RFP-2026-0227-CSD PUBLIC AWARENESS CAMPAIGN SERVICES

SANTA FE COUNTY
REQUEST FOR PROPOSALS (RFP)
PUBLIC AWARENESS CAMPAIGN
SERVICES
NM Commodity Code(s): 80158, 91501,
91504, 91571
RFP NO. 2026-0227-CSD/JL
March 2026

RFP No. 2026-0227-CSD/JL
TABLE OF CONTENTS
PAGE NO.
I. ADVERTISEMENT .......................................................................................................4
II. INTRODUCTION ...........................................................................................................5
A. PURPOSE OF THIS REQUEST FOR PROPOSAL ...........................................5
B. BACKGROUND ..................................................................................................5
C. SCOPE OF WORK ..............................................................................................5
D. INSURANCE REQUIREMENTS .......................................................................6
E. DESIGNATED PROCUREMENT SPECIALIST...............................................7
F. DEFINITION OF TERMINOLOGY ...................................................................7
III. CONDITIONS GOVERNING THE PROCUREMENT.................................................9
A. SEQUENCE OF EVENTS ....................................................................................9
B. EXPLANATION OF EVENTS ...........................................................................10
1. Issuance of RFP .............................................................................................10
2. Pre-Proposal Conference ................................................................................10
3. Acknowledgement of Receipt Form Due .......................................................10
4. Deadline to Submit Additional Written Questions ........................................10
5. Response to Written Questions ......................................................................10
6. Submission of Proposals ................................................................................11
7. Proposal Evaluation .......................................................................................11
8. Selection of Finalists ......................................................................................11
9. Best and Final Offers from Finalists (If applicable) ......................................11
10. Oral Presentations by Finalists (If applicable) ...............................................12
11. Contract Negotiations ....................................................................................12
12. Contract Award ..............................................................................................12
13. Right to Protest ..............................................................................................12
C. GENERAL REQUIREMENTS ...........................................................................13
1. Acceptance of Conditions Governing the Procurement .................................13
2. Incurring Cost ................................................................................................13
3. Prime Contractor Responsibility ....................................................................13
4. Subcontractors ................................................................................................13
5. Amended Proposals ........................................................................................13
6. Offerors' Rights to Withdraw Proposal .........................................................13
7. Proposal Offer Firm .......................................................................................14
8. Disclosure of Proposed Contents ...................................................................14
9. No Obligation .................................................................................................14
10. Termination....................................................................................................14
11. Sufficient Appropriation ................................................................................15
12. Legal Review .................................................................................................15
13. Governing Law ..............................................................................................15
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RFP No. 2026-0227-CSD/JL
14. Basis for Proposal ..........................................................................................15
15. Contract Terms and Conditions .....................................................................15
16. Contract Deviations .......................................................................................15
17. Offeror Qualifications ....................................................................................15
18. Right to Waive Minor Irregularities ..............................................................16
19. Change in Contractor Representatives ..........................................................16
20. Notice .............................................................................................................16
21. County Rights ................................................................................................16
22. Right to Publish .............................................................................................16
23. Ownership of Proposals ...............................................................................16
24. Electronic Mail Address Recommended .......................................................16
25. Preference in Procurement by Santa Fe County ............................................17
26. Double-Sided Documents ..............................................................................18
27. Living Wage ..................................................................................................18
IV. RESPONSE FORMAT AND ORGANIZATION ........................................................19
A. NUMBER OF RESPONSES ...............................................................................19
B. NUMBER OF COPIES .......................................................................................19
C. PROPOSAL FORMAT .......................................................................................19
1. Proposal Organization ...............................................................................19
2. Letter of Transmittal ..................................................................................20
V. SPECIFICATIONS .......................................................................................................21
A. INFORMATION .................................................................................................21
1. Time Frame ...............................................................................................21
B. EVALUATION CRITERIA ................................................................................21
1. Introduction ...............................................................................................21
2. Technical Competence and Specialized Experience .................................21
3. Evidence of Understanding Scope of Work ..............................................22
4. Capacity and Capability ............................................................................22
C. COST PROPOSAL .............................................................................................23
VI. EVALUATION OF PROPOSALS ...............................................................................23
A. EVALUATION SCORING .................................................................................23
B. EVALUATION PROCESS .................................................................................24
APPENDICES
A. Acknowledgement of Receipt Form ....................................................................26
B. Campaign Contribution Disclosure Form ............................................................27
C. Resident Veterans Preference Certification .........................................................30
D. Cost Proposal .......................................................................................................31
E. Sample Agreement ...............................................................................................32
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RFP No. 2026-0227-CSD/JL
I. ADVERTISEMENT
SANTA FE COUNTY
Public Awareness Campaign Services
RFP No. 2026-0227-CSD/JL
Santa Fe County is requesting proposals from qualified firms to provide the development, design,
production, and implementation of countywide public awareness campaigns. 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 Friday, April 10, 2026 at 2:00 PM, 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/Y5sMkTxIP8ikFvgWqG4d.
By submitting a proposal for the requested services described above, each Offeror is certifying that
it is a qualified company to do business in the State of New Mexico and agrees to the requirements
stated within the Request for Proposals.
A Pre-Proposal Conference will be held on Tuesday, March 24, 2026 at 10:00AM (MDT), via
Microsoft Teams; please use the Teams link provided below, meeting number 258 236 799 167 70,
passcode xK6sv3BK, or join by phone at (773) 352-2011, conference ID 610 031 840 #. 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
Published: March 15 & 16, 2026
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RFP No. 2026-0227-CSD/JL
II. INTRODUCTION
A. PURPOSE OF THIS REQUEST FOR PROPOSAL
The purpose of this Request for Proposal (RFP) is to procure the services of a qualified firm
for the development, design, production, and implementation of public awareness
campaigns for Santa Fe County. The County seeks a qualified firm to develop a variety of
bilingual (English and Spanish) campaigns. Such campaigns are for the benefit of the public
as a whole and may include public education efforts, public notices, community information
initiatives, and other outreach efforts that support County programs, services, and strategic
priorities.
B. BACKGROUND
Santa Fe County departments periodically conduct public awareness campaigns to inform
residents and visitors about County programs, services, initiatives, and public notices.
These campaigns may address a variety of topics including public safety, housing, public
health, environmental initiatives, community services, and other County priorities.
C. SCOPE OF WORK
1. Develop two (2) primary countywide public awareness campaigns annually addressing
topics identified by Santa Fe County departments.
2. Develop two (2) ancillary campaigns annually to complement and reinforce the primary
campaigns.
3. Produce all campaign materials in both English and Spanish to ensure accessibility and
broad community reach.
4. Provide concept development, graphic design, copywriting, translation, printing,
multimedia production, digital content, and related creative services.
5. Utilize appropriate traditional and non-traditional media channels to maximize campaign
reach, visibility, and effectiveness.
6. Implement outreach strategies, including community events, grassroots engagement,
and educational distribution efforts, to increase public awareness and participation.
7. Coordinate activities with County staff, evaluation partners, and other stakeholders as
requested to support campaign effectiveness and alignment with County initiatives.
8. Track campaign activities and document engagement metrics, dissemination efforts,
visibility outcomes, and other relevant performance information.
9. Provide quarterly and annual reports including qualitative and quantitative data,
campaign summaries, performance insights, and recommendations for continuous
improvement.
10. Transfer to Santa Fe County all materials produced under this Agreement as works made
for hire and property of the County.
D. INSURANCE REQUIREMENTS
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RFP No. 2026-0227-CSD/JL
The insurance required of the Offeror is 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. 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 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 Senior
Santa Fe County Purchasing Division
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.
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RFP No. 2026-0227-CSD/JL
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" to 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.
"Procurement Manager" means the person or designee authorized by the County and the
State of New Mexico to make all procurement determinations pursuant to NMSA 1978,
Chapter 13 of the State Procurement Code and County Purchasing Regulations and Policies.
"Purchasing Division" means the Santa Fe County Purchasing Division, County Manager
Department.
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RFP No. 2026-0227-CSD/JL
"Procurement Specialist" means the person or designee authorized by the Procurement
Manager to administer and manage the procurement.
"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.
THIS SECTION LEFT INTENTIONALLY BLANK
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RFP No. 2026-0227-CSD/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 Manager will make every effort to adhere to the following schedule:
Action Responsibility Date
1. Issuance of RFP Purchasing Division March 15 & 16, 2026
2 . Pre-Proposal Conference Owner/Offerors/ March 24, 2026
Purchasing
3. Acknowledgement of Receipt Form Offerors March 25, 2026
4. Deadline to Submit Additional Questions Offerors March 26, 2026
5. Response to Written Questions Purchasing Division March 31, 2026
6. Submission of Proposal Offerors April 10, 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 Late April/May
11. Contract Award Purchasing Division May
Note: If the Evaluation Committee makes a selection at the Selection of Finalists, event 9 will
not occur.
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RFP No. 2026-0227-CSD/JL
B. EXPLANATION OF EVENTS
The following paragraphs describe the activities listed in the sequence of events shown in
Section III, Paragraph A.
1. Issuance of RFP
This RFP is being issued by the Santa Fe County Purchasing Division on behalf of
Santa Fe County.
2. Pre-Proposal Conference
A Pre-Proposal Conference is scheduled to occur on the date indicated in the Sequence
of Events at Section III.A. Questions may be submitted at the Pre-Proposal
Conference and until the date indicated in the Sequence of Events at Section III.A.
All questions must be in writing and e-mailed to jalove@santafecountynm.gov. A
public log will be kept of the names of potential offerors who attended the Pre-
Proposal Conference.
3. Acknowledgement of Receipt Form
Potential offerors should e-mail the Acknowledgement of Receipt Form provided as
Appendix A to have its name and firm placed on the procurement distribution list.
The form should be signed by an authorized representative of the organization, dated
and returned by close of business on March 25, 2026, if your firm wishes to be
included in the procurement distribution list to receive any addenda to the RFP.
The procurement distribution list will be used for the distribution of written
responses to questions and any RFP addenda.
4. Deadline to Submit Additional Written Questions
Potential offerors may submit written questions regarding this RFP until the close of
business on the date indicated in the Sequence of Events at Section III.A. All
written questions must be addressed to the Procurement Specialist, listed in Section
II.E and sent via facsimile or e-mail. Any contact with any other County staff
member or persons other than the Procurement Specialist named in this
solicitation may be grounds for disqualification.
5. Response to Written Questions
Written responses to written questions and any RFP addenda will be distributed on
the date indicated in the Sequence of Events at Section III.A, to all potential offerors
whose names appear on the procurement distribution list.
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