Janitorial Services for Visitor Center

The purpose of this solicitation is to establish an eight (8) year contract with a qualified vendor to provide interior custodial and/or general exterior cleaning services for TOURISM Santa Fe's Train Depot Visitor Center. Services include the items described in this Scope of Work.

Project Details

• Reference ID: FY26-ITB-089
• Department: Tourism
• Department Head: Randy Randall (Tourism Director)

Evaluation Criteria

• ITB Access and Bid Submission —

  Solicitation packets are available in the OpenGov Procurement Portal at (here):https://procurement.opengov.com/portal/santafenm/projects/254346 .

  (Anyone may view the ITB without logging in; however, you must be a registered vendor and logged in to “Create Bid.”)

  It is the Bidder's responsibility to ensure all documents are completely uploaded and submitted electronically via the https://procurement.opengov.com/portal/santafenm/projects/254346 by the Bid due date and time. Such submissions will be considered sealed. Bidders must ensure their bids are correct, accurate, and correspond with any amendments before submission. Complete and submit all required documents, including specifications, supporting materials, certificates, pricing, etc., through OpenGov as per instructions to form a complete, responsive bid (NMSA 1978, Sections 13-1-82 through 13-1-84 and 13-1-133).

  Email: procurement-support@opengov.com if you’re having difficulty on the website.

  • Procurement adenda are processed through OpenGov. If addenda are processed,
    • before bids are submitted, ensure bids reflect the relevant changes; or
    • after bids are submitted, bidders must update the bid by clicking “modify” and updating the associated area(s)* to ensure bid reflects the relavent changes.
      • *Bidders must replace the previously submitted documents if the changes affect the uploaded documents.
  • Bidders must ensure adequate time is allowed for large uploads and to fully complete bid submittal by the deadline. Bids that are not both: (1) fully complete and (2) received by the deadline will be deemed late. Further, bids that are not received by the deadline because the response was captured, blocked, filtered, quarantined, or otherwise prevented from reaching the proper destination server by any anti-virus or other security software will be deemed late.

  LATE BIDS WILL NOT BE ACCEPTED. OpenGov will not allow late submissions. The OpenGov system will be the official time for responses to be submitted.

  Individuals who require accommodation may contact the CPO or designee at least five (5) working days before the scheduled Bid Opening.

  Kristy Miera, Procurement Analyst
  City of Santa Fe
  kamiera@santafenm.gov

  Any inquiries or requests regarding this procurement should be submitted, in writing, to the OpenGov Procurement Portal: https://procurement.opengov.com/portal/santafenm/projects/254346

  Bidders may contact ONLY the Department Contact and the CPD regarding this procurement and its terminology via the OpenGov Procurement Portal. Answers and information provided by any other city employees shall not be considered official.

  Protests must be submitted in writing to the City of Santa Fe's CPO, who is the sole authority for protest review and determination per NMSA 1978, Section 13-1-172, and the Procurement Manual Section Y. Only timely, written protests delivered directly to the CPO will be considered properly submitted.

  Bidders shall promptly notify CPD – purchasing_ITB@santafenm.gov  of any ambiguity, inconsistency, or error that they may discover upon examination of this ITB. Any response made by the City will be provided in writing to all potential bidders by way of addenda or Questions and Answers; verbal responses shall not be considered official.

• Scope of Work —

  Cleaning Service (Restrooms):

  • Restrooms - clean twice per day, 7 days per week (mid-morning & mid-afternoon)
  • The cleaning supplies are covered by TOURISM Santa Fe

  General Indoor Cleaning:

  • Sweeping, vacuuming, dusting, mopping and interior windows - Three time per week
  • The cleaning supplies are covered by TOURISM Santa Fe.

  Trash Removal:

  • Trash removal - daily
  • Supplies are included by TOURISM Santa Fe.

  Exterior Cleaning:

  • Exterior windows, windowsills, benches, spills, and spot cleaning as needed.
  • Quarterly deep cleaning of exterior of building, benches, windows, windowsills and doors.
  • Supplies are included by TOURISM Santa Fe for these services

  Emergency On Call Cleaning Services:

  • Emergency on-call janitorial services as needed within a one hour response time - per incident.
• Schedule of Events —

  Issue ITB:	April 13, 2026
  Bids Due Date:	May 11, 2026, 2:00pm

• Orders and Purchase Orders (POs): —

  Under the terms and conditions of this Invitation to Bid (ITB) and any resulting contract, the City may issue Purchase Orders (POs) for the items and/or services described herein. All terms, conditions, specifications, and pricing set forth in the ITB and resulting contract are incorporated by reference and shall govern each order issued.

  Items and/or services shall be ordered in accordance with the Price Schedule. Each order issued under this contract shall reference both an order number and an authorized City PO number.

  Only written PO issued and signed by the City are valid and binding. Vendors shall not provide goods or perform services without a valid, authorized PO. Vendors are responsible for ensuring that the PO expiration date, when applicable, remains current and in effect for the duration of any services and/or delivery of goods. City POs generally expire on June 30 of each fiscal year; vendors must obtain a new, valid PO prior to continuing work beyond the expiration date.

  Items and/or services furnished under this contract shall conform to all applicable specifications, requirements, and drawings associated with the Price Schedule. Orders may identify items by reference to item numbers, descriptions, and pricing and may not fully restate all specifications; however, all applicable requirements of the ITB and resulting contract remain in effect.

• Resident and Local Preference —

  The City of Santa Fe may apply either of two bid preferences in the ITB process: 

  1. Local Business Preference – City of Santa Fe 
  2. Resident Business Preference – State of New Mexico (when the Public Works statutes apply) 

  Preferences do not apply to purchases made with federal grant funds.

  Local Business Preference – City of Santa Fe 

  The City will apply the following preferences during the ITB evaluation: 

  • 3% preference: Bidder is a resident business (with a valid certificate and located within Santa Fe city limits) 
  • 6% preference: Bidder is a resident business and includes resident business subcontractors 
  • 3% preference: Bidder is a non-resident business that uses only resident business subcontractors 

  For bids over $1,000,000, at least 50% of subcontracted work must go to resident businesses in order to qualify for the 3% or 6% preference. 

  To qualify for any local preference: 

  • Bidder must submit a valid Resident Business Certificate issued by the New Mexico Taxation & Revenue Department 
  • The certificate must show a business address within Santa Fe city limits 
  • Subcontractor relationships must be clearly described in the bid 

  The maximum local preference allowed is 6%

  Resident Business Preference – State of New Mexico 

  (Applies only when the Public Works statute — NMSA 1978, Section 13-4 et seq. — applies.) 

  If applicable, the following state-level preferences may be applied: 

  • 8% preference: Resident Contractor or Native American Resident Contractor 
  • 10% preference: Resident Veteran Contractor or Native American Resident Veteran Contractor (must have less than $6 million in gross revenue in the previous tax year) 

  To qualify: 

  • Bidder must submit a valid Resident Business Certificate issued by the New Mexico Taxation & Revenue Department 

  A bidder may not receive both a resident and a resident veteran preference. 

• Term —

  The term of the subsequent contract may be awarded for ten (10) years from the date of final approval signature.  This Contract shall not exceed 8 Years .

• City of Santa Vendor Access —

  Awarded Vendor(s) will be required to register and maintain their profile at https://cityofsantafenm.tylerportico.com/va/vendor-access. Please contact the City of Santa Vendor Registration at venreg@santafenm.gov if you have questions about this process.

   

• Pricing and Price Adjustments —

  The awarded vendor shall maintain fixed pricing for each contract year. Pricing may be adjusted no more than once per contract year and only through a written amendment mutually agreed upon by the City and the vendor. Approval of any price increase is not effective unless and until a written contract amendment is fully executed by the City. Vendors shall not invoice, charge, or receive payment at any increased pricing before the effective date of the executed amendment.

  All requests for price increases must be submitted in writing to the City of Santa Fe through the designated department contact and must be supported by verifiable documentation demonstrating that the requested increase is the direct result of demonstrable market changes impacting the vendor’s cost of goods. Requests must clearly identify and itemize each proposed increase by contract line item.

  The City reserves the right to independently verify and evaluate the basis for any requested price increase, including conducting market research, benchmarking against comparable contracts, reviewing cooperative or governmental pricing, and evaluating publicly available or commercial market data. The City is not obligated to rely solely on documentation submitted by the vendor.

  Supporting documentation shall be subject to review and approval by the City. The City’s determination regarding the sufficiency, accuracy, and acceptability of documentation and market justification shall be final and binding.

  Requested price increases exceeding ten percent (10%) per line item might not be accepted. No approved price increase shall result in an increase to the vendor’s profit margin. Approved pricing adjustments shall apply only to purchase orders issued on or after the effective date of the executed contract amendment. Price increases shall not be retroactive and shall not apply to existing orders or backorders. Orders shall be fulfilled at the pricing in effect at the time the order is received by the vendor.

  In the event the vendor’s pricing is reduced for any reason during the contract term, the City shall receive the benefit of such price reductions immediately.

  PRICE INCREASE REQUEST REQUIREMENTS:
  To facilitate prompt review, all price increase requests must include, at a minimum, the following information:

  • Contract item number
  • Current item price
  • Proposed new item price
  • Percentage of increase
  • Manufacturer or supplier documentation indicating the percentage and reason for the increase
• Insurance Requirements —

  The awarded contractor shall procure and maintain, at the contractor’s sole expense, all insurance required by this solicitation and contract, as well as any additional types of insurance that are customary, standard, or reasonably required within the contractor’s industry for the performance of the services or delivery of goods under this contract. The contractor represents and warrants that it is knowledgeable of and complies with all insurance requirements applicable to its industry and scope of work. The City’s failure to specify a particular type of insurance shall not relieve the contractor of responsibility for maintaining appropriate industry-standard coverage.

  All insurance shall be issued by insurance companies authorized to do business in the State of New Mexico and shall cover all operations performed under the contract, whether conducted by the contractor, its officers, agents, employees, or subcontractors. The contractor shall require all subcontractors to maintain insurance consistent with these requirements and is responsible for verifying compliance.

  All required insurance shall remain in full force and effect for the entire term of the contract, including any extensions, and through final acceptance of the work, as well as the removal of all equipment, personnel, agents, and subcontractors from City premises.

  The awarded contractor shall name the City of Santa Fe, its officers, officials, employees, and volunteers as Additional Insureds on all required liability insurance policies, except where prohibited by law. Coverage afforded to the City shall be primary and non-contributory with respect to any insurance carried by the City.

  Within a reasonable time after notification of tentative award, and prior to contract execution or commencement of any work, the contractor shall provide the City with certificates of insurance and required endorsements evidencing compliance with all insurance requirements of this solicitation and contract. Such documentation shall be provided promptly upon request and shall be subject to review and approval by the City. Failure to provide acceptable proof of insurance in a timely manner may result in withdrawal of the tentative award or delay in contract execution, at the City’s sole discretion.

  The City reserves the right, at any time during the contract term, to require the contractor to provide evidence of additional insurance coverage determined by the City to be reasonably necessary based on the nature of the work, changes in scope, or identified risk exposures. The City may independently verify compliance, including conducting research or benchmarking against industry standards.

  All insurance policies shall provide that coverage shall not be canceled, materially reduced, or allowed to expire without at least thirty (30) days’ prior written notice to the City.

  The procurement and maintenance of insurance by the contractor shall not be construed as limiting the contractor’s liability or obligations under the contract.

• Bid Opening —

  Bid opening will be conducted via Microsoft Teams as follows:

  Date: Monday, May 11, 2026

  Time: 2:00 pm Mountain S/D Time (US and Canada)

  Web Address:  Link to Microsoft Teams Bid Opening

• Conditions —

  The conditions and specifications set out in this ITB are inseparable and indivisible. Any Bidder, by submitting a bid, agrees to be bound by all such conditions and/or specifications. All conditions and specifications in the ITB, and all other documents required to be submitted, shall be submitted by the Bidder in their bid package. Failure to do so or any attempt to vary or change the conditions or specifications of the ITB shall, at the discretion of the City of Santa Fe, constitute grounds for rejection of the entire bid.

• Total Compensation —

  The prices quoted herein represent the total compensation to be paid by the City of Santa Fe for goods and/or services provided. It is understood that the Bidder providing said goods and/or services to the City of Santa Fe is responsible for payment of all costs of labor, equipment, tools, materials, federal taxes, permits, licenses, fees, travel/lodging and any other items necessary to complete the work provided. The prices quoted in this Contract include an amount sufficient to cover such costs. When bidding, enter the amounts for the respective bid item unit prices to a maximum of three (3) decimal places.

  The Awarded Contractor shall be considered an independent entity and not an employee of the City of Santa Fe. The Department shall provide directions regarding the time and place of performance and compliance with rules and regulations required by this Contract.

  All interested Bidders, at a minimum, must be able to provide the products and/or services identified within the scope of work of this ITB.

  IMPORTANT:  NO ADDITIONAL TERMS AND/OR CONDITIONS WILL BE ACCEPTED

• Rejection of Bids —

  The CPO or designee shall have the right to reject any or all bids, and to reject a bid not accompanied by the data required by this ITB, or a bid which is in any way incomplete or irregular.

• Brand Name or Equal, NMSA 1978, Section 13-1-34 —

  Where a brand name or equal is indicated, it is for the purpose of describing the standard of quality, performance, and characteristics desired and is not intended to restrict competition.

  If bidding “equivalent” bidders must be prepared to furnish “complete data” upon request, preferably with bid, to avoid delay in award.

• Brand Name Specifications, NMSA 1978, Section 13-1-33 —

  May be authorized ONLY if required to match existing equipment and is determined by the CPO, to be in the best interest of the City.

• Prohibit Bidding —

  If any Bidder is of the opinion that the specifications as written preclude them from submitting a bid on this ITB, it is requested that his opinion be made known to the CPO or designee, in writing, at least seven (7) days prior to the bid opening date.

• Responsible Bidder —

  Bidders must, upon request of the CPO or designee, provide information and data to prove that the financial resources, production of service facilities, service reputation and experience are adequate to make satisfactory delivery of the materials and/or services. During the course of the contract, the CPO, designee, and Department Contact reserves the right to require a Bidder to furnish a Performance Bond prior to award, where the Bidder is unable to furnish the required information or data, or for other reasons which would ensure and insure proper performance by the Bidder.

• Samples —

  Unless otherwise indicated in the bid specifications, samples of the items, when required, shall be given without the expectation of compensation. Samples not destroyed or mutilated in testing may be returned upon request, at Bidders expense.  Each sample must be labeled to clearly show the bid number and item number that it pertains to. Unsolicited bid samples or descriptive literature, which is submitted at the Bidder’s risk, will not be returned.

• Bid Tabulations —

  If applicable, bid tabs will be created by and available on the OpenGov Procurement Portal after the Bid Opening Date.

  To avoid errors or misunderstandings, bids must be acuratly typed in the OpenGov (PRICE SCHEDULE). Any corrections or changes must be made in OpenGov before the scheduled Bid Opening date and time. Failure to do so may result in rejection of the bid. Modifications must occur before the scheduled bid opening for consideration; no bid modifications allowed post-opening. Bidders reporting mistakes may withdraw bids prior to the submission due date.

  Awards will be made to the lowest responsive and responsible bidder as determined by an evaluation of pricing in accordance with the specifications, terms, and conditions of this solicitation. Pricing may be evaluated in a manner that best reflects industry standards and the operational needs of the City, including but not limited to unit pricing, extended pricing, estimated usage, historical usage, anticipated demand, total cost of ownership, and lifecycle costs.

  The City may evaluate items individually or in the aggregate and may consider extended quantities over the anticipated contract term where usage varies by item. Certain items may be required in high volumes while others may be needed in limited quantities, and evaluation may reflect these differences to determine the overall best value to the City.

  The City reserves the right to award the entire bid, by groups, by individual items, or by any combination thereof, as determined to be in the best interest of the City.

  CPO may waive irregularities and recommend award serving City's best interest.

  F.O.B. Destination requires delivery to the department location before ownership transfers. Any exception may deem bid non-responsive.

  Visit the linked website for instructions (search vendor guides): https://opengov.my.site.com/support/s/procurement

• Living Wage or Minimum Wage —

  Compliance with the City of Santa Fe and Santa Fe County’s Living Wage or Minimum Wage Rate Ordinances. The vendor must comply with the current living wage rate and requirements https://santafenm.gov/search-results?keywords=living+wage .

Submission Requirements

• Price Schedule (required) —

  Please download the below documents, complete, and upload.

• Financial Interest (required) —

  All Bidders must notify the CPO or designee if any employee(s) of the requesting Department or CPD have a financial interest in the Bidder.

• Specify by name (required)
• NM Gross Receipts Tax # (NMBTIN) (required)
• Payment Terms (required) —

  typically, Net 30 and Net 21 for construction. Discount provided if paid earlier than 30 days:

  (Discount will not be considered in computing the low bid, see “Terms and Conditions”)

• Contractor's Delivery (required) —

  (May be considered in the award)

• 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.

• 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.
• Term of Agreement (required)
• Contract shall not exceed (required) —

  Answer Format: four (4) ten (10) years