2027-0086-CORR Dental Services for the Adult Detention Center

SANTA FE COUNTY
CORRECTIONS DEPARTMENT
REQUEST FOR PROPOSALS (RFP)
DENTAL SERVICES FOR THE
ADULT DETENTION FACILITY
NM Commodity Code(s):
94828
RFP NO. 2027-0086-CORR/TJ
SEPTEMBER 2026

RFP NO. 2027-0086-CORR/TJ
TABLE OF CONTENTS
PAGE NO.
I. ADVERTISEMENT .......................................................................................................4
II. INTRODUCTION ...........................................................................................................5
A. PURPOSE OF THIS REQUEST FOR PROPOSAL ............................................5
B. SCOPE OF WORK ................................................................................................5
C. INSURANCE REQUIREMENTS .........................................................................7
D. PROCUREMENT SPECIALIST ..........................................................................7
E. 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 ....................................................15
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. 2027-0086-CORR/TJ
14. Basis for Proposal ....................................................................................16
15. Contract Terms and Conditions ...............................................................16
16. Contract Deviations .................................................................................17
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 .................................................18
25. Preference in Procurement by Santa Fe County ......................................18
26. Double-Sided Documents ........................................................................19
27. Living Wage ............................................................................................20
IV. RESPONSE FORMAT AND ORGANIZATION ........................................................21
A. NUMBER OF RESPONSES ...............................................................................21
B. NUMBER OF COPIES .......................................................................................21
C. PROPOSAL FORMAT .......................................................................................21
1. Proposal Organization ...............................................................................21
2. Letter of Transmittal ..................................................................................22
V. SPECIFICATIONS .......................................................................................................23
A. INFORMATION .................................................................................................23
1. Time Frame ...............................................................................................23
B. EVALUATION CRITERIA ................................................................................23
1. Introduction ...............................................................................................23
2. Capacity and Capability ............................................................................23
3. Qualifications and Specialized Experience ...............................................23
4. Past Performances .....................................................................................24
C. COST PROPOSAL ..............................................................................................24
VI. EVALUATION OF PROPOSALS ...............................................................................25
A. EVALUATION SCORING .................................................................................25
B. EVALUATION PROCESS .................................................................................26
APPENDICES
A. Acknowledgement of Receipt Form ....................................................................27
B. Campaign Contribution Disclosure Form ............................................................28
C. Resident Veterans Preference Certification .........................................................31
D. Cost Proposal .......................................................................................................32
E. Offeror's Attachments ..........................................................................................33
F. Sample Agreement ...............................................................................................34
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RFP NO. 2027-0086-CORR/TJ
I. ADVERTISEMENT
SANTA FE COUNTY
DENTAL SERVICES FOR THE ADULT DETENTION FACILITY
RFP NO. 2027-0086-CORR/TJ
Santa Fe County requests proposals from qualified and licensed Dentists accompanied with a
licensed Dental Assistants to provide dental services for the incarcerated adults of the SFC Adult
Detention Facility (ADF). 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, October 20, 2026, at the Santa
Fe County Purchasing Division, 102 Grant Avenue, (First Floor), Santa Fe, NM 87501. The
submission will also be accepted electronically utilizing Dropbox. Please use the following link to
upload your proposal submission: https://www.dropbox.com/request/oshnsq6rygue5eqlc6nv.
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 Monday, September 28, 2026 online via
Teams using the link provided below and meeting number 250 840 992 118 779 Passcode:
7DP2bx9F or by calling (773) 352-2011 meeting number: 430374978#, conference ID: 430 374
978#. 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: September 20th & 21st
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RFP NO. 2027-0086-CORR/TJ
II. INTRODUCTION
A. PURPOSE OF THIS REQUEST FOR PROPOSAL
Santa Fe County is soliciting proposals from qualified licensed Dentists and Dental
Assistant to provide dental services to the incarcertated adults in the Adult Detention
Facility (ADF) located at 28 Camino Justica, Santa Fe, New Mexico. Services will include,
but not limited to, providing routine, emergency and on-call dental services.
Qualified providers are invited to submit proposals demonstrating their capacity to fulfill
the requirements outlined in RFP 2027-0086-CORR/TJ. Offerors are expected to review
and understand all applicable terms, conditions, and specifications set forth in the Request
for Proposal.
B. SCOPE OF WORK
The Contractor will provide:
1. Be available a maximum of 16 hours per week, contingent upon the dental needs
of the inmates/residents. For emergency dental services there is no limit on the
number of trips per week to the ADF for emergency dental services.
a) Penalty: Contractor is subject to penalty if the dental services provided for
under this Agreement cannot be provided on-site as scheduled at the ADF
dental facility by the Contractor or Contractor's designated substitute, or if
an emergency dental situation occurs and the Contractor or Contractor's
designated substitute is not available or cannot be contacted. The penalty
will be assessed based on:
(i) the expense incurred by ADF for transporting an inmate off site to a
licensed dentist who is not under contract with the Corrections
Department,
(ii) $29.00/hour for the time required for a Correctional Officer to transport
an inmate to a licensed dentist who is not under contract with the
Corrections Department,
(iii) roundtrip mileage at $0.70/mile. The penalty will be invoiced directly
to the contractor.
2. Provide routine dental services, primarily restorative, at the ADF dental facility.
Dental services will include without limitation examinations, x-rays, routine
extractions, and assessment of complicated treatments to determine the feasibility
of treatment on-site at the ADF dental office, or feasibility or referral to an off-site
specialist.
3. Provide follow-up dental care for dental issues and all required dental interventions.
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RFP NO. 2027-0086-CORR/TJ
4. Provide, on an "on-call" basis, dental services in emergency circumstances
especially when inmates are in acute dental pain.
5. Provide, on an "on-call" basis, a substitute licensed and qualified dentist to provide
dental services for the ADF under the terms of this Agreement when the Contractor
is unavailable or is absent and cannot provide an on-site dental visit. Contractor
shall be solely responsible for payment to the substitute dentist. Upon the
commencement of this Agreement the Contractor will provide to the Corrections
Medical Director information about the Contractor's substitute dentist including his
or her licensure, qualifications, phone number and address.
6. In conformity with the ADF detention/medical records standards, document and
record all services rendered in an inmate's dental record (file), medical record (file).
7. Maintain a comprehensive inventory of all instruments, equipment and supplies and
account for all instruments, equipment and supplies at the beginning of each on-
site work day prior to rendering dental services to an inmate and prior to the
Contractor's departure on the same day. Any instruments, equipment and
supplies that are missing and unaccounted for shall be immediately reported
to the Corrections Health Services Administrator.
8. Provide and maintain comprehensive and accurate records and documentation for
all dental service provided for inmates as required for purposes of maintaining
accreditation.
9. Comply will all applicable infection control practices as promulgated by the
Occupational Safety and Health Administration (OSHA) and the Centers for
Disease Control (CDC) and all accrediting agencies.
10. Comply with the Health Insurance Portability and Accountability Act (HIPAA)
standards for patient privacy.
11. Attend monthly meetings with the Warden of the ADF and/or the Warden's
designee to review the services being provided under this Agreement and
compliance with the Detention Dental Standards.
12. The Contractor, Contractor's Dental Assistant, and the Contractor's designated
substitute dentist shall be in compliance with all federal, state and local professional
licensing requirements and shall maintain such licensure throughout the term of this
Agreement.
13. Contractor and Contractor's Dental Assistant, and Contractor's substitute shall
submit copies of current CPR certifications as well as a TB skin test (annually) and
Hepatitis B surface anti-body to the Corrections Medical Director.
14. All dental services provided under this Agreement shall meet or exceed the
requirements of all applicable regulatory licensing and accreditation standards
governing the delivery of dental services at a detention center.
15. Background Check: Contractor, Contractor's Dental Assistant, and Contractor's
designated substitute will be subject to a background check before the
commencement of services under this Agreement. Background checks will be
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RFP NO. 2027-0086-CORR/TJ
conducted by the Santa Fe County Corrections Department who will render final
approval for the Contractor's services to commence.
16. Contractor, Contractor's Dental Assistant, and Contractor's designated substitute
shall abide by the Santa Fe County Code of Conduct.
C. 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. 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.
D. 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 are listed below.
All deliveries via express carrier should be addressed as follows:
Tammy Jim, Procurement Specialist Senior
Santa Fe County Purchasing Division
102 Grant Avenue, First Floor
Santa Fe, NM 87501
Phone: (505) 986-6370
E-mail: tjim@santafecountynm.gov
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RFP NO. 2027-0086-CORR/TJ
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.
E. DEFINITION OF TERMINOLOGY
This section contains definitions and abbreviations that are used throughout this
procurement document.
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. 2027-0086-CORR/TJ
"Procurement Specialist Senior" 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, produc-
tion 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. 2027-0086-CORR/TJ
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 September 20th & 21st
2 . Pre-Proposal Conference Owner/Offerors/ September 28th
Purchasing
3. Acknowledgement of Receipt Form Offerors September 29th
4. Deadline to Submit Additional Questions Offerors October 1st
5. Response to Written Questions Purchasing Division October 6th
6. Submission of Proposal Offerors October 20th
2 :00 PM MDT
7. Proposal Evaluation Review Evaluation Committee October 22nd
8. Selection of Finalist Evaluation Committee October 2026
9. Oral Presentation by Finalists Offeror October 2026
(if applicable)
10. Contract Negotiations County, Offeror October 2026
11. Contract Award Purchasing Division October 2026
Note: If the Evaluation Committee makes a selection at the Selection of Finalists, event 9 will not
occur.
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