1-Final Draft RFB-2025-732-VAR-LB Greenhouse Maintenance Repair..pdf

City of Albuquerque

Request for Bids

RFB-2025-732-VAR-LB

Greenhouse Maintenance & Repair Closing Date: November, 11, 2025 at 2:00 pm MT

V2024.07.10JLB

Introduction

1. Purpose:

The City of Albuquerque is requesting bids for Greenhouse Maintenance & Repair to structure,with the terms, conditions, and specifications set forth herein. The City intends to establish a Service Agreement (“Contract”) for Greenhouse Maintenance & Repair to structur.The City reserves the right to award multiple agreements under this procurement if it is deemed in the best interest of the City.

2. City Contact:

The sole point of contact for this RFB is the Purchasing Division. Questions regarding this RFB should be directed to the following Purchasing representative unless otherwise specified in the solicitation. The City Contact will communicate with Bidders through its e-procurement system, Bonfire. Bidders will receive e-mail notifications from Bonfire to the e-mail that Bidder included in its Bonfire registration. Bidders are responsible for monitoring any communications sent through Bonfire and responding to any requests for information or directives within stated deadlines. Bidders who fail to abide by this instruction may be deemed nonresponsive.

• Leticia Bowdon Senior Buyer, Department of Finance and Administrative Services, Purchasing Division

• Phone: (505) 768-3342 or E-Mail: lbowdon@cabq.gov

3. Bidder Contact: Please provide in the “Requested Information” section of Bonfire the name, title, email address and telephone number of the person in your organization who is authorized to execute the contract resulting from this RFB.

4. Contract Management:

The Contract resulting from this RFB will be managed by the Arts and Culture Department, Biopark Division.

5. Term of Contract:

The term of the Contract shall be for (2) years from date of award with the option to renew for an additional (2) years. The term of the Contract shall not exceed a total Contract term of(4) years.

Part 1: Instructions to Bidders

1. Submission of Bids:

Submit your complete Bid, including all forms, attachments, exhibits, etc. using the eProcurement System at https://cabq.bonfirehub.com/portal/?tab=openOpportunities. Please allow a minimum of two

(2) business days to submit your proposal. If you do not have a username and password, please register as this is the only method to submit electronically on the Bonfire portal. Please make sure to register on the system in order to receive notices and submit a response to a solicitation. For assistance, please contact support@gobonfire.com or 1-800-354-8010.

Failure to submit your Bid electronically through the City’s eProcurement system shall result in your Bid being deemed nonresponsive.

2. Posting of Apparent Lowest Bidder:

The apparent lowest bidder(s) will be publicly posted by the close of business on the submission deadline. The results will be made available via “Public Notice” in the Bonfire Portal. No award shall be made until all submitted bids have been properly reviewed for responsiveness.

3. Public Inspection of Bids:

A. The Purchasing Division’s procurement file and any documents relating to this RFB, including the bids submitted by Bidders, shall be open to public inspection in accordance with applicable law after the bids are unsealed.

B. A Bidder who chooses to submit material they consider a “Trade Secret” must do so in a segregated file clearly designated as containing trade secrets both in the file name and within the contents of the file itself. These segregated files are to be used by the City for reference only. A Bidder’s failure to segregate such materials constitutes a failure to reasonably, under the circumstances, maintain the materials’ secrecy and Bidder indemnifies and holds the City harmless for any and all liability resulting from the disclosure of any materials not segregated as described above.

C. If a Bidder submits with a Bid material required by law to be kept confidential, the Bidder must segregate such material in a separate file. Such a file should be clearly designated as “Legally Confidential” in both the file name and within the contents of the file. The contents of the file must include a description and citation to the legal https://cabq.bonfirehub.com/portal/?tab=openOpportunities http://www.cabq.gov/vendor/email-notification mailto:support@gobonfire.com basis for why the material must be kept confidential. Failure to segregate the material and describe the legal basis for why it is to be kept confidential may result in the information being disclosed. Designating the entire Bid confidential is not acceptable without providing the legal basis and may result in the information being disclosed.

Bidder indemnifies and holds the City harmless for any and all liability resulting from such disclosure resulting from information not segregated as described above.

D. Pricing, makes and models or catalog numbers of items offered, delivery terms, and terms of payment shall not be designated as trade secrets or required to be kept confidential by law.

E. The City will endeavor to restrict the release of material segregated and designated as “Trade Secret” or “Legally Confidential to only those individuals involved in the review and analysis of the bids, and to any other party as required by law or court order. Under the New Mexico Inspection of Public Records Act (Sections 14-2-1 et seq, NMSA 1978) (“Act”) the City may redact trade secrets and other material required to be kept confidential by law, but may not redact proprietary or confidential information. Any Proprietary or Confidential Data provided as part of a Bid is subject to public inspection under the Act. Notwithstanding any provision of this RFB, the City shall not be responsible or liable to the Bidder for any disclosure of records required by the Act or an order of a court or other tribunal with jurisdiction over the City.

4. Questions:

Any questions regarding this RFB shall be submitted electronically through the City’s eProcurement system Bonfire at least ten (10) business days prior to the deadline for receipt of bids. The City will not consider requests for an extension of time after that deadline nor will it answer any questions submitted after the deadline. The City will not respond to questions that are submitted by any other means than electronically through the City’s eProcurement system. Purchasing shall prepare answers to questions in the form of addenda and shall post all such addenda to the eProcurement System.

5. Addenda:

Changes in quantity, specifications, delivery schedules, opening dates, etc., shall be accomplished by an addendum to the RFB posted to the eProcurement system before the date and time for Bid opening. Bidders are responsible for acquiring issued addenda in time to incorporate them into their bids. It is the responsibility of each Bidder to check the system prior to submission of their Bid to ensure that they have received all addenda issued.

6. Modification and Withdrawal of Bids:

Bidders are responsible for submitting, modifying, or withdrawing bids prior the closing time specified in the eProcurement system. Late bids shall be deemed nonresponsive.

Modifications or withdrawals occurring after the closing date shall be rejected.

7. Evaluations of bids:

The City reserves the right to analyze, examine and interpret any Bid for a minimum period of ninety (90) calendar days, after the deadline for the receipt of bids. Bids may not be rescinded during this period except for good cause and with the written approval of the Chief Procurement Officer. In those situations where the analysis/evaluation exceeds the ninety (90) calendar days, Bidders may withdraw their bids from consideration.

8. Minor or Technical Irregularities and Technical Review Period

Minor or technical irregularities that are matters of form rather than substance can be waived or corrected without prejudice to other Bidders. The defect or variation is immaterial when there is no effect on price, quality, quantity, or delivery or the effect is negligible when contrasted with the total cost of the goods or services being acquired. The Chief Procurement Officer may waive such irregularities or defects or allow the Bidders to correct them if either is in the best interest of the City. Purchasing will notify any Bidders of minor or technical irregularities. Bidders will then have three

(3) business days from the time they are notified of the failure to correct the irregular (only) portion of their Bid before the evaluation process begins. Bidders will be notified via email.

9. Mistakes in Bids:

Mistakes in bids may not be corrected after the RFB closes. The only exception is when a Bidder incorrectly calculates a total price based on unit price times estimated quantity. In such a case, the unit price will be presumed to be the correct price and the total price may be recalculated. This will be determined on a case-by-case basis.

If there is only one Bidder in this circumstance, the City may determine that re-posting the Bid is in the best interest of the City.

10. Cancellation:

The Chief Procurement Officer may cancel an RFB at any time, if the Chief Procurement Officer deems such action is in the best interest of the City. Purchasing will notify all Bidders through a general notice of cancellation through the eProcurement system.

11. Protest Procedure:

A. RFB Documents: If the protest concerns the specifications for the RFB or other matters pertaining to the solicitation documents, the protest must be filed with the Chief Procurement Officer no later than 5:00 p.m., ten (10) business days prior to the deadline for the receipt of Proposals.

B. Notice of Award: If the protest concerns the Notice of Award, the protest must be filed with the Chief Procurement Officer no later than 5:00 p.m. of the fifth (5th) business day after the receipt of notice of the Notice of Award.

C. Timely Protests: Protests must be received by the Chief Procurement Officer prior to the appropriate deadline as set out herein, or they will be rejected. The Chief Procurement Officer may waive the deadline for good cause, including a delay caused by the fault of the City. Late delivery by the U.S. Postal Service or other carrier shall not be considered good cause.

D. How to File a Protest: Any Offeror who is aggrieved in connection with a competitive solicitation or notice of award of a contract may protest to the City Chief Procurement Officer. The protest shall be addressed to the Chief Procurement Officer, must be submitted in written form and must be legible. Protests may be electronically delivered via email or mailed. Facsimile, telephonic, telegraphic or any other type of electronic protests will not be accepted.

E. Required Information: The protest shall contain at a minimum the following:

(1) The name and address of the protesting party;

(2) The number of the competitive solicitation;

(3) A clear statement of the reason(s) for the protest detailing the provisions believed to have been violated;

(4) Details concerning the facts, which support the protest;

(5) Attachments of any written evidence available to substantiate the claims of the protest; and

(6) A statement specifying the ruling requested.

F. Delivery of Protests:

(1) By Mail: Protests may be mailed in an envelope marked “PROTEST” with the solicitation number. Protests which are mailed should be addressed as follows:

Chief Procurement Officer City of Albuquerque, Purchasing Division P.O. Box 1293 Albuquerque, NM 87103 PROTEST, RFB Number

(2) By Electronic Mail: Protests may be emailed to:

Kathleen Oney, Chief Procurement Officer

Koney@cabq.gov

The message should clearly indicate “PROTEST” and the RFB number in the subject line.

G. Protest Hearing: If a hearing is requested, the request must be included in the protest and received within the time limit. Only the issues outlined in the protest will be considered by the Chief Procurement Officer, or may be raised at a protest hearing. The granting of a hearing shall be at the discretion of the Chief Procurement Officer following review of the request.

H. Protest Response by Chief Procurement Officer: The Chief Procurement Officer will, after evaluation of a protest, issue a response. Only the issues outlined in the written protest will be considered by the Chief Procurement Officer.

12. Award of Contract:

A. When Award Occurs: The award of a contract occurs when a Purchase Order is issued or another written contractual commitment of acceptance by Purchasing is provided to the Bidder. A Notice of Award or Letter of Intent does not constitute award of Contract.

B. Award: If a Contract is awarded, it shall be awarded to the responsive and responsible Bidder whose Bid is lowest in total price and is the most advantageous to the City, Specifications and other factors considered. The apparent lowest Bid upon opening of the bids may not result in a Contract. The award of a Contract is subject to completion of a review of the Bid for responsiveness to the RFB and of the responsibility of the Bidder.

C. Basis of Award: The City reserves the right to award a Contract based on this solicitation in total or by group of items, on the basis of individual items, or any combination of these, which in the judgment of the Chief Procurement Officer, best serves the interests of the City, unless otherwise stated in this solicitation.

13. Procurement Preferences:

A Pay Equity Preference as provided in Section 5-5-31 R.O.A. 1994 (as amended by C/S O-17-33) and the State Preferences as provided in 13-1-21 NMSA 1978 are applicable to this solicitation.To request the application of a preference, as applicable, Bidder shall submit with its Bid a City Pay Equity Preference Form or the New Mexico State Certification for the requested preference.

14. Pay Equity:

Pay Equity Documentation. All bids shall include a Pay Equity Reporting Form that can be accessed at https://www.cabq.gov/gender-pay-equity-initiative. Bidders who believe they are exempt because they are an out-of-state contractor (meaning that you have no facilities and no employees working in New Mexico) are not required to report data, but must still submit a Pay Equity Reporting Form with the box verifying the exempt status checked. Any Bid that does not include a Pay Equity Reporting Form shall be deemed nonresponsive, as stated in the Public Purchases Ordinance, 5-5-31. A Pay Equity Reporting Form will be automatically issued within two (2) business days of completing your information at the link above. To ensure you have your form before the deadline for solicitation close, please access the link at https://www.cabq.gov/gender-pay-equity-initiative least three (3) business days prior to the solicitation deadline. Please contact the “City Contact” identified above in Section 2 with any questions about the Pay Equity Reporting Form.

15. General Terms and Conditions:

Response to this solicitation signifies that Bidder agrees to the City’s Terms and Conditions. Bidders may preview terms and conditions applicable to the Contract resulting from this solicitation at:

https://www.cabq.gov/dfa/procurement-division/vendor-services/terms-and-conditions

Individual solicitations and/or Contracts may have supplemental terms and conditions which may add or change the listed terms and conditions.

https://www.cabq.gov/dfa/procurement-division/vendor-services/terms-and-conditions https://www.cabq.gov/dfa/procurement-division/vendor-services/terms-and-conditions

Part 2: Supplemental Terms and Conditions:

1. Brand Names:

Where a brand name or equal specification is used in a solicitation, the use of a brand name is for the purpose of describing the standard of quality, performance, and characteristics desired, and is not intended to limit or restrict competition. If a Bidder proposes an “equal” to scope of work/specifications, City of Albuquerque is the sole interpreter of the scope of work/specifications and sole judge as to whether the “equal” proposed complies with the scope of work/specifications.

Brand name(s) and/or catalog number(s) are given for purposes of identification and to denote the standard of quality desired, and do not, in any way, restrict Bidders to a specific make and manufacturer. If there is any deviation in the pack, source, quality, etc., of an item Bid from that prescribed in the specification, the appropriate line in the specifications is to be ruled out and the substitution clearly indicated. All substitutions must be functionally equivalent to the item specified.

2. Intent of Specifications:

The following specifications are intended to describe the requirements of the City. The City reserves the right to accept some minor variances in the approved goods and/or services offered by Bidders if such acceptance is determined to be in the best interest of the City.

3. Interpretation of Bid Specifications:

The Awarded Bidder shall ensure that goods and/or services offered meet or exceed the stated criteria.

The City reserves the right to add additional products directly related to these Specifications after award of Contract. Any such addition shall be accomplished via an amendment to the Contract awarded under this RFB.

4. Other Requirements:

Warranty. Time period.

Not required for bids. Design specifications will be required when service is quoted to confirm required/requested specifications are met

5. No Cost Plus:

Pursuant to Section 5-5-9(B) of the Purchasing Ordinance, the City shall not enter into any contract which is a cost-plus-percentage of cost contract. Bids that include cost plus provisions shall be deemed nonresponsive.

Part 3: General Specifications:

1. Objective Description (Statement of Needs):

The purpose of this solicitation is to obtain the services of an experienced and reliable contractor/vendor to perform ongoing maintenance and repair work for the department’s greenhouse facilities. The contractor will be expected to inspect, maintain, and repair all aspects of the greenhouse structure and related systems, including but not limited to glazing, shading, ventilation, irrigation, electrical, plumbing, heating, and cooling systems. The goal is to maintain optimal growing conditions, energy efficiency, and operational safety. Services may include scheduled preventative maintenance, emergency response, and recommendations for system improvements or replacements to ensure the long-term functionality of the greenhouse.

Minimum Requirements:

General contractor license to cover large commercial buildings to include electrical, plumbing and mechanical licenses as needed.

Licenses and Certifications: Bidders must provide proof in a manner acceptable and within the time period specified in the solicitation or by the Purchasing Office, but prior to award unless otherwise specified in the solicitation, that they are licensed and certified by the appropriate agencies as required by law to perform the services or provide the goods specified in this solicitation.

2. Bid Specifications:

Scope of work for greenhouse maintenance and repair to include:

• Structure:

• Clean and inspect gutters and downspouts for debris and leaks, and caulk joints as needed.

• Check for rust and corrosion on metal components, especially at ground level.

• Roof Film Removal and Replacement Inspect, repair, replace polycarbonate, plastic, and/or acrylic roofing.

Inspect and tighten bolts, screws, and other fasteners on the frame.

Repair or replace bent or damaged structural frame members and bracing.

Ventilation & Cooling:

• Wet wall Removal, Replacement, Install & Repair

Clean, repair, remove, replace evaporative cooling system pads, tanks, trays and pumps.

Repair or replace worn-out or damaged parts as needed (e.g., fan belts, glazing panels, cooling pads, tanks, trays, pumps).

Remove and dispose of existing evaporative cooling system pads and trays.

• Wet wall Intake Install & Repair

• Pump Timers and Exhaust Fans

• Auto-Fill Install and Repair

• Test run systems to confirm proper operation.

Irrigation Supply Install and Repair

• Flush, clean, repair, replace emitters, nozzles, and drippers to prevent clogs.

• Check and clean emitters, nozzles, and drippers for proper water delivery rates.

• Inspect for leaks and repair as necessary.

• Disinfect irrigation lines and holding tanks to prevent algae and pest buildup.

• Test run systems to confirm proper operation.

3. Ordering and Invoicing Instructions for Fixed Price Contracts:

A. The City shall issue a Purchase Order for any goods and/or services ordered.

Any goods and/or services ordered must be on the contract awarded under the

RFB.

B. The Awarded B idder shall not ship any product or provide any services unless a Purchase Order has been issued.

C. The Awarded Bidder shall ship goods and/or provide services within (7) days from the date of the dispatched Purchase Order (unless otherwise notified by the Awarded Bidder and accepted by the City Requestor, in writing).

D. Each invoice shall include: (1) a unique invoice number, (2) the Purchase Order number, and (3) details of goods and/or services being invoiced to include delivery dates and delivery locations. The amounts on the invoice shall match the amounts on the Purchase Order. Failure to comply with this Section may result in delayed or denied payments.

E. Invoices may be submitted for processing via Transcepta, email or standard mail, but should only be sent to the AP Division via one of the submission options.

Please do not submit invoices via more than one of the stated options, as it will increase chances for processing errors.

1) Email: Accounts.payable@cabq.gov

2) Standard mail: City of Albuquerque, PO Box 1985, Albuquerque, NM, 87103

3) Transcepta: Through the Transcepta Hub or abq.invoices@submit.transcepta.com mailto:abq.invoices@submit.transcepta.com

4. Estimated Quantities Not an Order:

The City has provided certain historical information or estimated quantities for informational purposes only. By responding to this solicitation, Bidder expressly agrees that it understands and acknowledges that the historical information or estimated quantities are not a commitment by the City to purchase any quantity or amount. The City will place actual orders with Bidder based on current need.

5. Unit Prices:

The unit price for each item offered shall be shown unless otherwise specified. In the case of a discrepancy between the unit price and the extended price, the unit price will govern in determining the price used for evaluation. Unit prices offered should be for the units specified.

6. Delivery Time:

Delivery instructions. Please provide response time to arrive and complete (specify delivery date below).

Biopark staff end user requesting service and contractor to discuss time eframe of work completion at time of quotation, Order of Precedence:

In the event of conflict between the General Terms and Conditions, the Supplemental Terms and Conditions, and the Specifications, theGeneral Terms and Conditions shall take precedence.