Archival/Appraisal Services at Midtown Campus

The City of Santa Fe, through its Central Purchasing Division and Metropolitan Redevelopment Agency, seeks qualified vendors to provide professional archival appraisal services for collections housed in the Greer Garson Theater and Fogelson Library at Midtown Campus. This Request for Proposals (RFP) requires the selected vendor to assess the historical, cultural, and monetary value of archival materials spanning performing arts, institutional and local history, and special collections tied to the legacy of the former Santa Fe University of Arts and Design. Key deliverables include a preliminary assessment report due within six weeks of project start, a complete inventory database with detailed condition documentation and digital photography, a final appraisal report with historical significance assessments and preservation recommendations, and an in-person or virtual presentation of findings to stakeholders. Vendors with demonstrated experience in performing arts archives, academic library collections, or Southwest regional history are especially encouraged to apply. The evaluation process uses weighted criteria: scope and level of expertise (45%), value-added plans (5%), cost proposal (40%), and interview performance (10%). Critical deadlines include a pre-proposal meeting on April 22, 2026 at 10:00 AM, a written questions deadline of April 23, 2026 at 5:00 PM, proposal submission by April 28, 2026 at 3:00 PM via electronic submission through OpenGov, blind evaluations on April 30, 2026, interviews on May 7, 2026, and anticipated contract award by June 30, 2026.

Vendors must comply with the City's Living Wage Ordinance and submit required documentation including a Campaign Contribution Disclosure Form, Conflict of Interest Statement, and Non-Collusion Affidavit. Certified New Mexico resident businesses may receive local preference points ranging from 3% to 6% through a NM Resident Business Preference Certificate. The RFP is a single-award procurement exclusively for the two contracting parties, and vendors must submit anonymous project capability submittals using provided templates without identifying information, along with separate cost proposals and reference lists. The City reserves the right to reject any or all proposals, cancel the RFP, request Best and Final Offers, or negotiate terms during the clarification phase. No work may commence until the City issues a Purchase Order following contract execution and approval by the City Manager or Governing Body, depending on contract amount. No budget range or award value is specified in the available documentation.