ANNUAL AUDIT SERVICES

EDDY COUNTY
STATE OF NEW MEXICO
REQUEST FOR PROPOSALS 25-13
Annual Audit Services
Commodity Code(s): 918-04,946-20
EDDY COUNTY
101 W. GREENE ST
CARLSBAD, NM 88220
Issued: March 23, 2026
Proposals Due: April 9, 2026 at 2:00PM MST

Contents
I. INTRODUCTION .............................................................................................................................................. 1
II. DEFINITION OF TERMINOLOGY ............................................................................................................... 3
III. CONDITIONS GOVERNING THE PROCUREMENT ................................................................................... 5
IV. RESPONSE FORMAT AND ORGANIZATION ............................................................................................ 12
V. EVALUATION ..................................................................................................................................................... 14
ACKNOWLEDGEMENT OF RECEIPT FORM .................................................................................................. 16
LETTER OF TRANSMITTAL FORM ................................................................................................................... 17
STATEMENT OF COMPLIANCE ......................................................................................................................... 18
CONFLICT OF INTEREST DECLARATION ...................................................................................................... 19
AFFIDAVIT OF NON-COLLUSION ..................................................................................................................... 20
NEW MEXICO RESIDENT BUSINESS PREFERENCE .................................................................................... 21
CAMPAIGN CONTRIBUTION DISCLOSURE FORM ...................................................................................... 22

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@co.eddy.nm.us

EDDY COUNTY
RFP 25-13 - ANNUAL AUDIT SERVICES
I. INTRODUCTION
A. PURPOSE OF THIS REQUEST FOR PROPOSALS
Eddy County is hereby seeking formal, proposals from qualified companies authorized
to do business in the State of New Mexico to provide audit services, conduct the
required annual external financial audit of Eddy County and prepare the fiscal year-end
financial statements for the County. Firms must be approved by the New Mexico
Office of the State Auditor to conduct financial and compliance audits for Eddy
County. Auditors must be certified public accountants with current permits to practice
in the State of New Mexico and registered with the New Mexico State Board of Public
Accountancy.
B. SCOPE OF PROCUREMENT AND SPECIFICATIONS
Each year the County's financials must be audited by audit firm authorized to conduct
government audits and listed on the NM State Auditor's list of approved audit firms.
The successful firm will develop an audit report to be made to the Eddy County Board
of County Commissioners for approval with any applicable findings, recommendations
and determination regarding whether the County is operating satisfactorily on a fiscal
level, and pursuant to the NM State Auditor Rule for the current fiscal year.
The Contractor shall prepare the financial statements and conduct a financial and
compliance audit of the general-purpose financial statements and the combining,
individual funds, and account group financial statements of Eddy County for the fiscal
year ending June 30, 2026. Contractor will prepare the schedules for compliance with
the single audit and federal single audit. Such audit shall be conducted in accordance
with auditing standards generally accepted in the United States of America and with
applicable government auditing standards and requirements for contracting and
conducting governmental audits (2.2.2 NMAC).
The Auditor and the County shall conduct an "entrance" conference no later than
August 20, 2026.
Successful contractor will also be responsible for conducting audit for the Eddy County
Regional Emergency Dispatch Authority (REDA). Costs associated with auditing
REDA shall NOT be included in response to this RFP. After award, a separate audit
contract will be negotiated, endorsed and paid directly through REDA. It is encouraged
that any prior experience with auditing entities similar to REDA be included in the
proposal.
Delivery of the draft Audited Financial Statements to Eddy County and REDA for final
review and approval shall be made no later than November 20, 2026. Copies may be
delivered by email and shall be considered draft until approved by Eddy County and
REDA.
The Auditor will also provide an "exit conference" with the County no later than
November 24, 2026. The exist conference will be held with the Finance Director,
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RFP 25-13 - ANNUAL AUDIT SERVICES
County Manager, 2 Commissioners, a representative from the Treasurer's office and
REDA.
Delivery of the final Audited Financial Statements to Eddy County, REDA, and the
State Auditor's Office shall be made by the Contractor no later than December 1, 2026.
Once approved by the State Auditor's Office, the Auditor shall present the Audited
Financial Statements to the Board of County Commissioners at one of their regularly
scheduled public meetings. After presentation to the County Commission, the Auditor
shall provide copies to the County of all working papers requested by the County.
Additionally, the Auditor shall retain copies of all working papers and reports for a
period of 5 years after the report is issued. Five (5) copies of the Audited Financial
Statements will be provided to Eddy County; such copies shall be in final form and
shall be bound and properly organized. A digital copy must be provided to the Finance
Director at the time the hard copies are provided through email or thumb drive.
C. CONTRACT TERM
The initial term of this contract shall be for one (1) year. The County reserves the right
to extend this contract, on an annual basis (or any portion thereof) and by mutual
agreement, for up to two (2) additional one-year terms. Under no circumstances will
the term of this contract, including any extensions thereto, exceed three (3) years. This
procurement will result in a single source award.
D. PROFESSIONAL LIABILITY INSURNCE
The successful offeror shall maintain professional liability insurance covering any error
or omission committee during the term of the contract. The amount maintained should
be commensurate with the risk assumed.
E. PROCUREMENT ADMINISTRATOR
Eddy County has designated a Procurement Administrator who is responsible for this
procurement and whose name, address, and telephone number are listed below. Any
inquiries or requests regarding this procurement should be submitted to the
Procurement Administrator in writing. Offerors may contact ONLY the Procurement
Administrator regarding the procurement. Other County employees do not have the
authority to respond on behalf of Eddy County. Contacting any other Eddy County
employee, department head or manager in regard to this RFP may result in
disqualification of the potential offeror's proposal.
Procurement Administrator
AdriAnne Granger, CPO
Phone: 575-887-9511 Ext. 2525
Fax 575-628-3275
Email: agranger@co.eddy.nm.us
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RFP 25-13 - ANNUAL AUDIT SERVICES
II. DEFINITION OF TERMINOLOGY
This section contains definitions that are used throughout this procurement document, including
appropriate abbreviations.
"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 offeror 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.
"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.)
"Evaluation Committee" means a body appointed by County management to perform the
evaluation of offeror proposals.
"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.
"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.
"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.
"Offeror" is any person, or entity who chooses to submit a proposal.
"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 referred
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to as "Chief Procurement Officer," or "Chief Procurement Officer," in this document and
attachments.
"Page" means one (1) side of an 8 12 X 11 inch sheet of paper. One (1) 8 12 X 11 inch sheet of
paper printed on both sides constitutes two (2) pages. (See, however, Section III.C for the one
exception to the 8 12 X 11 inch page size limitation.)
"Procuring agency of the County" means the department or other subdivision of Eddy County that
is requesting the procurement of services or items of tangible personal property.
"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.
"Purchasing" means Eddy County Purchasing Office or the Eddy County Chief Procurement
Officer.
"Request for Proposals" or "RFP" means all documents, including those attached or incorporated
by reference, used for soliciting proposals.
"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.
"Responsive Offer" or "Responsive Proposal" 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 proposals include, but are not limited to, price, quality, quantity and delivery
requirements.
"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 concurs with
this requirement." and The [NAME HERE] Company agrees to participate as required."
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III. CONDITIONS GOVERNING THE PROCUREMENT
This section of the RFP contains the general requirements governing the procurement.
A. SEQUENCE OF EVENTS
The Procurement Administrator will make every effort to adhere to the following schedule*:
ACTION RESPONSIBILITY DATE
Issue RFP Procurement
March 23, 2026
Administrator
Return of "Acknowledgment of
Potential Offerors March 30, 2026
Receipt" Form for Distribution List
Deadline to Submit Questions Potential Offerors April 2, 2026
Response to Written Questions/ RFP
Procurement Administrator April 7, 2026
Amendments
Submission of Proposal Offerors April 9, 2026 at 2:00 PM MST
Proposal Evaluation Evaluation Committee April 9-April 14, 2026
RFP Award BOCC April 21, 2026
Approval by State Auditor - Issuance of
State Auditor's Office TBD
Contract
BOCC Approval* and Contract Award BOCC TBD
Protest Deadline Offerors 15 days after Notice of Award
*Subject to change at the discretion of Eddy County
B. EXPLANATION OF EVENTS
The following paragraphs further detail the activities listed in the sequence of events shown in
Section II, Paragraph A.
1. Issue RFP
This RFP is being issued by the Eddy County Procurement Administrator on behalf of the
Eddy County Finance Department.
2. Return of "Acknowledgment of Receipt" Form for Distribution List
Potential Offerors should hand deliver, mail or return by e-mail (preferred method) or fax
the "Acknowledgement of Receipt" form included with this document (see appendices) to
be placed on the procurement distribution list for this RFP. The form should be signed by
an authorized representative of the organization, dated and returned by the close of business
on the date indicated in the Sequence of Events.
The procurement distribution list will be used to notify those that submitted the form of
any written responses to questions and all addenda issued under this RFP. If not received,
potential offeror's name may not be included on the distribution list which may result in
the potential offeror not receiving crucial information that may affect their proposal.
Failure to submit the form by the deadline specified shall constitute a presumption of intent
to not submit and may result in cause for rejection of a proposal if submitted.
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3. Deadline to submit written questions
Potential Offerors may submit written questions as to the intent or clarity of this RFP until
5:00 PM MDT on the date indicated in the Sequence of Events. All written questions must
be sent by e-mail to the Procurement Administrator specified in this RFP. Questions must
be submitted in writing.
4. Response to written questions/RFP Amendments
Written responses to written questions and any RFP amendments will be posted to the
County's Website and may be emailed to parties who submitted questions.
5. Submission 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
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 of proposals will be performed by an Evaluation Committee appointed by
County management and the Procurement Administrator. During this time, the
Procurement Administrator may, at their option, initiate discussions with offerors who
submit responsive or potentially responsive proposals for the purpose of clarifying aspects
of the proposals, but proposals may be accepted and evaluated without such discussion.
Discussions SHALL NOT be initiated by the Offerors.
7. Approval by State Auditor, BOCC Approval and Contract Award
When evaluation is completed and a top-ranking firm is identified, a recommendation for
award will be placed on the agenda for approval in an Eddy County Board of
Commissioner's meeting. Once the Commissioners have approved award, a contract will
be requested through the Office of the State Auditor (OSA). When Eddy County receives
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a contract from the OSA it will be placed on the agenda for Eddy County Board approval
and endorsed by all parties.
Any contract awarded shall be awarded to the offeror whose proposal is most advantageous
to the County, taking into consideration the evaluation factors set forth in this RFP.
8. Protest Deadline
Any protest by an Offeror must be timely and must comply with NMSA 1978 Sections
13-1-172 through 13-1-176, as well as the Eddy County Procurement Policy. The protest
period for timely Offerors is fifteen (15) calendar days following the notice of intent to
award,
Protest must be submitted in writing and must include:
* The name and address of the protestor
* The Request for Proposal (RFP) number
* A detailed statement of the grounds for protest, including any supporting
documentation.
* The specific ruling requested from the Chief Procurement Officer.
Protest may be submitted electronically via email to the Chief Procurement Officer at
agranger@co.eddy.nm.us, or deliver a hard copy to:
Eddy County
Attn: AdriAnne Granger, CPO
101 W. Greene St.
Carlsbad, NM 88220
9. Penalties
The Procurement Code, 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 impose felony penalties for bribes, gratuities and kickbacks.
C. 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
Offerors must indicate their acceptance of the Conditions Governing the Procurement in
the letter of transmittal form. Submission of a proposal constitutes acceptance of the
Evaluation Factors contained in this RFP.
2. Incurring Cost
Any cost incurred by the offeror in preparation, transmittal, presentation of any proposal
or material, or negotiation associated with its response to this RFP shall be borne solely by
the offeror.
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