RFP-Final.pdf

The City of Santa Fe, Central Purchasing Division

AND

Youth and Family Services Division

REQUEST FOR PROPOSALS (RFP)

Youth Community Violence Interruption

RFP# 26004

Proposals are due on: August 13, 2025 ii

I. INTRODUCTION

A. PURPOSE OF THIS REQUEST FOR PROPOSALS

B. BACKGROUND INFORMATION

C. SCOPE OF PROCUREMENT

D. PROCUREMENT MANAGER

E. PROPOSAL SUBMISSION

F. DEFINITION OF TERMINOLOGY

G. PROCUREMENT LIBRARY

A. SEQUENCE OF EVENTS

B. EXPLANATION OF EVENTS

1. Issue RFP

2. Pre-Proposal Meeting

3. Deadline for Written Questions

4. Responses to Written Questions

5. Proposals Due Date

6. Blind Evaluation

7. Identification of Potential Best-Valued Offeror(s)

8. Clarification Meeting

9. Best and Final Offers

10. Finalize Contractual Agreements

11. Governing Body Approval

12. Contract Awards

13. Protest Deadline

C. GENERAL REQUIREMENTS

III. RESPONSE FORMAT AND ORGANIZATION

A. NUMBER OF RESPONSES

B. ELECTRONIC SUBMISSION ONLY

C. PROPOSAL FORMAT

IV. EVALUATION

A. DESCRIPTION OF EVALUATION

B. PROJECT REVENUE CONTROLS OF THE BEST VALUE APPROACH (BVA)

C. CLARIFICATION

D. AWARD

ATTACHMENT LIST – LIST OF ALL ATTACHMENTS INCLUDED IN THE RFP

ATTACHMENT A – PROPOSAL COVER PAGE, DECLARATION, AND CHECKLIST

ATTACHMENT B - CAMPAIGN CONTRIBUTION DISCLOSURE FORM

ATTACHMENT C - CONFLICT OF INTEREST STATEMENT

ATTACHMENT D - NON-COLLUSION AFFIDAVIT

ATTACHMENT E – KEY PERSONNEL LEAD FORM

ATTACHMENT F - PROJECT COST PROPOSAL FORM

ATTACHMENT G – PROJECT CAPABILITY SUBMITTAL CHECKLIST AND FORMAT

ATTACHMENT G (1) – SCOPE / LEVEL OF EXPERTISE PLAN (SC/LE)

ATTACHMENT G (2) – VALUE ADDED PLAN (VA)

ATTACHMENT H – REFERENCE LIST

iii

ATTACHMENT I – CLARIFICATION PHASE GUIDE

ATTACHMENT J – WEEKLY RISK REPORTING SYSTEM GUIDE

ATTACHMENT K - DRAFT CONTRACT

I. INTRODUCTION

A. PURPOSE OF THIS REQUEST FOR PROPOSALS

The purpose of the Request for Proposals (RFP) is to solicit sealed proposals to establish a contract through competitive negotiations for the procurement of youth violence prevention services in our community, focusing on Youth Violence Interruption and Prevention.

Youth Violence Interruption and Prevention Programs:

• Increase access and build capacity for healing and community restoration

• Focus on the inherent strengths, abilities, and potential of youth to overcome challenges and achieve their goals.

• Concentrate on identifying and leveraging the positive attributes and resources of each young person.

• Promote economic stability and justice for families.

• Reduce the rates of firearm assaults and gun-related homicides citywide.

• Promote prevention strategies that engage community voices and reimagine community safety.

• Focus on community-wide violence interruption efforts, including intergenerational programming for families.

• Assess and expand the reach of new existing best practice violence prevention and education programs.

B. BACKGROUND INFORMATION

In 2021, the City of Santa Fe Youth and Family Services Division initiated a research and development process to create a sustainable approach to youth violence prevention, particularly focusing on gun violence. The process involved interviews, community discussions, data reviews, and a report by an independent consultant, which culminated in the development of a strategic plan for a continuum of youth community violence interruption services. The City and County of Santa Fe have since collaborated to create a coordinated community response to violence prevention, especially youth and gun violence.

The Youth Community Violence Interruption (YCVI) Project is a Public Health approach that aims to support, educate, and engage youth that are at high risk of being perpetrators or victims of youth violence, or gun violence. Direct program participants are youth and young adults up to age 24 who are on parole, are suspected of firearms assault or have experienced gun violence. Intergenerational healing programs include families and caregivers of impacted youth and young adults. Youth Violence Interruption goals are to increase supportive services; train community-based partners in restorative justice best practices; deliver culturally responsive trauma-informed, strengths focused case management; and cultivate economic stability and economic justice for program participants. Violence interruption coordinates with community partners, in a multisectoral partnership, to reimagine community safety with strong preventative measures that amplifies the voices of those impacted by gun violence.

The Violence Prevention Unit (VPU) is housed in the City of Santa Fe. The unit will collaborate with key community stakeholders- Santa Fe County, County and City Law Enforcement, Juvenile Probation and Parole Officers (JPPO), Public Defenders, local nonprofits, public and charter schools, and the District Attorney’s office to identify youth and young adults who are the highest risk for victimization or retaliation due to their involvement in cycles of violence. By working together, these agencies will combine their expertise and data to select individuals who are most vulnerable to becoming entangled in gun violence or aggravated assault.

C. SCOPE OF PROCUREMENT

The scope of this procurement includes various services aimed at supporting youth violence interruption and prevention. Youth Violence Interruption and Prevention programs may be awarded to multiple offerors for one year, but the estimated amount of funding will be determined on an individual basis based on proposed scope of work.

Scopes of work will be accepted for program submissions in the following areas: (Organizations may apply for more than one area)

Area 1: Youth Community Violence Interruption (YCVI) Administration Services

1. Purpose: To provide administrative services required for the YCVI.

a. Scope of work may include, but is not limited to:

i. Project Management

1. Develop and implement administrative policies and procedures.

2. Manage project timelines, deliverables, and milestones.

3. Facilitate communication between project partners and stakeholders.

4. Maintain detailed records and documentation.

ii. Compliance and Financial Oversight

1. Ensure adherence to grant requirements and regulations.

2. Prepare financial reports and manager budgets.

3. Monitor expenditures and track financial disbursements.

4. Support audits and compliance reviews as needed.

iii. Community Engagement and Partnership Coordination

1. Coordinate meetings, workshops, and training sessions.

2. Develop and maintain relationships with community organizations, law enforcement, and local government agencies.

3. Engage youth and families in project activities and services.

iv. Data collection and Reporting

1. Track program outcomes and effectiveness.

2. Prepare and submit progress reports to funders and stakeholders.

3. Maintain a database of project participants, interventions, and results.

v. Outreach and Public Awareness

1. Develop and distribute education materials on youth gun violence prevention.

2. Manage social media, website updates, and community newsletters.

3. Organize public events and campaigns to promote violence prevention efforts.

Area 2: Cultivate Economic Stability/Economic Justice

a. Purpose: To strengthen economic support for families.

b. Scope of work may include, but is not limited to:

i. Strengthen financial literacy understanding.

ii. Increase economic development and access to economic opportunity in core neighborhoods.

iii. Paid internship or stipend opportunities for impacted youth.

Area 3: Case Management/Behavioral Health Assessments

a. Purpose: To provide comprehensive behavioral health assessments and case management services that support effective coordinated care for individuals participating in YCVI.

b. Scope of work may include, but is not limited to:

i. Psychological assessments completed by licensed clinicians.

ii. Psychological screening and evaluations as needed.

iii. Clinical consultation.

iv. Referral case review and clinical triage.

v. Case collateral collection regarding medical/treatment history (e.g. interviews, medical records collection).

vi. Treatment coordination and team meetings to discuss progress, barriers, treatment recommendations, etc.

vii. Attendance at project development, implementation, task force. And other project-related meetings.

Area 4: YCVI Task Force Oversight and Member Stipends

a. Purpose: To coordinate and oversee the YCVI Task Force activities, fostering collaboration among members to effectively reduce youth violence while ensuring equitable distribution and management of stipends for task force participation.

b. Scope of work may include, but is not limited to:

i. Organizing and facilitating task force meetings focused on youth violence intervention strategies.

ii. Coordinating communication and collaboration among task force members, community partners, and stakeholders.

iii. Tracking member attendance, engagement, and contribution to task force initiatives.

iv. Administering stipends to task force members in accordance with program policies and timelines.

v. Maintaining detailed records of stipend distribution and preparing reports for the City and partners.

vi. Providing logistical and administrative support for task force-led violence interruption projects and events.

vii. Supporting the development, implementation, and evaluation of task-force strategies to reduce violence among youth.

Area 5: Tech Literacy and Youth Violence Prevention

a. Purpose: To enhance technology literacy among youth to empower them with digital skills that support violence prevention, increase access to resources, and promote positive online and offline behaviors.

b. Scope of work may include, but is not limited to:

i. Designing and delivering tech literacy workshops focused on safe and responsible technology use related to youth violence prevention.

ii. Providing training on digital tools for communication, conflict resolution, and community engagement.

iii. Developing education materials that highlight the impact of technology on youth violence and ways to mitigate risks.

iv. Supporting youth in accessing and navigating online violence prevention resources and support networks.

v. Collaborating with schools, community organizations, and families to integrate tech literacy into broader violence prevention efforts.

vi. Evaluating program effectiveness through feedback, participation rates, and outcome tracking.

vii. Facilitating peer-led tech literacy sessions to encourage youth leadership and empowerment in violence prevention.

This RFP may result in multiple awards between two parties; the procurement may ONLY be used by those parties exclusively. The term of the resulting contracts will end on June 30, 2026.

D. PROCUREMENT MANAGER

The Youth and Family Services Division has assigned a Procurement Manager who is responsible for the conduct of this procurement whose name, address, telephone number, and email address are listed below:

Name: Sierra Vigil-Trujillo, Procurement Manager Telephone: (505) 955-6824

1. Any inquiries or requests regarding this procurement should be submitted, in writing, to the Procurement Manager AND the Central Purchasing Division at the following emails:

Procurement Manager: svtrujillo@santafenm.gov Central Purchasing Division: purchasing_RFP@santafenm.gov

Offerors may contact ONLY the Procurement Manager and the Central Purchasing Division regarding this procurement. Other city employees or Evaluation Committee members do not have the authority to respond on behalf of the Procurement Manager. Do not contact the Procurement Manager after the Proposals’ due date.

2. Protests of the solicitation or award must be submitted in writing to the Protest Manager identified in Section II.B.11. As a Protest Manager has been named in this Request for Proposals, pursuant to NMSA 1978, Section 13-1-172 and Procurement Manual Section Y, ONLY protests delivered directly to the Protest Manager in writing and in a timely fashion will be considered to have been submitted properly and in accordance with statute, rule, and this Request for Proposals. Protests submitted or delivered to the Procurement Manager will NOT be considered properly submitted.

E. PROPOSAL SUBMISSION

Submissions of all proposals must be accomplished via upload:

https://cityofsantafenmvendors.munisselfservice.com/Vendors/VBids/Default.aspx or for OpenGov use: https://procurement.opengov.com/login mailto:purchasing_RFP@santafenm.gov https://procurement.opengov.com/login

Do not wait until the last minute to check your login credentials or ensure you can interact with either system. If you encounter login issues, email CPD immediately to avoid delays.

F. DEFINITION OF TERMINOLOGY

This section contains definitions of terms used throughout this procurement document, including appropriate abbreviations:

DEFINITION OF

TERMINOLOGY.docx

G. PROCUREMENT LIBRARY

A procurement library has been established. Offerors are encouraged to review the material contained in the Procurement Library by selecting the link provided in the electronic version of this document through your own internet connection. The library contains information listed below:

Electronic version of RFP, Questions & Answers, RFP Amendments, etc.

https://cityofsantafenmvendors.munisselfservice.com/Vendors/VBids/Default.aspx

Other relevant links:

Youth Violence Interruption/Prevention:

Violence Prevention R & D Report June 2022 S. Andar - Google Docs https://cityofsantafenmvendors.munisselfservice.com/Vendors/VBids/Default.aspx https://docs.google.com/document/d/10KTn4aa1fUn0idPNSA0mKaT6df4iIJ06U9Bg9cGr6N4/edit?tab=t.0

II. CONDITIONS GOVERNING THE PROCUREMENT

This section of the RFP contains the schedule of events, the descriptions of each event, and the conditions governing this procurement.

A. SEQUENCE OF EVENTS

The City’s Central Purchasing Division and the Procurement Manager will make every effort to adhere to the following schedule:

Action Responsible Party Due Dates

Times (in Mountain)

Issue RFP Central Purchasing Division

July 22, 2025

Pre-Proposal Meeting Procurement Manager /Potential Offerors

July 29, 2025 10:00AM

Deadline for Written Questions

Potential Offerors July 31, 2025 5:00 PM

Response to Written Questions Procurement Manager

August 6, 2025

Proposals Due Date Offerors August 13, 2025 3:00 PM *Identification of Potential Best-Valued Offeror(s)

Evaluation Committee

August 20, 2025

*Clarification Meeting Evaluation Committee/Finalist Offeror(s)

August 27, 2025

*Best and Final Offers Offerors August 29, 2025 *Governing Body Approval Governing Body September 24, 2025 *Contract Award(s) Requesting

Department September 30, 2025

*Dates indicated in after “Proposals Due Date” through “Contract award” are estimates only and may be subject to change without necessitating an amendment to the RFP.

B. EXPLANATION OF EVENTS

The following paragraphs describe the activities listed in the Sequence of Events shown in Section II.A., above.

The City reserves the right to:

1. Change or extend the Proposals Due Date.

2. Revise the RFP document prior to the due date.

The city will process addenda if it is determined that modifications, clarifications, or additions to the RFP are necessary. Addenda will be announced via email to registered Potential Offerors that have selected the corresponding commodity code used for this event.

1. Issue RFP This RFP is being issued on behalf of The City’s Youth and Family Services Division on the date indicated in Section II.A, Sequence of Events.

2. Pre-Proposal Meeting A Pre-Proposal Meeting will be held as indicated in Section II.A, Sequence of Events, beginning at 10:00AM MST/MDT via Teams. https://teams.microsoft.com/l/meetup-join/19%3ameeting_YTgyZGViOWUtYTU5MS00NDIyLTk2MzgtZDQwYmMyNTA2MmFm%40thre ad.v2/0?context=%7b%22Tid%22%3a%2277b69f5a-55ed-4363-8616- 4867b0bc707f%22%2c%22Oid%22%3a%22561ad354-3843-4679-a386-51941cc9a615%22%7d Potential Offeror(s) are encouraged to submit written questions in advance of the conference to the Central Purchasing Division and the Procurement Manager (see Section I.D). The identity of the organization submitting the question(s) will not be revealed. Additional written questions may be submitted at the Meeting. All questions answered during the Pre-Proposal Meeting will be considered unofficial until they are posed in writing. All written questions will be addressed in writing on the date listed in Section II.A, Sequence of Events. A public log will be kept of the names of potential Offeror(s) that attended the Pre-Proposal Meeting.

Attendance at this meeting is highly recommended, but not a prerequisite for the submission of a proposal.

3. Deadline for Written Questions Potential Offerors may submit written questions to the Central Purchasing Division and the Procurement Manager as to the intent or clarity of this RFP as indicated in Section II.A, Sequence of Events. All written questions must be addressed to the Central Purchasing Division and the Procurement Manager as declared in Section I.D. Questions shall be clearly labeled and shall cite the Section(s) in the RFP or other document which form the basis of the question.

4. Responses to Written Questions Responses to the written questions will be provided on Bid Central and the OpenGov Procurement Portal, on or before the date indicated in the Sequence of Events and is available for all potential Offerors.

5. Proposals Due Date Proposals must be uploaded and submitted in BID Central or the OpenGov Procurement Portal before the deadline indicated in the Sequence of Events to be considered for review and evaluation.

All proposals must be submitted electronically through the designated upload link provided in the Response Format and Organization section. Proposals submitted by any other method will not be accepted.

Bid Central and Procurement Portal will maintain a log of all submitting organizations. In accordance with NMSA 1978, Section 13-1-116, the contents of proposals remain confidential and will not be https://teams.microsoft.com/l/meetup-join/19%3ameeting_YTgyZGViOWUtYTU5MS00NDIyLTk2MzgtZDQwYmMyNTA2MmFm%40thread.v2/0?context=%7b%22Tid%22%3a%2277b69f5a-55ed-4363-8616-4867b0bc707f%22%2c%22Oid%22%3a%22561ad354-3843-4679-a386-51941cc9a615%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_YTgyZGViOWUtYTU5MS00NDIyLTk2MzgtZDQwYmMyNTA2MmFm%40thread.v2/0?context=%7b%22Tid%22%3a%2277b69f5a-55ed-4363-8616-4867b0bc707f%22%2c%22Oid%22%3a%22561ad354-3843-4679-a386-51941cc9a615%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_YTgyZGViOWUtYTU5MS00NDIyLTk2MzgtZDQwYmMyNTA2MmFm%40thread.v2/0?context=%7b%22Tid%22%3a%2277b69f5a-55ed-4363-8616-4867b0bc707f%22%2c%22Oid%22%3a%22561ad354-3843-4679-a386-51941cc9a615%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_YTgyZGViOWUtYTU5MS00NDIyLTk2MzgtZDQwYmMyNTA2MmFm%40thread.v2/0?context=%7b%22Tid%22%3a%2277b69f5a-55ed-4363-8616-4867b0bc707f%22%2c%22Oid%22%3a%22561ad354-3843-4679-a386-51941cc9a615%22%7d https://cityofsantafenmvendors.munisselfservice.com/Vendors/VBids/Default.aspx https://procurement.opengov.com/portal/santafenm https://procurement.opengov.com/portal/santafenm https://procurement.opengov.com/portal/santafenm disclosed to competing Offerors during the negotiation process. The negotiation process remains in effect until the contract is awarded.

For the purposes of this RFP, awarded means the contract has been approved by the City’s Governing Body and subsequently signed by the City Mayor.

6. Blind Evaluation The City will establish an Evaluation Committee (EC) to assess proposals in accordance with the timeline outlined in the Sequence of Events or as soon as feasible. The EC will evaluate proposals based on the criteria specified in the Evaluation section of this RFP, using the metrics presented in each proposal and aligning them with the City’s needs, as detailed in the City Sample columns of Attachments G1 and G2.

To ensure impartiality, the CPD will anonymize proposals by assigning a letter to each response before forwarding them to the Procurement Manager and the EC. Each Evaluation Factor will be scored on a scale of 1, 5, or 10. The scores will then be averaged and converted according to the assigned values for each Evaluation Factor

7. Identification of Potential Best-Valued Offeror(s) All Offeror proposals will be reviewed for compliance with the requirements and specifications stated within this RFP. Proposals deemed non-responsive will be eliminated from further consideration. The Central Purchasing Division and/or the Procurement Manager in conjunction with the Evaluation Committee may contact the Offeror for clarification of the response. Responsive proposals will be evaluated on the factors in Section IV, which have been assigned a point value in Section IV. The responsible Offerors with the highest scores will be selected as finalist Offerors, based upon the proposals submitted. In accordance with NMSA 1978, 13-1-117, the responsible Offerors whose proposals are most advantageous to the City taking into consideration the Evaluation Factors in Section IV will be recommended for an award (as specified in Section II.B.1211). Please note, however, that a serious deficiency in the response to any one factor may be grounds for rejection regardless of overall score.

8. Clarification Meeting The City requires that the Offeror attend a Clarification Meeting to present its proposal and to identify additional issues or concerns that the City may have. It is also an opportunity to meet all participants who may be a stakeholder in the project.

9. Best and Final Offers This RFP process will allow for Best and Final Offers (BAFO) from finalist Offerors. Specifically, Offerors should provide their strongest possible pricing in initial proposals, as we expect competitive submissions upfront. However, we reserve the right to re-open negotiation by requesting BAFO under the schedule outlined in Section II. A, Sequence of Events, or on an accelerated timeline from finalists.

The purpose would be to elicit revised pricing or other updated proposal elements that facilitate selection of the optimal offer. Finalist Offerors may also amend or clarify their proposal during the Clarification Meeting.

10. Finalize Contractual Agreements After approval of the Evaluation Committee Report, any contractual agreement(s) resulting from this RFP will be finalized with the most advantageous Offeror(s), taking into consideration the evaluation factors set forth in this RFP, as per Section II.A., Sequence of Events, or as soon as possible thereafter.

The most advantageous proposal may or may not have received the most points. In the event mutually agreeable terms cannot be reached with the apparent most advantageous Offeror in the timeframe specified, the City of Santa Fe reserves the right to finalize a contractual agreement with the next most advantageous Offeror(s) without undertaking a new procurement process.

11. Governing Body Approval Depending on the amount of the total compensation, including any term extensions of the contract, either the City manager will approve and sign the contract, or it will be presented as an agenda item for the appropriate Committee Meetings and then the Governing Body for approval. The mayor signs all contracts presented to the Governing Body.

12. Contract Awards Upon receipt of the signed contractual agreement, the Department will award as per Section II.A., Sequence of Events, or as soon as possible thereafter. The award is subject to appropriate Department and City Manager/Governing Body approval. (See Section II.B.12) Contractors must not commence work until the Department issues them a Purchase Order.

13. Protest Deadline Any protest by an Offeror pertaining to the solicitation or award must be submitted within 15 days from the notice of solicitation or award and in conformance with NMSA 1978, Section 13-1-172 and applicable procurement regulations. As a Protest Manager has been named in this Request for Proposals, pursuant to NMSA 1978, Section 13-1-172 and Procurement Manual Section Y, ONLY protests delivered directly to the Protest Manager in writing and in a timely fashion will be considered to have been submitted properly and in accordance with statute, rule, and this Request for Proposals. The 15-calendar day protest period shall begin on the day following the notice of award of contract(s) and will end at 5:00 pm MST/MDT on the 15th day. Protests must be written and must include the name and address of the protestor and the request for proposals’ number. It must also contain a statement of the grounds for protest including appropriate supporting exhibits and it must specify the ruling requested from the party listed below. The protest must be delivered to:

Travis Dutton-Leyda Chief Procurement Officer City of Santa Fe tkduttonleyda@santafenm.gov

PROTESTS RECEIVED AFTER THE DEADLINE WILL NOT BE ACCEPTED.

C. GENERAL REQUIREMENTS

GENERAL

REQUIREMENTS.doc

III. RESPONSE FORMAT AND ORGANIZATION

A. NUMBER OF RESPONSES

Offerors shall submit only one proposal in response to this RFP; however, the proposal may include multiple scope of work areas as listed above.

B. ELECTRONIC SUBMISSION ONLY

Offerors must submit proposals in response to this RFP through the Bid Central link or the OpenGov Procurement Portal. Only one electronic copy of each part of the proposal (Main and Cost) should be submitted, as outlined below.

Offerors' proposals must be submitted as outlined in this section. Each upload must be Titled as “Public Proposal,” “Confidential Proposal,” or “Cost Proposal.” If an Offeror proposes additions or modifications to the City’s draft contract, a third document titled “Contract Edits” may be submitted. These proposed changes must align with the guidelines in the General Requirements section and be summarized in the draft contract attachment reference.

ELECTRONIC proposal submissions must be fully uploaded via Bid Central or the OpenGov Procurement Portal before the submission deadline. Files cannot be password-protected and must be submitted in PDF format, unless an Excel spreadsheet or another format is specifically requested. Offerors should allow ample time to upload large files to ensure a complete and on-time submission.

As soon as you see this notice, verify that you can log in to either your VSS account and access the RFP in Bid Central or your profile in OpenGov at this link: Login. Do not wait until the last minute to check your login credentials or ensure you can interact with either system. If you encounter login issues, email CPD immediately to avoid delays.

Allow plenty of time to upload your proposal. If you experience issues, email CPD at least two hours before the deadline. Issues reported within the final two hours may not be resolved in time. While the City will assist, timely resolution cannot be guaranteed if problems arise close to the deadline.

Submissions will be deemed late if not both:

1. Fully complete before the deadline.

2. Received via the submission link before the deadline.

Additionally, if submissions are not received on time due to being captured, blocked, filtered, quarantined, or otherwise prevented from reaching the City’s system by security or anti-virus software, it will still be considered late and will not be accepted.

https://procurement.opengov.com/portal/santafenm https://procurement.opengov.com/portal/santafenm https://cityofsantafenmvendors.munisselfservice.com/Vendors/default.aspx https://cityofsantafenmvendors.munisselfservice.com/Vendors/VBids/Default.aspx https://procurement.opengov.com/login

If you are working on your submission close to the deadline and the clock strikes 3:00 PM, the system will not accept your submission and may even log you out. This is not a system error, it is the result of waiting too long to submit. Offerors are responsible for planning accordingly and ensuring timely submission.

⚠ REMEMBER TO CLICK THE SUBMIT BUTTON! ⚠

LATE PROPOSALS MAY NOT BE ACCEPTED

Any proposal that does not adhere to the requirements of Section III Response Format and Organization may be deemed non-responsive and rejected on that basis.

C. PROPOSAL FORMAT

All proposals must be submitted as follows:

Offerors shall include the following forms completed accurately, in the format provided and according to any instructions contained within the form. Failure to follow Offeror Form instructions may result in disqualification. If an offeror would like to submit for multiple areas, then they will need to provide multiple copies of Attachment F, G, G1, and G2.

Main Proposal

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 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

Attachment K Draft Contract - Redlined Desirable

Cost Proposal

Attachment F Project Cost Proposal Form Rated

IV. EVALUATION

An Evaluation Committee will evaluate and score the responses to the RFP based on the information provided in each response and the committee’s evaluation of the Offeror’s understanding of the objectives of this project.

The Pre-Proposal Meeting will be important for Offerors to understand what information needs to be included in their proposals.

Proposals will be reviewed based on the criteria listed below. These points have been evaluated as critical qualifications to the success of the project.

No. Rating Criteria % Weighting

1 Scope/Level of Expertise Plan (SC/LE) 55

2 Value Added Plan (VA) 5

3 Cost Proposal 40

4 Local Preference 3 or 6*

*See local preference requirements below

A. DESCRIPTION OF EVALUATION

To ensure that a proposal is complete and addresses all key RFP issues, proposals must adhere to the following format. Proposals shall be organized into the following sections, in the order listed, and inclusive of all requested information:

a) Proposal Cover Page, Declaration and Checklist: Offerors will prepare and submit the Proposal

Cover Page, Declaration and Checklist (Attachment A).

b) Key Offeror Project Lead. Using Attachment E, complete the Key Personnel Lead Proposal Form for each project or service proposed. Offerors should provide the name of their Primary Project Lead (the personnel should be the person who will be interviewed if shortlisted) that Offerors propose to execute the project pursuant to a resultant contract.

c) Project Cost Proposal Form. Offerors should prepare and submit cost proposals and breakout for each project or service being proposed (see Attachment F). If the Offeror is proposing more than one project or service, Attachment F for each of those projects or services should be included in the Cost Proposal.

The Main proposal shall not include any financial information except for financial information associated with a Value Add (Attachment G2). The Value-Add financial information can be included in that section.

d) Project Capability (PC) Submittal. The Project Capability Submittal has two components:

Scope/Level of Expertise Plan (SC/LE), and Value-Added Plan (VA). (See Attachments G, G1 and G2).

i. Purpose of PC Submittal

ii. Assist City in prioritizing Offerors’ submittals based on their scope, expertise, and ability to understand and deliver the intended project.

iii. Provide high performing Offerors the opportunity to differentiate themselves from their competitors due to their experience and expertise by using verifiable performance metrics and previous relative project performance results.

iv. PC Submittal Format Requirements

i. PC submittal must NOT contain any names that can be used to identify who the Offerors are

(such as firm names, personnel names, Project names, or product names).

ii. A PC proposal template is included in this RFP. This document must be used by all Offerors.

Offerors are NOT allowed to re-create, re-format, or modify the template in any manner.

Offerors must type their responses on the Word template provided.

iii. Failure to comply with any of the PC format requirements may result in disqualification.

iv. The PC submittal shall not contain any marketing information. The submittal should be used to prove to the City that the Offeror has expertise for the specific project being proposed on.

v. References used in the PC submittal must be listed in the Attachment H Reference List. The

Reference List is not seen by the Evaluation Committee until after PC submittal evaluations are performed.

v. Overview of the Scope/Level of Expertise Plan - The Scope/Level of Expertise Plan is to allow

Offerors to differentiate themselves based on their technical capability and understanding of the City’s specific needs. It should summarize the metrics that show the Offeror can accomplish the proposed project with the Scope defined by past experiences on similar projects. Offerors should identify scope claims based on their expertise and experience supported by verifiable performance metrics that show the capability of each specific project environment and requirement proposed. All cost associated with each technical capabilities listed in the SC/LE plan must be included in the proposed base project cost (see Attachments F and G1).

vi. Overview of the Value-Added Section - The purpose of the Value-Added Plan is to provide Offerors with an opportunity to identify any value-added options or ideas that may benefit the City at a change in cost or revenue for each project proposed. These options or ideas may also be referred to as additional or optional services. Where applicable, the Offeror should identify: 1) what the City may have excluded or omitted from its scope; and 2) how these options or ideas have been successful through verifiable performance information of previous projects. The Offeror should list the cost and time impact of its options or ideas. All cost and revenue impacts associated with these Value-Added options (Attachment G2) must NOT be included in the proposed base Cost (see Attachment F).

vii. Reference List - There will be a designated area on both the Scope/Level of Expertise Plan and Value-Added Plan where performance claims are supported by an indicated reference. As the PC submittals are anonymous, the references for each proposed project will be indicated only by a reference number which corresponds to the matching number on the Reference List (Attachment H).

e) Local Preferences

Purpose:

The City of Santa Fe recognizes the economic value of supporting local businesses. Local preferences are intended to enhance the competitiveness of local businesses in the procurement process, in alignment with the City’s Procurement Manual and applicable ordinances. These preferences are applied to promote local economic growth while adhering to the governing laws and regulations.

Usage:

Local preferences are applied in the evaluation of proposals received in response to the City’s Requests for Proposals (RFPs). These preferences are granted to businesses that meet specific qualifications, as outlined below, and can only be applied to procurements funded by the City. They are not applicable to purchases using state, federal, or grant funds.

Application:

1. Local Preference Qualification o To qualify, an Offeror must attach a Resident Business certification issued by the New Mexico Taxation and Revenue Department to their proposal. This certificate must verify that the business is located within Santa Fe municipal limits.

o Proposals without a valid certification will not be eligible for local preference consideration.

2. Evaluation in the Formal RFP Process o Point-Based System:

Local resident businesses are awarded additional points equivalent to 3% of the total possible points.

Businesses with all local resident business subcontractors receive an additional 3% of the total possible points.

Maximum local preference: 6%.

3. Solicitations Above $1,000,000 o Proposals from resident businesses are deemed 6% lower than their submitted bid, provided at least 50% of subcontracted services are performed by resident businesses.

o Proposals from non-local resident businesses are deemed 3% lower, provided at least 50% of subcontracted services are performed by resident businesses.

4. Restrictions o Local preferences are not applicable when federal funds are part of the expenditure or anticipated to be used for the contract.

o If multiple preference certificates are submitted by a vendor, only one preference will be applied per solicitation, as determined by the City.

a. Additional Information: Applications for Resident Business certification can be downloaded at:

http://www.tax.newmexico.gov/Businesses/in-state-veteran-preference-certification.aspx.

B. PROJECT REVENUE CONTROLS OF THE BEST VALUE APPROACH (BVA)

There are two revenue controls in the BVA including:

a) Best Value Check: After prioritization of Offerors, if the best value Offeror is within 15% of the next best value cost proposal, the best value Offeror will be prioritized first. If not within the range, the best value Offeror will attempt to justify why they should be awarded the contract. If the justification is clear to the Evaluation Committee, they will move into the clarification period.

http://www.tax.newmexico.gov/Businesses/in-state-veteran-preference-certification.aspx

b) Selection Check: Before the contract is awarded, an evaluation committee report must be given for the best value Offeror. If the justification is not sufficient, the award may go to the next best value who has met all the requirements of the BV approach. The Selection Check will provide the justification for hiring the highest prioritized Offeror. The Offeror selected for an award will be the one whose proposal is responsive, responsible, and is the most advantageous to City, as determined by the City in its sole discretion.

C. CLARIFICATION

Following the initial evaluation, the potential best value Offeror may be asked to enter into a Clarification Phase. This crucial phase, guided by Attachment I (Clarification Phase Guide), serves as a 'setting expectations' process to ensure mutual understanding between the City and the Offeror. It provides an opportunity for both parties to clarify any aspects of the proposal and RFP, address identified issues, mitigate risks, and develop a comprehensive Weekly Risk Report (Attachment J). Depending on the outcome of the initial evaluation or the Clarification Phase, the City may request a Best and Final Offer (BAFO). The Offeror will conclude the Clarification Phase with a presentation at the Clarification Meeting, demonstrating a clear and aligned understanding of the project's requirements and expectations.

D. AWARD

The City will notify each Offeror in writing of the City’s decision.

a) The City reserves the right to reject any or all proposals and to award more than one Offeror and to a

Offeror other than the lowest-priced Offeror. The decision of the RFP award(s) by the City is final.

b) The City at its sole discretion may decide to take no procurement action as a result of the RFP and/or may re-issue all or portions of the RFP.

c) The City reserves the right to accept or reject without consideration proposals that do not address the full requirements of the RFP or that do not reach the designated address and contact before the proposal due date and time identified.

The final awards are dependent upon the Offeror’s Scope of Work (SOW) being acceptable to the City.

Proposals and contents provided by the Offeror will be considered contractual obligations. Any new or unique requirements as a result of the RFP response can be added or amended, at the City’s sole option, to the existing agreements. It should be understood that obligations of confidentiality will be an important condition of any resulting contractual arrangement. The selected Offeror and all employees performing duties on this project will be required to keep all aspects of this project in confidence.

All Offeror’s performance will be tracked by the Department POC through the Weekly Risk Report System (See Attachment J).

ATTACHMENT LIST – List of all attachments included in the RFP

Attachment A Proposal Cover Page, Declaration & Checklist Attachment B Campaign Contribution Disclosure Form Attachment C Conflict of Interest Attachment D Non-Collusion Affidavit Attachment E Key Personnel Lead Form Attachment F Project Cost Proposal Form Attachment G Project Capability Submittal (SC/LE, VA) Checklist and Format Attachment G (1) Scope / Level of Expertise Plan (SC/LE) Attachment G (2) Value-Added Plan (VA) Attachment H Reference List Attachment I Clarification Phase Guide Attachment J Weekly Risk Reporting System Guide Attachment K Draft Contract

ATTACHMENT A – PROPOSAL COVER PAGE, DECLARATION, AND

CHECKLIST

The Offeror should complete and submit this Attachment. The following documents are required for this RFP (Attachments A, B, C, D, and H will be used for all projects or services being proposed and only needs to be attached once. Attachments E, F, G, G1, and G2 will be used for each project or service being proposed. Please mark off each document to acknowledge that you have completed and submitted the document in the proper format):

Attachment A Proposal Cover Page, Declaration & Checklist (Include as cover page in the proposal)

Attachment B Campaign Contribution Disclosure Form

Attachment C Conflict of Interest

Attachment D Non-collusion Affidavit

Attachment E Key Personnel Lead Form

Attachment F Project Cost Proposal Form

Attachment G Project Capability Submittal (LE, RA, VA) Checklist and Format

Attachment G (1) Level of Expertise (LE) Plan

Attachment G (2) Value Added (VA) Plan

Attachment H Reference List

RFP # 26004

Phone Number Company Name

Mailing Address FED ID#

City and Country NM CRS#

2. Identify the individual(s) authorized by the organization to (A) contractually obligate, (B) negotiate, and/or (C) clarify/respond to queries on behalf of this Offeror:

A Contractually Obligate

B Negotiate*

C Clarify/Respond to Queries*

Name Title

Email Telephone

* If the individual identified in Column A also performs the functions identified in Columns B & C, then no response is required for those Columns. If separate individuals perform the functions in Columns B and/or C, they must be identified.

3. Use of subcontractors (Select one):

____ No subcontractors will be used in the performance of any resultant contract, OR ____ The following subcontractors will be used in the performance of any resultant contract:

(Attach extra sheets, as needed)

4. Describe any relationship with any entity (such as the City of Santa Fe, State Agency, reseller, etc. that is not a subcontractor(s) listed in #3 above), if any, which will be used in the performance of any resultant contract. (N/A, None, Does not apply, etc. are acceptable responses to this item.)

(Attach extra sheets, as needed)

By signing the form below, the Authorized Signatory attests to the accuracy and veracity of the information provided on this form, and explicitly acknowledges the following:

• On behalf of the submitting-organization identified in item #1, above, I accept the Conditions Governing the Procurement, as required in Section II.C.1. of this RFP;

• I concur that submission of our proposal constitutes acceptance of the Evaluation Factors contained in Section IV of this RFP; and

• I acknowledge receipt of all amendments to this RFP, if any.

________________________________________________ _____________________, 20______ Authorized Signature and Date (Must be signed by the individual identified in item #2.A, above.)

ATTACHMENT B - CAMPAIGN CONTRIBUTION DISCLOSURE FORM

Pursuant to NMSA 1978, Sections 13-1-28, and 13-1-191.1, as amended by Laws of 2007, Chapter 234, a prospective contractor subject to this section shall disclose all campaign contributions given by the prospective contractor or a family member or representative of the prospective contractor to an applicable public official of the state or a local public body during the two years prior to the date on which a proposal is submitted or, in the case of a sole source or small purchase contract, the two years prior to the date on which the contractor signs the contract, if the aggregate total of contributions given by the prospective contractor or a family member or representative of the prospective contractor to the public official exceeds two hundred fifty dollars ($250) over the two-year period. A prospective contractor submitting a disclosure statement pursuant to this section who has not contributed to an applicable public official, whose family members have not contributed to an applicable public official or whose representatives have not contributed to an applicable public official shall make a statement that no contribution was made.

A prospective contractor or a family member or representative of the prospective contractor shall not give a campaign contribution or other thing of value to an applicable public official or the applicable public official's employees during the pendency of the procurement process or during the pendency of negotiations for a sole source or small purchase contract.

Furthermore, a solicitation or proposed award for a proposed contract may be canceled pursuant to NMSA 1978, Section 13-1-181 or a contract that is executed may be ratified or terminated pursuant to Section NMSA 1978, Section 13-1-182 if a prospective contractor fails to submit a fully completed disclosure statement pursuant to this section; or a prospective contractor or family member or representative of the prospective contractor gives a campaign contribution or other thing of value to an applicable public official or the applicable public official's employees during the pendency of the procurement process.

The state agency or local public body that procures the services or items of tangible personal property shall indicate on the form the name or names of every applicable public official, if any, for which disclosure is required by a prospective contractor.

THIS FORM MUST BE INCLUDED IN THE REQUEST FOR PROPOSALS AND MUST BE FILED BY

ANY PROSPECTIVE CONTRACTOR WHETHER OR NOT THEY, THEIR FAMILY MEMBER, OR

THEIR REPRESENTATIVE HAS MADE ANY CONTRIBUTIONS SUBJECT TO DISCLOSURE.

The following definitions apply:

“Applicable public official” means a person elected to an office or a person appointed to complete a term of an elected office, who has the authority to award or influence the award of the contract for which the prospective contractor is submitting a competitive sealed proposal or who has the authority to negotiate a sole source or small purchase contract that may be awarded without submission of a sealed competitive proposal.

“Campaign Contribution” means a gift, subscription, loan, advance or deposit of money.

or other thing of value, including the estimated value of an in-kind contribution, that is made to or received by an applicable public official, or any person authorized to raise, collect, or expend contributions on that official’s behalf for the purpose of electing the official to statewide or local office. “Campaign Contribution” includes the payment of a debt incurred in an election campaign but does not include the value of services provided without http://mobile.nmonesource.com/nxt/gateway.dll?f=jumplink$jumplink_x=Advanced$jumplink_vpc=first$jumplink_xsl=querylink.xsl$jumplink_sel=title;path;content-type;home-title;item-bookmark$jumplink_d=%7bnmsa1978%7d$jumplink_q=%5bfield%20folio-destination-name:'13-1-181'%5d$jumplink_md=target-id=0-0-0-33795 http://mobile.nmonesource.com/nxt/gateway.dll?f=jumplink$jumplink_x=Advanced$jumplink_vpc=first$jumplink_xsl=querylink.xsl$jumplink_sel=title;path;content-type;home-title;item-bookmark$jumplink_d=%7bnmsa1978%7d$jumplink_q=%5bfield%20folio-destination-name:'13-1-182'%5d$jumplink_md=target-id=0-0-0-33797 compensation or unreimbursed travel or other personal expenses of individuals who volunteer a portion or all of their time on behalf of a candidate or political committee, nor does it include the administrative or solicitation expenses of a political committee that are paid by an organization that sponsors the committee.

“Family member” means a spouse, father, mother, child, father-in-law, mother-in-law, daughter-in-law or son-in-law of (a) a prospective contractor, if the prospective contractor is a natural person; or (b) an owner of a prospective contractor;

“Pendency of the procurement process” means the time period commencing with the public notice of the request for proposals and ending with the award of the contract or the cancellation of the request for proposals.

“Prospective contractor” means a person or business that is subject to the competitive sealed proposal process set forth in the Procurement Code [NMSA 1978, Section 13-1-28 through 13-1-199] or is not required to submit a competitive sealed proposal because that person or business qualifies for a sole source or small purchase contract.

“Representative of a prospective contractor” means an officer or director of a corporation, a member or manager of a limited liability corporation, a partner of a partnership or a trustee of a trust of the prospective contractor.

Name(s) of Applicable Public Official(s) if any:

Mayor Alan M Webber Councilor Alma Castro – District One Councilor Amanda Chavez – District Four Councilor Carol Romero-Wirth – District Two Councilor Jaime Cassutt – District Four Councilor Lee Garcia – District Three Councilor Michael Garcia – District Two Councilor Pilar Faulkner – District Three Councilor Signe Lindell, Mayor Pro-tem – District One

DISCLOSURE OF CONTRIBUTIONS BY PROSPECTIVE CONTRACTOR:

Contribution Made By: __________________________________________

Relation to Prospective Contractor: __________________________________________

Date Contribution(s) Made: __________________________________________

Amount(s) of Contribution(s) __________________________________________

Nature of Contribution(s) __________________________________________…