PW - 2026-0186-PW RFP Landscape Architectural Design Romero Pk Phase 3 ADDENDUM NO. 1

SANTA FE COUNTY
PUBLIC WORKS DEPARTMENT
REQUEST FOR PROPOSALS (RFP)
Landscape Architectural Design Services for
Romero Park Phase III
NM Commodity Code(s): 90672, 90610, 90625
RFP No. 2026-0186-PW/JL
February 2026

RFP No. 2026-0186-PW/JL
TABLE OF CONTENTS
PAGE NO.
I. ADVERTISEMENT .......................................................................................................4
II. INTRODUCTION ...........................................................................................................5
A. PURPOSE OF THIS REQUEST FOR PROPOSAL ............................................5
B. GENERAL PROJECT INFORMATION ..............................................................5
C. SCOPE OF WORK ................................................................................................6
D. INSURANCE REQUIREMENTS ........................................................................7
E. PROCUREMENT SPECIALIST ...........................................................................7
F. DEFINITION OF TERMINOLOGY .....................................................................8
III. CONDITIONS GOVERNING THE PROCUREMENT...............................................10
A. SEQUENCE OF EVENTS ..................................................................................10
B. EXPLANATION OF EVENTS ...........................................................................11
1. Issuance of RFP ...........................................................................................11
2. Pre-Proposal Conference ............................................................................11
3. Acknowledgement of Receipt Form Due ...................................................11
4. Deadline to Submit Additional Written Questions .....................................11
5. Response to Written Questions ...................................................................11
6. Submission of Proposals .............................................................................12
7. Proposal Evaluation ....................................................................................12
8. Selection of Finalists ...................................................................................12
9. Best and Final Offers from Finalists (If applicable) ...................................13
10. Oral Presentations by Finalists (If applicable) ...........................................13
11. Contract Negotiations .................................................................................13
12. Contract Award ..........................................................................................13
13. Right to Protest ...........................................................................................13
C. GENERAL REQUIREMENTS ...........................................................................14
1. Acceptance of Conditions Governing the Procurement ............................14
2. Incurring Cost ............................................................................................14
3. Prime Contractor Responsibility ...............................................................14
4. Subcontractors ...........................................................................................14
5. Amended Proposals ...................................................................................14
6. Offerors' Rights to Withdraw Proposal ....................................................14
7. Proposal Offer Firm ..................................................................................15
8. Disclosure of Proposed Contents ..............................................................15
9. No Obligation ............................................................................................15
10. Termination ...............................................................................................15
11. Sufficient Appropriation ...........................................................................16
12. Legal Review ............................................................................................16
13. Governing Law .........................................................................................16
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RFP No. 2026-0186-PW/JL
14. Basis for Proposal ....................................................................................16
15. Contract Terms and Conditions ...............................................................16
16. Contract Deviations .................................................................................16
17. Offeror Qualifications ..............................................................................16
18. Right to Waive Minor Irregularities ........................................................17
19. Change in Contractor Representatives .....................................................17
20. Notice .......................................................................................................17
21. County Rights ..........................................................................................17
22. Right to Publish .......................................................................................17
23. Ownership of Proposals .........................................................................17
24. Electronic Mail Address Recommended .................................................17
25. Preference in Procurement by Santa Fe County ......................................18
26. Double-Sided Documents ........................................................................19
27. Living Wage ............................................................................................19
IV. RESPONSE FORMAT AND ORGANIZATION ........................................................20
A. NUMBER OF RESPONSES ...............................................................................20
B. NUMBER OF COPIES .......................................................................................20
C. PROPOSAL FORMAT .......................................................................................20
1. Proposal Organization ...............................................................................20
2. Letter of Transmittal ..................................................................................21
V. SPECIFICATIONS .......................................................................................................22
A. INFORMATION .................................................................................................22
1. Time Frame ...............................................................................................22
B. EVALUATION CRITERIA ................................................................................22
1. Specialized Design and Technical Competence ........................................22
2. Evidence of Understanding Scope of Work ..............................................22
3. Capacity and Capability ............................................................................22
4. Past Record and Performance ...................................................................23
5. Proximity to/or Familiarity with Site Location .........................................23
6. New Mexico Produced Work ....................................................................23
7. Volume of Work Previously Done ............................................................23
VI. EVALUATION OF PROPOSALS ...............................................................................24
A. EVALUATION SCORING .................................................................................24
B. EVALUATION PROCESS .................................................................................25
APPENDICES
A. Acknowledgement of Receipt Form ....................................................................26
B. Campaign Contribution Disclosure Form ............................................................27
C. Resident Veterans Preference Certification .........................................................30
D. Volume of Work Previously Done ......................................................................31
E. Sample Agreement ...............................................................................................32
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RFP No. 2026-0186-PW/JL
I. ADVERTISEMENT
SANTA FE COUNTY
LANDSCAPE ARCHITECTURAL DESIGN SERVICES FOR
ROMERO PARK PHASE III
RFP NO. 2026-0186-PW/JL
Santa Fe County requests proposals from qualified offerors to provide Landscape Architectural
Design Services for the Romero Park Phase III Improvements. All proposals submitted shall be
valid for ninety (90) days subject to action by the County. Santa Fe County reserves the right to
reject any and all proposals in part or in whole. All proposals must be received by 2:00 PM on
March 27, 2026, and shall be submitted electronically utilizing Dropbox. No hard copy
submissions will be accepted. Please utilize this link to upload your proposal submission:
https://www.dropbox.com/request/fq0GnFXF79Qzubs3MTqy
A Pre-Proposal Conference will be held at 10:00 AM on February 26, 2026, online via Teams
using link provided below meeting number 226 729 242 403 84 Passcode: 83gd3v6v or by calling
(773) 352-2011 meeting number: 599584157#, phone conference ID: 808 684 845# .Attendance
is not mandatory but highly recommended.
https://www.microsoft.com/en-us/microsoft-teams/join-a-meeting
EQUAL EMPLOYMENT OPPORTUNITY: All qualified Offerors will receive consideration of
contract(s) without regard to race, color, religion, sex or national origin, ancestry, age, physical and
mental handicap, serious medical condition, disability, spousal affiliation, sexual orientation or gender
identity.
Request for Proposals will be available by contacting Jack Love, Procurement Specialist Senior 102
Grant Avenue, (First Floor) Santa Fe, New Mexico 87501, or by telephone at (505) 986-6209, or
by email at jalove@santafecountynm.gov or on our website at
https://www.santafecountynm.gov/finance/purchasing-division/current-bid-solicitations.
PROPOSALS RECEIVED AFTER THE DATE AND TIME SPECIFIED ABOVE WILL NOT
BE CONSIDERED AND WILL BE REJECTED BY SANTA FE COUNTY.
Santa Fe County Public Works Department
Published: February 15 & 16, 2026
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RFP No. 2026-0186-PW/JL
II. INTRODUCTION
A. PURPOSE OF THIS REQUEST FOR PROPOSAL
This RFP seeks proposals from qualified design firms for Romero Park Phase III
Improvements, including synthetic turf sports fields and related design and permitting work.
B. GENERAL PROJECT INFORMATION
Romero Park is located at 2100 Caja Del Oro Grant Road. The County has completed Phases
I and II and seeks design services for Phase III synthetic turf sports field improvements and
related site upgrades to support multi-season recreation. The selected firm will provide
design, permitting, and related support services. Construction administration services will
only be provided if authorized by the County and contingent upon funding approval.
C. SCOPE OF WORK
The A/E will be responsible for development of design documents through construction-
ready plans and specifications. Construction phase services will only be provided if
authorized by the County and contingent upon funding approval. Although every effort has
been made to describe the scope of services, changes may be required during the project to
accommodate input from stakeholders, County departments/divisions, and jurisdictional
agencies. Changes to the scope of work that may be required to complete the project shall
be negotiated and authorized by amendment to the Contract as they are identified.
Improvements:
1. Improvements consist of proposed construction improvements to be designed under this
RFP as part of Romero Park Phase III. The following improvements will be designed
under this RFP and bid as a single construction contract for installation.
a. Design a full-size synthetic turf multi-purpose sports field suitable for football
and soccer to include a 4' fence around site, including grading, drainage, base
preparation, turf system requirements, and GMAX performance criteria.
b. Reconstruct the existing baseball/softball field utilizing a synthetic turf surface
(non-contact), including fencing, backstop improvements, grading, drainage, and
turf system requirements.
c. Parking improvements shall include ADA compliant car and van accessible
parking spaces with access isles, and pedestrian access improvements connecting
to existing park facilities.
d. Provide ADA compliant signage and striping for parking spaces.
e. Install concrete surfacing along the existing dirt walking trail surrounding the
existing baseball field.
f. Provide additional gravel parking south of the proposed multi-purpose field,
including layout and access considerations.
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RFP No. 2026-0186-PW/JL
g. Install underground conduit and electrical infrastructure to support future sports
field lighting and associated electrical demands.
h. Identify turf striping, colors, and sport layout configurations for both fields
consistent with County direction.
i. Provide specifics on warranty for turf.
j. Incorporate restoration and landscaping for disturbed areas, including irrigation
sleeves where required.
Design & Construction Support Services:
1. Provide architectural design services for the following items:
a. The Consultant shall obtain, coordinate, and incorporate all required survey,
geotechnical, and environmental data necessary for project design, permitting,
and construction documentation.
2. Participate in stakeholder and County coordination meetings as requested by the County.
3. Identify and complete any and all local and state permitting requirements and
incorporate compliance with the Santa Fe County Sustainable Land Development Code
(SLDC).
4. Provide construction documents for bidding / constructing improvements, including
milestone submittals at 30%, 60%, 90%, and 100%, and provide construction cost
estimates at each milestone.
5. The consultant shall coordinate with utility agencies for confirmation of existing
utilities and incorporation of service connections into the design documents.
6. The Consultant shall coordinate with any County-provided or third-party survey
services as required to support project design and documentation.
7. The design shall incorporate sustainable design principles, including low-maintenance,
water-efficient materials, and compliance with the County Sustainable Land
Development Code (SLDC).
8. Provide bid tabulation and letter of recommendation for bids received.
9. Provide construction oversight and construction administration services for the project,
if authorized by the County and contingent upon project funding approval, including
review of submittals, RFIs, pay applications, and periodic site observations.
10. Deliverables:
a. Upon completion of the design phase or as otherwise requested by the County,
the Consultant shall deliver all CAD files in AutoCAD 2021 or later format in
accordance with Santa Fe County CAD layer standards. Provide digital PDF plan
sets suitable for permit submittal, bidding, and construction.
11. If construction proceeds and funding is approved, the Consultant may be requested to
assist with review of contractor-provided record drawings (As-Builts) and participate in
post-construction warranty inspections, subject to County authorization and contract
amendment.
12. Design documents shall include Add Alternates for the following items, as directed by
the County:
a. Sports field lighting systems and associated infrastructure.
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RFP No. 2026-0186-PW/JL
b. Playground enhancements, including surface improvements (e.g., padded turf)
for existing playground areas.
c. Evaluation of playground equipment condition and anticipated service life.
D. INSURANCE REQUIREMENTS
The insurance required by Offeror are listed below.
1. General Conditions. Contractor shall submit evidence of insurance as is required
herein. Policies of insurance shall be written by companies authorized to write such
insurance in New Mexico.
2. General Liability Insurance, Including Automobile. Contractor shall procure and
maintain during the life of this Agreement a comprehensive general liability and
automobile insurance policy with liability limits in amounts not less than $1,000,000
combined single limits of liability for bodily injury, including death, and property
damage for any one occurrence. Said policies of insurance shall include coverage
for all operations performed for County by Contractor; coverage for the use of all
owned, non-owned, hired automobiles, vehicles and other equipment, both on and
off work; and contractual liability coverage under which this Agreement is an
insured contract. County of Santa Fe shall be a named additional insured on the
policy.
3. Workers' Compensation Insurance. Contractor shall comply with the provisions of
the Workers' Compensation Act.
4. Professional Liability Insurance (errors & omissions). The Contractor shall procure
and maintain Professional Liability (Errors & Omissions) Insurance during the life
of this Agreement with limits not less than $1,000,000 per claim and $1,000,000
aggregate.
5. Increased Limits. If, during the life of this Agreement, the Legislature of the State
of New Mexico increases the maximum limits of liability under the Tort Claims Act
(NMSA 1978, Sections 41-4-1 through 41-4-29, as amended), Contractor shall
increase the maximum limits of any insurance required herein.
E. DESIGNATED PROCUREMENT SPECIALIST
The County has designated a Procurement Specialist Senior who is responsible for the
conduct of this procurement whose name, address and telephone number is listed below. All
deliveries via express carrier should be addressed as follows:
Jack Love, Procurement Specialist Sr.
Santa Fe County Purchasing Division
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RFP No. 2026-0186-PW/JL
102 Grant Avenue, First Floor
Santa Fe, NM 87501
Phone: 505-986-6209 Email: jalove@santafecountynm.gov
Any inquiries or requests regarding this procurement should be submitted to the
Procurement Specialist Senior in writing. Offerors may ONLY contact the Procurement
Specialist Senior listed above regarding the procurement. Other County employees do
not have the authority to respond on behalf of the County.
F. DEFINITION OF TERMINOLOGY
This section contains definitions and abbreviations that are used throughout this
procurement document.
"BCC" means the Santa Fe County Board of County Commissioners
"Close of Business" means 5:00 PM Mountain Standard Time or Mountain Daylight Time,
whichever is in effect on the date given.
"Contract" or "Agreement" means a written agreement for the procurement of items of
tangible personal property or services.
"Contractor" means a successful Offeror who enters into a binding contract.
"County" means Santa Fe County.
"Determination" means the written documentation of a decision by the Procurement Manager
including findings of fact supporting a decision. A determination becomes part of the
procurement file.
"Desirable" The terms "may", "can", "should", "preferably", or "prefers" identify a desirable
or discretionary item or factor (as opposed to "mandatory").
"Evaluation Committee" means a body appointed by the County management to perform the
evaluation of offeror proposals.
"Finalist" is defined as an offeror who meets all the mandatory specifications of this Request
for Proposals and whose score on evaluation factors is sufficiently high to merit further
consideration by the Evaluation Committee.
"Mandatory" The terms "must", "shall", "will", "is required", or "are required", identify a
mandatory item or factor (as opposed to "desirable"). Failure to meet a mandatory item or
factor will result in the rejection of the offeror's proposal.
"Offeror" is any person, corporation, or partnership who chooses to submit a proposal.
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RFP No. 2026-0186-PW/JL
"Procurement Specialist" means the person or designee authorized by the County to manage
or administer a procurement requiring the evaluation of competitive sealed proposals.
"Purchasing Division" means the Santa Fe County Purchasing Division, Finance
Department.
"Request for Proposals" or "RFP" means all documents, including those attached or
incorporated by reference, used for soliciting proposals.
"Responsible Offeror" means an offeror who submits a responsive proposal and who has
furnished, when required, information and data to prove that its financial resources, production
or service facilities, personnel, service reputation and experience are adequate to make
satisfactory delivery of the services or items of tangible personal property described in the
RFP.
"Responsive Offer" or "Responsive Proposal" means an offer or proposal which conforms
in all material respects to the requirements set forth in the request for proposals. Material
respects of a request for proposals include, but are not limited to, price, quality, quantity or
delivery requirements.
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RFP No. 2026-0186-PW/JL
III. CONDITIONS GOVERNING THE PROCUREMENT
This section of the RFP contains the schedule for the procurement, describes the major
procurement events and the conditions governing the procurement.
A. SEQUENCE OF EVENTS
The Procurement Specialist will make every effort to adhere to the following schedule:
Action Responsibility Date
1. Issuance of RFP Purchasing Division February 15 & 16, 2026
2 . Pre-Proposal Conference Owner/Offerors/ February 26, 2026
Purchasing 10:00 am
3. Acknowledgement of Receipt Form Offerors February 27, 2026
4. Deadline to Submit Additional Questions Offerors March 4, 2026
5. Response to Written Questions Purchasing Division March 10, 2026
6. Submission of Proposal Offerors March 27, 2026
2:00 pm
7. Proposal Evaluation Review Evaluation Committee April 2026
8. Selection of Finalist Evaluation Committee April 2026
9. Oral Presentation by Finalists Offeror TBD
(if applicable)
10. Contract Negotiations County, Offeror April 2026
11. Contract Award Purchasing Division April 2026
Note: If the Evaluation Committee makes a selection at the Selection of Finalists, event 9 will
not occur.
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