Archival/Appraisal Services at Midtown Campus

The City seeks qualified vendors to provide professional archival appraisal services for the collections housed in the Greer Garson Theater and Fogelson Library located at Midtown Campus. This project aims to establish a comprehensive appraisal of archival materials spanning performing arts, institutional and local history, and special collections held at both facilities. The selected vendor will assess the historical, cultural, and monetary value of these materials, delivering documentation that supports long-term preservation planning, donor stewardship, and informed collection development decisions.

This engagement represents a meaningful opportunity to contribute to the stewardship of institutional and cultural significance tied to the legacy of the former Santa Fe University of Arts and Design. Vendors with demonstrated experience in performing arts archives, academic library collections, or Southwest regional history are especially encouraged to apply.

Background

The importance of this project lies in the value and preservation of the collections that are currently housed in the Greer Garson Theater and Fogelson Library. Since both buildings have been closed since 2018, there are specific challenges related to the storage conditions, preservation methods, and the assessment of the value the overall collection. This work is a critical first phase before building upgrades and pre-construction activities can begin on site.

Project Details

• Reference ID: FY26-RFP-086
• Department: Metropolitan Redevelopment Agency
• Department Head: Daniel Hernandez (Director)

Important Dates

• Questions Due: 2026-04-23T23:00:00.000Z
• Answers Posted By: 2026-04-24T23:00:00.000Z
• Pre-Proposal Meeting: 2026-04-22T16:00:00.000Z — https://teams.microsoft.com/meet/28352789974688?p=LsL3TDaQQziFxC3t93

Evaluation Criteria

• Scope/Level of Expertise (45 pts) —

  Factor will be scored on a scale of 1, 5, or 10.

  Evaluation will be based on how well the Offerors were able to differentiate themselves based on their technical capability, understand the City’s specific needs, and can accomplish the subject project with the Scope defined by past experiences on similar projects. In addition to completing the Performance Metrics table, a brief narrative explaining their proposed performance metrics and describing how their capabilities and proven track record align with or exceed the City's sample benchmarks. The Evaluator's will also look for any significant differences, unique strengths or advantages highlighted, and a high-level summary of their proposal was provided to ensure the selection committee can quickly grasp the key aspects of their approach and qualifications.

  • • 10 = Offeror uses verifiable performance metrics [VPM] to prove they can do subject project requirement with proposed scope.
    • 5 = Cannot determine if contractor has expertise or understands requirement. Vague, requires decision making to identify expertise, incomplete, or unclear information was given to know the vendor’s level of performance
    • 1 = Level of Expertise/Scope Claim doesn’t meet project requirements.
    • 0 = Nothing was provided
• Value Added Experience / Plan (5 pts) —

  Factor will be scored on a scale of 1, 5, or 10.

  Where applicable, the offeror should identify: 1) what the City may have excluded or omitted from its scope; and 2) how these options or ideas have been successful through verifiable performance information of previous projects. The offeror should list the cost and time impact of its options or ideas. All cost and revenue impacts associated with these Value-Added options.

  • • 10 = Offeror has offered increased value for city supported by performance metrics.
    • 5 = Offeror ability to add value is questionable.
    • 1 = Offeror decreases value to the city supported by performance metrics. 
    • 0 = Nothing was provided
• Cost (40 pts) —

  Cost is evaluated on each proposal's cost is prorated against the lowest cost proposal.

• Interview (10 pts) —

  Interviews will be evaluated based on presentation and knowledge of the scope of work.

• Local Preference (6 pts) —
  • 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%.

Submission Requirements

• Campaign Contribution (required) —

  Please download the below documents, complete, and upload.

• Conflict of Interest Statement Acknowledgement (required) —

  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 to the Archivist/Appraiser and contractor, each key personnel 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 and the CFR. Each key personnel must also certify that there is no conflict of interest with the Project. If there is a conflict with the Project, then the contractor and known key personnel needs to describe the conflict.

  The offeror agrees that, if after award, an organizational conflict of interest is discovered, individuals who are aware of the conflict make an immediate and full written disclosure to the City that includes a description of the action that the contractor 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 contract for the Project. If the contractor 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.

  By clicking "Please confirm" below, 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 the awarded Archivist/Appraiser. For the duration of this firm’s involvement in the Archivist/Appraiser contract, 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 a bidder and/or Offeror on the Archivist/Appraiser contract.

  I certify that this firm will keep all Archival/Appraisal Services 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 Archival/Appraisal Services contract. I understand that if this firm leaves this Archival/Appraisal Services contract before it ends, this firm must keep all contract information confidential. I agree to follow any instructions provided by the City relating to the confidentiality of the Archival/Appraisal Services contract information. I fully understand that any unauthorized disclosure made by this firm may be a basis for civil or criminal penalties. I agree to advise the City’s Procurement Officer, at 505-955-6432 immediately in the event that I or another person within this organization either learn or have reason to believe that any person who has access to the Archival/Appraisal Services contract confidential information has or intends to disclose that information in violation of this agreement.

  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.

• Non-Collusion Affidavit Acknowledgement (required) —

  I affirm:

  1. I am fully informed respecting the preparation and contents of the attached proposal and of all pertinent circumstances respecting such proposal.
  2. Such proposal is genuine and is not a collusive or sham proposal.
  3. Neither the said Offeror nor any of its officers, partners, owners, agents, representatives,  employees or parties in interest, including this affiant, has in any way colluded, conspired, connived or agreed, directly or indirectly with any Offeror, firm or person to submit a collusive or sham proposal in connection with the Contract for which the attached proposal has been submitted or to refrain from offering a proposal in connection with the Contract, or has in any manner, directly or indirectly, sought by agreement or collusion or communication or conference with any other Offeror, firm or person to fix the price or prices in the attached proposal or of any other Offeror, or to fix any overhead, profit or cost element of the proposal or the offer price of any other Offeror, or to secure through any collusion, conspiracy, connivance or unlawful agreement any advantage against the Mayor and Council of City of Santa Fe, New Mexico or any person interested in the proposed Contract; and
  4. The price or prices quoted in the attached proposal are fair and proper and are not tainted by any collusion, conspiracy, connivance or unlawful agreement on the part of the Offeror or any of its agents, representatives, owners, employees, or parties in interest, including this affiant. I do solemnly declare and affirm under the penalties of perjury that the contents of this affidavit are true and correct.

  In the box below put in the answers to the blanks in the following sentence: I hereby affirm that I am the ___(Put your job title below) and the duly authorized representative of ___ (Put Organization name below) whose address is ___(Put address of the organization below) and that I possess the legal authority to make this affidavit on behalf of myself and the firm for which I am acting.

• Proposal Cover Page, Declaration and Checklist —

  Respond to Questions 1 through 8 to complete the Proposal Cover page

• NM Business Tax Identification Number (NMBTIN) fka CRS
• Identify the individual(s) authorized by the organization to contractually obligate to queries on behalf of this Offeror: (required) —

  Please provide the following:

  • Name
  • Title
  • Email
  • Telephone Number
• Identify the individual(s) authorized by the organization to negotiate to queries on behalf of this Offeror: (required) —

  Please provide the following:

  • Name
  • Title
  • Email
  • Telephone Number
• Identify the individual(s) authorized by the organization to clarify/respond to queries on behalf of this Offeror: (required) —

  Please provide the following:

  • Name
  • Title
  • Email
  • Telephone Number
• Will you require the use of subcontractors? (required)
• Subcontractors (required) —

  Please provide a list of subcontractors who will be used in the performance of any resultant contract.

• Describe any relationship with any entity (such as the City of Santa Fe, State Agency, reseller, etc. that is not a subcontractor(s) listed above), if any, which will be used in the performance of any resultant contract. (required) —

  N/A, None, Does not apply, etc. are acceptable responses to this item.

• RFP Acknowledgement (required) —

  By clicking "Please confirm" 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, 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 "Evaluation" of this RFP; and
  • I acknowledge receipt of all amendments to this RFP, if any. 
• Key Personnel Lead Information (required) —

  Please provide the Key Personnel Lead information here.

• Proposal Response —

  The Offeror must complete questions 5.1 - 5.14. Failing to answer when required, upload required documents or answering “No” to any of the questions may result in disqualification.

• Is your PC Submittal (Questions 5.6 - 5.8) a total of 3 pages or less (1 page maximum per document)? (required)
• Do you understand that your PC Submittal will NOT contain any names, past projects, or information that may be used to identify who your firm is? (required)
• Do you understand that you must use the PC Submittal templates provided in this RFP and that you are NOT allowed to re-create the PC Submittal Templates (cannot alter font size, add colors, add pictures, etc.) or handwrite your responses? (required)
• Do you understand that the contents of PC Submittal will become part of the Contract? (required)
• Do you understand that your Proposal may be disqualified if you fail to meet any of the above requirements? (required)
• Scope/Level of Expertise Plan (SC/LE) Metrics (required) —

  Offerors must use this template. Please download the below documents, complete, and upload.

• Offerors should provide a brief narrative explaining their proposed metrics. —

  The narrative should describe how their capabilities and proven track record 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. (1 page maximum)

• Value Added Plan (VA) (required) —

  The purpose of the Value-Added Plan is to provide offerors with an opportunity to identify any value-added options or ideas that may benefit the City at a change in cost or revenue. These options or ideas may also be referred to as additional or optional services. Where applicable, the offeror should identify: 1) what the City may have excluded or omitted from its scope; and 2) how these options or ideas have been successful through verifiable performance information of previous projects. The offeror should list the cost and time impact of its options or ideas.

  All cost and revenue impacts associated with these Value-Added options must NOT be included in the proposed base Cost.

  Please download the below documents, complete, and upload.

• Project Cost Proposal (required) —

  Please download the below documents, complete, and upload.

• Reference List (required) —

  The City of Santa Fe CPD has established the following Reference check guidelines to ensure that references are checked correctly and consistent for offerors that are being moved onto the clarification phase and could be awarded a contract/agreement.

  There are designated areas on both the Scope/Level of Expertise Plan and Value-Added Plan where performance claims are supported by an indicated reference on this form. 

  Please download the below documents, complete, and upload.

• Clarification Phase Guide —

  The Clarification Guide is provided for information only. No response is required

• Draft Contract —

  Sample Contract for informational purposes only. The City discourages exceptions from the contract terms and conditions as set forth in the RFP Draft Contract. Such exceptions may cause a proposal to be rejected as nonresponsive when, in the sole judgment of the City (and its evaluation team), the proposal appears to be conditioned on the exception, or correction of what is deemed to be a deficiency, or an unacceptable exception is proposed which would require a substantial proposal rewrite to correct.
  Should an Offeror object to any of the terms and conditions as set forth in the RFP Draft Contract strongly enough to propose alternate terms and conditions in spite of the above, the Offeror must propose red-lined specific alternative language and upload that document as an attachment. The City may or may not accept the alternative language. 

• Contract Red-Lined Edits —

  The City discourages exceptions from the contract terms and conditions as set forth in the RFP Draft Contract. Should an Offeror object to any of the terms and conditions as set forth in the RFP Draft Contract strongly enough to propose alternate terms and conditions in spite of the above, the Offeror must propose specific alternative language.

  Failure to propose any alternate terms and conditions during the procurement process (the RFP process prior to selection as successful Offeror) is an explicit agreement by the Offeror that the contractual terms and conditions contained herein are accepted by the Offeror. No proposed alternate terms and conditions will be considered later during the negotiation process.

• Preference Certificate —

  Please upload a NM Resident Business Preference Certificate (The certificate will be from NM Taxation and Revenue but is NOT a tax certificate. It will specifically say RESIDENT BUSINESS Certificate)

• Brief Description of Service(s)/Product(s) (required)
• Piggyback Clause (required) —

  Select Yes to permit other government entities to use the resulting contract. Select No if you do not wish to authorize use of the resulting contract by other government entities.

• Award of Contract - Number of Vendors (required) —

  Select Option 1 if you are only awarding ONE vendor.

  Select Option 2 if you are awarding MULTIPLE vendors.

• Resulting award for contract (required)
• Which apply to your project? (required)
• Pre-Proposal Meeting Attendance Required? (required)
• Address for Site Visit (required)
• Will this project be federally funded? (required)
• Pricing (required) —
  • Choose Option 1 when you have set line items, for example:
    • This is a quote for goods or commodities.
    • This is a public works bid, with a pricing table that can be uploaded into OpenGov Procurement from an Excel spreadsheet.
    • Seeking services for hourly rate schedules.
  • Choose Option 2 when you need vendors to provide you with the line items.