ITB_26015_-_Leachate_Collection_-_FINAL.pdf

For more information, please visit our online supplier portal, located at https://procurement.opengov.com/portal/santafenm

The City of Santa Fe, Central Purchasing Division

INVITATION TO BID (ITB)

LEACHATE COLLECTION SYSTEM INSPECTION, MAINTENANCE

AND REPAIRS FOR THE CAJA DEL RIO LANDFILL

ITB#: 26015

Bid Due Date and Time: Wednesday, September 10, 2025 by 2:00 pm

Table Of Contents

1. TERMS AND CONDITIONS

2. INFORMATION TO BIDDERS

3. STATEMENT OF WORK

4. SCOPE OF WORK

5. PRICE SCHEDULE

6. VENDOR QUESTIONNAIRE

Attachments:

A - Sample Price Agreement_Leachate

1. TERMS AND CONDITIONS

A. General: When the City of Santa Fe’s Chief Procurement Officer (CPO) or designee approves a purchase document in response to the ITB, a binding contract is created.

B. Assignment: Neither the order, nor any interest therein, nor claim under, shall be assigned or transferred by the Contractor, except as expressly authorized in writing by the Central Purchasing Division (CPD).

Under this order, no such consent shall relieve the Contractor's obligations and liabilities.

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

D. Cancelation/Default: The Agency reserves the right to cancel all or any part of this order without cost to the Agency, if the Contractor fails to meet the provisions of this order and, except as otherwise provided herein, to hold the Contractor liable for any excess cost occasioned by the Agency due to the Contractor's default. The Contractor shall not be liable for any excess costs if failure to perform the order arises out of causes beyond the control and without the fault or negligence of the Contractor, such causes include but are not restricted to, acts of God or the public enemy, acts of the City, 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 Agency shall determine that the supplies or services to be furnished by the subcontractor were obtainable from other sources in sufficient time to permit the Contractor to meet the required delivery scheduled. The rights of the Agency 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.

E. Items/Parts: All bid items/parts are to be NEW and of the most current production unless otherwise specified.

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

G. Inspection: Final inspection and acceptance will be made at the destination. Tangible Personal Property (goods) rejected at the destination for nonconformance with specifications shall be removed at the Contractor's risk and expense, promptly after notice of rejection.

H. Packing, Shipping, and Invoicing: The Contractor shall ship in accordance with the following instructions: Shipment shall be made only against specific orders which the Agency may place with the Contractor during the term. Delivery shall be made as indicated by the Agency. If contractor is unable to meet stated delivery the Agency must be notified. Freight/shipping costs shall be prepaid by the vendor, added at time of invoicing, and shown as a separate line item to be paid by user. Using agency shall only pay exact courier costs, without a markup.

1. The Purchase Order/Contract reference and the Contractor's name, Agency's name and location shall be shown on each packing and delivery ticket, package, bill of lading, and other correspondence in connection with the shipments. The Agency’s count will be accepted by the Contractor as final and conclusive on all shipments not accompanied by packing tickets.

2. The Contractor's invoice shall be submitted duly certified and shall contain the following information: order number, description of supplies or services, quantities, unit price and extended totals. Separate invoices shall be rendered for each complete shipment.

3. Invoices must be submitted to the Santa Fe Solid Waste Management Agency, 149 Wildlife Way, Santa Fe, NM 87506 and NOT the City of Santa Fe.

I. Method of Payment:

1. Every effort will be made to process payments within thirty (30) days of receipt of a detailed invoice and proof of delivery and acceptance of the products hereby contracted or as otherwise specified in the compensation portion of the contract documents.

2. Contractor must register with the City of Santa Fe's Enterprise Resource Planning (ERP) System.

Contractor's failure to do so will experience delays in the processing of invoices and will not be able to do business with the Agency.

a. Contractor can register online at: https://santafenm.munisselfservice.com/Vendors/default.aspx.

J. Payment Provisions: All payments under this Contract are subject to the following provisions.

1. Acceptance - In accordance with Section NMSA 1978, Section 13-1-158, the Agency shall determine if the product or services provided meet specifications. Until the products or services have been accepted in writing by the Agency, the Agency shall not pay for any products or services. Unless otherwise agreed upon between the Agency and the Contractor, within thirty (30) days from the date the Agency receives written notice from the Contractor that payment is requested for services or within thirty (30) days from the receipt of products, the Agency shall issue a written certification (by letter or email) of complete or partial acceptance or rejection of the products or services. Unless the Agency gives notice of rejection within the specified time period, the products or services will be deemed to have been accepted.

2. Payment of Invoice - Upon acceptance that the products or services have been received and accepted, payment shall be tendered to the Contractor within thirty (30) days after the date of invoice. After the thirtieth day from the date that written certification of acceptance is issued, late payment charges shall be paid on the unpaid balance due on the contract to the Contractor at the rate of 1.5 % per month. Contractor may submit invoices for payment no more frequently than monthly.

Payment will be made to the Contractor's designated mailing address. Payment on each invoice shall be due within 30 days from the date of the acceptance of the invoice. The Agency agrees to pay in full the balance shown on each account’s statement, by the due date shown on said statement.

K. Taxes: The Agency is tax exempt for state gross receipts taxes for the procurement of tangible personal property, but not for services. A tax-exempt certificate will be issued upon written request to the Agency.

Such tax or taxes shall be added at the time of invoicing at the current rate and shown as a separate item to be paid by the Agency.

L. Commercial Warranty: The Contractor agrees that the supplies or services furnished under this order shall be covered by the most favorable commercial warranties the Contractor gives for such to any customer for such supplies or services. The rights and remedies provided herein shall extend to the Agency and are in addition to and do not limit any rights afforded to the Agency by any other clause of this order.

Contractor agrees not to disclaim warranties of fitness for a particular purpose of merchantability.

M. Price Adjustments: Unit prices for services and items quoted by the Contractor are to be firm for the term of the contract. A request for a price adjustment due to an increase or decrease in cost of living, fuel or product manufacturer/supplier is subject to approval by the Agency. The Contractor shall submit to the Agency sufficient justification to support the request.

N. Late Delivery: It is expressly understood and agreed that, as a result of the public interest and because of the monetary losses that the Agency may incur as a result of failure to deliver the items and services described in the contract on time, that time is of the essence in the performance of this contract. It is agreed that damages resulting from late delivery can neither be accurately anticipated nor calculated. At the option of the CPO, the Agency may invoke the cancelation/default provisions of the contract contained herein.

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

P. Workers' Compensation: The Contractor agrees to comply with State laws and rules pertaining to Workers' Compensation benefits for their employees. If the Contractor fails to comply with Workers' Compensation Act and applicable rules when required to do so, this contract may be terminated by the Agency.

Q. Contractor Personnel: Personnel proposed in the Contractor’s written bid to the Agency are considered material to any work performed under this contract. Once a Purchase Order or contract has been executed, no changes of personnel will be made by the Contractor without prior written consent of the Agency.

Replacement of any Contractor personnel, if approved, shall be with personnel of equal ability, experience, and qualifications. The Contractor will be responsible for any expenses incurred in familiarizing the replacement personnel to insure their being productive to the project immediately upon receiving assignments. Approval of replacement personnel shall not be unreasonably withheld. The Agency shall retain the right to request the removal of any of the Contractor’s personnel at any time.

R. Records and Audit: The Contractor shall maintain detailed time and expenditure records that indicate the date, time, nature, and cost of services rendered during this contract’s term and effect and retain them for a period of three (3) years from the date of final payment under this contract. The records shall be subject to inspection by the Agency, City of Santa Fe Finance Department and the State Auditor. The Agency shall have the right to audit billings, both before and after payment. Payment for services under this contract shall not foreclose the right of the Agency to recover excessive or illegal payments.

S. Subcontracts: The foregoing requirements for Contractor Personnel, Subcontracting, and Audit shall be inserted into all subcontracts from the prime contractor to the subcontractor.

T. Non-Collusion: In signing this ITB and/or submitting electronically, the Contractor certifies they have not, either directly or indirectly, entered into action in restraint of free competitive bidding in connection with the bid submitted to CPD.

U. Nondiscrimination: Contractor doing business with the Agency must follow the Federal Civil Rights Act of 1964 and Title VII of the Act (Rev. 1979) and the Americans with Disabilities Act of 1990 (Public Law 101-336).

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

W. Power of Attorney: Attorneys-in-fact who sign bid bonds or contract bonds must file with each bond a certified and effectively dated copy of their power of attorney.

X. No Additional Terms and/or Conditions will be Accepted.

2. INFORMATION TO BIDDERS

2.1. ITB Access and Bid Submission

Solicitation packets are available in the OpenGov Procurement Portal at https://procurement.opengov.com/portal/santafenm.

(On the Project page, use the “Search” bar to find the ITB. Anyone may view the ITB without logging in, however, you must be a registered vendor and logged in, to “Create Bid.”)

It is the Bidder's responsibility to ensure all documents are completely uploaded and submitted electronically via the OpenGov Procurement Portal by the Bid due date and time. Such submissions will be considered sealed.

Bidders must ensure their bids are correct, accurate, and correspond with any amendments (addenda) before submission. Complete and submit all required documents, including specifications, supporting materials, certificates, pricing, etc., through OpenGov as per instructions to form a complete, responsive bid (NMSA 1978, Sections 13-1-82 through 13-1-84 and 13-1-133).

Email: procurement-support@opengov.com if you’re having difficulty on the website.

Procurement amendments (addenda) are processed through OpenGov. If amendments (addenda) are processed, o before bids are submitted, ensure bids reflect the amendments (addenda);

o after bids are submitted, bidders must update the bid by clicking “modify” and updating the associated area(s)* to ensure bid reflects the amendment (addendum).

*Bidders must replace the previously submitted documents if the amendment (addendum) affects uploaded documents.

Bidders must ensure adequate time is allowed for large uploads and to fully complete bid submittal by the deadline. Bids that are not both: (1) fully complete; and (2) received, by the deadline, will be deemed late. Further, bids that are not received by the deadline because the response was captured, blocked, filtered, quarantined, or otherwise prevented from reaching the proper destination server by any anti-virus or other security software will be deemed late.

LATE BIDS WILL NOT BE ACCEPTED. OpenGov will not allow late submissions. The OpenGov system will be the official time for responses to be submitted.

Individuals that require accommodation may contact the CPO or designee at least five (5) working days prior to the scheduled Bid Opening.

Travis Dutton-Leyda, CPO City of Santa Fe tkduttonleyda@santafenm.gov

Any inquiries or requests regarding this procurement should be submitted, in writing, to the OpenGov Procurement Portal: https://procurement.opengov.com/portal/santafenm/projects/186711

Bidders may contact ONLY the Project Contact and the CPD regarding this procurement and its terminology via the OpenGov Procurement Portal. Answers and information provided by any other employees shall not be considered official.

Bidders shall promptly notify CPD – purchasing_ITB@santafenm.gov of any ambiguity, inconsistency, or error which they may discover upon examination of this ITB. Any response made by the Agency will be provided in writing to all potential bidders by way of amendments (addenda) or Questions and Answers, verbal responses shall not be considered official.

2.2. Preparation of Bid Price Schedule

To avoid errors and misunderstandings, attached bids must have all blank spaces and prices filled in accurately.

In the event there is a zero discount/price, indicate as such by entering a ‘0’. Failure to do so may result in rejection of the bid.

2.3. Site Visit

A site visit will be held per the ITB Schedule at the Caja del Rio Landfill – Administration Building located at 149 Wildlife Way, Santa Fe, NM. A site visit will be conducted during this time to ensure that bidders are acquainted with the specific needs of the Agency.

2.4. Correction or Withdrawal of Bid

Bids may be modified directly in OpenGov before the scheduled bid opening to make corrections or changes.

Modifications must occur before the scheduled bid opening for consideration; no bid modifications are allowed post-opening. Bidders reporting mistakes may withdraw bids prior to the submission due date.

2.5. Interpretations and Amendments (Addenda)

No oral interpretation of the meaning of any section of the ITB will be binding. Oral communications are permitted to assess the need for an amendment (addendum). Any questions concerning the ITB must be addressed prior to the date set for receipt of bids.

Every request for such interpretations should be submitted as a question through OpenGov Procurement Portal to be given consideration and must be received at least five (5) days prior to the date set for receipt of bids. Other Agency employees do not have the authority to respond on behalf of the Agency.

Any and all such interpretations and any supplemental instruction will be in written amendments (addenda) to the ITB, which, if issued, will be sent to all prospective Bidders through the OpenGov Procurement Portal not later than three (3) days prior to the date set for receipt of bids. Failure of any Bidder to receive any such amendments (addenda) or interpretations shall not relieve Bidder from any obligation under their bid as submitted. All amendments (addenda) so issued shall become part of the contract documents.

Amendments (addenda) will be distributed through the OpenGov Procurement Portal.

The Agency reserves the right not to comply with these time frames mentioned above if an amendment (addendum) is required to extend the bid deadline or cancel the ITB due to significant justification(s) that are in the Agency's best interest.

2.6. Bid Opening

Bid opening will be conducted via Microsoft Teams as follows:

Date: Wednesday, September 10, 2025

Time: 2:00 pm Mountain S/D Time (US and Canada)

Web Address:

https://teams.microsoft.com/l/meetup-join/19%3ameeting_YWFjZmRiZDYtYzlkOC00ZDA4LWJkMzMtY2Y5MmFlNWY5ZGIw%40thread.v2/0?c ontext=%7b%22Tid%22%3a%2277b69f5a-55ed-4363-8616- 4867b0bc707f%22%2c%22Oid%22%3a%221a05b75d-789e-4d46-849e-c34d09c04400%22%7d

2.7. Disclosure of Bid Contents

All bids and documents pertaining to the bid shall be opened publicly. Each bid, except those portions for which a bidder has made a written request for confidentiality, shall be open to public inspection. Any data, which a bidder believed should be kept confidential shall accompany the bid and shall be readily separable from the bid in order to facilitate public inspection of the non-confidential portion of the bid. Prices and makes and models or catalogue numbers of the items offered, deliveries, and terms of payment shall be publicly available at the time of bid opening regardless of any designation to the contrary.

2.8. Bid Tabulations

If applicable, bid tabs will be posted to the webpage linked below within 14 days after the Bid Opening Date.

https://santafenm.gov/finance-2/purchasing-1/bid-tabulations

2.9. Laws and Regulations

The Bidder's attention is directed to the fact that all applicable Federal Laws, State Laws, Municipal Ordinances, and the rules and regulations of all authorities having jurisdiction over the subject of this ITB shall apply to the ITB throughout, which will be deemed to be included in the ITB the same as though written out in full.

2.10. Brand Name Specifications, NMSA 1978, Section 13-1-33

May be authorized ONLY if required to match existing equipment and is determined by the CPO, to be in the best interest of the Agency.

2.11. Brand Name or Equal, NMSA 1978, Section 13-1-34

Where a brand name or equal is indicated, it is for the purpose of describing the standard of quality, performance, and characteristics desired and is not intended to restrict competition.

Bidders shall clearly indicate that it is offering an "equal" product unless the Bidder is offering the brand name product(s) referenced in the inquiry. Should any specified brands or models be listed incorrectly, discontinued or improved, the Bidder shall note such changes in their responses and include the pertinent details regarding the change. In the event the item has been discontinued, the Bidder will be allowed to propose comparable goods or services along with the necessary supplemental documentation supporting their position.

The Agency reserves the right to evaluate “or equal” or any line of the SOW that does not exactly meet the requirements. The Agency also reserves the right to evaluate based on the make and model submitted by the bidder and review all specifications to ensure that make and model meets or exceeds the specifications listed in the SOW and deny the bid with justification if the minimum requirements are not met. If bidding “equivalent” bidders must be prepared to furnish “complete data” upon request, preferably with the bid, to avoid delay in award.

2.12. Method of Award

The Agency also reserves the right to award to multiple Bidders to meet the needs of the Agency in accordance with NMSA 1978, Section 13-1-153.

The ITB sets forth all specifications to be used in determining acceptability. An acceptability evaluation is not conducted for the purpose of determining whether one bidder’s item is superior to another’s, but only to determine that a bidder’s offering is acceptable as set forth in the ITB. Any bidder’s offering which does not meet the acceptability requirements shall be rejected as non-responsive.

Following determination of acceptability as set forth in the ITB, if any is required, bids will be evaluated to determine which bidder offers the lowest cost to the Agency in accordance with the evaluation criteria set forth in the ITB. Only objectively measurable criteria that are set forth in the ITB shall be applied in determining the lowest bidder.

Awards may be determined by total or lifecycle costing. Life-cycle costing shall take into account operative, maintenance, and money costs, other costs of ownership and usage and resale or residual value, in addition to acquisition price, in determining the lowest bid cost over the period the item will be used.

In addition, the CPO or designee shall have the right to waive technical irregularities.

The Agency reserves right to award entire bid, groups, individual items, or combinations in the best interest of the Agency.

F.O.B. Destination requires delivery to the Agency location before ownership transfers. Any exception may deem bid non-responsive.

Business License: Vendors must obtain a business license before being awarded. Visit linked websites for instructions. Upon registration completion and licensing, vendors are eligible for City and Agency projects, services, and goods.

https://santafenm.gov/land-use/doing-business-with-the-city

2.13. Identical Bids

If two or more identical bids are received, the Chief Procurement Officer will apply the process described in NMSA 1978, Section 13-1-110 of the New Mexico Procurement Code.

2.14. Contract Award

The Agency anticipates awarding the contract(s) during the regular scheduled Joint Powers Board meeting on October 16, 2025; however, the meeting's date is tentative and subject to change without notice.

2.15. Rejection or Cancellation of Bid

The ITB may be canceled, and any or all bids may be rejected in whole or in part, when it is in the Agency's best interest. Any ambiguity in the bid as a result of omission, error, lack of clarity or non-compliance by the Bidder with specifications, instructions and all conditions shall be construed in favor of the Agency. A determination containing the reasons shall be made part of the project file (NMSA 1978, Section 13-1-131).

2.16. Prohibit Bidding

If any Bidder is of the opinion that the specifications as written preclude them from submitting a bid on this ITB, it is requested that the opinion be made known to the CPO or designee, in writing, at least seven (7) days prior to the bid opening date.

2.17. Protest Deadline

Protests must be submitted in writing to the City of Santa Fe's CPO, who is the sole authority for protest review and determination per NMSA 1978, Section 13-1-172 and the Procurement Manual Section Y. Only timely, written protests delivered directly to the CPO will be considered properly submitted. Any protest by a Bidder must be timely submitted and conform to NMSA 1978, Section 13-1-172 and applicable procurement regulations. The fifteen (15) calendar day protest period shall begin on the day following the contract award and will end by the close of business fifteen (15) calendar days after the contract award. Protests must be written and must include the protestor's name and address and the ITB number. Protests must also contain a statement of grounds for protest, including appropriate supporting exhibits, and specify the ruling requested. Protests must be addressed and delivered to:

Travis Dutton-Leyda

Chief Procurement Officer

City of Santa Fe tkduttonleyda@santafenm.gov

Protests received after the deadline will not be accepted. The Agency reserves the right to implement the terms of the contract with the successful Bidder during the pendency of the protest.

2.18. Agency Rights

The Agency reserves the right to accept all or a portion of a bid.

2.19. Right to Publish

Throughout this procurement process and contract term, potential Bidders and contractors must secure from the Agency written approval before releasing any information that pertains to the potential work or activities covered by this procurement or the subsequent contract. Failure to adhere to this requirement may result in disqualifi-cation of the Bidder's bid or termination of the contract.

2.20. Compliance with the City of Santa Fe and Santa Fe County's Minimum Wage Rate Ordinances (Living Wage Ordinances)

Compliance with the City of Santa Fe and Santa Fe County’s Minimum Wage Rate Ordinances (Living Wage Ordinances). The vendor must comply with the current living wage rate and requirements posted on this page:

City of Santa Fe: https://santafenm.gov/economic-development/business-resources/living-wage-information

Santa Fe County: https://www.santafecountynm.gov/livingwage

2.21. Preferences

New Mexico Resident / Native American Resident / Veteran Resident Business Preferences: To receive the Preference pursuant to NMSA 1978, Section 13-1-22 (as amended), the Bidder must submit a copy of a valid Resident Business certificate issued by the New Mexico Department of Taxation and Revenue with its bid.

When a public body makes a purchase using a formal bid process, the public body shall deem a bid submitted by a:

(1) New Mexico resident business or Native American resident business to be eight percent lower than the bid actually submitted; or

(2) resident veteran business or Native American resident veteran business with annual gross revenues of up to six million dollars ($6,000,000) in the preceding tax year to be ten percent lower than the bid actually submitted.

The New Mexico Resident Business or Native American Resident Business Preference is not cumulative with the New Mexico Resident Veteran Business or Native American Resident Veteran Business Preference.

Local Preference: Local preference is not applicable pursuant to the County’s 2013 Purchasing Procedures and Finance Policy.

2.22. Vendor Self Service (VSS)

Awarded Contractor(s) will be required to register and maintain their profile at https://cityofsantafenmvendors.munisselfservice.com/Vendors/VBids/SearchResults.aspx.

Payments and accounting will be handled through VSS.

2.23. Definitions and Terms

A. Addendum or Amendment: a written or graphic instrument issued prior to the opening of Bids, which clarifies, corrects, or changes the Invitation to Bid.

B. Agency: means the Santa Fe Solid Waste Management Agency.

C. Bidder: means the companies or firms submitting a bid in response to this Invitation to Bid.

D. BuRRT: means the Buckman Road Recycling and Transfer Station.

E. Central Purchasing Division (CPD): means the office responsible for the control of procurement of items of tangible personable property, services or construction.

F. Chief Procurement Officer (CPO): means that person within the Central Purchasing Office who is responsible for the control of procurement of items of tangible personable property, services or construction.

G. City: means the City of Santa Fe.

H. Close of Business: means 5:00 p.m. Mountain Time.

I. Contractor: means the successful Bidder who enters into a binding contract/agreement.

J. Contract/Agreement: means the Agency's Agreement for the procurement of items of tangible personal property, services or construction, including all exhibits attached to it and incorporated in it by reference, and all amendments in accordance with its terms. Contract/Agreement can mean a Professional Services Agreement, Services Agreement, Construction Agreement or Price Agreement.

K. Desirable: means the terms "can," "may," and "should" indicate a discretionary item or factor.

L. Determination: means the written documentation of the Chief Procurement Officer's decision, including findings of fact required to support a decision. A determination becomes part of the procurement file to which it pertains (NMSA 1978, Section 13-1-52).

M. Invitation to Bid: or "ITB" means all documents, including those attached or incorporated by reference, used for soliciting bids (NMSA 1978, Section 13-1-102).

N. Joint Powers Board (JPB): means the governing body of the Santa Fe Solid Waste Management Agency that operates the Caja del Rio Landfill and Buckman Road Recycling and Transfer Station.

O. Landfill: means the Caja del Rio Landfill.

P. Mandatory: means the terms "must," "shall," "will," "is required," and "are required" indicate a mandatory item or factor that will result in the rejection of the Bidder's bid.

Q. Multi-Term Contract: means a contract having a term longer than one year (NMSA 1978, Section 13-1- 68).

R. Purchase Order: means a fully executed purchase document issued by the City that specifies the items and services to be provided by the Contractor.

S. Responsible Bidder: means a Bidder who submits a responsive bid and who has furnished, when required, information and data to prove that the Bidder's financial resources, production or service facilities, personnel, service reputation and experience are adequate to make satisfactory delivery of the services described in the invitation to bid (NMSA 1978, Section 13-1-82).

T. Responsive Bid: means an offer that conforms materially to the requirements in the invitation to bid.

Material respects of the invitation to bid include, but are not limited to, price, quality, quantity or delivery requirements (NMSA 1978, Section 13-1-84).

U. Services: means the furnishing of labor, time or effort by a Contractor not involving the delivery of a specific end product other than reports and other materials merely incidental to the required performance.

Services include the furnishing of insurance but do not include construction or the services of employees of the Agency (NMSA 1978, Section 13-1-87).

V. Staff: means any individual who is a full-time, part-time, or independently contracted employee with the Bidders' company.

W. Written: means typewritten on standard 8½ x 11-inch paper. Larger paper is permissible for charts, spreadsheets, etc.

3. STATEMENT OF WORK

3.1. Purpose and Objectives

The Agency is soliciting a Contractor to provide inspection, maintenance and repairs for the leachate collection system at the Caja del Rio Landfill. The work includes the following overall objectives:

A. Inspection of the leachate collection system at six riser locations, a minimum of twice per year.

B. Routine preventative maintenance of the various components of the leachate collection system, a minimum of twice per year, at time of inspection.

C. Non-routine maintenance of components, as needed.

3.2. Deliverables

Upon completion of the each inspection, the routine preventative maintenance or the non-routine maintenance the Contractor shall provide a report including, but not limited to, a summary of the work performed, condition of each riser location, summary of recommendations, meter readings (e.g., amperage, voltage, etc.), panel/pump settings, and field sheets.

3.3. Purchase Orders

Under the terms and conditions of this ITB and subsequent contract, the City on behalf of the Agency may issue Purchase Orders for items described herein. The terms and conditions shall form a part of each Purchase Order issued hereunder.

The items to be quoted shall be as listed in the mutually approved contract which includes the unit prices and discounts submitted in the Price Schedule. All quotes issued hereunder will bear both an quote/order number, ITB, and the Purchase Order Number. A sample contract is attached as Attachment A.

Only written signed Purchase Orders are valid.

Items and/or services furnished hereunder shall conform to the requirements of the established contract and this ITB applicable to items listed under the Price Schedule. Purchase Orders issued against this schedule will show the applicable item(s), number(s), and price(s); however, they may not describe the item(s) fully.

3.4. Conditions

The conditions and specifications set out in this ITB are inseparable and indivisible. Any Bidder, by submitting a bid, agrees to be bound by all such conditions and/or specifications. All conditions and specifications in the ITB, and all other documents required to be submitted, shall be submitted by the Bidder in their bid package.

Failure to do so or any attempt to vary or change the conditions or specifications of the ITB shall, at the discretion of the Agency constitute grounds for rejection of the entire bid.

3.5. Term and Effective Date

The term of the subsequent contract shall be awarded for one (1) year from the date of signed Agency approval, and can be extended and renewed annually for up to ten (10) years. This contract shall not exceed ten (10) years.

3.6. Insurance Requirements

The Awarded Contractor shall procure and maintain at the Awarded Contractor’s own expense, insurance of the kinds and in amounts herein required. This insurance shall be provided by insurance companies authorized to do business in the State of New Mexico and shall cover all operations under the contract, whether performed by the Awarded Contractor, the Awarded Contractor's agents, or employees, or by subcontractors. All insurance provided shall remain in full force and effect for the entire period of the work, up to and including final acceptance, and the removal of all equipment, employees, agents, and subcontractors therefrom.

3.7. Compensation

The prices quoted herein represent the basis of compensation to be paid by the Agency for goods and/or services provided. It is understood that the Awarded Contractor providing said goods and/or services to the Agency is responsible for payment of all costs of labor, equipment, tools, materials, federal taxes, permits, licenses, fees, travel/lodging and any other items necessary to complete the work provided. The prices quoted in this contract include an amount sufficient to cover such costs. When bidding, enter the amounts for the respective bid item unit prices to a maximum of three (3) decimal places.

The Awarded Contractor shall be considered an independent entity and not an employee of either the City of Santa Fe and the Agency. The Agency shall provide directions regarding the time and place of performance and compliance with rules and regulations required by this contract.

All interested Bidders and Awarded Contractor, at a minimum, must be able to provide the products and/or services identified within the scope of work of this ITB.

4. SCOPE OF WORK

4.1. General Provisions

This contract is established to provide services and equipment required to maintain the leachate collection system at the Caja del Rio Landfill. This includes, but not be limited to, single phase, 230 Volt, 60 Hertz (supplied via generator) system, controls, High Density Polyethylene (HDPE) fusion welding, various components (e.g., level sensors, flow meters), purchasing and installing pumps, and any small repair of HDPE liners and associated piping.

A. The Contractor shall be factory authorized and trained to repair EPG Companies’ SurePump Leachate pumping systems, including controls.

B. Inspection and maintenance will be performed a minimum of twice per year. Maintenance will include inspection of six leachate extraction point risers, which includes checking control boxes and components, recording system settings, checking system voltages, pump amperages, discharge pipe conditions, headwall conditions, leachate measurements, and changing out desiccant dryer elements, as needed.

Removing pumps from the risers may be required.

C. The Agency is responsible for determining when the non-routine services of Contractor are needed. Upon determination by authorized personnel of the need for non-routine services, the Contractor will be contacted and informed of the work to be performed.

D. Contractor shall assess the situation/problem, when directed, and provide an estimate that includes a description of the proposed work itemized in hours and prices, and material required itemized by description and estimated cost. Agency personnel may assist with basic evaluations as directed by the Contractor, and as deemed appropriate. Once approved by the Agency, Contractor shall perform the needed work or repairs, and submit invoices detailing the time and labor charges, and the parts/materials used.

E. If the work is an emergency, Contractor shall immediately address repairs, then provide an estimate, including the work required to complete the repairs. Contractor shall provide status updates as determined by the Agency.

F. Contractor shall furnish only those materials and/or services requested by the Agency. Any additional material and/or services deemed necessary by Contractor shall be documented and submitted to the Agency for approval. The Agency shall not be liable for materials and/or services other than those approved in advance or actually required in an emergency situation.

G. Upon completion of the each inspection, the routine preventative maintenance or the non-routine maintenance the Contractor shall provide a report including, but not limited to, a summary of the work performed, condition of each riser location, summary of recommendations, meter readings (e.g., amperage, voltage, etc.), panel/pump settings, and field sheets.

H. Contractor shall be fully responsible for the work performed, and shall provide a minimum 90-day warranty on all materials and supplies furnished, or the manufacturer's warranty whichever is longer.

Warranty shall cover replacement of the item and required labor when such is necessary due to defects in materials and/or workmanship. Services provided by Contractor shall be warranted for 90 days. Any work or services subcontracted shall be specified by written agreement and shall be subject to provisions of the contract. No used parts/materials shall be installed in any Agency owned or operated equipment, unless approved otherwise. Work shall be performed in a neat workmanlike manner to be approved or directed by the Agency.

I. Contractor shall be responsible for any damage caused by Contractor while providing services. Damages shall be reported immediately to the Agency as applicable. Contactor will be held responsible for removal of any debris created during work performed. Disposal is allowable at the Caja del Rio Landfill, assuming the material is not considered a hazardous or unauthorized waste. Hazardous and unauthorized waste is the responsibility of the Contractor when generated by the work performed.

J. Contractor shall provide all necessary invoices of material purchased with a complete description of material purchased. Catalog numbers and cost of item is not sufficient. Invoices will include signature of authorized Contractor representative. Written notification as to nature of work performed and any other information needed to expedite invoices shall be submitted to the Agency for review, approval and processing for payment, within a 14-calendar day timeframe.

K. The majority of services shall be performed between the hours of 7:00 a.m. and 5:00 p.m. Monday through Friday.

L. Any services provided other than between the hours of 7:00 a.m. and 5:00 p.m. Monday through Friday (Holidays and non-holidays), shall be approved by the Agency in advance.

M. While providing the services outlined herein, Contractor shall comply with all applicable laws, ordinances and codes of the federal, state and local governments.

N. All estimates must include Work Order # (if applicable), Project Location, Contractor's Applicable Labor Rates set forth in Contractor's bid sheet, Number of Hours to be worked, any Parts/Supplies (if applicable), plus the applicable NMGRT listed as a separate item.

O. All invoices must include Purchase Order (PO) #, Work Order # (if applicable), project location, Contractor's applicable labor rates set forth in Contractor's bid, Number of Hours Worked, and any Parts/Supplies (if applicable), plus the applicable NMGRT listed as a separate item. Labor billing starts when Contractor arrives at the job site, continues while picking up parts, and ends when Contractor leaves the site for the day. Lunch and/or breaks shall not be included in hours worked.

P. When Contractor purchases parts, supplies and materials for project assignments, the Agency will reimburse Contractors direct cost for those purchases as listed in Exhibit A of the contract. A copy of the supplier's invoice must be submitted to the Agency for payment.

Q. If materials must be special ordered and/or shipped from outside the Albuquerque/Santa Fe area, the Agency will pay shipping costs if such orders are approved in writing by the Agency in advance.

R. The use of only one service laborer to perform service calls is required unless additional personnel are needed. If additional personnel are needed, the Agency must be contacted for approval prior to start of job. The Agency reserves the right to determine how many helpers shall be dispatched.

S. Contractor shall be responsible for furnishing and paying for any equipment required to perform the requested work.

5. PRICE SCHEDULE

PRICE SCHEDULE

Line Item Description Unit of Measure Unit Cost Discount (%)

1 Inspection, Maintenance and Repair Hourly Labor Rate - Regular Time [*]

$/HOUR

2 Inspection, Maintenance and Repair Hourly Labor Rate - Overtime [*]

$/HOUR

3 Mobilization/Trip Charge [*] $/MILE

4 Fuel Surcharge [*] $/MILE

5 Tool Usage [*] PER TRIP

6 Roundtrip Mileage (Portal to Portal) MILES

Line Item Description Unit of Measure Unit Cost Discount (%)

7 Parts Discount off List/Catalog Pricing PERCENT N/A

[*] Denotes item is taxable

Sales Tax (@ 8.19%)

6. VENDOR QUESTIONNAIRE

1. If applicable, the Bidder hereby acknowledges receipt of any addenda or amendments to the ITB.*

No addenda or amendments will be issued three (3) days before the date for receipt of bids, except an addendum or amendment withdrawing the ITBs or postponing the date for receipt of bids.

☐ Please confirm

*Response required

2. Financial Interest* All Bidders must notify the CPO or designee if any employee(s) of both the Agency or CPD have a financial interest in the Bidder.

☐ Yes

☐ No

*Response required

When equals "Yes"

2.1. Specify by name*

*Response required

3. NM Business Tax Identification # (NMBTIN), as applicable

4. Do you have a New Mexico Preference Certificate (Resident, Veterans' or Native

American Business) issued by the New Mexico Department of Taxation and Revenue?

If yes, please upload a pdf of the current certificate.