LOCKSMITH SERVICES FOR EDDY COUNTY

EDDY COUNTY
STATE OF NEW MEXICO
REQUEST FOR PROPOSAL 25-12
Locksmith Services for Eddy County
Commodity Code(s): 910-48; 450-55
EDDY COUNTY
101 W. GREENE ST.
CARLSBAD, NM 88220
Issued Date: March 9, 2026
Proposal Deadline: March 26, 2026, at 2:00 PM

EDDY COUNTY
RFP 25-12 Locksmith Services for Eddy County
TABLE OF CONTENTS
I EDDY COUNTY ELECTRONIC PROCUREMENT PORTAL ........................................... 3
II. INTRODUCTION .................................................................................................................. 4
III. DEFINITION OF TERMINOLOGY ..................................................................................... 8
IV. CONDITIONS GOVERNING PROCUREMENT ............................................................... 10
V. GENERAL REQUIREMENTS ............................................................................................ 14
VI. RESPONSE - FORMAT AND ORGANIZATION ............................................................. 22
VII. EVALUATION .................................................................................................................... 23
VIII. EVALUATION PROCESS ................................................................................................ 266
Appendices .................................................................................................................................. 277
ACKNOWLEDGEMENT OF RECEIPT FORM ....................................................................... 288
LETTER OF TRANSMITTAL FORM....................................................................................... 299
STATEMENT OF COMPLIANCE .............................................................................................. 30
CONFLICT OF INTEREST DECLARATION ...........................................................................311
AFFIDAVIT OF NON-COLLUSION ........................................................................................ 322
NEW MEXICO RESIDENT BUSINESS PREFERENCE CERTIFICATION .......................... 333
CAMPAIGN CONTRIBUTION DISCLOSURE FORM ........................................................... 344
COST PROPOSAL ..................................................................................................................... 366
SAMPLE AGREEMENT A-25-XXX ........................................................................................ 388
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EDDY COUNTY
RFP 25-12 Locksmith Services for Eddy County
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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EDDY COUNTY
RFP 25-12 Locksmith Services for Eddy County
INTRODUCTION
PURPOSE OF THIS REQUEST FOR PROPOSALS
Eddy County ("County") is seeking proposals from qualified, licensed, and bonded
locksmith companies to provide comprehensive on-call locksmith services for our
facilities. A key component of this RFP is the maintenance and management of our
existing Trilogy locks, which are integrated with the Alarm Lock "Air Access" cellular-
based access control platform. This includes a monthly and/or yearly subscription service
for the platform, ensuring real-time management, monitoring, and programming of our
locks.
SCOPE OF WORK
The selected contractor shall furnish all necessary labor, tools, equipment, materials, and
supervision to perform a wide range of locksmith services, with a specialized focus on
our Trilogy lock ecosystem. Services will be provided on a 24/7/365 on-call basis, as well
as for scheduled maintenance and installations.
General Locksmith Services
* Lock Installation & Repair: Installation, repair, and replacement of all types of locks,
including cylindrical, mortise, deadbolt, and panic hardware.
* Key Services: Cutting, duplicating, and re-keying of keys for traditional and electronic
locks.
* Emergency Services: Emergency lockout services, broken key extraction, and urgent
security repairs with specified response times (see response times)
* Hardware Installation: Installation and repair of door hardware, including closers, hinges,
and strikes.
Trilogy "Air Access" Platform Management
The awarded vendor shall be an authorized and experienced installer and manager of
Alarm Lock's Trilogy and "Air Access" products. The scope of work specifically for this
platform includes:
* Platform Subscription: Proposing and managing a monthly or yearly subscription to the
"Air Access" platform, which is required for remote management of our locks.
* Programming & Administration:
* Remotely adding, deleting, and modifying user access credentials (PIN codes,
prox cards, etc.).
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EDDY COUNTY
RFP 25-12 Locksmith Services for Eddy County
* Setting and adjusting access schedules for all managed doors.
* Performing remote lock/unlock and lockdown commands.
* Generating and providing audit trail reports from the "Air Access" platform upon
request.
Troubleshooting & Maintenance:
* Diagnosing and repairing issues with Trilogy locks, gateways, and
communicators.
* Remotely troubleshooting lock connectivity and performance issues.
* Ensuring all Trilogy locks are properly connected to the "Air Access" cloud
platform via the cellular communicators.
* Performing regular on-site maintenance, including battery replacement and
hardware checks, to ensure continuous operation.
Contractor Requirements
Proposers must meet the following minimum requirements:
Technical and Operational Requirements
* Licensing & Insurance: Be a licensed and bonded locksmith company with all
necessary business and insurance credentials.
* Expertise: Demonstrate proven experience with the installation, programming, and
maintenance of Alarm Lock Trilogy and "Air Access" systems.
* On-Call Availability: Provide a 24/7/365 on-call service with a single point of contact
for all service requests, including urgent "Air Access" issues.
* Response Times:
* Emergency Services: Respond to emergency calls within two (2) hours
maximum
* Non-Emergency Services: Respond to non-emergency requests within four (4) to
eight (8) hours, or as scheduled.
* Staffing: Commit to providing a sufficient number of certified technicians who are
specifically trained on the Trilogy and "Air Access" systems.
* Pricing: Provide a comprehensive pricing structure, including hourly rates, a detailed list
of hardware costs, and a clear breakdown of the "Air Access" platform subscription fees.
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EDDY COUNTY
RFP 25-12 Locksmith Services for Eddy County
"Air Access" Platform Subscription Requirements
* The proposal must clearly state the cost for a monthly and/or yearly "Air Access"
subscription. Proposers should indicate if they offer tiered pricing based on the number of
locks or users.
* The proposer must be responsible for all aspects of the subscription, including activation,
billing, and technical support liaison with the manufacturer.
Proposal Submission
Proposals must include the following sections:
* Company Overview: A brief history of the company and a description of services, with a
specific focus on your experience with electronic access control systems and Alarm Lock
products.
* Experience & Qualifications: A list of at least three (3) commercial references for
whom similar Trilogy and/or "Air Access" services were provided.
* Service Delivery Plan: A detailed plan for how on-call and scheduled services will be
executed, including the process for remote lock management and troubleshooting via
"Air Access."
* Pricing Proposal: A comprehensive price sheet that includes all requested rates, a
detailed list of material costs, and a clear, transparent breakdown of the "Air Access"
platform subscription fees.
* Licensing & Insurance: Copies of all relevant licenses and insurance certificates.
SITE VISIT (IF REQUIRED)
If a site visit is desired prior to submitting a proposal, it can be arranged by contacting the
Procurement Administrator. During the site visit, no questions may be asked or answered.
Any questions must be noted and submitted in writing to the Procurement Administrator
for a response. Any information given during the site visit is considered unofficial and
may not be considered or included in the services contract awarded.
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 single-source award.
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EDDY COUNTY
RFP 25-12 Locksmith Services for Eddy County
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.
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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EDDY COUNTY
RFP 25-12 Locksmith Services for Eddy County
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
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EDDY COUNTY
RFP 25-12 Locksmith Services for Eddy County
competitive sealed proposals; also 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."
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EDDY COUNTY
RFP 25-12 Locksmith Services for Eddy County
CONDITIONS GOVERNING PROCUREMENT
This section outlines the general requirements and sequence of events governing this
procurement process.
A. SEQUENCE OF EVENTS
The Procurement Administrator will make every effort to adhere to the following
schedule:
ACTION RESPONSIBILITY DATE
1. Issue RFP Procurement Administrator 3/9/2026
2. Return of Acknowledgement of Receipt Interested Offerors 3/12/2026
3. Deadline to Submit Questions Interested Offerors 3/16/2026
4. Response to Written Questions / Procurement Administrator 3/19/2026
Addenda
5. Submission of Proposal Interested Offerors 3/26/2026 @ 2:00 PM
MDT
6. Proposal Evaluation Evaluation Committee 3/26/2026 - 4/2/2026
7. Interviews (if needed) Procurement Administrator 4/2/2026 - 4/6/2026
8. RFP Award* BOCC 4/21/2026
9. Protest Deadline Offerors 15 days after Notice of
Award
*Schedule is subject to change at the discretion of Eddy County.
B. EXPLANATION OF EVENTS
The following provides additional detail on the sequence of events listed above:
1. Issue RFP
This RFP is being issued by the Eddy County Procurement Administrator on
behalf of the Eddy County Administration department.
2. Return of "Acknowledgement of Receipt" Form for Distribution List
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 written 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
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