From: DUTTON-LEYDA, TRAVIS K.

To: AYANA, GUTEMA X. Contractor Subject: Re: BDD - Service Determination Request Date: Friday, September 5, 2025 12:07:23 PM Attachments: Outlook-imznlcop.png

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Greetings, Based on the information provided, the scope of work is classified as Construction. This determination is made solely for the purpose of addressing the classification question and does not constitute a comprehensive review of the scope or the procurement method’s compliance with all applicable legal or regulatory requirements.

This determination is subject to change if the scope of work is modified from the original submission.

The procurement process must comply with all applicable requirements, including but not limited to:

· The City of Santa Fe’s Procurement Manual

· Central Purchasing procedures

· Applicable state statutes

· Requirements of the New Mexico Department of Workforce Solutions, if applicable

Please note:

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

· 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 appropriate templates and forms are used https://intranet.santafenm.gov/finance_1 and documented procedures/laws/rules are followed.

· 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 mailto:tkduttonleyda@santafenm.gov mailto:gxayana@santafenm.gov 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%7Cgxayana%40santafenm.gov%7Ce6e8acd6fcde4e7e778608ddeca70ef6%7C77b69f5a55ed436386164867b0bc707f%7C0%7C0%7C638926924427313800%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=OX5GvElGMfPKNfrc2ILgjDcghquxDi%2BedEXznznTEnY%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%7Cgxayana%40santafenm.gov%7Ce6e8acd6fcde4e7e778608ddeca70ef6%7C77b69f5a55ed436386164867b0bc707f%7C0%7C0%7C638926924427334395%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=O1Wkiqv5AxbsotToxALLoAZQGuGtxFCIEMmXKPY%2FuG8%3D&reserved=0

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 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.

· Pavilion: Free Cooperative Contract Search for Governments (please work with Purchasing if you think you found 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] https://santafenm.munisselfservice.com/vss/

[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%2Fwww.withpavilion.com%2F&data=05%7C02%7Cgxayana%40santafenm.gov%7Ce6e8acd6fcde4e7e778608ddeca70ef6%7C77b69f5a55ed436386164867b0bc707f%7C0%7C0%7C638926924427348061%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=OKhxbjQlVC2v1APkHTVtgvyi85HUZtA%2FkDQi5PNN28E%3D&reserved=0 https://santafenm.sharepoint.com/sites/DocumentRouting/_layouts/15/listforms.aspx?cid=NDg5ZWQ0NmUtOWYwMy00MmJjLWJhNDYtZTk4ZGQ4OTI2ZjQ0&ct=1736263505699&or=Teams-HL&nav=OWM3NzdmNDgtMGExMy00NTc0LWE3ZTYtYWU5YjU1YWRiMDhh&LOF=1&xsdata=MDV8MDJ8Z3hheWFuYUBzYW50YWZlbm0uZ292fGU2ZThhY2Q2ZmNkZTRlN2U3Nzg2MDhkZGVjYTcwZWY2fDc3YjY5ZjVhNTVlZDQzNjM4NjE2NDg2N2IwYmM3MDdmfDB8MHw2Mzg5MjY5MjQ0MjczNjI3NTB8VW5rbm93bnxUV0ZwYkdac2IzZDhleUpGYlhCMGVVMWhjR2tpT25SeWRXVXNJbFlpT2lJd0xqQXVNREF3TUNJc0lsQWlPaUpYYVc0ek1pSXNJa0ZPSWpvaVRXRnBiQ0lzSWxkVUlqb3lmUT09fDB8fHw%3d&sdata=aE5Ma1JqeVphY00wN1N3VS9RNUQ3US9iSldMa2lyZUVDQ1NnV1VHQnhBVT0%3d 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%7Cgxayana%40santafenm.gov%7Ce6e8acd6fcde4e7e778608ddeca70ef6%7C77b69f5a55ed436386164867b0bc707f%7C0%7C0%7C638926924427373283%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=yp8XB4SKveHkiYAkl5S%2FCLYTnCNJn2WJ%2Bg6Ucc8BLZI%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%7Cgxayana%40santafenm.gov%7Ce6e8acd6fcde4e7e778608ddeca70ef6%7C77b69f5a55ed436386164867b0bc707f%7C0%7C0%7C638926924427386832%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=jq2qR4KNQ2sGVv3beL0rCF9rTBTzg%2Buk%2F%2FPIL7OwxMw%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fprocurement.opengov.com%2Fportal%2Fsantafenm&data=05%7C02%7Cgxayana%40santafenm.gov%7Ce6e8acd6fcde4e7e778608ddeca70ef6%7C77b69f5a55ed436386164867b0bc707f%7C0%7C0%7C638926924427400443%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=YPaRNqSw%2BN7%2Bi9xG83VET23LVJrZvj5ndnkLeXe0bwo%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.withpavilion.com%2F&data=05%7C02%7Cgxayana%40santafenm.gov%7Ce6e8acd6fcde4e7e778608ddeca70ef6%7C77b69f5a55ed436386164867b0bc707f%7C0%7C0%7C638926924427413913%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=abSDBkjj0GRLYz32158saZzHjYMjbqZIh0dQwbpSOBk%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fintranet.santafenm.gov%2Fcentral_purchasing_division_cpd&data=05%7C02%7Cgxayana%40santafenm.gov%7Ce6e8acd6fcde4e7e778608ddeca70ef6%7C77b69f5a55ed436386164867b0bc707f%7C0%7C0%7C638926924427427462%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=9DPax69oC7AutnzSpbWnwnGYDFaAkkUIqL%2B34DqFALA%3D&reserved=0

“A journey of a thousand miles begins with a single step” ~ Lao Tzu

From: AYANA, GUTEMA X. Contractor <gxayana@santafenm.gov> Sent: Thursday, September 4, 2025 4:39 PM To: DUTTON-LEYDA, TRAVIS K. <tkduttonleyda@santafenm.gov> Subject: BDD - Service Determination Request

Hi Travis, Can you please provide a written service determination for the attached SOW for PLC replacement and On-call SCADA services.

Thanks, Gutema CLA – Contractor

REQUEST FOR PROPOSALS (RFP)

BUCKMAN DIRECT DIVERSION PLC REPLACEMENTS AND ON-CALL SCADA SERVICES

Pursuant to Title XX, Chapter X of the New Mexico Codes Annotated, the City of Santa Fe hereby solicits proposals from process instrumentation and control system contractors for updates to its supervisory control and data acquisition (SCADA) systems serving the Buckman Direct Diversion (BDD) water system.

Proposals will be evaluated based on the criteria discussed in this RFP. BDD intends to select one contractor from this process to provide, install and integrate Programmable Logic Controller (PLC) replacements in its SCADA system and to provide follow-up assistance for a period of one year.

1. SUBMITTAL INFORMATION

Electronic responses are due XXXXX XX, 2025 at XX:00 PM Mountain time. Proposals shall be submitted as a single file in PDF format and under XXMB in size. Responses shall be submitted through the City of Santa Fe RFP Submittal Form XXXXXXXXX XXX XXXX

2. RFP TIMELINE

Following is a summary of the timeline for this RFP Process:

• Advertisement on City’s RFP Website: XXXX XX, 2025

• RSVP for Site Visit by: XXXX XX, 2025

• Site Visit: XXXXX XX, 2025

• Questions Submitted by: XXXXX XX, 2025

• Questions Addressed on City Website by: XXXXX XX, 2025

• Proposals due by: XXXXX XX, 2025

3. PROJECT DESCRIPTION

The BDD operates a public water supply system that delivers water to The City of Santa Fe, The County of Santa Fe and Las Campanas. This system is controlled and operated by complex SCADA systems. The primary objective of this procurement process is to select a Contractor to assist with replacement of several legacy Quantum PLCs that operate the control system. Each PLC replacement will also include replacement of the chassis, all input/output modules and power supplies.

The water system has 13 different sites (Boosters, Filtration and Chemical control) most of which have a legacy Schneider Electric Quantum PLC’s that needs to be replaced over the next 5-10 years. The initial project planned for this year by BDD is to replace the following PLC’s

• Pall Membrane PLC with remote I/O

• Ozone PLC

• ATF PLC

• GAC PLC

All of these PLC’s shall be replaced with Schneider Electric M580 PLC’s and programmed using the latest software. All of these replacements will require a plant shutdown so work will need to take place between October and March when water consumption is the lowest.

Detailed information will be provided to interested bidders upon completion of a NonDisclosure Agreement (NDA) with the City of Santa Fe.

The detailed information will include:

• Electrical drawings of each PLC

• Panel layout drawings of each SCADA cabinet

• Copies of .STU files containing Ladder Logic, Function Block or Structured Text created in Unity Pro XL for each PLC with the exception of the GAC PLC as it was programmed in Proworx 32 and we do not have any copies of the program

The selected Contractor for this project will be contracted to provide and install the PLC’s listed above. They will also perform system integration to develop all new ladder logic and Function Block code using EcoStruxure Control Expert software and will provide three programming software licenses to be turned over to the owner, as well as all required modifications to the Plant SCADA (CITECT) to communicate with the new PLC’s and work with the Genies. For purposes of bidding, the Contractor shall not assume that EcoStruxure migration tools can be used to convert the existing logic. The City and its selected Contractor may choose to negotiate the use of the migration tools if it is determined to be appropriate. The programmed PLC code will utilize the advantages of the EcoStruxure software, including user defined tags, add-On instructions, aliases, and other features provided.

The selected SCADA Contractor will also be contracted to be available for emergency on-call SCADA support for BDD SCADA systems for a period of one year. The BDD Water system does not allow remote access to any components of the SCADA system, so the location of the selected Contractor’s staff will be a consideration in contractor selection.

4.0 SELECTION PROCESS

City of Santa Fe request for proposals is advertised as required.

Site Visit: An optional site visit will be conducted by City personnel at the date listed in Section 2.0. Bidders interested in participating in the site visit shall RSVP by contacting ????

????? at ????????@santafenm.gov by the deadline listed in Section 2.0. Bidders will be required to complete the City’s NDA prior to participating in the site visit.

Questions can be submitted to ???? ????? at ????????@santafenm.gov by the deadline listed in Section 2.0.

RFP Updates. The City will provide updates and/or answers to any questions received by updating its bidding website by the date listed in Section 2.0. It is the responsibility of the bidder to check the City’s websites for any updates by the deadline listed in Section 2.0.

Proposal Schedule:

Proposal submittals are due by the date listed in Section 2.0. Extensions will not be granted.

Selection will be completed and suppliers notified within three weeks of the proposal due date.

Proposals are evaluated based on the following criteria and selected based on assigned scores. Bidders are encouraged to provide information speaking to these criteria to allow the City a better understanding of the various benefits:

Qualifications and Capacity of Team 10 points (Number and location of personnel, response time, experience of team, etc.)

Technical Solution 10 points Capital Cost 20 points PLC installation plan and schedule 20 points Emergency On-call SCADA support 20 points (Based on Qualifications and Proximity of Team, Hourly Rates, Similar experience for other communities, Understanding of City’s systems) Example projects and Feedback from References Points 20 points

Total Points 100

4. PROPOSAL CONTENTS

The Contractor shall furnish a proposal package for review by the City. The proposal will be limited to no more than 15 pages, except that resume’s can be included in an appendix that does not count toward the page limit. At a minimum the package shall include the following:

1. Company Information Date:

Firm Name:

Firm Address:

Phone:

Cell Phone:

Email:

New Mexico Contractor’s Registration # Employer’s Tax ID No.

B. Proposed Team

1. Organization chart showing all personnel who will work on the project and listing their location.

2. Resumes for each staff member proposed to be involved in the project, included in an Appendix.

C. Technical Solution

1. Proposed PLC and software technical information

2. Any items specifically identified in Appendix A – Performance Specification

3. Installation and Startup approach

D. Capital Cost

1. Submit costs for the following line items.

E. Written Plan

The Contractor’s written plan shall address how the PLCs be swapped over to minimize plant downtime. The written plan will also provide a detailed schedule for installation of all the new PLCs, including start date, duration, milestones, lead times for system components and expected completion date.

F. Plan for Providing Emergency On-Call SCADA Support Services.

The Contractor shall provide a written plan for how it can provide on-call SCADA support services The plan shall include:

1. List the team members that will provide the emergency on-call services, including locations where those members reside and hourly rates for each staff member. Staff must be available to respond via phone within at most 2 hours and a maximum in person response time.

2. Description of the Contractor’s understanding of the City’s existing water and wastewater SCADA systems

3. List other New Mexico cities where the Contractor provides on-call SCADA services

4. List warehouse locations and approximate lead times for likely replacement parts.

G. Example Projects and References

1. Provide the following information for at least 5 similar projects involving PLC installations over the last 5 years in New Mexico or neighboring state :

• Project Name

• Location

• Date work completed

• Detailed description of work

• Total cost of project

• Project Owner Contact Name

• Project Owner Contact Phone Number

2. References will be contacted by City personnel.

APPENDIX A SCADA SYSTEM PERFORMANCE

SPECIFICATION

PART 1 GENERAL

1.01 GENERAL

“Contractor” shall mean a single firm under direct contract with the City of Santa Fe, which shall assume complete responsibility for design, furnishing, and installing the PLCs and software integration.

1.02 SCOPE OF WORK

The Contractor shall provide design, equipment, materials, coordination of installation, termination, integration and programming of the specified PLCs serving the City of Santa Fe (BDD) water system. Installation of the system, including required electrical, control, and signal wiring for the PLCs, termination, and system integration and programming.

Replacement of the existing chassis, all input/output modules and power supplies. All electrical, control, and signal wiring external to the control panels shall conform to applicable requirements of the National Electrical Code.

1.03 QUALIFICATIONS

All the work of providing the SCADA system shall be carried out by a single firm regularly engaged in the provision of SCADA Systems. The Contractor shall have at least 10 years of experience with the design, supply, installation, integration/programming, and service of SCADA systems for water and wastewater systems. The Contractor shall have at least 5 PLC system installations of similar size and complexity and that have been in service for at least 5 years.

1.04 RESPONSIBILITY FOR FUNCTIONAL SYSTEM:

1. The Contractor shall be ultimately responsible and shall provide for the 10 APPENDIX A

SCADA SYSTEM PERFORMANCE SPECIFICATION design, supply, installation, system integration, startup, and documentation of the specified PLC’s which shall be capable of performing the specified functions. The Contractor shall make all final power and signal connections to the PLC’s provided under this section. The Contractor shall be responsible for demonstrating that the PLC’s and programming provided as part of this project will reliably perform as designed. This shall include the following startup responsibilities:

1. Demonstrate that the City’s existing SCADA system can read all analog and discrete inputs and can operate all analog and discrete outputs.

2. Demonstrate that the City’s existing SCADA system functions properly and can communicate correctly with all installed devices.

1.05 PLC PROGRAM LOGIC AND PERFORMANCE REQUIREMENTS

1. The PLC ladder logic shall be open source and allow any integrator to troubleshoot, add or remove remote locations, control panels, or instrumentation, change reporting and control functions or other programming, replace parts, and make any other changes as needed to keep the system useful over the years for BDD.

2. Three licensed copies of the programming software and a complete backup copy of the PLC programs shall be provided.