11-01 ITB-2026-18BK Bicycle Maintenance Services.pdf

Gallup-McKinley County Schools Procurement Office P.O.

Box 1318 Gallup, New Mexico 87305-1318

INVITATION TO BID

Bicycle Maintenance Services

No. ITB-2026-18BK

Commodity Code(s): 87149990

GMCS Website: www.gmcs.org

GMCS Bonfire eBidding Website: https://gmcs.bonfirehub.com/portal/

Mailing Address: Physical Address: Contact:

P.O. Box 1318 Gallup, NM 87305

640 S. Boardman Dr.

Gallup, NM 87301

Breana Kesner Procurement Buyer

(505) 721-1084

(505) 721-2242 Fax bkesner@gmcs.org

Notes:

Closing Date: February 17, 2026 F.O.B. Point: DESTINATION Closing Time: 2:00 pm MDT Terms: Net 30 unless otherwise stated

Opening/Issue Date: January 30, 2026 Quantities may be increased or decreased within reasonable amounts.

mailto:bkesner@gmcs.org

PRE-BID CONFERENCE

Bicycle Maintenance Services

ITB-2026-18BK

MANDATORY PRE-BID CONFERENCE:

Date: 02/09/2026

Time: 4:00pm

Location: Virtual – Microsoft Teams (meeting invite to be published in Bonfire and in Amendment

No. 1.)

Attendance is required in order to submit a responsive bid.

Attendance requests may also be emailed to bkesner@gmcs.org with “ITB-2026-18BK

Bicycle Maintenance Services” in the subject line.

We encourage you to have your initial questions ready, in writing, as stated in the bid documents, to submit. Additional questions after the pre-bid conference will be accepted until the question submission deadline stated in the GMCS bonfire eBidding platform for this opportunity.

No responses to questions are official until published in writing, by amendment.

Bicycle Maintenance Services

ITB-2026-18BK

SPECIAL CONDITIONS

1. PURPOSE AND SCOPE: The intent of this Invitation to Bid (ITB) is to establish an indefinite quantity, firm fixed-price agreement for the provision of bicycle maintenance services for Gallup-McKinley County Schools (GMCS) Performance Bicycles.

Services shall include, but are not limited to, scheduled twice-yearly maintenance and on-call maintenance services as requested by the District. The number of bicycles, service frequency, service locations, and scope of work may increase, decrease, or change based on District needs.

Nothing in this solicitation shall be construed as a guarantee of minimum quantities, minimum spend, or exclusivity. All services shall be ordered solely at the discretion of the District and subject to the availability of appropriated funds.

2. TERM: The initial term of any contract awarded as a result of this solicitation shall be one (1) year from the date of award through June 30 of the applicable fiscal period.

The contract shall automatically renew for up to three (3) additional one-year terms, for a maximum total contract duration of four (4) years, unless the District provides written notice of non-renewal prior to the expiration of the then-current term.

Automatic renewal is expressly contingent upon:

• Continued need for the services

• Availability of appropriated funds

• Satisfactory contractor performance

• Continued compliance with all contract terms, District policies, and applicable law

Automatic renewal shall not be construed as a commitment of future funding, a waiver of District rights, or a guarantee of continued work. The District may elect not to renew the contract for any reason or no reason, without penalty or obligation, by providing written notice of non-renewal.

The District retains the right to terminate the contract for convenience or for cause at any time, notwithstanding any automatic renewal provision. No contractor shall acquire any vested right, expectancy, or entitlement to renewal beyond the current contract term.

3. MULTIPLE AWARDS: Gallup-McKinley County Schools reserves the right to make single or multiple awards as a result of this solicitation if such action is determined to be in the best interest of the District.

Awards may be made by:

• Line item

• Service category

• Location

• Combination thereof

The District may award to one or more bidders whose bids are determined to be responsive and responsible, based upon:

• Lowest total evaluated price per category or grouping

• Availability and ability to provide services as required

• Operational needs of the District

This solicitation may result in a multiple-award price agreement, and the District makes no guarantee that any specific volume of work will be assigned to any awarded contractor.

4. BIDDER RESPONSIBILITY AND COMPETENCY: Bids will be considered only from bidders determined by the District to be responsive and responsible. The District reserves sole discretion, exercised in accordance with applicable law, to determine bidder responsibility and competency.

Responsibility determinations may include, but are not limited to, evaluation of:

• Demonstrated experience and technical ability to perform the required services

• Integrity, ethics, and business reputation

• Financial stability and operational capacity

• Accuracy, completeness, and compliance of the bid submission

• Past performance with GMCS or other public entities

Any material misrepresentation, omission, or false statement made by a bidder may result in bid rejection, disqualification, contract termination, or other remedies available to the District.

The District shall not consider prior informal work, volunteer services, or non-contracted services as evidence of bidder responsibility.

5. CONFLICT OF INTEREST AND ETHICAL COMPLIANCE: All bidders and any resulting contractor shall comply with the New Mexico Procurement Code, the Governmental Conduct Act, and all applicable District policies relating to ethical conduct and conflicts of interest.

Bidders are required to disclose any actual, potential, or perceived conflict of interest, including but not limited to:

• Familial, personal, or financial relationships with District employees, officers, or Board of Education members

• Current or prior employment with the District within the past twenty-four (24) months

• Any circumstance that could reasonably be perceived as impairing the bidder’s objectivity or independence

Failure to fully disclose such relationships may result in bid rejection, contract termination for cause, and referral to appropriate oversight or enforcement authorities.

The District reserves sole discretion to determine whether a disclosed relationship constitutes a conflict of interest that renders a bidder non-responsible or otherwise ineligible for award.

6. PRICE ADJUSTMENTS AND CONTINUED PERFORMANCE: All pricing submitted in response to this solicitation shall be firm, fixed, and non-adjustable for the entire duration of the contract, including all automatic renewal terms.

The contractor shall be fully obligated to perform all services at the awarded prices for the life of the contract. No price escalation, surcharge, fee increase, or cost adjustment of any kind shall be permitted, regardless of changes in market conditions, labor costs, material costs, fuel prices, inflation, or the contractor’s internal operating expenses.

The contractor shall not suspend, delay, reduce, condition, or otherwise limit performance for any reason related to pricing, cost increases, or economic conditions.

Any attempt to impose additional charges, modify pricing, or condition performance on price relief shall constitute a material breach of contract and may result in termination for cause and pursuit of any remedies available to the District.

The District’s exercise of automatic renewal shall not be construed as acceptance of any pricing changes or waiver of its right to enforce the awarded pricing. Continued performance at the awarded prices is a material condition of this contract.

7. PAYMENT: Payment shall be made in strict accordance with §§13-1-157 and 13-1-158 NMSA 1978, as amended, and applicable District policies.

New Mexico law does not permit advance payments. Accordingly:

• No deposits, retainers, mobilization fees, or prepayments shall be authorized

• Payment shall be made only after services have been fully performed, invoiced, and verified as satisfactory by the District

Invoices shall be submitted in the form and manner required by the District and must include sufficient detail to substantiate the services performed, including service dates, locations, quantities, and any District-approved parts or materials.

The District reserves the right to withhold payment for incomplete, unsatisfactory, or non-compliant services until such deficiencies are corrected to the District’s satisfaction. The District shall have sole authority to determine whether services have been satisfactorily performed and accepted.

8. EXCLUDED ITEMS: Bidders shall clearly and explicitly identify any items, services, materials, or activities that are excluded from their bid pricing.

Any exclusion not expressly stated in the bid submission shall be deemed included in the bid price and required to be performed at no additional cost to the District.

The District shall not be responsible for any charges, fees, or costs associated with excluded items unless expressly authorized in writing by the District through a formal contract modification or purchase order.

9. RESERVATION OF RIGHTS: Gallup-McKinley County Schools reserves the unrestricted right, in its sole judgment and in the best interest of the District, to:

• Reject any or all bids, in whole or in part

• Waive minor irregularities or informalities that do not affect price, quality, quantity, or contractual obligations

• Cancel this solicitation at any time prior to award without liability

• Reissue, revise, or rebid the solicitation

• Award by line item, service category, location, or any combination thereof

• Determine bidder responsiveness, responsibility, and eligibility

No bidder shall acquire any legal or equitable rights by reason of this solicitation or any subsequent award until a contract is fully executed by the District.

10. TERMINATION:

a. Termination for Convenience: The District may terminate the contract, in whole or in part, at any time for convenience by providing written notice to the contractor. The District shall not be liable for anticipated profits, unperformed services, or consequential damages.

Compensation, if any, shall be limited to services satisfactorily performed and accepted prior to the effective date of termination.

b. Termination for Cause: The District may terminate the contract immediately for cause, including but not limited to:

• Failure to perform in accordance with contract requirements

• Breach of contract terms or conditions

• Misrepresentation or false statements in the bid

• Ethical violations or undisclosed conflicts of interest

• Attempted price increases or conditioning of performance

Termination for cause shall not limit any other remedies available to the District under law or equity.

11. PROTEST AND PROTEST BOND: Any protest related to this solicitation, the evaluation of bids, or the award of contract shall be submitted in writing to the Gallup-McKinley County Schools Procurement Office.

Protests must be received no later than fifteen (15) calendar days after the protesting party knew or should have known of the facts giving rise to the protest.

a. Protest Bond Requirement: Each protest shall be accompanied by a protest bond in the amount of Eight Hundred Dollars ($800.00), payable to Gallup-McKinley County Schools.

The protest bond shall be submitted in the form of:

• Certified check, cashier’s check, or

• Surety bond issued by a company authorized to do business in the State of New Mexico

Failure to submit the required protest bond at the time the protest is filed shall render the protest non-responsive and automatically dismissed without further consideration. Protest bonds submitted after the protest filing deadline shall not be accepted.

b. Protest Content Requirements: All protests shall:

• Clearly state the factual and legal grounds for the protest

• Include all supporting documentation

• Specify the relief requested

c. Disposition of Protest Bond: The protest bond shall be:

• Returned to the protestor only if the protest is sustained in whole

• Forfeited to the District if the protest is denied, dismissed, withdrawn, or determined to be frivolous

Forfeited bond funds may be applied toward the District’s administrative costs associated with processing and reviewing the protest.

d. Waiver: Failure to timely file a protest and submit the required protest bond in full compliance with this section shall constitute a complete waiver of all rights to challenge the solicitation, evaluation, or award.

The District’s decision regarding any protest shall be final unless otherwise required by applicable law.

12. DISTRICT COMMUNICATIONS AND CONDUCT:

All communications regarding this solicitation shall be directed solely to the Procurement Office identified in this ITB. Unauthorized communications with District staff, administration, or Board members regarding this solicitation may result in bid rejection, a determination of non-responsibility, or contract termination, as permitted by law.

BID SPECIFICATIONS

1. Introduction: Gallup-McKinley County Schools (GMCS) is a public school district covering approximately 4,857 square miles, encompassing all of McKinley County except the Zuni Indian Reservation in the southwest corner of the county. District enrollment for the 2024–2025 school year exceeded 12,500 students across thirty-four (34) schools.

2. Project Description: GMCS is soliciting bids from qualified vendors to provide bicycle maintenance services, twice yearly, for GMCS Performance Bicycles. The District currently estimates approximately 200 performance bicycles requiring service. The awarded contractor shall inspect and service District bicycles at District-designated locations and/or a mutually agreed location approved by the District in advance.

3. Qualifications and Experience: The bidder shall possess the knowledge, experience, personnel, tools, and facilities necessary to properly perform bicycle maintenance services in accordance with this ITB.

At a minimum, the bidder must demonstrate experience in the inspection, repair, and maintenance of performance bicycles, including but not limited to the following model or equivalent:

• Giant Talon mountain bicycles

• Trek mountain bicycles

Experience with comparable performance bicycle models may be considered acceptable provided the bidder demonstrates the ability to service the District’s bicycles to manufacturer-recommended standards and industry best practices.

The District reserves the right to request additional information or clarification to verify bidder qualifications and experience.

4. Maintenance Services Required: Maintenance services shall include, but are not limited to, the following tasks for each bicycle serviced:

• Cleaning and Lubrication: Cleaning of the bicycle and lubrication of the chain and other moving parts to ensure safe and smooth operation.

• Tire Inspection and Inflation: Inspection of tires for condition and proper inflation to manufacturer-recommended pressure.

• Brake Inspection: Inspection of brake pads, cables, and braking systems to ensure proper function and safety; adjustment or replacement as necessary with District-approved parts.

• Drivetrain Inspection and Adjustment: Inspection and adjustment of gears, chain, and shifting mechanisms to ensure proper operation.

• Frame and Component Inspection: Inspection of the bicycle frame, handlebars, fasteners, and components to ensure they are secure, safe, and free of visible defects.

• General Safety Check: Identification of any additional maintenance or safety issues reasonably observed during service.

All maintenance services shall be performed in a professional manner consistent with manufacturer recommendations and generally accepted industry standards.

5. Service Frequency and Scheduling: Maintenance services shall be performed on each District bicycle twice yearly, generally during the months of February and June. The specific service dates are tentative and shall be scheduled at the discretion of the District.

The District reserves the right to:

• Adjust service dates and frequencies based on operational needs

• Combine, reschedule, or stagger service dates by location

• Modify service schedules with reasonable notice

Failure to perform services in accordance with the District-approved schedule may be considered unsatisfactory performance.

6. On-call and Additional Services: In addition to scheduled maintenance, the District reserves the right to request on-call or additional maintenance services at any time during the contract term if a bicycle requires service.

On-call services shall be:

• Requested by the District on an as-needed basis

• Performed within a timeframe specified by the District

• Priced in accordance with the awarded contract pricing

The contractor shall not refuse, delay, or condition on-call services based on workload, scheduling preferences, or other non-District-approved factors.

7. Invoicing and Documentation Requirements: The contractor shall submit invoices in accordance with District requirements and the terms of this ITB.

Invoices shall be itemized and detailed, and at a minimum must include:

• Date(s) of service

• Location(s) where services were performed

• Number of bicycles serviced per location

• Description of services performed

• Identification of any District-approved parts installed

a. Parts All parts required for maintenance shall be pre-approved by the District prior to installation. Parts shall be invoiced as a Detailed Invoice, listing each part replaced with the corresponding cost.

b. Services Maintenance services shall be invoiced per location. The invoice shall include a count of bicycles serviced at each location and reference any approved parts used.

The District reserves the right to reject or require correction of any invoice that does not comply with these requirements.

8. Maintenance Locations: Maintenance services shall be performed in accordance with District direction using one or more of the following methods, as determined by the District:

• On-site maintenance at individual school locations, preferred, or

• Transportation of bicycles to a District-designated centralized location, including but not limited to Gallup High School

The District may require services to be performed at multiple locations and reserves the right to change service locations as operational needs require.

The contractor shall be responsible for coordinating with District staff to ensure services are performed efficiently and with minimal disruption to school operations.

Area Miles From Gallup Crownpoint, New Mexico 58

David Skeet Elementary 17

Navajo, New Mexico 47

Ramah, New Mexico 45

Thoreau, New Mexico 32

Tohatchi, New Mexico 29

Tse Yi Gai High 103

Twin Lakes Elementary 15

9. Performance Standards and Quality Control: All services shall be performed in a professional, workmanlike manner consistent with manufacturer recommendations, industry best practices, and all applicable safety standards.

The contractor shall ensure that:

• All bicycles serviced are returned in safe, operable condition

• Work is performed by qualified personnel with appropriate experience

• Tools, equipment, and materials used are suitable for the services provided

The District reserves the right to inspect services performed and to require correction of any deficiencies identified. Repeated deficiencies or failure to meet performance standards may be deemed unsatisfactory performance and may result in corrective action, non-renewal, or contract termination.

10. District Oversight and Acceptance: The District shall have sole authority to determine whether services have been satisfactorily performed and accepted.

If services are determined to be unsatisfactory or incomplete, the District may:

• Require re-performance of services at no additional cost

• Withhold payment until deficiencies are corrected

• Take any other action permitted under the contract or applicable law

Acceptance of services shall not relieve the contractor of responsibility for latent defects, recurring deficiencies, or non-compliance discovered after acceptance.

11. District-Initiated Services and Non-solicitation: All services performed under this contract shall be initiated, authorized, and scheduled solely by the District through its designated representatives.

The contractor shall not solicit, market, promote, or offer services directly to individual schools, school staff, students, parents, or other District personnel outside of the established procurement and work-order process.

Specifically, the contractor shall not:

• Initiate service requests directly with schools or school personnel

• Recommend, propose, or upsell additional services outside District authorization

• Perform services not expressly requested or approved by the District

• Represent that services are required, recommended, or pre-approved without District confirmation

Any services performed without prior District authorization shall be deemed unauthorized and non-billable, and may constitute unsatisfactory performance or grounds for corrective action, non-renewal, or contract termination.

Nothing in this section shall prohibit the contractor from responding to District-initiated requests for information or service clarification when directed by the Procurement Office or other authorized District representative.