Development_Guide_RFP_-_Pre-Proposal_Meeting.pdf

www.ksm-inc.com 1KASHIWAGI SOLUTION MODEL INC

Development Review Guide

RFP#25188

Pre-Proposal Meeting

July 7, 2025

Dr. Joseph Kashiwagi

Procurement Consultant

Kashiwagi Solution Model Inc.

7/7/2025

City of Santa Fe | Purchasing & Contracts www.ksm-inc.com 2KASHIWAGI SOLUTION MODEL INC

Best Value Approach (BVA)

Identifies Experts and utilizes their expertise to deliver high performing projects and services.

What is an Expert?

• “Seeing into the future” [preplans and mitigates risk]

• Tell the difference between conditions

• Simplify the plan for stakeholders [communicate through metrics] www.ksm-inc.com 3KASHIWAGI SOLUTION MODEL INC

City Background The Planning and Land Use Department (Department) is responsible for reviewing and approving all development applications and building permits while ensuring compliance with the city’s land development code, building codes and other relevant standards including accessibility and public safety requirements.

Currently the Department maintains an extensive number of checklists, applications, calendars, FAQs, policies and guides, but lacks a coherent and comprehensive guide covering all aspects of the development review and building permitting processes. In addition, the Department is engaged at various stages of implementation on several innovations including digital plan and permitting review, third party plan review and updates to both the Land Development Code and the General Plan.

The creation of the Guide will serve to capture and integrate these new process innovations, ensuring successful adoption and implementation for all users.

www.ksm-inc.com 4KASHIWAGI SOLUTION MODEL INC

City Request for Proposal This RFP is to solicit the procurement of the professional services of a qualified Land Use Planning Consultant to facilitate the creation of the City’s Development Review Guide, an interactive, searchable and visually dynamic document, accessible online, easily updated and used by city staff, members of the public, developers, development agents and lawyers, architects and general contractors.

Tasks List:

1. Administrative Coordination

2. Analysis

3. Public Engagement

4. Assessment Report

5. Development Review Guide

6. Additional Tasks www.ksm-inc.com 5KASHIWAGI SOLUTION MODEL INC

Client Requirement

# Requirement

City of Santa

Fe

(Sample)

Offeror’s

Project

Performance

Ref #

1 # of City Development Review Guide Projects 1 [Enter value] [#]

# of City Development Review Guide Projects in

New Mexico 1 [Enter value] [#]

3 Average Budget ($) Per Project $75K [Enter value] [#]

4 Average Project Duration (years) 2 [Enter value] [#]

5 Average Customer Satisfaction Rating (out of 10) 10/10 [Enter value] [#]

6 Average Cost Deviation (%) 0% [Enter value] [#]

7 Average Time Deviation (%) 0% [Enter value] [#] www.ksm-inc.com 6KASHIWAGI SOLUTION MODEL INC

Project Schedule: Selection Phase

Selection Phase Days from

RFP Release Due Date

RFP Release 0 days June 27, 2025

Pre-Proposal Meeting 10 days July 7, 2025

Deadline for Written Questions 11 days July 8, 2025

Response to Written Questions 13 days July 10, 2025

RFP Response Due Date 35 days August 1, 2025

3PM MDT

Interviews (If Necessary) 41 days August 7, 2025

Notification of Prioritized Best

Value Supplier 45 days August 11, 2025 www.ksm-inc.com 7KASHIWAGI SOLUTION MODEL INC

Project Schedule: Clarification Phase (Set by the Selected Offeror)

Clarification Phase Days from

RFP Release Due Date

BVA assistance to Prioritized Offeror 49 days August 15, 2025

First Clarification Meeting 56 days August 22, 2025

Evaluation Committee finishes full technical and contract review 60 days August 26, 2025

Final clarification meeting 60 days August 26, 2025

Best and Final Offers 61 days August 27, 2025

Governing Board Approval 89 days September 24, 2025

Awarding and signing of contract 90 days September 25, 2025 www.ksm-inc.com 8KASHIWAGI SOLUTION MODEL INC

Procurement Participants

• Purchasing Officer - Sees all information, including cost information, but does not participate in the ratings of Offerors’ submittals or interview

• Stakeholder Selection Board - Comprised of key operational and technical City resources who will evaluate the two (2) written documents (Scope/Level of Expertise, Value Added) and interview for each Offeror. This group will not see cost information and references until the dominance check

• Best Value Experts - Will be available to assist the Offerors to understand the BVA process and to meet the clarification requirements www.ksm-inc.com 9KASHIWAGI SOLUTION MODEL INC

The Best Value Approach [BVA]

Selection Clarification Execution

Contract Award

All Offerors Offeror(s)

Selection Based on Expertise

Offeror(s) mitigates risk using the WRR

Selection Criteria

1. Scope/Level of

Expertise

2. Value Added

3. Interview (If

Necessary

4. Cost

5. Local Preference*

BVA Offeror(s)

Clarification of their

Proposal:

• Detailed Schedule/ Non-

Technical Milestone

Schedule

• Creation of the WRR to mitigate risk

Full technical review by client stakeholders and

SMEs.

Preparation

RFP

development

Procurement

WRR

Pre-Proposal

Meeting with stakeholders and offerors www.ksm-inc.com 10KASHIWAGI SOLUTION MODEL INC

Munis Slides

• https://santafenm.munisselfservice.com/Vendors/default.aspx https://santafenm.munisselfservice.com/Vendors/default.aspx https://santafenm.munisselfservice.com/Vendors/default.aspx www.ksm-inc.com 11KASHIWAGI SOLUTION MODEL INC

Steps to bid

• Go to Munis – search with RFP#25188

• Download the RFP and review

• Delete sections other than Attachments A-H and rename the file

• Use the file to submit your bid www.ksm-inc.com 12KASHIWAGI SOLUTION MODEL INC

RFP Proposal Format Attachment Form Value

Attachment A Proposal Cover Page, Declaration & Checklist Desirable

Attachment B Campaign Contribution Disclosure Form Mandatory

Attachment C Conflict of Interest Desirable

Attachment D Non-Collusion Affidavit Desirable

Attachment E Key Personnel Proposal Form Desirable

Attachment F Project Cost Proposal Form Rated

Attachment G Project Capability Submittal (SC/LE, VA) Checklist and Format Desirable

Attachment G1 Scope/Level of Expertise Plan (SC/LE) Rated

Attachment G2 Value Added Plan (VA) Rated

Attachment H Reference List Desirable

Uploaded in Cost Submittal

Uploaded in Main (Technical) Proposal

Uploaded in Main (Technical) Proposal

*Confidential Proposal – can be used if any information is confidential www.ksm-inc.com 13KASHIWAGI SOLUTION MODEL INC

Munis Upload www.ksm-inc.com 14KASHIWAGI SOLUTION MODEL INC

Selection Phase

Scope/Level of expertise

Value added

Individual interviews

30 minute duration$ Cost

Prioritization

Verification &

Selection

Check

Project Capability Submittals

Interview Key Personnel

(If Necessary)

Prioritization, Verification &

Dominance Check

All

Offerors Offeror(s) www.ksm-inc.com 15KASHIWAGI SOLUTION MODEL INC

Selection Phase

Purpose is to identify Expertise

– Performance metrics.

– Project/person specific.

– Simple, non-technical.

# Selection Criteria % Weight

1 Scope/Level of Expertise (SC/LE) 35

2 Value Added (VA) 5

3 Cost 30

4 Interview (If Necessary) 30

5 Local Preference 3 or 6

Selection

All Offerors

Preparation

Written documents

(2-page per document in addition to other submittal documents) www.ksm-inc.com 16KASHIWAGI SOLUTION MODEL INC

Offeror Cost Proposal

Total cost proposal should be submitted by offeror

➢ Total cost to provide scope

➢ Does not include contingencies to cover risk

➢ Does not include value added items www.ksm-inc.com 17KASHIWAGI SOLUTION MODEL INC

Cost Breakout All amounts provided must include all labor, materials, equipment, transportation, configuration, installation, training and profit to provide the goods and/or services described in this RFP, (as amended by any current RFP amendments for the period specified).

# Line Items Cost

1 Kickoff and Engagement $

2 Assessment Report Draft and Final $

3 Development Review Guide Draft and Final $

4 $

5 $

6 $

7 $

Total Cost $

# Project Area Cost

1 Labor (# of hours) $ ( )

2 Materials $

3 Overhead $

Total Cost $ www.ksm-inc.com 18KASHIWAGI SOLUTION MODEL INC

Project/Offeror Capability Submittals

• 2 Submitted Documents:

– Scope/Level of Expertise (SC/LE)

– Value Added (VA)

• Maximum 2 page per document [4 total pages]

• No names, or other information that can identify Offeror, should be included in these two documents

• Blindly Rated

• Instructions are on each sheet www.ksm-inc.com 19KASHIWAGI SOLUTION MODEL INC

Example Scope/Level of Expertise:

Project Criteria Sample Offeror Ref # Budget $ 5.5M

# of sites 10

# of regular staff 3,500 Transactions per month 20,000 FTE for maintenance 2 Legacy systems 2 Functional outcomes (see attachment) 11 Cost deviation 0% Schedule deviation 0% Customer Satisfaction 10/10

City is looking to implement an IT system www.ksm-inc.com 20KASHIWAGI SOLUTION MODEL INC

Scope/Level of Expertise: “10”

Project Criteria Sample Offeror Ref #

Budget $ 5.5M $ 7.5M 1,2,3

# of sites 10 11 1,2,3

# of regular staff 3,500 4,200 1,2,3

Transactions per month 20,000 26,000 1,2,3

FTE for maintenance 2 2 1,3

Legacy systems 2 3 1,2,3

Functional outcomes (see attachment) 11 18 1,2,3

Cost deviation 0% 0% 1,2,3

Schedule deviation 0% 5% [0% Offeror] 1,2,3

Customer Satisfaction 10/10 9.8 / 10 1,2 www.ksm-inc.com 21KASHIWAGI SOLUTION MODEL INC

Level Expertise/Scope Description

Scope Description:

This section will be used for the offeror to describe what they are proposing. We suggest making it brief, and simple so the committee understands what the proposal is. This section is not to go into all the details of the proposal but to give a high-level summary for the selection committee.

Example: Our organization is proposing to create a development guide with the following focal points in mind:

• XXXXXXX

• XXXXXXX

www.ksm-inc.com 22KASHIWAGI SOLUTION MODEL INC

Client Requirement

# Requirement

City of Santa

Fe

(Sample)

Offeror’s

Project

Performance

Ref #

1 # of City Development Review Guide Projects 1 [Enter value] [#]

# of City Development Review Guide Projects in

New Mexico 1 [Enter value] [#]

3 Average Budget ($) Per Project $75K [Enter value] [#]

4 Average Project Duration (years) 2 [Enter value] [#]

5 Average Customer Satisfaction Rating (out of 10) 10/10 [Enter value] [#]

6 Average Cost Deviation (%) 0% [Enter value] [#]

7 Average Time Deviation (%) 0% [Enter value] [#] www.ksm-inc.com 23KASHIWAGI SOLUTION MODEL INC

Example of Metrics for Both Client and offerors

On Separate Page

Reference 1: City A, POC Contact A, $70K, 24 months (1/1/2023 – 1/1/2025)

Reference 2: City B, POC Contact B, $90K, 24 months (1/1/2023 – 1/1/2025)

# Requirement

City of Santa

Fe

(Sample)

Offeror’s

Project

Performance

Ref #

1 # of City Development Review Guide Projects 1 5 1-2

# of City Development Review Guide Projects in

New Mexico 1 2 1-2

3 Average Budget ($) Per Project $75K $80K 1-2

4 Average Project Duration (years) 2 2 1-2

5 Average Customer Satisfaction Rating (out of 10) 10/10 10/10 1-2

6 Average Cost Deviation (%) 0% 1% 1-2

7 Average Time Deviation (%) 0% 1% 1-2 www.ksm-inc.com 24KASHIWAGI SOLUTION MODEL INC

Rating System For Offeror SC/LE Submittal

Offeror uses verifiable performance metrics [VPM] to prove they can do subject project requirement with proposed scope.

Cannot determine if Offeror has expertise or understands requirement. Vague, requires decision making to identify expertise

Level of Expertise/Scope Claim doesn’t meet project requirements.

10 -

5 -

1 -www.ksm-inc.com 25KASHIWAGI SOLUTION MODEL INC

Level of Expertise: “10” rating

On Separate Page

Reference 1: City A, POC Contact A, $70K, 24 months (1/1/2023 – 1/1/2025)

Reference 2: City B, POC Contact B, $90K, 24 months (1/1/2023 – 1/1/2025)

# Requirement

City of Santa

Fe

(Sample)

Offeror’s

Project

Performance

Ref #

1 # of City Development Review Guide Projects 1 5 1-2

# of City Development Review Guide Projects in

New Mexico 1 2 1-2

3 Average Budget ($) Per Project $75K $80K 1-2

4 Average Project Duration (years) 2 2 1-2

5 Average Customer Satisfaction Rating (out of 10) 10/10 10/10 1-2

6 Average Cost Deviation (%) 0% 1% 1-2

7 Average Time Deviation (%) 0% 1% 1-2 www.ksm-inc.com 26KASHIWAGI SOLUTION MODEL INC

Value Added

# Value Added Cost Delay Impact Reference

1 Interactive online website 0% 0 Increased cost by 0% -helps with engagement

Provide online dashboard to record progress

1% 0 Increased cost by 1% 2

3 Public engagement network 2% 100 Increased cost by 2% 1-2

4 +(add new row if needed) - - - -

Reference 1: City A, POC Contact A, $70K, 24 months (1/1/2023 – 1/1/2025)

Reference 2: City B, POC Contact B, $90K, 24 months (1/1/2023 – 1/1/2025)

The Value-Added Plan should identify any value-added options or ideas beyond the proposed scope for the project that may benefit the city.

www.ksm-inc.com 27KASHIWAGI SOLUTION MODEL INC

Rating System for Value Added Submittal

Offeror has offered increased value for city supported by performance metrics.

Offeror ability to add value is questionable.

Offeror decreases value to the city supported by performance metrics.

10 -www.ksm-inc.com 28KASHIWAGI SOLUTION MODEL INC

Reference List

Ref

# Client Name POC Name Email Phone Project Cost Duration

Example :Client

A

POC Name

A A@gmail.com

$ 1,800,000

1/1/2020 -

5/1/2020

1 [Enter] [Enter] [Enter] [Enter] [Enter] [Enter]

2 [Enter] [Enter] [Enter] [Enter] [Enter] [Enter]

3 [Enter] [Enter] [Enter] [Enter] [Enter] [Enter]

4 [Enter] [Enter] [Enter] [Enter] [Enter] [Enter]

5 [Enter] [Enter] [Enter] [Enter] [Enter] [Enter]

6 [Enter] [Enter] [Enter] [Enter] [Enter] [Enter]

7 [Enter] [Enter] [Enter] [Enter] [Enter] [Enter]

8 [Enter] [Enter] [Enter] [Enter] [Enter] [Enter]

9 [Enter] [Enter] [Enter] [Enter] [Enter] [Enter]

10 [Enter] [Enter] [Enter] [Enter] [Enter] [Enter] mailto:A@gmail.com www.ksm-inc.com 29KASHIWAGI SOLUTION MODEL INC

Interviews (If Necessary)

• 30 minutes

• Individual interview for the Project Team Expert

• Key Person Assigned to Project

• Looking for Expert who can tell the difference:

– Between before and after the project

– Between this project and other projects

– Their solution and other’s solutions

– What are they going to do differently

– Uses metrics and provides short answers www.ksm-inc.com 30KASHIWAGI SOLUTION MODEL INC

Interview Questions

1. Why were you selected to lead this project?

2. Please explain the difference between this required scope of work and your previous similar projects?

3. What are the risks that you do not control, and how are you going to mitigate the risks?

4. What will you do differently on this project than previous projects?

5. What is the value of the clarification period?

6. What makes the BVA different?

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Rating System For Interview

Project Manager (PM) can tell the difference, can see into the future and simplify using metrics

PM has questionable expert qualities.

Requires decision making.

PM does not have expert characteristics.

10 -www.ksm-inc.com 32KASHIWAGI SOLUTION MODEL INC

Local Preference To qualify for a local preference, an offeror should attach a state of New Mexico Taxation and Revenue Department-issued, Resident Business certification of eligibility to its bid or proposal, showing that the business is located within the Santa Fe municipal limits.

If an offer is received without a copy of the appropriate State of New Mexico Taxation and Revenue Department issued Business Registration Certificate, the preference will not be applied. A valid resident business certificate is issued by the Taxation and Revenue Department pursuant to NMSA 1978, Section 13-1-22.

3-6% will be added depending on the requirements met in the RFP.

www.ksm-inc.com 33KASHIWAGI SOLUTION MODEL INC

Prioritization, Verification and BV Check

• Prioritization based on 5 criteria:

– Scope/Level of Expertise

– Value Added

– Interview (If Necessary)

– Cost

– Local Preference*

• Identification of the Best Value Offeror(s)

• Ensure that the identified Best Value Offeror(s):

– Metrics and references are accurate [have sources ready if selected as BV]

– Submittals are in line with client requirement www.ksm-inc.com 34KASHIWAGI SOLUTION MODEL INC

No Summary Criteria Unit Offeror A Offeror B Offeror C

1 Scope / Level of Expertise (1-10) 7.67 8.33 7.67

2 Value Added Plan (VA) (1-10) 5.33 5.33 5.33

3 Interview (1-10) 1.00 5.00 10.00

4 Cost $ 50,000 80,000 85,000

5 Local Preference Yes/No Yes No No

No Summary Criteria Best Score Offeror A Offeror B Offeror C

1 Scope / Level of Expertise 8.33 0.92 1.00 0.92

2 Value Added Plan (VA) 5.33 1.00 1.00 1.00

3 Interview 10 0.10 0.50 1.00

4 Cost $50,000 1.00 0.63 0.59

5 Local Preference 1 1.00 0.00 0.00

No Summary Criteria Weight Offeror A Offeror B Offeror C

1 Scope / Level of Expertise 45 41.4 45.0 41.4

2 Value Added Plan (VA) 10 10.0 10.0 10.0

3 Interview 35 15.8 17.5 35.0

4 Cost 10 10.0 6.3 5.9

5 Local Preference 3 or 6 6.0 0.0 0.0

Final Scoring 83.2 78.8 92.3

2nd 3rd 1st

Average Raw Scores

Normalize Scores

Assign Points and Prioritize www.ksm-inc.com 35KASHIWAGI SOLUTION MODEL INC

Selection Check

• Occurs before entering the Clarification phase

• Client Selection Board will see all information, including offeror ratings and cost

• Ensures that the City is buying the best value

• Client Selection Board must agree on the selection and the offeror ratings must confirm the selection

• In most cases the selection check does not change the prioritization www.ksm-inc.com 36KASHIWAGI SOLUTION MODEL INC

The Best Value Approach [BVA]

Selection Clarification Execution

Contract Award

All Offerors Offeror(s)

Selection Based on Expertise

Offeror(s) mitigates risk using the WRR

Selection Criteria

1. Scope/Level of

Expertise

2. Value Added

3. Interview (If

Necessary

4. Cost

5. Local Preference*

BVA Offeror(s)

Clarification of their

Proposal:

• Detailed Schedule/ Non-

Technical Milestone

Schedule

• Creation of the WRR to mitigate risk

Full technical review by client stakeholders and

SMEs.

Preparation

RFP

development

Procurement

WRR

Pre-Proposal

Meeting with stakeholders and offerors www.ksm-inc.com 37KASHIWAGI SOLUTION MODEL INC

Project Schedule: Selection Phase

Selection Phase Days from

RFP Release Due Date

RFP Release 0 days June 27, 2025

Pre-Proposal Meeting 10 days July 7, 2025

Deadline for Written Questions 11 days July 8, 2025

Response to Written Questions 13 days July 10, 2025

RFP Response Due Date 35 days August 1, 2025

3PM MDT

Interviews (If Necessary) 41 days August 7, 2025

Notification of Prioritized Best

Value Supplier 45 days August 11, 2025 www.ksm-inc.com 38KASHIWAGI SOLUTION MODEL INC

Offeror Q&A Session