8-01 ITB-2026-36GH Fuel Inspection.pdf

Gallup-McKinley County Schools Procurement Office

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

INVITATION TO BID

FUEL TANK SYSTEM MAINTENANCE & REPAIRS

ITB-2026-36GH

Commodity Code(s): 92574, 9269, 92843/44, 94191, 95850 & 99265

GMCS Website: www.gmcs.org

Mailing Address: Physical Address: Contact:

P.O. Box 1318 Gallup, NM 87305

640 S. Boardman Dr.

Gallup, NM 87301

Gregory Hudson Procurement & Business Services Buyer

(505) 721-1076 ghudson@gmcs.org

Notes:

Closing Date: March 24, 2026 F.O.B. Point: DESTINATION

Acceptance Time: 2:00 PM (Local) Terms: Net 30 unless otherwise stated

Issue Date: March 06, 2026 Quantities may be increased or decreased within reasonable amounts.

http://www.gmcs.org/

INVITATION TO BID

PLEASE ACCEPT THIS AS AN INVITATION TO BID ON THE SERVICES SPECIFIED ON THE

FOLLOWING PAGES.

IF YOU DESIRE TO SUBMIT A BID, ALL INFORMATION AND FORMS MUST BE SUBMITTED IN

THE GMCS BONFIRE PORTAL. THE DISTRICT MAY UTILIZE A COMBINATION OF FORMS THAT

YOU MUST COMPLETE AND UPLOAD TO THIS WEB PORTAL, AS WELL AS PRICING

SPREADSHEETS OR QUESTIONNAIRES, WHERE DATA IS DIRECTLY ENTERED THROUGH A WEB

BROWSER.

TO ENSURE TIMELY RESPONSE, PLEASE DIRECT QUESTIONS REGARDING THIS BID THROUGH

THE ONLINE “ASK A QUESTION,” OR VENDOR DISCUSSIONS FEATURE FOR THIS PROJECT IN

BONFIRE. ALL VERBAL INFORMATION IS FOR CLARIFICATION PURPOSES ONLY AND IS NOT

BINDING. ALL BINDING INFORMATION MUST BE IN WRITING.

ANY DEVIATIONS FROM BID SPECIFICATIONS SHOULD BE SO STATED IN YOUR SUBMISSION.

A pre-bid conference will be held on Tuesday, March 10, 2026, at 10:00 am (MDT). Attendance is not required; however, it is highly recommended in order to submit a responsive bid.

Attendance request can be emailed to ghudson@gmcs.org with “ITB-2026-36GH Pre-Bid” in the subject line.

Location: Microsoft Teams online meeting (meeting invite to be sent once requested).

We encourage you to have your initial questions ready, as stated in the documents, to submit.

Additional questions after the pre-bid conference will be accepted until the Question Submission

Deadline stated date and time in the GMCS eBidding platform for this opportunity.

No responses to s are official until published in writing, by Public Amendment.

mailto:ghudson@gmcs.org

FUEL TANK SYSTEM MAINTENANCE & REPAIR

1. Purpose: To establish a firm fixed price contract for Gallup-McKinley County Schools (GMCS) to place orders for internal and external repairs, mechanical, parts, maintenance, testing, inspections, component/attachment services from qualified Bidders who possess background, experience, ability and resources on an as needed basis for new and existing tanks and equipment.

2. Term of Contract: The term of this contract shall be from Date of Award through June 30, 2026.

GMCS reserves the option to renew this agreement for nine (9) each additional, automatic, one

(1) year periods in accordance with the General Terms and Conditions. The final renewal term shall end June 30, 2035.

3. Work To Be Done: The scope of this solicitation shall include all GMCS owned fuel dispensing and control units (ATG) including but not limited to the pump housing, pump, pump piping, motors, belts, seals, gaskets, metering devices, computer, filters, valves, spill containment/buckets, associated electric wiring and fittings (to include removal of existing wiring and the installation of new) switching devices, strainers, lighting, nozzles, hoses, vents, Etc., as wells as calibration, inspection and testing thereof. Additionally, tank devices, check valves, drop tubes, fill or vapor recovery appurtenances, maintenance and repairs to tank pads, access covers, etc. are to be included.

4. Bid Submission(s): Pricing Bids shall be submitted according to the requested forms in the GMCS Portal e-Bidding platform. Quantities, where listed, are for the purpose of extended calculation of unit prices and do not represent an order or estimation of actual needs. Bidders shall submit a listing of base fees, rates or discounts for in-scope services in the space provided in Portal. Quotes based on bid pricing shall be requested for contracted services as actual needs are identified during the contract term.

5. Pricing: Parts pricing is to be based on a discount on the current manufacturer’s published list price. Cost plus pricing is not acceptable and will lead to Bidders submission to be declared as Non-Responsive. Successful Bidder(s) to provide current manufacturer’s published list upon award and upon new list publication.

6. Taxes: All Bid Prices shall EXCLUDE taxes. Applicable taxes shall be shown on the quote as a separate line item on the Successful Bidder’s invoices at the appropriate rate.

7. Basis of Award: GMCS will award to the low responsible and responsive bidder(s) who shall offer the best price for comparable services. GMCS reserves the right to make multiple awards as may be necessary for timely completion of all available work and for the maximum variety of specialties, categories, and services included in the purpose and scope of this solicitation, or as may otherwise be in the best interest of the District.

8. 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. The awards are intended to allow for the various manufacturer’s represented in the district’s current fleet and potential additions. The intent of this solicitation is to provide multiple awards to allow for repair, parts and maintenance of the fleet.

9. Wage Rates: All work covered by this solicitation and completed with the State of New Mexico, shall be in accordance with applicable State Law(s) and is subject to the minimum wage rate determination issued by the Department of Workforce Solutions. A wage rate decision is required by the Department of Workforce Solutions. A wage rate decision is required by the Public Works Minimum Wage Act for construction, demolition or renovation purposes on projects costing sixty thousand dollars ($60,000) or more and funded in part by state or local funding. Contractors agree to comply with the current prevailing wage rate determination included with this solicitation. For additional information or the current prevailing wage rates, visit http://www.dws.state.nm.us.

10. Bonds: 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 “Notice to Proceed” valued over twenty-five thousand dollars ($25,000). Original copies of said bonds must be provided to the agency requesting the project and are to be filled with the agency’s Procurement office. Failure to comply shall result in an order being issued to another vendor, and the difference shall be charged back to the awarded Contractor.

11. Insurance: Bidder shall provide a Certificate of Insurance in compliance with the State of New

Mexico Construction Industries Division Rules of Regulations with the minimum coverages stated in the General Terms and Conditions. Certificate shall name GMCS Board of Education as additional insured and be furnished upon award of contract.

12. Order of Precedence: In the event of conflicting terms and conditions between General Terms & Conditions, Special Conditions or conditions set forth in the Specifications/Scope of Work, the order of precedence shall be, Scope of Work/Specifications shall supersede Special Conditions, Special Conditions shall supersede the General Conditions.

13. Assignment: The Contractor shall not assign or transfer any interest in this Agreement or assign any claims for money due or to become due under this Agreement without the prior written approval of the District.

14. Competency/Capability of Bidder: Bids will be considered only from firms who can provide evidence that they have established a satisfactory record of performance and integrity to insure they can execute the requirements as stated herein. Business must have been established for a minimum of three (3) years as demonstrated through documentation and references. Any determination as to competency shall be made by appropriate GMCS staff.

15. Purchase Orders: ALL SERVICES PURCHASED MUST HAVE A VALID, SIGNED PURCHASE ORDER. Contractor(s) shall be responsible for ensuring that no orders are accepted without an authorized GMCS Purchase Order. The Purchase Order will reflect bid pricing and Vendor Invoice will match the Purchase Order. All Purchase Orders correlating to an existing order are for a one-time purchase and may NOT be reused

a. CHANGES: If requested, changes or modifications to an order may be made before fulfillment ONLY when authorized by the Procurement Office. The vendor shall not move forward with any changes until after receiving a Signed, Revised Purchase Order. Failure http://www.dws.state.nm.us/ to comply with this paragraph will be cause for the District not to honor the invoice.

16. Payment or Acceptance Not Conclusive: Vendor will supply the District with invoice(s) for payment. No payment made under this contract shall be conclusive evidence of the performance of this contract, either wholly or in part, and that no payment made for the delivery of the items in whole or in part shall be construed as an acceptance of defective work or improper materials, nor relieve the Bidder from corrections of the defects. The final acceptance shall not be binding upon the District, nor conclusive, should it subsequently develop the bidder has furnished inferior items or had departed from the Specifications and/or the terms of the Contract. Should such conditions become evident, the District shall have the right, notwithstanding final acceptance and payment, to cause the item(s) to be properly furnished in accordance with the Specifications (and drawings, if any) at the cost and expense of the Bidder.

17. Price Adjustments/Escalation: Price adjustment shall be limited to actual increased costs in labor or materials and shall only be permitted at contract renewal, on the contract anniversary date. In the event of an unusual product, fuel, or wage rate increase, and escalation request will be reviewed on an individual basis. All requests for a price increase shall be in writing to the District. Effective dates for an actual cost increase will be the date of the District’s written approval for the increase. This measure is not intended to allow any increase in profit margin, only to compensate for an actual, documented cost increase.

a. To facilitate prompt consideration, all request for cost increase must include:

i. Contract Item or Service

ii. Current Price/Rate

iii. Proposed New Price/Rate

iv. Supporting Documentation such as Supplier notification of price increase

18. Insurance: Bidder shall provide a Certificate of Liability Insurance. Certificate shall name GMCS as additional insured and be furnished upon award of contract.

19. Contractor Due Dillegence: Assumptions of Risk; No Relief for Failure to Review: The 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:

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:

i. Relieve the Contractor of its obligations

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

iii. Excuse nonperformance or defective performance, or

iv. 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.

20. Final Examination and Acceptances: When all work called for under this contract has been completed, appropriate GMCS personnel will make a thorough examination of the same and if it is found to comply with the requirements of the contract it will be accepted and final payment will be made.

SCOPE OF WORK

FUEL TANK SYSTEM MAINTENANCE & REPAIR

I. INTRODUCTION

A. The Gallup-McKinley County Schools (GMCS) desires to contract for the mechanical, electrical, preventative maintenance, repair, testing and replacement of fuel dispensing and control units (ATG) as needed.

B. Gallup-McKinley County School facility locations

1. GMCS has facilities throughout the McKinley County. The primary location is GMCS Motor Pool located at 700 S. Boardman, Gallup, NM 87301

2. Other NM locations include; Crownpoint, Gallup, Thoreau, Ramah, Navajo Pine, Tohatchi and Tse Yai Gai.

II. SCOPE OF SERVICES

A. The procurement scope of services includes the following services.

1. All preventive maintenance and repairs to equipment shall be in accordance with manufacturer’s specifications and maintenance schedules.

a. All repair costs (parts and labor) must receive quote/approval from the designated GMCS Fleet Supervisor prior to executing any repair. Approval shall be accompanied by a signed Purchase Order.

b. Successful bidder(s) shall contact the Fleet Supervisor for approval requirements prior to any repair.

2. Repair and services to include, but are not limited to: fuel dispensing and control units (ATG) including but not limited to the pump housing, pump, pump piping, lines, motors, belts, seals, gaskets, metering devices, computer, filters, valves, spill containment/buckets, associated electric wiring and fittings (to include removal of existing wiring and the installation of new) switching devices, strainers, lighting, nozzles, hoses, vents, etc., as wells as calibration, inspection and testing thereof.

Additionally, tank devices, check valves, drop tubes, fill or vapor recovery appurtenances, maintenance and repairs to tank pads, access covers, equipment, attachments, line leaks, leak detection, hydrostatic routine maintenance services.

B. The repair and service scope of this agreement includes OEM parts:

1. OEM Parts will be billed at the discount offered in the bid sheet. Costs for parts and supplies will be itemized separately on each invoice and will indicate list price less discount offered. In cases where the manufacturer’s current retail price or vendor’s cost list is non-existent, the invoice will reflect the actual net cost to the vendor for such items.

2. Parts shall be new meet or exceed original equipment manufacturer’s requirements.

3. After-market parts shall be at the discretion of the Fleet Supervisor.

4. Freight for parts will be invoiced at the actual freight and handling costs incurred, if applicable. Freight is to be prepaid and invoiced as a separate line item.

5. Freight for “Special Order” parts which are not normally stocked items will be billed at the actual freight and handling costs incurred. GMCS to provide prior authorization for special order parts prior to the time of order.

6. Successful vendor must carry an adequate inventory supply of parts to service. All parts and materials shall carry the manufacturer’s standard warranty. All other standard business practices shall be extended to GMCS.

7. GMCS reserves the right to request the return of or inspection of any part(s), accessory(ies), assembly(ies), or subassembly(ies) replaced to affect the repair.

Parts and materials must be new and conform to the original manufacturer’s specifications, unless otherwise approved by the GMCS Fleet Supervisor.

8. All repairs under this contract shall be subject to complete inspection by GMCS prior to acceptance. Inspection criteria shall include, but not be limited to, integrity, quality, workmanship and materials, and invoice accuracy. The Contractor shall have ten (10) business days to correct any deficiencies found by the inspection.

The Contractor shall be responsible for any additional costs associated with those corrections. Invoices shall be paid upon acceptance repairs after implementing all final settings and adjustments in accordance with manufacturer's/owner’s/engineer’s specifications.

9. GMCS reserves the right to provide parts procured by the District for a particular repair. The warranty for such part(s) provided by the District, shall be limited to the labor.

C. Warranty

1. All warranty and extended warranty maintenance and/or repair work in accordance with the manufacturer’s specifications.

2. If maintenance or extended warranties are offered, the bidder must provide a complete and detailed description of each, along with the terms, conditions and cost.

3. Repair warranty and other major components shall be for a period of six (6) months from the date of repair or other accepted industry standard, whichever is greater.

4. All other components shall have a warranty of ninety (90) days or the accepted industry standard, whichever is greater.

5. Vendor will bear the cost (parts and labor) of warranty repairs done on a call-back basis.

D. General procurement, service, labor, reporting and invoicing requirements:

1. All vendors shall specify the manufacturer(s), type(s), part(s) and services of motor vehicles being bid. Parts prices shall be those listed in the manufacturer’s published price schedules for less discount offered (bid). If breakdown of discount is necessary, please submit as an attachment to this bid. “No add-on prices to list price will be allowed.” Indicate on the attached sheets the makes/models your firm offers service/repairs for, parts discount, price list number, and price list effect date for manufacturers indicated.

2. The successful bidder(s) shall ensure that all work will be professionally diagnosed, and that maintenance repairs and/or adjustments will be performed only by trained and certified personnel.

3. All work shall be performed without unnecessary delays. In the event of malfunctioning of any given part while under warranty, vendor shall replace such part at no extra cost for part or labor.

4. Calculated labor times shall be in accordance with the Bid Response Form. If the method of labor calculation is not a publicized manufacturer’s service guideline, the Contractor must submit that information at the time of the bid submittal.

5. Successful bidder(s) shall have adequate manufacturers or commercially published repair and specifications manual(s) for all items bid.

6. Successful bidders shall provide an itemized list of parts and labor hours as part of an estimate for the needed repairs. Such an estimate will be provided at no charge if it can be performed without excessive tear-down time. Tear-down must have prior approval from the GMCS Fleet Supervisor.

7. Successful bidder(s) shall maintain detailed complete and accurate accounting of records on all repair orders. The hours of labor will be supported by the manufacturers’ published flat rate.

8. Cost of repairs and supply of parts for work other than that authorized by the Fleet

Supervisor will not be paid for unless prior approval is granted by the Contract Administrator.

9. Response times of Contractor shall provide turnaround time as estimated or quoted when scheduling services in order to reduce downtime. A written or electronic quote that includes parts, materials, labor hours, checkoff list and/or estimated time shall be provided prior to commencement of any work under this contract. All diagnostic testing shall require prior authorization and shall begin within one (1) business day once on site. Repairs shall be started with twenty-four

(24) hours of receiving purchase order.

10. Each location repaired shall be identified properly and will be invoiced against a specific Purchase or Work Order. Debris from the work site/area shall be removed keeping the premises free of unusable materials resulting from their work and as work progresses remove such debris and unusable materials from GMCS property.

11. Shop supplies shall not exceed 6% of the total labor cost per job and will not exceed a total of $300.00 per job. No item shall be charged as a part if it is charged as a shop supply.

12. Environmental fees and additional fees shall be listed separately on estimates and invoices and shall not exceed 3%, of the total job and will not exceed a total of $100.00 per job. Software fees, consultation fees, etc. shall not be included in the invoice.

13. Gross receipts tax (including local option tax) is to be invoiced as a separate line item, and shall apply to labor only.

14. Notwithstanding the existence of this agreement, GMCS reserves the right to order any item(s) required for emergency purposes from a vendor who can service(s) to meet the requirements of the school district, without waiving or voiding any of the terms of this agreement.

15. For maintenance and repair delivery shall be F.O.B. Vendor’s place of business.

E. EPA Certification/Safety Standards/Regulations requirements:

1. The Contractor shall provide all necessary parts, supplies and labor to perform repairs and shall meet or exceed all manufacturer’s recommendations and standards. Repair services shall be performed in conformance with all provisions of this contract, legal statues, safety, environmental code, industry standards, system integrity applicable regulations of national, state and local requirements.

2. All work under this contract shall be performed by qualified personnel. Qualified personnel must have the training and certification required to perform the work according to all applicable federal, state, and local rules and regulations. The Contractor shall perform all services in a safe manner for means, methods, techniques, procedures and safety precautions.

3. The Contractor shall insure that all work will be professionally diagnosed, and that repairs will be professionally diagnosed, that repairs will be performed by trained and/or manufacturer certified professionals. Contractor personnel shall posses all required licenses and certifications to perform these services. It is the Contractor's responsibility to insure safety standards are met and all Contractors personnel certifications are current.

4. The Contractor shall be licensed by the State of New Mexico to properly calibrate and adjust the fuel metering and dispensing devices. No person shall act as a Contractor without a license issued by the Construction Industries Division classified to cover the type of work as outlined in this ITB.

III. Insurance:

a. Contractor is required to submit insurance prior to commencing services under this bid, including Commercial Liability, Automotive and Property Damage, Liability Insurance, and Workmen’s Compensation Insurance if required by law.

b. Contractor shall indemnify and hold harmless the District, its officers and employees against liability, claims, damages, losses, or expenses arising out of bodily injury to persons or property damage caused by or resulting from Contractor's and/or their employees’ own negligent acts or omissions arising under this Statewide Price Agreement. This “Save Harmless and Indemnification Clause” is subject to and is not intended to waiver or limit in any way the immunities, provisions, and limitations of the Tort Claims Act (§41-4-1, et seq., NMSA 1978 comp., §57-7-1 NMSA 1978 comp.) and any amendments hereto.

It is specifically agreed between the parties executing this District Price Agreement that it is not intended by any of the provisions of the District Price Agreement to make the public or any member thereof a third party beneficiary or to authorize anyone not a party to the District Price Agreement to maintain a suit for wrongful death, bodily and/or personal injury to persons, damage to properties and/or any other claims whatsoever arising under the provisions of this District Price Agreement.

c. Contractor shall obtain and maintain throughout the life of this contract insurance, at contractor's expense. Contractor shall name GMCS as additional insured (Certificate Holder) and include an endorsement by the insurer that the policy may not be cancelled nor allowed to lapse without ten (10) days’ notice thereof first being given to GMCS.

d. Worker’s Compensation: The Contractor shall maintain adequate Workman’s

Compensation insurance in accordance with the provisions of the Worker’s Compensation Act of the State of New Mexico.

e. Other Required Coverage: The Contractor shall maintain Public Liability and Property

Damage Insurance as to protect the Contractor and GMCS for all claims for damages, personal injury, wrongful death as well as claims for property damages which may arise from work covered under this contract, as such work be performed by anyone directly or indirectly employed by the Contractor. The type and amount of insurance required are as follows:

i. Damage to or destruction of property - $100,000.00.

ii. Damages other than property as permitted under the New Mexico Tort Claims Act

- $300,000.00

iii. Claims - $500,000.00

f. Commercial General Liability Insurance with combined limits of liability for bodily injury or property damage as follows:

i. $1,000,000.00 Per Occurrence

ii. $2,000,000.00 Policy Aggregate

iii. $1,000,000.00 Products Liability/Completed Operations

iv. $1,000,00000 Personal and Advertising Injury

v. $50,000.00 Fire Legal

vi. 5,000.00 Medical Payments

Said Policy of Insurance must include coverage for all operations performed for GMCS by the Contractor and Contractual Liability Coverage shall specifically insure the hold harmless provisions of the Contract (Agreement).

g. Automobile Liability Insurance: A comprehensive automobile liability insurance policy with liability limits in amounts not less than $1,000,000 combined single limit of liability for bodily injury, including death, and property damage in any one occurrence. The policy must include coverage for the use of all owned, non-owned, hired automobiles, vehicles and any and all other equipment owned and non-owned, both on and off the work site.

h. Certificates, renewals, and notices of cancellation shall be sent to:

Gallup McKinley County Schools Procurement Office P.O. Box 1318 Gallup, NM 87301-1318

IV. INVOICING

A. All invoices submitted to the District for payment shall include the following.

1. Valid GMCS Purchase Order Number.

2. Itemized detail of items picked up or delivered to the District.

a. Note only items picked up or delivered may be invoiced. Pursuant to 13-1- 158, NMSA 1978 as amended, the District may only provide payment for items received.

V. MISCELLANEOUS INFORMATION

A. Delivery shall be F.O.B GMCS designated destination listed below.

1. Freight Prices may be added to ONLY In-Bound freight from the Manufacturer, Wholesaler, etc. to the Vendor or Priority/Overnight delivery as requested and authorized by the District’s Contract Manager(s).

2. Freight shall be listed as a separate item and shall be ONLY for the actual charges incurred by the successful bidder.

B. Notwithstanding the existence of this agreement, GMCS reserves the right to order any item(s) required for emergency purposes from a vendor who can deliver such item(s) to meet the requirements of the school district, without waiving or voiding any of the terms of this agreement.

1. GMCS Fleet Supervisor, Roderick Joe, (505) 721-1192.