2-IFB 26-002-UT- Water-Wastewater Systems- Repair and Maintenance.pdf

IFB 26-002-UT

BID DOCUMENTS

FOR

MAINTENANCE, REPAIR AND REPLACEMENT SERVICES FOR

WATER/WASTEWATER/RECYCLE WATER UTILITY SYSTEMS

EQUIPMENT AND FACILITIES

CITY OF RIO RANCHO, NEW MEXICO

January 2026

PREPARED BY:

City of Rio Rancho

Department of Finance/Purchasing Division

3200 Civic Center Circle, NE

Rio Rancho, New Mexico 87144

Telephone: (505) 891-5064

Table of Contents

Bid Specific Requirements 03

Instructions to Bidders 05

General Requirements and Specifications 15

Terms and Conditions 28

Bid Submission Packet

Bid submission packet must include the following items:

• Bid Submission Cover Sheet 32

• Bid Form/Proposal 33

• Local/Area/Resident/Resident Veteran/Recycled Content Goods

Preference Certification Form 37

BID SPECIFIC REQUIREMENTS

Maintenance, Repair and Replacement Services for Water/Wastewater/Recycle Water

Utility Systems Equipment and Facilities

THE REQUIREMENTS MARKED WITH A ☒ BELOW APPLY TO THIS BID. FAILURE TO

COMPLY WITH THE STATED REQUIREMENTS MAY RESULT IN IMMEDIATE

DISQUALIFICATION.

☒ Bidders must submit a properly labeled, original bid in a sealed envelope or container via mailing service, or hand delivery to the City of Rio Rancho, Office of the City Clerk, City Hall, 3200 Civic

Center Circle NE, Room #150, Rio Rancho, NM 87144. Additionally, Bidders must submit an electronic bid on the City’s Bonfire portal to be deemed a Responsible Bidder no later than 2:00

PM MST February 5, 2026. Bidders will be deemed Non-Responsive if the original and/or electronic bid submissions is received after the deadline date and time, or if one or the other is not submitted at all.

☒ A Pre-Bid meeting will not be held for this solicitation.

☒ The bid must be signed by an authorized representative.

☒ Please acknowledge receipt of Addenda (if any) by initialing next to the number of each Addendum received.

☒ Liability Insurance: The successful Bidder shall obtain and maintain during the life of any Contract resulting from this IFB a comprehensive general liability insurance policy and automobile liability coverage with liability limits in amounts not less than One Million dollars ($1,000,000.00) per claim of liability for bodily injury, including death, and property damage in any one occurrence. If required coverages are provided by separate policies, each policy shall have the liability limits required above. Such policy(ies) shall include coverage for all of Contractor’s operations performed for the City, coverage for the use of all owned, non-owned and hired automobiles, vehicles and other equipment, both on- and off-site, and contractual liability coverage that specifically insures the Contractor for any liability arising from its indemnification obligations under the Contract resulting from this IFB. Prior to commencing any work under the Contract, the

Contractor shall provide the City’s Purchasing Office one or more certificates of insurance demonstrating the Contractor’s fulfillment of the foregoing insurance requirements. The

Contractor shall require the same insurance coverages and endorsements from each subcontractor engaged by the Contractor to fulfill any of its obligations under the Contract resulting from this

IFB. The City shall be named an additional insured in each such policy maintained in satisfaction of the foregoing requirements.

☒ Pricing for All Bid Items Required: Bidder shall provide pricing for all items included on the bid proposal form. Failure of the Bidder to provide pricing for any and all items on the bid proposal form may cause a bid to be considered non-responsive. It is the City’s intent to award to the

Responsive and Responsible Bidder offering the lowest extended total price for all items / services.

If a contract resulting from this IFB shall be a “List Price plus Discount” contract, as defined by the City’s Procurement Code. Cost plus Percentage Cost contracts are prohibited by the City’s

Procurement Code, and no bid shall be accepted where such Cost plus Percentage Cost offers are proposed. Bidder(s) shall provide a less percentage discount off the published catalog/price list maintained at the time of receipt of bids for each section identified in the Bid Form or as requested by the City.

☐ Price List or Catalog: Before a Purchase Order is issued, the successful Bidder shall be required to submit a copy of the price list or catalog referred to in the successful offer. The price list shall become effective when it is received and accepted by the Purchasing Office. Failure to submit a price list by the required date specified in this request may cause a bid to be considered non-responsive.

☐ Additional Work Rates: The Bidder shall provide an hourly rate and a material cost in addition to the lump sum offer to be used solely for computing the costs of any additional work required and approved by the City.

☐ Manufacturer’s Information: Any offer made in response to this IFB must include the manufacturer’s make and model number (as applicable) of each item and literature clearly describing the item. Failure to provide this information may result in rejection of the offer.

☒ Bid Bond: Each offer must be accompanied by a bid bond, issued by a surety duly authorized to conduct business in the State of New Mexico and acceptable to the City in the amount of five percent (5%) of the total bid price, as a guaranty that the Bidder, if awarded the Contract, will promptly execute such Contract in accordance with this IFB and, if required by this IFB, will furnish good and sufficient bond for the faithful performance of the Contract and for the payment of all labor and materials. The Bidder must be named as principal on the bond. No third party bid bonds will be accepted. Certified checks, personal checks, cash or other substitutes will not be accepted in lieu of a bid bond.

☐ Local Area Maintenance: No offer will be considered unless adequate maintenance is available in the Albuquerque Metro Area.

☐ Prequalification Requirement: Bidders must be prequalified through the City’s Purchasing

Division in order to qualify to submit for this IFB.

Bid Schedule:

• Legal Advertisement: January 8, 2026

• Question Submission Deadline: January 15, 2026 by 5:00 PM MST

• Addendum Deadline: January 22, 2026 by 5:00 PM MST

• Bid Submission Deadline: February 5, 2026 by 2:00 PM MST

• Mailed Original Signed Bid Submission: February 5, 2026 by 2:00 PM MST

INSTRUCTIONS TO BIDDERS

DEFINITIONS: As used in this IFB and in the City of Rio Rancho Procurement Code, the following definitions apply:

A. AGREEMENT means any contract between the City and Contractor pertaining to price, terms, and conditions for the Procurement of items of tangible personal property, services or construction services as described in and awarded as a result of this Invitation for Bids.

B. AREA BUSINESS means a Resident Business or Resident Contractor which:

(1) Is authorized to do and is doing business under the laws of the State of New Mexico;

(2) Possesses a current City business registration;

(3) Maintains a bona fide place of business within the corporate limits of the City, and agrees to conduct its activities pursuant to the Contract for which it is bidding or proposing, to the extent practicable, from that place of business; and

(4) Agrees to furnish evidence, in a form suitable to the City, of its payment of New Mexico Gross

Receipts Tax.

C. Bidder means a business that submits a bid in response to this Invitation for Bids.

D. Central Purchasing Office or Purchasing Office means the Purchasing Division of the City’s

Department of Financial Services.

E. City means the City of Rio Rancho, a political subdivision of the State of New Mexico.

F. Contract means any agreement between the City and Contractor as to price, terms, and conditions for the Procurement of items of tangible personal property, services or construction services as described in and awarded as a result of this Invitation for Bids.

G. Contractor means a Bidder who has been awarded a Contract.

H. Invitation for Bids or IFB means this Invitation for Bids, which includes all exhibits, schedules and other attachments referred to herein.

I. Local Business LOCAL BUSINESS means a Resident Business or Resident Contractor which:

(1) Is authorized to do and is doing business under the laws of the State of New Mexico;

(2) Possesses a current City business registration;

(3) Maintains its principal place of business within the corporate limits of the City; and

(4) Agrees to furnish evidence, in a form suitable to the City, of its payment of New Mexico Gross

Receipts Tax.

J. Notice of Invitation for Bids means the notice regarding this Invitation for Bids, containing a brief description of the items of tangible personal property, services or construction to be procured, the location where this Invitation for Bids can be obtained, where bids are to be received, the cost, if any, for copies of plans and specifications, the date and place of the bid opening, and other information the

Procurement Officer deems necessary.

K. Procurement means the purchasing, renting, leasing, lease purchasing or otherwise acquiring items of tangible personal property, services or construction, and all aspects of such Procurement, including but not limited to preparation of specifications, solicitation of sources, qualification or disqualification of Bidders, preparation and award of Contract, and Contract administration.

L. Procurement Officer means the City Manager or other person authorized by the City Manager to oversee the administration of the Procurement process.

M. Purchase Order means the document issued by the Central Purchasing Office, which directs a

Contractor to deliver items of tangible personal property, services or construction pursuant to an existing Contract, and creates an encumbrance of funds necessary for payment.

N. RECYCLED CONTENT GOODS has the meaning set forth in NMSA 1978 § 13-1-21(A)(6), as amended from time to time.

O. Resident Business: has the meaning set forth in NMSA 1978 § 13-1-21(A)(5), as amended from time to time.

P. Resident Contractor: has the meaning set forth in NMSA 1978 § 13-4-2(A)(5), as amended from time to time.

Q. Resident Veteran Business: has the meaning set forth in NMSA 1978 § 13-1-22(A)(7), as amended from time to time.

R. Resident Veteran Contractor: has the meaning set forth in NMSA 1978 § 13-4-2(A)(6), as amended from time to time.

S. Responsible Bidder means a business that submits a Responsive bid and which has furnished, when required, information sufficient to prove that the Bidder’s financial resources, production or service facilities, integrity, personnel, service reputation and experience are adequate to satisfactorily deliver the items of tangible personal property described in this Invitation for Bids.

T. Responsive bid means a bid which conforms in all material respects to the requirements set forth in this Invitation for Bids and the drawings, specifications and other documents designated herein.

Material respects of a bid include, but are not limited to, price, quality, quantity or delivery requirements.

U. STATUTORY PREFERENCE means the five percent (5%) preference for Resident Businesses, Resident Contractors, and Recycled Content Goods provided in NMSA 1978 §§ 13-1-21 or 13-4-5, as amended from time to time.

V. QUALIFYING COMPANY means a company that qualifies for a Statutory Preference under NMSA

1978 §§ 13-1-21 or 13-4-5, as amended from time to time.

PREPARATION OF BIDS:

A. Submission: All bids must be submitted on the Bid Proposal Form attached. Failure to do so may disqualify your bid. It is the responsibility of the Bidder to submit sufficient additional information to allow for a thorough evaluation of the bid submitted.

B. Preparation method: All information required in this IFB must be typewritten or handwritten in ink and must be legible. Erasures or other changes must be initialed by the person signing the bid. Each bid must be signed on the appropriate pages by an individual authorized to bind the Bidder submitting the bid. In the event that a bid or Contract is signed by an agent, the City reserves the right to require evidence of the agent’s authority.

C. 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 shall govern in determining the price used for evaluation.

D. Estimated Quantities: The quantities shown on the bid are estimated quantities only. The City of Rio

Rancho reserves the right to purchase more than or less than the quantities shown. In any event, the unit bid prices shall govern for the duration of the Contract. Any and all price increases for items specified under the bid shall be mutually agree upon via a Contract modification and shall become effective upon written approval of the City’s Procurement Officer, or his designee.

E. Delivery Time: Delivery time stated in the specifications shall apply. Deviations by the Bidder shall be stated as an exception taken to this IFB as part of their response to this IFB. Time, if stated in number of days, will be consecutive calendar days.

F. Delivery, Unpacking, Assembly and Placement: Any offer in response to this IFB must include delivery, unpacking, assembly and placement of items as specified in this IFB. All costs associated with delivery, unpacking, assembly and placement must be included as a part of the unit price bid for each item.

G. Freight Policy: Freight will be F.O.B. Destination (as indicated on the Request Form), Freight Prepaid, unless otherwise specified in this IFB.

H. Taxes: The City of Rio Rancho is exempt from payment of New Mexico Gross Receipt Taxes

(NMGRT) on materials purchased, but is subject to such tax on services, including construction services as defined in NMSA 1978 § 7-9-3.M. A Bidder shall include any applicable NMGRT in its bid price, unless specified otherwise in this IFB, and bids will be construed in that manner. Determination of whether NMGRT is due and payment of the tax is the responsibility of the Bidder. Applicable taxes are to be listed separately and included in each invoice due and may not be billed more than sixty (60) days after providing the services to which the taxes apply.

I. New Material, Etc.: All materials, supplies, equipment, and vehicles specified in this IFB shall be new, the latest in production and manufactured within the last twelve (12) months (computed from the date and time of bid opening), unless otherwise indicated. This does not apply to materials, supplies, equipment or vehicles used by the Contractor to provide the required item(s) of tangible personal property.

J. Warranty: Materials furnished by the successful Bidder shall be accompanied by the manufacturer’s written warranty against defects in quality, craftsmanship, and materials. The Bidder agrees that item(s) of tangible personal property furnished under any Contract resulting from this IFB shall be covered by the most favorable commercial warranties the Bidder gives to any customer for such item(s). Further, the Bidder agrees that the rights and remedies provided in such warranties will extend to the City and are in addition to and do not limit any rights afforded to the City by any other clause of this IFB. The

Bidder agrees not to disclaim any warranties of fitness for a particular purpose or of merchantability.

Warranties shall become effective at the time of acceptance of the goods furnished.

K. Equivalent Bids: Where a product is characteristic of a sole manufacturer, or where a brand name is indicated in the specifications, it shall be defined to mean “minimum acceptable level” or “minimum quality required” unless the specifications state that no substitutions or equivalents will be allowed. If the Bidder bids 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 and descriptive data provided to permit a thorough evaluation. Failure to provide the appropriate information may result in disqualification of the bid.

L. Exceptions to Specifications: Specifications of items or components included in a bid shall be equal to or better than the standards set by the technical specifications made a part of this IFB, and all exceptions to these specifications shall be so listed on a separate sheet titled, “EXCEPTIONS TO THE

SPECIFICATIONS.” Any bid submitted without exceptions will be required to meet every detail of the City’s technical specifications regardless of cost to the Bidder.

M. Site Inspection: All Bidders are required to conduct an on-site inspection. Failure by the Bidder to become acquainted with the conditions affecting the work specified in this IFB shall not constitute relief from responsibility for estimating properly the difficulty or cost of successfully performing the work. The Bidder shall be responsible for any excess costs resulting from failure to estimate accurately.

Failure to conduct an on-site inspection may result in the rejection of a bid.

N. Service Facilities: The Bidder, upon submitting a bid in response to this IFB, must have service facilities, which are, in the opinion of the City, adequate to perform the services specified in this IFB.

The City reserves the right to inspect and determine if the facilities meet this requirement. The final determination of satisfaction of this requirement rests with the City.

O. Licenses and Certifications: The Bidder must provide proof, in a manner acceptable and within the time period specified by the Purchasing Office, but prior to award, unless otherwise specified in this

IFB, that they are licensed and certified by the appropriate agencies as required by law to provide the goods specified in this IFB.

ETHICAL CONDUCT:

By submitting a bid in response to this IFB, each Bidder certifies that:

A. It has not offered, given or agreed to give to any City employee or former employee, a gratuity or offer of employment to influence the preparation of or recommendation of award of this IFB;

B. It has not retained a person to solicit or secure a City Contract for a contingent fee;

C. It has not taken any action in restraint of free competitive bidding in connection with this IFB;

D. It has not in any way violated the ethical conduct or other provisions of the City's Procurement Code;

E. It currently has no interest and will not acquire any interest, direct or indirect, which would conflict in any manner or degree with its performance of any Contract resulting from this IFB; and

F. The accompanying bid is not the result of, or affected by, any unlawful act of collusion with any other person or company engaged in the same line of business or commerce, or any other fraudulent act punishable under state or federal law.

G. The City of Rio Rancho Procurement Code, Section 36.37, paragraph B, notes that New Mexico criminal statutes impose felony penalties for illegal bribes, gratuities and kickbacks.

REQUESTS FOR EXPLANATIONS BY BIDDERS:

A. Requests for Explanation: Any explanation desired by the Bidder regarding the meaning or interpretation of specifications or any part of this IFB must be requested in writing and received in the

Purchasing Office not less than ten (10) calendar days prior to the scheduled bid opening. This IFB is issued on behalf of the City of Rio Rancho by the Purchasing Office, which is THE SOLE POINT

OF CONTACT DURING THE PROCUREMENT PROCESS. Communications initiated by

Bidders with members of the Governing Body or City Personnel other than as coordinated by

Purchashing Office Staff, shall be grounds for Bidder Disqualification. Any inquiries or requests during the Procurement process shall be submitted in writing to the following point of contact:

City of Rio Rancho

Department of Finance Services, Purchasing Division

Attention: Jerilynn L. Sans, Purchasing Specialist

3200 Civic Center Circle NE, STE 300

Rio Rancho, NM 87144

Telephone: (505) 891-5064

Fax: (505) 891-5762 jsans@rrnm.gov

B. Responses to Requests: Oral explanations or instructions given prior to the opening of the offer shall not be binding. All official explanations must be issued in writing by the Purchasing Office.

CLARIFICATION OF BIDS:

The City may, in the evaluation of bids, request clarification from Bidders regarding their bids, or additional material or literature, and pursue other avenues of research, as the City deems necessary to insure that a thorough evaluation is conducted.

SUBMISSION OF BIDS:

A. Time: Bids not received and uploaded into the Bonfire portal, by the time and date indicated in this IFB will not be accepted.

B. Hand Delivered: Bids may be hand delivered to the Office of the City Clerk, City Hall, 3200 Civic

Center Circle NE, Room #150, Rio Rancho, NM 87144.

C. Mailed: Bids may be mailed to Office of the City Clerk, City Hall, 3200 Civic Center Circle NE, Room #150, Rio Rancho, NM 87144, and will be considered submitted when actually received and time stamped. The City shall not be responsible for bids that are mailed and not received by the date and time specified in this IFB.

D. Upload into Bonfire: Bidders must also submit an electronic bid on the City’s Bonfire portalhttps://rrnm-gov.bonfirehub.com/portal/?tab=openOpportunities to be deemed a Responsive

Bidder no later than the date indicated in this IFB. Bidders will be deemed Non-Responsive if the original and/or electronic bid submissions are received after the deadline date and time, or if one or the other is not submitted at all.

https://rrnm-gov.bonfirehub.com/portal/?tab=openOpportunities

E. Receipts: The Office of the City Clerk will provide receipts (upon request) for bids that are hand delivered.

F. Envelope Preparation: The envelope or package containing a bid must be sealed and the following identifying information legibly written or typed on the outside:

a. Name of Bidder;

b. Bid Number assigned by the City to this IFB; and

c. Opening date identified in this IFB or in one or more subsequent addenda.

G. No Other Methods of Delivery: No means of delivery of bids other than those specified above, including telephone, or facsimile, will be accepted.

H. Public Inspection: Each bid shall be open to public inspection, except to the extent the Bidder designates trade secrets or other proprietary data to be confidential. Material so designated shall accompany the bid and each page shall be clearly marked and readily separable from the bid in order to facilitate public inspection of the non-confidential portions of the bid. Prices and makes and models or catalog numbers of items offered, deliveries and term of payment shall be publicly available at the time of the opening of the bids, regardless of any designation to the contrary. The

City shall endeavor to restrict distribution of material designated as confidential to only those individuals involved in the review and analysis of bids. Bidders are cautioned, however, that materials designated confidential may nevertheless be subject to disclosure to any New Mexico citizen under the Inspection of Public Records Act (NMSA 1978 §§ 14-2-1 through 14-2-12).

I. Delays or Closings of City Offices: In the event that City Hall is officially on a delayed opening for any reason (for example, inclement weather) and City Hall is not open at least two (2) hours prior to bid opening, the deadline for bid and proposal submissions will be delayed for exactly the amount of time indicated in the official City announcement. For example, if City Hall is on a two

(2) hour delay, deadline for receipt of bids and proposals due prior to 12:00 p.m. will be delayed by two (2) hours and bids due after 12:00 p.m. will be due at their regularly scheduled time. Also, if City Hall is officially closed for any reason (such as inclement weather) for all or part of the day that submission of bids is due (other than an official, announced delayed opening), bids will be due at the same time on the following business day. Any delayed opening or closing of City Hall will be announced on the City's website http://www.rrnm.gov.

WITHDRAWAL OF BIDS:

A bid may be withdrawn in person at any time BEFORE the scheduled opening of bids, provided a receipt for the withdrawn offer is signed by the Bidder or the Bidder's authorized representative. The City reserves the right to request proof of authorization to withdraw a bid.

OPENING OF BIDS:

Sealed bids for this project must be submitted at the City of Rio Rancho City Hall, in the City Clerk’s Office

#150 on the 1st floor at 3200 Civic Center Circle NE, Rio Rancho New Mexico 87144, no later than

February 5, 2026, at 2:00 PM MST. The public opening and reading of bids submitted will be conducted via Team Meeting and in person in the City Hall Atrium located on the 3rd floor.

http://www.rrnm.gov/

BIDDERS are invited to be present at the Bid Opening. The person(s) reading the bids will adhere to the following procedure prior to reading the amount of the bid:

A. Read the name of BIDDER.

B. Verify BIDDER's acknowledgment of Addenda.

C. Determine whether the Bid Proposal is signed.

D. Verify submittal of BIDDER's Listing of Subcontractors for compliance with

Subcontractors Fair Practices Act.

Bids will be opened by the Purchasing Division at the time and place specified in this IFB

DISQUALIFICATION OF BIDS:

The City reserves the right to reject a bid for any one or more of the following reasons:

A. The City determines a bid to be non-responsive in any manner to the requirements of this IFB.

B. In the past the Bidder has failed to comply with previous contractual commitments, bids, proposals, or offers to the City.

C. In the opinion of the City, the Bidder is not capable of providing the offered items of tangible personal property, services or construction as offered or required by this IFB or is otherwise not a Responsible

Bidder.

D. The Bidder has not provided sufficient or detailed information to allow for the evaluation of the bid.

E. In the opinion of the City, the bid prices are higher than the prices for which the specified items or services can be purchased on the open market.

F. The Bidder failed to properly fill in any space on the Request Form or any attached document in which information or a signature is required.

G. The Bidder did not, at the time the bid is submitted, have any license or certification required by law.

H. The Bidder failed to submit with its bid any bond or other material requirements of this IFB or has otherwise submitted a non-responsive offer.

I. There are unauthorized additions, conditions, alternate proposals or other irregularities of any kind, which might make the bid incomplete, indefinite or ambiguous in meaning.

J. The bid was not submitted in ink or typewritten, or there is any erasure or alteration of words or figures relating to pricing which is not initialed in ink by the Bidder.

K. The City determines that a bid contains any misrepresentations whatsoever.

L. Notwithstanding the foregoing, the City reserves the right to waive any irregularity in a bid if the

Procurement Officer deems, in his or her sole discretion, such irregularity to be immaterial to the purpose of this solicitation and that waiving the same is in the best interest of the City.

REJECTION/CANCELLATION OF BIDS:

Any solicitation, prior to opening or after opening, may be canceled or any or all bids may be rejected in whole or in part when it is in the best interest of the City to do so.

MINOR OR TECHNICAL IRREGULARITIES:

Minor or technical irregularities in a bid, when there is no effect on price, quality or quantity may be waived and clerical errors in a bid may be corrected, if it is in the best interest of the City.

NONCONFORMING/CONDITIONAL, OR COUNTER BIDS:

The City will reject any bid that is nonconforming or conditional, in whole or in part.

BID ANALYSIS:

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

AWARD OF CONTRACT:

A. When Award Occurs: The award of a Contract occurs when a Purchase Order is issued or other evidence of acceptance by the City is provided to the Bidder. A recommendation of award does not constitute award of Contract.

B. Award: The City of Rio Rancho reserves the right to reject any or all bids or accept any presented which meet these specifications, and which would be in the best interest of the City and will not necessarily be bound to accept the low bid. The City reserves the right to make multiple awards as a result of this IFB if doing so would be advantageous to the City. The City may issue multiple awards on an item-by-item basis to the Responsive and Responsible Bidder(s) offering the lowest price for each item or to the Responsive and Responsible Bidder(s) offering the lowest total price for each category of items. Multiple source awards shall not be made when a single award will meet the need of the City without sacrifice of economy or service. Awards shall be limited to the least number of suppliers necessary to meet the requirements of the City. In addition, The City reserves the right to award to Primary and Secondary Vendors, in which case, the lowest Responsive bid overall, in each category, or for each item shall be the Primary Vendor who shall be the primary source for all designated bid items. The next lowest Responsive bid shall be the Secondary Vendor who shall be the secondary or back-up source of for all designated bid items. The Secondary Vendor shall be utilized only if extenuating circumstances or non-compliance precludes the Primary Vendor from fulfilling orders for goods or services. This IFB gives no guarantee of minimum quantities or work.

If a contract resulting from this IFB shall be a “List Price plus Discount” contract, as defined by the

City’s Procurement Code. Cost plus Percentage Cost contracts are prohibited by the City’s Procurement

Code, and no bid shall be accepted where such Cost plus Percentage Cost offers are proposed. Bidder(s) shall provide a less percentage discount off the published catalog/price list maintained at the time of receipt of bids for each section identified in the Bid Form or as requested by the City.

C. Determination of Bidder Responsibility: The City may make such investigations it deems necessary to determine the ability of the Bidder to perform the services and/or supply the items of tangible personal property specified herein. The Bidder shall, within seven (7) calendar days, furnish to the City all such information and data for this purpose as the City may request. The City reserves the right to reject any bid if evidence submitted by, or investigation of such Bidder fails to satisfy the City that such Bidder is properly qualified to carry out the obligations of this Invitation For Bids.

D. Application of Resident, Local, Area, and Recycled Content Goods Preference: In all Invitations for

Bid and requests for proposals, the Statutory Preferences shall be applied in the manner set forth in

NMSA 1978 §§ 13-1-21 or 13-4-5, as amended from time to time. A copy of a valid Resident Business

Certificate or Resident Contractor Certificate issued by the New Mexico Taxation & Revenue

Department. Information regarding resident preference can be obtained by contacting the Point of

Contact as listed herein.

In addition to the Statutory Preferences, a preference for Local Businesses and Area Businesses shall be administered in the same manner as the Statutory Preferences, as follows:

(1) in the event a Local Business submits a qualifying bid or proposal and one or more Qualifying

Companies also submits a bid or proposal, the Local Business shall receive a two percent (2%) preference in addition to (and not in lieu of) the Statutory Preference; and

(2) in the event an Area Business submits a qualifying bid or proposal and one or more Qualifying

Companies also submits a bid or proposal, the Area Business shall receive a one percent (1%) preference in addition to (and not in lieu of) the Statutory Preference.

In addition to the definitions and criteria set forth in this section, the Central Purchasing Office may impose additional requirements regarding the nature, size and/or location of offerors or Bidders in any request for proposals or Invitation for Bids. As a result, companies responding to such solicitations should review the solicitation documents thoroughly.

Information regarding the City’s Procurement Code and the application of the local and resident preference can be obtained by contacting the Point of Contact as listed herein.

For consideration for the Area, Local, and Recycled Content Goods preference, the Offeror must complete the Preference Certification Form, attached hereto, in accordance with the instructions and return the form with its Technical Proposal.

In addition to the definitions and criteria set forth in the section, when a joint bid or joint proposal is submitted by both Resident and non-Resident Businesses, the Resident Business preference provided pursuant to Subsection B or C of the NMSA 978 §§ 13-1-21 or 13-4-5, as amended from time to time, shall be reduced in proportion to the percentage of the Contract, based on the dollar amount of the goods or services provided under the Contract, that will be performed by a non-Resident Business as specified in the join bid or proposal.

PROTEST PROCESS:

A. Right to Protest: Any Bidder or Bidder who is aggrieved in connection with a solicitation or award of a Contract may protest to the Central Purchasing Office.

B. Timely Protest: The protest must be submitted in writing within ten (10) calendar days after knowledge of the facts or occurrences given rise thereto.

C. Required Information: All protests must be submitted in legible, written form and delivered either personally or by mail to the Purchasing Division of the City’s Department of Financial Services (the same address to which bids are to be mailed). Protests delivered by any other method, including facsimile, telephone, or e-mail will not be accepted. Protest shall contain at a minimum the following:

1. Name and address of the protesting party;

2. The solicitation/IFB number;

3. A clear statement of the reason(s) for the protest;

4. A clear statement of the facts that support the protest;

5. Attachments of any written evidence available to substantiate the protest; and

6. A statement specifying the relief or ruling requested.

D. The envelope enclosing a protest should clearly indicate “PROTEST” and the IFB number.

E. Authority to resolve. The Procurement Officer has the authority to take any action reasonably necessary to resolve a protest in accordance with the City’s Procurement Code, but does not have any authority to award money damages or attorney fees.

GENERAL REQUIREMENTS AND SPECIFICATIONS

These General Requirements and Specifications are a description of the physical or functional characteristics, or nature of the item(s) of tangible personal property, service or construction to be procured under this Invitation for Bids, and also contain the applicable terms and conditions for the Procurement of the same. The General Requirements and Specifications set forth herein are intended to establish the type, function, appearance, and/or quality required by the City of Rio Rancho and shall be satisfied without exception. Any exceptions taken by Bidder(s) may, at the City’s sole discretion, be accepted if they are minor, equal, or superior to that which is specified, or are otherwise acceptable to the City, and provided that they are listed and fully explained in the bid form section entitled, "Exceptions to Specifications". The exceptions taken by Bidder(s) shall refer to the specification name and/or number and shall detail in a clear and concise way, the nature and extent of the exception taken.

The City reserves the right to request quotations from the Contractor for materials, products, and/or items similar in nature to those specified in this IFB for which requirements were not known when this IFB was issued. Additions, deletions and/or contract modifications of any kind shall not be effective until accepted in writing by the City’s Procurement Officer, or his designee. Any contract resulting from this IFB shall not be considered a requirements contract. The City does not surrender its right to purchase the products specified herein from other sources. Regardless of the award of Contract hereunder, the City retains the right to purchase the same of similar materials or items from other sources should it be determined that doing so would be in the City’s best interest, based on cost, quality, and other considerations; however, in such event, Contractor may be given the first option of meeting or rejecting the proposed alternate source’s lower price of higher quality.

SCOPE OF WORK/SPECIFICATIONS

All work accomplished under the contract shall be in accordance with the federal, state and City manuals, standards, guidelines, standard specifications and standard procedures.

a. The City of Rio Rancho Water Utility System Division (hereinafter referred to as the City) has over

14 well sites and multiple booster pump station sites. Additional well sites may become active at a later date and all facilities are located in the Rio Rancho area. The Contractor shall provide for repair, replacement, fabrication, modification, rehabilitation, abandonment, and demolition services for mechanical and electrical equipment, piping, and instrumentation.

b. These services shall be performed on a scheduled or on an emergency basis at City well, booster pump station, reservoir, and system facility sites as directed through City letters of authorization designating a work order number and scope of work for each job. The Contractor shall supply materials, labor, tools, equipment, transportation, and other facilities necessary for completion of these services.

c. Services shall be initiated in the field only through an issued purchase order or emergency field orders (when appropriate) issued by the City, and shall be executed by work and payment procedures prescribed by the general conditions and technical specifications below. A list of sample sites and sample estimates of quantities of work on City facilities referenced below only as an aid to the Contractor in weighting work item bid rates relative to one another.

d. Sample Job Sites. Below are sample well and pump station sites that exemplify the range of facility types that may be subject to maintenance under the awarded contract. These listings are for purposes of illustration in order that prospective Contractors may familiarize themselves with typical facility equipment.

Well Sites (Column Diameters, Screen Diameters, and equipment shall be verified by contractor through research and field as necessary.)

**All wells listed below are 2,400 to 4,160 volts. A 480 volt variable frequency drive (VFD) may be added to the system in the near future.

Well # Well Location Well Pump

Type

Oil

Water

Lube

Diameter

Column, Inches

Bowl

Setting

Feet

Shaft Size

Inches

Well

Casing inches

Well

Depth feet

Date

Well

Drilled

3309 19th Avenue

Rio Rancho 87124

Out of

Service

X 12” 320’ N/A Sub 12 in 350 ft 1961

1712 33rd Avenue

Rio Rancho 87124

Out of

Service

X 10” 570’ N/A Sub 12 in 751 ft 1963

2905 11th Avenue

Rio Rancho

87124

Sub

X 12” 790’ N/A Sub 12 in 825 ft 1965

2905 Broadmoor

Rio Rancho

87124

Not

Equipped past-vert Turb

Monitoring

Well

X N/A N/A N/A 16 in 990 ft 1969

1702 Tulip Rio Rancho

Vert Turb

X 16” 950’ 2 3/16

19.37 in

1,476 ft 1991

1317 Abrazo Rio Rancho

X 12” 304’ 3 16 in 1,197 ft 1975

916 Second Street

Rio Rancho

87124

Sub –

Past

X 10” 1163’ N/A Sub 18 in 1,618 ft 1978

2333 Unicorn Circle

Rio Rancho

87144

Sub X 10” 1405’ N/A Sub 18 in 1,540 ft 1984

10A

919 Red Hills Place

Rio Rancho

X 10” 950’ 2 3/16

20 in Casing

18 in SS

Screen

2,495 ft

7015 Franklin

Rd.

Rio Rancho 87144

X 12” 460’

2 3/16

18 in 1,459 ft 1987

3301 Northern

Blvd.

Rio Rancho

87144

New Well to be equipped

X 8” Est. 1,450’ N/A Sub 18.6 in OD 1,833 ft 2019

1800 3rd Avenue

Rio Rancho

Sub

X 12” 1100’ N/A Sub 20 in 1,740 ft 1991

2720 Emma

Court Rio Rancho

87144

Vert Turb X 8” 900’ 1 1/2 12.75 in 1,310 ft 1993

2122 Norham

Avenue Rio Rancho

87144

Vert Turb X 12” 880’ 2 3/16 20 in 2,010 ft 1994

1880 19th Street

Rio Rancho

87124

Vert Turb X 14” 610’ 2 3/16 20 in 1,710 ft 1994

313 First Street

Rio Rancho 87124

Vert

Turb X 10” 1060’ 2 3/16 20 in 2,092 ft 1995

3332 Llano Vista

Loop Rio Rancho

Vert Turb X 10” 631’ 2 3/16 20 in 1,970 ft 1999

Well # Well Location Well Pump

Type

Oil

Water

Lube

Diameter

Column, Inches

Bowl

Setting

Feet

Shaft Size

Inches

Well

Casing inches

Well

Depth feet

Date

Well

Drilled

4717 Huron Rd.

Rio Rancho

87144

Vert Turb X 450’ 2 3/16

20 in casing 18 in ss screen

2,987 ft 2005

2809 Perla Ct.

NE

Rio Rancho

87144

Not

Equipped X N/A N/A

N/A

20 in casing

18 in ss screen

2,019 ft 2008

AWTF

3354 Stapleton Ave NE Rio

Rancho NM

87124

Sub X 8.64 950 N/A

16.6 Casing

16.6

Louvered

SS Screen

1,750 2010

Booster Stations Booster Station Name/# Location Volts

Well 3 2905 11th Avenue

Rio Rancho 87124 480V

Well 6 1702 Tulip

Rio Rancho 87124 480V

Well 8 916 Second Street

Rio Rancho 87124 480 V

Well 10 3600 9th Avenue

Rio Rancho 87124 480V

Well 12 7015 Franklin Rd.

Rio Rancho 87144 480V

Well 14 1000 21st Street

Rio Rancho 87144 480V

Well 15 2720 Emma Ct NE

Rio Rancho 87144 480V

EHE

5009 Santa Fe Hills Way

Rio Rancho 87144 480V

EHW

5501 Kennard Rd.

Rio Rancho 87144 480V

Mariposa Booster Station 6101 Reservoir Rd.

Rio Rancho 87144 480V

City Center Booster

Station

2900 Westminister St NE

Rio Rancho 87144 480V

Arsenic Treatment

Name/# Location Volts

ATF #3

Cabezon WRF Booster

2905 11th Avenue

2400 A Park Above Ct SE

Rio Rancho 87124

480V

ATF #6

1702 Tulip

Rio Rancho 87124

ATF #9

2333 Unicorn Circle

ATF #10

3600 9th Avenue

ATF #12

7015 Franklin Rd.

ATF #13

3301 Northern Blvd.

Arsenic Treatment

Name/# Location Volts

ATF #14

1800 3rd Avenue

ATF #15

2720 Emma Ct NE

ATF #16

2122 Norham Avenue

ATF #17

1880 19th Street

Reverse Osmosis #12 7015 Franklin Rd.

The work required of the Contractor shall include the following:

Detailed Technical Specifications

Each technical specification (TS item) below describes procedures and payment rates associated with respective work elements. A job performed under a primary TS item will entail additional work described under other TS items. The Contractor will be compensated for work according to the payment rates prescribed under the respective TS items. Technical specifications are as follows:

TS1 - Shop Drawings, Reports, O&M Manuals, Calculations, Permits, Scheduling, and

Computerized Maintenance Management System (CMMS) Database related tasks. Payment for time applied to the following items shall be as per the TS-1 man-hour rate bid:

• Material and equipment selection calculations.

• Preparation of cost estimates.

• Preparation and maintenance of Periodic Payment Expenditure Records.

• Work schedule preparation and maintenance, and associated City meetings.

• Obtaining work permits.

• Sampling.

• Rehabilitation Calculations and reports.

• Testing period.

• Production of shop drawings.

• Production of reports.

• Production of O & M manuals.

• Data entry and data transfer for the purpose of maintaining the City’s CMMS database of information for the work, materials, drawings, plans, scheduling, etc. that is included under this

Contract.

There shall be no separate payment for billing activities.

All calculations, reports, and shop drawings submitted to the City shall be accompanied digital copies readable by PC computers utilizing a current Microsoft Windows OS of the City’s choice or in an alternative format requested by the City representative. This electronic transfer of information shall include either direct entry by Contractor personnel into the City CMMS database or the transfer of data from the

Contractor in a format that can be easily integrated into the City CMMS database. The above formats may be subject to change at the discretion of the City.

The Contractor shall provide the City with detailed work schedules containing milestones and completion dates for all work. These schedules shall be updated weekly.

The Contractor is to prepare fabrication shop drawings, piping and valve installation drawings, as-built drawings, and O & M manuals for replaced equipment and appurtenances. The O & M manuals are to contain a list of all shop and as-built drawings, inspection and evaluation reports, all factory nameplate information, factory and Contractor prepared operating and maintenance procedures, and all warranty information for the above items. The O & M manuals shall include copies of the written reports of inspection described under TS-10.

If O & M manuals are not provided within 30 days after the installation is returned to the City for service, the Contractor shall provide an on-site oral presentation covering necessary operation and maintenance procedures. Copies of pertinent notes shall be submitted prior to the presentation. The oral presentation and notes shall be provided at the Contractor's expense. O & M manuals shall be submitted within 90 days after the date of beneficial occupancy.

TS-2 – Work Site Protection, Preparation, Cleanup, Disinfection, and Gathering Material. The TS2 man-hour rate bid shall apply to all material, equipment and labor applied to the following work, which is more fully described below:

• Work site preparation.

• Work site protection, to include disinfection procedures.

• Work Site Cleanup.

A tank truck utilized for chlorine solution delivery will be as per TS-9 or TS-14. Payment for Contractor oversight during preparation for securing an open well head under site preparation shall be per the TS-13 job-hour rate bid, unless other work is performed in conjunction with the oversight. Elements of work site cleanup to include cleaning and painting of buildings, piping, or equipment surfaces may utilize TS-14 and

TS-15, if authorized by the City representative.

Work site preparation. This shall include dismantling and reassembling of buildings, fences and any City owned structures, removal of and resetting electric motor or gear drive, removal and reinstallation of discharge head and associated piping, removal and reinstallation of all other piping and appurtenances for oil dripper, oil motor bearing cooling water, water pressure gauge piping, and well water level airline gauge ports. Fencing shall be reinstalled/replaced to the original condition within thirty (30) days of operation.

Work site protection. The Contractor shall accept responsibility for the care and condition of all work until final completion and acceptance. This responsibility shall include both sanitary and physical protection procedures discussed below. All methods of protection and disinfection shall be subject to advanced approval by the City. The Contractor is to accept only a written City directive prior to any change in a work site protection or disinfection procedure. Any potential safety hazard must be properly barricaded.

Sanitary Protection and Disinfection of the System and Aquifer. The contractor shall be responsible for protection of the water supply system (Chlorination and De-Chlorination of discharge water per AWWA

Standards) and of the aquifer from the introduction of bacteria, contaminants, or non-potable water, as a result of his work and being on site. All work shall follow industry standards for sanitary protection and disinfection. The Contractor shall also follow City furnished disinfection procedures before, during, and after pump pulling. Contractor shall assume no less than four 55 gallon drums of chlorine disinfection for bid estimate purposes. The City shall pay for the actual amount of disinfectant used on the well or equipment.

Physical Protection of Work. Contractor responsibility shall include physical protection of facilities and equipment from vandalism, foreign matter, the elements, etc. Any unmonitored well head at which the discharge head has been removed must be properly secured by City approved methods. The City shall provide well caps, keys and locks to the contractor for this purpose. If a well head is not secured, it shall not be left unattended without City authorized monitoring personnel on site. All equipment, instrumentation, and open piping (to include pump column pipe in the well), shall be covered while work is in progress. All floor drains shall be covered prior to beginning work and shall remain covered until cleanup is complete. The Contractor shall not allow anything other than water to enter the floor drains.

The Contractor shall provide personnel and equipment necessary to remove the well cap for video survey and logging access upon request. Upon completion of video survey and logging, the Contractor shall also provide the personnel for properly securing the well head with the City furnished well cap.

Work Site Cleanup. The Contractor shall not return a facility to the Water Utility Division for utilization unless he has removed from City property and from all public and private property, all temporary structures, and any light rubbish, debris, and scrap materials resulting from his operations. Within 48 hours of returning the facility to the City for acceptance testing all heavy scrap material must be removed. Waste material shall be disposed of in an environmentally safe manner.

Within one week after beneficial occupancy all inside surfaces exposed to work accomplished are to be cleaned and painted unless this requirement is waived by the City representative. Residue from cleaning shall be collected and disposed of off-site. Cleaning methods are subject to approval by the City representative. No job shall be left as complete if there are unpainted exposed metal surfaces, or openings in walls that allow excessive passage of heat or dust. The Contractor shall leave the entire site in a clean and neat condition.

If the above procedures are not followed, the City may withhold payment due the Contractor until work site cleanup is complete or the City may…