Certified Mobile Diesel Mechanic Services

The City of Gallup Electric Department is soliciting proposals from qualified and certified mobile diesel mechanic service providers to furnish on-site preventive maintenance, diagnostics, and repair services for its fleet of diesel-powered utility vehicles and equipment.

The Electric Department seeks a reliable and responsive contractor capable of maintaining critical utility equipment to ensure uninterrupted electric services to the community.

Background

The City of Gallup Electric Department is responsible for providing safe, reliable, and uninterrupted electric service to the residents and businesses of Gallup and the surrounding service areas.

To effectively carry out its mission, the Electric Department relies on a fleet of diesel-powered utility vehicles and specialized equipment, including bucket trucks, digger derricks, service trucks, generators, and other heavy-duty machinery. These assets are essential for routine maintenance, emergency response, outage restoration, and infrastructure improvements. The operational readiness and reliability of this fleet directly impact the Department’s ability to maintain continuous electric service, particularly during severe weather events, system failures, or other emergencies.

Given the specialized nature of the equipment and the critical services it supports, the Electric Department seeks to engage a qualified and certified mobile diesel mechanic service provider to deliver on-site preventive maintenance, diagnostics, and repair services.

Project Details

• Reference ID: ITB-2618
• Department: Electric Department
• Department Head: Chuck Nourse (Electric Director)

Important Dates

• Questions Due: 2026-05-01T23:00:00.000Z
• Answers Posted By: 2026-05-06T23:00:00.000Z

Evaluation Criteria

• ESCALATION CLAUSE —

  Price escalations may be considered only under the following conditions:

  1. Offered prices must be firm for at least ninety (90) calendar days after written notification of contract.
  2. 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.
  3. 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.
  4. 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.
  5. 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).
  6. 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.
  7. The Offeror shall be limited to a maximum of two (2) price escalations per contract period unless otherwise specified in this request.
  8. 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.
  9. 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.
• Certified Mobile Diesel Mechanic Services —

  1. Scope of Work

  The selected contractor shall provide certified mobile diesel mechanic services, including preventive maintenance, diagnostics, and repair of diesel-powered fleet vehicles and utility equipment.

  Equipment may include, but is not limited to:

  • Bucket trucks
  • Digger derricks
  • Service trucks
  • Other diesel-powered utility equipment

  All services shall be performed at City facilities or designated job sites within the City’s service area.

  ---

  A. Preventive Maintenance Services

  The Contractor shall perform manufacturer-recommended preventive maintenance (PM) services at the following intervals:

  • 250-Hour PM Service
  • 500-Hour PM Service
  • 750-Hour PM Service

  Each PM service shall include, at a minimum:

  • Written inspection report with service recommendations
  • Full diagnostic scan and fault code report
  • Detailed condition report and maintenance recommendations

  All preventive maintenance shall be documented and submitted to the City’s designated representative upon completion.

  ---

  B. Diagnostic and Repair Services

  In addition to scheduled preventive maintenance, the Contractor shall provide on-site:

  • Troubleshooting and diagnostics
  • Engine repair and overhaul (as applicable)
  • Electrical system repair
  • Drivetrain and Suspension service and repair
  • After-treatment/DEF system service
  • Cooling system repair
  • Brake and suspension repair

  All repairs shall be performed only upon written or documented authorization from the City’s designated representative.

  The Contractor shall provide written estimates prior to major repairs and shall not proceed without approval.

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  3. Contractor Qualifications

  Proposers must meet the following minimum qualifications:

  • Certified Diesel Technician(s) (ASE, OEM, or State Certifications)
  • Fully licensed to operate in the State of New Mexico
  • Fully insured
  • Mobile service units equipped with appropriate diagnostic software and tools for on-site service
  • Demonstrated experience with preventive maintenance programs.

  Proof of certifications, licenses, and insurance must be submitted with the proposal. Failure to provide required documentation shall result in disqualification.

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  4. Service Requirements

  • Preventive maintenance scheduling shall be coordinated with Electric Department staff.
  • Mobile services shall be performed at City facilities or designated job sites.
  • Contractor must provide written inspection, diagnostic, and service reports after each service.
  • Contractor shall comply with all applicable federal, state, and local safety regulations.
  • Contractor personnel must adhere to City safety protocols while on City property or job sites.

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  5. Pricing Structure

  Proposers shall provide a clear and transparent pricing structure including:

  • Standard Labor Rate: $________ per hour
  • Emergency/After-Hours Rate (if applicable): $________ per hour
  • Service Call Fee (if applicable): $________
  • Mileage Rate: $________ per mile
  • Shop Supplies Fee: $________ (flat or percentage)
  • Parts Pricing: Cost plus ______% markup

  All pricing must be clearly itemized and documented. The City reserves the right to request supporting documentation for parts pricing.

  ---

  5. Proposal Submission Requirements

  Proposals shall include the following:

  1. Company profile and summary of experience
  2. Technician certifications and qualifications
  3. Proof of insurance and licenses
  4. Description of mobile service capabilities and equipment
  5. Proposed pricing structure
  6. Minimum of three (3) references

  Any additional value-added services offered

• 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.

• SUBMISSION OF BIDS —

  All bids must be submitted ELECTRONICALLY via OpenGov at https://procurement.opengov.com/portal/gallupnm/projects/256383  prior to 2:00 pm Tuesday, May 12, 2026.   The system will not accept bids submitted after the due date and time. Bid proposals must be submitted using the bid document forms furnished by the City of Gallup. Bids will be opened electronically in the Purchasing Department via virtual means.

   

• GENERAL —

  When the City of Gallup Purchasing Department issues a purchase document in response to the Vendors bid, a binding contract is created.

• 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.

• Notice —

  Public notice is hereby given that the City of Gallup, New Mexico will receive sealed bids for Certified Mobile Diesel Mechanic Servicesuntil the hour of 2:00 pm., local time, on Tuesday, May 12, 2026at the office of the Procurement Manager at City Hall, via the City's eProcurement Portal.   Bids will be opened, read and tabulated at that time. No bids will be received or considered if received after the time stated above. 

  The City of Gallup Electric Department is soliciting proposals from qualified and certified mobile diesel mechanic service providers to furnish on-site preventive maintenance, diagnostics, and repair services for its fleet of diesel-powered utility vehicles and equipment.

  The Electric Department seeks a reliable and responsive contractor capable of maintaining critical utility equipment to ensure uninterrupted electric services to the community.

  Specifications and Bidding 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/256383.

  Dated:  14th of April 2026

   

  By:/S/ By:  Marc DePauli, Mayor

   

  Classified Legal Column:

  Gallup Sun Publishing Date: Friday-April 17, 2026 Albuquerque Journal Publishing Date: Sunday-April 19, 2026

                                                                                                                     

• 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.

• INDEPENDENT CONTRACTOR —

  The bidder 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.

• BID OPENING DATE AND TIME —

  Bids shall be received until Tuesday, May 12, 2026 at 2:00 pm. local time.   https://procurement.opengov.com/portal/gallupnm/projects/256383. A virtual bid opening will be held for ALL interested parties in include members of the public. Bid Opening information may be retrieved on the OpenGov website at https://procurement.opengov.com/portal/gallupnm/projects/256383.

• 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.

• SPECIFICATIONS —

  Specifications, as included in this Bid, are intended to indicate the requirements of the City of Gallup and give an accurate description of minimum standards acceptable. All items equal or equivalent to these requirements and standards will be considered, except where otherwise noted.

• TAXES —

  All bid prices shall be quoted EXCLUSIVE of taxes.

• ASSIGNMENT —
  1. 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.
  2. 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.
• 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.

• DISCOUNTS —

  Except in the case of tie bids, prompt payment discounts will not be considered in computing the low bid. Discounts for payment will be considered after the award of the contract. Discounted time will be computed from the date of receipt of the merchandise or invoice, whichever is later.

• 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.

• 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.

• CONTRACT TERM RENEWAL —

  This is an indefinite quantity contract from the date of contract acceptance and shall automatically renew for three (3) 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.

• 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.

• 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.

• EQUIVALENTS —

  Equals or equivalents to these specifications will be considered provided Bidder furnishes sufficient proof that their offer meets or exceeds the intent of these specifications, unless the specifications state that no substitutions or equivalents are allowed. Failure to submit sufficient data/literature to allow a thorough evaluation of your bid may be cause for rejection of your bid. Therefore, include copies of all pertinent data, specifications, or descriptive literature. The City will be the sole entity to determine the acceptance or non- acceptance of any modifications or deviations. The acceptance or rejection of equivalents shall be determined solely by the City of Gallup.

• WARRANTY —

  Offeror agrees that all Manufacturer Warranties shall inure to the benefit of the City and all rights and remedies provided in such warranties shall extend to the City.

• 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.

• ESCALATION CLAUSE —

  An Escalation Clause is used as part of the Bid Proposal in accordance with the terms of the Escalation Clause in Section 5 of this bid.

• 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 and literature provided to permit a thorough evaluation. Failure to provide appropriate information may result in disqualification of the offer.

  Bidders must state the brand name and model being bid and provide proof that the merchandise bid is equal or equivalent to the specifications. Unless the bidder clearly indicates in their bid that they are offering an "equal" product, their bid shall be considered as offering a brand name product referenced in the Bid Schedule.

• LIABILITY —

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

• NEW EQUIPMENT —

  All equipment must be new and the latest in production with parts and service readily available. Equipment or goods classified as prototype or experimental, or a similar classification shall not be acceptable.

• Tax —

  The bid prices shall exclude all taxes. Wherever requested in bid response, Vendor shall submit taxes on total bid as a separate unit item. Bids shall be awarded on unit price without regard of tax.

• DEFAULT —

  The City of Gallup reserves the right to cancel all or any part of this order without cost to the City of Gallup, if the Vendor fails to meet the provisions of this order and, except as otherwise provided herein, to hold the Vendor 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 Vendor 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.

• FORMS COMPLETION —

  Bidders to indicate compliance or exception to specifications. Exceptions to the specifications shall be listed and fully explained on a separate page entitled exceptions to specifications. The exceptions shall refer to the specification page and paragraph number the nature of each exception should be described in as much detail as necessary. Failure to do so may be reason to reject your bid.

• NON-COLLUSION —

  In, signing this bid, the Vendor 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.

• BID DOCUMENTS —

  Bid documents may be retrieved by accessing the Purchasing page of the City of Gallup bidding website OpenGov https://procurement.opengov.com/portal/gallupnm/projects/256383, 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.

• SUBMITTALS —

  Each Bidder is requested to submit printed literature and specification sheets that fully describe the material they propose to furnish the City when the material offered is different from that specified on the bid. Failure to submit sufficient data/submittals/literature upon request to allow a thorough evaluation of your bid may be cause for rejection of your bid. The acceptance or rejection of equals or equivalents shall be determined solely by the City of Gallup.

• 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).

• STANDARD OF QUALITY —

  The similarity to any brand name is for the purpose of describing a standard of quality, performance and characteristics desired and not intended to limit or restrict competition. Bidders must state the brand name and model being bid and provide proof that the merchandise bid is equal or equivalent to the specifications. The City shall be the sole entity to determine acceptance or non-acceptance of equivalents.

• 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 and/or services 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.

• COMPETENCY OF BIDDER —

  Bids will be considered only from firms which are regularly engaged in providing the type of materials described in the bid and who can provide evidence that they have established a satisfactory record of performance to insure they can execute the requirements as stated herein. Any determination as to competency shall be made by appropriate City staff.

• RIGHT TO DISCONTINUE PROCUREMENT —

  The City of Gallup reserves the right to cancel this INVITATION TO BID at any time, and to reject any or all bids, 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

• INSURANCE —

  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

  $1,000,000 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

   

• DELIVERY —

  Will be an important part in awarding the Bid. If a vendor breaches his contract by failing to deliver according to the time specified in the bid, the City of Gallup reserves the right to cancel the contract and to recover from the vendor any damages it suffers because of said breach.

• F.O.B POINT —

  All materials shall be quoted F.O.B DESTINATION, Freight Prepaid. Bidders are cautioned that quoting material other than F.O.B DESTINATION may result in finding of their bids as Non-responsive.  City of Gallup Ordinances and State Law do not allow the City to own tangible goods or for services prior to receiving if said good(s) or prior to service being rendered.  All price(s) bid(s) shall be Freight Prepaid, freight included in prices.  The City of Gallup will not pay separately stated freight charges.

• NON-CONFORMING MATERIAL —

  If the City of Gallup issues a Purchase Order and upon receipt the material does not meet the Specifications, the City will return the material Freight Collect, and at its option cancel the order and recover from the vendor any damages suffered.

• LATE BIDS —

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

• SUBSTITUTIONS —

  Any material substituted from that originally bid shall have the prior approval of the City before shipping to the City.  If a Purchase Order is issued and upon receipt the material does not meet specifications, the City will return the material freight collect, and may at its option cancel the order.

• SPECIAL INSTRUCTIONS —

  To preclude possible errors and/or misinterpretations, bid prices must be affixed LEGIBLY in ink, or typewritten. Corrections or changes must be signed or initialed by bidder prior to schedule bid opening. Failure to do so will be just cause for rejection of bid.

  1. Bidders shall hold their bid pricing for 30 days after bid opening.
• 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 forma part of each order issued herein, but each public body shall be responsible for their own orders.

• AUTHORIZED DEALER —

  All Bidders shall be a manufacturers and/or factory authorized dealer who is regularly engaged in the business of providing the type of equipment described in the bid documents

• DELAYED DELIVERY —

  If the vendor encounters any difficulty that delays or threatens to delay timely performance(including actual or potential labor disputes), the vendor shall immediately give notice thereof in writing to the Central Purchasing office stating all relevant information with respect thereto. Such notices shall not in any way constitute a basis for an extension of the delivery or performance schedule or be construed as a waiver by the City of any rights or remedies to which it is entitled by law or pursuant to provisions herein. Failure to give such notice, however, may be ground for denial of any request for an extension of the delivery or performance schedule because of such delay.

• BILLING —

  All goods or services must be billed to the City of Gallup and at prices not exceeding those stated on the Purchase Order. If prices or terms do not agree with your quotation, notify the Purchasing Department immediately. Billing Information is as follows:

  City of Gallup, Attn: Purchasing Dept, P.O. Box 1270, Gallup NM 87305; email: purch@gallupnm.gov

• PAYMENT OR ACCEPTANCE NOT CONCLUSIVE —

  Vendor 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 Bidder from corrections of the defects. The final acceptance shall not be binding upon the City, nor conclusive, should it subsequently develop the Bidder has furnished inferior items or had departed from the specifications and/or the terms of the contract. Should such conditions become evident, the City shall have the right, notwithstanding final acceptance and payment, to cause the item(s) to be properly furnished in accordance with the specifications (and drawings, if any) at the cost and expense of the Bidder.

• BUSINESS LICENSE —

  Bidders are advised that they must have or obtain a current City of Gallup Business License for the type of material or services required under this contract before work commences or a purchase order issued. Application available at the following: https://www.gallupnm.gov/151/Licenses-and-Permits

• F.O.B POINT —

  All material shall be quoted F.O.B. DESTINATION, Freight Prepaid and Allowed. Bidders are cautioned that quoting material other than F.O.B. Destination may result in a finding of their bids as Non- responsive. City of Gallup Ordinances and State Law do not allow the City to own tangible goods or for services prior to receiving if said good or prior to service being rendered. All price(s) bid shall be Freight Prepaid, freight included in prices. The City of Gallup will not pay separately stated freight charges.

• PRICE TERMS —

  Bidder agrees that the prices bid shall remain in effect for 90 days from the date of the Bid Opening and subject to acceptance by the City of Gallup within that period. Acceptance period may be extended with the mutual agreement of the City and the Bidder.

• CANCELLATION —

  The City reserves the right to cancel any contract resulting from this request for convenience by giving written notice to the vendor. The City shall be liable to the vendor for any services provided or material ordered and accepted prior to termination.

  If the vendor fails to fulfill any obligation resulting from this contract in a timely and responsive manner, or it the vendor violates any of the terms of this contract, the City shall have the right to cancel the contract by giving written notice of cancellation to the vendor and recover from the vendor any damages resulting from vendor’s failure to perform.

• TAXES —

  The Bid 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 is non-taxable on tangible goods and will issue Non Taxable Transaction Certificates (NTTC) on request.

• PURCHASE ORDER REQUIRED —

  No services may be provided without a valid City of Gallup Purchase Order.

• CANCELLATION —

  The City reserves the right to cancel any contract resulting from this request for convenience by giving written notice to the vendor. The City shall be liable to the vendor for any services provided or material ordered and accepted prior to termination.

  If the vendor fails to fulfill any obligation resulting from this contract in a timely and responsive manner, or if the vendor violates any of the terms of this contract, the City shall have the right to cancel the contract by giving written notice of cancellation to the vendor and recover from the vendor any damages resulting from the vendor's failure to perform.

• 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 the provision of services. Contractors shall be in compliance with all Federal, State and Local Laws and Ordinances regarding employment practices and the A.D.A Requirements.

• LOCAL AND NEW MEXICO RESIDENT PREFERENCE —

  In accordance with City Ordinance, a local preference may be afforded a bidder who qualifies as a City of Gallup resident business as defined by the City of Gallup Procurement Ordinance. Preference factors can be accessed at: http://sterlingcodifiers.com/codebook/index.php?book_id=635&chapter_id=44330

  State of New Mexico statutes shall apply. New Mexico grants a preference to those contractors who have been certified by the State of New Mexico Department of Taxation and Revenue as a Resident Contractor or a Resident Veteran Contractor at the time bids are opened, pursuant to 13-1-22 & 13-4-2 (NMSA 1978). The New Mexico Resident contractor’s preference or Resident Veteran contractor shall be the only preference that applies. Contractor must submit a copy of their New Mexico Resident Contractor’s Certificate or New Mexico Resident Veteran Contractors Certificate with their bid in order to be considered for the preference as per 13-1-22 (a) NMSA 1978.

  The applicable State of New Mexico Resident contractor’s or Resident Veteran contractor’s preference will be factored into bid prices where applicable. However, the preferences are not cumulative, and bidders will only be entitled to receive one preference. 

• 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 canon be corrected.

• 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 weather sufficient appropriations are available shall be accepted by the Contractor and shall be final.

• NOTICE TO BIDDERS —

  This is a notice to all New Mexico resident businesses, New Mexico resident veteran businesses and New Mexico contractors.

  1. All resident businesses, resident veteran businesses and contractors must apply for a current certification issued by the Tax and Revenue Department.
  2. Certificates issued prior to July 1, 2016 are deemed EXPIRED for purposes of claiming a preference, and therefore all businesses must reapply for certification.
  3. Applications for in-state preference will NOT be processed through the State Purchasing Division. All resident businesses, resident veteran businesses and contractors must obtain a preference number & certificate with the New Mexico Department of Taxation & Revenue.
  4. Your preference will only apply if a copy of a Certificate issued on or after July 1, 2016 accompanies your bid or proposal.
  5. Certificates must be provided with each and every bid and proposal submission individually, even if the Certificate was previously provided to State Purchasing Division with a prior procurement. Certificates missing from procurement submissions will not benefit from the preference.
  6. For additional information and application forms: Call Tax & Revenue Department at: 505-827-0926, 505-827-0949, 505- 827-0948) or Web link to: https://www.tax.newmexico.gov/businesses/in-state-veteranpreference-certification/
• PROCUREMENT CODE —

   The City of Gallup Procurement Ordinance and State of New Mexico Procurement Code shall apply.

• AMENDMENTS —

  If any questions or responses require revision to the solicitation as originally published, such revisions will be by formal amendment only. If the solicitation includes a contact person for technical information, offerors are cautioned that any oral or written representations made by this or any person that appear to change materially any portion of the solicitation shall not be relied upon unless subsequently ratified by a written amendment to this solicitation issued by the Purchasing Office. For a determination as to whether any representation made requires that an amendment be issued, contact the Purchasing Office.

• DEBARMENT —

  By submitting this bid/proposal, the bidder/proposer warrants and certifies that they are eligible to submit a bid/proposal because they are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in a transaction by any Federal, State or Local Department or Agency.

• GOVERNING LAW —

  This Agreement shall be construed in accordance with the laws of the State of New Mexico as they pertain to agreements executed and fully to be performed within New Mexico, or Federal Law where applicable, but in either case excluding that body of Law relating to Choice of Law.

• CONTACT INFORMATION —

  Questions or clarifications regarding any phase of this solicitation, including specifications, shall submitted through the OpenGov eProcurement Portal Q&A section: eProcurement Portal.

  Questions must be submitted before 5:00 pm on Friday, May 1, 2026.

• 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 Proposals will be conclusively deemed waived if an Offeror does not specifically raise and address the protest its 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 Offerors.

• TOTAL ALL OR NONE —

  Material and/or services on this Bid will be awarded by a Total All or None basis where indicated. If no responsive all or none offers are received, the City reserves the right to award the Bid in whatever it deems to be in its best interest.

• AWARD OF CONTRACT —

  The award, if made shall be made to the lowest responsible bidder based on base bid (excluding taxes), submitting a responsive bid that is most advantageous to the public. Except that if sufficient funds are available to fund alternative bids, the Owner may award the contract to the responsible bidder submitting the low combined bid within the funds available (base bid plus or minus alternates). Bidder must submit bids for all items – Base bid plus all alternates or their bid will be found non responsive. 

   

  The Owner reserves the right to reject any or all bids. Bids may be rejected for the following, among other reasons:

  • Bids containing any irregularities.

  • Unbalanced value of any items.

  • Reason for believing collusion exists among the bidders.

  • The bidder being interested in any litigation against the Owner.

  • The bidder being in arrears on or having defaulted on a previous contract; or within the past three years been formally debarred in the State of New Mexico or any other jurisdiction; or whose license has been suspended or revoked by the appropriate licensing authority.

  • Lack of responsibility as may be revealed by a financial statement, experience and equipment, questionnaires, etc.

  • Uncompleted work which in the judgment of the city will prevent or hinder the prompt completion of additional work if awarded.

  The Owner reserves the right to reject any or all bids in whole or in part, to cancel the bid, to waive technicalities and to accept the proposal it deems to be in the best interest of the Owner.

   

• MULTI-AWARD —

  The City reserves the right to multi-award contracts as necessary for adequate delivery or service in accordance with 13-1-153 NMSA.

• PROCUREMENT CODE AND RESIDENT CONTRACTOR PREFERENCE —

  State of New Mexico statutes shall apply. New Mexico grants a preference to those contractors who have been certified by the State of New Mexico Department of Taxation and Revenue as a Resident Contractor or a Resident Veteran Contractor at the time bids are opened, pursuant to 13-1-22 & 13-4-2 (NMSA 1978). The New Mexico Resident contractor’s preference or Resident Veteran contractor shall be the only preference that applies. Contractor must submit a copy of their New Mexico Resident Contractor’s Certificate or New Mexico Resident Veteran Contractors Certificate with their bid in order to be considered for the preference as per 13-1-22 (a) NMSA 1978.

  The applicable State of New Mexico Resident contractor’s or Resident Veteran contractor’s preference will be factored into bid prices where applicable. However, the preferences are not cumulative, and bidders will only be entitled to receive one preference. 

• NOTICE TO BIDDERS —

  This is a notice to all New Mexico resident businesses, New Mexico resident veteran businesses and New Mexico contractors.

  All resident businesses, resident veteran businesses and contractors must apply for a current certification issued by the Tax and Revenue Department. Certificates issued prior to July 1, 2016 are deemed EXPIRED for purposes of claiming a preference, and therefore all businesses must reapply for certification. Applications for in-state preference will NOT be processed through the State Purchasing Division. All resident businesses, resident veteran businesses and contractors must obtain a preference number & certificate with the New Mexico Department of Taxation & Revenue.

  Your preference will only apply if a copy of a Certificate issued on or after July 1, 2016 accompanies your bid or proposal. Certificates must be provided with each and every bid and proposal submission individually, even if the Certificate was previously provided to State Purchasing Division with a prior procurement. Certificates missing from procurement submissions will not benefit from the preference.

  For additional information and application forms: Call Tax & Revenue Department at: 505-827-0926, 505-827-0949, 505- 827-0948) or Web link to: https://www.tax.newmexico.gov/businesses/in-state-veteranpreference-certification/

• PROCUREMENT CODE VIOLATIONS —

  The Procurement Code imposes civil and criminal penalties for its violation. In addition, the New Mexico Criminal Statutes impose felony penalties for illegal bribes, gratuities, and kick-backs.

  THE CITY OF GALLUP RESERVES THE RIGHT TO CANCEL THE BID, OR REJECT ANY OR ALL BIDS IN WHOLE OR IN PART, TO WAIVE TECHNICALITIES AND TO ACCEPT THE PROPOSAL IT DEEMS TO BE IN THE BEST INTEREST OF THE CITY.

Submission Requirements

• Warranty (required) —

  Offeror agrees that all Manufacturer Warranties shall insure to the benefit of the City and all rights and remedies provided in such warranties shall extend to the City

• New Mexico Resident Veterans Preference Certification (required) —

  Please Attach Copy of your Certificate with response.

  New Mexico Resident

  New Mexico Veteran Resident

  New Mexico Native American Resident

  New Mexico Native American Veteran Resident

• Exceptions to Specifications (required) —

  In the interest of fairness and sound business practice, it is mandatory that you state any exceptions taken by you to our specifications. 

  If your bid does not meet all of our specifications, you must state to which on the follow up vendor question 3.1

• Please explain your exceptions (required) —

  Please provide detailed information on your exceptions. 

  If your bid does not meet our specifications, and your exceptions are not listed in your response.  The City of Gallup may disregard your bid.

• CONFLICT OF INTEREST AND DEBARMENT/SUSPENSION CERTIFICATION (required) —

  Do you have a conflict of interest or have been debarred/suspended as described below?:

  If you answer yes you will be required to answer a follow up question. 

  CONFLICT OF INTEREST

   As utilized herein, the term “Vendor” shall mean that entity submitting a proposal to City of Gallup in response to the above referenced bids/request for proposals. The authorized Person, Firm and/or Corporation states that to the best of his/her belief and knowledge: No employee or City Council member of the City of Gallup (or close relative), with the exception of the person(s) identified below, has a direct or indirect financial interest in the Vendor or in the proposed transaction. Vendor neither employs, nor is negotiating to employ, any City of Gallup employee, City Council member or close relative, with the exception of the person(s) identified below. Vendor did not participate, directly or indirectly, in the preparation of specifications upon which the quote or offer is made. If the Vendor is a New Mexico State Legislator or if a New Mexico State Legislator holds a controlling interest in Vendor, please identify the legislator: List below the name(s) of any City of Gallup employee, City Council member or close relative who now or within the preceding 12 months (1) works for the Vendor; (2) has an ownership interest in the Vendor (other than as an owner of less than 1% of Vendor’s stock, if Vendor is a publicly traded corporation); (3) is a partner, officer, director, trustee or consultant to the Vendor; (4) has received grant, travel, honoraria or other similar support from Vendor; or (5) has a right to receive royalties from the vendor.

  DEBARMENT/SUSPENSION STATUS The Vendor certifies that it is not suspended, debarred or ineligible from entering into contracts with the Federal Government, or any State agency or local public body, or in receipt of a notice or proposed debarment from any Federal or State agency or local public body. The vendor agrees to provide immediate notice to City of Gallup’s Purchasing Department in the event of being suspended, debarred or declared ineligible by any department or agency of the Federal government, or any agency of local public body of the State of New Mexico, or upon receipt of a notice of proposed debarment that is received after the submission of the quote or offer but prior to the award of the purchase order or contract.

  CERTIFICATION The undersigned hereby certifies that he/she has read the above CONFLICT OF INTEREST and DEBARMENT/SUSPENSION Status requirements and that he/she understands and will comply with these requirements. The undersigned further certifies that they have the authority to certify compliance for the vendor named and that the information contained in this document is true and accurate to the best of their knowledge.

• Conflict of Interest and Debarrment/Suspension follow up (required) —

  Please provide details of the conflict of interest and/or Debarment/Suspension here: 

• Campaign Contribution Disclosure Form (required) —

  The prospective contractor must disclose whether they, a family member or a representative of the prospective contractor has made a campaign contribution to an applicable public official of the City of Gallup or the State of New Mexico during the two years prior to the date on which the contractor submits a proposal or, in the case of a sole source or small purchase contract, the two years prior to the date the contractor signs the contract, if the aggregate total of contributions given by the prospective contractor, a family member or a representative of the prospective contractor to the public official exceeds two hundred and fifty dollars ($250) over the two year period.

  THIS FORM MUST BE FILED BY ANY PROSPECTIVE CONTRACTOR WHETHER OR NOT THEY, THEIR FAMILY MEMBER, OR THEIR REPRESENTATIVE HAS MADE ANY CONTRIBUTIONS SUBJECT TO DISCLOSURE.

  The following definitions apply:

  “Applicable public official” means a person elected to an office or a person appointed to complete a term of an elected office, which has the authority to award or influence the award of the contract for which the prospective contractor is submitting a competitive sealed proposal or who has the authority to negotiate a sole source or small purchase contract that may be awarded without submission of a sealed competitive proposal.

  “Campaign Contribution” means a gift, subscription, loan, advance or deposit of money or other thing of value, including the estimated value of an in-kind contribution, that is made to or received by an applicable public official or any person authorized to raise, collect or expend contributions on that official’s behalf for the purpose of electing the official to either statewide or local office. “Campaign Contribution” includes the payment of a debt incurred in an election campaign, but does not include the value of services provided without compensation or unreimbursed travel or other personal expenses of individuals who volunteer a portion or all of their time on behalf of a candidate or political committee, nor does it include the administrative or solicitation expenses of a political committee that are paid by an organization that sponsors the committee.

  “Contract” means any agreement for the procurement of items of tangible personal property, services, professional services, or construction.

  “Family member” means spouse, father, mother, child, father-in-law, mother-in-law, daughter-in-law or son-in-law.

  “Pendency of the procurement process” means the time period commencing with the public notice of the request for proposals and ending with the award of the contract or the cancellation of the request for proposals.

  “Person” means any corporation, partnership, individual, joint venture, association or any other private legal entity.

  “Prospective contractor” means a person who is subject to the competitive sealed proposal process set forth in the Procurement Code or is not required to submit a competitive sealed proposal because that person qualifies for a sole source or a small purchase contract.

  “Representative of a prospective contractor” means an officer or director of a 21 corporation, a member or manager of a limited liability corporation, a partner of a partnership or a trustee of a trust of the prospective contractor. 

•  Disclosure of Contributions (required) —

  Please provide details

  Contribution Made By:   

                       

  Relation to Prospective Contractor:     

   

  Name of Applicable Public Official:   

   

  Date Contribution(s) Made:                 

   

  Amount(s) of Contribution(s)              

   

  Nature of Contribution(s)                     

   

  Purpose of Contribution(s)

   

  --OR—

  NO CONTRIBUTIONS IN THE AGGREGATE TOTAL OVER TWO HUNDRED FIFTY DOLLARS ($250) WERE MADE to an applicable public official by me, a family member or representative.

• Vendor Attachments —

  Please use this section to upload any and all project related documents i.e. technical specification sheets, safety data sheets (SDS),  literature sheets, City of Gallup Business License, NM Resident Contractor Certificate, etc. 

• Project Summary or Description (required) —

  Enter a brief one or two paragraph description or summary of the project.  (Typically the first paragraph of the SOW could suffice) 

   

  EXAMPLE: Lubricants for the City of Gallup, Armored Car Services, Field Uniforms ect.....

• Classified Legal Advertisement Information (required) —

  Please enter in the following format:

  Gallup Sun Publishing Date: Friday-February 2, 2024

  Gallup Independent Publishing Date: Saturday-February 3, 2024

  Albuquerque Journal Publishing Date: Sunday-February 4, 2024

• Mayor (required) —

  Marc DePauli

• Electronic Bids Only? (required) —

  Will bids be accepted only through the eProcurement Portal?  (recommended)

• Total All or None (required) —

  Will This be a Total All or None Award

• On-Time Purchase / Contract Term (required) —

  Will this be a one time purchase solicitation?

  or

  Will this be a contract term solicitation?

• Contract Term Auto Renew (required) —

  Do you want your Contract Term to automatically renew?