General_Services_and_Multiple_Award_Determination_-_Motor_Oils,_Lubricants,_Antifreez_and_Related_Products.pdf

Danita Boettner

From: DUTTON-LEYDA, TRAVIS K. <tkduttonleyda@santafenm.gov> Sent: Tuesday, July 7, 2026 10:37 AM To: Danita Boettner Cc: Purchasing DET Subject: RE: General Services Price Agreement and Multiple Award Determination - Motor Oils, Lubricants, Antifreeze and Related Products for SFSWMA

Greetings, Based on the information you provided, the scope of work is classified as General Services for procurement purposes.

This classification is made solely to answer the classification question and does not constitute a comprehensive review of the scope or of the procurement method’s compliance with all applicable legal or regulatory requirements. This determination may change if the scope of work is modified from the original submission.

Procurements must comply with all applicable requirements, including but not limited to:

• The City of Santa Fe Procurement Manual

• City ordinances

• Central Purchasing procedures

• Applicable State Statutes

• Any requirements of the New Mexico Department of Workforce Solutions, if applicable

Notes and additional approvals:

• Save this email as a PDF and upload it to the corresponding Munis record(s).

• 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 items that must be reviewed and preapproved by another City department or division, send the same scope of work to the appropriate email address before selecting a vendor and include their response in your packet/Munis.

For subject-matter review and signatures, use the following contacts:

• -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.

• Ensure that the appropriate templates and forms are used, they can be found on the intranet https://intranet.santafenm.gov/finance_1 and in OpenGov https://procurement.opengov.com/governments/1784201/projects.

• When processing this procurement, please ensure the procurement number issued by OpenGov 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 ≥ $100,000.00, per SFCC 1987, Section 11- 13, 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 request approval of an Authorization and Plan before you process.

• ≤ $60,000.00 per year, one quote is acceptable.

• From $60,000.01 to $100,000.00 per year or per contract, if you aren’t using a cooperative or existing contract, you must provide 3 quotes in your req. It is highly recommended that you use 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.

• Pavilion: Free Cooperative Contract Search for Governments (please work with Purchasing if 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.

Regards, Travis Dutton-Leyda Chief Procurement Officer City of Santa Fe 200 Lincoln Avenue Santa Fe, NM 87501 505-629-8351 tkduttonleyda@santafenm.gov

Book time to meet with me

Vendor Registration Sites and Current Procurement Opportunities:

[ERP] https://cityofsantafenm.tylerportico.com/va/vendor-access [OpenGov - eProcurement] https://procurement.opengov.com/portal/santafenm [Additional opportunities] https://www.withpavilion.com/

Internal Link: https://intranet.santafenm.gov/central_purchasing_division_cpd

“Unless someone like you cares a whole awful lot, nothing is going to get better. It's not.”

― Dr. Seuss, The Lorax

From: Danita Boettner <dboettner@sfswma.org> Sent: Monday, July 6, 2026 5:29 PM To: Purchasing DET <purchasing_det@santafenm.gov> Cc: DUTTON-LEYDA, TRAVIS K. <tkduttonleyda@santafenm.gov> Subject: General Services Price Agreement and Multiple Award Determination - Motor Oils, Lubricants, Antifreeze and Related Products for SFSWMA

CAUTION: This email originated from outside of the organization. Do not click links or open attachments unless you recognize the sender and know the content is safe.

Hi Travis, We are needing to go back out for Bid for Motor Oils, Lubricants, Antifreeze and Related Products for Santa Fe Solid Waste Management Agency.

The Santa Fe Solid Waste Management Agency (Agency) intends to establish a price agreement(s) for the purchase and delivery of motor oils, lubricants, antifreeze and related products. The Agency operates a variety of vehicles, heavy and industrial equipment in support of its operations which require manufacturer approved fluids. The products listed are specific to the fleet the Agency currently maintains. However, the Agency may require additional products in the future. Thus, the list of products may be revised through an amendment to the established Price Agreement.

All products offered under this contract/agreement shall be approved for year-round use under all load conditions common to normal fleet operations. All products shall be guaranteed against any adverse effect on the original factory engine warranty when used as prescribed by the original engine manufacturer.

Pricing is for various units of measure (e.g., 55-gallon drum, bulk per gallon, cases, pails, drums, quarts, etc.). We also ask for % discount off other products NOT listed above from the current vendor’s online catalog.

The resulting price agreement will be multiple award, if possible, to have a backup in the event the primary provider cannot deliver when needed.

The initial term of the price agreement will be for one year, with the opportunity to extend for up to a total of ten (10) years. The Agreement may not exceed a total of ten (10) years in accordance with NMSA 1978, Sections 13-1-150 through 152.

I will be including the language for existing contract usage so that the City and/or BDD can use it if they like.

Please provide your determination(s). I am working with Kathy to get these out. Our current contract expires in August and plan to take it to the board on August 20, 2026.

If you have any questions, please let me know.

Danita S. Boettner, P.E., CPO Landfill Manager Procurement Manager

SANTA FE SOLID WASTE MANAGEMENT AGENCY

Caja del Rio Landfill

Buckman Road Recycling & Transfer Station 149 Wildlife Way Santa Fe, New Mexico 87506-8342 O ice: (505) 424-1850, ext. 110 Cell: (505) 629-3720