7-1 Maintenance Material ITB-2026-19RB.pdf

Gallup-McKinley County Schools Procurement Office

P.O. Box 1318 Gallup, New Mexico 87305-1318

INVITATION TO BID

CONSTRUCTION AND MAINTENANCE

MATERIAL & SUPPLIES

No. ITB-2026-19RB

COMMODITY CODES: 031, 045, 280, 285, 315, 320, 365, 445, 450,

460, 515, 540, 630, 631, 635, 658, 659, 670

Attached General Conditions, Supplemental Conditions, Specifications, and Bid Proposal Form

GMCS Website: www.gmcs.org

Mailing Address: Physical Address: Contact:

P.O. Box 1318 Gallup, NM 87305

640 S. Boardman Dr.

Gallup, NM 87301

Rebecca Bertinetti Procurement & Business Services Buyer

(505) 721-1085

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

Notes:

Bid Closing Date: April 30, 2026 F.O.B. Point: DESTINATION

Bid Closing Time: 2:00 PM (Local) Terms: Net 30 unless otherwise stated Opening/Issue Date: April 10, 2026 Quantities may be increased or decreased within reasonable amounts.

http://www.gmcs.org/

GALLUP-MCKINLEY COUNTY SCHOOLS

P.O. BOX 1318

GALLUP, NEW MEXICO 87305-1318

(505) 721-1000

SPECIAL CONDITIONS

Construction and Maintenance Material & Supplies No. ITB-2026-19RB

1. Purpose and Scope: To establish a price agreement for the Gallup-McKinley

County Schools (GMCS or “District”) to purchase general construction and maintenance materials & supplies on an as needed basis for commercial and residential units district-wide. The intent is for individuals to “pick-up” items.

a. Construction and Maintenance Material & Supplies: Construction and maintenance material and supply items are to be defined as items used in the normal course of repair or maintenance of facilities. These items include but are not limited to: lumber; hardware; screws; nails; hand tools (rake, shovel, hoe, etc.), power tools (drill, nailer, stapler, etc.); floor machines and supplies (vacuum, vacuum cleaner bags, shop vac, etc.); gutters;

roofing material; flashing; plumbing supplies (pipe, fixtures, fittings, etc.);

HVAC parts, electrical supplies (switches, conduit, wire, etc.), adhesives;

paint and supplies; concrete; safety supplies (hard hats, safety vests, first aid kits, etc.); etc.

b. Mobile Home Supplies: Mobile home supplies to include but are not limited to skirting, siding, plumbing supplies (pipe, fixtures, fittings, etc.), electrical supplies (switches, conduit, wire, etc.), etc.

2. Term of Contract: The term of this contract shall be from the date of award through June 30, 2027. GMCS reserves the option to renew this agreement for seven (7) each additional, one (1) year periods in accordance with the General Terms and Conditions. The final renewal term shall end June 30, 2034.

3. Contract Renewal: Except when either party shall provide written notice of termination or that the contract shall expire on the anniversary date, multi-term contracts shall automatically renew for an additional term, up to the maximum number of terms stated in any Special Terms and Conditions.

4. Pricing: Each Bidder shall bid a PERCENTAGE DISCOUNT from the bidder’s published list price for construction and maintenance material & supplies. The percentage discount shall remain fixed for the period of the contract. Invoice price shall therefore be published price list less discount proposed by Contractor.

a. NOTE: It is the intent of this contract for the District to purchase construction and maintenance material & supplies at a percentage discount off REGULARLY priced items. Sale (flier) and already discounted items are not subject to the percentage discount provided on this bid/contract.

5. Exclusion: Each participating jurisdiction reserves the right to exclude specific items from purchase under any resulting contract.

6. GMCS Exclusion: Janitorial supplies (cleaning supplies, brooms, mops, etc.)

7. Competency of Bidder: Bids will be considered from firms that demonstrate the ability to perform the services required under this solicitation. Offerors shall provide information sufficient to establish their responsibility, including evidence of technical capability, relevant experience, equipment resources, key personnel qualifications, or other information demonstrating their ability to successfully perform the contract requirements.

Newly formed or emerging businesses are not precluded from consideration and may satisfy this requirement by providing documentation of relevant experience of principals, subcontractors, key staff, or other evidence demonstrating the firm’s capability and integrity.

The determination of responsibility and competency shall be made by the appropriate GMCS staff in accordance with applicable provisions of the New Mexico Procurement Code.

8. Contractor Qualification: Contractor shall have been actively engaged in maintaining an inventory and providing maintenance materials for a minimum of three (3) years. Additionally, Contractor shall have on hand a sufficient inventory to maintain uninterrupted delivery. Contractors proposing to furnish supplies primarily from catalog orders are not acceptable. Contractors shall accept government Purchase Orders and invoice GMCS.

9. Purchase Order Required: If a District Purchase Card is NOT presented at Point of Sale, ALL MATERIAL PURCHASED MUST HAVE A VALID PURCHASE ORDER (SIGNED). Contractor(s) shall be responsible that no orders are accepted without an authorized GMCS Purchase Order or an MSR with a correlating Purchase Order number from the GMCS Maintenance & Operations Department, and all delivery tickets/invoices have been signed.

Back order items must be invoiced separately. When back orders have been picked up or delivered, vendor will reference the original Purchase Order from which supplies were ordered and further stating the “order is complete”. In accordance with §13-1-158, the invoice will be paid when items are received and inspected at the school site. The Purchase Order will reflect bid/quote pricing and Vendor Invoice will match the Purchase Order. Payment of Vendor Invoice will match the Purchase Order. All Purchase Orders or MSRs correlating to an existing Purchase Order are for a one time purchase and may NOT be reused.

Add-ons shall not be accepted by the Contractor after placement of the original order. FAILURE TO COMPLY WITH THIS PARAGRAPH WILL BE

CAUSE FOR THE DISTRICT TO NOT HONOR THE INVOICE.

10. Delivery: The intent of this immediate-needs procurement is for individuals to

“pick-up” items. However, when delivery is necessary, it shall be stated on the Purchase Order. Delivery shall be to the GMCS Receiving and Delivery Warehouse, 700 Boardman Drive, Gallup, NM, 87301, unless other arrangements have been made and approved by the Procurement Office.

11. Additional services: Each jurisdiction (City of Gallup and McKinley County) reserves the right to arrange with the contractor for other services offered on an optional basis. Availability and cost of such services shall NOT be reflected in discounts offered as a part of this solicitation. Payment for such services, for which there is an additional cost, shall be borne by the requesting agency.

12. Multiple Award: GMCS reserves the right to make multiple awards as a result of this request if doing so may be advantageous to the school district.

13. Contractor Due Diligence; Assumption of Risk; No Relief for Failure to Review: The Contractor expressly acknowledges that it has carefully examined and understands the entire Solicitation, including all instructions, specifications, scope of work, general and special conditions, addenda, attachments, incorporated documents, and applicable federal, state, and local laws and regulations governing the procurement and performance of the Contract.

The Contractor represents that, prior to submission of its response, it made all investigations, examinations, and inquiries necessary to determine the nature and scope of the work and the obligations required for full performance. The Contractor further acknowledges that it had the opportunity to submit written questions or requests for clarification during the Solicitation process and that any ambiguities or uncertainties not raised prior to the deadline for questions are deemed waived.

The Contractor assumes full responsibility for performing the work in strict compliance with all Solicitation and Contract requirements. Failure to read, interpret, or fully understand any provision of the Solicitation or resulting Contract shall not:

a. Relieve the Contractor of its obligations

b. Serve as a basis for additional compensation, time extension, equitable adjustment, or claim

c. Excuse nonperformance or defective performance, or

d. Limit the Owner’s rights and remedies under the Contract or applicable law.

The Contractor expressly assumes the risk of errors, omissions, misunderstandings, or misinterpretations of the Solicitation or Contract documents that could have been identified through reasonable diligence prior to submission of its response.