On-Call Mechanical Equipment Maintenance & Repair Services

Location:	New Mexico
Posted:	Jan 8, 2026
Due:	Feb 5, 2026
Agency:	Artesia city
Type of Government:	State & Local
Category:	J - Maintenance, Repair, and Rebuilding of Equipment
Solicitation No:	25-0008
Publication URL:	To access bid details, please log in.

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THE CITY OF ARTESIA, NM

INVITATION TO BID (ITB)

BID NUMBER

BID DESCRIPTION

DEPARTMENT

DATE OF OPENING

TIME OF OPENING

25-0008

On-Call Mechanical Equipment

Maintenance & Repair Services

Facilities & Maintenance

February 5th, 2026

10:00 a.m.

Mayor

Jon Henry

District 1

District 2

District 3

District 4

City Council

Raul Rodriguez

Ignacio Mariscal

George G. Mullen

Jarrod Moreau

Wade Nelson

Jeff Youtsey

Dickie Townley

Michael Bunt

TABLE OF CONTENTS

ITB 25-0008 – On-Call Mechanical Equipment Maintenance & Repair Services

City of Artesia, New Mexico

Advertisement for Bids

Bid Instructions

BIDDING DOCUMENTS

General Terms & Conditions

Supplemental Terms & Conditions

Scope of Services

Appendix A – Bid Cover Page / Signature Page

Appendix B – Cost Response Form

Appendix C – Acknowledgement of Receipt Form

Appendix D – Campaign Contribution Disclosure Form

Appendix E – Resident Veteran’s Preference Certification

Appendix F – Sample Contract

Appendix G – Bid Submission Checklist

PAGES

4–5

6–8

9 – 10

11 – 13

15 – 16

18 – 20

21 – 22

23 – 35

36 - 37

ADVERTISEMENT FOR BID

ITB # 25-0008 – On-Call Mechanical Equipment Maintenance & Repair Services

City of Artesia, New Mexico

The City of Artesia is seeking sealed bids from qualified and licensed vendors to provide on-call mechanical

equipment maintenance and repair services. The selected vendor will support the City with diagnostic,

repair, and preventive maintenance services for mechanical systems including, but not limited to, Dectron

dehumidifiers, chillers, boilers, heaters, and related HVAC equipment located at various City facilities.

Services will be performed on an as-needed basis for routine operations, emergency response, and

scheduled projects to ensure the City’s equipment is operating safely, efficiently, and with minimal

downtime.

By submitting a bid for the requested services, each Bidder certifies that its submission complies with all

regulations, specifications, and requirements outlined in the Invitation to Bid.

Invitation to Bid packets may be obtained by contacting Gabrielle Cronopulos, City of Artesia Purchasing

Department, 1805 S. 27th Street, Artesia, NM 88210, or by email at gcronopulos@artesianm.gov.

BID INSTRUCTIONS

ITB # 25-0008 – On-Call Mechanical Equipment Maintenance & Repair Services

City of Artesia, New Mexico

• All bids must be received no later than 10:00 AM (Mountain Time) on Thursday, February 5th, 2026,

at the City of Artesia Purchasing Department, 1805 S. 27th Street, Artesia, NM 88210.

• Bids must be submitted in a sealed envelope or container and be clearly marked with the words:

Sealed Bid Enclosed, ITB 25-0008 On-Call Mechanical Equipment Maintenance & Repair Services.

Bids not submitted in a sealed envelope or container will not be accepted.

All bids shall remain sealed until the date and time specified in the "Advertisement for Bids".

To preclude possible errors and/or misinterpretations, bid prices shall be affixed in ink, legibly

written, or typed. In case of discrepancy, amounts stated in words shall govern.

• Bid Cover Page Requirement (Appendix A)

Bidders must complete and sign the Bid Cover Page / Signature Page and include it with their sealed

bid. Failure to include a signed Bid Cover Page will result in the bid being deemed non-responsive.

• Cost Response Form Requirement (Appendix B)

Bidders must complete and submit the Cost Response Form in full, including all hourly rates and

pricing. The form must be signed and included with the sealed bid. Incomplete or unsigned cost

forms will be considered non-responsive.

• Acknowledgement of Receipt Form (Appendix C)

Interested bidders should hand-deliver, or return by facsimile or registered or certified mail, the

"Acknowledgement of Receipt Form" that accompanies this document to have their organization

placed on the procurement distribution list. The form should be signed by an authorized

representative of the organization, dated, and returned by the close of business on Wednesday,

January 21st, 2026.

The procurement distribution list will be used to distribute written responses to questions and any

ITB amendments.

Failure to return this form may constitute a presumption of receipt and rejection of the

ITB and the potential offeror's organization name shall not appear on the distribution list.

• Campaign Contribution Disclosure Form (Appendix D)

Must be completed, signed, and submitted with the bid. Even if the bidder has no contributions to

disclose, failure to include this form will render the bid non-responsive.

• Resident Veteran’s Preference Certification (Appendix E)

Optional: submit a valid New Mexico Resident Veteran’s Preference Certificate with the completed

form to claim preference points. If not applicable, note “N/A” and include the form.

• Sample Contract (Appendix F)

Attached is a Sample Contract that the City of Artesia would expect the awarded contractor to enter

upon review and final approval. This document is provided for reference only to outline the general

terms and conditions that will govern the resulting agreement.

The Sample Contract does not need to be signed or included with the submitted bid package. It is

supplied solely to inform prospective bidders of the contract structure and requirements that will

apply upon award.

• Bid Submission Checklist (Appendix G)

The checklist must be completed and included with the bid packet to confirm that all required

documents are attached. Bids missing the completed checklist may be considered incomplete.

• Deadline to Submit Written Questions

Potential Offerors may submit written questions to the Chief Procurement Officer about this intent

or clarity of this RFB until Wednesday, January 21st, 2026, at 5:00 P.M. Mountain Standard

Time/Daylight Time as indicated in the sequence of events. All written questions must be addressed

to the Chief Procurement Officer. Questions shall be clearly labeled, and the Section(s) shall be cited

in the RFB or other document that forms the basis of the question.

• Response to Written Questions

Written responses to written questions will be sent to all potential offerors whose organization

name appears on the procurement distribution list. A copy of the e-mail will be sent to all offerors

who provide an Acknowledgment of receipt. The responses to questions will be distributed by

Friday, January 23rd, 2026. Additional copies will be posted to:

https://www.artesianm.gov/292/Purchasing

• Proof of Insurance

Certificates of insurance must accompany the bid package submission and show coverage for

general liability, workers’ compensation, and professional liability. Bids without proof of insurance

may be deemed incomplete.

• References and Qualifications

Bidders must include at least three (3) references that demonstrate relevant experience or

reliability. References may be professional or personal, and should include the contact’s name,

organization (if applicable), phone number, and a brief description of the relationship or services

provided. Failure to include references may result in the bid being considered non-responsive.

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

Bid Number:	25-0008
Bid Title:	On-Call Mechanical Equipment Maintenance & Repair Services
Category:	Request for Proposal's & Invitation to Bid's
Status:	Open