CPO_Determination_ITB_Facilities_OnCallGeneralContracting_1.pdf

From: DUTTON-LEYDA, TRAVIS K.

To: SCHWARTZ, SPENCER M.

Subject: RE: Request for Determination - On Call General Contracting ITB Date: Tuesday, May 21, 2024 9:32:10 AM Attachments: image003.png

Spencer, is Sam aware of this endevour?

The scope of work as written would be construction. 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 Munis records.

If your request includes anything that needs to be reviewed and preapproved by another city Department/Division, please send your SOW to the corresponding email address, and provide their response to this office when you submit your procurement request for processing.

IT components - ereview@santafenm.gov Vehicles – dmjaramillo@santafenm.gov Grants - mtbonifer@santafenm.gov; cmthompson@santafenm.gov Facilities, Furniture, Fixture, Equipment - jsburnett@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, the procurement method must be ITB (if you choose not to use a cooperative or an existing contract). If you feel you need to process an RFP, you must get an Authorization and Plan approved before you process.

< $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.

Please keep this as part of the procurement file for future reference.

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.

mailto:tkduttonleyda@santafenm.gov mailto:smschwartz@santafenm.gov mailto:ereview@santafenm.gov mailto:dmjaramillo@santafenm.gov mailto:mtbonifer@santafenm.gov mailto:cmthompson@santafenm.gov mailto:jsburnett@santafenm.gov https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fintranet.santafenm.gov%2Ffinance_1&data=05%7C02%7Csmschwartz%40santafenm.gov%7C5e76614095b64e923efd08dc79ab2ca4%7C77b69f5a55ed436386164867b0bc707f%7C0%7C0%7C638519023296638544%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C0%7C%7C%7C&sdata=crveZcBB1%2FXFrACyqiyfKw%2FMrWrMIIleCxGavqZmGQw%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fnmonesource.com%2Fnmos%2Fnmsa%2Fen%2Fitem%2F4378%2Findex.do%23!fragment%2F%2FBQCwhgziBcwMYgK4DsDWszIQewE4BUBTADwBdoByCgSgBpltTCIBFRQ3AT0otokLC4EbDtyp8BQkAGU8pAELcASgFEAMioBqAQQByAYRW1SYAEbRS2ONWpA&data=05%7C02%7Csmschwartz%40santafenm.gov%7C5e76614095b64e923efd08dc79ab2ca4%7C77b69f5a55ed436386164867b0bc707f%7C0%7C0%7C638519023296651229%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C0%7C%7C%7C&sdata=FHYyQupBEkwnwJveSwYPDU1nK6T0lgKApWa28NET2n4%3D&reserved=0

Please review the pages linked below to determine whether any of the existing contracts/price agreements or cooperative agreements are applicable to this request. You might be able to use an existing price agreement 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 c5%40thread.tacv2/RFP%2520Requests?groupId=a367d8c2-992f-4c74-8e7d- 0ccb6950c9a1&tenantId=77b69f5a-55ed-4363-8616-4867b0bc707f ITBs requests to https://teams.microsoft.com/l/channel/19%3a48e1e4588c0440a09cfbd9b907ed42 d4%40thread.tacv2/ITB%2520Requests?groupId=a367d8c2-992f-4c74-8e7d- 0ccb6950c9a1&tenantId=77b69f5a-55ed-4363-8616-4867b0bc707f Determination requests to purchasing_det@santafenm.gov And all other requests to purchasing@santafenm.gov

Thank you for submitting this scope of work for my review.

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/finance_1 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.generalservices.state.nm.us%2Fstate-purchasing%2Fstatewide-price-agreements%2F&data=05%7C02%7Csmschwartz%40santafenm.gov%7C5e76614095b64e923efd08dc79ab2ca4%7C77b69f5a55ed436386164867b0bc707f%7C0%7C0%7C638519023296660273%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C0%7C%7C%7C&sdata=nV%2BSeq%2Bn3f%2Fau3WQ1KoSONkmP%2FFTtvab0%2BI1S%2BL85us%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.generalservices.state.nm.us%2Fstate-purchasing%2Fstatewide-price-agreements%2F&data=05%7C02%7Csmschwartz%40santafenm.gov%7C5e76614095b64e923efd08dc79ab2ca4%7C77b69f5a55ed436386164867b0bc707f%7C0%7C0%7C638519023296660273%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C0%7C%7C%7C&sdata=nV%2BSeq%2Bn3f%2Fau3WQ1KoSONkmP%2FFTtvab0%2BI1S%2BL85us%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fnaspovaluepoint.org%2Fcategories%2F&data=05%7C02%7Csmschwartz%40santafenm.gov%7C5e76614095b64e923efd08dc79ab2ca4%7C77b69f5a55ed436386164867b0bc707f%7C0%7C0%7C638519023296666570%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C0%7C%7C%7C&sdata=9UXTG3p8LTWycesBbG%2BGqe5kQUldHBmA0zcqd%2F0kRJc%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.omniapartners.com%2Fpublicsector%2Fcontracts&data=05%7C02%7Csmschwartz%40santafenm.gov%7C5e76614095b64e923efd08dc79ab2ca4%7C77b69f5a55ed436386164867b0bc707f%7C0%7C0%7C638519023296672388%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C0%7C%7C%7C&sdata=gw8djb9ZJQ9Oc6T8RwKdFcoOX3QIMhw%2Futew7UKOx7c%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.buyboard.com%2Fhome.aspx&data=05%7C02%7Csmschwartz%40santafenm.gov%7C5e76614095b64e923efd08dc79ab2ca4%7C77b69f5a55ed436386164867b0bc707f%7C0%7C0%7C638519023296677984%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C0%7C%7C%7C&sdata=ykYb2PbWGAN5IzMps5OjJXK%2B1mgM5vy15QK926XNZtc%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.h-gac.com%2FHome&data=05%7C02%7Csmschwartz%40santafenm.gov%7C5e76614095b64e923efd08dc79ab2ca4%7C77b69f5a55ed436386164867b0bc707f%7C0%7C0%7C638519023296683488%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C0%7C%7C%7C&sdata=03oy3xXPlQkksVII%2BorSO4z%2Bkfo7eNiey30buHjsaLY%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.gsaelibrary.gsa.gov%2F&data=05%7C02%7Csmschwartz%40santafenm.gov%7C5e76614095b64e923efd08dc79ab2ca4%7C77b69f5a55ed436386164867b0bc707f%7C0%7C0%7C638519023296688916%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C0%7C%7C%7C&sdata=8KBj3IaC1BpM1qVQ%2B%2By7JhfZ3Fe6XY0vsy6fM6yy6H8%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.sourcewell-mn.gov%2Fcontract-search&data=05%7C02%7Csmschwartz%40santafenm.gov%7C5e76614095b64e923efd08dc79ab2ca4%7C77b69f5a55ed436386164867b0bc707f%7C0%7C0%7C638519023296694307%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C0%7C%7C%7C&sdata=cjQAtzgGhZBGo%2FyWjEw%2B1ewlGoPJgZ%2FCfe6CORsPJ7w%3D&reserved=0 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%7Csmschwartz%40santafenm.gov%7C5e76614095b64e923efd08dc79ab2ca4%7C77b69f5a55ed436386164867b0bc707f%7C0%7C0%7C638519023296700824%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C0%7C%7C%7C&sdata=JqaiwKN5fIkm7zvzRmqRUvgD5xirTzDVS0I2eSqLdqI%3D&reserved=0 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%7Csmschwartz%40santafenm.gov%7C5e76614095b64e923efd08dc79ab2ca4%7C77b69f5a55ed436386164867b0bc707f%7C0%7C0%7C638519023296700824%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C0%7C%7C%7C&sdata=JqaiwKN5fIkm7zvzRmqRUvgD5xirTzDVS0I2eSqLdqI%3D&reserved=0 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%7Csmschwartz%40santafenm.gov%7C5e76614095b64e923efd08dc79ab2ca4%7C77b69f5a55ed436386164867b0bc707f%7C0%7C0%7C638519023296700824%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C0%7C%7C%7C&sdata=JqaiwKN5fIkm7zvzRmqRUvgD5xirTzDVS0I2eSqLdqI%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fteams.microsoft.com%2Fl%2Fchannel%2F19%253a48e1e4588c0440a09cfbd9b907ed42d4%2540thread.tacv2%2FITB%252520Requests%3FgroupId%3Da367d8c2-992f-4c74-8e7d-0ccb6950c9a1%26tenantId%3D77b69f5a-55ed-4363-8616-4867b0bc707f&data=05%7C02%7Csmschwartz%40santafenm.gov%7C5e76614095b64e923efd08dc79ab2ca4%7C77b69f5a55ed436386164867b0bc707f%7C0%7C0%7C638519023296707408%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C0%7C%7C%7C&sdata=4jttj1w23XVToZJxkdITpOtl%2BVqvixH9fH7tHeRdiKY%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fteams.microsoft.com%2Fl%2Fchannel%2F19%253a48e1e4588c0440a09cfbd9b907ed42d4%2540thread.tacv2%2FITB%252520Requests%3FgroupId%3Da367d8c2-992f-4c74-8e7d-0ccb6950c9a1%26tenantId%3D77b69f5a-55ed-4363-8616-4867b0bc707f&data=05%7C02%7Csmschwartz%40santafenm.gov%7C5e76614095b64e923efd08dc79ab2ca4%7C77b69f5a55ed436386164867b0bc707f%7C0%7C0%7C638519023296707408%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C0%7C%7C%7C&sdata=4jttj1w23XVToZJxkdITpOtl%2BVqvixH9fH7tHeRdiKY%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fteams.microsoft.com%2Fl%2Fchannel%2F19%253a48e1e4588c0440a09cfbd9b907ed42d4%2540thread.tacv2%2FITB%252520Requests%3FgroupId%3Da367d8c2-992f-4c74-8e7d-0ccb6950c9a1%26tenantId%3D77b69f5a-55ed-4363-8616-4867b0bc707f&data=05%7C02%7Csmschwartz%40santafenm.gov%7C5e76614095b64e923efd08dc79ab2ca4%7C77b69f5a55ed436386164867b0bc707f%7C0%7C0%7C638519023296707408%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C0%7C%7C%7C&sdata=4jttj1w23XVToZJxkdITpOtl%2BVqvixH9fH7tHeRdiKY%3D&reserved=0 mailto:purchasing_det@santafenm.gov mailto:purchasing@santafenm.gov mailto:tkduttonleyda@santafenm.gov https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fsantafenm.gov%2Ffinance-2%2Fpurchasing-1&data=05%7C02%7Csmschwartz%40santafenm.gov%7C5e76614095b64e923efd08dc79ab2ca4%7C77b69f5a55ed436386164867b0bc707f%7C0%7C0%7C638519023296713607%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C0%7C%7C%7C&sdata=b2bSffMDZ8uGNhVsDplM%2Fs3db6wrRYvDx%2BZ2oq1STwg%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fintranet.santafenm.gov%2Ffinance_1&data=05%7C02%7Csmschwartz%40santafenm.gov%7C5e76614095b64e923efd08dc79ab2ca4%7C77b69f5a55ed436386164867b0bc707f%7C0%7C0%7C638519023296719175%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C0%7C%7C%7C&sdata=JNQvRqpWKQ9I9Uw6TkeWcrzcD0P6D4RoO7v5LwkLQHw%3D&reserved=0

Vision without action is merely a dream.

Action without vision passes the time.

Vision with action can change the world. ~ Joel A. Barker

From: SCHWARTZ, SPENCER M. <smschwartz@santafenm.gov> Sent: Tuesday, May 21, 2024 9:22 AM To: DUTTON-LEYDA, TRAVIS K. <tkduttonleyda@santafenm.gov> Subject: Request for Determination - On Call General Contracting ITB

Good Morning Travis, I am working on an ITB for On-Call General Contracting Services for the City of Santa Fe. Kathy Sanchez has advised me to send you the SOW for a determination of services. This will be a multiple award contract, as it will also be used for emergency repairs where prompt scheduling and delivery of services is critical, and one vendor cannot be relied upon to provide open availability. Thank you for your assistance.

NGIP Commodity Code: 90900, 90922, 90924, 91200, 91300, 91400, 15500, 33000, 96800 On-Call General Contracting Services ITB

The City of Santa Fe intends to establish a time and materials contract for on-call general contracting services city-wide at various facilities. The City is seeking bids from qualified contracts to provide all labor, materials, and equipment necessary for successful general contracting at City-owned buildings and sites on an as needed basis.

Scope of Work

The Contractor shall perform the following work in accordance with their Bid Pricing, attached hereto and made a part thereof, as Exhibit A:

1) This work shall include Miscellaneous General Contracting work for the City of Santa Fe.

2) The Contractor shall be required to provide On-Call General Contracting Services for any number of the activities listed under this Scope of Work upon the request of the City. Once a need is identified, the City will issue a written Task Order to the Contractor detailing the services required. Upon receiving the City’s request for services, the Contractor shall promptly provide the City with an estimate (based upon the rates submitted in the Bid Form), cost summary, and project schedule required to complete the assignment or task. Project schedules, negotiated price, and completion dates shall be determined on a project-by-project basis and dependent upon the urgency of that task. The Contractor may be required to do some of the work in phases. The Contractor shall be required to provide the requested labor and all equipment and materials within one week of a request issuance of a Notice to Proceed unless otherwise arranged. The Contractor shall agree to provide required labor within 24 hours for emergency situations whenever possible.

3) The City of Santa Fe Public Works Facilities Division shall be able to utilize this On-Call Contract as needed and as funding is available. All other City of Santa Fe staff will only be authorized to utilize this On-Call Contract with prior, written approval of the scope of work, from the Facilities Division Director, before commencing any work applicable to this On-Call Contract.

4) Contractor is responsible for all required permits and licenses required to perform this work.

Contractor shall be responsible for adherence to the Contract Documents, Construction Documents, Specifications, and approved directives.

5) Contractor shall be responsible for any applicable Local, County, State and Federal requirements and permits.

6) Contractor shall be responsible for verifications of all existing conditions, measurements, and dimensions for bidding. Contractor shall be responsible for all permits, fees, and State and/or City inspections associated with their work.

Spencer Schwartz Project Administrator | CIP & Facilities Division | Public Works Dept.

Email: smschwartz@santafenm.gov Office: (505) 955-5929 Mobile: (505) 469-5536 mailto:smschwartz@santafenm.gov