IFB 2026-0322-PW_JL Heavy Equipment Lease Rental and Purchase Services

SANTA FE COUNTY
PUBLIC WORKS DEPARTMENT
INVITATION FOR BIDS
IFB No. 2026-0322-PW/JL
Heavy Equipment Lease, Rental, and Purchase Services
May 2026
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SANTA FE COUNTY
Table of Contents
BIDDING DOCUMENTS
Advertisement for Bids ................................................................................................................. 2
Bid Instructions ............................................................................................................................. 3
Bid Proposal ...............................................................................................................................11
Bid Sheets / Pricing Sheets ................................................................................................... 12-14
APPENDICES
A. Acknowledgement of Receipt of Invitation to Bid Form ......................................................16
B. Campaign Contribution Disclosure Form .............................................................................17
C. Resident Veterans Preference Certification ...........................................................................20
D. Equipment Specifications .....................................................................................................21
E. Sample Agreement ................................................................................................................29
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ADVERTISEMENT
INVITATION FOR BID
Heavy Equipment Lease, Rental, and Purchase Services
IFB No. 2026-0322-PW/JL
The Santa Fe County Public Works Department requests sealed bids from licensed and insured vendors to
provide Equipment Lease, Rental, and Purchase of Heavy Equipment Services for Public Works operations,
subject to funding availability and County approval, including the furnishing of heavy construction and
maintenance equipment on an as-needed basis to support County operations, roadway maintenance,
infrastructure improvements, and public works projects throughout Santa Fe County.
A completed bid package must be submitted in a sealed container indicating the bid title and number
along with the bidding firm's name and address clearly marked on the outside of the container. All bids
must be received by 2:00 PM on Thursday, June 11, 2026, at the Santa Fe County Purchasing
Division located at 102 Grant Avenue, Santa Fe, NM 87501. By submitting a bid for the requested
materials and/or services each firm is certifying that their bid is in compliance with the regulations and
requirements stated within this IFB.
A NON-MANDATORY Pre-Bid Meeting will be held at 10:00 AM (MDT) on Tuesday, May 12, 2026, via
Microsoft Teams. Please use the Teams link provided below, meeting number 264 540 240 700 81, passcode
WH6aK9z4, or join by phone at (773) 352-2011, conference ID 222 108 81#. Attendance is not mandatory but
is highly recommended https://www.microsoft.com/en-us/microsoft-teams/join-a-meeting.
EQUAL OPPORTUNITY EMPLOYMENT: All qualified bidders will receive consideration of
contract(s) without regard to race, color, religion, sex, national origin, ancestry, age, physical and mental
handicap, serious mental condition, disability, spousal affiliation, sexual orientation or gender identity.
Information on Invitation for Bid Documents will be available by visiting the Santa Fe County website
at https://www.santafecountynm.gov/finance/purchasing-division/current-bid-solicitations or by
contacting Jack Love, Santa Fe County Purchasing, by telephone at (505) 986-6209, email at
jalove@santafecountynm.gov.
Santa Fe County Public Works
Publish: May 3-4, 2026
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BID INSTRUCTIONS
Bids are requested by Santa Fe County Public Works Department for Heavy Equipment Lease, Rental,
and Purchase Services on an as-needed basis to support roadway maintenance, construction support
activities, emergency response, snow removal, drainage work, and other County operations throughout
Santa Fe County. Bids may be held for ninety (90) days subject to all action by the County. Santa Fe
County reserves the right to reject any and all bids in part or in whole.
The bids shall be based upon the material descriptions, units, and estimated quantities shown on the
attached bid sheets. Final payment will be made upon quantities completed in accordance with the
specifications, measured and accepted by the County, paid at the unit prices contained in the bid.
The Contractor shall furnish all labor, operators (if requested), transportation, maintenance, fuel,
supervision, and equipment necessary to provide the requested services in accordance with the IFB
requirements and specifications. The bid shall include all permits, fees, overhead and profit, and
incidental costs in the bid amounts. All applicable taxes shall not be included in the bid amounts.
All applicable laws and ordinances and the rules and regulations of all authorities having jurisdiction
over the project shall apply to the Contractor and all agreements between the Contractor and the County.
1. LOCATION AND DESCRIPTION OF WORK:
The Santa Fe County Public Works Department is requesting sealed bids from qualified vendors to
provide Heavy Equipment Lease, Rental, and Purchase Services on an as-needed basis for County
operations.
Services may include the lease or short-term rental of heavy equipment and related machinery, with or
without operators if requested by the County, to support roadway maintenance, drainage improvements,
snow removal, emergency response, construction support, and other public works activities. Services
may also include the direct purchase of equipment items when determined to be in the best interest of
the County and subject to available funding.
Equipment may be required at various County facilities, maintenance yards, roads, and project locations
throughout Santa Fe County, New Mexico. Delivery locations and rental durations shall be identified
by the County at the time of each request or purchase order.
Equipment categories may include, but are not limited to:
Motor Graders
Backhoes
Wheel Loaders
Excavators
Dozers
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Dump Trucks
Rollers
Water Trucks
Skid Steers
Other related heavy equipment
Santa Fe County intends to establish one or more price agreements with responsive and responsible
bidders to ensure equipment availability and timely service when needed.
2. TIME AND PLACE OF RECEIVING AND OPENING BIDS: The date, time, and
location for receipt and opening of bids are set forth in the Advertisement for Bids. Any
bid received after the stated deadline will not be considered and may be returned unopened.
3. SPECIFICATIONS: Equipment furnished under this IFB shall be in safe operating
condition, properly maintained, clean, and suitable for intended use. All equipment shall
comply with applicable federal, state, and local safety requirements. Additional
specifications may be identified in the bid sheets or purchase order. Refer to Appendix D
for detailed equipment specifications.
4. CONTRACT TIME: CONTRACT TIME: The initial term of this Agreement shall be four (4)
years from the date of execution. The County may, at its sole discretion, renew the Agreement for
up to three (3) additional two (2) year terms, for a total term not to exceed ten (10) years. Renewal
is subject to County approval and the availability of funding.
5. COPIES OF BIDDING DOCUMENTS: The Invitation for Bid Documents will be
available by visiting the Santa Fe County website at
https://www.santafecountynm.gov/finance/purchasing-division/current-bid-solicitations or by
contacting Jack Love, Santa Fe County Purchasing, by telephone at 505-986-6209, email
at Jalove@santafecountynm.gov.
Bidders shall use complete sets of Bidding Documents in preparing bids; neither the County
nor the Purchasing Division assumes responsibility for errors or misinterpretations resulting
from the use of incomplete sets of Bidding Documents.
6. PRE-BID CONFERENCE: A NON-MANDATORY Pre-Bid Meeting will be held 10:00
AM (MDT) on Tuesday, May 12, 2026, via Microsoft Teams.
7. BIDDER'S REPRESENTATION: By submitting a bid the bidder represents that: a) the
bidder has read and understands the Bid Documents and Contract Documents; b) the bid is
made in compliance with the Bid Documents and Contract Documents; c) The bidder has
become familiar with local conditions under which the Work is to be performed, and has
correlated the bidder's personal observations with the requirements of the proposed Contract
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Documents; d) the bidder has familiarized itself with federal, state and local laws, ordinances,
rules, and regulations affecting performance of the Work; and e) the bid is based upon the
materials, equipment and systems required by the Bid Documents without exception; and f) the
County shall rely on these representations.
8. INTERPRETATIONS/ADDENDA: All questions about the meaning or intent of the
contract documents shall be submitted to the Procurement Specialist in writing.
Questions received less than seven (7) calendar days prior to the date for opening of bids
will not be answered. Only questions answered by formal written addenda will be binding.
Oral and other interpretations or clarifications will be without legal effect. Written
questions or inquiries in relation to the Invitation for Bid will be directed to:
Jack Love, Procurement Specialist Senior
Santa Fe County Purchasing Division
102 Grant Avenue
Santa Fe, NM 87501
Phone: (505) 986-6209
Email: jalove@santafecountynm.gov
Addenda will be transmitted to all bidders listed on the official Bid Holder's List.
Copies of addenda will be made available for inspection wherever Bid Documents are on
file for that purpose. Each addendum shall be part of the contract documents as specified
in the written contract, attached to these specifications.
Addenda will be issued no later than seven (7) calendar days prior to the date for receipt of
bids except an addendum withdrawing the request for bids or one which includes
postponement of the date for receipt of bids.
Each bidder shall ascertain prior to submitting a bid that the bidder has received all addenda
and the bidder shall acknowledge receipt in the bid.
9. RESIDENT PREFERENCE: If a bidder wishes to be given preference in this
procurement, it is required to submit its certificate or certificate number issued by the State
Purchasing Agent with the bid prior to the bid submittal time and date deadline. Preference
will not be given to a bidder who does not submit its certificate or certificate number that
can be verified with the State Purchasing Office. The certificate must be under the bidder's
business name as represented in its bid. The bidder's certificate must indicate whether the
bidder is certified as a resident business. Application of preference by the County shall be
provided as described at Section 13-1-21 (A)-(L) and Section 13- 1-21.2 NMSA 1978, of
State Procurement Code.
10. SUBCONTRACTORS, SUPPLIERS AND OTHERS: The Contractor shall remain fully
responsible for all goods and services provided under this Agreement, including any
equipment leased, rented, sold, delivered, maintained, repaired, transported, or operated
through subcontractors, suppliers, or other third parties.
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a. The Contractor shall identify in its bid any subcontractors or third parties it intends to utilize
in the performance of this Agreement.
b. No subcontracting or assignment of substantial portions of the work shall occur without prior
written consent of Santa Fe County.
c. Use of subcontractors or suppliers shall not relieve the Contractor of responsibility for
compliance with all specifications, delivery schedules, warranties, licensing, insurance,
safety requirements, or any other obligations of the Agreement.
d. Santa Fe County reserves the right to request replacement of any subcontractor or third party
whose performance, qualifications, or compliance is reasonably unsatisfactory.
e. The Contractor shall be solely responsible for payment of subcontractors, suppliers, and all
persons furnishing labor, materials, equipment, transportation, or related services.
11. EQUIVALENT EQUIPMENT / SUBSTITUTIONS: Any manufacturer names,
Model numbers, descriptions, or specifications contained in this Invitation for Bids are
used solely to establish a minimum standard of quality, capacity, compatibility, and
performance.
a. Bidders may propose equivalent equipment or products, provided the substituted item meets
or exceeds all stated specifications and intended use requirements.
b. The burden of proving equivalency shall rest solely with the Bidder. Santa Fe County
reserves the right to determine whether any proposed substitute is equal to or better than the
item specified and whether it is in the best interest of the County to accept such substitution.
c. Any proposed substitutions should be clearly identified in the bid response with supporting
specifications, brochures, or technical documentation.
12. LABOR, LICENSING, AND REGULATORY COMPLIANCE: The Contractor
shall comply with all applicable federal, state, and local laws, regulations, ordinances,
licensing requirements, and safety standards related to the furnishing, lease, rental, sale,
delivery, operation, maintenance, and repair of equipment provided under this Invitation
for Bids.
a. If any services requiring professional, commercial, or trade licensing are performed
under this Agreement, the Contractor and any subcontractors shall maintain all
required licenses, permits, registrations, and certifications throughout the term of
the Agreement.
b. The Contractor shall be solely responsible for payment of wages, benefits, taxes,
insurance, and compensation owed to its employees, agents, and subcontractors.
c. Santa Fe County reserves the right to request evidence of compliance with
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applicable licensing, registration, insurance, or regulatory requirements at any time.
13. BID FORM: The bid forms are included in the bidding documents; additional copies may be
obtained from the Santa Fe County Purchasing Division.
a. Bid forms must be completed in either ink or typewritten. The bid price of each item on
the form must be stated in numerals and written words; in case of an error in extensions
in the unit price schedule, the unit price shown in written words shall govern.
b. Bids by corporations must be executed in the corporate name by the president or a vice
president (or other corporate office accompanied by evidence of authority to sign) and
the corporate seal shall be affixed and attested by the secretary or an assistant secretary.
The corporate address and state of incorporation shall be shown below the signature.
c. Bids by partnerships must be executed in the partnership name and signed by a partner,
their title must appear under their signature and the official address of the partnership
must be shown below the signature.
d. All names must be typed or printed below the signature.
e. The bid shall contain an acknowledgment of receipt of all addenda (the numbers of which
shall be filled in on the bid form).
14. QUALIFICATION OF BIDS: Bidders shall be regularly engaged in the business of leasing,
renting, supplying, transporting, maintaining, or servicing the equipment offered under this IFB.
a. Bidders shall maintain all business licenses, registrations, permits, insurance, and
operating authority required by applicable federal, state, and local law for the goods and
services offered.
b. If any portion of the services requires a professional, commercial, or trade license, the
bidder and any subcontractor performing that portion of the services shall maintain the
required license(s) throughout the term of any resulting Agreement.
c. Santa Fe County reserves the right to request evidence of qualifications, licensing,
insurance, experience, equipment availability, financial responsibility, or other
information necessary to determine bidder responsibility.
15. SUBMISSION OF BIDS: Bids shall be submitted at the time and place indicated in the
"Advertisement for Bids" of this IFB and shall be enclosed in an opaque sealed envelope or
sealed package clearly marked with the IFB number, IFB title, and the name and return address
of the bidder. Bids shall include all required forms and documents identified in this IFB. All
blanks shall be completed where applicable. Conditional bids may be considered non-responsive
and may be rejected.
The sealed bid package shall be addressed to:
Jack Love, Procurement Specialist Senior
Santa Fe County Purchasing Division
102 Grant Avenue
Santa Fe, NM 87501
Phone: (505) 986-6209
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Email: jalove@santafecountynm.gov
16. MODIFICATION AND WITHDRAWAL OF BIDS: A bid may not be modified, withdrawn
or canceled by the bidder following the time and date designated for the receipt of bids, and each
bidder so agrees to these conditions by submitting a bid. Prior to the time and date designated
for receipt of bids, a bid submitted may be modified or withdrawn by notice to the County at the
address designated for receipt of bids. Such notice shall be in writing and signed by the bidder.
Upon receipt, such written confirmation shall be date- and time-stamped by the County on or
before the date and time set for receipt of bids. A modification of a bid shall be worded as not to
reveal the amount of the original bid.
17. GROSS RECEIPTS TAXES: The amount of the bid shall exclude applicable New Mexico
Gross Receipts Taxes or applicable local option taxes. The applicable gross receipts tax or
applicable local option taxes shall be computed and shown as a separate amount on each request
for payment made under the contract.
18. CONSIDERATION OF BIDS: Bids received on time will be opened publicly. The County
may review bids for responsiveness, required signatures, pricing, addenda acknowledgment,
bidder responsibility, references, equipment availability, and compliance with this IFB.
19. BID OPENING PROCEDURE: The person or persons opening bids shall verify timely receipt
and review each bid for substantial responsiveness to the requirements of this Invitation for Bids.
At the public opening, the County may read aloud the name of each bidder and total bid amount(s), if
applicable.
Following opening, bids may be reviewed for the following:
a. Completed Bid Proposal and Bid Form with required signatures.
b. Acknowledgment of addenda, if applicable.
c. Completed pricing sheets.
d. Required affidavits and certifications.
e. Evidence of bidder responsibility, qualifications, licensing, insurance, and ability to perform.
f. Compliance with all material requirements of the IFB.
Failure to provide material required information may result in the bid being determined non-responsive.
20. BIDS TO REMAIN OPEN: All bids shall remain open for ninety (90) days after the day of the
bid opening.
21. AWARD OF CONTRACT: The County reserves the right to reject any and all bids and waive
any and all informalities or technicalities and the right to disregard all nonconforming or
conditional bids or counter proposals.
a. Award(s) may be made to the lowest responsive and responsible bidder(s) whose pricing and
availability are determined to be in the best interest of the County. The County may make
multiple awards.
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22. PREFERENCES IN EQUIPMENT AND MATERIAL: The County has no preference
for brand, manufacturer, model, or type of equipment except as needed to meet minimum
specifications, but will consider all processes, types of equipment or kinds of material
offered on a usual competitive basis if they are in fact equal to that specified and will
accomplish the purpose intended. The County reserves the right to be the sole judge as to
whether or not a different process, type of equipment or kind of material offered is in fact
equal to that specified.
23. LICENSE OR ROYALTY FEES: Licenses and/or royalty fees for products or for
processes must be paid for directly by the contractor.
24. PERMITS: The Contractor shall obtain and maintain any permits, registrations, licenses,
or approvals required for the transportation, delivery, operation, or lawful use of
furnished equipment and related services.
25. COLLUSION: No bidder shall be interested in more than one bid. Collusion among
bidders or the submission of more than one bid under different names by any firms or
individual shall be cause for rejection of all bids in question without consideration.
26. QUANTITIES: Payment will be made for actual hours, days, weeks, deliveries, pickups,
operators, and approved services utilized.
27. PROTEST PROCEDURE: Any bidder who is aggrieved in connection with procurement
may protest to the County Purchasing Manager as set forth in Resolution No. 2006-
60 by the Board of County Commissioners. A copy of Resolution No. 2006-60 is
available upon request. The protest must be in writing and be submitted within fifteen
(15) days after the facts or occurrences. The complete procedures and requirements regarding
protests and resolution of protests are available from the Santa Fe County Purchasing Division
upon request. The protest must be delivered to the Santa Fe County Purchasing Division:
Santa Fe County Purchasing Division
P.O. Box 276
Santa Fe, New Mexico 87504
Protest will not be accepted by facsimile or other electronic means. Protest received
after the deadline will not be accepted.
28. CONTRACTOR'S QUALIFICATION STATEMENT: A bidder to whom award of a
contract is under consideration shall submit, upon request, information and data
sufficient to demonstrate that its financial resources, equipment inventory, service
capabilities, personnel, experience, references, and overall responsibility are
adequate to satisfactorily provide the equipment rental services, related services, and
any goods described in the Bidding Documents.
29. WARRANTY: Contractor warrants all equipment furnished shall be safe, operable,
maintained, and fit for intended use during rental period.
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