CPO_Detremination_of_services.pdf
PDF 341 KB Posted
- Solicitation number
- FY26RFP035
- Issued by
- Santa Fe County, New Mexico
About this file
This document is an internal email exchange between City of Santa Fe procurement staff regarding an Architecture and Engineering (A&E) Request for Proposal (RFP) being processed through the OpenGov (OG) procurement system. The email chain involves Travis Dutton-Leyda, the City's Chief Procurement Officer, and JoAnn Lovato Montaño, Procurement Manager, discussing the details of preparing and releasing a professional services procurement. The RFP involves adjusting scoring points, with 100 points allocated to an Oral Presentation and 400 points for Mandatory Specifications, and requires compliance with New Mexico State Statute NMSA 1978 13-1-117.2, which necessitates a review and approval from an engineer or architect.
The procurement process requires careful adherence to City of Santa Fe purchasing policies, including verification of funding sources and potential use of existing cooperative contracts. The documentation outlines specific procurement thresholds: under $20,000 per year requires one quote, between $20,000 and $60,000 requires three quotes, and over $60,000 mandates an RFP. The staff aims to finalize and advertise the RFP quickly, with a goal of releasing it by the upcoming Friday. Multiple internal departments are referenced for potential review, including Treasury, IT, Vehicles, Grants, Facilities, Emergency Purchases, and Asset Management, highlighting the comprehensive internal review process for city procurement.
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From: DUTTON-LEYDA, TRAVIS K.
To: LOVATO, JOANN D.; GALLEGOS, SEBASTIAN F.
Cc: GARDUNO, JAMES D.; GUNN, JIMMY D.
Subject: RE: A&E RFP in OG - Please review Date: Wednesday, November 5, 2025 5:03:01 PM Attachments: image002.png image004.png
Greetings, This determination classifies the scope of work as Professional Services. It pertains solely to this classification and does not assess whether the scope of work or procurement method complies with all applicable legal standards. I reserve the right to revise this determination should there be any changes to the scope of work from what was originally submitted. The procurement process must adhere to the policies and procedures outlined by the City of Santa Fe, Central Purchasing, the Procurement Manual, and all relevant state statutes.
Please note:
Save this email as a PDF and upload it into the corresponding Munis records.
Check with WorkQuest dba Horizons of New Mexico (vendor # 8673) (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
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: klmorgan@santafenm.gov
Asset over $5k – questions: accountspayable@santafenm.gov. Request signature from: jxbolden@santafenm.gov
Ensure that the current and appropriate templates and forms are used, they can be found on the intranet https://intranet.santafenm.gov/finance_1 and OpenGov:
https://procurement.opengov.com/governments/1784201/projects and documented procedures/laws/rules are followed.
mailto:tkduttonleyda@santafenm.gov mailto:jdlovato@santafenm.gov mailto:sfgallegos@santafenm.gov mailto:jdgarduno@santafenm.gov mailto:jdgunn@santafenm.gov 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 mailto:fmdreview@santafenm.gov mailto:jsburnett@santafenm.gov mailto:oem@santafenm.govand mailto:klmorgan@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%7Cjdlovato%40santafenm.gov%7C3fa17d60e6eb4b63ad6508de1cc7d7e0%7C77b69f5a55ed436386164867b0bc707f%7C0%7C0%7C638979841804340722%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=5aR2CCJXQ6RBpunE3FqbGRFrdSuMZBH%2BiNPeVU%2BVkCQ%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fprocurement.opengov.com%2Fgovernments%2F1784201%2Fprojects&data=05%7C02%7Cjdlovato%40santafenm.gov%7C3fa17d60e6eb4b63ad6508de1cc7d7e0%7C77b69f5a55ed436386164867b0bc707f%7C0%7C0%7C638979841804367827%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=ciXTx5XX0qbX4SB3CNqRLgelAQ34nlgZ9HM6%2BjTpzpU%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%7Cjdlovato%40santafenm.gov%7C3fa17d60e6eb4b63ad6508de1cc7d7e0%7C77b69f5a55ed436386164867b0bc707f%7C0%7C0%7C638979841804383344%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=28XyaBLsX%2Fcoz1EvodF6zqRVZtYyV%2FE42Y9Z2X9Egtk%3D&reserved=0
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 13-1-117.1, 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 must provide 3 quotes in your req. Must use the Munis Bid Module, OpenGov, or Pavilion.
Identify your funding source and notify Purchasing.
It's essential to determine the funding source early, as it impacts the required documentation and contract language. For example, if federal funds are being used, specific federal provisions must be included in both the procurement request and the resulting contract. Notifying Purchasing of the funding source upfront ensures compliance and avoids delays.
Follow the link below to review existing price agreements, contracts, or cooperative agreements that might be applicable to this request. You might be able to use an existing price agreement/contract to save time and money.
o Pavilion: Free Cooperative Contract Search for Governments (please work with Purchasing if you think you find an existing or cooperative contract that might work)
Submit via Submit Purchase Requests or the appropriate email address:
Determination requests to purchasing_det@santafenm.gov
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, City of Santa Fe Chief Procurement Officer 200 Lincoln Avenue Santa Fe, NM 87501 505-629-8351 tkduttonleyda@santafenm.gov Vendor Registration Sites and Current Procurement Opportunities:
[Current for Finances Only] https://santafenm.munisselfservice.com/vss/ [We Are Live With OpenGov] https://procurement.opengov.com/portal/santafenm [Current] https://www.withpavilion.com/ Internal Link: https://intranet.santafenm.gov/central_purchasing_division_cpd https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.withpavilion.com%2F&data=05%7C02%7Cjdlovato%40santafenm.gov%7C3fa17d60e6eb4b63ad6508de1cc7d7e0%7C77b69f5a55ed436386164867b0bc707f%7C0%7C0%7C638979841804400255%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=VTtLFIXpIXrX0rSlMmrESI9UYxKfY9Dk%2FIaHPH8pigc%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fprocurement.opengov.com%2Flogin&data=05%7C02%7Cjdlovato%40santafenm.gov%7C3fa17d60e6eb4b63ad6508de1cc7d7e0%7C77b69f5a55ed436386164867b0bc707f%7C0%7C0%7C638979841804414453%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=vxQpf9FgSwPXCviBOvAzQh%2F6ibCAN%2BSJ%2FQxkZHmbs2I%3D&reserved=0 mailto:purchasing_det@santafenm.gov mailto:purchasing@santafenm.gov https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Foutlook.office365.com%2Fbookwithme%2Fuser%2Fe6e5a29dada746228cc27b26b5558dd1%40santafenm.gov%3Fanonymous%26ep%3Dsignature&data=05%7C02%7Cjdlovato%40santafenm.gov%7C3fa17d60e6eb4b63ad6508de1cc7d7e0%7C77b69f5a55ed436386164867b0bc707f%7C0%7C0%7C638979841804429243%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=PTXDDmp2ZyX8tqfPKUOZ1346C093U9yW8DO89Q6zf0o%3D&reserved=0 mailto:tkduttonleyda@santafenm.gov https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fsantafenm.munisselfservice.com%2Fvss%2F&data=05%7C02%7Cjdlovato%40santafenm.gov%7C3fa17d60e6eb4b63ad6508de1cc7d7e0%7C77b69f5a55ed436386164867b0bc707f%7C0%7C0%7C638979841804448487%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=Pvh78Vt1A7s%2FDzn9JLZUu3HQxieoF%2B7OBXLb%2B0YCWAk%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fprocurement.opengov.com%2Fportal%2Fsantafenm&data=05%7C02%7Cjdlovato%40santafenm.gov%7C3fa17d60e6eb4b63ad6508de1cc7d7e0%7C77b69f5a55ed436386164867b0bc707f%7C0%7C0%7C638979841804465253%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=FPkdANnShu2kkLlawd1Oo7kMtRFPNBVat8ljDTyXaKc%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.withpavilion.com%2F&data=05%7C02%7Cjdlovato%40santafenm.gov%7C3fa17d60e6eb4b63ad6508de1cc7d7e0%7C77b69f5a55ed436386164867b0bc707f%7C0%7C0%7C638979841804479821%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=vE8P9bt0Jel8Rt3z%2BIa2olumbpD0FMXQIL6N%2F5C6y4s%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fintranet.santafenm.gov%2Fcentral_purchasing_division_cpd&data=05%7C02%7Cjdlovato%40santafenm.gov%7C3fa17d60e6eb4b63ad6508de1cc7d7e0%7C77b69f5a55ed436386164867b0bc707f%7C0%7C0%7C638979841804497061%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=mWoa8viHX2a%2BQYumdGP2SL7%2BrOFR79X5tyLutns%2Fvx0%3D&reserved=0
“A journey of a thousand miles begins with a single step” ~ Lao Tzu
From: LOVATO, JOANN D. <jdlovato@santafenm.gov> Sent: Tuesday, November 4, 2025 1:47 PM To: GALLEGOS, SEBASTIAN F. <sfgallegos@santafenm.gov> Cc: GARDUNO, JAMES D. <jdgarduno@santafenm.gov>; DUTTON-LEYDA, TRAVIS K.
<tkduttonleyda@santafenm.gov>; GUNN, JIMMY D. <jdgunn@santafenm.gov> Subject: A&E RFP in OG - Please review
Hi Seb, Thanks for meeting with me today.
I completed the OG entry. This is what exports from OG (see attached). Please review, confirm the entry in OG and the timeline. We still need to schedule the preproposal conference and enter in that information. Ensure the points are allocated as you and James see fit... I added in 100 points for the Oral Presentation and changed the points in Mandatory Specifications from 500 to 400.
OG should have sent you an email asking for your review/approval. Please also upload the service determination and Horizons declination in the internal docs in OG.
Finally, as mentioned previously, per NMSA 1978 13-1-117.2, we just need a thumbs up on file from an engineer or architect on this so we comply with this requirement of the statute. Do you know who you will be sending this to for this approval???
If we can get this finalized by tomorrow, I can send the request to the paper to advertise, and we can release this on Friday.
Thanks.
JoAnn D. Lovato Montaño, CPO Procurement Manager City of Santa Fe 200 Lincoln Avenue Santa Fe, NM 87501 C: (505) 469-6045 jdlovato@santafenm.gov mailto:jdlovato@santafenm.gov https://santafenm.gov/finance-2/purchasing-1
Vendor Registration Sites and Current Procurement Opportunities:
[Current] https://cityofsantafenmvendors.munisselfservice.com/Vendors/VBids/SearchResults.aspx
[Transitioning] https://procurement.opengov.com/portal/santafenm
[Current] https://www.withpavilion.com/
Internal Link: https://intranet.santafenm.gov/central_purchasing_division_cpd https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fsantafenm.gov%2Ffinance-2%2Fpurchasing-1&data=05%7C02%7Cjdlovato%40santafenm.gov%7C3fa17d60e6eb4b63ad6508de1cc7d7e0%7C77b69f5a55ed436386164867b0bc707f%7C0%7C0%7C638979841804517034%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=CwpaQeZ7OYkl491r90%2BKoW%2BfQPB%2FYvbOORRTzJzt%2FFg%3D&reserved=0 https://cityofsantafenmvendors.munisselfservice.com/Vendors/VBids/SearchResults.aspx https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fprocurement.opengov.com%2Fportal%2Fsantafenm&data=05%7C02%7Cjdlovato%40santafenm.gov%7C3fa17d60e6eb4b63ad6508de1cc7d7e0%7C77b69f5a55ed436386164867b0bc707f%7C0%7C0%7C638979841804535519%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=bAe%2Bym8F3vEn9t%2BGd20nSa1EvcXDpMdEM%2FxJJOl38yU%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.withpavilion.com%2F&data=05%7C02%7Cjdlovato%40santafenm.gov%7C3fa17d60e6eb4b63ad6508de1cc7d7e0%7C77b69f5a55ed436386164867b0bc707f%7C0%7C0%7C638979841804554380%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=GyH0AmmEhyCbotV7hE7VeLClUJIQbx1d3l%2B8YU8Ex%2BU%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fintranet.santafenm.gov%2Fcentral_purchasing_division_cpd&data=05%7C02%7Cjdlovato%40santafenm.gov%7C3fa17d60e6eb4b63ad6508de1cc7d7e0%7C77b69f5a55ed436386164867b0bc707f%7C0%7C0%7C638979841804572671%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=xax026JP%2BOcsg9Jp4R5DIuiQDS1WW%2B%2FsBW2%2Fl9fReps%3D&reserved=0
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