61-35000-25-08784_61-35000-25-08784 FIre System Maintenance ITB.pdf.PDF

ITB Number: 61-35000-25-08784 ITB Title: Fire System Maintenance

Bid Responses Due:

Date: October 20, 2025 Time: 2:00pm Late Submission of Bids Cannot Be Accepted.

Electronic Bid Submission: https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg=StateOfNewMexico See Page 2 for detailed instructions.

Delivery: As stated in specifications Payment Terms: Net 30 F.O.B.: Destination (unless otherwise indicated in the specifications)

Commodity Code(s): 93633.93634,93609,91132,95244, 98138,34015,34016,34020,34024,34028,34029,34049,34052

If you have questions regarding this ITB please contact:

Procurement Specialist: John DeSha Telephone No.: 505-660-3671

To join formal sealed Bid Opening via Teams, use the following link:

https://teams.microsoft.com/l/meetup-join/19%3ameeting_NDBmNmQzMDUtNzNjYi00YzUyLTkyOGEtMTE5ZDZiMGRhOGE2%40thread.v2/0?context=% 7b%22Tid%22%3a%2204aa6bf4-d436-426f-bfa4-04b7a70e60ff%22%2c%22Oid%22%3a%2217362856-1f15-4445- 851c-d0a4af6e7161%22%7d

To attend formal sealed Bid Opening in person, attend at the following location:

State Purchasing Division 1100 St. Francis Drive, 2nd Floor, Room 2004 Santa Fe, New Mexico

If you are an individual with a disability and you require accommodations such as a hearing interpreter to attend our bid openings, please contact State Purchasing (505) 827-0472 at least five (5) working days prior to the scheduled bid opening.

The Terms and Conditions shall not be modified or supplemented.

Additional/Alternate terms and conditions will not be accepted.

Bids must be submitted electronically, via eProNM only. Please see Bid Submission Instructions on page 2. Bids sent via email will not be accepted

NOTE: If you decide not to bid, do not submit this document.

Bids are subject to the “Terms and Conditions,” shown on the attached pages of this document, and any additional bidding instructions or requirements. The Terms and Conditions shall not be modified or supplemented.

Technical Online Bidding Questions:

(505) 795-1894 or (800) 233-1121 or you can contact the Procurement Specialist listed above

SPD (Rev 5/25)

Invitation to Bid - Price Agreement https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg=StateOfNewMexico&tab=PHX_NAV_SourcingOpenForBid&tmstmp=1467214109161 https://teams.microsoft.com/l/meetup-join/19%3ameeting_NDBmNmQzMDUtNzNjYi00YzUyLTkyOGEtMTE5ZDZiMGRhOGE2%40thread.v2/0?context=%7b%22Tid%22%3a%2204aa6bf4-d436-426f-bfa4-04b7a70e60ff%22%2c%22Oid%22%3a%2217362856-1f15-4445-851c-d0a4af6e7161%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NDBmNmQzMDUtNzNjYi00YzUyLTkyOGEtMTE5ZDZiMGRhOGE2%40thread.v2/0?context=%7b%22Tid%22%3a%2204aa6bf4-d436-426f-bfa4-04b7a70e60ff%22%2c%22Oid%22%3a%2217362856-1f15-4445-851c-d0a4af6e7161%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NDBmNmQzMDUtNzNjYi00YzUyLTkyOGEtMTE5ZDZiMGRhOGE2%40thread.v2/0?context=%7b%22Tid%22%3a%2204aa6bf4-d436-426f-bfa4-04b7a70e60ff%22%2c%22Oid%22%3a%2217362856-1f15-4445-851c-d0a4af6e7161%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NDBmNmQzMDUtNzNjYi00YzUyLTkyOGEtMTE5ZDZiMGRhOGE2%40thread.v2/0?context=%7b%22Tid%22%3a%2204aa6bf4-d436-426f-bfa4-04b7a70e60ff%22%2c%22Oid%22%3a%2217362856-1f15-4445-851c-d0a4af6e7161%22%7d

State of New Mexico General Services Department

Purchasing Division 61-35000-25-08784

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Bidder Instructions for Invitation to Bid (ITB) Viewing ITB:

1. Bidders can access active procurements at the following sites:

• https://www.generalservices.state.nm.us/statepurchasing/active-procurements.aspx https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg=StateOfNewMexico

Submitting Bids:

Complete bid documents as required by the ITB Specifications, and submit any required documentation, supporting materials, certificates, etc. in addition to the bid documents.

• Electronic submissions through eProNM at the following site:

https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg=StateOfNewMexico

• Bids WILL NOT be accepted via email

• Bids will be time-stamped in the system when Bidder clicks “OK” after “Review and Submit.” Such electronic submissions will be considered sealed bids in accordance with statute.

• If an amendment is processed after bid is submitted, Bidders must resubmit their bid in order for it to be considered fully submitted. Note: It is the responsibility of the Bidder to ensure bids are correct and accurate before submission. By bidding electronically, you acknowledge any and all amendments and it is your responsibility to ensure your bid corresponds with any amendments.

• Complete bid documents as required by the ITB Specifications, and submit any required documentation, supporting materials, certificates, etc. in addition to the bid documents.

It is the Bidder’s responsibility to ensure all documents are completely uploaded and submitted electronically via the ePro system by the deadline set forth in this ITB. The ePro system will automatically cease uploading data at the date and time of the deadline. Please ensure that you, as the Bidder, allow adequate time for large uploads and to fully complete your submittal by the deadline. A submission that is not both: (1) fully complete; and (2) received, via the ePro system by the deadline, will be deemed late. Further, a submission that is not fully complete and received via the ePro system by the deadline because the response was captured, blocked, filtered, quarantined or otherwise prevented from reaching the proper destination server by any anti-virus or other security software will be deemed late. In accordance with statute and rule, NO LATE BID CAN BE

ACCEPTED.

Public Bid Opening:

Sealed bids will be opened publicly online via Microsoft Teams and in person at the address on Page 1.

To join Bid Opening from your computer, tablet or smartphone.

https://teams.microsoft.com/l/meetup-join/19%3ameeting_Y2IyZTlhMjEtYWZlYS00Nzc4LThjOWQtMGI3MWQxMWNlMzhk%40thread.v2/0?conte xt=%7b%22Tid%22%3a%2204aa6bf4-d436-426f-bfa4-04b7a70e60ff%22%2c%22Oid%22%3a%2251de2250- 9e0b-4237-b5ee-d3e9e1e586fc%22%7d Meeting ID: 210 089 867 732

Passcode: 4W2kXN Download Teams | Join on the web Or call in (audio only) +1 505-312-4308,,45609571# United States, Albuquerque Phone Conference ID: 456 095 71#

Terms and Conditions https://www.generalservices.state.nm.us/statepurchasing/active-procurements.aspx https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg=StateOfNewMexico&tab=PHX_NAV_SourcingOpenForBid&tmstmp=1467214109161 https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg=StateOfNewMexico https://teams.microsoft.com/l/meetup-join/19%3ameeting_Y2IyZTlhMjEtYWZlYS00Nzc4LThjOWQtMGI3MWQxMWNlMzhk%40thread.v2/0?context=%7b%22Tid%22%3a%2204aa6bf4-d436-426f-bfa4-04b7a70e60ff%22%2c%22Oid%22%3a%2251de2250-9e0b-4237-b5ee-d3e9e1e586fc%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_Y2IyZTlhMjEtYWZlYS00Nzc4LThjOWQtMGI3MWQxMWNlMzhk%40thread.v2/0?context=%7b%22Tid%22%3a%2204aa6bf4-d436-426f-bfa4-04b7a70e60ff%22%2c%22Oid%22%3a%2251de2250-9e0b-4237-b5ee-d3e9e1e586fc%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_Y2IyZTlhMjEtYWZlYS00Nzc4LThjOWQtMGI3MWQxMWNlMzhk%40thread.v2/0?context=%7b%22Tid%22%3a%2204aa6bf4-d436-426f-bfa4-04b7a70e60ff%22%2c%22Oid%22%3a%2251de2250-9e0b-4237-b5ee-d3e9e1e586fc%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_Y2IyZTlhMjEtYWZlYS00Nzc4LThjOWQtMGI3MWQxMWNlMzhk%40thread.v2/0?context=%7b%22Tid%22%3a%2204aa6bf4-d436-426f-bfa4-04b7a70e60ff%22%2c%22Oid%22%3a%2251de2250-9e0b-4237-b5ee-d3e9e1e586fc%22%7d https://www.microsoft.com/en-us/microsoft-teams/download-app https://www.microsoft.com/microsoft-teams/join-a-meeting tel:+15053124308,,45609571

Purchasing Division

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(Unless otherwise specified)

1. General: When the State Purchasing Agent or his/her designee issues a purchase document in response to the bid, a binding contract is created.

2. Variation in Quantity: No variation in the quantity of any item called for by this order will be accepted unless such variation has been caused by conditions of loading, shipping, packing or allowances in manufacturing process and then only to the extent, if any, specified in this order.

3. Assignment:

a. Neither the order, nor any interest therein, nor any claim thereunder, shall be assigned or transferred by the Contractor, except as set forth in Subparagraph 3b or as expressly authorized in writing by the State Purchasing Agent or his/her designee. No such assignment or transfer shall relieve the Contractor from the obligations and liabilities under this order.

b. Contractor agrees that any and all claims for overcharge resulting from antitrust violations which are borne by the State as to goods, services, and materials purchased in connection with this bid are hereby assigned to the State.

4. State Furnished Property: State furnished property shall be returned to the State upon request in the same condition as received except for ordinary wear, tear and modifications ordered hereunder.

5. Discounts: Prompt payment discounts will not be considered in computing the low bid.

6. Inspection: Final inspection and acceptance will be made at the destination. Supplies rejected at the destination for nonconformance with specifications shall be removed at the Contractor's risk and expense, promptly after notice of rejection.

7. Inspection of Plant: The State Purchasing Agent or his/her designee may inspect, at any reasonable time, the part of the Contractor's, or any subcontractor's plant or place of business, which is related to the performance of this contract.

8. Commercial Warranty: The Contractor agrees that the supplies or services furnished under this order shall be covered by the most favorable commercial warranties the Contractor gives for such to any customer for such supplies or services.

The rights and remedies provided herein shall extend to the State and are in addition to and do not limit any rights afforded to the State by any other clause of this order. Contractor agrees not to disclaim warranties of fitness for a particular purpose of merchantability.

9. Taxes: The unit price shall exclude all state taxes.

10. Packing, Shipping and Invoicing:

a. The State's purchasing document 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 duly certified 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.

c. Invoices must be submitted to the using agency and NOT the State Purchasing Agent.

11. Default: The State reserves the right to cancel all or any part of this order without cost to the State, if the Contractor fails to meet the provisions of this order and, except as otherwise provided herein, to hold the Contractor liable for any excess cost occasioned by the State due to the Contractor's default. The Contractor 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 Contractor, such causes include but are not restricted to, acts of God or the public enemy, acts of the State or Federal

Purchasing Division

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Government, fires, floods, epidemics, quarantine restrictions, strikes, freight embargoes, unusually severe weather and defaults of subcontractors due to any of the above, unless the State shall determine that the supplies or services to be furnished by the subcontractor were obtainable from other sources in sufficient time to permit the Contractor to meet the required delivery scheduled. The rights 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 order.

12. Non-Collusion: In signing this bid the Contractor certifies he/she has not, either directly or indirectly, entered into action in restraint of free competitive bidding in connection with this offer submitted to the State Purchasing Agent or his/her designee.

13. Nondiscrimination: Contractor doing business with the State of New Mexico must be in compliance with the Federal Civil Rights Act of 1964 and Title VII of the Act (Rev. 1979) and the Americans with Disabilities Act of 1990 (Public Law 101-336).

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

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

16. Payment for Purchases: Except as otherwise agreed to: late payment charges may be assessed against the user state agency in the amount and under the conditions set forth in Section 13-1-158 NMSA 1978.

17. Workers' Compensation: The Contractor agrees to comply with state laws and rules pertaining to Workers' Compensation benefits for its employees. If the Contractor fails to comply with Workers' Compensation Act and applicable rules when required to do so, this Agreement may be terminated by the contracting agency.

18. Submission of Bid: Bids must be submitted electronically through eProNM at the following site:

https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg=StateOfNewMexico

19. Contractor Personnel: Personnel proposed in the Contractor’s written bid to the Procuring Agency are considered material to any work performed under this Price Agreement. Once a Purchase Order or contract has been executed, no changes of personnel will be made by the Contractor without prior written consent of the Procuring Agency. Replacement of any Contractor personnel, if approved, shall be with personnel of equal ability, experience, and qualifications. The Contractor will be responsible for any expenses incurred in familiarizing the replacement personnel to insure their being productive to the project immediately upon receiving assignments. Approval of replacement personnel shall not be unreasonably withheld. The Procuring Agency shall retain the right to request the removal of any of the Contractor’s personnel at any time.

20. Subcontracting: The Contractor shall not subcontract any portion of the Price Agreement without the prior written approval of the Procuring Agency. No such subcontracting shall relieve the Contractor from its obligations and liabilities under this Price Agreement, nor shall any subcontracting obligate payment from the Agency. The foregoing requirements for Contractor Personnel, Subcontracting, and Audit shall be inserted into all subcontracts from the prime contractor to the subcontractor.

21. Records and Audit: The Contractor shall maintain detailed time and expenditure records that indicate the date, time, nature, and cost of services rendered during this Price Agreement’s term and effect, and retain them for a period of three

(3) years from the date of final payment under this Price Agreement. The records shall be subject to inspection by the Agency, State Purchasing Division, Department of Finance and Administration, and for Information Technology contracts, State Chief Information Officer. The Agency shall have the right to audit billings, both before and after payment. Payment for services under this Price Agreement shall not foreclose the right of the Agency to recover excessive or illegal payments.

https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg=StateOfNewMexico

Purchasing Division

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22. Preference Certificates: A business eligible for a New Mexico/Native American Resident Preference (Preference) must obtain a Preference certificate from the NM Taxation & Revenue Department. In order for the appropriate Preference to be applied to this solicitation, the expenditure for this solicitation cannot involve federal funds, and Bidder must submit a copy of its Preference certificate along with its response to the solicitation. Applicable Preferences will be applied to monetary values only, in accordance with §13-1-21 NMSA 1978, not percentage discounts or other non-monetary values.

Additionally, only one submitted Preference will be applied per solicitation, not multiple. Applications are available for download at: http://www.tax.newmexico.gov/Businesses/in-state-veteran-preference-certification.aspx

Important Bidding Information All Bidders must notify the State Purchasing Agent or his/her designee if any employee(s) of the requesting agency or the office of the State Purchasing Agent have a financial interest in the Bidder. Financial interest is defined as:

A. holding a position in a business as officer, director, trustee or partner or holding any position in management; or

B. ownership of more than five percent interest in a business.

____ No financial interest ____ Yes financial interest

If yes, specify the employee’s name: ________________and financial interest: ________________________

Failure of Bidder to complete bidding documents, in accordance with all instructions provided, is cause for this office to reject their bid.

Brand names and numbers are for reference only; equivalents will be considered. If bidding “equivalent” bidders must be prepared to furnish “complete data” upon request, preferably with bid, to avoid delay in award.

Specifications on the bid are not to exclude any bidder or manufacture. 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 restrict competition. “No substitute” specifications may be authorized ONLY if required to match existing equipment.

If any Bidder is of the opinion that the specifications as written preclude her/him from submitting a bid on this ITB, it is requested that her/his opinion be made known to the State Purchasing Agent or his/her designee, in writing, at least seven

(7) days prior to the bid opening date.

Bidders must, upon request of the State Purchasing Agent or his/her designee, provide information and date to prove that the financial resources, production of service facilities, service reputation and experience are adequate to make satisfactory delivery of the materials and/or services. The State Purchasing Agent or his/her designee reserves the right to require a Bidder to furnish a Performance Bond prior to award, where the Bidder is unable to furnish the required information or data, or for other reasons which would insure proper performance by the Bidder.

Unless otherwise indicated in the bid specifications, samples of the items, when required, shall be free of expense to the State of New Mexico. Samples not destroyed or mutilated in testing will be returned upon request, at Bidders expense.

Each sample must be labeled to clearly show the bid number and item number that it pertains to. Unsolicited bid samples or descriptive literature, which is submitted at the Bidder’s risk, will not be returned.

Bid tabulations will be posted to our website approximately two (2) weeks after bid opening date. To view go to https://www.generalservices.state.nm.us/statepurchasing/active-procurements.aspx, and filter by Bid Tab.

Awards

Determination of Lowest Bidder – Following determination of product acceptability, if any is required, bids will be evaluated to determine which Bidder offers the lowest cost to the State in accordance with the specifications and terms & conditions set forth in the Invitation to Bid. The State Purchasing Agent reserves the right to award this Invitation to Bid http://www.tax.newmexico.gov/Businesses/in-state-veteran-preference-certification.aspx https://www.generalservices.state.nm.us/statepurchasing/active-procurements.aspx

Purchasing Division

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The New Mexico State Purchasing Agent or his/her designee reserves the right to accept and/or reject any and all bids, to waive technical irregularities, and to award to the Bidder whose bid is deemed to be in the best interest of the State of New Mexico.

Special Notice – To preclude any possible errors and/or misinterpretations, 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 do so will be just cause for rejection of bid.

Bids may be withdrawn upon receipt of written request, prior to scheduled bid opening for the purpose of making any corrections and/or changes; such corrections must be properly identified and signed or initialed by Bidder. Resubmittal must be prior to scheduled bid opening for consideration.

After bid opening, no modifications on bid prices or other provisions of bid shall be permitted. A low Bidder alleging a material mistake of fact after bids have been opened may be permitted to withdraw the bid upon written request prior to award at the discretion of the State Purchasing Agent or his/her designee.

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 bid to be declared nonresponsive.

New Mexico Employees Health Coverage

A. If Contractor has, or grows to, six (6) or more employees who work, or who are expected to work, an average of at least 20 hours per week over a six (6) month period during the term of the contract, Contractor certifies, by signing this agreement, to have in place, and agrees to maintain for the term of the contract, health insurance for its New Mexico Employees and offer that health insurance to its New Mexico Employees if the expected annual value in the aggregate of any and all contracts between Contractor and the State exceeds $250,000 dollars.

B. Contractor agrees to maintain a record of the number of its New Mexico Employees who have (a) accepted health insurance; (b) declined health insurance due to other health insurance coverage already in place; or (c) declined health insurance for other reasons. These records are subject to review and audit by a representative of the state.

C. Contractor agrees to advise all of its New Mexico Employees of the availability of State publicly financed health care coverage programs by providing each of its New Mexico Employees with, as a minimum, the following web site link to additional information: https://www.bewellnm.com/

D. For purposes of this Paragraph, the following terms have the following meanings:

(1) “New Mexico Employee” means any resident of the State of New Mexico employed by Contractor who performs the majority of the employee’s work for Contractor within the State of New Mexico, regardless of the location of Contractor’s office or offices; and

(2) “offer” means to make available, without unreasonable restriction, enrollment in one or more health coverage plans and to actively seek and encourage participation in order to achieve the goals of Executive Order 2007-049. This could include State publicly financed public health coverage programs such as Insure New Mexico!

Statewide Price Agreement

Article I – Statement of Work Under the terms and conditions of this Price Agreement all State of New Mexico agencies, commissions, institutions, political subdivisions and local public bodies allowed by law may issue orders for items and/or services described herein.

The terms and conditions of this Price Agreement shall form a part of each order issued hereunder.

https://www.bewellnm.com/

Purchasing Division

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The items and/or services to be ordered shall be as listed under Article IX - Price Schedule. All orders issued hereunder will bear both an order number and this Price Agreement number. It is understood that no guarantee or warranty is made or implied by the New Mexico State Purchasing Agent, his/her designee or the user that any order for any definite quantity will be issued under this Price Agreement. The Contractor is required to accept the order and furnish the items and/or services in accordance with the articles contained hereunder for the quantity of each order.

Article II – Term The term of this Price Agreement, for issuance of orders, shall be as indicated in the specifications.

Article III – Specifications Items and/or services furnished hereunder shall conform to the requirements of specifications and/or drawings applicable to items listed under Article IX-Price Schedule. Orders issued against this schedule will show the applicable Price Agreement item(s), number(s), and price(s); however they may not describe the item(s) fully.

Article IV – Shipping and Billing Instructions Contractor shall ship in accordance with the following instructions: Shipment shall be made only against specific orders which the user may place with the Contractor during the term; The Contractor shall enclose a packing list with each shipment listing the order number, price agreement number and the commercial parts number (if any) for each item;

Delivery shall be made as indicated on page1. If contractor is unable to meet stated delivery the State Purchasing Agent or his/her designee must be notified.

Article V – Termination The Agency may terminate this Agreement for convenience or cause. The Contractor may only terminate this Agreement based upon the Agency’s uncured, material breach of this Agreement. Contractor shall give Agency written notice of termination at least thirty (30) days prior to the intended date of termination, which notice shall (i) identify all the Agency’s material breaches of this Agreement upon which the termination is based and (ii) state what the Agency must do to cure such material breaches. Contractor’s notice of termination shall only be effective (i) if the Agency does not cure all material breaches within the thirty (30) day notice period or (ii) in the case of material breaches that cannot be cured within thirty (30) days, the Agency does not, within the thirty (30) day notice period, notify the Contractor of its intent to cure and begin with due diligence to cure the material breach. Termination of this Contract, however, shall not affect any outstanding orders. This provision is not exclusive and shall not waive other rights and remedies afforded either party in the event of breach of contract or default. In such instances the contract may be cancelled effective immediately.

Article VI – Amendment This Price Agreement may be amended by mutual agreement of the New Mexico State Purchasing Agent or his/her designee and the Contractor upon written notice by either party to the other. An amendment to this Price Agreement shall not affect any outstanding orders issued prior to the effective date of the amendment as mutually agreed upon, and as published by the New Mexico State Purchasing Agent or his/her designee. Amendments affecting price adjustments and/or the extension of a price agreement expiration date are not allowed unless specifically provided in the bid and price agreement specifications.

Article VII – Issuance or Orders Only written signed orders are valid under this Price Agreement.

Article VIII – Packing (if applicable) Packing shall be in conformance with standard commercial practices.

Article IX – Price Schedule Prices as listed in the price schedule hereto attached are firm.

IMPORTANT: NO ADDITIONAL TERMS AND/OR CONDITIONS WILL BE ACCEPTED

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Specifications:

To establish an Agency Specific Price Agreement to provide Statewide Service and Maintenance for Water-Based Fire Suppression Sprinkler Systems, Fire Extinguishers, Fire Alarms and Emergency and Exit Lighting in State owned and Leased Facilities and attachments as specified. This Price Agreement may be utilized by only the General Services Department and other state agencies with written permission applicable by law.

Term The term of this Price Agreement shall be for one (1) year from the date of the award with the option to extend for a period of one (1) additional year on a year-to-year basis by mutual agreement of all parties and approval of the New Mexico State Purchasing Agent at the same price, terms and conditions. This Price Agreement shall not exceed eight (8) years.

Awarded bidder shall provide all parts, materials and necessary labor to inspect, service and repair Water Based Fire Suppression Sprinkler Systems as outlined in NFPA Standards 13, 14, 14A, 20 and 25 (and/or most current standards), as well as all applicable state and local fire codes.

Multiple Awards:

Pursuant to the Procurement Code, Sections 13-1-153 and 13-1-154, the State reserves the right to issue multiple awards to obtain the services listed. Multiple awards are recommended to ensure availability and timely delivery.

Awards will be made to meet the best interests of the State of New Mexico.

All items are to be in new, unused condition.

Compensation:

The prices quoted herein represent the total compensation to be paid by the State for the goods and/or services provided including any and all labor, equipment, tools, materials, federal taxes, permits, licenses, fees, or other costs necessary to complete the service or goods provided.

Escalation / Reduction Clause:

Contractor shall keep pricing fixed for each year of this Agreement. Thereafter, SPD and the Contractor may adjust pricing no more than once annually through an amendment to the Agreement at the time of Agreement renewal. Contractor shall submit all pricing increase requests to SPD directly or through the agency contact in writing and provide substantiating evidence that each request is based on demonstrable market changes impacting the cost of products. The request must show all proposed increases by line item and include supporting documentation acceptable to SPD (such as a letter from a manufacturer indicating price increases, etc.) SPD’s decision on what is acceptable in this context is final and shall be accepted by all parties to the Agreement.

Requested price increases that exceed 10% will not be accepted. No price increase may result in a higher profit margin for the Contractor than at the beginning of the initial term of this Agreement.

Pricing changes will apply to Agreements and amendments to Agreements entered on and after the effective date of the price change. Price decreases as well as increases shall apply in the same manner. If vendor's prices are reduced for any reason, users shall receive the benefit of such reductions, immediately. Price increases will not be retroactive to orders already in house or back- orders. Orders will be filled at the price in effect on the date of receipt of the order by the vendor. To facilitate prompt consideration, all requests for price increase must include all information listed below:

1. Agreement Item Number

2. Current Item Price

3. Proposed New Price

4. Percentage of Increase

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5. Mill/Supplier Notification of price increase indicating percentage of increase including reason for increase.

Tax Note:

Bid shall not include New Mexico Gross Receipts Tax or local option tax(es). Such tax or taxes shall be added by the Awarded Vendor to its invoice at the current tax rate at each project’s location, as a separate item to be paid.

The Awarded Vendor(s) shall add applicable NM GRT or Local Option Tax to their invoice at the current rates at the time of service as a separate line item to be paid by the user.

Shipping Note:

When applicable, freight shall be prepaid by the Awarded Vendor(s) and the cost shall be added to the invoice by the Awarded Vendor(s) as a separate item to be reimbursed by the State.

Bidding Information:

The conditions and specifications set out in this ITB are inseparable and indivisible. Any Bidder, by submitting a bid, agrees to be bound by all such conditions and/or specifications. All conditions and specifications in the ITB, and all other documents required to be submitted, shall be submitted by the Bidder in their bid package. Failure to do so or any attempt to vary or change the conditions or specifications of the invitation to bid shall, at the discretion of the State of New Mexico, constitute grounds for rejection of the entire bid.

The prices quoted herein represent the total compensation to be paid by the State of New Mexico for goods and/or services provided. The prices quoted in a Bidder’s submitted ITB response shall include an amount sufficient to cover any and all such costs. When bidding, enter the amounts for the respective bid item unit prices to a maximum of three (3) decimal places.

Any Awarded Vendor shall be considered an Independent Contractor and not an employee of the State of New Mexico. The Agency shall provide direction regarding the time and place of performance and compliance with rules and regulations required by this price agreement.

Bonding:

A one hundred percent (100%) performance bond and a one hundred percent (100%) payment and material bond executed by a surety company authorized to do business in the state of New Mexico will be required of the successful bidder(s) prior to each project over twenty-five thousand dollars ($25,000). Said bonds must be provided to the requesting agency and are to be filed with the agency’s purchasing office. Failure to comply shall result in the order being issued to another vendor and the difference being charged back to the awarded Contractor(s). The cost of the bonds may be passed on to the Agency or local public body.

Minimum Requirements:

Work to be performed quarterly: (Wet Systems)

1. Main drain flow test; record static and residual pressure.

2. Open inspector’s test valve to ensure proper activation of water flow alarm devices.

3. Check all water flow and pressure-detecting alarms, tamper devices, section control valves, and solenoid valves (for pre-action and deluge type valves).

4. Inspect each fire department connection (FDC) and standpipe; replace caps as necessary.

5. Inspect and test operation of fire pump(s) where applicable.

6. Provide and replace, when necessary, damaged and/or impaired components of the sprinkler system and attachments.

7. Inspection and maintenance of a backflow to ensure proper operation, verifying valve integrity, checking for leaks or corrosion, cleaning internal components, replacing worn parts as needed, Purchasing Division

Page-10 and ensuring compliance with fire code and local regulations.

8. Submit a detailed, approved inspection report for each riser by a qualified service technician upon completion.

Work to be performed annually: (Wet Systems).

1. Inspect and test all pressure gauges for accuracy.

2. Inspect facility for proper sprinkler coverage.

3. Perform annual flow test of fire pump and attachments by a qualified service technician.

4. Work to be performed quarterly: (Dry Systems) Main drain test; record static and residual pressure.

5. Check operation of air maintenance device; inspect air tanks for moisture. Check for proper priming water level above dry pipe valve.

6. Inspect and test all alarm devices for assurance of operation.

7. Inspect each FDC; replace caps and/or gaskets as necessary; check for damage and/or improper threads.

8. Provide and replace, when necessary, damaged and/or impaired components of the sprinkler system and attachments. Submit a detailed, approved inspection report for each riser by a qualified service technician upon completion.

Work to be performed annually: (Dry Systems)

1. Perform annual trip test of dry pipe valve (partially open) during warm weather;

fully open trip test to be performed every three years.

2. Record activation time of dry pipe valve during trip test.

3. Submit detailed, approved inspection report(s) by a qualified service technician upon completion.

Work to be performed quarterly: (Pre-action and Deluge Systems)

1. Activation of preaction and/or deluge valve by means of manual, pneumatic, or electric release.

Work to be performed every 5 years (Wet/Dry Systems)

1. Inspect each fire department connection (FDC) and hydrostatic test.

2. Internal inspection of riser(s) main cross connection and end of branch line.

3. Inspect and flow test wet/dry standpipes.

Work to be performed on an as-needed basis:

1. Installation, maintenance and repair (including emergency and/or on-call services) of all fire suppression/fire sprinkler systems and components.

2. Installation, maintenance and repair (including emergency and/or on-call services) of automatic fire pumps and all related components.

3. Installation, maintenance and repair (including emergency and/or on-call services) of special hazard fire suppression systems and all related components.

4. Installation, maintenance and repair (including emergency and/or on-call services) of all fire detection and fire alarm systems equipment including, but not limited to: all smoke detectors, heat detectors, carbon monoxide detectors, duct detectors, flame detectors, water flow switches, pull stations, remote annunciators, horns, strobes, speakers, fuses, lamps, LEDs, control panels, control equipment, communication devices, batteries, and wiring or cabling

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Work to be performed annually (Fire Alarm Systems)

1. The Fire Alarm Control Panel should be tested for proper operation, signal display, and time/date accuracy.

2. Remote Annunciators must display alarm, trouble, and supervisory signals correctly.

3. Remote Power Supplies should be checked for voltage, battery charging, and overall condition.

4. Batteries must be inspected for corrosion, tested for voltage, and load-tested for capacity.

5. Smoke Detectors require functional testing and inspection for damage or obstructions.

6. Duct Detectors should be tested for smoke detection and checked for airflow and cleanliness.

7. Suppression System Switches must function properly and communicate with the alarm panel.

8. Pull Stations need to be tested for activation, reset, and accessibility.

9. Heat Detectors should be tested with a heat source and checked for proper mounting.

10. Supervisory Devices like tamper and pressure switches must activate correctly.

11. Waterflow Devices should be flow-tested to ensure they trigger alarms with proper delay.

12. Audible Devices must sound at required levels and be inspected for damage.

13. Visual Devices need to flash correctly and remain clean and visible.

14. Elevator Recall should be tested to confirm how operations respond to alarms

Work to be performed annually (Fire Extinguishers/ Suppression Systems)

1. Clean Agent Systems require semi-annual and annual checks for agent level, pressure, and component condition.

2. Fire Extinguishers must be inspected annually for pressure, condition, and accessibility.

3. Hydrostatic Testing is required at scheduled intervals to ensure extinguisher cylinder integrity.

4. Emergency and Exit Lights must operate on battery power and be checked for proper function, visibility, and condition.

Note: All service technicians must be at the journeyman level and be qualified to perform inspection and maintenance procedures as outlined in NFPA standard(s) 13, 14, 14A, 20 and 25 (and/or most current standards).

A. Bidder shall be licensed with a current New Mexico MS12 contractor classification and must submit proof with bid.

B. Bidder must submit proof of competency for inspection and test of fire pumps.

C. Bidder must be bonded and insured. Must submit proof with bid.

D. All vehicles entering state property shall be insured with a minimum Bodily Injury

Liability: $1,000,000.00 each person: $2,000,000.00 each occurrence (aggregate).

Property Damage Liability: $2,000,000.00 each occurrence (aggregate), certificate will be required upon award. Upon award, submit copy of Workers’ Compensation Insurance. When performing work, the requesting agency or local public body may request that the vendor include the agency or local public body as “Additional Insured” on an insurance certificate from vendor’s insurer.

E. Bidder shall provide necessary personnel and tools and/or equipment for services offered. State employees and/or tools and equipment are not to be used. A state employee may be used for escort purposes only.

F. Bidder shall submit with bid, a sample sheet of the inspection report forms that will be used (fire sprinkler systems and fire pumps).

G. Price for inspection and test of fire sprinkler systems, hose stand, pipe systems and

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Page-12 fire pumps shall include all driving time and mileage.

H. In-stock parts are to be shipped F.O.B. destination; for parts not in-stock (special-order parts), user agency will pay shipping cost, as separate item, on invoice.

Markup of materials and parts is NOT allowed per state statute.

Submission process only - Contact the help line directly at: (505) 795-1894 or (800) 233-1121 or you can contact the buyer listed on the ITB (this document) front page.

Items are located in the eProcurement System:

Online Submission for Items:

1. Bidders are required to download the ITB PDF or Excel Items Spreadsheet from the Buyer Attachments’ page;

2. Bidders are required to enter bid prices into the ITB PDF or Excel spreadsheet.

3. Upload the completed ITB PDF or Excel spreadsheet into the Supplier Attachments’ page.

W9 Submission:

All vendors must submit a valid, signed W-9 Form with their bid submission. The form may be either:

• The official Federal IRS Form W-9, or

• A substitute W-9 Form provided by the State of New Mexico, provided it contains all required information and certifications.

The form must be signed and dated within the current calendar year. The signature must be a wet (handwritten) signature, or a digitally verified signature utilizing a secure, third-party electronic signature platform (e.g., DocuSign), accompanied by a verifiable signature receipt.

Failure to provide a properly completed and signed Form W-9 may result in disqualification of the bid.

If State Purchasing finds that the W9 form needs correction or clarification, the vendor will have three (3) business days to correct the error and/or provide clarification. If State Purchasing does not receive the correct form within three (3) business days, the bidder will be disqualified.

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**Bidders do not have the ability to add, delete, or alter Items**

**17 Items**

Supplier Name:

Item Approx.

Qty. UOM Article and Description Unit

Price

1 1 Quarter Cost for quarterly inspection – each alarm valve and devices; Wet

System $

2 1 Each Cost for quarterly inspection – each additional Wet System alarm valve and devices. $

3 1 Quarter Cost for testing waterflow switches and valves per quarterly work to be done; Wet System. $

4 1 Quarter Cost for testing waterflow switches and valves per quarterly work to be done; Dry System. $

5 1 Each Cost for quarterly inspection each additional Dry System alarm valve and devices. $

6 1 Each Cost for each annual trip test per annual work to be done; Dry

System. $

7 1 Hour Cost for repairing and/or replacing damaged devices, equipment and gaskets; cost per hour; per person. $

8 1 Hour Cost for Emergency/ On Call services for installation, maintenance and repair for Dry Systems $

9 1 Hour Cost for Emergency/ On Call services for installation, maintenance and repair for Wet Systems $

10 1 Hour

Cost for annual inspection of fire pump and related equipment.

Fire pump test report submitted to agency on completion; cost per hour; per person. $

11 1 Hour Cost for inspection and test of anti-freeze systems inspection and test as per NFPA 13; cost per hour; per person.

12 1 Hour Cost for testing annual Fire Alarm Systems

13 1 Hour Cost for testing annual Fire Extinguishers/Suppression Systems

14 1 Hour Price for interim calls; labor per hour; per person.

15 1 Percent Discount price schedule for replacement parts; list price less percentage.

16 1 Mile Price for trip charge for interim calls; cost per mile.

17 1 Each Per diem charge for interim calls exceeding eight (8) hours.

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NOTE TO BIDDERS:

All bids must be made completely independent of all other bids submitted. Where multiple bids are submitted by bidding entities owned by the same person or persons, those bids will be presumed to not be made independently of one another, and may be disqualified.

It is the Bidders’ responsibility to ensure all documents are completely uploaded and submitted electronically via the eProNM system by the deadline set forth in this ITB. The eProNM system will automatically cease uploading data at the date and time of the deadline. Please ensure that you, as the Bidder, allow adequate time for large uploads and to fully complete your submittal by the deadline. A submission that is not both: (1) fully complete; and (2) received, via the eProNM system by the deadline, will be deemed late. Further, a submission that is not fully complete and received via the eProNM system by the deadline because the response was captured, blocked, filtered, quarantined or otherwise prevented from reaching the proper destination server by any anti-virus or other security software will be deemed late. In accordance with statute and rule, NO LATE BID CAN BE ACCEPTED.