TRAVIS_SERVICE_DETERMINATION_RE__Request_for_Service_Determination_-_BDD_Security_Services_12.16.25.pdf
PDF 305 KB Posted
- Attached to
- Security Guard Services
- Solicitation number
- FY26-ITB-063
- Issued by
- Santa Fe County, New Mexico
About this file
This is a Service Determination letter from Travis Dutton-Leyda, Chief Procurement Officer of the City of Santa Fe, to Gutema Ayana regarding a request for security guard services at the Buckman Direct Diversion (BDD) facility. The scope of work has been classified as General Services, and the procurement must follow the processes and procedures established by the City of Santa Fe Central Purchasing, the Procurement Manual, and applicable New Mexico state statutes. The City of Santa Fe is seeking bids for the provision of Security Guard Services through qualified security firms to provide both armed and unarmed security guards throughout the BDD facility. The determination letter notes that this classification is solely focused on service categorization and does not address whether the scope of work or procurement method complies with all relevant legal requirements.
The letter provides comprehensive procurement guidance applicable to this contract opportunity. For procurements forecasted at $60,000 or greater annually, an Invitation to Bid (ITB) must be used unless a cooperative or existing contract is available; for amounts between $20,000 and $60,000, three quotes are required unless using a cooperative or existing contract; and for amounts under $20,000, one quote is acceptable. The procurement must use the Munis Bid Module, OpenGov, or Pavilion platforms. The requestor is directed to verify whether this service appears on the approved list of WorkQuest dba Horizons of New Mexico (vendor #8673) and to identify the funding source early in the process, as this impacts required documentation and contract language. The determination must be saved as a PDF and uploaded into the corresponding packet and Munis records, and the procurement must follow current templates and forms available on the City's intranet and OpenGov procurement portal.
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From: DUTTON-LEYDA, TRAVIS K.
To: AYANA, GUTEMA X. Contractor Cc: Purchasing DET Subject: RE: Request for Service Determination - BDD Security Services Date: Monday, December 15, 2025 3:44:18 PM Attachments: image001.png
Greetings, Based on the provided scope of work, it has been classified as General Services. This determination is solely focused on that classification and does not address whether the scope of work or procurement method complies with all relevant legal requirements. I reserve the right to modify this determination should the scope of work differ from what was originally submitted. The procurement must follow the processes and procedures established by the City of Santa Fe, Central Purchasing, the Procurement Manual, and applicable state statutes.
Please note:
Save this email as a PDF and upload it into the corresponding packet and Munis records.
Check with WorkQuest dba Horizons of New Mexico (vendor # 8673) (mloehman@horizonsofnewmexico.org) if this service appears on their approved list.
If your request includes anything that needs to be reviewed and preapproved by another City Department/Division, please send the same SOW to the corresponding email address and include their response in your packet/Munis.
If your request includes anything that needs to be reviewed and preapproved by another City Department/Division, please send the same SOW to the corresponding email address and include their response in your packet/Munis.
Treasury (Point of Sale Systems) – questions: drsena@santafenm.gov;
clromero@santafenm.gov. Request signature from: clromero@santafenm.gov
IT components (everything IT) – questions: ereview@santafenm.gov. Request signature from: edcandelaria@santafenm.gov;
Copy: zxdushdurova@santafenm.gov; lenobes@santafenm.gov;
lfworstell@santafenm.gov
Vehicles – questions: fleet@santafenm.gov. Request signature from:
dmjaramillo@santafenm.gov
Grants – questions: grants@santafenm.gov. Request signature from:
evlujan@santafenm.gov
Construction, Facilities, Furniture, Fixtures, Equipment, etc. – questions:
fmdreview@santafenm.gov. Request signature from: jsburnett@santafenm.gov
Emergency Related Purchases – questions oem@santafenm.govand. Request signature from: klmorgan@santafenm.gov
Asset over $5k – questions: accountspayable@santafenm.gov. Request signature from: jxbolden@santafenm.gov
Ensure that the current and appropriate templates and forms are used, they can be found mailto:tkduttonleyda@santafenm.gov mailto:gxayana@santafenm.gov mailto:purchasing_det@santafenm.gov mailto:mloehman@horizonsofnewmexico.org mailto:drsena@santafenm.gov mailto:clromero@santafenm.gov mailto:clromero@santafenm.gov mailto:ereview@santafenm.gov mailto:edcandelaria@santafenm.gov mailto:zxdushdurova@santafenm.gov mailto:lenobes@santafenm.gov mailto:lfworstell@santafenm.gov mailto:fleet@santafenm.gov mailto:dmjaramillo@santafenm.gov mailto:grants@santafenm.gov mailto:evlujan@santafenm.gov mailto:fmdreview@santafenm.gov mailto:jsburnett@santafenm.gov mailto:oem@santafenm.govand mailto:klmorgan@santafenm.gov mailto:accountspayable@santafenm.gov mailto:jxbolden@santafenm.gov on the intranet https://intranet.santafenm.gov/finance_1 and OpenGov https://procurement.opengov.com/governments/1784201/projects and documented procedures/laws/rules are followed.
> $20k per year, when processing this procurement, please ensure the procurement number issued by Munis and the procurement name are used in the appropriate documents and the subject of emails.
If you are processing a procurement where the forecasted amount is =/> $60k, per NMSA 1978, Section 13-1-102, the procurement method must be ITB (if you choose not to use a cooperative or an existing contract). If you feel you need to process an RFP, you must get an Authorization and Plan approved before you process.
< $20k per year, one quote is acceptable.
From $20k to $60k per year, if you aren’t using a cooperative or existing contract, you must provide 3 quotes in your req. Must use the Munis Bid Module, OpenGov, or Pavilion.
Identify your funding source and notify Purchasing.
It's essential to determine the funding source early, as it impacts the required documentation and contract language. For example, if federal funds are being used, specific federal provisions must be included in both the procurement request and the resulting contract. Notifying Purchasing of the funding source upfront ensures compliance and avoids delays.
Follow the link below to review existing price agreements, contracts, or cooperative agreements that might be applicable to this request. You might be able to use an existing price agreement/contract to save time and money.
Pavilion: Free Cooperative Contract Search for Governments (please work with Purchasing if you think you found an existing or cooperative contract that might work)
Submit via Submit Purchase Requests or the appropriate email address:
Determination requests to purchasing_det@santafenm.gov
All other requests to purchasing@santafenm.gov
Thank you for submitting this scope of work for my review.
Book time to meet with me Regards, Travis Dutton-Leyda, City of Santa Fe Chief Procurement Officer 200 Lincoln Avenue Santa Fe, NM 87501 505-629-8351 tkduttonleyda@santafenm.gov
Vendor Registration Sites and Current Procurement Opportunities:
[Current for Finances Only] https://santafenm.munisselfservice.com/vss/ [We Are Live With OpenGov] https://procurement.opengov.com/portal/santafenm https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fintranet.santafenm.gov%2Ffinance_1&data=05%7C02%7Cgxayana%40santafenm.gov%7C31ddf6ad252c4a2d25f908de3c2b77df%7C77b69f5a55ed436386164867b0bc707f%7C0%7C0%7C639014354572213920%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=aRao2Y9SwddBATMu78OVlBX0oVMVbG9e0BZAiZzP2j8%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fprocurement.opengov.com%2Fgovernments%2F1784201%2Fprojects&data=05%7C02%7Cgxayana%40santafenm.gov%7C31ddf6ad252c4a2d25f908de3c2b77df%7C77b69f5a55ed436386164867b0bc707f%7C0%7C0%7C639014354572238123%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=%2BoDdnkljnaj1dO9jrGdL%2BgAero5R32OHg2w8QLfyFU0%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.withpavilion.com%2F&data=05%7C02%7Cgxayana%40santafenm.gov%7C31ddf6ad252c4a2d25f908de3c2b77df%7C77b69f5a55ed436386164867b0bc707f%7C0%7C0%7C639014354572255203%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=BRpYLn83Qq5TkeEXD0R2jCkpE4yryHiQtVvXmt6svzs%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fprocurement.opengov.com%2Flogin&data=05%7C02%7Cgxayana%40santafenm.gov%7C31ddf6ad252c4a2d25f908de3c2b77df%7C77b69f5a55ed436386164867b0bc707f%7C0%7C0%7C639014354572271500%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=2hiqYtjYEFnxkLPvovsfoO2mtailKHT7o3HLqLsiTxY%3D&reserved=0 mailto:purchasing_det@santafenm.gov mailto:purchasing@santafenm.gov https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Foutlook.office365.com%2Fbookwithme%2Fuser%2Fe6e5a29dada746228cc27b26b5558dd1%40santafenm.gov%3Fanonymous%26ep%3Dsignature&data=05%7C02%7Cgxayana%40santafenm.gov%7C31ddf6ad252c4a2d25f908de3c2b77df%7C77b69f5a55ed436386164867b0bc707f%7C0%7C0%7C639014354572287631%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=b5zXqOA9mQVK%2FeT4vuD7YP6qwGecykykFRAJUce2TZ8%3D&reserved=0 mailto:tkduttonleyda@santafenm.gov https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fsantafenm.munisselfservice.com%2Fvss%2F&data=05%7C02%7Cgxayana%40santafenm.gov%7C31ddf6ad252c4a2d25f908de3c2b77df%7C77b69f5a55ed436386164867b0bc707f%7C0%7C0%7C639014354572304008%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=aivv4VaI7dWP4OfSzA%2B753o2yd7dqaBsepwQB2TPNFc%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fprocurement.opengov.com%2Fportal%2Fsantafenm&data=05%7C02%7Cgxayana%40santafenm.gov%7C31ddf6ad252c4a2d25f908de3c2b77df%7C77b69f5a55ed436386164867b0bc707f%7C0%7C0%7C639014354572319958%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=NyGbqR4A%2BcxtLDvs7OSc7iqTclJSqZfwgQWT0Es7tLA%3D&reserved=0
[Current] https://www.withpavilion.com/ Internal Link: https://intranet.santafenm.gov/central_purchasing_division_cpd
“A journey of a thousand miles begins with a single step” ~ Lao Tzu
From: AYANA, GUTEMA X. Contractor <gxayana@santafenm.gov> Sent: Tuesday, December 9, 2025 12:01 PM To: DUTTON-LEYDA, TRAVIS K. <tkduttonleyda@santafenm.gov>; Purchasing DET <purchasing_det@santafenm.gov> Subject: Request for Service Determination - BDD Security Services
Hi Travis, BDD is seeking to procure security guard services. Can you please provide a service Determination for this?
Thanks, Gutema CLA – Contractor https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.withpavilion.com%2F&data=05%7C02%7Cgxayana%40santafenm.gov%7C31ddf6ad252c4a2d25f908de3c2b77df%7C77b69f5a55ed436386164867b0bc707f%7C0%7C0%7C639014354572335976%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=F3IERHfmik74LCXbxJv%2BmiU1o0Yak4KUoiJooARI1jQ%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fintranet.santafenm.gov%2Fcentral_purchasing_division_cpd&data=05%7C02%7Cgxayana%40santafenm.gov%7C31ddf6ad252c4a2d25f908de3c2b77df%7C77b69f5a55ed436386164867b0bc707f%7C0%7C0%7C639014354572352028%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=jDg2AR7kUtDCKjaAqbM7QMckXjeRzbaPOJw1vY6qd64%3D&reserved=0
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