Project Information

Bid Title

2026 0109 FD RFP Consultant Services for Staffing & Growth Assessment

Issuing Agency

Santa Fe County

Location

New Mexico

Published Date

Oct 14, 2025

Closing Date

Nov 25, 2025

Government Level

State & Local

Status

Closed

Original Source

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Project Description

rfp	2026 0109 FD RFP Consultant Services for Staffing & Growth Assessment 2026 0109 FD RFP Consultant Services for Staffing & Growth Assessment.pdf

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SANTA FE COUNTY

FIRE DEPARTMENT

REQUEST FOR PROPOSALS (RFP)

CONSULTANT SERVICES FOR

STAFFING & GROWTH ASSESSMENT

NM Commodity Code(s): 91883, 91832

RFP NO. 2026-0109-FD/TJ

OCTOBER 2025

RFP NO. 2026-0109-FD/TJ

TABLE OF CONTENTS

PAGE

NO.

I.

ADVERTISEMENT .......................................................................................................4

II.

INTRODUCTION ...........................................................................................................5

A. PURPOSE OF THIS REQUEST FOR PROPOSAL ............................................5

B. PROJECT OBJECTIVES ......................................................................................5

C. SCOPE OF WORK................................................................................................6

D. INSURANCE REQUIREMENTS ........................................................................6

E. PROCUREMENT SPECIALIST...........................................................................7

F. DEFINITION OF TERMINOLOGY.....................................................................7

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 ....................................................15

7. Proposal Offer Firm ..................................................................................15

8. Disclosure of Proposed Contents ..............................................................15

9. No Obligation ............................................................................................15

10. Termination...............................................................................................16

11. Sufficient Appropriation ...........................................................................16

12. Legal Review ............................................................................................16

2

RFP NO. 2026-0109-FD/TJ

13. Governing Law........................................................................................16

14. Basis for Proposal....................................................................................16

15. Contract Terms and Conditions ...............................................................16

16. Contract Deviations.................................................................................16

17. Offeror Qualifications..............................................................................17

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 .................................................18

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. Introduction ...............................................................................................22

2. Technical Competence and Specialized Experience .................................22

3. Evidence of Understanding Scope of Work ..............................................22

4. Capacity and Capability ............................................................................23

5. Past Performance.......................................................................................23

C. COST PROPOSAL..............................................................................................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. Cost Proposal .......................................................................................................31

E. Sample Agreement ...............................................................................................32

3

RFP NO. 2026-0109-FD/TJ

I. ADVERTISEMENT

SANTA FE COUNTY

CONSULTANT SERVICES FOR STAFFING AND GROWTH ASSESSMENT

RFP NO. 2026-0109-FD/TJ

Santa Fe County requests proposals from qualified vendors or firms to provide qualified

consultants for a comprehensive staffing and growth assessment. 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. A completed proposal shall be submitted in a

sealed container indicating the proposal title and number along with the Offeror's name and address

clearly marked on the outside of the container. All proposals must be received by 2:00PM on

Tuesday, November 25, 2025, at the Santa Fe County Purchasing Division, 102 Grant Avenue,

(First Floor), Santa Fe, NM 87501. The submission of Proposals will also be accepted

electronically utilizing a DropBox. Please utilize this link to upload your proposal submission:

https://www.dropbox.com/request/ltFWJF1zL6tE1Pnti1hC

By submitting a proposal for the requested services each Offeror is certifying that it is a qualified

firm and its proposal complies with the requirements stated within the Request for Proposals.

A Pre-Proposal Conference will be held at 10:30 am on Wednesday, October 22, 2025 online

via Teams using the link provided below and meeting number 221 782 383 240 4 Passcode:

Eo27nU95 or by calling (773) 352-2011 meeting number: 788007200#, conference ID: 788 007

200#. 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 Tammy Jim, Procurement Specialist Senior,

102 Grant Avenue, (First Floor) Santa Fe, New Mexico 87501, or by telephone at (505) 986-6370

or by email at tjim@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: October 12th & 13th

4

RFP NO. 2026-0109-FD/TJ

II. INTRODUCTION

A. PURPOSE OF THIS REQUEST FOR PROPOSAL

The County is seeking a consultant firm to conduct a comprehensive staffing and growth

assessment. The selected firm will evaluate the department’s current operational capacity,

identify future staffing and facility needs, and provide actionable recommendations to

ensure the departments ability to meet current and projected community service demands.

B. PROJECT OBJECTIVES

The study will:

1. Assess the current staffing levels and deployment models for existing career-staffed

fire stations.

2. Determine optimal staffing levels and configurations for existing staffed stations,

including recommendations for expansion or modification.

3. Identify and recommend locations and staffing models for future career-staffed fire

stations based on growth projection, call volume, and service delivery goals.

4. Evaluate the department’s volunteer staffing model and recommend strategies for

recruitment, retention, and integration with career staff.

5. Assess the current administrative structure, including command staff and

administrative support, and recommend modifications to support projected

operational growth.

6. Evaluate staffing needs within the Fire Prevention Division, Wildland Division,

Training Division, EMS and Module Integrated Health in light of operational,

community risk, and service delivery needs.

C. SCOPE OF WORK

We are seeking a consultant to prepare a staffing and growth study assessment, at

minimum, include but not limited to the following:

1. Data Collection and Review

• Review existing department documents, including organizational charts,

staffing schedules, standard operating procedures and/or standard operating

guidelines, response data, station locations and, previous studies.

• Conduct interviews and/or focus groups with key stakeholders, including

command staff, stations officers, firefighters, volunteers and, administrative

personnel.

• Analyze historical call volume data, response times, populations growth trends,

and, community risk assessments.

5

Commodity Codes

• NAICS 541611Administrative Management and General Management Consulting Services
• NAICS 561320Temporary Help Services

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