRTP%2FEYkXNRxDRogcUJbllF8%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/ap/t-59584e83/?url=https%3A%2F%2Fteams.microsoft.com%2Fmeet%2F274215832462435%3Fp%3DZiY4BwP5ae4ck01usN&data=05%7C02%7Ckssanchez%40santafenm.gov%7C6c12b3387a8b4f1aef0908decca3d66e%7C77b69f5a55ed436386164867b0bc707f%7C0%7C0%7C639173201197126561%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=2NnxQ0fyZRPmkHMDknTmRTP%2FEYkXNRxDRogcUJbllF8%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/ap/t-59584e83/?url=https%3A%2F%2Fteams.microsoft.com%2Fmeet%2F274215832462435%3Fp%3DZiY4BwP5ae4ck01usN&data=05%7C02%7Ckssanchez%40santafenm.gov%7C6c12b3387a8b4f1aef0908decca3d66e%7C77b69f5a55ed436386164867b0bc707f%7C0%7C0%7C639173201197126561%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=2NnxQ0fyZRPmkHMDknTmRTP%2FEYkXNRxDRogcUJbllF8%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/ap/t-59584e83/?url=https%3A%2F%2Fteams.microsoft.com%2Fmeet%2F274215832462435%3Fp%3DZiY4BwP5ae4ck01usN&data=05%7C02%7Ckssanchez%40santafenm.gov%7C6c12b3387a8b4f1aef0908decca3d66e%7C77b69f5a55ed436386164867b0bc707f%7C0%7C0%7C639173201197126561%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=2NnxQ0fyZRPmkHMDknTmRTP%2FEYkXNRxDRogcUJbllF8%3D&reserved=0

The City will process addenda if it is determined that modifications, clarifications, or additions to the RFP are necessary. 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://gcc02.safelinks.protection.outlook.com/ap/t-

59584e83/?url=https%3A%2F%2Fteams.microsoft.com%2Fmeet%2F274215832462435%3Fp%3DZiY

4BwP5ae4ck01usN&data=05%7C02%7Ckssanchez%40santafenm.gov%7C6c12b3387a8b4f1aef0908d ecca3d66e%7C77b69f5a55ed436386164867b0bc707f%7C0%7C0%7C639173201197126561%7CUnkn own%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zM iIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=2NnxQ0fyZRPmkHMDknTm

RTP%2FEYkXNRxDRogcUJbllF8%3D&reserved=0 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. 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.

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.

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.

F. Evaluation

G. 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 up to five (5) Offerors receiving the highest cumulative scores in the following Sections: Organizational Experience, Organizational References, Interviews and cost.

I. 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 this stage.

J. Interview/Presentations

Finalist Offerors may be required to conduct an Interview/Presentation at a venue to be determined as per the timeline or as soon as possible thereafter. If Interview/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

Interview/Presentations will be held is at the discretion of the Evaluation Committee and CPD.

K. 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.

L. 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.

M. 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

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 mailto:purchasing@santafenm.gov 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. City staff will not merge, collate, or otherwise combine materials from multiple submissions.

F. Proposal Withdrawal

Offerors may withdraw their proposals at any time prior to the Proposal Due Date. Withdrawal requests received after the Proposal Due Date will be subject to applicable procurement regulations and are not guaranteed to be accepted. 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.

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 Framework and Revisions

The final contract will use the City's standard format and incorporate all terms from the draft contract.

However, the City reserves the right to negotiate additional provisions with any offeror. The final agreement will include this RFP (with all revisions or supplements) and the successful offeror’s proposal.

P. Policy on Contract Exceptions

The City strongly discourages taking exception to any terms in the draft contract. The City may reject a proposal as non-responsive if:

o The proposal is conditioned upon taking an exception.

o The proposal requires correcting a designated deficiency.

o An unacceptable exception requires a substantial rewrite of the proposal.

Q. Requirements for Proposing Alternate Language

If an offeror objects to any terms and conditions, they must submit specific alternative language.

General references to outside terms or complete contract substitutions will result in immediate disqualification. For each proposed change, the offeror must provide:

o A brief discussion of the purpose of the change.

o An explanation of the impact of the change.

o The exact, specific alternative wording proposed.

R. Submission Deadline for Exceptions

All alternate terms must be submitted during the RFP process prior to selection. The City will not consider any new alternate terms or conditions during post-selection negotiations. Failure to submit alternative language during the RFP process constitutes an explicit, binding agreement to all terms in the draft contract.

S. 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.

T. 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.

U. 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.

V. 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.

W. 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.

X. 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.

Y. 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.

Z. 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.

AA. 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.

BB. 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/270990

CC. 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.

DD. 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

III. RESPONSE FORMAT AND ORGANIZATION

NUMBER OF RESPONSES

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

Confidential Information: If proposals contain confidential information, as defined in the Definition of

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

• One (1) ELECTRONIC version of the requisite proposals identified above as Confidential (unredacted) versions for evaluation purposes (example file name, "Acme Corp" - FY26-TRFP-102 – Confidential

Technical). Unredacted versions must be clearly marked as “CONFIDENTIAL” or

"UNREDACTED" on the first page of the electronic file; and

• One (1) redacted ELECTRONIC, for the public file, to facilitate eventual public inspection of the non-confidential version of Offerors' proposals. Redacted versions must be clearly marked as

“REDACTED” on the first page of the electronic file. (Example file name, "Acme Corp" - FY26-TRFP-

102 – Redacted Technical)

IV. SCOPE OF WORK

<This section is used by the department to provide a Detailed Scope of Work that will also be included in the Draft Contract and the resulting contract.>

A. Technical Services

1. Federal Grant Assistance - Services will consist of providing individuals with working knowledge of hazard analysis and recovery, Federal funding programs (FEMA, NRCS, HUD, etc.), roads and bridges, utility infrastructure, debris removal and disposal, environmental and historic compliance, insurance, and cost estimating. FEMA, NRCS or other federal agencies may fund mitigation measures to protect public or private property, as long as they are in compliance with the program's guidelines. Services may include project management, technical expertise, grants management, and community coordination in the completion of these projects.

Federal Emergency Management Agency defines hazard mitigation as an action intended to reduce repetitive losses from future natural disasters. In this context, "repetitive" refers to similar types of losses caused by a recurring natural hazard. The term "losses" refers to expenditures for the repair or replacement of public and private property, and for the relief of personal loss or other hardship.

In the event of a Presidential Disaster Declaration, the Contractor may also be called upon to assist the City in helping community members navigate available Individual Assistance (IA) or similar programs administered by

FEMA, NM State, or other Federal or State entities.

2. Debris Monitoring - Debris Monitors must meet the minimum requirements for the respective designation.

The monitors must have experience and expertise in debris operations and eligibility for Public Assistance (PA) and/or Emergency Relief (ER) programs.

3. Documentation and Reporting - The Consultant is responsible for providing and gathering supporting documentation for state/federal projects and completing documentation required in receiving reimbursement.

Such responsibilities include, but are not limited to, application assistance, project worksheet development, processing Requests for Reimbursement, preparing Summaries of Documentation, preparing quarterly reports, performing Small Project Validation, assisting with Hazard Mitigation process requirements, providing a

Closeout Project Worksheet (PW), preparing a Request for Final Inspection, and tracking and compiling Direct

Administrative Costs (DAC) for reimbursement.

4. Program Management and Administrative Services - Assist the City's staff with project management and administrative services. These activities may include, but are not limited to: project development, consultant selection process, administration of contracts, constructability reviews, construction services assistance, project bid support, construction administration assistance, construction tracking and program monitoring, field inspections, and close out.

B. Planning and Advisory Services

1. Development and Revision of Plans - The Consultant may be responsible for the revision of existing plans, policies, and procedures or the development of new policies, plans, or procedures directly or indirectly related to all phases of emergency management, under the direction of the Director of Emergency Management or their designee.

2. Conducting Exercises and Training - The Consultant should be able to coordinate the participation of individuals and groups in tabletop, functional, and full-scale exercises as directed by the Director of Emergency

Management or their designee. The Consultant may provide important training and education for prevention, preparedness, vulnerability reduction, response, and recovery capabilities. Training may be delivered in a variety of formats including classroom instruction, virtual delivery, field-based exercises, or blended formats, and may target City staff, partner agencies, or community stakeholders. The Consultant will assess exercise performance and provide professional evaluation through the After-Action Report / Improvement Plan

(AAR/IP).

3. General Ad-Hoc Programmatic Support - The Consultant will provide on-demand emergency management support to enhance the City's organizational readiness and resilience across all phases of emergency management. Services under this section are intended to supplement City staff capacity and subject matter expertise as needs arise and may span preparedness, mitigation, response, and recovery efforts. The

Consultant may be engaged to support the City in meeting regulatory requirements, adhering to best practices, and advancing the overall emergency management mission as directed by the Director of Emergency

Management or their designee.