Comprehensive Disaster Services

The purpose of the Request for Proposals (RFP) is to solicit sealed proposals to establish a contract through competitive negotiations for the procurement of an On-Call contract with one or more Consultant(s) who will, as needed, provide a wide range of disaster preparedness, response, mitigation, and recovery professional services.

Background

The Emergency Management Department (EMD) periodically requires specialized professional services to support emergency preparedness, response, mitigation, and recovery activities that exceed the capacity of existing staff resources. The City regularly receives significant state and federal grant funding, as well as city funds, for emergency management initiatives. Continued federal, state, and local funding opportunities are anticipated in the future. However, EMD operates as a small department with wide-ranging responsibilities across the entire emergency management cycle. Establishing federally compliant on-call contracts in advance enables EMD to efficiently manage individual grant-funded projects while ensuring compliance with federal procurement requirements and maximizing the effective use of available funding.

Project Details

• Reference ID: FY26-TRFP-102
• Department: Emergency Management
• Department Head: Kyle Morgan (Director)

Important Dates

• Questions Due: 2026-07-07T23:00:00.000Z
• Answers Posted By: 2026-07-09T23:00:00.000Z
• Pre-Proposal Meeting: 2026-07-01T16:00:00.000Z — https://gcc02.safelinks.protection.outlook.com/ap/t-59584e83/?url=https%3A%2F%2Fteams.microsoft.com%2Fmeet%2F274215832462435%3Fp%3DZiY4BwP5ae4ck01usN&data=05%7C02%7Ckssanchez%40santafenm.gov%7C6c12b3387a8b4f1aef0908decca3d66e%7C77b69f5a55ed436386164867b0bc707f%7C0%7C0%7C639173201197126561%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=2NnxQ0fyZRPmkHMDknTmRTP%2FEYkXNRxDRogcUJbllF8%3D&reserved=0

Evaluation Criteria

• Organizational Experience (500 pts) —

  Points will be awarded based on the thoroughness and clarity of Offeror’s response in this Section. The Evaluation Committee will also weigh the relevancy and extent of Offeror’s experience, expertise and knowledge; and of personnel education, experience and certifications/licenses. In addition, points will be awarded based on Offeror’s candid and well-thought-out response to successes and failures, as well as the ability of the Offeror to learn from its failures and grow from its successes.

• Organizational References (100 pts) —

  Points will be awarded based upon an evaluation of the responses to a series of questions on the Organizational Reference Questionnaire. Offeror will be evaluated on references that show positive service history, successful execution of services and evidence of satisfaction by each reference. References indicating significantly similar services/scopes of work and comments provided by a submitted reference will add weight and value to a recommendation during the evaluation process. Points will be awarded for each individual response up to 1/3 of the total points for this category. Lack of a response will receive zero (0) points.

• Interview/Presentations (100 pts) —

  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.

• Cost Proposal (300 pts) —

  Cost will be measured by hourly rate schedules for key personnel anticipated to complete work under this contract, or where relevant, lump sums for project types where a defined scope and deliverable can be reasonably anticipated.

Submission Requirements

• 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. 
• Campaign Contribution Disclosure Form (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 Consultant, 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 Consultant and known key personnel needs to describe the conflict.

  The Consultant agrees that, if after award, an organizational conflict of interest is discovered, the Consultant makes an immediate and full written disclosure to the City that includes a description of the action that the Consultant  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 Consultant  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 Comprehensive Disaster Services. For the duration of this firm’s involvement in the Comprehensive Disaster Services 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 Comprehensive Disaster Services contract.

  I certify that this firm will keep all Comprehensive Disaster 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 Comprehensive Disaster Services contract. I understand that if this firm leaves this Comprehensive Disaster 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 Comprehensive Disaster 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 Comprehensive Disaster 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) —

  Please download the below documents, complete, and upload.

• Federal Documents —

  These federal documents are for informational purposes only.

• Federal Documents (required) —

  Have you read and understand the federal requirements for this solicitation?

• TECHNICAL SPECIFICATIONS (required) —

  Offeror must upload their Technical Proposal (response to Organizational Experience, & Local Preference (if applicable)) here. 

• Organizational Reference Questionnaire (required) —

  Provide a list of a minimum of three (3) references from similar projects performed for private, city, state, or large local government clients within the last ten (10) years.

  Offeror shall include the following Business Reference information as part of its proposals:

  1. 2. 1. Client name;
        2. Project description;
        3. Project dates (starting and ending);
        4. Technical environment (i.e., river water intake);
        5. Staff assigned to reference engagement that will be designated for work per this RFP; and
        6. Client project manager name, telephone number, fax number and email address.

  Offerors will upload the above information either in a Word document or an Excel spreadsheet. Then, the Offeror will download the Organizational Reference Questionnaire and send it to the business references listed as instructed above. The listed businesses must submit the Questionnaire directly to the designee identified in the Questionnaire. The businesses must not return the completed Questionnaire to the Offeror.

• Cost Proposal (required) —

  Please download the below documents, complete, and upload.

• Sample Contract —

  Please download the below documents, complete, and upload.

• Redlined Contract (required) —

  The City discourages exceptions from the contract terms and conditions as set forth in the RFQ Draft Contract. Should an Offeror object to any of the terms and conditions as set forth in the RFQ 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 in this question 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.

   

• Redlined Contract (required)
• Do you understand that your Proposal may be disqualified if you fail to meet any of the RFP's requirements? (required)
• Brief Description of Service(s)/Product(s) (required)
• 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.