FIRE HYDRANT TESTING FOR EDDY COUNTY FIRE AND RESCUE

EDDY COUNTY
STATE OF NEW MEXICO
INVITATION FOR BIDS
IFB 26-01
Fire Hydrant Testing for Eddy County Fire & Rescue
Commodity Code(s): 340-60; 936-33
EDDY COUNTY PURCHASING
101 W. GREENE ST
CARLSBAD, NM 88220
Issued Date: May 13, 2026
Submission Deadline: June 3, 2026 @ 2:00 PM MST

IFB 26-01 FIRE HYDRANT TESTING FOR EDDY COUNTY FIRE & RESCUE
Contents
EDDY COUNTY ELECTRONIC PROCUREMENT PORTAL ............................................. 1
I. INTRODUCTION ..................................................................................................................... 2
II. DEFINITION OF TERMINOLOGY ..................................................................................... 4
III. GENERAL REQUIREMENTS ............................................................................................ 6
IV. SPECIFIC CONDITIONS ................................................................................................... 11
V. RESPONSE REQUIREMENTS ........................................................................................... 13
VI. BID OPENING, PROCESSING AND AWARD ............................................................... 14
APPENDICES ............................................................................................................................. 16
ACKNOWLEDGEMENT OF RECEIPT FORM ................................................................... 17
ACCEPTANCE OF CONDITIONS GOVERNING THE PROCUREMENT ..................... 18
LETTER OF TRANSMITTAL FORM .................................................................................... 19
OPTIONS, EXCEPTIONS, OR VARIATIONS ............................................................................. 20
RESPONSES TO SPECIFICATIONS AND REQUIREMENTS .......................................... 21
STATEMENT OF COMPLIANCE .......................................................................................... 22
CONFLICT OF INTEREST DECLARATION ....................................................................... 23
AFFIDAVIT OF NON-COLLUSION ....................................................................................... 24
NEW MEXICO RESIDENT BUSINESS PREFERENCE CERTIFICATION .................... 25
CAMPAIGN CONTRIBUTION DISCLOSURE FORM ....................................................... 26
COST FORM ............................................................................................................................... 29
REPLACE WITH CONTRACTORS IRS W-9 FORM .......................................................... 31

IFB 26-01 FIRE HYDRANT TESTING FOR EDDY COUNTY FIRE & RESCUE
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
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IFB 26-01 FIRE HYDRANT TESTING FOR EDDY COUNTY FIRE & RESCUE
I. INTRODUCTION
PURPOSE OF THIS INVITATION FOR BID
The County of Eddy, on behalf of the Fire & Rescue Department, seeks bids from companies qualified to
do business in the State of New Mexico to provide flow testing and marking of hydrants in accordance
with 2019 NFPA 291.
SCOPE OF WORK
Eddy County is soliciting qualified professional vendors to provide comprehensive fire hydrant testing
and maintenance services for Eddy County Fire & Rescue. Services shall include inspection and routine
maintenance of hydrants, including lubrication or oiling of the bonnet, and ensuring that all stems, caps,
plugs, and threads are in proper working condition. Vendors will also be responsible for applying food-
grade anti-seize compound to each hydrant port. All lubricants, oils, and anti-seize materials used must
meet food-grade standards.
Additionally, vendors shall ensure that all vegetation within a three-foot radius of each hydrant is
cleared as part of the maintenance process. Eddy County anticipates awarding contracts to multiple
vendors to fulfill these service requirements.
SPECIFICATIONS AND REQUIREMENTS
Item 1: Hydrant Flow Testing and Marking
Bidder must be familiar with NFPA 291 and trained to perform all testing according to the 2019 edition
of NFPA 291 "Fire Flow Testing and Marking of Hydrants". Flow tests must meet all guidelines listed
in chapter 4 "Flow Testing". Marking of hydrants will be in accordance with chapter 5, and will be
painted according to 5.2.1.2, 5.2.1.3, 5.2.1.4, 5.2.1.5, and 5.2.1.6.
2019 edition of NFPA 291 "Fire Flow Testing and Marking of Hydrants" is available through
http://www.nfpa.org. Each vendor must sign up for a free membership to utilize this electronic copy.
Testers should have a copy of 2019 edition of NFPA 291 available for reference during testing.
Item 2: Hydrant Inspection and Maintenance
Inspect fire hydrant to ensure the following:
1. Tightness of hydrant outlet caps
2. No leaks in outlets or at the top of hydrant
3. No cracks in the hydrant barrel
4. Hydrant drain is clear
5. Turning nut is not worn down with rounded corners
6. There are no damaged nozzle treads
7. Hydrant is accessible
8. There is no corrosion detrimental to hydrant integrity
Maintenance on each hydrant will include:
1. Lubrication or oiling of the bonnet with food grade oil or lubrication according to the manufacturer
specifications
2. Ensure all stems, caps, plugs, and threads are in proper operating condition
3. Put food grade anti-seize on each hydrant port
4. Remove all vegetation within 3 feet of the hydrant
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IFB 26-01 FIRE HYDRANT TESTING FOR EDDY COUNTY FIRE & RESCUE
It is the responsibility of the bidder to be familiar with the different types and brands of hydrants. Bidder
must be familiar with the manufacturer recommended maintenance techniques and follow them for each
manufacturer.
A detailed electronic report will be provided by the vender for all services completed and will include
the hydrant number, location by address, GPS coordinates, all work completed, and any deficiencies
found. This will be provided in PDF format, or another format preapproved by Eddy County Fire &
Rescue.
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@co.eddy.nm.us
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IFB 26-01 FIRE HYDRANT TESTING FOR EDDY COUNTY FIRE & RESCUE
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 26-01 FIRE HYDRANT TESTING FOR EDDY COUNTY FIRE & RESCUE
"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 26-01 FIRE HYDRANT TESTING FOR EDDY COUNTY FIRE & RESCUE
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 26-01 FIRE HYDRANT TESTING FOR EDDY COUNTY FIRE & RESCUE
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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IFB 26-01 FIRE HYDRANT TESTING FOR EDDY COUNTY FIRE & RESCUE
22. Use of Electronic Versions of this IFB
This IFB is being made available by electronic means. If accepted by such means, the bidder
acknowledges and accepts full responsibility to ensure that no changes are made to the IFB. In the event
of conflict between a version of the IFB in the Bidder's possession and the version maintained by the
County, the version maintained by the County shall govern.
23. Contract Terms and Conditions
This document, together with a bid submitted and awarded through the Eddy County Board of
Commissioners, and a Notice of Award, constitutes as a legal and binding contract. The County may
desire or allow an additional or separate contract document to be executed in relation to this procurement
at its discretion.
24. Bidder Qualifications
a) The County may make such investigations necessary to determine the ability of the Bidder to adhere
to the requirements specified within this IFB. The County will reject the bid of any Bidder who is not
a responsible Bidder or fails to submit a responsive bid as defined in Sections 13-1-82 and 13-1-84
NMSA 1978.
b) Bidders must, upon request of the County, provide information and data to prove that the financial
resources, production or service facilities, service reputation and experience are adequate to make
satisfactory delivery of the materials and/or services.
25. Competition
By submitting a bid, bidder certifies that they have not, either directly or indirectly, entered into any action
in restraint of full competition in connection with the bid submitted to the County.
26. Use by Other Government Agencies
By submitting a bid, Bidder indicates that they understand and agree that other local public bodies and
public agencies within the State of New Mexico, if allowed by their governing directives, may contract
for the goods or services included in this procurement document at the discretion of the awarded
Contractor(s). Contractual engagements accomplished under this provision shall be solely between the
awarded Contractor and the contracting government entity with no obligation or liability by Eddy County.
27. Delivery
No Delivery shall be made before a valid Purchase Order is issued. No Bidder, including a Bidder to
whom an award is made, shall deliver any item of tangible personal property, commence services, or start
construction prior to the issuance of a Purchase Order or Notice to Proceed issued by Eddy County.
28. County Furnished Property
County furnished property shall be returned to the County upon request in the same condition as received
except for ordinary wear, tears and modifications ordered here under.
29. Discounts
The Bid Form provides a space for the Bidder to identify prompt payment terms the Bidder is offering, if
any. Prompt payment discounts will not be considered in computing the low bid. Discounts for payment
within twenty (20) days will be considered after the award of the Contract. Discounted time will be
computed from the date of receipt of the merchandise, invoice or billing for services, whichever is later.
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