RFP_Police_STOP_26017_-_ekm_FINAL_8_20_25.pdf

CoSF Best Value Approach Version 12 04.08.2025

The City of Santa Fe (City), Central Purchasing Division (CPD)

AND

Santa Fe Police Department (SFPD)

REQUEST FOR PROPOSALS (RFP)

Automated Traffic Enforcement

RFP#26017

Proposals are due on: 9/22/2025 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

II. CONDITIONS GOVERNING THE PROCUREMENT

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. Interviews

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

9. First Clarification Meeting

10. Final Clarification Meeting

11. Best and Final Offers

12. Governing Body Approval

13. Contract Award(s)

14. Protest Deadline

15. Finalize Contract

C. GENERAL REQUIREMENTS

III. RESPONSE FORMAT AND ORGANIZATION

A. NUMBER OF RESPONSES

B. NUMBER OF COPIES

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)

iii

ATTACHMENT H – REFERENCE LIST

ATTACHMENT I – CLARIFICATION PHASE GUIDE

ATTACHMENT J – WEEKLY RISK REPORTING SYSTEM GUIDE

ATTACHMENT K - DRAFT CONTRACT

CoSF Best Value Approach Version 12 04.08.2025

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 automated speed and noise enforcement services for the purpose of enforcement of speed and noise violations.

B. BACKGROUND INFORMATION

In 2008 the Governing Body found there is a significant risk to the health and safety of the community from drivers who exceed the posted speed limit. Furthermore, some drivers in Santa Fe repeatedly violate posted speed limits and the state law against speeding is inadequate to preserve public safety in Santa Fe. The Governing Body found that photographic and electronic devices that measure speed are accurate and reliable, and the implementation of this technology will abate the nuisance of speeding.

The City of Santa Fe operated an automated speed enforcement program from 2008 until 2013. Since the program has been inactive, our community has seen an increased demand for enforcement of speeding violations.

Following the 2020 pandemic, communities across our nation have also seen an increase in modified exhausts that have caused a quality of life concern due to excessive noise in residential and commercial areas. Our community has not been excluded from this nuisance, with the issue continuing despite increased penalties and enforcement.

In 2025 the Governing Body allocated funding to secure a contract for services and equipment to relaunch a program for automated enforcement of speed and noise violations in our community to improve roadway safety.

C. SCOPE OF PROCUREMENT

The selected contractor or contractors shall provide camera devices and/or vehicles as needed that are capable of monitoring speed and/or sound violations.

1. Provide hardware and software to photographically capture speed and noise violations of city ordinances. The contractor will provide the City with maintenance and upgrades to software or hardware at no additional cost.

2. Establish a relationship with the New Mexico Taxation and Revenue Department, Motor Vehicle Division (MVD) to enable the Contractor to access the MVD records to identify the registered owner of vehicles violating the speed and noise ordinances.

3. Provide a speed verification mechanism that ensures accurate speed measurements, separate from the camera speed devices and/or vehicles.

4. Provide a sound verification mechanism that ensures accurate sound measurements, separate from the camera sound devices and/or vehicles.

5. Provide services for identifying the ownership of the vehicle involved in the violation. Print and mail Fine Notices and Notices of Default to violators, in a format approved by the City.

6. Provide at least one photograph of the violation printed on the Fine Notice.

7. Meet the time limits on the processing of violations (including detection, providing images and video to the City for approval, mailing, and processing monies received) as specified in City ordinances and applicable statutes.

8. Calculate the amount due for fine and for applicable late fees (based on the City ordinance/s), place that amount on the Fine Notice, and publish the amount due on an Internet-accessible location for the violator to view.

9. Provide access to the video of the violation to the City.

10. Upon the City's request, provide training for the users of the system.

11. Provide access to designated City employees to view the video of each violation to gauge whether a violation occurred, prior to the issuance of a Fine Notice.

12. Provide quality control so that a City employee is required to review only those violations in which the vehicle in violation can be clearly identified by license plate and MVD records.

13. Facilitate the City’s acceptance of payments from violators for amounts due based on fines and applicable late fees.

14. Provide a list to the City of Santa Fe of all outstanding violator amounts owed to the City on quarterly basis.

15. Facilitate the collection of all outstanding amounts owed to the City. The City of Santa Fe reserves the right to be responsible for the collection of all outstanding amounts via a third-party collection organization.

16. Upon issuance of a Fine Notice, provide access to the video (captured at the time of violation) to the City, r City Administrators, violators, and members of the general public from any Internet-connected computer..

17. Enable the City, Hearing Officers, and others as designated by the City to log onto the Internet-based system to change the status of a violator's record (e.g. "Hold during pendency of hearing without calculating default"; "Found responsible (at hearing)"; etc.)

18. Provide images and full motion video of sufficient accuracy to allow a minimum of a 75% issuance rate, defined as the percentage of fines issued out of the total number of violations captured.

19. Provide auditable results of the number of violations captured and the number of violations that were unusable based on (1) obscured view, paper license plate, ineffective flash, environmental factors, etc., (2) equipment failure, or (3) inability to match license plate to MVD records.

20. Provide and maintain data collected during Agreement in regards to all Fine Notices and/or violations in accordance with the data retention schedule set forth on Exhibit “B”, as revised during the term of the Agreement, and understand that all data is official record of the City of Santa Fe.

21. Maintain proper safeguards in place to prevent access, viewing, transmitting, providing or selling of data, photographs, video, or any other material created or captured during the course of the Agreement to third parties, unless explicitly provided permission by the City of Santa Fe.

The resulting contract may be a multiple award.

D. PROCUREMENT MANAGER

Santa Fe Police Department 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: Ben Valdez, Deputy Chief of Police, Procurement Manager Telephone: (505) 955-5040

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

Procurement Manager: bpvaldez@santafenm.gov CPD: purchasing_RFP@santafenm.gov

Offerors may contact ONLY the Procurement Manager and the CPD 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. As a Protest Manager has been named in this RFP, 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 RFP 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

F. DEFINITION OF TERMINOLOGY

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

1. “Authorized Purchaser” means an individual authorized by a Participating Entity to place orders against this contract.

2. “Award” means the final execution of the contract document.

3. “Bid Central” means the Bid Module in Munis Vendor Self Service. This is the City of Santa Fe’s eProcurement system.

4. “Business Hours” means the normal business hours of the Requesting department; 8:00 AM through 5:00 PM Mountain Standard or Daylight Time, whichever is in effect on the date given.

mailto:purchasing_RFP@santafenm.gov

5. “Central Purchasing Division/Office or CPD” means the office responsible for the control of procurement of items of tangible personal property, services, or construction.

6. “Chief Procurement Officer” means that person within the Central Purchasing Office who is responsible for the control of procurement of items of tangible personal property, services, or construction.

7. “City” means the City of Santa Fe, New Mexico which in the procurement context may act through the

Finance Director, City Manager, or Governing Body.

8. “Close of Business” means the normal close of business of the Requesting Department; 5:00 PM Mountain Standard or Daylight Time, whichever is in use at that time.

9. “Confidential” means confidential financial information concerning Offeror’s organization and data that qualifies as a trade secret in accordance with the Uniform Trade Secrets Act NMSA 1978, Sections 57-3-A-1 through 57-3A-7. The following items may not be labelled as confidential: Offeror’s submitted Cost response, Staff/Personnel Resumes/Bios (excluding personal information such as personal telephone numbers and/or home addresses), and other submitted data that is not confidential financial information or that qualifies under the Uniform Trade Secrets Act.

10. “Contract” means any agreement for the procurement of items of tangible personal property, services, or construction.

11. “Contractor” means any business having a contract with the City of Santa Fe.

12. “Department” means the Requesting Department sponsoring this Procurement.

13. “Determination” means the written documentation of a decision of a procurement officer including findings of fact required to support a decision. A determination becomes part of the procurement file to which it pertains.

14. “Desirable” the terms “may,” “can,” “should,” “preferably,” or “prefers”, identify a desirable or discretionary item or factor.

15. “Electronic Submission” means a successful submittal of Offeror’s proposal.

16. “Electronic Version/Copy” means a digital form consisting of text, images or both readable on computers or other electronic devices.

17. “Evaluation Committee” means a body appointed to perform the evaluation of Offerors’ proposals.

18. “Evaluation Committee Report” means a report prepared by the Procurement Manager and the

Evaluation Committee to support the Committee’s recommendation for contract award. It will contain scores and written evaluations of all responsive Offeror proposals.

19. “Final Award” means, in the context of this Request for Proposals and all its attendant documents, that point at which the final required signature on the contract(s) resulting from the procurement has been affixed to the contract(s) thus making it fully executed.

20. “Finalist” means an Offeror who meets all the mandatory specifications of this Request for Proposals and whose score on evaluation factors is sufficiently high to merit further consideration by the Evaluation Committee.

21. “Hourly Rate” means the proposed fully loaded maximum hourly rates that include travel, per diem, fringe benefits and any overhead costs for contractor personnel, as well as subcontractor personnel if appropriate.

22. “IT” means Information Technology.

23. “Living Wage” means the minimum hourly wage necessary for a person to achieve a higher standard of living.

24. “Mandatory” 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.

25. “Minor Irregularities” means anything in the proposal that does not affect the price, quality and/or quantity, or any other mandatory requirement.

26. “Multiple Source Award” means an award of an indefinite quantity contract for one or more similar services, items of tangible personal property or construction to more than one Offeror.

27. “Offeror” means any person, corporation, or partnership who chooses to submit a proposal.

28. “Price Agreement” means a definite quantity contract or indefinite quantity contract which requires the contractor to furnish items of tangible personal property, services or construction to the City of Santa Fe, a state agency or a local public body which issues a purchase order, if the purchase order is within the quantity limitations of the contract, if any.

29. “Procurement Manager” means any person or designee authorized by the Requesting Department to facilitate the procurement and or administer the contract(s).

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

31. “Request for Proposals (RFP)” means a formal solicitation issued by the City of Santa Fe to invite vendors or service providers to submit competitive proposals for specific projects, products, or services.

It includes all documents, including those attached or incorporated by reference, that outline the scope of work, technical & functional requirements, submission guidelines, timelines, evaluation criteria, and applicable legal terms in accordance with state statute, city ordinances, and procurement policies. RFPs are used to ensure transparency, encourage competition, and secure the most advantageous solution to support the City's goals and serve its residents effectively.

32. “Requesting Department” means the City Department responsible for overseeing the work or delivery of tangible personal property by a contractor.

33. “Responsible Offeror” means an Offeror who submits a responsive proposal and who has furnished, when required, information and data to prove that their 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.

34. “Responsive Offeror” means an offer which conforms in all material respects to the requirements set forth in the request for proposals. Material respects of a request for proposals include, but are not limited to price, quality, quantity, or delivery requirements.

35. “Sealed” means, in terms of electronic submission, an Offeror’s proposal and all accompanying documents have been completely and successfully uploaded into the Bid Central prior to the submission deadline stated in this RFP.

36. “Staff” means any individual who is a full-time, part-time, or an independently contracted employee with the Offerors’ company.

37. “State (the State)” means the State of New Mexico.

38. “Written” means typewritten on standard 8 ½ x 11-inch paper. Larger paper is permissible for charts, spreadsheets, etc.

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:

Ordinances listed here are anticipated to be amended.

Santa Fe Traffic Operations Program Ordinance, 24-4 https://library.municode.com/nm/santa_fe/codes/code_of_ordinances?nodeId=CHXXIVTR_24-

4SAFETROPPR

Noise Ordinance, 10--2 https://library.municode.com/nm/santa_fe/codes/code_of_ordinances?nodeId=CHXENRE_10-2NO https://cityofsantafenmvendors.munisselfservice.com/Vendors/VBids/Default.aspx https://library.municode.com/nm/santa_fe/codes/code_of_ordinances?nodeId=CHXXIVTR_24-4SAFETROPPR https://library.municode.com/nm/santa_fe/codes/code_of_ordinances?nodeId=CHXXIVTR_24-4SAFETROPPR https://library.municode.com/nm/santa_fe/codes/code_of_ordinances?nodeId=CHXENRE_10-2NO

II. CONDITIONS GOVERNING THE PROCUREMENT

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

A. SEQUENCE OF EVENTS

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

Action Responsible Party Due Dates These are sample time frames only.

Adjust to suit Department need. Use only dates; do not insert days of the week)

Times (in Mountain)

Issue RFP CPD Advertising Date/Release Date (A) 8/21/2025

Pre-Proposal Meeting Procurement

Manager /Potential Offerors

8/27/2025 11:00 AM to 1:00

PM

Deadline for Written Questions

Potential Offerors 8/29/2025 5:00 PM

Response to Written Questions Procurement Manager

9/4/2025 5:00 PM

Proposals Due Date Offerors 9/22/2025 3:00 PM *Blind Evaluation Evaluation

Committee

9/25/2025 12:00 PM

*Interviews Potential Offerors 10/1/25 *Identification of Potential Best-Valued Offeror(s)

Evaluation Committee

10/3/25

*First Clarification Meeting Evaluation Committee/Finalist Offeror(s)

10/8/2025 12:00 PM

*Final Clarification Meeting Evaluation Committee/Finalist Offeror(s)

10/10/2025 12:00 PM

*Best and Final Offer(s) Offeror(s) 10/15/2025 *Governing Body Approval Governing Body 11/12/2025 *Contract Award Requesting

Department 11/12/2025

*Dates indicated 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.

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 codes used for this event.

1. Issue RFP This RFP is being issued on behalf of The City of Santa Fe on the date indicated in the Sequence of Events.

2. Pre-Proposal Meeting A Pre-Proposal Meeting will be held as indicated in the Sequence of Events, beginning at <Enter time> MST/MDT via <Zoom/MS Teams>. <Insert electronic meeting instructions/information> Potential Offerors are encouraged to submit written questions in advance of the conference to the CPD and the Procurement Manager. 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 the Sequence of Events. A public log will be kept of the names of potential Offerors that attended the Pre-Proposal Meeting.

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

3. Deadline for Written Questions Potential Offerors may submit written questions to the CPD and the Procurement Manager as to the intent or clarity of this RFP as indicated in the Sequence of Events. All written questions must be addressed to the CPD and the Procurement Manager. 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, 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 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 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 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 evaluate 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 the G Attachments.

To ensure impartiality, the CPD will anonymize proposals by assigning each proposal a letter before forwarding them to the Procurement Manager and 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. Interviews Offerors may be required to participate in an interview to evaluate expertise. A notification will be sent to Offerors with meeting details once the Evaluation Committee has conducted their initial review. This is not a presentation. The Evaluation Committee will interview the Key Personnel Lead. A second individual may be present (standby) to clarify Pricing Proposal if requested.

8. Identification of Potential Best-Valued Offeror(s) At this point, proposals have been evaluated for compliance and scored based on the criteria outlined in this RFP. Following this evaluation, the highest-ranked Offerors were invited to participate in interviews.

After the interview process, the Evaluation Committee, Procurement Manager, and Assigned CPD Buyer will continue to verify the validity of proposals based on information provided during interviews and by conducting reference checks. The City will contact references to assess Offeror’s past performance, reliability, and ability to meet contract requirements. Finalist Offerors may also be contacted for further clarification as needed.

In accordance with NMSA 1978, Section 13-1-117, the responsible Offeror(s) whose proposal(s) are determined to be most advantageous to the City—considering the Evaluation Factors in this RFP—will be recommended for award. Depending on the proposals received and the City's needs, the City may choose to award a contract to one or contracts to multiple Offerors. However, a serious deficiency in any evaluation factor may result in disqualification, regardless of the overall score.

9. First Clarification Meeting The City may require that the Offeror attend a First 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.

10. Final Clarification Meeting The Final Clarification Meeting is held at the end of the Clarification Phase and is used to present a summary of what was developed and agreed upon during the Clarification Phase. The final Clarification meeting is not a question-and-answer session. The Offeror and City stakeholders can start to ask questions before the meeting. All coordination and planning with the City should be completed prior to the Clarification Phase Summary Presentation meeting on the Sequence of Events.

11. 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 the 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.

12. Governing Body Approval Depending on 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 and approved by the Governing Body.

13. Contract Award(s) The award is subject to the CPD, Department, and City Manager/Governing Body approval. The Contractor must not commence work until the Department issues a Purchase Order.

14. 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, Sections 13-1-172 and applicable procurement regulations. As a Protest Manager has been named in this RFP, 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 the contract 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 RFP 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.

15. Finalize Contract After approval of the Evaluation Committee Report, the City of Santa Fe will make every effort to award the contract(s) by the deadline set forth in the Sequence of Events. Any contract(s) resulting from this RFP will be finalized with the most advantageous Offeror(s), considering the evaluation factors outlined in this RFP and the best interests of the City, as defined in the Scope of Procurement section.

The most advantageous proposal may or may not have received the highest point total. If mutually agreeable terms cannot be reached with the apparent most advantageous Offeror within the specified timeframe, the City reserves the right to finalize a contract with the next most advantageous Offeror(s) without initiating a new procurement process. The City may award one or multiple contracts, as determined to be in the City's best interest.

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.

B. NUMBER OF COPIES

ELECTRONIC SUBMISSION ONLY

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

Offerors' proposals should be submitted as separate uploads, as outlined in this section. Each upload should be clearly labeled on the front page 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 should 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 before the submission deadline.

Files cannot be password-protected and should 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 your VSS account and access the RFP in Bid Central. Do not wait until the last minute to check your login credentials or ensure you can interact with the system. If you encounter login issues, email CPD and venreg@santafenm.gov immediately to avoid delays.

Allow plenty of time to upload your proposal via Bid Central. If you experience issues, email CPD and venreg@santafenm.gov 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.

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 the Response Format and Organization section may be deemed non-responsive and rejected on that basis.

C. PROPOSAL FORMAT

Offerors should accurately complete all required forms, adhering to the provided format and any specific instructions within each form. Failure to comply may result in disqualification.

The City requires the following documents to ensure a comprehensive and equitable evaluation process.

Mandatory documents must be included in every proposal. Desirable documents should also be provided; if any are missing, Purchasing may request them prior to evaluation. Proposals lacking rated documents will receive a score of zero for the corresponding evaluation criteria. If the offeror has proposed edits to the draft contract, they must be submitted as a separate attachment.

Attachment Form Value https://cityofsantafenmvendors.munisselfservice.com/Vendors/default.aspx https://cityofsantafenmvendors.munisselfservice.com/Vendors/VBids/Default.aspx https://cityofsantafenmvendors.munisselfservice.com/Vendors/VBids/Default.aspx mailto:venreg@santafenm.gov mailto:venreg@santafenm.gov

Attachment A Proposal Cover Page, Declaration, & Checklist Desirable Attachment B Campaign Contribution Disclosure Form Mandatory Attachment C Conflict of Interest Desirable Attachment D Non-Collusion Affidavit Desirable Attachment E Key Personnel Proposal Form Desirable Attachment F Project Cost Proposal Form Rated Attachment G Project Capability Submittal (SC/LE, VA) Checklist and Format Desirable Attachment G1 Scope/Level of Expertise Plan (SC/LE) Rated Attachment G2 Value Added Plan (VA) Rated Attachment H Reference List Desirable

IV. EVALUATION

The Evaluation Committee will evaluate and score proposals based on the information provided in this document and the Offerors’ demonstrated understanding of the RFP’s objectives. Attendance at the Pre- Proposal Meeting is strongly recommended, as it will help Offerors understand the key information required in their proposals and provide a detailed explanation of the evaluation process.

Proposals will be evaluated according to the criteria listed below, which have been identified as critical to the success of the projects.

No. Rating Criteria % Point Values 1 Scope/Level of Expertise Plan (SC/LE) 35 2 Value Added Plan (VA) 5 3 Cost Proposal 35 4 Interview 25

5 Local Preference 3%or 6% of the total available points*

*See local preference requirements below

A. DESCRIPTION OF EVALUATION

To ensure that proposals are complete and address all key RFP issues, proposals should 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.

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 (see Attachment F). Attachment F should be submitted in a separate electronic document from the rest of the proposal. The rest of the proposal shall not include any financial information. Any financial information associated with a Value Add (Attachment G2) 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

i. Assist City in prioritizing Offerors’ submittals based on their scope, expertise, and ability to understand intent of this RFP and the resultant contract.

ii. Provide high performing offerors with 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.

ii. PC Submittal Format Requirements

i. PC submittals should 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 should be used by all offerors. Offerors should NOT re-create, re-format, or modify the template in any manner.

Offerors should 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 should 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 should be listed in the Attachment H Reference List.

The Reference List will be used by CPD, the Evaluation Committee, and Procurement Manager after PC submittals are evaluated.

iii. 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 capabilities and understanding of the City’s specific needs. It should summarize the metrics that show the Offeror can accomplish the subject project with the Scope defined by past experiences on similar projects. In addition to completing the Performance Metrics table on Attachment G (1), offerors should provide a narrative explaining their proposed performance metrics. This narrative should describe how their capabilities and proven track record—which the City will verify through references—align with or exceed the City's sample benchmarks. Offerors should justify any significant differences, highlight unique strengths or advantages, and provide a high-level summary of their proposal to ensure the selection committee can quickly grasp the key aspects of their approach and qualifications. Offerors should identify scope claims based on their expertise and experience supported by verifiable performance metrics that show the capability to this specific project environment and requirement.

All cost associated with technical capabilities listed in the SC/LE plan should be included in the proposed base project cost (see Attachments F and G1).

iv. Overview of the Value-Added Section – This section allows Offerors to present industry standards, innovative solutions, or unique services that the City may not have included in the RFP but could enhance the project. The Value-Added Plan provides an opportunity to propose additional options or ideas that may benefit the City, with or without changes to cost or revenue.

Offerors should clearly identify:

i. Any elements the City may have omitted from the scope of work.

ii. How these value-added options have been successfully implemented in previous projects, supported by verifiable performance data.

Offerors should also specify any cost or time impacts associated with these options. Any financial or revenue-related impacts outlined in the Value-Added Section (Attachment G2) should NOT be included in the proposed base cost (see Attachment F).

v. 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 reference will be indicated only by a reference number which corresponds to the matching number on the Reference List (Attachment H).

e) Interviews - The Offerors will be required to participate in interviews to confirm/evaluate expertise. This is not a presentation. The Evaluation Committee will interview the Key Personnel Lead on the Interview date specified in the Project Procurement Schedule (or as soon as possible). The individual is required to attend in person or virtual for the interview. A second individual may be present (standby) to clarify their Cost Proposal if needed and/or requested. If interviews are not conducted, then offerors will all receive the full points for the selection criteria.

f) 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 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.

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 the 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.

b) Selection Check: Before the contract is awarded, an evaluation committee report should be completed and suggest award to the best value Offeror. If the justification is not sufficient, the award may go to the next best valued offeror who has met all the requirements of the BV approach. The Selection Check will provide the justification for hiring the highest prioritized Offeror. Selected proposal should be a proposal that 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.

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

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 award(s) is/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 included in the proposal can be added or amended, at the City’s sole option, to the final contract.

Obligations of confidentiality will be an important condition of resulting contracts. The selected Offeror and all employees performing duties on this project will be required to keep all aspects of this project in confidence unless otherwise allowed by the City.

All Offeror’s performance may 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

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ATTACHMENT A – PROPOSAL COVER PAGE, DECLARATION, AND

CHECKLIST

The Offeror should complete and submit this Attachment. The following documents are required for this RFP (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

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

Attachment K Draft Contract if You Have Suggestions/Modifications

RFP # 26017

Phone Number Company Name

Mailing Address FEIN

City and Country NMBTIN (fka 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 should be identified.

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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 this

RFP;

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

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

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

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ATTACHMENT B - CAMPAIGN CONTRIBUTION DISCLOSURE FORM

Pursuant to NMSA 1978, Sections 13-1-28, and 13-1-191.1, 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…