Gallup-McKinley County Schools Procurement Office P.O.

Box 1318 Gallup, New Mexico 87305-1318

INVITATION TO BID

Civil Site Construction & Earthwork Services

No. ITB-2026-38BK

Commodity Code(s): 90957, 90930, 90957, 91223

GMCS Website: www.gmcs.org

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

Mailing Address: Physical Address: Contact:

P.O. Box 1318 Gallup, NM 87305

640 S. Boardman Dr.

Gallup, NM 87301

Breana Kesner Procurement Buyer

(505) 721-1084

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

Notes:

Closing Date: April 21st, 2026 F.O.B. Point: DESTINATION Closing Time: 2:00 pm MDT Terms: Net 30 unless otherwise stated

Opening/Issue Date: March 27th, 2026

Quantities may be increased or decreased within reasonable amounts.

mailto:bkesner@gmcs.org

Civil Site Construction & Earthwork Services No. ITB-2026-38BK

TABLE OF CONTENTS

Description Page Sequence of Events Pg. 2 Special Conditions Pg. 3 Bid Specifications Pg. 7

SEQUENCE OF EVENTS

Schedule - Subject to change at discretion of the Procurement Manager and proper notice provided to Offerors:

Action Responsibility Date/Time (MDT)

Issue ITB Procurement Manager March 27, 2026

@ 2:00 PM

Deadline to Submit Written Questions

Potential Bidders April 7, 2026

Response(s) to written questions, via Amendment

Procurement Manager April 8, 2026

Last Date for Amendments Procurement Manager April 8, 2026

Deadline to Submit Proposals Offerors April 21, 2026

@ 2:00 PM

Recommendation for Award to Governing Body

Procurement Manager TBD

Notice of Award District TBD

Protest Deadline Offerors TBD

SPECIAL CONDITIONS

1. Purpose: The District seeks to establish one or more Indefinite Delivery / Indefinite Quantity (IDIQ) unit price contracts for Civil Site Construction and Earthwork Services to support campus operations, maintenance, capital improvements, transportation infrastructure, athletic facilities, utilities, and emergency response activities. The primary objective of this solicitation is to secure qualified contractors capable of performing construction-grade earthwork, excavation, aggregate/base installation, concrete-related site preparation, and related civil site services. Award shall be based exclusively on the evaluated Core Scope identified in Section 1 of Bid Specifications. Optional Services and Material Supply identified in Sections 2 and 3 of Bid Specifications are not included in evaluation scoring but may be utilized under the resulting contract(s) at the District’s discretion.

2. Contract Structure – IDIQ / Multiple Award

2.1 Contract Type – This contract shall be established as a Unit Price Indefinite Delivery / Indefinite Quantity (IDIQ) agreement.

2.2 Multiple Awards – The District reserves the right to award to one or more Offerors as determined to be in the best interest of the District.

2.3 Work Authorization – All work shall be issued via written Purchase Order (PO).

2.4 The PO shall serve as the Task Order under this IDIQ contract. No work shall commence without a properly executed PO.

2.5 No Minimum Guarantee – The District does not guarantee any minimum quantity of work.

2.6 Ordering Method - For each PO, the District may:

• Issue directly to a selected awarded contractor based on availability, capacity, specialization, or geographic proximity; or

• Request project-specific pricing confirmation from multiple awarded contractors;

or

• Assign emergency work based on response capability.

2.7 Limitations - The District reserves the right to:

• Decline use of any Optional Services

• Establish not-to-exceed amounts per PO

• Require bonding where applicable

• Separately procure major capital projects exceeding statutory thresholds

3. Term: Term shall be from date of award through June 30, 2027. The District reserves the option to renew this agreement for up to seven (7) additional, one (1) year renewal period. The final eligible renewal period will end June 30, 2034.

4. Payment: Payment shall be in accordance with §13-1-157 & §13-1-158 NMSA 1978, as amended. New Mexico law does not permit payment of deposits or any other form or prepayment before delivery and acceptance. Payments to the Contractor will be made based upon progress completed, invoiced and verified by appropriate GMCS staff.

5. Purchase Order Required: ALL MATERIAL PURCHASED MUST HAVE A VALID, SIGNED PURCHASE ORDER. Contractor(s) shall be responsible that no orders are accepted without an authorized GMCS Purchase Order. In accordance with §13-1-158, the invoice will be paid when items are received and inspected at the location site. All Purchase Orders correlating to an existing Purchase Order are for a one-time purchase and may NOT be reused.

6. Shipping Terms/Freight Charges: All shipments shall be quoted F.O.B.

DESTINATION/JOBSITE, Freight Prepaid. State Statutes do not allow the school district to own tangible goods prior to receiving of said goods until goods have been received.

a No additional charges or delivery fees will be passed on to GMCS for Vendor direct deliveries to the GMCS Receiving Warehouse or another District jobsite/destination.

7. Delivery Destination: In order to receive prompt payment against an invoice, always ship or deliver products to GMCS Receiving Warehouse. Failure to do so will result in receiving and processing delays, including delays in invoice payments.

8. 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.

9. 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.

BID SPECIFICATIONS

1. CORE SCOPE OF SERVICES (EVALUATED)The Core Scope represents the primary evaluated services. Offerors shall demonstrate qualifications, experience, and submit unit pricing for the following:

1.1 Earthwork & Excavation

• Mass excavation

• Structural excavation

• Cut and fill operations

• Outside dirt moving and relocation

• Import/export of fill

• Subgrade preparation

• Embankment construction

• Compaction

• Trenching and backfill

• Hauling and lawful disposal

• Rough and finish grading

• Building pad preparation

1.2 Gravel & Aggregate Base Construction

• Aggregate base installation

• Sub-base preparation

• Roadway base construction

• Parking lot base preparation

• Bus yard and loop base preparation

• Athletic field base preparation

• Playground base preparation

• Gravel roadway construction and rehabilitation

• Reconditioning of gravel surfaces

1.3 Concrete-Related Site Preparation

• Concrete subgrade preparation

• Footing excavation

• Slab preparation

• Curb and gutter preparation

• Sidewalk preparation

• ADA ramp preparation

• Bus pad preparation

• Foundation over-excavation

• Structural backfill

1.4 Associated Equipment & Operations

• Heavy equipment operations

• Certified operators

• Dust control related to earthwork

• Mobilization and demobilization

Evaluation and award determination shall be based solely on qualifications, experience, and pricing related to Sections 1.1 through 1.4.

2. OPTIONAL CIVIL & SITE SERVICES (NON-EVALUATED) Optional Services are not included in evaluation scoring but may be utilized under the resulting contract(s).

Offerors shall submit pricing on a separate Optional Services Pricing Schedule. Optional Services may include, but are not limited to:

2.1 Paving & Surface Construction Asphalt paving, patching, mill and overlay, seal coat, striping, parking lot resurfacing, roadway paving, bus lane paving, athletic court paving, concrete flatwork, curb and gutter installation, pads, speed bumps.

2.2 Site Preparation & Demolition Vegetation clearing, tree removal, grubbing, topsoil stripping, structure demolition, pavement removal, slab removal, foundation removal, utility abandonment.

2.3 Utility & Underground Infrastructure Storm drain, sewer, water, fire line, duct bank, fiber trenching, culverts, catch basins, manholes, trench shoring.

2.4 Drainage & Water Management Retention basins, detention ponds, swales, underdrains, riprap, drainage correction, culvert cleaning.

2.5 Structural & Specialty Earthwork Caisson excavation, retaining wall prep, slope stabilization, soil stabilization, rock excavation, crushing and screening.

2.6 Environmental & Emergency Services SWPPP support, erosion control, emergency excavation, washout repair, debris removal, snow berm removal. Optional Services shall not be included in evaluation scoring.

3. MATERIAL SUPPLY – SELF-PERFORMED WORK (NON-EVALUATED)

Contractors may furnish, deliver, and incorporate construction materials necessary to perform work under this contract. Material supply pricing shall not be evaluated for award but must be submitted. Materials may include, but are not limited to:

3.1 Earthwork & Fill Materials Import fill, structural fill, select fill, engineered fill, embankment material.

3.2 Aggregate & Base Materials Aggregate base course, sub-base material, crusher fines, road base, drain rock, riprap.

3.3 Stabilization Materials Lime, cement, chemical stabilizers, geotextiles, geogrid.

3.4 Surface Materials Gravel roadway material, temporary surfacing material, cold mix asphalt for emergency stabilization. Material pricing must clearly distinguish:

• Delivered only

• Delivered and placed

• Delivered, placed, and compacted

All materials must meet applicable ASTM, AASHTO, and state specifications.

4. PRICING REQUIREMENTS Offerors shall submit:

• Core Scope Unit Pricing Schedule (Evaluated on the Pricing Sheet located in

Bonfire eBidding Portal)

• Optional Services Pricing Schedule (Non-Evaluated)

• Equipment & Operator Rate Sheet

• Material Unit Price Sheet (Non-Evaluated)

• Haul Rate Schedule (if applicable)

Material pricing shall not be included in evaluation scoring.

5. PRICE ADJUSTMENT / ESCALATION CLAUSE (Aggregates and Fuel)

5.1 General: Unit prices submitted shall remain firm for the initial contract term except as provided herein. Adjustments shall apply only to:

• Aggregate materials

• Imported fill

• Asphalt materials

• Fuel-related cost components

No other cost components shall be eligible for adjustment.

5.2 Fuel Price Adjustment: Fuel adjustments shall be based on the U.S. Energy

Information Administration (EIA) Weekly Retail On-Highway Diesel Price for the applicable region.

Base Fuel Index:

The EIA diesel price published for the week of bid opening. Adjustment Threshold:

Adjustments shall only apply when fuel price fluctuation exceeds ±10 percent from the Base Fuel Index.

Adjustment Method:

Adjustments shall apply only to the documented fuel component of hauling and equipment operation rates. Contractor must identify fuel component percentage in their bid. Adjustments shall be calculated quarterly and applied prospectively via written PO modification.

5.3 Aggregate & Material Price Adjustment: Adjustments for aggregate, imported fill, and asphalt materials shall be based on:

• Published state Department of Transportation price indices, or

• Producer Price Index (PPI) for Construction Sand, Gravel, and Crushed Stone

(Series ID WPU132100), or

• Documented supplier invoice increases.

Adjustment Threshold:

Price increases exceeding 8 percent over the Base Material Index may be considered.

Contractor must provide:

• Original bid material price

• Current supplier invoice

• Index comparison

• Written justification Adjustments require District written approval and shall apply only to future POs.

5.4 Limitations

• No retroactive adjustments

• No adjustments for overhead or profit markup beyond original percentage

• No adjustment for labor rates

• No adjustment without formal written approval

The District reserves the right to request cost breakdown documentation.

6. AUTHORIZATION & LIMITATIONS: All work requires written PO authorization. The District may:

• Establish not-to-exceed limits

• Require bonding where applicable

• Validate material pricing

• Decline use of Optional Services

• Issue separate procurements for major capital construction

7. COMPLIANCE: All work shall comply with:

• Applicable state procurement statutes

• Licensing requirements

• Safety regulations

• Environmental regulations

• District policies

Contractors shall maintain appropriate licensing and insurance consistent with services performed.