Addendum No. Two - RFP 26-11 PRINTING, MAILING, ELECTRONIC NOTICES AND DISTRIBUTION SERVICES

Eddy County AdriAnne Granger
Board of Commissioners Procurement Administrator
James "Bo" Bowen 101 W. Greene St.
Sarah M. Cordova Carlsbad, NM 88220
Ernie B. Carlson Phone: 575-887-9511 Ext. 2525
Fax: 575-628-3275
Hayley Klein
Philip Troost
August 20, 2026
ADDENDUM NO. TWO
RFP Title: Printing, Mailing, Electronic Notice (E-Notice) And Document Distribution Services
RFP Number: 26-11
RFP Issue Date: August 4, 2026
NOTICE TO OFFERORS:
This Addendum forms a part of the above-referenced RFP and modifies the original solicitation documents as
described below. All other terms, conditions, specifications, and requirements of the RFP remain unchanged
unless specifically modified by this Addendum.
CHANGE TO PROCUREMENT AWARD STRUCTURE
The County is amending the RFP to change the anticipated award from a multi-source award to a single-source
award.
This change is being made to provide a centralized and integrated approach to the County's printing, mailing,
electronic notification, document composition, data processing, and related distribution requirements. The
services identified in this RFP are highly interconnected and require coordination among document production,
variable data processing, electronic delivery, USPS preparation, returned mail processing, reporting, security,
and file management.
A single-award structure will provide the County with one primary service provider responsible for
coordinating and managing the complete service process. This approach is expected to:
* Establish clear accountability and a single point of contact for all services;
* Reduce the risk of errors, omissions, inconsistent processing, and communication issues that may occur
when related services are divided among multiple vendors;
* Improve coordination and consistency between printing, mailing, electronic notification, data
processing, and reporting functions;
* Reduce the need for County staff to coordinate and assign individual jobs among multiple vendors;
* Improve the security and control of sensitive taxpayer and County data by minimizing the number of
external parties involved in processing and transferring information;
* Streamline implementation, file integration, testing, quality control, issue resolution, and ongoing
support;
* Improve the County's ability to monitor production, delivery, turnaround times, returned mail, electronic
notifications, and other performance measures through a centralized reporting structure; and
* Provide a more consistent and efficient customer experience for County departments and the public.
The County has determined that a single-award structure is better suited to maintaining continuity, quality
control, security, and accountability.

Eddy County AdriAnne Granger
Board of Commissioners Procurement Administrator
James "Bo" Bowen 101 W. Greene St.
Sarah M. Cordova Carlsbad, NM 88220
Ernie B. Carlson Phone: 575-887-9511 Ext. 2525
Fax: 575-628-3275
Hayley Klein
Philip Troost
Accordingl y, the RFP is hereby amended so that the procurement will result in one award to a qualified vendor
capable of providing the full range of required services, including the core and applicable optional services
identified in the Scope of Work.
Offeror/Bidder Acknowledgment
Interested Offerors / Bidders shall acknowledge receipt of this Addendum by completing the acknowledgement
block below and including it with their proposal/bid submission. Failure to acknowledge receipt of this
Addendum may render the Offeror / Bidder's submission nonresponsive.
Acknowledgement: I hereby acknowledge receipt of Addendum No. ____ issued on
(date)_________________ and all changes therein and confirm that my proposal/bid reflects all such changes.
Interested Offeror: _________________________________
Signature: ________________________________________ Date: _____________________
Other Provisions
Except as modified by this Addendum, all terms and conditions of the original Solicitation remain in full force
and effect. In the event of any conflict between the original Solicitation and this Addendum, the Addendum
shall govern. The CPO for Eddy County reserves the right to issue further addenda, to revise or cancel the
solicitation in accordance with the Procurement Code provisions on rejection or cancellation of solicitations.
Issued by:
AdriAnne Granger
CPO for Eddy County

Eddy County AdriAnne Granger
Board of Commissioners Procurement Administrator
James "Bo" Bowen 101 W. Greene St.
Sarah M. Cordova Carlsbad, NM 88220
Ernie B. Carlson Phone: 575-887-9511 Ext. 2525
Fax: 575-628-3275
Hayley Klein
Philip Troost
August 19, 2026
ADDENDUM NO. ONE
RFP Title: Printing, Mailing, Electronic Notice (E-Notice) And Document Distribution Services
RFP Number: 26-11
RFP Issue Date: August 4, 2026
NOTICE TO OFFERORS:
This Addendum forms a part of the above-referenced RFP and modifies the original solicitation documents as
described below. All other terms, conditions, and requirements remain unchanged.
REVISIONS TO:
* III. SEQUENCE OF EVENTS - EXPLANATION OF EVENTS - 1. Issue RFP, page 8
Changed to: This Request for Proposal (RFP) is being issued by the Eddy County Procurement Administrator
on behalf of the Eddy County Treasurers Office and other County Departments.
Offeror/Bidder Acknowledgment
Interested Offerors / Bidders shall acknowledge receipt of this Addendum by completing the acknowledgement
block below and including it with their proposal/bid submission. Failure to acknowledge receipt of this
Addendum may render the Offeror / Bidder's submission nonresponsive.
Acknowledgement: I hereby acknowledge receipt of Addendum No. _____ issued on (date)_______________
and all changes therein and confirm that my proposal/bid reflects all such changes.
Interested Offeror: ________________________________
Signature: _______________________________________ Date: ___________________________
Other Provisions
Except as modified by this Addendum, all terms and conditions of the original Solicitation remain in full force
and effect. In the event of any conflict between the original Solicitation and this Addendum, the Addendum
shall govern. The CPO for Eddy County reserves the right to issue further addenda, to revise or cancel the
solicitation in accordance with the Procurement Code provisions on rejection or cancellation of solicitations.
Issued by:
AdriAnne Granger
CPO for Eddy County

EDDY COUNTY
STATE OF NEW MEXICO
REQUEST FOR PROPOSAL 26-11
PRINTING, MAILING, ELECTRONIC NOTICE (E-NOTICE) AND
DOCUMENT DISTRIBUTION SERVICES
Commodity Code(s): 915-57; 915-58; 920-45; 966-25; 966-31; 966-36
EDDY COUNTY
101 W. GREENE ST.
CARLSBAD, NM 88220
Issued Date: August 4, 2026
Proposal Deadline: August 26, 2026, at 2:00 PM, MST

RFP 26-11 PRINTING, MAILING, ELECTRONIC NOTICE (E-NOTICE) AND
DOCUMENT DISTRIBUTION SERVICES
Contents
EDDY COUNTY ELECTRONIC PROCUREMENT PORTAL ............................................. 3
I. INTRODUCTION................................................................................................................. 4
II. DEFINITION OF TERMINOLOGY .............................................................................. 6
III. SEQUENCE OF EVENTS ............................................................................................... 7
IV. GENERAL REQUIREMENTS ..................................................................................... 10
V. RESPONSE - FORMAT AND ORGANIZATION .......................................................... 16
VI. EVALUATION ................................................................................................................ 17
VII. EVALUATION PROCESS ............................................................................................. 19
Appendices .................................................................................................................................... 21
ACKNOWLEDGEMENT OF RECEIPT FORM ................................................................... 22
LETTER OF TRANSMITTAL FORM .................................................................................... 23
STATEMENT OF COMPLIANCE ........................................................................................... 24
CONFLICT OF INTEREST DECLARATION ....................................................................... 25
AFFIDAVIT OF NON-COLLUSION ....................................................................................... 26
NEW MEXICO RESIDENT BUSINESS PREFERENCE CERTIFICATION .................... 27
CAMPAIGN CONTRIBUTION DISCLOSURE FORM ....................................................... 28
COST PROPOSAL ..................................................................................................................... 30
APPENDIX G .............................................................................................................................. 30
SAMPLE AGREEMENT A-26-XX ........................................................................................... 32
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RFP 26-11 PRINTING, MAILING, ELECTRONIC NOTICE (E-NOTICE) AND
DOCUMENT DISTRIBUTION SERVICES
EDDY COUNTY ELECTRONIC PROCUREMENT PORTAL
Eddy County has partnered with Euna Procurement, formerly known as Bonfire Interactive, to
move all Bid and RFP submissions to a fully digital platform. This is an effort to streamline the
procurement process and make working with Eddy County easier and efficient.
The Eddy County Procurement Portal, hosted by Euna Procurement, can be accessed here:
https://coeddynm.bonfirehub.com/portal/?tab=openOpportunities
All interested vendors must register on the Eddy County Procurement Portal. During
registration, it is recommended that vendors link relevant commodity codes to their profiles to
receive automatic notifications of new opportunities matching their services or products.
How to Register
1. Visit https://www.eddycountynm.gov
2. Click on the Business tab
3. Go to BID / RFP Opportunities
4. Select BID / RFP Vendor Registration Instructions
For assistance, please visit the Vendor Registration Help page or contact the Eddy County Chief
Procurement Officer with any questions at agranger@eddycountynm.gov
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RFP 26-11 PRINTING, MAILING, ELECTRONIC NOTICE (E-NOTICE) AND
DOCUMENT DISTRIBUTION SERVICES
I. INTRODUCTION
PURPOSE OF THIS REQUEST FOR PROPOSALS
Eddy County is hereby seeking formal, sealed proposals from qualified vendors to provide
comprehensive printing, mailing, electronic notification, document composition, and related
distribution services for the Treasurer's Office and other County departments. The contractor
shall provide all labor, equipment, software, materials, postage management, quality control, and
support necessary.
SCOPE OF WORK
Document composition; variable data printing; high-volume printing; folding; inserting;
Intelligent Mail barcoding; USPS mailing preparation; presorting; electronic delivery; E-Notices;
address validation; NCOA; returned mail processing; secure file transfer; archive/retrieval;
reporting; customer support.
* Printing Services - Property tax bills, supplemental/corrected bills, delinquent notices,
reminder notices, returned check notices, refund notices, escrow notices, mobile home
notices, redemption notices, tax sale notices (if applicable), and printing needs for other
County departments.
* Electronic Notice Service - Email delivery, optional SMS, electronic tax bills, delinquent
notices, reminders, confirmations, bounce management, opt-in/opt-out management, delivery
confirmation, and citizen self-registration portal.
* Data Security - Encrypted file transfer, encryption at rest and in transit, role-based access,
MFA, audit logging, secure destruction, and annual security testing.
* USPS Services - Intelligent Mail Barcode, presorting, CASS certification, NCOA, address
standardization, postage optimization, tracking, and proof of mailing.
* Returned Mail - Address verification, undeliverable reporting, updated address files where
available, and analytics.
* Variable Data Printing - Variable names, parcel information, tax amounts, barcodes, QR
codes, payment coupons, and custom messaging.
* Document Design - Form design, layout improvements, USPS compliance, accessibility, and
branding.
* Online Portal - Secure uploads, proof approval, production monitoring, mailing tracking,
reporting, and archive retrieval.
* Reporting - Printed pieces, mailed pieces, electronic deliveries, returns, postage, turnaround,
and monthly summaries.
* File Integration - Support for SFTP, APIs where available, scheduled/manual imports, and
CSV, TXT, XML, PDF, and Excel formats.
* Turnaround - Define standard turnaround for proofs, production, mailing, e-notices,
emergency jobs, and reprints.
* Customer Support - Dedicated account manager, implementation manager, technical
support, training, and ongoing assistance.
* Implementation - Project planning, configuration, file mapping, testing, UAT, training, go-
live, and post-implementation support.
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RFP 26-11 PRINTING, MAILING, ELECTRONIC NOTICE (E-NOTICE) AND
DOCUMENT DISTRIBUTION SERVICES
* Disaster Recovery - Business continuity, disaster recovery, backups, and redundant
production.
* Optional Services - Certified Mail, Priority Mail, inserts, large-format printing, multilingual
notices, QR payments, archiving, and hybrid mail.
* Experience - Experience with counties, treasurer offices, municipalities, and public-sector
clients preferred.
* Pricing - Separate pricing for printing, postage, envelopes, E-Notices, SMS, setup,
programming, processing, address cleansing, return mail, archive storage, and optional
services.
* Desired Outcomes - Improve delivery, reduce returned mail, expand electronic adoption,
improve communication, reduce costs, increase efficiency, maintain security, improve
reporting, and support future County growth.
CONTRACT TERM
It is anticipated that the initial term of this contract will be for one (1) year, commencing upon
full execution of the agreement(s). The County reserves the right to renew or extend any contract
on an annual basis (or any portion thereof) for up to three (3) additional one-year terms and shall
be subject to the same terms and conditions as set forth in the original agreement. Any such
renewal or extension shall be subject to mutual written agreement by both parties. Under no
circumstances will the total term of this contract exceed four (4) years. This procurement will
result in a single-source award.
INSURANCE
The CONTRACTOR shall maintain, at its sole expense, the following minimum insurance
coverage:
* Commercial General Liability Insurance with limits not less than One Million Dollars
($1,000,000) per occurrence and Two Million Dollars ($2,000,000) aggregate
* Automobile Liability Insurance covering all owned, non-owned, and hired vehicles with
limits not less than One Million Dollars ($1,000,000) combined single limit
* Professional Liability (Errors & Omissions) Insurance with limits of not less than One
Million Dollars ($1,000,000) per claim
* Workers' Compensation Insurance as required by the laws of the State of New Mexico.
Certificates of insurance shall be provided prior to contract execution and upon renewal of
policies. Failure to maintain required insurance shall constitute material breach.
PROCUREMENT ADMINISTRATOR
The Procurement Administrator listed below is the official point of contact for this procurement.
All questions or requests for clarification must be submitted in writing directly to the
Procurement Administrator. Offerors are only permitted to communicate with the Procurement
Administrator regarding this RFP. No other Eddy County employees, department heads, or
managers are authorized to speak on behalf of the County for this solicitation. Contacting anyone
else in the County may result in disqualification of the offeror's proposal.
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RFP 26-11 PRINTING, MAILING, ELECTRONIC NOTICE (E-NOTICE) AND
DOCUMENT DISTRIBUTION SERVICES
Procurement Administrator
AdriAnne Granger, CPO
Phone: 575-887-9511 Ext. 2525
Fax 575-628-3275
Email: agranger@eddycountynm.gov
II. DEFINITION OF TERMINOLOGY
This section contains definitions that are used throughout this procurement document, including
appropriate abbreviations.
1. "Board of County Commissioners" (also "BOCC") means the elected board in whom all powers
of the County are vested and who are responsible for the proper and efficient administration of
the County government.
2. "Close of Business" means 5:00 P.M. Mountain Standard Time (MST) or Mountain Daylight
Time (MDT), whichever is in effect on the date specified.
3. "Contract" or "Agreement" means a written agreement for the procurement of items of tangible,
personal property or services.
4. "Contractor" means a successful offeror who enters into a binding contract.
5. "County" means the County of Eddy, State of New Mexico.
6. "Determination" means the written documentation of a decision of the Procurement
Administrator including findings of fact required to support a decision. A determination becomes
part of the procurement file to which it pertains.
7. "Desirable" refers to the terms "may", "can", "should", "preferably" or "prefers" which identify
a discretionary item or factor. (As opposed to a "mandatory" item or factor.)
8. "Evaluation Committee" means a body appointed by County management to perform the
evaluation of offeror proposals.
9. "Evaluation Committee Report" means a report prepared by the Procurement Administrator and
the Evaluation Committee for submission to appropriate approval authorities for contract award
that contains all written determinations resulting from the conduct of a procurement requiring the
evaluation of competitive sealed proposals.
10. "Finalist" is defined as an offeror who meets all the mandatory specifications of this Request for
Proposal and whose score on evaluation factors is sufficiently high to merit further consideration
by the Evaluation Committee.
11. "Mandatory" refers to the terms "must", "shall", "will", "is required" or "are required," which
identify a required item or factor. (As opposed to a "desirable" item or factor.) Failure to meet a
mandatory item or factor will result in the rejection of the Offeror's proposal.
12. "Offeror" is any person or entity who chooses to submit a proposal.
13. "Procurement Administrator" means the person or designee authorized by the County to manage
or administer a procurement requiring the evaluation of competitive sealed proposals; also
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RFP 26-11 PRINTING, MAILING, ELECTRONIC NOTICE (E-NOTICE) AND
DOCUMENT DISTRIBUTION SERVICES
referred to as "Chief Procurement Officer" or "Chief Procurement Officer," in this document and
attachments.
14."Procuring agency of the County" or "Requesting Department" means the department or other
subdivision of Eddy County that is requesting the procurement of services or items of tangible
personal property.
15."Purchase Order" or "PO" means the document that directs a contractor to deliver items of
tangible personal property or services pursuant to an existing, valid contract.
16."Purchasing" means Eddy County Purchasing Office or the Eddy County Chief Procurement
Officer.
17."Request for Proposals" or "RFP" means all documents, including those attached or incorporated
by reference, used for soliciting proposals.
18."Responsible Offer", "Responsive Proposal" or "Submissions" means an offer or proposal that
conforms in all material respects to the requirements set forth in the request for proposals.
Material respects of a request for proposal include, but are not limited to, price, quality, quantity
and delivery requirements.
19."Responsible Offeror" means an offeror who submits a responsive proposal and who has
furnished required information and data to prove that their financial resources, production or
service facilities, personnel, service reputation and experience are adequate to make satisfactory
delivery of the services or items of tangible personal property called for in this proposal.
20."Statement of Compliance" and "Statement of Concurrence" mean an express, affirmative
statement by the offeror in their proposal, which they agree with or agree to the stated
requirement(s). Possible examples of acceptable responses include "The [NAME HERE]
Company agrees to comply with this requirement." "The [NAME HERE] Company agrees to
participate as required."
III. SEQUENCE OF EVENTS
The Procurement Administrator will make every effort to adhere to the following
schedule:
ACTION RESPONSIBILITY DATE
1.Issue RFP Procurement Administrator 8/4/2026
2.Return Acknowledgement of Receipt Bidders 8/10/2026
3.Deadline to Submit Questions Bidders 8/14/2026
4.Response to Questions Posted Procurement Administrator 8/19/2026
5.Submission of Proposal Bidders 8/26/2026 @ 2:00 PM MST
6.Proposal Evaluation Evaluation Committee 8/26/2026 - 9/2/2026
7.Interviews & Demonstrations Procurement Administrator 8/31/2026 - 9/1/2026
8.Intent to Award RFP BOCC* 9/22/2026
15 DAYS AFTER
9.Protest Deadline Offerors
AWARD
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