Santa Fe County is seeking proposals for a cloud-based agenda, meeting, and document management software solution. The system should support efficient workflow management, records management, public transparency, and meeting administration. Key features include online agenda creation, automated workflows, public-facing portal, records retention, and security. Proposals are due by August 7, 2026, at 2:00 PM MDT and must be submitted electronically via Dropbox. A pre-proposal conference is scheduled for July 14, 2026. Offerors must be registered to do business in New Mexico and meet insurance requirements. The contract is anticipated to begin in September 2026 with an initial term of four years.
Proposals must be submitted by 2:00 PM on Friday, August 7, 2026.
The county will make payment within 30 days of issuing a written certification accepting the services. A late payment fee of 1. 5% per month will apply if payment is not made within 30 days.
Proposals will be evaluated based on company qualifications and experience (100 points), technical solution and functional capabilities (400 points), implementation and support (300 points), and capacity and past performance (200 points). Preferences may be applied for New Mexico in-state, resident veteran, or Santa Fe County businesses.
The offeror must be registered and licensed to do business in the state of New Mexico and meet specified insurance requirements.
The procurement code imposes civil and misdemeanor criminal penalties for its violation. New Mexico criminal statutes impose felony penalties for bribes, gratuities, and kickbacks.
A pre-proposal conference will be held on Tuesday, July 14, 2026, at 10:00 AM MDT. Attendance is not mandatory but strongly recommended.
Protests must be submitted in writing to the Santa Fe County Purchasing Division and will not be accepted after the deadline.
Contacting any county employees other than the designated procurement specialist may be grounds for disqualification. Failure to adhere to requirements for releasing information may also result in disqualification.