Active SLED Opportunity · NEW MEXICO · CITY OF GALLUP
AI Summary
The City of Gallup, NM requests proposals for data processing, print, and mail services to support utility billing for 10,600 accounts. The RFP emphasizes technical capability, digital innovation, security, and cost efficiency with a due date of May 28, 2026.
The City of Gallup, NM is seeking proposals from qualified vendors to provide comprehensive data processing, print, and mail services for our utility billing operations. This project encompasses the management of utility account data, the production of accurate and timely utility bills, and the efficient postal distribution of these bills to our customers. The selected vendor will work closely with the Utility Billing Department to ensure all services meet our specific needs and comply with applicable regulations.
Each month, approximately 10,600 residential and commercial accounts receive bills that include information for Electric, Water, Sewage, Garbage, Solar, and Taxes on services provided by the City of Gallup.
Scoring will be based on the following sub-criteria:
Scoring will be based on the following sub-criteria:
Scoring will be based on the following sub-criteria:
Scoring will be based on the following sub-criteria:
Scoring will be based on the following sub-criteria:
| Lowest responsive offeror's cost ($) | ||
| Offeror's Points = | __________________________________ | X Maximum Points |
| This offeror's cost ($) |
Include both TECHNICAL AND COST proposals
Only upload COST proposal
Technical proposal will be uploaded in a separate entry (question).
Only upload TECHNICAL proposal
Cost proposal will be uploaded via a separate Vendor Question.
Proposer acknowledges having read and agreed to all Terms and Conditions contained in the RFP.
Select one of the following.
Please Attach Copy of your Certificate with response.
THE CITY RESERVES THE RIGHT TO REJECT ANY OR ALL PROPOSALS IN WHOLE OR IN PART, TO WAIVE INFORMALITIES OR TECHNICALITIES AT ITS OPTION, AND TO ACCEPT THE PROPOSAL IT DEEMS TO BE IN THE BEST INTEREST OF THE CITY OF GALLUP.
The Offeror should provide a list of three (3) references of clients, preferably in the public sector, provided the same or similar type service. The reference list should include current clients for which similar services have been provided within the past three (3) years and provide a contact person, telephone number and email address. The City reserves the right to contact clients for reference checks.
The City reserves the right to contact any references whether listed or not; or make any investigation as deemed necessary
Please confirm that you meet the Mandatory qualifications
MANDATORY REQUIREMENTS
The following requirements are mandatory; offerors must submit all required data OR requirements are in effect on the due date of this RFP in order for proposal to be evaluated and considered for award. Proposals will be considered NON-RESPONSIVE if the following are NOT met:
1. Must have minimum of five (5) years providing services to client of comparable capacity.
2. Must have been in continuous business for a minimum of ten (10) years and;
3. Must include client retention rate for ten (10) years.
4. Must have been under the same principal ownership for a minimum of three (3) years.
If you are submitting a joint proposal you are required to download the below documents, complete, and upload.
If this is not a Joint Proposal please skip this question.
Please download the below documents, complete, and upload.
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.
Please provide details of the conflict of interest and/or Debarrment/Suspension here:
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.
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 ($250) WERE MADE to an applicable public official by me, a family member or representation
Do you take exception to any of the specifications, or terms and conditions in this solicitation? If you answer YES you will be asked to answer a follow up question.
EXCEPTIONS TO SPECIFICATIONS CITY OF GALLUP PURCHASING RFP No. 2025/2026/07 IN THE INTEREST OF FAIRNESS AND SOUND BUSINESS PRACTICE, IT IS MANDATORY THAT YOU STATE ANY EXCEPTIONS TAKEN BY YOU TO OUR SPECIFICATIONS. IF YOUR BID DOES NOT MEET ALL OF OUR SPECIFICATIONS, YOU MUST SO STATE ON THE SPACES PROVIDED BELOW. ATTACH ADDITIONAL PAGES AS NECESSARY.
Please detail the exceptions to the specifications here:
Answer YES if prposals require line item pricing (typically not required for RFPs, but it is possible)
A YES answer will allow proposes to provide two separate documents via the Vendor Questionnaire/Proposal which can be opened separately as required.
Enter Publication Date
Example:
Sunday-February 21, 2021
Enter Publication Date
Example:
Sunday-February 21, 2021
Enter Publication Date
Example:
Sunday-February 21, 2021
Example:
11th of February, 2025
Please enter Mayor's full name
Will Oral Interviews be Required for this RFP
Will Cost or Hourly Fee proposals be scored on Formula or will Committee score cost proposals.
| Lowest responsive offeror's cost ($) | ||
| Offeror's Points = | __________________________________ | X Maximum Points |
| This offeror's cost ($) |
Enter in Maximum Points to be Awarded
Are subcontracts allowed on this project?
SLED stands for State, Local, and Education. These are solicitations issued by state governments, counties, cities, school districts, utilities, and higher education institutions — as opposed to federal agencies.
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