REQUEST FOR PROPOSAL

RFP No. 2025/2026/07

DATA PROCESSING, PRINT, AND MAIL SERVICES

City of Gallup

110 W Aztec Ave.

Gallup, NM 87305

RELEASE DATE: April 17, 2026

DEADLINE FOR QUESTIONS: May 14, 2026

RESPONSE DEADLINE: May 28, 2026, 2:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/gallupnm

City of Gallup

REQUEST FOR PROPOSAL

Data Processing, Print, and Mail Services

I. ADVERTISEMENT FOR PROPOSAL

II. GENERAL CONDITIONS

III. SUPPLEMENTAL TERMS AND CONDITIONS

IV. ESCALATION CLAUSE

V. ADDTITIONAL TERMS AND CONDITIONS

VI. SPECIAL TERMS AND CONDITIONS

VII. BACKGROUND INFORMATION & SCOPE OF WORK

VIII. SCOPE OF SERVICES

IX. PROPOSAL EVALUATION

X. PROPOSAL EVALUATION CRITERIA

XI. VENDOR QUESTIONNAIRE/PROPOSAL SUBMISSION

Attachments:

A - Gallup Sample RFP Contract 2026

Request For Proposal #RFP No. 2025/2026/07 Title: Data Processing, Print, and Mail Services

1. ADVERTISEMENT FOR PROPOSAL

Data Processing, Print, and Mail Services

CITY OF GALLUP, NEW MEXICO

REQUEST FOR PROPOSAL NO. RFP No. 2025/2026/07

1.1. Public Notice

Public notice is hereby given that the City of Gallup, New Mexico, is accepting sealed proposals for the following:

As more particularly set out in the RFP documents, copies of which may be obtained via the

City's eProcurement Portal. Copies are also available for viewing

Electronically submitted proposals shall be received via electronic bidding platform before 2:00 pm (LOCAL TIME) on or before Thursday, May 28, 2026 where proposals will be received and recorded by the City of Gallup Purchasing Department via virtual conference/video calls or through other virtual means.

All solicitations will be released electronically through OpenGov; responses from must be submitted electronically through this online platform. By using OpenGov, prospective proponents will be provided with all information regarding a bid including addendums and changes to the project requirements. Register your company at City's eProcurement Portal;

OpenGov is a completely free service. Only ELECTRONICIALLY SUBMITTED PROPOSALS will now be accepted; system will not accept proposals submitted AFTER due date and time.

Plans, Specifications, and Proposal Documents may be examined at the office of the Purchasing

Director located at 110 West Aztec, Gallup, NM 87301, phone number (505) 863-1334.

Additional information regarding this bid may also be viewed at:

https://procurement.opengov.com/portal/gallupnm/projects/256496.

Dated: 14th of April 2026

By:/S/ By: Marc DePauli, Mayor

Classified Legal Column:

Gallup Sun Publishing Date: Friday - April 17, 2026

Albuquerque Journnal Publishing Date: Sunday - April 19, 2026 https://procurement.opengov.com/portal/gallupnm/projects/256496

2. GENERAL CONDITIONS

2.1. PROJECT

The City of Gallup is inviting qualified providers to submit proposals to provide Data Processing, Print, and Mail Services in Gallup NM.

2.2. ELECTRONIC PROPOSALS

All proposal must be submitted ELECTRONICIALLY via CIty's eProcurement Portal, the City of Gallup’s electronic bid/proposal platform at https://procurement.opengov.com/portal/gallupnm prior to the time specified for the proposal opening. System will not accept proposals submitted after due date and time. Proposal must be submitted using the proposal document forms furnished by the City of

Gallup. Receipt of proposals will be acknowledged and recorded electronically in the Purchasing

Department via virtual means. Meeting information will be posted via the City's eProcurement Portal in the timeline section of this specific solicitation, via addendum or notice posted to the eProcurement

Portal.

2.3. PROPOSAL OPENING DATE AND TIME

Proposal shall be received until Thursday, May 28, 2026 at 5:00 pm local time via the City's eProcurement Portal.

2.4. NON-DISCRIMINATION

The City of Gallup does not discriminate on the basis of race, color, national origin, sex, religion, age or disability in the employment or provision of services. Contractors shall be in compliance with ADA requirements.

2.5. MODIFICATIONS OR WITHDRAWAL

Proposals deposited with the City may be withdrawn or modified prior to the time set for opening of proposals via the City's eProcurement Portal. Offerors submitting proposals may be afforded an opportunity for discussion and revision after submission and prior to award for the purpose of obtaining best and final offers.

The City reserves the right to waive minor informalities, irregularities or technicalities or technicalities in the RPF. The City will be the sole entity to determine the acceptance or non-acceptance of any modification or deviation. RFP responses already submitted to the City Purchase Department may be withdrawn or modified prior to the time set for deadline by delivering written or telegraphic notice to the Purchasing department.

2.6. PROPOSAL OPENING

The opening of proposals shall be conducted in private to maintain the confidentiality of the contents of all proposals. Proposals will remain confidential during the negotiation process.

These documents constitute a “Request for Proposal” or RFP. It is a request for an offer. As such, it allows alternate offers or proposals to be considered and the terms and conditions may be subject to negotiations to reach best and final offers. All information requested for submittal should be included with the offer, and exceptions or alternates clearly noted.

2.7. INQUIRIES

Communications regarding this procurement, including issuance of amendments, may be conducted by electronic means via the City's eProcurement Platform. Electronic submittals of the proposal whether by fax or other electronic means are NOT acceptable; proposals shall ONLY be electronically submitted through the City's eProcurement Platform as previously stated in the General Conditions.

The only approved contact shall be with the above referenced purchasing individual via the

Question/Answer process of the City's eProcurement Portal. Offerors making contact with any other City official, evaluation committee member, or other City employee regarding this RFP may be disqualified.

Offerors shall have no claim against the City for failure to obtain information made available by the City which the Offeror could have remedied through the exercise of due diligence.

2.8. AMENDMENTS

If any questions or responses require revision to the solicitation as originally published, such revisions will be by Formal Addendum only. If the solicitation includes a contact person for technical information, Offerors are cautioned that any oral or written presentations made by this or any person that appear to change materially any portion of the solicitation shall nor be relied upon unless subsequently ratified by a Written Amendment to this solicitation issued by the Purchasing Office. For determination as to whether any representation made requires that an amendment be issued, contact the Purchasing

Office.

2.9. MINOR DEVIATIONS OR IRREGULARITIES

The City reserves the right to accept minor modifications to or deviations from any specification, except where otherwise noted, as long as the proposed material meets the intent of the specifications. The City will be the sole entity to determine the acceptance or non-acceptance of any such modifications or deviations.

2.10. SAFETY

The City of Gallup shall contract with companies or firms whose operators and equipment meet OSHA standards in their field of expertise.

2.11. ACKNOWLEDGE RECIEPT OF AMENDMENTS

Offerors will acknowledge receipt of amendments by returning one signed copy of the amendment with their proposal. Failure to acknowledge receipt of addenda may render your proposal as non-compliant.

2.12. CONFIDENTIALITY

Offerors may request in writing non-disclosure of confidential data. Such data should accompany the proposal and be readily separable from the proposal in order to facilitate eventual public inspection of the non-confidential portion of the data.

2.13. NEGOTIATIONS

Negotiations may be conducted with all responsible Offerors who submit proposals found to be reasonably likely to be selected for award. Offerors submitting proposals may be afforded an opportunity for discussion and revision after submission and prior to award for the purpose of obtaining best and final offers. After obtaining best and final offers, the award shall be made to the responsible

Offeror(s) whose proposals are most advantageous to the City of Gallup.

Proposals shall be evaluated on the basis of demonstrated competence and qualification for the type of service required, and based on the criteria set forth in the Request for Proposal. For purposes of conducting discussions, proposals may initially be classified as:

A. Acceptable

B. Potentially acceptable, that is, reasonably likely of being made acceptable or;

C. Unacceptable

The review committee will evaluate all proposals, determine the need for, and conduct any negotiations. Negotiations may be conducted to:

A. Promote understanding of the City’s requirements and the Offeror’s proposal.

B. Obtaining best and final offers.

C. Facilitate arrival at a contract that will be most advantageous to the City of Gallup taking into account the factors set forth in the proposal

The City is under no obligation to conduct any negotiations or discussions with an Offeror.

The City of Gallup’s designee shall negotiate a contract with the Highest Qualified Offeror at compensation determined in writing to be fair and reasonable, taking into account the estimated value of the services and the scope, complexity and nature of the services.

Should the designee be unable to negotiate a satisfactory contract with the Offerors considered to be the most qualified at a price determined to be fair and reasonable, negotiations with that business shall be terminated. Negotiations shall then be undertaken with the second most qualified business. This process shall continue until a satisfactory contract is negotiated with a qualified business or the procurement process is terminated and a new Request for Proposal is initiated.

If the highest ranked Offeror cannot fulfill the conditions as outlined the award will go to the next highest ranked responsible Offeror whose offer was judged responsive.

This request and all attachments will be considered part of the resultant contract and/or purchase order.

2.14. TAXES

The proposal total shall exclude all applicable taxes. The City will pay any taxes due on the contract based upon billing submitted by the contractor, at the applicable tax rate. Taxes shall be shown as a separate amount on any billing or request for payment. The City of Gallup is non-taxable on tangible goods.

2.15. APPROPRIATIONS

The terms of this agreement are contingent upon sufficient monies being made available by the City of Gallup for the performance of this agreement. If sufficient appropriations and authorizations are not made by the City of Gallup, this agreement shall terminate upon written notice being given by the City to the contractor. The City’s decision as to whether sufficient appropriations are available shall be accepted by the contractor and shall be final.

2.16. MANDATORY REQUIREMENTS

Mandatory requirements may be waived by the evaluation committee if all the otherwise responsive

Offerors failed to comply with the same mandatory requirement and the failure to do so does not otherwise materially affect the procurement. The evaluation committee shall have the right to request subsequent information from the otherwise responsive Offerors.

2.17. SPECIFICATIONS

If, in the opinion of the evaluation committee a specification is poorly worded or confusing, the evaluation committee may waive the specification for all Offerors, and if points were assigned reduce the total points by the number of points assigned to the specification.

2.18. CONTRACT TERMS AND CONDITIONS

The contract between the City and Offeror will follow the format specified by the City and contain the terms and conditions set forth in this RFP. The contents of this RFP, as revised and/or supplemented, and the successful Offeror’s proposal will be incorporated into the contract. Should an Offeror object to any of the City’s terms and conditions, that offeror must propose specific alternative language that would be acceptable to the City. Offerors must provide a brief discussion of the purpose and impact, if any, of each proposed change followed by the specific proposed alternate wording. General references to the Offeror’s terms and conditions or attempts at complete substitutions are not acceptable to the

City and will result in disqualification of the Offeror’s proposal.

2.19. OFFEROR’S TERMS AND CONDITIONS

Offerors must submit with the proposal a complete set of any additional terms and conditions which they expect to have included in a contract negotiated with the City. Any additional terms and conditions which may be the subject of negotiation, will be discussed only between the City and the selected

Offeror and shall not be deemed an opportunity to amend the Offeror’s proposal.

2.20. PROCUREMENT CODE VIOLATIONS

The Procurement Code imposes civil and criminal penalties for its violation. In addition, the New Mexico

Statutes impose felony penalties for illegal bribes, gratuities, and kick-backs.

2.21. AWARD

The award shall be made to the responsible and responsive Offeror of Offerors whose proposal is most advantageous to the City of Gallup, taking into consideration the evaluation factors set forth in the

Request for Proposals.

2.22. BRAND NAMES

Where a product or brand name is indicated in the specifications, it shall mean "minimum acceptable level or minimum quality required" by the city unless the specifications state that no substitutions or equivalents are allowed. If the bidder is offering, as an equal or equivalent, an item other than the one specified then the manufacturer's name and model number of that item must be specified in the offer and sufficient specification and descriptive data provided to permit a thorough evaluation. Failure to provide appropriate information may result in disqualification of the offer.

2.23. UNIT PRICES

Discrepancies involving the incorrect extension of unit prices shall be resolved in favor of unit prices. In the case of a discrepancy between written numbers and figures, the amount written in words shall govern.

2.24. PAYMENT OR ACCEPTANCE NOT CONCLUSIVE

Contractor will supply the City with invoice 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 contractor from corrections of the defects. Invoices submitted after the fiscal contract period will not be considered for payment.

The final acceptance shall not be binding upon the City, or conclusive, should it be 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 City shall have the right, notwithstanding final acceptance and payment, to cause the item(s) to be property furnished in accordance with the specifications (drawings, if any) at the cost and expense of the contractor.

The hourly labor rate provided in the proposal shall include full compensation for labor, equipment, use, travel time, mileage, insurance and overhead and other costs to the bidder excluding tax and freight.

2.25. PREFERENCES

A preference of the total points used in evaluating the Request for Proposal shall be awarded to a City of

Gallup Resident Business in accordance with the City of Gallup Resident Business Ordinance.

A preference of the total points used in evaluating the Request for Proposal shall be awarded to a business that has registered with the State of New Mexico Department of Taxation and Revenue as a resident New Mexico business or Resident New Mexico Veteran’s business, and in any case shall be applied in accordance with the provisions of New Mexico Statute 13-1-21 and 13-1-22 NMSA 1978.

The City of Gallup Resident Business preference, State of New Mexico Resident Business Preference, or

State of New Mexico Resident Veteran’s Business will be factored into the Request for Proposal scores where applicable. However, the preferences are not cumulative and no offeror will receive more than one of the applicable preferences.

For information on State of New Mexico resident business or veteran’s resident business bidder’s certification call 505‐827‐0951 or to download applications at:

https://www.tax.newmexico.gov/businesses/business-preference-certification/

You must submit a copy of your NM Resident Business or Resident Veteran’s Business Certificate with proposal in order to qualify for the New Mexico Residence preference.

2.26. PROTESTS

Any bidder or offeror who is aggrieved in connection with a solicitation or award of a contract may protest to the central purchasing office. The protest must be submitted in writing within seven (7) calendar days after knowledge of the facts or occurrences giving rise thereto. Any protest based on the terms of this Request for Competitive Sealed Bid Proposals will be conclusively deemed waived if an

Offeror does not specifically raise and address the protest its bid proposal submitted to the City’s

Procurement Office. All Offerors will be conclusively deemed to have knowledge of the facts or occurrences giving rise to a protest respecting an award at the time a contract is awarded by the City to an Offeror or Offeror.

2.27. NOTICE TO OFFERORS

Unnecessarily elaborate responses beyond that sufficient to present a complete and effective response to the solicitations are not desired and may be construed as an indication of the Offeror’s lack of cost consciousness. Unless specifically requested in the solicitation, elaborate art work, corporate brochures, lengthy narratives, expensive paper, specialized binding, and other extraneous presentation materials are neither necessary nor desired.

THE CITY RESERVES THE RIGHT TO REJECT ANY OR ALL PROPOSALS IN WHOLE OR IN PART, TO WAIVE

INFORMALITIES OR TECHNICALITIES AT ITS OPTION, AND TO ACCEPT THE PROPOSAL IT DEEMS TO BE

IN THE BEST INTEREST OF THE CITY OF GALLUP.

2.28. NOTICE TO BIDDERS

As of October 5, 2011 applications for Resident New Mexico in-state bidders will no longer be processed through the State Purchasing Division. All resident business and contractors will have to obtain a new preference number with the New Mexico Department of Taxation and Revenue as of January 1, 2012.

https://www.tax.newmexico.gov/businesses/business-preference-certification/

It will be the sole responsibility of the Bidders requesting consideration for the New Mexico Resident

Business Preference to obtain approval and a certification from the New Mexico Department of Taxation

& Revenue prior to the bid opening date. You must furnish a copy of the Resident Business Certificate with each proposal in order to be considered for the in-state preference.

As of July 1, 2012 a New Mexico Resident Veteran’s Business preference number may be obtained from the New Mexico Department Taxation and Revenue Department. In order to be considered for the New

Mexico Veteran’s Business preference a copy of the Certificate must be included with each proposal as per Sections 13-1-22 (A) NMSA 1978.

For additional information please call 505-827-0951, or to download applications log on at:

http://www.tax.newmexico.gov/Businesses/in-state-veteran-preference-certification.aspx

2.29. EXISTING AGREEMENT

Under the terms and conditions of this RFP, all public bodies allowed by law may procure supplies or services under this RFP and contract thereof described herein. The terms and conditions of this RFP shall form a part of each order issued herein. Each public body shall be responsible of their own orders and/or contracts and the City of Gallup accepts no responsibility for other entities.

http://www.tax.newmexico.gov/Businesses/in-state-veteran-preference-certification.aspx

3. SUPPLEMENTAL TERMS AND CONDITIONS

3.1. ELECTRONIC COMMUNICATIONS

Communications regarding this procurement, including issuance of any amendments, shall submitted through the OpenGov eProcurement Portal Q&A section: eProcurement Portal. However, electronic submittals of the proposal whether by fax or other electronic means are not acceptable as noted in the

General Conditions.

3.2. UNIT PRICES

Typographical errors, errors in extending unit prices, arithmetic errors or errors clearly evident on the face of the bid document may be corrected in accordance with the Procurement Ordinance and

Procurement Regulations. Discrepancies involving the incorrect extension of unit prices shall be resolved in favor of unit prices as unit prices cannot be corrected.

3.3. CONTRACT TERM RENEWAL

This is an indefinite quantity contract from the date of contract acceptance and shall automatically renew for seven (7) additional one (1) year period unless sooner terminated in accordance with the terms and conditions of this bid. If the lowest qualified bidder is unable to fulfill an order or bidder’s prices exceed market prices the City reserves the right to surpass this bid and order from the best available source.

3.4. QUANTITIES

This is an indefinite quantity contract from which the City may place orders on an as needed basis.

Quantities listed are estimates of the City's needs on an annual basis. Actual usage may vary. The City does not guarantee the purchase of any specific minimum quantities, nor may any material be shipped or delivered without a valid purchase order number issued by the City.

3.5. EXISTING AGREEMENT

Under the terms and conditions of this bid, all public bodies allowed by law may procure the supplies or services under this bid as described herein. The terms and conditions of this bid shall form a part of each order issued herein. Each public body shall be responsible for their own orders and the City of Gallup accepts no responsibility for other entities.

3.6. ACKNOWLEDGEMENT OF RECIEPT

The Acknowledgment of Receipt should be signed and returned to the Purchasing Office as soon as possible but no later than 5:00 pmlocal time on Thursday, May 14, 2026. Only potential bidders who elect to return this form completed with the indicated intention of submitting a bid will receive copies of all written questions and the City’s written responses to those questions as well as copies of

Amendments, if any are issued.

3.7. REQUEST FOR PROPOSAL DOCUMENTS

RFP documents may be retrieved by accessing the Purchasing page of the City of Gallup bidding website

OpenGov https://procurement.opengov.com/portal/gallupnm/projects/256496, by calling (505) 863-

1334 or visiting the Central Purchasing Office at 110 West Aztec, Gallup, NM 87301.

The City of Gallup will notify vendors of record of amendments/addenda that are issued via City's eprocurement software OpenGov. If not a vendor of record or if solicitation was downloaded through

City of Gallup website, it shall be vendor’s responsibility to check website frequently for copies of any addenda/amendments or correspondence concerning the solicitation. Failure to acknowledge all addenda could result in rejection of your bid/proposal as non-responsive. In the case of an inconsistency between information on this site and the Purchasing file document, the file document shall prevail.

https://procurement.opengov.com/portal/gallupnm/projects/256496

4. ESCALATION CLAUSE

4.1. ESCALATION CLAUSE

Price escalations may be considered only under the following conditions:

A. Offered prices must be firm for at least ninety (90) calendar days after written notification of contract.

B. All requests for price increases shall be in writing and accompanied by:

1. A letter from the Contractor’s supplier certifying the price increase to the Contractor; or

2. Evidence of verifiable market conditions resulting in increased costs such as mandated labor rate increases and significant fuel or energy cost increases.

C. All invoices of the offered items, from suppliers to the Offeror, shall be subject to auditing by the City and furnished without delay upon request.

D. The City reserves the right to purchase on the open market or cancel a contract resulting from this request and solicit a new contract if the escalated price is above the current open market price for the same item. Cancellation of the contract shall not affect any outstanding orders.

E. All revisions of the price list shall become effective when they are accepted by the Purchasing

Office of the City, provided that they do not conflict with paragraph (F) or (G).

F. All approved price changes resulting from this escalation clause shall be firm for a period of ninety (90) calendar days after acceptance in writing from the City.

G. The Offeror shall be limited to a maximum of two (2) price escalations per contract period unless otherwise specified in this request.

H. The Offeror shall provide to the City written notice of any requested price changes, which shall become effective upon acceptance by the City of Gallup Purchasing Office.

I. If the Offeror receives any price de-escalations from the supplier of goods sold to the City through a contract resulting from this request, the Offeror is responsible for notifying the City of such de-escalations, and passing those price changes on to the City immediately.

5. ADDTITIONAL TERMS AND CONDITIONS

5.1. DEBARRED OR SUSPENDED CONTRACTORS

A business (contractor, subcontractor or supplier) that has either been debarred or suspended pursuant to the requirements of .13-1-177 through .13-1-180, and .13-4-11 through .13-4-17 NMSA 1978 as amended, shall not be permitted to do business with City of Gallup and shall not be considered for award of the contract during the period for which it is debarred or suspended.

5.2. ASSIGNMENT

Neither the order, nor any interest therein, nor claim there under, shall be assigned or transferred by the Vendor, except as expressly authorized in writing by the City of Gallup Procurement Administrator.

No such assignment or transfer shall relieve the Vendor from the obligations and liabilities under this order.

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

5.3. INSPECTION

Final inspection and acceptance will be made at the site. Goods rejected at the site for non-conformance with specifications shall be removed, at the Vendor's risk and expense, promptly after notice of rejection.

5.4. INSPECTION OF PLANT

The City of Gallup Procurement Administrator 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.

5.5. LIABILITY

The Vendor agrees that City of Gallup shall not be held liable for any costs incurred in preparation of this

RFP.

5.6. DEFAULT

The City of Gallup reserves the right to cancel all or any part of services without cost to the City of

Gallup, 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 costs if failure to perform the order arises out of causes beyond the control and without the fault or negligence of the Vendor, such causes include but are not restricted to acts of God or the public enemy, acts of the State or Federal government, fires, floods, epidemics, quarantine restrictions, strikes, freight embargoes, unusually severe weather, and defaults of subcontractors due to any of the above, unless the City of Gallup 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 schedule. The rights and remedies of the City of Gallup 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.

5.7. NON-COLLUSION

In, signing this proposal, the Contractor certifies that he/she has not, either directly or indirectly, entered into any action in constraint of free competitive bidding in connection with this proposal submitted to the City of Gallup Procurement Administrator.

5.8. NON-DISCRIMINATION

Vendors doing business with City of Gallup must be in compliance with the Federal Civil Rights Act of

1964 and Title VII of the Act, (Rev.,1979), and the Americans Disabilities Act of 1990. (Public Law 101-

336).

5.9. METHOD OF AWARD

A contract will be awarded on a Total All or None basis where indicated based on pricing and compliance with the specifications and requirements for each group of materials. City of Gallup reserves the right to waive irregularities, reject offers in whole or in part, and award this Bid in the best interest of the City of

Gallup.

5.10. RIGHT TO DISCONTINUE PROCUREMENT

The City of Gallup reserves the right to cancel this Request for Proposal at any time, and to reject any or all proposals, or otherwise to proceed in the best interests of the City of Gallup. This in no manner obligates the City of Gallup or any of its agencies to the eventual purchase of any product or service, whether explicitly described or implied herein, until confirmed by a written contract and/or Purchase

Order.

5.11. LATE PROPOSALS

Any proposal received after the specified time and date will be declared a "Late Proposal" and will NOT be considered.

6. SPECIAL TERMS AND CONDITIONS

6.1. LAWS / CODES / STANDARDS / REGULATIONS

Contractor will be responsible for complying with all applicable local, state and federal regulations regarding transportation of materials, as well as all fees, permits and/or authorization required for delivery. Contractor will provide all supervision of employees required and be responsible for maintenance, insurance, mileage, fuel, permits, licenses, etc. required for the operation of the vehicles or equipment used for transportation. These requirements and all associated costs for providing the services shall be included in the bid price.

Equipment materials, or services supplied under this solicitation shall meet and comply will all current applicable Federal, State, and local laws, codes, standards, and regulations, and applicable industry safety standards and requirements.

The Contractor shall be properly licensed and qualified to furnish services and to perform the required work under applicable licensing statutes of the State of New Mexico and other applicable regulatory agencies.

Contractor shall comply with all applicable Federal, State and local government codes, laws, regulations, and requirements in the performance of the work described herein.

6.2. INDEPENDENT CONTRACTOR

The proposal awarded an agreement under this solicitation is an independent contractor and shall perform its obligations under this agreement, as it deems necessary and appropriate. The successful

Contractor and its officers, directors, agents and employees, are independent contractors performing services for the City of Gallup and are not employees of the City of Gallup. The successful Contractor, and its officers, directors, agents, and employees, shall not accrue leave, retirement, insurance bonding, use of City of Gallup vehicles or any other benefits afforded to employees of the City of Gallup. The successful Contractor covenants that it presently has no interest, and shall not acquire any interest, direct or indirect, financial or otherwise, which would conflict in any manner or degree with the performance of the required services.

6.3. INDEMNITY

The Contractor agrees, as material consideration for this Agreement, to defend, indemnify, and hold harmless the City of Gallup, its Elected Officials, Agents, and employees from and against any and all claims arising out of any asserted negligent act, error or omission of the Contractor, its officers, directors, employees or agents or arising in any way from this agreement or the Contractor’s activities hereunder. The indemnity agreed to in this paragraph shall not extend to liabilities, claims, damages, losses or expenses, including attorney fees arising out of: The preparation or approval of maps, drawings, opinions, reports, surveys, change orders, designs or specifications by the City of Gallup, or the agents or employees of the City of Gallup, or the giving of or the failure to give directions or instructions by the City of Gallup, or the agents or employees of the City of Gallup, where such giving or failure to give directions or instructions is the primary cause of bodily injury to persons or damage to property.

6.4. TERMINATION OF CONTRACT

In the event of a breach on any provision of the Agreement, the City of Gallup shall notify the Contractor of the fault within a reasonable time. If the Contractor fails to cure the breach or make other arrangements satisfactory to the City of Gallup, the City of Gallup may immediately terminate the Price

Agreement or take other steps, as it deems necessary. Safety related items must be corrected within twenty-four (24) hours. The Contractor shall pay the City of Gallup all costs and expenses, including reasonable attorney’s fees incurred by the City of Gallup, in exercising any of its rights or remedies in connection with enforcement of the Agreement.

The City of Gallup may terminate this Agreement for Convenience at any time, without penalty of any kind, by giving notice in writing to the Contractor. Said termination shall not nullify any payments due contractor for costs and work completed incurred through the date of termination.

6.5. APPROPRIATIONS

The terms of this Agreement are contingent upon sufficient monies being made available by the City of

Gallup for the performance of this Agreement. If sufficient appropriations and authorizations are not made by the City of Gallup, this Agreement shall terminate upon written notice being given by the City to the Contractor. The City's decision as to whether sufficient appropriations are available shall be accepted by the Contractor and shall be final.

6.6. GOVERNING LAW

The contract awarded to a Contractor as a result of this solicitation shall be governed in accordance with the laws of the State of New Mexico and the City of Gallup Ordinances.

7. BACKGROUND INFORMATION & SCOPE OF WORK

7.1. SUMMARY

The City of Gallup, NM is seeking proposals from qualified vendors to provide comprehensive data processing, print, and mail services for our utility billing operations. This project encompasses the management of utility account data, the production of accurate and timely utility bills, and the efficient postal distribution of these bills to our customers. The selected vendor will work closely with the Utility

Billing Department to ensure all services meet our specific needs and comply with applicable regulations.

7.2. SCOPE OF SERVICES

PLEASE SEE FOLLOWING SCOPE OF SERVICES SECTION

7.3. QUALIFICATIONS OF OFFERORS

A. Good Standing

Offerors must be in good standing with all applicable regulatory agencies and not be debarred or suspended from doing business with any federal, state, or local government entity.

B. Key Personnel Commitment

The key personnel identified in the Offeror’s proposal, including project manager and technical leads, shall remain assigned to the City’s account for the duration of the contract.

No substitution or reassignment of key personnel shall be made without:

• Prior written notice to the City, and

• Approval by the City of Gallup

Any proposed replacement personnel must possess equal or greater qualifications and experience.

C. Staff Qualifications and Experience

Offerors shall provide resumes and qualifications for key personnel who will be directly involved in the delivery of services, including but not limited to:

• Project Manager

• Data Processing Lead

• Print/Mail Operations Lead

• IT/Security Lead

Each resume shall include:

• Relevant experience

• Area of expertise

• Role in the project

D. Staffing Capacity and Responsiveness

Offerors must demonstrate sufficient staffing levels and operational capacity to:

• Support multiple billing cycles per month

• Respond to urgent or off-cycle processing needs

• Provide timely customer support and issue resolution

Offerors shall describe escalation procedures and response timelines for critical issues.

E. Relevant Experience with Utility Billing & Municipal Operations

Offerors must demonstrate experience with:

• Utility billing environments of similar size and complexity

• Municipal or government clients

• Legacy systems (preferably IBM AS/400 or similar CIS platforms)

Offerors shall describe familiarity with:

• Public sector procurement requirements

• Regulatory and compliance expectations

• Utility billing practices (water, electric, sewer, etc.)

F. Technical and Security Expertise

Offerors must demonstrate expertise in:

• Secure data handling and transmission

• Compliance with applicable cybersecurity standards (e.g., NIST, SOC 2)

• Protection of sensitive customer and financial data

G. Operational Continuity and Backup Staffing

Offerors must demonstrate depth of staffing sufficient to ensure uninterrupted service in the event of:

• Employee absence

• System outages

• Emergency situations

7.4. TECHNICAL SPECIFICATIONS

MANDATORY REQUIREMENTS

The following requirements are mandatory; offerors must submit all required data OR requirements are in effect on the due date of this RFP in order for proposal to be evaluated and considered for award.

Proposals will be considered NON-RESPONSIVE if the following are NOT met:

1. Must have minimum of five (5) years providing services to client of comparable capacity.

2. Must have been in continuous business for a minimum of ten (10) years and;

3. Must include client retention rate for ten (10) years.

4. Must have been under the same principal ownership for a minimum of three (3) years.

7.5. INSURANCE REQUIREMENTS

The Contractor or their subcontractor shall not commence work under this contract until their subcontractors have obtained the insurance required under this paragraph, and certificates of insurance coverage have been filed with and approved by the Owner. All Certificates of Insurance required herein shall state that ten (10) days written notice will be given to the Owner before the policy is cancelled or changed. Extent of insurance carried and minimum coverage shall be as follows:

• Worker's Compensation Insurance: The Contractor shall obtain and keep in force during the life of the contract, Worker's Compensation Insurance covering all their employees engaged in work under this contract; and if any portion of the work is sublet, the subcontractor shall carry similar coverage for all of their employees engaged in the project. Worker's Compensation Insurance shall provide coverage for not less than the following amounts or greater where required by law:

Workers' Compensation: Statutory

Employer's Liability: $1,000,000

• Comprehensive General Liability Insurance: The Contractor and his/her subcontractor shall obtain and maintain in effect during the life of the contract, Comprehensive General Liability

Insurance including premise/operations; explosion, collapse and underground property damage;

products/completed operations, broad form contractual independent contractors, broad form property damage and personal injury liabilities:

Bodily Injury: $1,000,0000 each occurrence

$1,000,000 annual aggregate

Property Damage: $1,000,000 each occurrence

$1,000,000 annual aggregate

Personal Injury, with

Employment exclusion deleted: $1,000,000 annual aggregate

• Comprehensive Automobile Liability Insurance: The Contractor and his/her subcontractors shall obtain and maintain in effect during the life of the contract comprehensive automobile liability insurance including all owned (private and others) hired and non-owned vehicles:

Bodily Injury: $1,000,000 each person

$1,000,000 each accident

Property Damage: $1,000,000 each occurrence

7.6. RESPONSE FORMAT AND ORGANIZATION

A. Number of Responses/Copies

1. Offerors shall provide one (1) electronically submitted copy via solicitation online platform at https://procurement.opengov.com/portal/gallupnm

B. Proposal Format

1. The proposal shall be limited in format and length; length of the proposal shall be limited to a maximum of twenty-five (25) numbered pages. If there are any question as to format requirements contact the Purchasing Director at purch@gallupnm.gov for clarification, prior to submittal of the proposal.

a. Material excluded from the twenty-five (25) page maximum count is limited to:

b. Front cover (photos with captions on inside cover allowed)

c. Divider pages (blank except for title information)

d. Back cover (photos with captions on inside of back cover allowed)

e. Tables of Contents page (two-page maximum)

f. Letter of Transmittal

g. Resumes

h. Certificate(s) of insurance

i. Copy of New Mexico Resident Preference Certificate (if applicable)

j. Current I.R.S. W-9 Form

k. Cost Proposal (Separate File)

C. Submit Responses to the PROPOSAL EVALUATION CRITERIA (Section 6) and organized in the same order as follows:

1. Company Experience & Capacity (15 Points)Scoring will be based on the following sub-criteria:

▪ Organizational Experience (5 pts)

• Years in business

• Stability of ownership

• Experience with utility billing clients of similar size

▪ Key Personnel Qualifications (5 pts)

• Experience and expertise of proposed staff

• Clarity of roles and responsibilities

• Relevance of experience to scope of work

▪ Staffing Capacity & Depth (5 pts)

• Adequacy of staffing levels

• Ability to support multiple billing cycles and peak demand

• Availability of backup personnel and redundancy

2. Technical Approach & Methodology (25 Points)Scoring will be based on the following sub-criteria:

▪ Data Processing & System Integration (8 pts)

▪ Print & Mail Operations Approach (5 pts)

▪ Implementation & Transition Plan (5 pts)

▪ Project Management & Staffing Approach (7 pts)

• Clear project management structure

• Defined roles and responsibilities

• Responsiveness and escalation procedures

• Demonstrated ability to meet timelines and service levels

3. Digital Capabilities & Innovation (15 Points)Scoring will be based on the following sub-criteria:

▪ eBilling & Delivery Capabilities (4 pts)

• Email, SMS, and paperless billing options

• Flexibility of delivery methods

• Ability to support customer preferences

▪ Customer Portal & User Experience (4 pts)

• Ease of use and navigation

• Access to billing history and documents

• Mobile responsiveness and accessibility

▪ Integration & Payment Capabilities (3 pts)

• Integration with existing or proposed payment systems

• Compatibility with City systems

• API or future integration capabilities

▪ Automation & Customer Engagement Tools (2 pts)

• Notifications (bill ready, past due, etc.)

• Communication tools and automation features

▪ Innovation & Future Readiness (2 pts)

• Scalability and adaptability of solution

• Value-added features beyond minimum requirements

4. Security, Compliance & Risk Management (15 Points)Scoring will be based on the following sub-criteria:

▪ Cybersecurity Framework & Certifications (5 pts)

▪ Data Protection & Encryption Practices (3 pts)

▪ Incident Response & Risk Management (4 pts)

• Breach response procedures

• Recovery time objectives

• Risk mitigation strategies

▪ Business Continuity & Operational Resilience (3 pts)

• Backup staffing

• Disaster recovery readiness

• Ability to maintain uninterrupted service

5. Reporting, Transparency & Customer Support (10 Points)Scoring will be based on the following sub-criteria:

▪ Reporting & Data Transparency (3 pts)

• Availability and quality of standard reports

• Ability to track billing, mail, and performance metrics

• Access to real-time or near real-time data

▪ Web-Based Portal Functionality (2 pts)

• Ease of access to job tracking, archives, and reports

• Ability to manage inserts, messages, and exceptions

▪ Mail Tracking & Audit Capabilities (2 pts)

• USPS tracking integration

• Audit trail for billing and mailing processes

▪ Customer Support Structure (2 pts)

• Dedicated account manager

• Support availability and responsiveness

• Online ticketing and escalation process

▪ Performance Reporting & Continuous Improvement (1 pt)

• Quality of monthly reporting

• Ability to identify issues and recommend improvements

6. Cost/Fee Proposal Formula Based (20 Points)

Lowest responsive offeror's cost ($)

Offeror's Points = __________________________________ X Maximum Points

This offeror's cost ($)

8. SCOPE OF SERVICES

8.1. Scope of Services

The City of Gallup is seeking a qualified vendor to provide comprehensive utility billing services, including data processing, print and mail services, and digital presentment solutions, in support of approximately 10,600 utility accounts.

The selected Offeror shall provide a fully integrated, secure, and scalable solution that supports both traditional print/mail delivery and modern digital billing capabilities.

A. CURRENT ENVIRONMENT

1. Billing is generated via Superion Naviline (IBM AS/400 environment)

2. Approximately six (6) billing cycles per month

3. Data is generated across ~13 billing files per cycle

4. Bill types include:

a. Regular bills

b. Final bills

c. Off-cycle bills

5. Bills are currently:

a. Printed and mailed via USPS First-Class Mail within one (1) business day

b. Accompanied by inserts and messages (approx. 10 annually)

B. CORE SERVICES REQUIRED

1. Data Processing & Integration

a. The Offeror shall:

i. Accept and process data from IBM AS/400 systems in native format

ii. Support secure file transmission via:

I. SFTP / HTTPS

II. PGP encryption

iii. Process multiple related data files per billing cycle

iv. Maintain compatibility with existing file structures without requiring system modification

b. The system must support:

i. Mixed unit consumption (gallons, cubic feet)

ii. Historical usage graphing (minimum 13 months)

iii. Solar/net metering account tracking (banked vs used energy)

2. Print and Mail Services

a. The Offeror shall provide:

i. High-volume variable data printing (black & full color CMYK)

ii. Paper stock:

I. 8.5” x 11”, minimum 24# white

iii. Envelopes:

I. #10 double window outgoing

II. #9 return envelope (as applicable)

iv. Intelligent Mail Barcode (IMB) and presort processing

v. USPS First-Class Mail delivery within one (1) business day of file receipt

b. Capabilities must include:

i. Insert management (automated and conditional)

Householding (multiple bills per envelope where applicable)

ii. Suppression of print/mail for eBilling customers

iii. Full tracking of mail pieces and production integrity

3. Digital Billing & Customer Engagement

a. The Offeror shall provide modern digital capabilities, including:

i. eBilling (email and/or SMS delivery)

ii. Secure customer portal for:

I. Viewing bills

II. Accessing billing history

III. Downloading PDF statements

iii. Mobile-friendly bill presentment

iv. Integration with online payment systems (existing or proposed)

b. Optional but preferred:

i. API integrations for future system expansion

ii. Real-time notifications (bill ready, past due, etc.)

4. Reporting & Transparency

a. The Offeror shall provide a web-based portal with real-time access to:

i. Job status tracking

ii. Production reports

iii. Mail tracking data

iv. Insert usage

v. Suppression counts

vi. Total billing values

b. Reports must include:

i. Bills received, printed, suppressed

ii. Postage breakdown and savings

iii. Insert counts

iv. Address updates (NCOA / ACS)

5. Security & Compliance

a. The Offeror must demonstrate compliance with:

i. NIST Cybersecurity Framework

ii. SOC 2 Type II certification (preferred)

iii. Data encryption:

I. At rest

II. In transit

iv. Identity theft prevention standards (FACTA)

b. Additionally:

i. Provide incident response plan (notification within 72 hours max)

ii. Maintain audit logs and data traceability

iii. Retain billing records for minimum five (5) years

6. Quality Control & Performance Standards

a. The Offeror shall implement a documented Quality Control Plan ensuring:

i. Data accuracy

ii. Print accuracy

iii. Mail integrity

b. Minimum performance standards:

i. ≥ 99.9% processing accuracy

ii. ≤ 1 business day print/mail turnaround

iii. ≥ 99% on-time delivery to USPS

c. Vendor must provide:

i. Monthly performance reports

ii. Root cause analysis for any failures

7. Implementation & Transition

a. The Offeror shall provide:

i. Detailed implementation plan including:

I. Data mapping

II. Testing phases

III. Parallel runs

ii. Dedicated project manager

iii. Go-live support

8. Customer Support

a. Dedicated account manager

b. Support response time: ≤ 24 hours

c. Online ticketing system

d. Ongoing technical and operational support

9. Sustainability & Cost Optimization

a. The Offeror shall:

i. Provide strategies to reduce print/mail volume

ii. Optimize postage through presort and automation

iii. Offer paperless adoption strategies

C. CONTRACT TERM

1. Initial term: One (1) year

2. Renewable for up to seven (7) additional one-year terms

3. Subject to performance and funding availability

8.2. CONTRACT PERIOD

The term of the Contract shall be in effect for one (1) year, subject to earlier termination or extension pursuant to the Contract provisions:

A. The Contract shall renew automatically for seven (7) additional one (1) year terms unless notice is given by either party to the other by written notification of its intent not to renew at least ninety (90) days prior to the expiration of the term in place.

9. PROPOSAL EVALUATION

9.1. Evaluation

Offerors submitting proposals may be afforded the opportunity for discussion and revision of proposals.

Revisions may be permitted after submissions of proposals and prior to award for the purpose of obtaining best and final offers. Negotiations may be conducted with responsible Offerors who submit proposals found to be reasonably likely to be selected for award.

9.2. Shortlisting

A maximum total of 100 points are possible 105 points with application of City of Gallup or State of New

Mexico Resident Business preference, and up to 110 points with Application of the State of New Mexico

Resident Veterans Business Preference in…