EDDY COUNTY

STATE OF NEW MEXICO

INVITATION FOR BIDS

IFB 26-01

Fire Hydrant Testing for Eddy County Fire & Rescue

Commodity Code(s): 340-60; 936-33

EDDY COUNTY PURCHASING

101 W. GREENE ST

CARLSBAD, NM 88220

Issued Date: May 13, 2026 Submission Deadline: June 3, 2026 @ 2:00 PM MST

IFB 26-01 FIRE HYDRANT TESTING FOR EDDY COUNTY FIRE & RESCUE

Contents

EDDY COUNTY ELECTRONIC PROCUREMENT PORTAL

I. INTRODUCTION

II. DEFINITION OF TERMINOLOGY

III. GENERAL REQUIREMENTS

IV. SPECIFIC CONDITIONS

V. RESPONSE REQUIREMENTS

VI. BID OPENING, PROCESSING AND AWARD

APPENDICES

ACKNOWLEDGEMENT OF RECEIPT FORM

ACCEPTANCE OF CONDITIONS GOVERNING THE PROCUREMENT

LETTER OF TRANSMITTAL FORM

OPTIONS, EXCEPTIONS, OR VARIATIONS

RESPONSES TO SPECIFICATIONS AND REQUIREMENTS

STATEMENT OF COMPLIANCE

CONFLICT OF INTEREST DECLARATION

AFFIDAVIT OF NON-COLLUSION

NEW MEXICO RESIDENT BUSINESS PREFERENCE CERTIFICATION

CAMPAIGN CONTRIBUTION DISCLOSURE FORM

COST FORM

REPLACE WITH CONTRACTORS IRS W-9 FORM

EDDY COUNTY ELECTRONIC PROCUREMENT PORTAL

Eddy County has partnered with Euna Procurement, formerly known as Bonfire Interactive, to move all Bid and RFP submissions to a fully digital platform. This is an effort to streamline the procurement process and make working with Eddy County easier and efficient.

The Eddy County Procurement Portal, hosted by Euna Procurement, can be accessed here:

https://coeddynm.bonfirehub.com/portal/?tab=openOpportunities All interested vendors must register on the Eddy County Procurement Portal. During registration, it is recommended that vendors link relevant commodity codes to their profiles to receive automatic notifications of new opportunities matching their services or products.

How to Register

1. Visit https://www.co.eddy.nm.us/

2. Click on the Business tab

3. Go to BID / RFP Opportunities

4. Select BID / RFP Vendor Registration Instructions

For assistance, please visit the Vendor Registration Help page or contact the Eddy County Chief Procurement Officer with any questions at agranger@co.eddy.nm.us https://coeddynm.bonfirehub.com/portal/?tab=openOpportunities https://www.co.eddy.nm.us/ https://customer.eunasolutions.com/public/s/article/vendor-registration

I. INTRODUCTION

PURPOSE OF THIS INVITATION FOR BID

The County of Eddy, on behalf of the Fire & Rescue Department, seeks bids from companies qualified to do business in the State of New Mexico to provide flow testing and marking of hydrants in accordance with 2019 NFPA 291.

SCOPE OF WORK

Eddy County is soliciting qualified professional vendors to provide comprehensive fire hydrant testing and maintenance services for Eddy County Fire & Rescue. Services shall include inspection and routine maintenance of hydrants, including lubrication or oiling of the bonnet, and ensuring that all stems, caps, plugs, and threads are in proper working condition. Vendors will also be responsible for applying food-grade anti-seize compound to each hydrant port. All lubricants, oils, and anti-seize materials used must meet food-grade standards.

Additionally, vendors shall ensure that all vegetation within a three-foot radius of each hydrant is cleared as part of the maintenance process. Eddy County anticipates awarding contracts to multiple vendors to fulfill these service requirements.

SPECIFICATIONS AND REQUIREMENTS

Item 1: Hydrant Flow Testing and Marking Bidder must be familiar with NFPA 291 and trained to perform all testing according to the 2019 edition of NFPA 291 “Fire Flow Testing and Marking of Hydrants”. Flow tests must meet all guidelines listed in chapter 4 “Flow Testing”. Marking of hydrants will be in accordance with chapter 5, and will be painted according to 5.2.1.2, 5.2.1.3, 5.2.1.4, 5.2.1.5, and 5.2.1.6.

2019 edition of NFPA 291 “Fire Flow Testing and Marking of Hydrants” is available through http://www.nfpa.org. Each vendor must sign up for a free membership to utilize this electronic copy.

Testers should have a copy of 2019 edition of NFPA 291 available for reference during testing.

Item 2: Hydrant Inspection and Maintenance Inspect fire hydrant to ensure the following:

1. Tightness of hydrant outlet caps

2. No leaks in outlets or at the top of hydrant

3. No cracks in the hydrant barrel

4. Hydrant drain is clear

5. Turning nut is not worn down with rounded corners

6. There are no damaged nozzle treads

7. Hydrant is accessible

8. There is no corrosion detrimental to hydrant integrity

Maintenance on each hydrant will include:

1. Lubrication or oiling of the bonnet with food grade oil or lubrication according to the manufacturer specifications

2. Ensure all stems, caps, plugs, and threads are in proper operating condition

3. Put food grade anti-seize on each hydrant port

4. Remove all vegetation within 3 feet of the hydrant

It is the responsibility of the bidder to be familiar with the different types and brands of hydrants. Bidder must be familiar with the manufacturer recommended maintenance techniques and follow them for each manufacturer.

A detailed electronic report will be provided by the vender for all services completed and will include the hydrant number, location by address, GPS coordinates, all work completed, and any deficiencies found. This will be provided in PDF format, or another format preapproved by Eddy County Fire & Rescue.

CONTRACT TERM

The term of this contract shall be for one (1) year. The County reserves the right to extend any contract, on an annual basis (or any portion thereof) and by mutual agreement, for up to three (3) additional years and shall be subject to the same terms and conditions as set forth in the original agreement. Under no circumstances will the term of this contract, including any extensions thereto, exceed four (4) years. This procurement will result in a multi-source award. There is no guarantee that the option will be exercised on any or all of the awarded contracts. There is no guarantee of a task order on any or all of the awarded contracts. The County will abide by all portions of New Mexico State Statute 13-1-154, regarding contract limits and terms.

GENERAL LIABILITY INSURANCE

The Contractor shall submit proof of insurance, or evidence of the ability to obtain such coverage, with its bid. All insurance policies shall be issued by companies authorized to provide insurance in the State of New Mexico. Within ten (10) days following the Notice of Award, the successful Bidder shall procure, furnish, and maintain throughout the duration of the contract a comprehensive general liability insurance policy. This policy shall provide coverage with limits of not less than $1,000,000 per occurrence for bodily injury, including death, and property damage.

The required insurance coverage shall apply to all operations performed under the contract and shall include coverage for the use of all owned, non-owned, and hired automobiles, vehicles, and other equipment, whether used on or off the work site.

PROCUREMENT ADMINISTRATOR

The Procurement Administrator listed below is the official point of contact for this procurement. All questions or requests for clarification must be submitted in writing directly to the Procurement Administrator. Offerors are only permitted to communicate with the Procurement Administrator regarding this IFB. No other Eddy County employees, department heads, or managers are authorized to speak on behalf of the County for this solicitation. Contacting anyone else in the County may result in disqualification of the offeror’s bid.

Procurement Administrator

AdriAnne Granger, CPO Phone: 575-887-9511 Ext. 2525

Fax 575-628-3275 Email: agranger@co.eddy.nm.us mailto:agranger@co.eddy.nmn.us

II. DEFINITION OF TERMINOLOGY

This section contains definitions that are used throughout this procurement document, including appropriate abbreviations.

"Bidder" is any person, corporation, or partnership who chooses to submit a sealed bid.

“Bid Sample” means a sample furnished by a bidder that shows the characteristics of an items offered in the bid.

“Board of County Commissioners” (also “BOCC”) means the elected board in whom all powers of the County are vested and who are responsible for the proper and efficient administration of the County government.

"Close of Business" means 5:00 P.M. Mountain Standard Time (MST) or Mountain Daylight Time (MDT), whichever is in effect on the date specified.

"Contract" or “Agreement” means a written agreement for the procurement of items of tangible personal property or services.

"Contractor" means a successful Bidder who enters into a binding contract.

"County" means the County of Eddy, State of New Mexico.

"Determination" means the written documentation of a decision of the Procurement Administrator including findings of fact required to support a decision. A determination becomes part of the procurement file to which it pertains.

“Descriptive Literature” means information available in the ordinary course of business that shows the characteristics, construction or operation of an item.

“F.O.B. Destination” means goods are to be delivered to the destination designated by the user which is the point at which the user accepts ownership or title of the goods. Laws of New Mexico specifically prohibit acceptance of ownership of goods in transit. Any exception to F.O.B. Destination may cause a bid to be declared non-responsive.

"Invitation for Bids" or "IFB" means all documents, including those attached or incorporated by reference, used for soliciting sealed bids. Also known as “Invitation to Bid” or “ITB”

"Local public body" means every political subdivision of the state and the agencies, instrumentalities and institutions thereof, including two-year post-secondary educational institutions, school districts and local school boards and municipalities, except as exempted pursuant to the Procurement Code.

"Mandatory" refers to the terms "must", "shall", "will", "is required" or "are required" which identify a mandatory item. Failure to meet a mandatory item or factor may result in the rejection of the submitted bid.

“MDT” & “MST” mean Mountain Daylight Time (MDT) and Mountain Standard Time (MST). Usage is dependent on which is in effect on the specified date.

"Procurement Administrator" means the person or designee authorized by the County to manage or administer a competitive procurement; also referred to as “Purchasing Agent,” and “Chief Procurement Officer.”

"Procuring agency of the County" means the department or other subdivision of the County of Eddy that is requesting the procurement of services or items of tangible personal property.

“Product” means an item of tangible personal property which is defined in the New Mexico Procurement Code as tangible property other than real property having a physical existence, including but not limited to supplies, equipment, materials and printed materials.

"Purchase Order” or "PO" means the document which directs a Contractor to deliver items of tangible personal property or services pursuant to an existing, valid Contract.

"Purchasing” means the County of Eddy Purchasing Office or the Eddy County Purchasing Agent.

"Purchasing Agent" or "PA" means the Purchasing Agent for the County of Eddy.

"Responsible Bidder" means a Bidder who submits a responsive bid and who has furnished required information and data to prove that their financial resources, production or service facilities, personnel, service reputation and experience are adequate to make satisfactory delivery of the services or items of tangible personal property called for in this Invitation for Bids.

"Responsive Bid" means a timely submitted bid which conforms in all material respect to the requirements set forth in the Invitation for Bids. Material respects of an Invitation for Bids include, but are not limited to, price, quality, quantity and delivery requirements.

“Services” means the furnishing of labor, time or effort by a Contractor not involving the delivery of a specific end product other than reports and other materials which are merely incidental to the required performance.

"Services" do not include construction.

"State agency" means any department, commission, council, board, committee, institution, legislative body, agency, government corporation, educational institution or official of the executive, legislative or judicial branch of the government of the State of New Mexico.

“Successful Bidder” means the lowest priced Responsible Bidder to whom Eddy County, based on the County’s evaluation, makes an award. A Successful Bidder does not become a Contractor until the County signs the Contract signed and submitted by the Bidder.

III. GENERAL REQUIREMENTS

This procurement will be conducted in accordance with the New Mexico Procurement Code (13-1-28 NMSA 1978) and the Eddy County Procurement Policy.

1. Acceptance of Conditions Governing the Procurement

By signing and submitting a bid, Bidders indicate their acceptance of the Conditions Governing the Procurement. Submission of a Bid constitutes acceptance of the Technical Requirements, Award Requirements, and Needs as described in this document by Eddy County.

2. Incurring Cost

Any cost incurred by the bidder in preparation, transmittal, presentation of any bid or material, or negotiation associated with its response to this IFB shall be borne solely by the bidder.

3. Prime Contractor Responsibility Any contract that may result from this IFB shall specify that the prime contractor is solely responsible for fulfillment of the contract with the County. The County will only make contract payments to the prime contractor.

4. Subcontractors

Use of subcontractors is not allowed under this solicitation.

5. Bidders' Rights to Withdraw Bid

Bidders will be allowed to withdraw their bid at any time prior to the deadline for receipt of bids. The approval or denial of withdrawal requests received after the deadline for receipt of the bids is governed by the applicable procurement regulations.

6. Bid Offer Firm

Responses to this IFB, including prices, will be considered firm for ninety (90) days after the due date for receipt of bids.

7. No Obligation

This procurement in no manner obligates Eddy County or any of its departments or other subdivisions to the eventual lease, purchase, etc., of any tangible personal property offered or services proposed until a valid written contract is approved by the Procurement Administrator and other required approval authorities.

8. Termination

This IFB may be canceled at any time, and all bids may be rejected as a whole or in part when the County determines such action to be in the best interest of the County.

9. Sufficient Appropriation

Any contract awarded as a result of this IFB process may be terminated if sufficient appropriations or authorizations do not exist. Such termination will be affected by sending written notice to the contractor.

The County's decision as to whether sufficient appropriations and authorizations are available will be accepted by the contractor as final.

10. Legal Review The County requires that all Bidders agree to be bound by the General Requirements contained in this IFB. Any bidder concerns must be promptly brought to the attention of the Procurement Administrator.

11. Governing Law

This procurement and any agreement with Bidders that may result shall be governed by the laws of the State of New Mexico.

12. Basis for Bid Only information supplied by the County in writing through the Procurement Administrator or in this IFB should be used as the basis for the preparation of bids.

13. Bidder Qualifications

The County may reject the bid of any bidder who is not a responsible bidder or fails to submit a responsive Bid as defined in Sections 13-1-83 and 13-1-85 NMSA 1978.

14. Right to Waive Minor Irregularities The County reserves the right to waive minor irregularities at its discretion.

15. Change in Contractor Representatives

The County reserves the right to require a change in contractor representatives if the assigned representatives are not, in the opinion of the County, meeting its needs adequately.

16. Notice

The Procurement Code, Sections 13-1-28 through 13-1-199 NMSA 1978, imposes civil, misdemeanor and felony criminal penalties for its violation. In addition, the New Mexico criminal statutes also impose felony penalties for bribes, gratuities and kickbacks.

17. County Rights The County reserves the right to accept all or a portion of a bid.

18. Ownership of Bids

All documents submitted in response to this IFB shall become the property of the County.

19. Ambiguity, Inconsistency or Errors in IFB Bidders shall promptly notify the Procurement Administrator, in writing, of any ambiguity, inconsistency or error which they discover upon examination of this IFB.

20. Confidentiality

No information submitted in relation to this IFB may be confidential. This document, all bids submitted under this solicitation, and any additional documents will be made public information upon award, pursuant NM State Law.

21. Electronic mail address required A large part of the communication regarding this procurement will be conducted through the Eddy County Procurement Portal or by electronic mail (e-mail). Bidder shall have a valid e-mail address to register or to receive this correspondence.

22. Use of Electronic Versions of this IFB This IFB is being made available by electronic means. If accepted by such means, the bidder acknowledges and accepts full responsibility to ensure that no changes are made to the IFB. In the event of conflict between a version of the IFB in the Bidder’s possession and the version maintained by the County, the version maintained by the County shall govern.

23. Contract Terms and Conditions This document, together with a bid submitted and awarded through the Eddy County Board of Commissioners, and a Notice of Award, constitutes as a legal and binding contract. The County may desire or allow an additional or separate contract document to be executed in relation to this procurement at its discretion.

24. Bidder Qualifications

a) The County may make such investigations necessary to determine the ability of the Bidder to adhere to the requirements specified within this IFB. The County will reject the bid of any Bidder who is not a responsible Bidder or fails to submit a responsive bid as defined in Sections 13-1-82 and 13-1-84

NMSA 1978.

b) Bidders must, upon request of the County, provide information and data to prove that the financial resources, production or service facilities, service reputation and experience are adequate to make satisfactory delivery of the materials and/or services.

25. Competition

By submitting a bid, bidder certifies that they have not, either directly or indirectly, entered into any action in restraint of full competition in connection with the bid submitted to the County.

26. Use by Other Government Agencies

By submitting a bid, Bidder indicates that they understand and agree that other local public bodies and public agencies within the State of New Mexico, if allowed by their governing directives, may contract for the goods or services included in this procurement document at the discretion of the awarded Contractor(s). Contractual engagements accomplished under this provision shall be solely between the awarded Contractor and the contracting government entity with no obligation or liability by Eddy County.

27. Delivery

No Delivery shall be made before a valid Purchase Order is issued. No Bidder, including a Bidder to whom an award is made, shall deliver any item of tangible personal property, commence services, or start construction prior to the issuance of a Purchase Order or Notice to Proceed issued by Eddy County.

28. County Furnished Property County furnished property shall be returned to the County upon request in the same condition as received except for ordinary wear, tears and modifications ordered here under.

29. Discounts

The Bid Form provides a space for the Bidder to identify prompt payment terms the Bidder is offering, if any. Prompt payment discounts will not be considered in computing the low bid. Discounts for payment within twenty (20) days will be considered after the award of the Contract. Discounted time will be computed from the date of receipt of the merchandise, invoice or billing for services, whichever is later.

30. Packing, Shipping and Invoicing

a) The County’s Agreement number and the Contractor's name, user's name and location shall be shown on each packing and delivery ticket, package, bill of lading and other correspondence in connection with the shipments. The user's count will be accepted by the Contractor as final and conclusive on all shipments not accompanied by a packing ticket.

b) The Contractor's invoice shall be submitted and shall contain the following information: order number, description of supplies or services, quantities, unit price and extended totals. Separate invoices shall be rendered for each and every complete shipment.

31. Samples

Unless otherwise indicated in the bid specifications, samples of the items, when required, shall be free of expense to the County. Samples not destroyed or mutilated in testing will be returned upon request, at Bidder’s expense. Each sample must be labeled to clearly show the bid number and item number to which it pertains. Unsolicited bid samples or descriptive literature, which is submitted at the Bidder's risk, will not be returned.

32. Award Rights The County reserves the right to award this Invitation to Bid in total; by groups of items based on individual items; any combination of these which could result in a multiple award; or as otherwise specified in bid specifications; whichever, in its judgment, best serves the interest of the County.

33. Delivery

All deliveries must be F.O.B. Destination – Freight Pre-Paid, unless otherwise indicated.

34. New Materials

All bid items are to be NEW and of most current production, unless otherwise specified.

35. Warranty The Bidder agrees that the products or services furnished under this order shall be covered by the most favorable commercial warranties given to any customer. Bidder agrees not to disclaim warranties of fitness for a particular purpose or merchantability.

36. Minimum Standard Bid specifications indicate the minimum standard of quality, performance or other pertinent characteristics required. All items equal or exceeding these specifications will be considered. All options, variations, or exceptions to specifications must be listed.

37. Use of Brand Names and Numbers

a) Brand names and numbers are for reference only; equivalents will be considered. Where a brand name or equal is indicated, it is for the purpose of describing the standard of quality, performance and characteristics desired and is not intended to limit or restrict competition. "No substitute" specifications may be authorized ONLY if required to match existing equipment.

b) 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. When bidding an "or equal" the burden of persuasion is on the supplier or manufacturer who has not been specified to convince the procurement officer that their product is, in fact, equal to the one specified. The procurement officer is given the responsibility and judgment for making a final determination on whether a proposed substitution is an “or equal” (NMAC 1.4.24, subsection D).

c) If a specified brand name product is discontinued, an equivalent product of equal quality may be accepted.

38. Equivalent Items Bid

If the Bidder offers an item other than the one specified, which the Bidder considers comparable, the manufacturer’s name and model number of that item must be specified in the bid and sufficient performance specifications and descriptive data provided to permit a thorough evaluation. A separate sheet(s) may be attached for this purpose. Failure to provide the appropriate information may result in disqualification of the bid.

39. Restrictive Specifications Specifications stated in this request are not intended to exclude any Bidder. If any Bidder is of the opinion that the specifications as written preclude them from submitting a response to this IFB, it is requested that their opinion be made known to the Procurement Administrator, in writing, as soon as possible but preferably at least five (5) working days prior to the bid opening date.

40. Addenda

a) Changes or amendments to specifications, conditions or provisions herein may be initiated ONLY through the Procurement Administrator in the form of a written addendum. Any addenda shall become a part of this bid.

b) It is the responsibility of all persons or businesses considering submitting a bid in response to this solicitation to ensure that they have received all addenda prior to making a bid. Addenda will be posted to Eddy County’s website (www.eddycounty.org) via the “Bid Opportunities” link prior to the due date for the receipt of bids.

41. Final Award

The award for this IFB shall be based on the lowest responsible bid, which meets minimum specifications based on the specifications listed. Eddy County does not guarantee any amount of work, services or property needed. The Board of County Commissioners reserves the right to reject all bids, to wave technical irregularities, as described above, and to accept the bid(s) which in its judgment is most advantageous to Eddy County.

42. Default The County reserves the right to cancel all or any part of any orders placed under this contract without cost to the County, if the Vendor fails to meet the provisions of this contract and, except as otherwise provided herein, to hold the Vendor liable for any excess cost occasioned by the County due to the Vendor's default. The Vendor shall not be liable for any excess costs if failure to perform the order arises out of causes beyond the control and without the fault or negligence of the Vendor; such causes include, but are not restricted to, acts of God or the public enemy, acts of the State or Federal Government, fires, floods, epidemics, quarantine restrictions, strikes, freight embargoes, unusually severe weather and defaults of subcontractors due to any of the above, unless the County shall determine that the supplies or services to be furnished by the subcontractor were obtainable from other sources in sufficient time to permit the Vendor to meet the required delivery scheduled. The rights and remedies of the State provided in this paragraph shall not be exclusive and are in addition to any other rights now being provided by law or under this contract.

http://www.eddycounty.org/

RESIDENT/VETERAN PREFERENCE

The New Mexico Procurement Code provides for preference for resident and resident veteran businesses and contractors under certain conditions. If applicable, the preference will be provided to those bidders that have provided a valid preference certificate with their bid.

For a Bidder to receive any of the available preferences, Bidder must submit a copy of their applicable preference certificate with their bid. The preference certificate must have been issued by the New Mexico Taxation and Revenue Department. Providing only a preference number is not acceptable and will not qualify the Bidder for any preference. Preference does not apply to contracts that use federal funds.

For more information, or to obtain application forms, please go to:

https://www.tax.newmexico.gov/businesses/business-preference-certification/

IV. SPECIFIC CONDITIONS

SCOPE OF PROCUREMENT

Eddy County reserves the right to issue multiple awards to obtain the items listed. Multiple awards are recommended to ensure availability and timely delivery. Awarded Agreements will remain in place for one (1) year, contingent upon availability of funding and may be renewed or extended for three (3) years upon the same terms and conditions as set forth in the original agreement.

SEQUENCE OF EVENTS

ACTION RESPONSIBILITY DATE

1. Issue IFB Procurement Administrator 5/13/2026

2. Return Acknowledgement of Receipt Bidders 5/15/2026

3. Deadline to Submit Questions Bidders 5/19//2026

4. Response to Questions Procurement Administrator 5/21/2026

5. Submission of Bid Bidders 6/3/2026 @ 2:00 PM MST

6. Public Opening Procurement Administrator 6/3/2026 @ 2:00 PM MST

7. Intent to Award IFB BOCC 6/9/2026

8. Protest Deadline Bidders 15 DAYS AFTER

AWARD

*Award is subject to approval of the Board of County Commissioners and per the schedule of their meetings which is subject to change*

EXPLANATION OF EVENTS

The following paragraphs further detail the activities listed in the sequence of events

1. Issue IFB This Invitation for Bid (IFB) is being issued by the Eddy County Procurement Administrator on behalf of Eddy County Fire & Rescue

2. Return Acknowledgment of Receipt Interested Offerors are encouraged to return the Acknowledgement of Receipt form (located in the Appendices) by hand-delivery, mail, fax, or preferably by email. The form must be signed by an authorized representative, dated, and returned by close of business on the date listed in the Sequence of Events.

https://www.tax.newmexico.gov/businesses/business-preference-certification/

Offerors who submit the form will be added to the distribution list to receive written responses to questions and any IFB amendments. Offerors who fail to submit the form may not receive crucial updates that could affect their bid.

3. Deadline to Submit Questions Interested Offerors may submit written questions about the intent or clarity of this IFB until the deadline listed in the Sequence of Events. All written questions must be submitted by e-mail to the Procurement Administrator specified in this IFB. Phone inquiries will NOT be accepted.

4. Response to Questions Written responses to submitted written questions, along with any amendments to the IFB, will be posted on the County’s website and Procurement Portal. These updates will also be emailed to all parties who submitted an Acknowledgement of Receipt form.

5. SUBMISSIONS OF BID

a.) Bid must be received no later than the date and time indicated in this IFB to be considered. Late submissions will not be accepted or considered.

b.) Any bid that does not adhere to the specified format, and which does not address each specification, requirement and criteria within this IFB may be deemed non-responsive and rejected on that basis.

c.) The Offeror shall assume full responsibility for timely delivery of bids to Eddy County.

d.) If a bid contains an error and the mistake is discovered before the official opening, the Offeror may modify or withdraw their submission electronically prior to the deadline set for bid opening. To do so, the Offeror must submit a written notice through the Procurement Portal or by email to the Procurement Administrator. Withdrawn bids may be corrected and resubmitted electronically, as long as they are received by the designated date and time and comply fully with the requirements outlined in the IFB. At no time may Eddy County personnel assist in the modification, correction, or withdraw of any bid prior to the official opening date and time.

6. PUBLIC OPENING

Refer to the following section: IV SPECIFIC CONDITIONS, SEQUENCE OF EVENTS

7. Intent to Award IFB Sealed bids will be publicly opened through the Procurement Portal at the date and time identified in the Sequence of Events. Bid opening will take place in the Eddy County Commission Chambers, 2nd Floor, 101 W. Greene Street, Carlsbad, New Mexico 88220. The Procurement Portal will automatically record the date and time of each submission. Bids will remain electronically secured and sealed until the scheduled public opening at the stated date, time, and location.

All awards resulting from this Invitation for Bids are subject to approval by the Eddy County Board of County Commissioners at a duly noticed public meeting. The anticipated meeting date is identified above and is subject to change at the discretion of the County or the Board of County Commissioners.

8. Protest Deadline Any protest by an offer must be timely, in conformance with, and will be governed by Sections 13-1- 172 through 13-1-176 NMSA 1978 and Eddy County Procurement Policy. Protests must be written and must include the name and address of the protestor and the Invitation for Bid number. It must also contain a statement of grounds for protest including appropriate supporting exhibits, and it must specify the ruling requested. The protest must be delivered to:

Eddy County Attn: AdriAnne Granger, CPO

101 W. Greene St.

Carlsbad, NM 88220

V. RESPONSE REQUIREMENTS

A. NUMBER OF RESPONSES

Bidders may submit only one (1) response to this IFB.

B. NUMBER OF COPIES

Bidders shall provide one (1) signed and electronically sealed bid via the Eddy County Procurement Portal in compliance with the dates listed in “Sequence of Events” above, on or before the closing date and time for receipt of bids.

C. BID CONTENTS

All bids MUST contain all forms marked “BID FORM” contained in this IFB.

Some bids MUST contain the following items, if required

1. Licenses/certifications or compliance forms

2. Any other items noted in SPECIFICATIONS AND REQUIREMENTS

Failure of Bidder to complete and submit required bidding documents, in accordance with all instructions provided, is cause for rejection of their bid.

D. BID FORMAT

1. To preclude any possible errors or misrepresentations, bid prices must be affixed legibly in ink or typewritten. Corrections or changes must be signed or initialed by Bidder prior to the scheduled bid opening. Failure to comply will be just cause for rejection of the bid.

2. The unit price(s) shall exclude all state and local taxes.

E. BID SUBMITTAL REQUIREMENTS

Bids must be submitted via the Eddy County Procurement Portal. The digital submission will date and time stamp the bid once submitted.

Required Forms (Appendices) Scoring Acceptance of Conditions Governing the Procurement Pass / Fail Letter of Transmittal Pass / Fail Option, Exceptions, or Variations Pass / Fail Response to Specifications & Requirements Pass / Fail

Statement of Compliance Pass / Fail Conflict of Interest Declaration Pass / Fail Affidavit of Non-Collusion Pass / Fail New Mexico Resident Business Preference Certificate Pass / Fail Campaign Contributions Disclosure Form Pass / Fail Cost Pass / Fail W9 Form Pass / Fail

VI. BID OPENING, PROCESSING AND AWARD

This section describes how bids received are handled and assessed. It also describes how the award process works as well as the role of the Contract provided in and the role of Purchase Orders that may follow Contract award.

A. BID RECEIPT

Bids shall be accepted unconditionally per NMSA 1978, Section 13-1-105 (2005). Only those bids received before the deadline for the receipt of bids will be considered. Bids received after the deadline (“late bids”) will be retained in the procurement file, unopened, and shall not be considered for award.

B. BID OPENING

Bids will be opened by the Procurement Administrator via the Procurement Portal at the scheduled date and time for the submission of bids.

C. EVALUATION PROCESS

1. Compliance Review

All timely received bids will be reviewed for compliance with the requirements and specifications stated within the IFB. Bids deemed non-responsive to any mandatory requirement or specification may be disqualified.

2. Clarifications The Procurement Administrator may contact the Bidder for clarification of the response.

3. Other Information Sources The County may use other sources of information to confirm the validity of bids submitted and the ability of the Bidder to perform.

4. Bid Tabulation The bid price(s) on the Bid Form from timely received and responsive bids will be tabulated (price compared) to identify the lowest price(s) bid. If applicable, the price(s) bid will be adjusted (for comparison and award purposes only) for those Bidders that have submitted a New Mexico Preference Certificate.

5. Discrepancies in Price(s) In case of an error in the Extended Price and Unit Price, the Unit Price shall govern.

6. Determination of Lowest Price Following determination of product acceptability, if any is required, bids will be evaluated to determine which Bidder offers the lowest cost to the County in accordance with the specifications and terms and conditions set forth in the IFB. The County Procurement Administrator reserves the right to award this IFB in total; by groups of items; based on individual items; any combination of these which could result in a multiple award; or as otherwise specified in bid specifications; whichever in his/her judgement best serves the interest of Eddy County.

D. AWARD AND ORDER PROCESS

1. Award

Upon selection for possible award, the County will place the bid on the agenda for the Board of County Commissioners to consider. After award by the Commission, a formal Notice of Award will be issued to the successful bidder(s) and notice of such will be issued to the non-successful bidders. They County may request additional contract documents be executed at its discretion, and otherwise this Invitation for Bids along with a submitted and awarded bid constitute the contract documents that govern any subsequent procurement.

2. Order Process

Upon receiving award, the County will issue a Purchase Order or notice to proceed. Contractor will provide required services as mentioned in this IFB ONLY AFTER a Purchase Order or Notice to Proceed is given.

Appendices

ACKNOWLEDGEMENT OF RECEIPT FORM

This Acknowledgement of Receipt Form should be signed and submitted by the date specified in the Sequence of Events or as soon as possible thereafter (note that submitting after the date specified in the Sequence of Events may result in missed distributions and Offerors should verify with the County to see if any documents have been issued previous to submitting this form.)

Only potential Offerors who elect to return this form will receive copies of all submitted questions and written responses to those questions, as well as any IFB amendments, if any are issued.

In acknowledgement of receipt of this Invitation for Bid, the undersigned agrees that he or she has received a complete copy of the IFB, beginning with the cover page, and ending with the W9 page.

ORGANIZATION: _____________________________________________________________

CONTACT NAME: _____________________________________________________________

TITLE: _______________________________________PHONE NO.: _____________________

E-MAIL: ______________________________________________________________________

ADDRESS: ___________________________________________________________________

CITY: ___________________________ STATE: ____________ ZIP CODE: _______________

This name and address will be used for all correspondence related to the Invitation for Bids

Submit Acknowledgement of Receipt Form to:

Subject Line: IFB 26-01 – Acknowledgement Form

To: AdriAnne Granger, Procurement Administrator E-mail: agranger@co.eddy.nm.us

ACCEPTANCE OF CONDITIONS GOVERNING THE PROCUREMENT

BID FORM

To: Eddy County From: ____________________________________ 101 W. Greene St Name of Bidder

Carlsbad, NM 88220 ____________________________________ Mailing Address

City, State & Zip

The Bidder accepts all the terms and conditions of the Invitation for Bids and Instructions to Bidders, including without limitation those dealing with the disposition of bid security and other Bidding Documents. This Bid will remain subject to acceptance for 90 days after the day of the Bid opening.

In submitting this Bid, the Bidder represents, as more fully set forth in Agreement, that:

1. The Bidder has examined all bidding documents and acknowledges any applicable addenda.

2. The Bidder has familiarized themselves with the nature and extent of all requirements.

3. Bidder has given the Procurement Administrator written notice of any conflicts, errors, or discrepancies that he has discovered in the bidding documents, and the written resolution thereof by the Procurement Administrator is acceptable to the Bidder.

4. The bid is genuine and not made in the interest of, or behalf of, any undisclosed person, business or corporation; the Bidder has not directly or indirectly induced or solicited any Bidder to submit false information; the Bidder has not solicited or induced any person, business or corporation to refrain from bidding; the Bidder has not sought by collusion to obtain for themselves any advantage over any other Bidder or over Eddy County.

5. Bidder understands that acceptance and formal award of this bid, along with the placement of order(s) related to this bid, constitutes a complete and binding contract for items and services as specified.

6. The Bidder certifies by signing and submitting a bid, to the best of his or her knowledge and belief that all information is correct and accurate.

ADDENDA CERTIFICATION

Bidder hereby acknowledges receipt of Addenda (if applicable)

Number ______, Dated __________________ Number_____, Dated__________________

Number ______, Dated __________________ Number_____, Dated_________________

LETTER OF TRANSMITTAL FORM

ITEMS #1 to #2 EACH MUST BE COMPLETED IN FULL. Failure to respond to all items

MAY RESULT IN THE DISQUALIFICATION OF THE BID. DO NOT LEAVE ANY

ITEM BLANK. (N/A, None, Does not apply, etc. are acceptable responses.)

1. Identify the following information for the submitting organization:

Offeror/Company

Mailing Address

Telephone

FED ID#

NM CRS#

2. Identify the individual(s) authorized by the organization to (A) contractually obligate,

(B) negotiate, and/or (C) clarify/respond to queries on behalf of this Offeror:

A Contractually Obligate

B Negotiate*

C Clarify/Respond to Queries*

Name

Title

E-mail

Telephone

* If the individual identified in Column A also performs the functions identified in Columns B & C, then no response is required for those Columns. If separate individuals perform the functions in Columns B and/or C, they must be identified.

By signing the form below, the Authorized Signatory attests to the accuracy and veracity of the information provided on this form, and explicitly acknowledges the following:

• On behalf of the submitting-organization identified in item #1, above, I accept the Conditions

Governing the Procurement as set forth in this IFB.

• I concur that submission of this bid constitutes acceptance of all terms and conditions contained in this IFB (unless specifically noted or taken exception to otherwise in my bid).

________________________________________________ _____________, 20______ Authorized Signature and Date (Must be signed by the individual identified in item #2. A, above.

EDDY COUNTY

IFB 26-01

FIRE HYDRANT TESTING FOR EDDY COUNTY FIRE & RESCUE

OPTIONS, EXCEPTIONS, OR VARIATIONS

Please state each and every option, exception, or variation to the specifications (if any) for the products or services offered. Please check one option, sign below and return with your bid.

______THERE ARE OPTIONS, EXCEPTIONS, OR VARIATIONS. State in detail below. If necessary, utilize additional sheet(s) labeled “OPTIONS, EXCEPTIONS OR VARIATIONS TO IFB 25-10” and include with bid.

_____THERE ARE NO OPTIONS, EXCEPTIONS, OR VARIATIONS. The products and/or services offered on this Invitation to Bid meet or exceed all Specifications, Terms, and Conditions set forth without exceptions. I understand products or services not meeting all Specifications, Terms, and Conditions may be cause for rejection of the item or service, of a bid in its entirety, or may result in cancelation of any awarded contract, project or task.

Signature

Printed Name and Title

RESPONSES TO SPECIFICATIONS AND REQUIREMENTS

Specifications and Requirements YES NO

Bidder certifies they can comply with all requirements identified on page 2 “Specifications and Requirements.”

Bidder certifies they have appropriate license to perform work as specified (copies of licenses must be included as necessary).

Bidders MUST mark either the “Yes” column or the “No” column for EACH Mandatory Specification. Marking the “No” column, or not marking either column, may lead to the bid being declared non-responsive and being disqualified on that basis.

If bidders take exception to any of the mandatory specifications, each exception must be addressed. Attach such explanations on a separate sheet and include that sheet (s) with the bid.

Taking exception to one or more mandatory specifications may lead to the bid being declared non-responsive and being disqualified on that basis.

STATEMENT OF COMPLIANCE

The Proposer must sign one, and only one, of the declarations stated below.

Either: No Exceptions Taken.

The undersigned declares that the bid submitted by __________________________ (Name of business) will provide items and/or services as specified in strict compliance with the instructions, conditions and terms listed in this IFB, with no exceptions taken.

Signature Date

Printed Name and Title

Or Exceptions Taken.

By signing below, the Offeror acknowledges that the bid submitted by (Name of Business) _______________________________ has been prepared in consideration of and with exception to one or more of the requirements or terms specified in this IFB or proposed contract. By signing below, the Offeror declares their bid includes a page(s) clearly labeled “Exceptions to Specifications” which identifies each item to which the bid is taking exception or is proposing change to, including any suggested rewording of the contractual obligations, and identifies the reasons for submitting the proposed exception or change. Eddy County reserves the right to reject any declarations of exception that are not accompanied by the required documentation or to accept or reject any bid based on any exception taken. Offeror must attach separate sheet(s) detailing exceptions if this option is selected

Signature Date

CONFLICT OF INTEREST DECLARATION

Offeror represents and warrants the following:

1. No Current or Prior Conflict of Interest. The Offeror has no business, professional, personal, or other interest, including, but not limited to, the representation of other clients, that would conflict in any manner or degree with the performance of its obligations as specified and set forth in this IFB or any contract entered pursuant to award under this IFB.

2. Notice of Potential Conflict. If any such actual or potential conflict of interest arises, Offeror/contractor shall immediately inform EDDY COUNTY in writing of such conflict.

3. Termination for Material Conflict. If, in the reasonable judgment of the County such conflict poses a material conflict to and with the performance of Contractor's obligations, then the County may modify or terminate the contract upon written notice to Contractor.

4. If the Offeror is a former employee of Eddy County, state the date of separation/retirement here:

___________________________________________________ (write N/A if not applicable).

5. If the Offeror is a current employee of Eddy County, the family member (spouse, parent, child, sibling by consanguinity or affinity) of a current employee with Eddy County, state name of entity, employee name and position held here:

___________________________________________________ (write N/A if not applicable).

Signature Date

AFFIDAVIT OF NON-COLLUSION

I state that I am the _________________ (title) of ______________________________ (name of business) and that I am authorized to make this affidavit on behalf of my business, and its owners, directors, and officers. I am the person responsible in my business for the price(s) and the amount of this Bid.

I further state that:

1) The price(s) and amount of this Offer have been arrived independently and without consultation communication or agreement with any other Offeror or potential Offeror.

2) That neither the price(s) nor the amount of this bid, have been disclosed to any other business or person who is an Offeror or potential Offeror, nor will they not be disclosed before bid opening.

3) No attempt has been made or will be made to induce any business or person to refrain from proposing on this contract, or to submit a bid higher than this bid, or to submit any intentionally high or noncompetitive bid or other form of complementary bid.

4) This bid is made in good faith and not pursuant to any agreement or discussion with, or inducement from, any business or person to submit a complementary or other noncompetitive bid.

5) This business, its affiliates, subsidiaries, officers. directors and employees are not currently under investigation by any governmental agency and have not in the last four years been convicted of or found liable for any act prohibited by State or Federal law in any jurisdiction, involving conspiracy or collusion with respect to proposing on any public contract, except as described herein.

6) I state that this business understands and acknowledges that the above representations are material and important and will be relied on by Eddy County in awarding. I understand and my business understands that any misstatement in this affidavit is and shall be treated as fraudulent concealment from Eddy County of the true facts relating to the submission of Offerors for this contract.

Authorized Signature Date

Printed Name

NEW MEXICO RESIDENT BUSINESS PREFERENCE CERTIFICATION

____________________________________________________ (Name of Business) hereby certifies the following regarding NM resident business preference:

Please check one box only:

� This business does not have NM Resident Business Preference Certification

� This business has the following qualifying New Mexico Business Preference:

� Resident Business � Native American Resident Business � Resident Veteran Business � Native American Resident Veteran Business � Other NM Business Preference (specify below)

(Must include a copy of your preference certificate with bid to have preference considered)

If claiming a Resident or Native American Veterans Preference Certification, state annual gross revenue for preceding calendar year:

(note that for gross revenue exceeding $6,000,000 preference may not be considered pursuant to 13-1-21, NMSA 1978)

“I declare under penalty of perjury the above information is true to the best of my knowledge. I understand that giving false or misleading statements about material fact regarding this matter…