RFP_Lease_2801_Cerrillos_Rd_3-31-26_-_FINAL.pdf

THE CITY OF SANTA FE, OFFICE OF THE CITY MANAGER,

ASSET DEVELOPMENT

REQUEST FOR PROPOSALS (RFP)

RFP Name: 2801 CERRILLOS ROAD

RFP # FY26-GEN-088

RFP Release Date: March 31, 2026

Proposal Due 09/01/2026 no later than 3:00 pm MST/MDT

ELECTRONIC SUBMISSIONS ONLY

Page 2 of 24 RFP# FY26-GEN-088

I. Table of Contents

I. INTRODUCTION

II. SCOPE OF THE PROCUREMENT

III. RFP CONTACT AND PROPOSAL DELIVERY

IV. CONDITIONS GOVERNING THE PROCUREMENT

1. SEQUENCE EVENTS GRID:

2. SEQUENCE OF EVENTS

3. Issue RFP

4. Acknowledgement of Receipt Form

5. Pre-Proposal Conference

6. Deadline to Submit Written Questions

7. Response to Written Questions

8. Submission of Proposal

9. Proposal Evaluation

10. Selection of Finalist(s)

11. Oral Presentation

12. Finalize Contractual Agreements

13. Contract Awards

V. PROPOSAL FORMAT AND REQUIREMENTS

VI. RATING AND RANKING

VII. GENERAL REQUIREMENTS

DEFINITIONS

APPENDIX A

ACKNOWLEDGEMENT OF RECEIPT FORM

APPENDIX B

LETTER OF TRANSMITTAL FORM

APPENDIX C

CONFLICT OF INTEREST STATEMENT

APPENDIX D

LIVING WAGE ORDINANCE

EXHIBIT A1

EXHIBIT A2

EXHIBIT B

LEASE AGREEMENT

EXHIBIT C – RENT PROPOSAL

Page 3 of 24 RFP# FY26-GEN-088

I. INTRODUCTION

Purpose of this Request for Proposal: The purpose of the Request for Proposal (“RFP”) is to solicit sealed proposals to establish a lease agreement (“Lease Agreement”) through competitive negotiations as described herein for the Office of the City Manager, Asset Development

(“Department”) for the lease of a City owned Property located at 2801 Cerrillos Road, Santa Fe, NM (the “Property”).

Property Description:

- Santa Fe Assessor Parcel Number 10875008, Plat Book 215, Page 037.

- Address is 2801 Cerrillos Road, Santa Fe, NM, 87507 (east of Siler Rd and west of Camino

Carlos Rey).

- 6,512 square foot building built in 1985.

- 10,710 square foot parcel with an asphalt parking lot.

- Zoning is C2, PUD General Commercial.

- City Council District 1

- Prior uses were homeless shelter and pet supply business.

*Assessor Property Description attached as Exhibits A1 and A2.

II. SCOPE OF THE PROCUREMENT

1. The Scope of the Procurement is to procure a Lessee to occupy the Property, operate and provide services to the residents of the City, subject to the terms and conditions in the attached Exhibit B (Lease Agreement). *The Property cannot be used for “homeless services.”

2. LEASE AGREEMENT:

A. Lease Agreement. The Lease Agreement shall be on the standard City of Santa Fe Lease

Agreement attached as Exhibit B.

B. A Word version of the Lease Agreement will be provided to Offerors to propose Specific

Alternative Language for review and consideration by the Department (this consideration is not a guarantee that alternative language proposed by the objecting Offeror will be accepted or included in the terms and conditions of the Lease Agreement.

C. Optional Propose Specific Alternative Language shall be provided in a “redline” format as provided for in Section V (Proposal Format and Requirements) and shall be a component of scoring Proposals as provided for in Section VI (Rating and Ranking) below.

Prominent Provisions:

D. Premises. The Property described in Section II (Introduction) above.

E. Lease Term:

i. Initial Term. The Initial Term shall be 5 years.

ii. Option Terms. There shall be One Option Term of 5 years.

iii. Possession and rent commencement dates will be January 1, 2028.

Page 4 of 24 RFP# FY26-GEN-088

F. Rent.

i. Rent shall be proposed by the Offeror, for the exclusive use of the Property, on the attached Exhibit C (Rent Proposal Form). A fair-market-rent appraisal shall be performed and provided to Offerors at least 10 business days before Proposal Due

Date as provided for in Section IV.1 (Conditions Governing the Procurement, Sequence of Events Grid) below.

ii. Exhibit C (Rent Proposal Form) shall be a component of scoring Proposals as provided for in Section VI (Rating and Ranking) below.

iii. Beginning on the first day of the second year, Rent shall be subject to an annual Lease

Escalation rate.

*Terms of the Lease Agreement will be negotiated by the Office of the City Manager, Asset

Development.

III. RFP CONTACT AND PROPOSAL DELIVERY

1. RFP Managers: The RFP Managers are responsible for the conduct of this RFP whose names, telephone numbers and e-mail address’ are listed below:

Name: Terry Lease Nina Nguyen

Title: Asset Development Manager Asset Development, Project Manager

Telephone: (505) 629-2206 (505) 819-1870

Email: terry.lease@santafenm.gov nanguyen@santafenm.gov

*All communications relating to this RFP must be sent to both RFP Managers.

2. Deliveries: All proposals must be combined into a single document and shall be delivered by electronic submission to the RFP managers via the City’s Procurement Site:

https://procurement.opengov.com/login .

Only electronic submission of proposals will be accepted.

3. Protest: Deadline – 15-calendars days. 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.

Protest Manager: Andrea Phillips

Deputy City Manager

Phone: (505) 637-1411 akphillips@santafenm.gov

Any Offeror who is aggrieved in connection with the selection of the finalist may protest to the Protest Manager. The protest must be submitted in writing and received within 15 calendar days following the date of written notice of award to be considered delivered timely. Protest must be submitted electronically.

Protests must include: the name of protestant; the address of the protestant; the RFP name and number; a statement of the grounds for protest, including appropriate supporting mailto:terry.lease@santafenm.gov mailto:nanguyen@santafenm.gov https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fprocurement.opengov.com%2Flogin&data=05%7C02%7Cnanguyen%40santafenm.gov%7Cbba3b714b93449ef314c08de8f42a647%7C77b69f5a55ed436386164867b0bc707f%7C0%7C0%7C639105713594148884%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=huTRdhBtBF7TWVqHWlpVYG1YmUAbZ7h5wcn2iOIHcb8%3D&reserved=0 mailto:akphillips@santafenm.gov

Page 5 of 24 RFP# FY26-GEN-088 exhibits. Additions to protests that are received timely will not be accepted after the 15-calendar day deadline.

4. Inquiries and Requests: All inquiries and requests regarding this procurement should be submitted in writing to the RFP Managers. Offerors may contact ONLY the RFP Managers regarding this RFP. Other City employees or the Selection Committee members do not have the authority to respond on behalf of the City.

IV. CONDITIONS GOVERNING THE PROCUREMENT

1. Sequence Events Grid:

RFP Managers will make every effort to adhere to the following schedule:

Action Responsible Party Due Dates

1. Issue RFP RFP Managers 03/31//2026

2. Acknowledgement of Receipt

Form Potential Offerors 06/01/2026

3. Pre-Proposal Conference Requesting Department 07/01//2026 at 2:00 pm MST/MDT

4. Deadline to submit questions Potential Offerors 08/01/2026

5. Response to Written questions RFP Managers 09/01/2026

5. Submission of

Proposals Potential Offerors

11/01/2026 no later than

12:00 pm MST/MDT

6.* Proposal Evaluation Begins Selection Committee 11/15/2026

7.* Selection of Finalist(s) Selection Committee 01/15/2027

The Evaluation Committee reserves the right to schedule oral presentation(s) at a location to be determined.

8.* Finalize Contractual

Agreements

Department/Finalist

Offerors 03/15/2027

9.* Contract Award Department/ Finalist

Offerors 06/01/2027

10.* Protest Deadline Protest Manager 06/15/2027

*Dates indicated in Events 8 through 10 are estimates only and may be subject to change without necessitating an amendment to the RFP. Event 8 (Contract Award) requires approvals by committees and the Governing Body.

2. SEQUENCE OF EVENTS

The following paragraphs describe the activities listed in the Sequence of Events shown in

Section IV.1., above.

Page 6 of 24 RFP# FY26-GEN-088

3. Issue RFP

This RFP is being issued on behalf of the Office of the City Manager, Asset Development.

4. Acknowledgement of Receipt Form

Potential Offerors may e-mail the Acknowledgement of Receipt Form (APPENDIX A), to the RFP Managers who will place the organization on the distribution list (“Distribution

List”).

The Distribution List will be used for the distribution of written responses to questions, and/or any amendments to the RFP. Failure to return the Acknowledgement of Receipt Form does not prohibit potential Offerors from submitting a response to this RFP. However, by not returning the Acknowledgement of Receipt Form, the potential Offeror’s representative shall not be included on the Distribution List and non-receipt of responses to questions or

RFP amendments will not be cause for an RFP Protest.

5. Pre-Proposal Conference

A pre-proposal conference will be held on the day and time indicated in Section IV.1. above, at an in-person meeting at 2801 Cerrillos Road, Santa Fe, or virtually. Potential Offeror(s) are encouraged to submit written questions in advance of the conference to the RFP

Managers. The identity of the organization submitting the question(s) will not be revealed.

Additional written questions may be submitted at the conference. All questions answered during the Pre-Proposal Conference will be considered unofficial until they are posted in writing. All written questions will be addressed in writing on the day and time indicated in

Section V.1. above. A public log will be kept of the names of potential Offeror(s) that attended the pre-proposal conference.

Attendance at the pre-proposal conference is highly recommended, but not a prerequisite for submission of a proposal.

6. Deadline to Submit Written Questions

Potential Offerors may submit written questions to the RFP Managers as to the intent or clarity of this RFP by the day and time indicated in Section IV.1. above. All written questions must be addressed to the RFP Managers. Questions shall be clearly labeled and shall cite the

Section(s) in the RFP or other document which form the basis of the question.

7. Response to Written Questions

Written responses to the written questions will be provided via e-mail, on or before the day and time indicated in Section IV.1. above, to all potential Offerors who timely submitted an

Acknowledgement of Receipt Form.

An electronic version of the Questions and Answers will be posted to:

https://procurement.opengov.com/login

8. Submission of Proposal

Currently, only electronic proposal submissions are allowed. Do not submit hard copies until further notice.

https://procurement.opengov.com/login

Page 7 of 24 RFP# FY26-GEN-088

ALL OFFEROR PROPOSALS MUST BE RECEIVED FOR REVIEW AND

EVALUATION BY THE DEPARTMENT VIA EMAIL TO

https://procurement.opengov.com/login NO LATER THAN 12:00 PM MST/MDT ON

THE DATE INDICATED IN SECTION IV.1. ABOVE. PROPOSALS RECEIVED

AFTER THIS DEADLINE WILL NOT BE ACCEPTED. The date and time of receipt will be recorded on each proposal. A log will be kept of the names of all Offeror organizations that submitted proposals, and the contents of proposals shall not be disclosed to competing potential Offerors during the negotiation process. The negotiation process is deemed to be in effect until the contract is awarded pursuant to this Request for Proposals.

Awarded in this context means the final required City of Santa Fe signatures on the contract(s) resulting from the procurement has been obtained.

9. Proposal Evaluation

A Selection Committee will perform the evaluation of proposals. This process will take place as indicated above. During this time, the RFP Manager may initiate discussions with

Offerors who submit responsive or potentially responsive proposals for the purpose of clarifying aspects of the proposals. However, proposals may be accepted and evaluated without such discussion. Discussions SHALL NOT be initiated by the Offerors.

10. Selection of Finalist(s)

The Selection Committee will select, and the RFP Manager will notify, one or more Offerors as indicated above, or as soon as possible thereafter. A schedule for Oral Presentation(s), if any, will be determined at this time. Finalist(s) will be comprised of one or more Offerors receiving the highest cumulative scores in the evaluation process.

11. Oral Presentation

Finalist Offeror(s) may be required to conduct an oral presentation as provided for in Section

IV.1. above.

12. Finalize Contractual Agreements

After approval of the Selection Committee Report, any contractual agreement(s) resulting from this RFP will be finalized with the most advantageous Offeror, taking into consideration the evaluation factors set forth in this RFP, as indicated above, or as soon as possible thereafter. In the event mutually agreeable terms cannot be reached with the highest ranked Offeror in the timeframe specified, the City reserves the right to finalize a contractual agreement with the next highest ranked Offeror(s) without undertaking a new procurement process.

13. Contract Awards

Upon receipt of the signed contractual agreement, the Department will award, as per Section

IV.1. above, or as soon as possible thereafter. The award is subject to appropriate

Department and Governing Body approval.

V. PROPOSAL FORMAT and REQUIREMENTS

The RFP Managers will reject all proposals deemed as non-responsive and notify the Offeror(s).

The Selection Committee will only review proposals that have been deemed responsive.

https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fprocurement.opengov.com%2Flogin&data=05%7C02%7Cnanguyen%40santafenm.gov%7C7ecde911881b4ff573f308de8f5fcf2a%7C77b69f5a55ed436386164867b0bc707f%7C0%7C0%7C639105838821169467%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=hlZDc5fmTQ9Dw2bmVrzIhzkTXijQM20JtHp5CV6e%2Fs8%3D&reserved=0

Page 8 of 24 RFP# FY26-GEN-088

1. Requirements

A. Proposals must be emailed to the RFP Managers in a PDF format. The RFP Managers will reply to confirm receipt of each proposal. If a confirmation of receipt of a proposal is not received within 24 hours of sending, please contact the RFP Managers by phone.

B. Offerors must submit proposals in the format shown in the Proposal Format described in this Section and are strongly encouraged to limit their proposals to a maximum of thirty

(30) pages. Exclusions to this limitation will be the appendixes, table of contents, covers, dividers, resumes, other information, i.e., letters of appreciation, etc., and acknowledgement of amendments (if applicable).

C. Offerors may submit more than one proposal in response to this RFP; however, each proposal must be submitted as a separate proposal as described above.

D. Any proposal that does not adhere to the requirements of this Section may be deemed non-responsive.

2. Documents:

A. A cover letter, to include:

i. Department and RFP Information.

ii. Offeror Information.

iii. Ownership of Business.

iv. Authorized Agent.

v. Experience – (need a statement here about proposer’s experience in the industry which will become a scoring component).

B. Appendixes:

i. Acknowledgement of Receipt Form (Appendix A).

ii. Letter of Transmittal Form (Appendix B).

iii. Conflict of Interest Statement (Appendix C)

iv. Living Wage Acknowledgement (Appendix D).

*Appendix A is optional; Appendixes B, C, and D are mandatory and must be fully completed, signed and included in each proposal.

C. Exhibit A - Property Descriptions (informational only).

D. Exhibit B - Lease Agreement – Received and Reviewed Acknowledgement is required.

Optional Exhibit B Lease Agreement – A Word version in a Redline format with

Proposed Specific Alternative Language.

E. Exhibit C - Rent Proposal Form

VI. RATING AND RANKING

The Selection Committee will review and rank each responsive proposal and make a recommendation to the RFP Managers to award the top-ranked Offeror; and notify all responsive

Offerors in writing of the ranking results.

1. The following are the criteria that the selection committee will use to determine the overall ranking of each responsive proposal with a maximum available score of 100:

Page 9 of 24 RFP# FY26-GEN-088

Evaluation Criteria (maximum available points 100) Available Points

Exhibit B, Optional Word version in a

Redline format with Proposed Specific

Alternative Language. Acceptance of the

Lease Agreement with no Proposed Specific

Alternative Language shall be awarded 25 points.

Exhibit C, Rent Proposal (highest proposed rent will receive highest points)

Experience (V.2.A.5 above)

Business Type 15

Benefit to the Community 20

TOTAL POINTS 100

2. The points will be assigned to each proposal by the evaluation committee based on the criteria above.

3. Responsive proposals will be evaluated based on the documentation submitted in and the rating and ranking criteria defined above, and if applicable, the Offeror Oral Presentations.

4. The Selection Committee Chair shall tabulate points as provided for in the Rating and

Ranking above.

5. Based on the Rating and Ranking, the Selection Committee will make a Finalist recommendation to the RFP Manager for review and approval

VII. GENERAL REQUIREMENTS

This section contains specific information about the lease procurement, including its process and conditions under which this RFP is issued and awarded.

1. Amended Proposals: An Offeror may submit an amended proposal before the deadline for proposal submission.

A. This is the only allowable substitution in the original proposal. Such amended proposals must be complete replacements for a previously submitted proposal and must be clearly identified as such in the transmittal letter.

B. Department or RFP Manager personnel will not merge, collate, or assemble proposal materials.

2. Department Rights: The Department, in agreement with the Selection Committee, reserves the right to accept all or a portion of a potential Offeror’s proposal.

3. Basis for Proposal: Only information supplied, in writing, through the RFP Manager in this

RFP shall be used as the basis for the preparation of Offeror proposals.

Page 10 of 24 RFP# FY26-GEN-088

4. Certifications and Licenses: Proposals submitted by a business in response to an RFP shall indicate the ownership of the business. If the business is a corporation or other legal entity, the proposal shall also indicate the principal individual owners, addresses and percentages of their ownership. The proposal must also indicate the names and addresses for each individual owner of the entity. Potential Offerors must have the proper certifications and licenses to do business in New Mexico. All proper certifications shall be submitted in the RFP proposal.

5. Consent to Jurisdiction and Venue: If a recipient of this RFP chooses to offer a proposal, the Offeror understands and agrees that by submitting such proposal to the Department, they thereby consent to and agree to the exclusive jurisdiction of the Courts of the City for the resolution of any disputes arising under or resulting from the contract selection and/or approval process in response to this RFP, or any dispute arising under or resulting from the performance of any contract resulting from this RFP, which cannot be resolved informally.

6. Disclosure of Proposal Contents: The proposals will be kept confidential until the day following the date of written notice of award from the Department as authorized by the

Director. At that time, all proposals will be open to the public, except for the material noted and deemed by the Director as proprietary or confidential. Proprietary or confidential data must be readily separable from the rest of the proposal to facilitate eventual public inspection of the non-confidential portion of the proposal. The proposed rent cost shall be made available for public inspection following award.

If a request is received for disclosure of data for which an Offeror has made a written request for confidentiality, the RFP Managers or the Department shall examine the Offeror’s request and make a written determination that specifies which portions of the proposal should be disclosed. Unless the Offeror takes legal action to prevent the disclosure, the proposal will be so disclosed. The proposal shall be open to public inspection subject to any continuing prohibition on the disclosure of confidential data.

8. Electronic mail address required: Communication regarding this procurement will be conducted by electronic mail (e-mail). Offeror must have a valid e-mail address to receive this correspondence.

9. Governing Law: This RFP and any agreement with an Offeror which may result from this procurement shall be governed by the laws of the City of Santa Fe and the State of New

Mexico.

10. Incurring Cost: Any cost incurred by the potential Offeror in preparation, transmittal, and/or presentation of any proposal or material submitted in response to this RFP shall be borne solely by the Offeror.

11. Lease Agreement Terms and Conditions: The Lease Agreement between the Department and the awarded Offeror will follow the format specified in this RFP and contain the terms and conditions set forth in Exhibit B (Lease Agreement). The Department reserves the right to negotiate with successful Offeror’s provisions in addition to those contained in this RFP.

The contents of this RFP, as revised and/or supplemented, and the successful Offeror's proposal will be incorporated into and become part of the Lease Agreement. In the event the

Page 11 of 24 RFP# FY26-GEN-088

Offeror’s proposal conflicts with the RFP, the RFP governs, and in the event the Lease

Agreement conflicts with the proposal, the Lease Agreement governs.

12. Legal Review: The Department requires that all Offerors agree to be bound by the General

Requirements contained in this RFP.

13. No Obligation: This RFP in no manner obligates the City or any of its Agencies to enter into an agreement with any Offeror until a valid written Lease Agreement is awarded and approved by appropriate authorities.

14. Notice of Penalties: The Procurement Code, NMSA 1978, § 13-1-28 through 13-1-199, imposes civil, misdemeanor and felony criminal penalties for its violation. In addition, the

New Mexico criminal statutes impose felony penalties for bribes, gratuities and kickbacks.

At no time during this process is any employee of the Department to receive any type of monetary or material benefit from any Offeror.

15. Offeror Qualifications: The Selection Committee and Department may make such investigations as necessary to determine the ability of the potential Offeror to adhere to the requirements specified within this RFP. The Selection Committee will reject the proposal of any potential Offeror who is not a Responsible Offeror or fails to submit a responsive proposal as defined in NMSA 1978, § 13-1-83 and 13-1-85.

16. Offeror’s Rights to Withdraw Proposal: Offerors will be allowed to withdraw their proposals at any time. The Offeror must submit a written withdrawal request addressed to the RFP Manager and signed by the Offeror’s duly authorized representative.

17. Offeror’s Terms and Conditions: Offerors must submit with the proposal a complete set of any additional terms and conditions they wish to have included in the Lease Agreement negotiated with the Department. Inclusions or rejection of any such language shall be at the sole discretion of the Department.

18. Ownership of Proposals: All documents submitted in response to the RFP shall become

Property of the City and will not be returned.

19. Prohibited Bidding: Pursuant to Section 10-16-13 NMSA 1978 no City Department or political subdivision of the City shall accept a bid or proposal from a person who directly participated in the preparation of specifications, qualifications or evaluation criteria on which the specific competitive bid or proposal was based. A person accepting a bid or proposal on behalf of a City Department shall exercise due diligence to ensure compliance with this section.

20. Responsibility: Any Lease Agreement that may result from this RFP shall specify that the

Offeror is solely responsible for fulfillment of all requirements of the Lease Agreement.

21. Right to Publish: Throughout the duration of this procurement process and Lease

Agreement term, Offerors must secure from the Department written approval prior to the release of any information that pertains to the potential work or activities covered by this procurement and/or Department Lease Agreements deriving from this procurement. Failure

Page 12 of 24 RFP# FY26-GEN-088 to adhere to this requirement may result in disqualification of the Offeror’s proposal or removal from the Lease Agreement.

22. Right to Waive Minor Irregularities: The Selection Committee and Department reserve the right to waive minor irregularities. The Selection Committee also reserves the right to waive mandatory requirements provided that all of the otherwise responsive proposals failed to meet the same mandatory requirements and the failure to do so does not otherwise materially affect the procurement. This right is at the sole discretion of the Selection

Committee.

23. Termination/Cancellation: The Department may cancel this RFP at any time and may reject proposals in whole or in part when it is in the best interest of the City, by providing written notice to all potential Offerors of record.

24. Use of Electronic Versions of this RFP: This RFP is being made available by electronic means. In the event of conflict between a version of the RFP in the Offeror’s possession and the version maintained by the Department, the Offeror acknowledges that the version maintained by the Department shall govern. Requests for this RFP should be made to the

RFP Manager.

[REMAINDER OF THIS PAGE LEFT BLANK INTENTIONALLY]

Page 13 of 24 RFP# FY26-GEN-088

DEFINITIONS

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

1. Award: means an executed contract approved by committees and the Governing Body.

2. Business Hours: means 8:00 a.m. to 5:00 p.m. Mountain Time, Monday through Friday

(holidays excluded).

3. City: means the City of Santa Fe, New Mexico, which in the RFP context may act through the City Manager or Governing Body.

4. Confidential: means parts of the proposal document may remain “confidential” indefinitely or for a period as set forth in this RFP (note: entire document cannot be “confidential”). All portions of the Offerors proposals will remain confidential until the day following the full execution of the lease agreement.

5. Department: means any Department, Division, office board, or commission of the City.

6. Determination: means the written documentation of a decision of the RFP Manager, including findings of fact required to support a decision. A determination becomes part of the procurement file to which it pertains.

7. Director: means the Director of the department issuing the RFP.

8. Finalist: means an Offeror who meets all the mandatory requirements and specifications of this RFP and merits further consideration by the Selection Committee. The finalist may not necessarily be the highest ranked.

9. Governing Body: is the body composed of eight City Councilors and the City Mayor.

10. Leasable Square Feet (LSF): means the space for which a tenant is charged rent and refers to the Useable Square Feet (USF), plus pro-rated common areas of the building such as restrooms, hallways, elevator shafts, stairwells, etc. , if applicable.

11. Lease: means the standard City of Santa Fe Lease Agreement.

12. Lease Escalation: means the annual percentage of increase which will be applied to the rent.

13. Lease Term: means the length of time of the initial term of the lease agreement, not including option years.

14. Mandatory: means the terms "must", "shall", "will", "is required", or "are required", identify a mandatory item or factor. Failure to meet a mandatory item or factor may result in the rejection of the Offeror’s proposal as non-responsive.

15. Minor Irregularity or Exception: means one that is merely a matter of form and not of substance. It also pertains to some immaterial defect in a proposal or variation of a proposal from the exact requirements of the RFP that can be corrected or waived without being prejudicial to other Offerors. The defect or variation is immaterial when the effect on price, quantity, quality, or delivery is negligible, however remain subject to acceptance by the RFP

Manager. The RFP Manager reserves the right to determine what constitutes a minor irregularity and exception.

16. Offeror: means any person, corporation, partnership, or other business entity that chooses to submit a proposal.

17. Project: means a temporary process undertaken to solve a well-defined goal or objective with clearly defined start and end times, and a set of clearly defined tasks. The project terminates once the project scope is achieved, and project acceptance is given by the project executive sponsor.

18. Proposal Format: The proposal shall be submitted in a PDF format.

19. Public Inspection: means the time that proposals will be open for public inspection after final award, except for the materials noted and deemed proprietary or confidential. All

Page 14 of 24 RFP# FY26-GEN-088 inspection of documents shall be conducted at the location where the official RFP file is kept and by appointment only.

20. Request for Proposals (RFP): means all documents, including those attached or incorporated by reference, used for soliciting proposals.

21. Responsible Offeror: means an Offeror who submits a responsive proposal and who has furnished, when required, information and data to prove that his financial resources, production or service facilities, personnel, service reputation and experience are adequate to make satisfactory delivery of the services, or items of tangible personal Property described in the proposal.

22. Responsive Proposal: means a proposal which conforms in all material respects to the requirements set forth in the RFP. Material respects of a RFP include, but are not limited to price, quality, quantity or delivery requirements.

23. RFP Manager: means any person or designee authorized by the Requesting Department to facilitate the RFP.

24. Sealed: means the physical delivery of a proposal that is enclosed in a package which is completely fastened in such a way that nothing can be added or removed. Open packages submitted will not be accepted except for packages that may have been damaged by the delivery service itself. The City reserves the right, however, to accept or reject packages where there may have been damage done by the delivery service itself. Whether a package has been damaged by the delivery service or left unfastened and should or should not be accepted is a determination to be made by the Leasing Specialist. By submitting a proposal, the Offeror agrees to and concurs with this process and accepts the determination of RFP

Manager in such cases.

25. Selection Committee: means a group of five individuals, or less than five if approved by the

RFP Manager. The group may be comprised of individuals from the Department, public sector, and/or another City Department(s).

26. Selection Committee Chair: is the RFP Manager, or designee, who shall guide the RFP

Selection Committee process, provide process expertise to the Selection Committee members, and vote in the case of a tie.

27. Tenant Improvement: means improvements to a commercial or industrial Property owned by the City or a private entity to accommodate the Department needs.

28. Useable Square Feet (USF): means the square feet used directly by the tenant. It does not include common area square footage.

29. Written: means typewritten on standard 8 ½ x 11-inch format or paper. Larger format or paper is permissible for plans, charts, spreadsheets, etc.

Page 15 of 24 RFP# FY26-GEN-088

APPENDIX A

ACKNOWLEDGEMENT OF RECEIPT FORM

RFP: 2801 CERRILLOS ROAD, RFP # FY26-GEN-088

This Acknowledgement of Receipt Form should be signed and submitted as provided for in Section IV.1.

Only potential Offerors who elect to return this form will receive copies of all submitted questions and the written responses to those questions, as well as any RFP amendments, if any, are issued.

In acknowledgement of receipt of this Request for Proposal, the undersigned agrees that he or she has received a complete copy of the RFP.

The name and address below will be used for all correspondence related to the Request for Proposal.

ORGANIZATION: _______________________________________________________________

CONTACT NAME: ______________________________________________________________

TITLE: ________________________________ PHONE NO.: ____________________

E-MAIL: __________________________________________

ADDRESS: _____________________________________________________________

CITY: __________________________ STATE: ________ ZIP CODE: _____________

Submit Acknowledgement of Receipt Form to:

To: RFP Managers as provided for in this RFP

Subject Line: RFP: 2801 CERRILLOS ROAD, RFP # FY26-GEN-088

Page 16 of 24 RFP# FY26-GEN-088

APPENDIX B

LETTER OF TRANSMITTAL FORM

ITEMS #1 to #4 EACH MUST BE COMPLETED IN FULL (pursuant to Section II.C.30).

FAILURE TO RESPOND TO ALL FOUR (4) ITEMS WILL RESULT IN THE

DISQUALIFICATION OF OFFEROR’S PROPOSAL! DO NOT LEAVE ANY ITEM BLANK!

(N/A, None, Does not apply, etc. are acceptable responses.)

RFP: 2801 CERRILLOS ROAD, RFP # FY26-GEN-088

1. Identify the following information for the submitting organization:

Offeror Name

Mailing Address

Telephone

FED ID#

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

E-mail

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:

Page 17 of 24 RFP# FY26-GEN-088

(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 V of this RFP; and

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

________________________________________________ _____________________, 20______

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

Page 18 of 24 RFP# FY26-GEN-088

APPENDIX C

CONFLICT OF INTEREST STATEMENT

Complete, sign and return with your proposal.

The City of Santa Fe policy is to prevent personal or organizational conflict of interest, or the appearance of such conflict of interest, in the award and administration of City contracts and Purchase Orders.

The Offeror shall comply with all applicable provisions of the Governmental Conduct Act, Chapter 10, Article 16 NMSA 1978 and include a full disclosure of all potential organization conflicts of interest in the Proposal.

In addition, the Offeror shall also complete the Conflict-of-Interest Form below certifying that the entity has read and understands the City’s policy regarding conflict of interest. Each key personnel must also certify that there is no conflict of interest. If there is a conflict, the

Offeror needs to describe the conflict.

The Offeror agrees that, if after award, an organizational conflict of interest is discovered, the Offeror shall make an immediate and full written disclosure to the City that includes a description of the action that the Offeror has taken or proposes to take to avoid or mitigate such conflicts. If an organizational conflict of interest is determined to exist, the City may, at its discretion, cancel the award. If the Offeror was aware of an organizational conflict of interest prior to the award of the contract and did not disclose the conflict to the City, the

City may terminate the contract for default.

The City may disqualify an Offeror if any of its key personnel belong to more than one

Submitter organization/firm.

I, _______________________________ certify that I/We have no personal or financial interests and no present employment or activity which would be incompatible with this firm’s participation in any activity related to the RFP or execution of a lease. For the duration of this firm’s involvement with the City, this firm agrees not to accept any gift, benefit, gratuity or consideration, or begin a personal or financial interest in a party who is bidding and/or proposing or associated with an Offeror.

I certify that this firm will keep all contract information confidential and secure. This organization will not copy, give or otherwise disclose such information to any other person unless the City of Santa Fe has on file a confidentiality agreement signed by the other person, and the disclosure is authorized and necessary to the contract. I fully understand that any unauthorized disclosure made by this firm may be a basis for civil or criminal penalties.

This statement must be fully completed and signed by an authorized representative.

Page 19 of 24 RFP# FY26-GEN-088

Company Name:

Authorized Representative/Title:

Phone Number:

Fax Number:

E-mail Address:

Signature:

Date:

The above information is subject to verification by the City of Santa Fe. If the City finds a misrepresentation, the bid may be automatically disqualified from the procurement process or the contract may be canceled.

Page 20 of 24 RFP# FY26-GEN-088

APPENDIX D

LIVING WAGE ORDINANCE

Key Provisions

• Current Living Wage (effective March 1, 2026): $15.40/hour for all employers within Santa Fe city limits.

o The City’s Living Wage Ordinance permits employers to count tips toward the Living

Wage requirement for employees who customarily earn $100 per month or more in tips or commission. Employers may pay a base wage of $3.00 per hour. If the base wage plus tips does not equal or exceed $15.40 per hour, the employer shall pay the difference.

The employee must receive at least $15.40 per hour.

• One-time increase to $17.50/hour effective January 1, 2027 (legislation takes effect in January

2027).

• Annual adjustments begin March 1, 2028 using a blended formula: 50% Western CPI + 50%

HUD Fair Market Rent for a 2-bedroom unit.

• Maintain provisions for tipped workers, Medicaid-dependent nonprofits, and health/childcare benefits.

• Annual increases capped at 5% and never decreased, regardless of economic conditions.

• Santa Fe becomes the first U.S. city to directly link a living wage to local housing costs.

Key Provisions

• Current Living Wage (effective March 1, 2026): $15.40/hour for all employers within Santa Fe city limits.

o The City’s Living Wage Ordinance permits employers to count tips toward the Living

Wage requirement for employees who customarily earn $100 per month or more in tips or commission. Employers may pay a base wage of $3.00 per hour. If the base wage plus tips does not equal or exceed $15.40 per hour, the employer shall pay the difference.

The employee must receive at least $15.40 per hour.

• One-time increase to $17.50/hour effective January 1, 2027 (legislation takes effect in January

2027).

• Annual adjustments begin March 1, 2028 using a blended formula: 50% Western CPI + 50%

HUD Fair Market Rent for a 2-bedroom unit.

• Maintain provisions for tipped workers, Medicaid-dependent nonprofits, and health/childcare benefits.

• Annual increases capped at 5% and never decreased, regardless of economic conditions.

• Santa Fe becomes the first U.S. city to directly link a living wage to local housing costs.

ACKNOWLEDGEMENT:

Signature Date

Title (position)

Page 21 of 24 RFP# FY26-GEN-088

PROPERTY DESCRIPITIONS

EXHIBIT A1

Page 22 of 24 RFP# FY26-GEN-088

EXHIBIT A2

Page 23 of 24 RFP# FY26-GEN-088

EXHIBIT B

RFP: 2801 CERRILLOS ROAD, RFP # FY26-GEN-088

LEASE AGREEMENT

This will be sent as a separate PDF attachment

Received and Reviewed

Submitting a Word Lease Agreement with Propose Specific

Alternative Language is Optional.

Page 24 of 24 RFP# FY26-GEN-088

EXHIBIT C – RENT PROPOSAL

TOTAL ANNUAL RENT PROPOSED: _____________________

PROPOSED RENT PAYMENT FREQUENCY (monthly, annual, other):

PROPOSED OPTION TERM RENT: ______________________

PROPOSED RENT ESCALATION: ______________________