SLED Opportunity · NEW MEXICO · CITY OF SANTA FE, NM
AI Summary
City of Santa Fe seeks contractors for on-call HVAC installation and maintenance services at wastewater facilities. Contract term up to 10 years. Bids due June 2, 2026. Services include installation, repair, preventive maintenance, and emergency response.
This Invitation to Bid (ITB) will result in a Multiple Award. The term of the Agreement may be from one (1) year to ten (10) years depending on the City's needs. The City reserves the right to award for the whole term or renew the Price Agreement on an annual basis by mutual agreement not to exceed a total of ten (10) years, by mutual agreement of all parties at the same terms and conditions, in accordance with NMSA 1978, Sections 13-1-150 through 152.
HVAC systems are used throughout the Paseo Real Wastewater Reclamation Facility to control environmental conditions within office spaces and buildings. They are also used to maintain a safe environment within buildings, exhausting hazardous gasses and supplying fresh air. These systems also provide a dry, climate-controlled area for electrical power and control systems and remove heat produced by operating equipment in enclosed spaces, protecting the equipment from overheating.
Solicitation No.: FY26-COCITB-084
Project Title: On-Call HVAC Installation and Maintenance
| Issue ITB: | May 12, 2026 |
| Electronic Bid Submittal Deadline: | June 2, 2026, 2:00pm |
BIDS RECEIVED AFTER THE ABOVE BID DUE DATE AND TIME WILL NOT BE ACCEPTED.
No person shall act as a Contractor without a license issued by the Construction Industries Division (CID), classified to cover the type of work to be performed. No bid shall be submitted unless the Contractor has a valid Contractor's license issued by the CID to bid and to perform the type of work to be undertaken, as set forth in §60-13-12, NMSA 1978.
All work shall be in accordance with applicable City, federal and state laws, the International Building Code (IBC) and the New Mexico building codes. The Contractor shall be responsible for all permits associated with this work as required by the governmental Authority Having Jurisdiction (AHJ).
All work shall be in strict compliance with the national and state building mechanical, plumbing and electrical codes including the City of Santa Fe's Stormwater Pollution Prevention Program and Stormwater BMPs, Sheet Metal and Air Conditioning Contractor’s National Association (SMACNA), and the American Society of Heating, Refrigeration, and Air-Conditioning Engineers (ASHRAE) standards.
Safety shall be of main concern and enforced by the Contractor on site. The Contractor shall comply with all local, state and federal laws governing safety, health and sanitation. The on-site superintendent shall always have a minimum OSHA 10 and preferably OSHA 30 card with them when on the jobsite. The Wastewater Division shall not in any way be responsible for any fines set forth for such violations of codes, OSHA standards or any other governing agency having jurisdiction at the work site. The Contractor shall provide all needed safeguards, safety devices, protective equipment and take any actions necessary to protect the life and health of employees on the job; the safety of the public and to protect the property of the Wastewater Division in connection with the performance of the work covered by this Price Agreement.
All personnel working on the project and providing these services shall be experienced and certified in all areas related to this work and required by this Price Agreement. Journeymen level personnel shall have the ability and necessary skills to diagnose problems and to make the appropriate decisions needed to provide these services.
The Contractor shall follow the Occupational Safety and Health Act (OSHA) 29 CFR 1910.147 Standard pertaining to "Lockout/Tagout" procedures for hazardous energy.
The Wastewater Division shall be able to utilize this On-Call HVAC Installation and Maintenance Price Agreement as needed and as funding in available.
Bidding Documents:
Permits and Fees:
Contractor's price shall include labor costs, permits, overhead, profit, insurance, equipment, tools and any other fees required to successfully complete the work requested. The Contractor shall be capable of providing a work force with supervision, adequate to perform work for a forty (40) hour work week during normal working hours with the option of working non normal or overtime hours if required.
Contractor shall submit billings, based on actual Contractor costs for materials, less any applicable percentage for discounts. Contractor shall provide verification that materials purchased were used for the project. Any unused, billed for materials shall be turned over to Wastewater for which the work was provided.
Contractor's price shall include labor costs, permits, overhead, profit, insurance, equipment, tools and any other fees required to successfully complete the work requested. The Contractor shall be capable of providing a work force with supervision, adequate to perform work for a forty (40) hour work week during normal working hours with the option of working non normal or overtime hours if required.
Furnishing of submittal data for any/all new equipment and materials as well as Operation & Maintenance Manuals is required. Training of site personnel for the proper operation of newly installed equipment/systems and its related controls will be required for completion. This training will be acceptable to the person in charge of the facility and/or the City's Project manager in charge of the project.
The Contractor shall provide all protective coverings necessary to protect existing, adjacent finishes while performing its work. If any damage is encountered during the contractor's work, the contractor will be held responsible for repairing any damage done by his employees, subcontractors, and vendors. The Contractor shall restore any damage to existing and/or adjacent finishes damaged while performing work and to make new work inconspicuous with the existing adjacent finishes.
The Contractor and its employees agree to cooperate with and to abide by the rules and requirements of the Wastewater Division to not interfere with the daily operations or to jeopardize the health, safety or welfare of the employees or general public conducting business with the Wastewater Division.
The Contractor shall maintain fixed pricing for each year of the Price Agreement. Pricing may be adjusted no more than once annually through a mutually agreed upon amendment to the contract. The vendor must submit all pricing increase requests in writing to the City, directly to Paul 'Fred' Heerbrandt, pfheerbrandt@santafenm.gov, providing substantiating evidence that the request is based on demonstrable market changes impacting the cost of products or fuel. The request must itemize all proposed increases by line item and include supporting documentation deemed acceptable by the City (such as a letter from a manufacturer indicating price increases, etc.). The City's decision on acceptable documentation in this context shall be final and binding upon all parties to the contract. Requested price increases exceeding 10% will not be accepted, subject to industry standards. No price increase shall result in a higher profit margin. Pricing changes will apply to amendments entered on or after the effective date of the price change. If the vendor's prices are reduced for any reason, the City shall receive the benefit of such reductions immediately. Price increases will not be retroactive to orders already in house or backorders. Orders will be filled at the price in effect on the date of receipt of the order by the vendor.
To facilitate prompt consideration, all requests for price increases must include the following information:
Price Agreement Item Number
Current Item Price
Proposed New Price
Percentage of Increase
Mill/Supplier Notification of price increase indicating percentage of increase and including the reason for the increase.
Bidders are advised that compliance with the New Mexico Public Works Minimum Wage Act (NMSA 1978, Section 13-4 et seq.) is required during this procurement process and throughout the life of the resultant Price Agreement. These requirements will be enforced at the task order level when statutory thresholds are met.
Specifically, as defined in NMSA 1978, Section 13-1-66.1, compliance is triggered when a task order involves:
A Contractor that submits a Task Order valued at more than sixty thousand dollars ($60,000) for a City project that is subject to the Public Works Minimum Wage Act (NMSA 1978, Section 13-4-10) shall be registered with the New Mexico Department of Workforce Solutions. The registration number shall be provided in the Task Order submitted for the Contractor in the space provided and for subcontractors on the subcontractor form. The registration number(s) will be verified by the City. It is the responsibility of the Contractor and the subcontractors to ensure the registration is completed prior to submitting the Task Order.
The Contractor(s) shall provide goods and services for the installation, repair, maintenance, and troubleshooting of Heating, Ventilation, and Air Conditioning (HVAC) systems throughout the Paseo Real Wastewater Reclamation Facility and remote sites.
No used materials shall be used on any project. Recycled materials specifically prepared for reuse to meet Leadership in Energy and Environmental Design "LEED" certification may be permitted with Wastewater's approval.
The purchase of major equipment or material must be preceded by submission of submittal data on the proposed equipment or material and shall be reviewed and approved by the Wastewater Division. If the Contractor is requesting reimbursement for materials used on the work, copies of the invoices for the materials must be included when submitting invoices/pay applications. The Contractor may NOT add markups for the materials purchased.Note: It is the responsibility of the Bidder to ensure bids are correct and accurate before submission. Bids must correspond with any amendments.
Each Task order will either require a listing of subcontractors or not depending on the project cost. If the project cost is over $60,000, then, depending on the threshold amount, the Subcontractor Fair Practice Act (NMSA 1978, Sections 13-4-31 through 13-4-43) shall apply and the following will be required:
The following state-level preferences may be applied to this procurement, provided no federal funds are used in the resulting Price Agreement(s):
Mandatory Qualification Requirements for Resident Preference
The City of Santa Fe, Public Utilities Department, Wastewater Management Division requires installation, preventive maintenance, new installation, and repair services for all HVAC mechanical systems at the Paseo Real Wastewater Reclamation Facility and remote sites. Contractor shall provide all necessary labor, materials, and equipment to perform a comprehensive range of scheduled, unscheduled, and emergency preventive maintenance and repair services for all HVAC equipment, including auxiliary systems. Contractor shall ensure a high level of service and strive to maintain 100% operational reliability of all HVAC systems within the scope of this contract. Contractor shall provide a qualified labor force capable of performing all maintenance services in accordance with manufacturer specifications, recommendations, original equipment design criteria, and industry-standard maintenance practices.
The Price Agreement, if awarded, will be based on materials, labor and equipment described in the Specifications without consideration of possible substitute (“of equal” or “or equal”) items. Whenever it is indicated in the Specifications that substitute (“of equal” or “or equal”) items of material or equipment may be furnished or used by the Contractor if acceptable to Wastewater Division, application of such acceptance will not be considered by the Wastewater Division until after the “effective date of the Price Agreement.” The procedure for submittal of any such application by the Contractor and consideration by the Wastewater Division is set forth in the Price Agreement Documents.
When a Pre-Bid Conference is scheduled in the timeline, the City shall conduct a virtual, non-mandatory, Pre-Bid Conference prior to the Bid opening date stated in the ITB.
The City and consultants, as applicable, shall be represented. Prospective Bidders and Prospective Subcontractors should ask questions regarding clarification of the Bidding Documents either during the Pre-Bid Conference or by submitting a question as outlined below. The failure of a Bidder, Subcontractor, or Vendor to make inquiries shall be interpreted to mean that the Bid Documents are clear and acceptable. Such clarity and acceptability shall be presumed with respect to all Bidders.
Questions and requests for clarification are to be presented in the Question & Answer tab in open Gov.
The Questions will be answered in the same area in Open Gov. No verbal response shall be binding.
Price Agreements solicited by competitive sealed Bids shall require that the Bid amount exclude the applicable state gross receipts taxes or applicable local option taxes, but that the contracting agency shall be required to pay the applicable taxes including any increase in the applicable tax which becomes effective after the date the Price Agreement is entered into. The applicable gross receipts taxes or local option taxes shall be shown as a separate amount on each billing or request for payment made under the Price Agreement.
The Contractor shall provide all insurance necessary for its employees on the project, including, but not limited to, Workman's Compensation Insurance. The Contractor agrees to comply with City and State laws and rules pertaining to Worker's Compensation Insurance coverage for its employees. If the Contractor fails to comply with the Worker's Compensation Act and applicable rules, when required to do so, the Price Agreement will be cancelled immediately.
It is specifically agreed between the parties executing this Price Agreement that it is not intended by any of the provisions of any part of the Price Agreement to create the public or any member hereof a third party beneficiary or to authorize anyone not a party to the Price Agreement to maintain a suit for wrongful death, bodily and/or personal injury to persons, damage to properties and/or other claims whatsoever pursuant to the provisions of this Price Agreement.
Travis Dutton-Leyda
CPO
purchasing@santafenm.gov
D. The WastewaterDivision, along with the CPO, reserves the right to reject any bids or to waive any non-substantial irregularity in bids received as long as it doesn’t affect the price, quantity or quality of the bid, whenever such rejection or waiver is in the best interest of the City.
The successful Bidder, where Task Orders exceed twenty-five thousand dollars ($25,000), shall post a one hundred percent (100%) Performance Bond and one hundred percent (100%) Labor and Material Payment Bond at time of Task Order. Bonds shall be executed on Performance Bond and Labor and Material Bond forms similar to the forms in the Questionnaire, with amount payable conforming to the terms of the Task Order. Surety shall be a company licensed to do business in the State of New Mexico and acceptable to the City.
Failure to comply shall result in the Task Order being issued to another vendor and the difference in the cost being charged back to the awarded Contractor.
Failure to return the signed Price Agreement and Certificate of Insurance within ten (10) calendar days after the date of the Notice of Award shall be just cause for the cancellation of the award. Award may then be made to the next lowest responsible Bidder, or the work may be re-advertised.
The City will issue a written Notice to Proceed for each project in the form of a Purchase Order to the Contractor stipulating the Task Order time, start date, substantial completion date (Contract Time, finish date), subject to valid modifications of the Price Agreement authorized by Change Order.
Minimum Wage Rates - (To be completed per applicable Task Order)
Pursuant to the requirements of any Task Order entered into in excess of sixty thousand dollars ($60,000) for construction is subject to the minimum wage rate determination issued by the New Mexico Department of Work Force Solutions for that project.
If a Purchase Order/Task Order is issued for the purchase of services, the following terms shall apply when applicable:
A. Services include services performed, workmanship, and material furnished or utilized in the performance of services.
B. The Contractor shall provide and maintain an inspection system acceptable to the Wastewater Division covering the services under the Purchase Order. Complete records of all inspection work performed by the Contractor shall be maintained and made available to the Wastewater Division during the term of performance of the Work and for as long thereafter as required.
C. The Wastewater Division has the right to inspect and test all services contemplated to the extent practicable at all times and places during the term of the Project. The Wastewater Division shall perform inspections and tests in a manner that will not unduly delay or interfere with the Contractor’s performance.
D. If the Wastewater Division performs inspections or tests on the premises of the Contractor or a subcontractor, the Contractor shall furnish, and shall require subcontractors to furnish, at no increase in Purchase Order price, all reasonable facilities and assistance for the safe and convenient performance of such inspections or tests.
E. If any part of the services does not conform with the requirements, the Wastewater Division may require the Contractor to re-perform the services in conformity with the requirements at no increase in Purchase Order amount. When the defects in services cannot be corrected by re-performance, the Wastewater Division may:
(1) require the Contractor to take necessary action(s) to ensure that future performance conforms to the requirements; and
(2) reduce the Purchase Order price to reflect the reduced value of the services performed.
F. If the Contractor fails to promptly re-perform the services or to take the necessary action(s) to ensure future performance in conformity with the requirements, the Wastewater Division may:
(1) by Agreement or otherwise, perform the services and charge to the Contractor any cost incurred by the Wastewater Division that is directly related to the performance of such service; or
(2) cancel the Purchase Order for default.
Any change orders to the project scope will require an additional Task Order with backup materials and labor costs and shall be substantiated that there was no way of knowing the additional services were needed when the original quote was provided. Change orders shall be managed closely by the Wastewater Division. Preventative measures shall be taken by both the contractor and the Wastewater Division prior to issuing the Notice to Proceed. Such measures may include, but are not limited to, soil tests (soil boring); clarification of ambiguity in the project plan, the scope of work, the Task Order, the drawings, etc.; the project scope should be completely defined and agreed upon before any work begins.
When two or more of the Bids submitted are identical in price and are the low Bid, the CPD may:
A. Award to a resident local business if the identical low Bids are submitted by a resident or local business and a non-resident business;
B. Award by lottery to one of the identical low Bidders;
C. Make multiple awards if it is in the best interest of the City, or
D. Reject all Bids and re-solicit Bids or proposals for the required services, construction, or items of tangible personal property.
A. The Contractor, promptly after being awarded a Project and before the first payment application, shall prepare and submit for the Wastewater Division's information a Critical Path Construction Schedule for the Work that indicates the intended start and completion of the various construction activities, which shall be implemented and adhered to by the Contractor, Subcontractors, material suppliers and equipment suppliers. At a minimum, the schedule shall be a Gantt type schedule and shall not exceed time limits allowed by the Task Order or Notice to Proceed with no fewer work breakdown events than line items of the Schedule of Values.
B. The Contractor shall perform the Work in general accordance with the most recent schedule submitted to the Wastewater Division.
C. Progress meetings shall be scheduled on a regular basis. The purpose will be to review the upcoming activities, any open issues and current progress. The Contractor shall keep any meeting minutes as needed. Progress schedules shall be updated regularly. A three-week look-ahead schedule should be presented at every project meeting. A new schedule shall be presented with any change orders.
D. The Contractor shall prepare a daily report each day the Contractor, subcontractors or any other entity are on the project. The daily reports shall be maintained at the site and be well organized. The Wastewater Division may request copies at any time. The reports may include:
1. report date and who prepared the report;
2. weather conditions - low temp, visibility, humidity, wind, wind direction, cloud conditions, precipitation amount, other notes;
3. companies present by name and their number of workers, work location, total man hours that day for each company;
4. equipment-type, source, units of work done, location of work, hour meter reading;
5. material brought to site-description, units, quantity, quality, location, time;
6. visitors to site -name, company, time;
7. safety concerns-company, contact, noticed by, work activity, safety issue, requirement, outcome: and
8. quality assurance and control -company, description of issue, specification section, issued by.
An Invitation for Bid may be canceled, or any or all Bids may be rejected in whole or in part, when it is in the best interest of the City. A determination containing the reasons shall be made part of the Project file.
By submitting a Bid, the Bidder represents familiarity with the nature and extent of the following requirements of the Conditions of the Construction Contract (General, Supplementary, and Other Conditions).
A. Definitions - Sections 1.0 to 1.1;
B. Contract Bond Requirements - Section 4.2;
C. Bribes, Gratuities, and Kickbacks - Section 4.8;
D. Equal Employment Opportunity - Labor Standards Provisions and other listed within the Price Agreement Documents.
Close-out Requirements:
The Contractor shall submit to the Wastewater Division a separate and detailed Closeout Schedule indicating the date of Final Completion and all work to be completed before Final Completion including Close-Out requirements. The punch list of incomplete or inadequate work shall also be submitted when the work is substantially complete. Failure to include any item on the punch list does not alter the responsibility of the Contractor to complete all work in accordance with the Task Order Documents.
Before final completion can be achieved, all Work must be complete and accepted including the following as applicable:
Any Bidder who is aggrieved in connection with this procurement (Bid) may protest in writing to the CPO. The protest shall be submitted in writing within fifteen (15) calendar days after knowledge of the facts or occurrences giving rise to the protest.
The Contractor shall warrant its work (non-roofing and equipment), for materials and for workmanship furnished and performed under this Price Agreement for a period of one (1) year minimum from the date of acceptance or Substantial Completion. The Contractor shall warrant its work for repairs or restoration of existing systems and work for ninety (90) days from the date of acceptance or Substantial Completion. It is understood that some equipment is far beyond its normal life and a warranty cannot be extended/supplied. Contractor must pass on to the Wastewater Division warranties of replaced roofs and equipment offered by the manufacturer.
The Wastewater Division will issue written Notices of Award to the successful Bidders, confirming the award of each on-call Price Agreement. Each Price Agreement will define the general terms and scope of services but will not include a guaranteed quantity.
Individual task orders issued under the Price Agreement will define the specific scope of work, task order value (including applicable taxes), and trigger any Public Works compliance requirements, including bonds, subcontractor listing, and wage rate decisions, where applicable.
Any controversy or claim arising between the parties shall be settled by mediation if the parties cannot reach a mutually agreeable solution. The parties shall endeavor to resolve their disagreement by mediation which, unless the parties mutually agree otherwise, shall be in accordance with the procedures of the New Mexico Public Works Mediation Act (NMSA 1978, Section 13-4C-1 et seq.) except that before any party may select a mediator it must confer in good faith with the other party concerning the selection of a mutually acceptable mediator. Mediation shall proceed in advance of legal or equitable proceedings, which shall be stayed pending mediation for a period of sixty (60) days from the date of notice of mediation session, unless stayed for a longer period by agreement of the parties or court order.
The provisions of this article are not exclusive and do not waive the city's other legal rights and remedies caused by the contractor's default/breach of the purchase order/price agreement.
When in the best interest of the public, the City in its sole discretion, may cancel the award of any Price Agreement at any time before the execution of said Agreements by all parties without any liability against the City.
A contractor or subcontractor that submits a bid valued at more than sixty thousand dollars ($60,000) for a City project that is subject to the Public Works Minimum Wage Act (NMSA 1978, Section 13-4-10) shall be registered with the New Mexico Department of Workforce Solutions. The registration number shall be provided in the bid submitted for the contractor in the space provided and for subcontractors on the subcontractor form. After the bid opening, the registration number(s) will be verified by the City and the bid will be determined to be non-responsive and disqualified if the registration number(s) appear to be not valid and the Contractor does not provide proof of the required registration for itself or its subcontractors. It is the responsibility of all bidders and the subcontractors to ensure the registration is completed prior to the bid opening.
By submitting a bid, all Bidders acknowledge and accept the terms and conditions outlined in this ITB and its Instructions, including, but not limited to, the required documentation. Any concerns or objections to the contents of this solicitation must be submitted in writing to the Chief Procurement Officer (CPO) and, if applicable, the sponsoring Department (contact information provided in the ITB), with sufficient time for the City to issue an Addendum, if warranted
The selected Bidder must execute the Contract between the City and Contractor, including submission of all required bonds and supporting documents, within fifteen (15) calendar days of receiving the City’s electronic signature request.
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This certification is required pursuant to Executive Order 11246 (30 F.R. 12319-25). The implementing rules and regulations provide that any Bidder or perspective contractor, or any of their proposed Subcontractors, shall state as an initial part of the Bid or negotiations of the Contract whether he has participated in any previous Contract or subcontract subject to the equal opportunity clause; and, if so, whether he has filed all compliance reports due under applicable instructions.
Where the certification indicates that the Bidder has not filed a compliance report due under applicable instructions, such Bidder shall be required to submit a compliance report within seven calendar days after Bid opening. No Contract shall be awarded unless such report is submitted.
Certification - The information above is true and complete to the best of my knowledge and belief.
Contract Terms and Conditions. The City’s standard contract terms and conditions, as included in this ITB, will govern any contract awarded under this solicitation. Bidders are strongly discouraged from proposing changes to these terms. If a bidder believes a change is necessary, the bidder must clearly identify the specific section number and language at issue and state the bidder’s proposed alternative language in the Q&A section of this ITB no later than five (5) calendar days prior to the bid opening date and time stated in this ITB. The City, in its sole discretion, may accept or reject any suggested change and, if accepted, will issue an addendum to this ITB making the change applicable to all bidders. After the bid due date and time, the City will not consider or negotiate bidder‑specific changes to the contract terms and conditions, and any bid that is expressly conditioned on alternate or conflicting terms may be deemed non‑responsive and will not be considered for award.
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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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