New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 5 - PUBLIC PROPERTY PROCUREMENT AND MANAGEMENT › Part 21 - STATE AGENCIES LEASING REAL PROPERTY › Section 1.5.21.10 - SOLICITATION OF PROPOSALS

Current through Register Vol. 35, No. 13, July 16, 2024
A.
RFP approval required:
The agency shall not solicit proposals
				until PCD has approved the agency's final RFP in writing and has scheduled a
				proposal opening. Only copies of the RFP showing PCD's approval may be
				issued.
B.
Public
				notice
(GSD form): After approval of the agency's RFP, GSD shall provide
				a copy of the public notice to potential offerors on the public notice mailing
				list (see 1 NMAC 5.21.24.1 [now Subsection A of 1.5.21.24 NMAC]. Potential
				offerors are responsible for requesting approved RFP's and any amendments to
				the RFP from PCD.
C.
Advertising:
The agency shall advertise in the "legal notice"
				section of a local newspaper, in the area in which proposals are requested, at
				least once within the week prior to release of the RFP. The agency shall
				utilize the standard public notice (GSD form) for its advertisement.
D.
Pre-proposal conference:
When
				an agency seeks to lease 5,000 USF of space or more, PCD shall conduct a
				pre-proposal conference in the city in which it seeks to lease space. The
				pre-proposal conference shall be held no less than ten (10) calendar days prior
				to the proposal deadline.
E.
Amendments to the RFP:
Amendments to the RFP shall be in writing
				and shall be issued in a timely manner in accordance with the Procurement Code.
				The selection committee shall submit amendments to PCD in writing which require
				PCD approval before distribution by the selection committee to all entities who
				requested copies of the RFP. Amendments will be issued no later than five (5)
				working days prior to the deadline for proposal submission, except an amendment
				withdrawing the RFP or one which includes postponement of the date for proposal
				submission.
F.
Proposal
				submission deadline:
Offerors shall submit each proposal in a sealed
				envelope, clearly labeled with the RFP name and number, on or before the date
				and time stated in the RFP. All proposals received after the deadline shall be
				deemed non-responsive and returned unopened by PCD. All proposals will be
				opened at the same time by more than one (1) PCD staff person, with a log of
				proposals opened which is witnessed by at least two (2) PCD
				employees.
G.
Ownership
				disclosure:
Any proposal that is submitted in response to an RFP shall
				indicate the ownership of the facility offered for lease. If the facility is
				owned by a corporation or other legal entity, the proposal shall also indicate
				the principal individual owners and percentages of their ownership.
H.
Proposal modifications:
After
				a proposal is submitted, an offeror shall not withdraw a building that has been
				offered or attempt to substitute buildings or building sites on non-contiguous
				properties. However, an offeror may substitute locations within a building or
				building sites on contiguous properties so long as the substitution is in the
				best interest of the agency and the proposed cost is less than or equal to the
				original proposed cost. This is the only allowable substitution in the original
				proposal.
I.
Confidentiality
				of proposal contents:
Proposal contents are confidential until an award
				is made.
J.
Cancellation of
				RFP:
Only PCD may cancel an RFP when it is in the best interest of the
				state to do so, by providing written notice to all potential offerors of
				record.
K.
Costs:
Any
				costs to the offerors associated with responding to the RFP and/or reaching
				final approval of a lease shall be borne solely by the offeror.