IFB 26-03 WATER SERVICES

EDDY COUNTY
STATE OF NEW MEXICO
INVITATION FOR BIDS
IFB 26-03
WATER SERVICES
Commodity Code(s): 906-94; 925-97
EDDY COUNTY PURCHASING
101 W. GREENE ST
CARLSBAD, NM 88220
Issued Date: August 17, 2026
Submission Deadline: September 1, 2026 @ 2:00 PM MST

IFB 26-03
WATER SERVICES
Contents
EDDY COUNTY ELECTRONIC PROCUREMENT PORTAL ................................................... 1
I. INTRODUCTION .................................................................................................................. 2
II. DEFINITION OF TERMINOLOGY ...................................................................................... 5
III. GENERAL REQUIREMENTS .............................................................................................. 7
IV. SPECIFIC CONDITIONS .................................................................................................... 12
V. RESPONSE REQUIREMENTS ........................................................................................... 14
VI. BID OPENING, PROCESSING AND AWARD ................................................................. 15
APPENDICES .............................................................................................................................. 17
ACKNOWLEDGEMENT OF RECEIPT FORM ......................................................................... 18
ACCEPTANCE OF CONDITIONS GOVERNING THE PROCUREMENT ............................. 19
LETTER OF TRANSMITTAL FORM ........................................................................................ 20
OPTIONS, EXCEPTIONS, OR VARIATIONS ................................................................................. 21
RESPONSES TO SPECIFICATIONS AND REQUIREMENTS ................................................ 22
STATEMENT OF COMPLIANCE .............................................................................................. 23
CONFLICT OF INTEREST DECLARATION ............................................................................ 24
AFFIDAVIT OF NON-COLLUSION .......................................................................................... 25
NEW MEXICO RESIDENT BUSINESS PREFERENCE CERTIFICATION ........................... 26
CAMPAIGN CONTRIBUTION DISCLOSURE FORM ............................................................ 27
COST FORM ................................................................................................................................ 30
IRS W-9 FORM ............................................................................................................................ 31

IFB 26-03
WATER 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.co.eddy.nm.us/
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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IFB 26-03
WATER SERVICES
I. INTRODUCTION
PURPOSE OF THIS INVITATION FOR BID
Eddy County Public Works is soliciting sealed bids from qualified and responsible contractors, vendors,
suppliers, or water providers capable of furnishing and delivering water for various County construction,
road maintenance, and public works projects throughout Eddy County, New Mexico.
The purpose of this procurement is to establish one or more sources for the reliable and timely supply of
water to meet the County's operational and project-specific needs.
SCOPE OF WORK
The scope of this procurement is to identify qualified companies capable of providing water and related
on-site water storage services in accordance with the specifications and requirements set forth herein.
Eddy County anticipates making a multi-source award and may select multiple responsive and
responsible contractors as necessary to meet the County's water and water storage needs and operational
requirements.
Award(s) may be based on factors including, but not limited to, unit pricing, water availability, delivery
capabilities, geographic location, response time, capacity, and the contractor's ability to meet the
County's delivery and storage requirements. The County is not obligated to purchase any minimum
quantity of water, storage services, or guarantee any specific volume of work from any awarded
contractor.
SPECIFICATIONS AND REQUIREMENTS
Item 1: Mandatory Pre-Bid Meeting
* Date: August 25, 2026
* Time: 10:30 a.m. MST
* Location: Eddy County Administration
* 101 W. Greene St Carlsbad, NM 88220
* 2nd Floor Chambers
* Attendance: In person or virtually via web link
https://teams.microsoft.com/meet/289519921454747?p=MveNRKvomWuRdu3RDN
Item 2: Water Supply and Delivery
The successful bidder(s) shall provide water in quantities and at locations designated by Eddy County
Public Works. Services may include, but are not limited to:
* Furnishing water from an approved and legally authorized water source.
* Loading and/or filling County or contractor-owned water trucks, as applicable.
* Delivery of water to County-designated project locations.
* Providing water in quantities sufficient to support road construction, road maintenance, dust control,
compaction, grading, and other public works activities.
* Providing water on an as-needed and project-specific basis.
* Coordinating delivery schedules with Eddy County Public Works personnel.
* Providing additional deliveries when requested and when reasonably available.
* Maintaining the equipment and resources necessary to safely and reliably perform the required
services.
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IFB 26-03
WATER SERVICES
Item 3: Water Source and Quality
All water furnished under this contract shall be obtained from a legal and authorized source and shall
comply with all applicable federal, state, and local laws, regulations, permits, and requirements.
The contractor shall be responsible for obtaining and maintaining any permits, authorizations, or approvals
required for the withdrawal, transportation, storage, and delivery of water.
Unless otherwise specified by Eddy County Public Works, water provided under this contract shall be
suitable for its intended construction use, including dust suppression, soil conditioning, compaction, and
other approved public works applications.
Item 4: Delivery Requirements
Water may be requested for projects at various locations throughout Eddy County. Delivery locations,
quantities, and requested delivery times will be provided by Eddy County Public Works at the time of
each request.
Contractors shall have sufficient personnel, equipment, vehicles, tanks, pumps, and other resources
necessary to fulfill delivery requests and associated water storage requirements in a safe and timely
manner.
Due to the nature of County construction and maintenance activities, water requirements may vary by
project and may occur on short notice. The County may request water on a scheduled, recurring, or
emergency basis.
Item 5: On-Site Water Storage, County Wide Locations
Services purchased under this bid item will be for the use of clean non-potable or freshwater storage at
various County-wide project locations.
All storage tanks delivered to County projects must be clean, free of oil, debris or any other particulate
that will negatively impact the quality of the construction water.
Tanks will be outfitted with piping such that a standard water tanker can pump into the tank and/or remove
water from the tank.
Item 6: Pricing
The County will evaluate bids based on the pricing structure. Pricing shall clearly identify the applicable
unit of measure and any associated delivery or service charges.
Item 7: Ordering and Scheduling
Eddy County Public Works will initiate requests for water as needed. Each request may identify the project
location, estimated quantity, required delivery date or time, and any special delivery instructions.
The County does not guarantee a minimum number of orders, minimum quantity of water, or minimum
dollar amount of purchases under any resulting contract.
Contractors shall respond to requests from the County in a timely manner and shall promptly notify the
County if they are unable to fulfill a particular request.
Item 8: Equipment and Safety
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IFB 26-03
WATER SERVICES
Contractors shall provide and maintain equipment that is safe, properly maintained, and appropriate for
the services required under this IFB.
All deliveries shall be performed in accordance with applicable federal, state, and local laws and
regulations and in a manner that protects County employees, the public, property, roadways, and project
sites.
Contractors shall be responsible for the proper operation and maintenance of their vehicles and equipment
and shall ensure that all drivers and operators are properly licensed and qualified.
CONTRACT TERM
The term of this contract shall be for one (1) year. The County reserves the right to extend any
contract, on an annual basis (or any portion thereof) and by mutual agreement, for up to three (3)
additional years and shall be subject to the same terms and conditions as set forth in the original
agreement. Under no circumstances will the term of this contract, including any extensions thereto,
exceed four (4) years. This procurement will result in a multi-source award. There is no guarantee that
the option will be exercised on any or all of the awarded contracts. There is no guarantee of a task order
on any or all of the awarded contracts. The County will abide by all portions of New Mexico State
Statute 13-1-154, regarding contract limits and terms.
GENERAL LIABILITY INSURANCE
The Contractor shall submit proof of insurance, or evidence of the ability to obtain such coverage, with
its bid. All insurance policies shall be issued by companies authorized to provide insurance in the State
of New Mexico. Within ten (10) days following the Notice of Award, the successful Bidder shall
procure, furnish, and maintain throughout the duration of the contract a comprehensive general liability
insurance policy. This policy shall provide coverage with limits of not less than $1,000,000 per
occurrence for bodily injury, including death, and property damage.
The required insurance coverage shall apply to all operations performed under the contract and shall
include coverage for the use of all owned, non-owned, and hired automobiles, vehicles, and other
equipment, whether used on or off the work site.
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 IFB. 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 bid.
Procurement Administrator
AdriAnne Granger, CPO
Phone: 575-887-9511 Ext. 2525
Fax 575-628-3275
Email: agranger@eddycountynm.gov
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IFB 26-03
WATER SERVICES
II. DEFINITION OF TERMINOLOGY
This section contains definitions that are used throughout this procurement document, including appropriate
abbreviations.
"Bidder" is any person, corporation, or partnership who chooses to submit a sealed bid.
"Bid Sample" means a sample furnished by a bidder that shows the characteristics of an items offered in the
bid.
"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.
"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.
"Contract" or "Agreement" means a written agreement for the procurement of items of tangible personal
property or services.
"Contractor" means a successful Bidder who enters into a binding contract.
"County" means the County of Eddy, State of New Mexico.
"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.
"Descriptive Literature" means information available in the ordinary course of business that shows the
characteristics, construction or operation of an item.
"F.O.B. Destination" means goods are to be delivered to the destination designated by the user which is the
point at which the user accepts ownership or title of the goods. Laws of New Mexico specifically prohibit
acceptance of ownership of goods in transit. Any exception to F.O.B. Destination may cause a bid to be
declared non-responsive.
"Invitation for Bids" or "IFB" means all documents, including those attached or incorporated by reference,
used for soliciting sealed bids. Also known as "Invitation to Bid" or "ITB"
"Local public body" means every political subdivision of the state and the agencies, instrumentalities and
institutions thereof, including two-year post-secondary educational institutions, school districts and local
school boards and municipalities, except as exempted pursuant to the Procurement Code.
"Mandatory" refers to the terms "must", "shall", "will", "is required" or "are required" which identify a
mandatory item. Failure to meet a mandatory item or factor may result in the rejection of the submitted bid.
"MDT" & "MST" mean Mountain Daylight Time (MDT) and Mountain Standard Time (MST). Usage is
dependent on which is in effect on the specified date.
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IFB 26-03
WATER SERVICES
"Procurement Administrator" means the person or designee authorized by the County to manage or administer
a competitive procurement; also referred to as "Purchasing Agent," and "Chief Procurement Officer."
"Procuring agency of the County" means the department or other subdivision of the County of Eddy that is
requesting the procurement of services or items of tangible personal property.
"Product" means an item of tangible personal property which is defined in the New Mexico Procurement
Code as tangible property other than real property having a physical existence, including but not limited to
supplies, equipment, materials and printed materials.
"Purchase Order" or "PO" means the document which directs a Contractor to deliver items of tangible personal
property or services pursuant to an existing, valid Contract.
"Purchasing" means the County of Eddy Purchasing Office or the Eddy County Purchasing Agent.
"Purchasing Agent" or "PA" means the Purchasing Agent for the County of Eddy.
"Responsible Bidder" means a Bidder who submits a responsive bid 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 Invitation for Bids.
"Responsive Bid" means a timely submitted bid which conforms in all material respect to the requirements
set forth in the Invitation for Bids. Material respects of an Invitation for Bids include, but are not limited to,
price, quality, quantity and delivery requirements.
"Services" means the furnishing of labor, time or effort by a Contractor not involving the delivery of a specific
end product other than reports and other materials which are merely incidental to the required performance.
"Services" do not include construction.
"State agency" means any department, commission, council, board, committee, institution, legislative body,
agency, government corporation, educational institution or official of the executive, legislative or judicial
branch of the government of the State of New Mexico.
"Successful Bidder" means the lowest priced Responsible Bidder to whom Eddy County, based on the
County's evaluation, makes an award. A Successful Bidder does not become a Contractor until the County
signs the Contract signed and submitted by the Bidder.
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IFB 26-03
WATER SERVICES
III. GENERAL REQUIREMENTS
This procurement will be conducted in accordance with the New Mexico Procurement Code (13-1-28
NMSA 1978) and the Eddy County Procurement Policy.
1. Acceptance of Conditions Governing the Procurement
By signing and submitting a bid, Bidders indicate their acceptance of the Conditions Governing the
Procurement. Submission of a Bid constitutes acceptance of the Technical Requirements, Award
Requirements, and Needs as described in this document by Eddy County.
2. Incurring Cost
Any cost incurred by the bidder in preparation, transmittal, presentation of any bid or material, or
negotiation associated with its response to this IFB shall be borne solely by the bidder.
3. Prime Contractor Responsibility
Any contract that may result from this IFB shall specify that the prime contractor is solely responsible for
fulfillment of the contract with the County. The County will only make contract payments to the prime
contractor.
4. Subcontractors
Use of subcontractors is not allowed under this solicitation.
5. Bidders' Rights to Withdraw Bid
Bidders will be allowed to withdraw their bid at any time prior to the deadline for receipt of bids. The
approval or denial of withdrawal requests received after the deadline for receipt of the bids is governed
by the applicable procurement regulations.
6. Bid Offer Firm
Responses to this IFB, including prices, will be considered firm for ninety (90) days after the due date for
receipt of bids.
7. No Obligation
This procurement in no manner obligates Eddy County or any of its departments or other subdivisions to
the eventual lease, purchase, etc., of any tangible personal property offered or services proposed until a
valid written contract is approved by the Procurement Administrator and other required approval
authorities.
8. Termination
This IFB may be canceled at any time, and all bids may be rejected as a whole or in part when the County
determines such action to be in the best interest of the County.
9. Sufficient Appropriation
Any contract awarded as a result of this IFB process may be terminated if sufficient appropriations or
authorizations do not exist. Such termination will be affected by sending written notice to the contractor.
The County's decision as to whether sufficient appropriations and authorizations are available will be
accepted by the contractor as final.
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IFB 26-03
WATER SERVICES
10. Legal Review
The County requires that all Bidders agree to be bound by the General Requirements contained in this
IFB. Any bidder concerns must be promptly brought to the attention of the Procurement Administrator.
11. Governing Law
This procurement and any agreement with Bidders that may result shall be governed by the laws of the
State of New Mexico.
12. Basis for Bid
Only information supplied by the County in writing through the Procurement Administrator or in this IFB
should be used as the basis for the preparation of bids.
13. Bidder Qualifications
The County may reject the bid of any bidder who is not a responsible bidder or fails to submit a responsive
Bid as defined in Sections 13-1-83 and 13-1-85 NMSA 1978.
14. Right to Waive Minor Irregularities
The County reserves the right to waive minor irregularities at its discretion.
15. Change in Contractor Representatives
The County reserves the right to require a change in contractor representatives if the assigned
representatives are not, in the opinion of the County, meeting its needs adequately.
16. Notice
The Procurement Code, Sections 13-1-28 through 13-1-199 NMSA 1978, imposes civil, misdemeanor
and felony criminal penalties for its violation. In addition, the New Mexico criminal statutes also impose
felony penalties for bribes, gratuities and kickbacks.
17. County Rights
The County reserves the right to accept all or a portion of a bid.
18. Ownership of Bids
All documents submitted in response to this IFB shall become the property of the County.
19. Ambiguity, Inconsistency or Errors in IFB
Bidders shall promptly notify the Procurement Administrator, in writing, of any ambiguity, inconsistency
or error which they discover upon examination of this IFB.
20. Confidentiality
No information submitted in relation to this IFB may be confidential. This document, all bids submitted
under this solicitation, and any additional documents will be made public information upon award,
pursuant NM State Law.
21. Electronic mail address required
A large part of the communication regarding this procurement will be conducted through the Eddy County
Procurement Portal or by electronic mail (e-mail). Bidder shall have a valid e-mail address to register or
to receive this correspondence.
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