Insurance Broker Services

In accordance with Section 23 of the JPA, the Buckman Direct Diversion Board (BDDB) is procuring Broker Services for professional liability, property insurance, general liability, fire and extended insurance coverage. The selected Broker shall provide comprehensive brokerage, advisory, and risk management services to the BDDB.  The Broker will act as the BDDB’s representative in the insurance marketplace, responsible for designing, marketing, and placing a complete insurance program that adequately protects BDDB’s assets, staff, and operations. The Broker will be expected to solicit and evaluate competitive proposals from qualified insurers, negotiate renewals and placements, and ensure that the BDDB receives the best possible coverage, terms, pricing.

Background

The BDDB is a joint entity formed under a Joint Powers Agreement (JPA) by and between the City of Santa Fe (CITY) and Santa Fe County (County) dated March 7, 2005.  The BDDB oversees the Buckman Direct Diversion (BDD) Project which diverts water from the Rio Grande for delivery to the City, County and the Las Campanas development.

The BDDB maintains several facilities for the delivery of water service. The service area diverts water from the Rio Grande for a distance of 13 miles to the BBD plant. The plant capacity is 18.3 million gallons per day (MGD) at peak, 8 million gallons of pre-sedimentation, 15 million gallons at water treatment, 4 million gallons of water storage, and up to 10 million gallons of treated water at the pump stations.  The BDD Project facilities include, but are not limited to, screened river intake, raw and treated water pipelines, low lift pump station, sediment removal facility, booster stations, 13 total acres with solar facilities and 32 acres of habitat restoration. The BDDB employs approximately 33 employees in operations, administration, safety, regulatory and maintenance.

Operations of the facility began May 2, 2011. Operations are fully funded by the City, County,

and Las Campanas entities who are billed pursuant to the Facility Operations and Procedures Agreement (FOPA) dated October 16, 2006.  Specified insurance is required in Section 23 of the JPA Agreement which will be designed, placed and serviced by the selected broker.

The BDDB oversees the BDD Project, a critical infrastructure system that diverts water from the Rio Grande for use by the City, County, and the Las Campanas development.

The BDD Project includes:

• A 13-mile water conveyance system from the Rio Grande to the BDD plant.
• Treatment and storage facilities with capacities of:
• 18.3 MGD (peak capacity),
• 8 MGD (pre-sedimentation),
• 15 MGD (treatment),
• 4 MGD (storage),
• Up to 10 MGD (treated water at pump stations).
• Key infrastructure components: river intake, raw/treated water pipelines, pump stations, sediment removal facilities, booster stations, solar facilities (13 acres), and habitat restoration areas (32 acres).
• A workforce of approximately 33 employees across operations, maintenance, safety, administration, and regulatory compliance.

Project Details

• Reference ID: FY26-RFP-026
• Department: Buckman Direct Diversion
• Department Head: Brad Prada (Facilities Manager)

Important Dates

• Questions Due: 2026-04-28T23:00:29.741Z
• Answers Posted By: 2026-04-29T23:00:09.879Z
• Pre-Proposal Meeting: 2026-04-27T16:00:58.100Z — Teams: https://teams.microsoft.com/meet/27282133497668?p=ANS8cmRPaApX9zv9Ym

Evaluation Criteria

• Scope/Level of Expertise Plan (SC/LE) (35 pts) —

  The Scope/Level of Expertise Plan is to allow Offerors to differentiate themselves based on their technical capabilities and understanding of the BDDB’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.

• Value Added Plan (VA) (5 pts) —

  This section allows Offerors to present industry standards, innovative solutions, or unique services that the BDDB 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 BDDB, with or without changes to cost or revenue.

• Cost Proposal (35 pts) —

  Offerors should prepare and submit cost proposals and breakout. Pricing 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.

• Interview (25 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.

• Local Preference (3 pts) —

  To ensure adequate consideration and application of NMSA 1978, Section 13-1-21, Offerors MUST include a copy, in this section, of its NM Resident preference certificate, as issued by the New Mexico Taxation and Revenue Department. The city will apply the applicable preference based on the funding source. Meaning, if City funds are going to be used, we will apply the City’s preference, if state funds are going to be used, we will apply the state’s preference, and if federal funds are going to be used, we will not apply the preference.

• Local Preference with Local Subcontractors (6 pts) —

  To ensure adequate consideration and application of NMSA 1978, Section 13-1-21, Offerors MUST include a copy, in this section, of its NM Resident preference certificate, as issued by the New Mexico Taxation and Revenue Department. The city will apply the applicable preference based on the funding source. Meaning, if City funds are going to be used, we will apply the City’s preference, if state funds are going to be used, we will apply the state’s preference, and if federal funds are going to be used, we will not apply the preference.

Submission Requirements

• Campaign Contribution Disclosure Form (required) —

  Please download the below documents, complete, and upload.

• Conflict of Interest Statement Acknowledgement (required) —

  The City of Santa Fe, on behalf of the Buckman Direct Diversion Board (BDDB), maintains a policy to prevent personal or organizational conflicts of interest, or the appearance thereof, in the solicitation, 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 Insurance Broker Services, 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 Insurance Broker Services. For the duration of this firm’s involvement in the Insurance Broker 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 Insurance Broker Services contract.

  I certify that this firm will keep all Insurance Broker 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 Insurance Broker Services contract. I understand that if this firm leaves this Insurance Broker 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 Insurance Broker 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 Insurance Broker 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 - 5.15. 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 Metrics (required) —

  Please download the below documents, complete, and upload.

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

  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)

  Maximum response length: 3000 characters

• 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. (Insert the word "None" if there are no value added items and upload the form)

• Project Cost Proposal (required) —

  Please download the below documents, complete, and upload.

• Reference List (required) —

  Please download the below documents, complete, and upload.

• Clarification —

  Offeror may download the document below for informational purposes.

• Weekly Risk Reporting System Guide —

  Offeror's may download the document below for informational purposes.

• Sample Contract —

  Please download the below documents, complete, and upload.

• Contract Red-Lined Edits (required) —

  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.

  (Upload document stating "no changes" or upload redlined contract)

• Preference Certificate (required) —

  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) or upload a document stating "No Preference)

• 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.