Addendum No. One - 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 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
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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
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* 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 multi-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
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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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RFP 26-11 PRINTING, MAILING, ELECTRONIC NOTICE (E-NOTICE) AND
DOCUMENT DISTRIBUTION SERVICES
*Award is subject to approval of the Board of County Commissioners and per the schedule of their meetings which is
subject to change*
EXPLANATION OF EVENTS
The following paragraphs further detail the activities listed in the sequence of events shown in
Section III.
1. Issue RFP
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.
2. Return Acknowledgment of Receipt
Interested Offerors are encouraged to return the Acknowledgement of Receipt form (located
in the Appendices) by hand-delivery, mail, fax, or preferably by email. The form must be
signed by an authorized representative, dated, and returned by close of business on the date
listed in the Sequence of Events.
Offerors who submit the form will be added to the distribution list to receive written responses
to questions and any RFP amendments. Offerors who fail to submit the form may not receive
crucial updates that could affect their proposal.
3. Deadline to Submit Questions
Interested Offerors may submit written questions about the intent or clarity of this RFP until
the deadline listed in the Sequence of Events. All written questions must be submitted by e-
mail to the Procurement Administrator specified in this RFP. Phone inquiries will NOT be
accepted.
4. Response to Questions
Written responses to submitted written questions, along with any amendments to the RFP, will
be posted on the County's website and Procurement Portal. These updates will also be emailed
to all parties who submitted an Acknowledgement of Receipt form.
5. SUBMISSIONS OF PROPOSAL
a.) Proposal must be received no later than the date and time indicated in this RFP to be
considered. Late submissions will not be accepted or considered.
b.) Any proposal that does not adhere to the specified format, and which does not address each
specification, requirement and criteria within this RFP may be deemed non-responsive and
rejected on that basis.
c.) The Offeror shall assume full responsibility for timely delivery of proposals to Eddy
County.
d.) If a proposal contains an error and the mistake is discovered before the official opening,
the Offeror may modify or withdraw their submission electronically prior to the deadline
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RFP 26-11 PRINTING, MAILING, ELECTRONIC NOTICE (E-NOTICE) AND
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set for proposal opening. To do so, the Offeror must submit a written notice through the
Procurement Portal or by email to the Procurement Administrator. Withdrawn proposals
may be corrected and resubmitted electronically, as long as they are received by the
designated date and time and comply fully with the requirements outlined in the RFP. At
no time may Eddy County personnel assist in the modification, correction, or withdraw of
any proposal prior to the official opening date and time.
6. Proposal Evaluation
The Evaluation Committee may select, and the Procurement Administrator may notify
"finalist" offerors. Only finalist offerors will be invited to participate in the subsequent steps
of the procurement. The Evaluation Committee reserves the right not to utilize the finalist
process if they deem it in the best interest of the County.
7. Interviews & Demonstrations
As part of the evaluation process, the County requires selected Offerors to provide a
demonstration of their proposed solution, products, and/or services. Demonstrations will be
conducted at a date, time, and location (or virtual platform) designated by the County. The
demonstration shall showcase the functionality, capabilities, and features of the proposed
solution and may include responses to County-specific scenarios, workflows, or use cases.
The County may use the demonstration as part of its evaluation and scoring process. Failure
of a selected Offeror to participate in the required demonstration may result in the proposal
being deemed non-responsive or otherwise adversely affect the Offeror's evaluation score.
8. Intent to Award RFP
All awards resulting from this Request for Proposal are subject to approval by the Eddy
County Board of County Commissioners at a duly noticed public meeting. The anticipated
meeting date is identified above and is subject to change at the discretion of the County or
the Board of County Commissioners.
9. Protest Deadline
Any protest by a bidder must be timely, in conformance with, and will be governed by
Sections 13-1-172 through 13-1-176 NMSA 1978 and Eddy County Procurement Policy.
Protests must be written and must include the name and address of the protestor and the
Invitation for Bids number. It must also contain a statement of grounds for protest including
appropriate supporting exhibits, and it must specify the ruling requested. The protest must be
delivered to:
Eddy County
Attn: AdriAnne Granger, CPO
101 W. Greene St.
Carlsbad, NM 88220
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