CPO_Determination_for_RFP_SOW.pdf
PDF 331 KB Posted
- Attached to
- Business Incubation Services
- Solicitation number
- 26023
- Issued by
- Santa Fe County, New Mexico
About this file
This document is an email exchange and Statement of Work (SOW) from the City of Santa Fe's Office of Economic Development (OED) regarding a business incubator contract. The SOW outlines comprehensive professional services for supporting early-stage businesses, including facilities and infrastructure provision, advisory services, training and workshops, networking opportunities, and sector-specific business support. The contractor will be responsible for providing physical office space, mentorship, technical assistance, training sessions, and community engagement efforts, with a focus on diverse entrepreneurial support and alignment with local economic development goals.
Key requirements include quarterly reporting to the City, tracking business progress, facilitating capital access, maintaining bioscience lab facilities, and conducting outreach to underrepresented communities. The contractor must provide detailed metrics on businesses served, jobs created, capital raised, and program outcomes. The services will be bilingual (English and Spanish), emphasize continuous improvement, and include communications and storytelling components to highlight participant success. The City encourages collaboration with other entrepreneur support organizations and expects the contractor to innovate and adapt services to emerging trends and local economic development objectives.
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From: DUTTON-LEYDA, TRAVIS K.
To: TAMAS-PARRIS, NOAH M.
Cc: NELSON, JOHANNA C.; RENZ-WHITMORE, ERIC D.; Purchasing Subject: RE: Determination for RFP SOW Date: Monday, May 12, 2025 4:15:11 PM Attachments: image001.png
Greetings, The scope of work as written would be Professional Services. This determination relates only to that question and is no comment on whether the scope of work or procurement method meet all legal standards. I reserve the right to change this determination if the scope of work differs from the scope of work submitted for the original determination. This procurement must be conducted using the processes and procedures set forth by the City of Santa Fe, Central Purchasing, the Procurement Manual, and state statutes.
Please note:
Save this email as a PDF and upload it into the corresponding procurement and contract records.
New Purchase Submission and Tracking Process
Submit Purchase Requests:
Purchase Requests Tracker:
Desktop Reference SharePoint_Pt.1_V1_3.7.25 Desktop Reference SharePoint_Pt.2_V1_3.7.25 Training Video_PT1_V1.1.10.25 Training Video_PT2_V2.2.27.25 Training Video_PT3_V1.2.27.25
Associated Approvals:
Check with WorkQuest dba Horizons of New Mexico (mloehman@horizonsofnewmexico.org) if this service appears on their approved list.
If your request includes anything that needs to be reviewed and preapproved by another City Department/Division, please send the same SOW to the corresponding email address and include their response in your packet/Munis.
-Treasury (Point of Sale Systems) – questions: drsena@santafenm.gov;
clromero@santafenm.gov. Request signature from: clromero@santafenm.gov -IT components (everything IT) – questions: ereview@santafenm.gov. Request signature from: edcandelaria@santafenm.gov;
Copy: zxdushdurova@santafenm.gov; lenobes@santafenm.gov;
lfworstell@santafenm.gov -Vehicles – questions: fleet@santafenm.gov. Request signature from:
dmjaramillo@santafenm.gov -Grants – questions: grants@santafenm.gov. Request signature from:
evlujan@santafenm.gov mailto:tkduttonleyda@santafenm.gov mailto:nmtamasparris@santafenm.gov mailto:jcnelson@santafenm.gov mailto:edrenzwhitmore@santafenm.gov mailto:purchasing@santafenm.gov https://santafenm.sharepoint.com/sites/DocumentRouting/_layouts/15/listforms.aspx?cid=NDg5ZWQ0NmUtOWYwMy00MmJjLWJhNDYtZTk4ZGQ4OTI2ZjQ0&ct=1736263505699&or=Teams-HL&nav=OWM3NzdmNDgtMGExMy00NTc0LWE3ZTYtYWU5YjU1YWRiMDhh&LOF=1&xsdata=MDV8MDJ8cmRnYWJhbGRvbkBzYW50YWZlbm0uZ292fDk3ZjdiOTJjZWZlOTQxZTI1NzUwMDhkZDkxYTI3M2U2fDc3YjY5ZjVhNTVlZDQzNjM4NjE2NDg2N2IwYmM3MDdmfDB8MHw2Mzg4MjY4NDkxMDk3NzQzNTN8VW5rbm93bnxUV0ZwYkdac2IzZDhleUpGYlhCMGVVMWhjR2tpT25SeWRXVXNJbFlpT2lJd0xqQXVNREF3TUNJc0lsQWlPaUpYYVc0ek1pSXNJa0ZPSWpvaVRXRnBiQ0lzSWxkVUlqb3lmUT09fDB8fHw%3d&sdata=QytRMDdMTmRTUnhqQnY5cHFKTjk2RzdZNFpERVJ1TjBaQmovZkl3ckZhcz0%3d https://santafenm.sharepoint.com/sites/DocumentRouting/Lists/Purchase%20Tracking/Open%20Purchases.aspx?OR=Teams-HL&CT=1736263410594&xsdata=MDV8MDJ8cmRnYWJhbGRvbkBzYW50YWZlbm0uZ292fDk3ZjdiOTJjZWZlOTQxZTI1NzUwMDhkZDkxYTI3M2U2fDc3YjY5ZjVhNTVlZDQzNjM4NjE2NDg2N2IwYmM3MDdmfDB8MHw2Mzg4MjY4NDkxMDk3OTUxNTF8VW5rbm93bnxUV0ZwYkdac2IzZDhleUpGYlhCMGVVMWhjR2tpT25SeWRXVXNJbFlpT2lJd0xqQXVNREF3TUNJc0lsQWlPaUpYYVc0ek1pSXNJa0ZPSWpvaVRXRnBiQ0lzSWxkVUlqb3lmUT09fDB8fHw%3d&sdata=ZVhOUjBvYm5oMmRvN2VNVndYenJrdzZuK3E3cmUxL1FiMXo3SkVjc1pQTT0%3d https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fintranet.santafenm.gov%2Fdocument_center%2Fdocument%2F13957&data=05%7C02%7Crdgabaldon%40santafenm.gov%7C97f7b92cefe941e2575008dd91a273e6%7C77b69f5a55ed436386164867b0bc707f%7C0%7C0%7C638826849109805662%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=Q5z1OA7zvfI8W7LnSU42PW0eTDQjmVNeFDXuHM3DloM%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fintranet.santafenm.gov%2Fdocument_center%2Fdocument%2F13958&data=05%7C02%7Crdgabaldon%40santafenm.gov%7C97f7b92cefe941e2575008dd91a273e6%7C77b69f5a55ed436386164867b0bc707f%7C0%7C0%7C638826849109819733%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=oIm%2FyxdmlhQG8KgGr%2BWJ2Wmy46Z6kCRFWJPnVTh9Q6w%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fdrive.google.com%2Ffile%2Fd%2F1mR-gL9E5apzgBWMbLUyByXd56-FS57D1%2Fview%3Fusp%3Dsharing&data=05%7C02%7Crdgabaldon%40santafenm.gov%7C97f7b92cefe941e2575008dd91a273e6%7C77b69f5a55ed436386164867b0bc707f%7C0%7C0%7C638826849109832399%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=iJwkndMS5lvZZBdQSaYlwqxJg5v0%2FuBWJ2DSjTQhDA4%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fdrive.google.com%2Ffile%2Fd%2F1E7SfyzvvOEXcXD4ZKKR6eC1uXs7af2fk%2Fview%3Fusp%3Dsharing&data=05%7C02%7Crdgabaldon%40santafenm.gov%7C97f7b92cefe941e2575008dd91a273e6%7C77b69f5a55ed436386164867b0bc707f%7C0%7C0%7C638826849109844809%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=5IGM2QeP54jyZ%2Fwgq8GgOHVmtQybSyKYGowuNiViY9A%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fdrive.google.com%2Ffile%2Fd%2F12kgiHYT_F5zguMBWAWXWGy2HnOtveudr%2Fview%3Fusp%3Dsharing&data=05%7C02%7Crdgabaldon%40santafenm.gov%7C97f7b92cefe941e2575008dd91a273e6%7C77b69f5a55ed436386164867b0bc707f%7C0%7C0%7C638826849109857077%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=DqsY0JL7Dx8t%2FDJmqOLFUa36a39t512TrHif5LM7yRQ%3D&reserved=0 mailto:mloehman@horizonsofnewmexico.org mailto:drsena@santafenm.gov mailto:clromero@santafenm.gov mailto:clromero@santafenm.gov mailto:ereview@santafenm.gov mailto:edcandelaria@santafenm.gov mailto:zxdushdurova@santafenm.gov mailto:lenobes@santafenm.gov mailto:lfworstell@santafenm.gov mailto:fleet@santafenm.gov mailto:dmjaramillo@santafenm.gov mailto:grants@santafenm.gov mailto:evlujan@santafenm.gov
- Construction, Facilities, Furniture, Fixtures, Equipment, etc. – questions:
fmdreview@santafenm.gov. Request signature from: jsburnett@santafenm.gov -Emergency Related Purchases – questions oem@santafenm.govand. Request signature from: bgwilliams@santafenm.gov -Asset over $5k – questions: accountspayable@santafenm.gov. Request signature from: jxbolden@santafenm.gov
Ensure that the appropriate templates and forms are used https://intranet.santafenm.gov/finance_1 and documented procedures/laws/rules are followed.
> $20k per year, when processing this procurement, please ensure the procurement number issued by Munis and the procurement name are used in the appropriate documents and the subject of emails.
If you are processing a procurement where the forecasted amount is =/> $60k, per NMSA 1978, Section 13-1-102, if you aren’t using a cooperative or existing contract, you must process an RFP.
< $20k per year, one quote is acceptable.
From $20k to $60k per year, if you aren’t using a cooperative or existing contract, you’ll need to provide 3 quotes in your req. Must use the Munis Bid Module after 12/21/2023.
Figure out your funding source and inform Purchasing. To ensure that the proper documents and language are used, it is important to identify the funding source for the subsequent contract. For instance, if federal funds are involved, the procurement request and subsequent contract must include the necessary federal language. Therefore, it is crucial to determine the funding source beforehand.
Review the pages linked below to determine whether any of the existing price agreements/contracts or cooperative agreements are applicable to this request. You might be able to use an existing price agreement/contract to save time and money.
https://www.generalservices.state.nm.us/state-purchasing/statewide-price-agreements/ (if you choose to use a Statewide, you do not need to ask Horizons if they can do the work. State Purchasing must offer the SOW to Horizons prior to placing the award on their website.)
https://naspovaluepoint.org/categories/ https://www.omniapartners.com/publicsector/contracts https://www.buyboard.com/home.aspx https://www.h-gac.com/Home https://www.gsaelibrary.gsa.gov/ https://www.sourcewell-mn.gov/contract-search
Submit or send your request to the appropriate MS Teams channel or email address:
RFPs requests to https://teams.microsoft.com/l/channel/19%3ad63b9c8b586d424fa5eed34177146a mailto:fmdreview@santafenm.gov mailto:jsburnett@santafenm.gov mailto:oem@santafenm.govand mailto:bgwilliams@santafenm.gov mailto:accountspayable@santafenm.gov mailto:jxbolden@santafenm.gov https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fintranet.santafenm.gov%2Ffinance_1&data=05%7C02%7Crdgabaldon%40santafenm.gov%7C97f7b92cefe941e2575008dd91a273e6%7C77b69f5a55ed436386164867b0bc707f%7C0%7C0%7C638826849109870022%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=YSLcST17%2F0ruyfuwKN%2B%2FM5mtzjq4X%2B%2FNFaYKm%2Bgt3II%3D&reserved=0 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purchasing_det@santafenm.gov And all other requests to purchasing@santafenm.gov
Thank you for submitting this scope of work for my review.
Book time to meet with me
Regards, Travis Dutton-Leyda Chief Procurement Officer City of Santa Fe 200 Lincoln Avenue Santa Fe, NM 87501 505-629-8351 tkduttonleyda@santafenm.gov https://santafenm.gov/finance-2/purchasing-1
Internal Link: https://intranet.santafenm.gov/central_purchasing_division_cpd
Book time to meet with me
“A journey of a thousand miles begins with a single step” ~ Lao Tzu
SOW:
UPDATED: 5/12
The first section includes a revised statement of work with additions highlighted The second section items are excerpted from the existing contract (available in PDF)
(2) STATEMENT OF WORK (REVISED)
Contractor shall provide the following services for the City of Santa Fe:
(A) Business Incubation Services Contractor shall provide business incubation services and entrepreneurial support to local https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fteams.microsoft.com%2Fl%2Fchannel%2F19%253ad63b9c8b586d424fa5eed34177146ac5%2540thread.tacv2%2FRFP%252520Requests%3FgroupId%3Da367d8c2-992f-4c74-8e7d-0ccb6950c9a1%26tenantId%3D77b69f5a-55ed-4363-8616-4867b0bc707f&data=05%7C02%7Crdgabaldon%40santafenm.gov%7C97f7b92cefe941e2575008dd91a273e6%7C77b69f5a55ed436386164867b0bc707f%7C0%7C0%7C638826849109978041%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=9pjSJtJk3J1qOv4vugRgszgf7t2oKh%2BruI3lMkiH4KA%3D&reserved=0 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These services shall include:
1. Facilities and Infrastructure:
a. Provision of physical office space, meeting rooms, and access to internet and telecommunications services for client companies;
b. Maintenance of a professional and secure work environment, including reception and administrative support.
2. Advisory Services:
a. Ongoing business mentorship, coaching, and technical assistance;
b. Referrals to outside resources for specialized support including legal, financial, and marketing services.
3. Training and Workshops:
a. Regular training sessions, workshops, and seminars for client companies and the broader entrepreneurial community.
4. Networking and Community Building:
a. Facilitation of peer-to-peer learning and networking opportunities;
b. Organization of events to foster community among entrepreneurs and connect them with investors and service providers.
5. Reporting and Collaboration with the City:
a. The Contractor shall collaborate with the City’s Office of Economic Development
(OED) to develop a standardized reporting format. At a minimum, reports shall include both quantitative and qualitative metrics such as:
Number of businesses served Jobs created or retained Capital raised by client companies Business graduations or exits from the incubator Demographic breakdowns of participants Current company occupancy and space utilization Contributions to the broader entrepreneurial ecosystem
b. Reports may also include success stories, challenges encountered, and steps taken to improve program performance.
c. The Contractor shall submit quarterly reports to the City detailing client activities, program outcomes, and progress toward stated objectives.
d. In addition, the Contractor shall participate in regular coordination meetings or calls with OED to ensure alignment with the City’s economic development goals and to support collaborative planning and implementation.
6. Graduation and Exit Criteria
a. The Contractor shall define and implement clear, measurable criteria for client companies to successfully graduate from the incubator. Criteria may include, but are not limited to:
Revenue thresholds i.
ii. Number of employees
iii. Length of time in the program
iv. Capital raised
v. Operational independence or market traction
b. The Contractor shall:
i. Monitor and report each company’s progress toward graduation on a regular basis
ii. Notify the City in writing when a company meets graduation criteria or exits the program
iii. Provide transition planning support to help companies prepare for post-incubator success
iv. Maintain reasonable alumni tracking and engagement to measure long-term impact and promote ecosystem connectivity
7. Sector-Specific Business Support
a. The Contractor shall work with the City to identify targeted industry sectors —such as biosciences, clean energy, technology, and creative industries and provide support. This assistance may include:
i. Sector-specific mentorship and coaching
ii. Access to specialized facilities, equipment, or technical advisors
iii. Industry-relevant training, programming, or networking opportunities
iv. Matchmaking with potential partners, funders, or collaborators
b. The Contractor shall coordinate with the City to ensure these efforts are aligned with regional economic development priorities and sector-specific strategies, and shall adjust services as needed to respond to emerging industry needs or opportunities.
8. Capital Access Support
a. The Contractor shall assist client companies in identifying and securing funding opportunities, including grants, loans, and private investment. Support services may include:
i. Investor matchmaking and introductions
ii. Pitch coaching and preparation
iii. Strategic guidance on fundraising approaches
iv. Connections to financial institutions and capital networks
b. The Contractor shall actively maintain relationships with a diverse range of capital providers and report quarterly on capital raised by client companies, including the type and source of funding secured.
(B) Bioscience Lab Access Contractor shall maintain access to lab space and specialized facilities to support bioscience companies and entrepreneurs, including but not limited to shared-use lab equipment, proper safety and compliance protocols, and trained staff or consultants for lab oversight.
(C) Community Engagement
Contractor shall conduct outreach and engagement efforts to ensure services are accessible to diverse communities, including underrepresented entrepreneurs. Materials and programming shall be offered in English and Spanish as appropriate.
(D) Program Innovation and Continuous Improvement
Contractor shall regularly evaluate and refine service offerings to ensure alignment with emerging trends, entrepreneur needs, and local economic development goals. This includes staying informed of best practices in business incubation, adopting new tools or methodologies as appropriate, and incorporating feedback from participants and partners.
Contractor shall describe innovation efforts in quarterly reports and identify any pilot programs or enhancements planned.
(E) Communications and Storytelling
Contractor shall support communications efforts that promote the incubator’s impact, highlight client success stories, and raise awareness of available services.
This may include but is not limited to co-branded materials with the City, social media updates, event promotion, and participation in City-led storytelling initiatives.
Contractor shall submit at least one success story or spotlight per quarter for use in public communications and reporting.
(F) Collaboration
Contractor may partner or collaborate with other organizations to deliver specialized services, extend program reach, or enhance participant outcomes.
Contractor shall notify the City of any formal collaboration arrangements and provide an overview of partner roles in quarterly reports. The City encourages collaboration with other entrepreneur support organizations and service providers to maximize collective impact.
From: TAMAS-PARRIS, NOAH M. <nmtamasparris@santafenm.gov> Sent: Monday, May 12, 2025 3:54 PM To: DUTTON-LEYDA, TRAVIS K. <tkduttonleyda@santafenm.gov> Cc: NELSON, JOHANNA C. <jcnelson@santafenm.gov>; RENZ-WHITMORE, ERIC D.
<edrenzwhitmore@santafenm.gov> Subject: Determination for RFP SOW
Hi Travis, OED is looking to submit an RFP for a business incubator contract. I attached the SOW to this email. Can you look at it to determine whether this contract falls under professional services or general services?
Thank you, Noah
File details come from the government source that posted it. Updated .