ON-CALL ARCHITECTURE SERVICES FOR EDDY COUNTY

EDDY COUNTY
STATE OF NEW MEXICO
REQUEST FOR PROPOSAL 26-03
On-Call Architecture Services for Eddy County
Commodity Code(s): 906-00, 906-04, 906-07, 906-10, 906-38
EDDY COUNTY
101 W. GREENE ST.
CARLSBAD, NM 88220
Issued Date: May 4, 2026
Proposal Deadline: May 21, 2026, at 2:00 PM MST

RFP 26-03 On-Call Architecture Services for Eddy County
Contents
EDDY COUNTY ELECTRONIC PROCUREMENT PORTAL ............................................. 3
I. INTRODUCTION ..................................................................................................................... 4
II. DEFINITION OF TERMINOLOGY ..................................................................................... 7
III. SEQUENCE OF EVENTS ..................................................................................................... 8
IV. GENERAL REQUIREMENTS ........................................................................................... 10
V. FEDERAL REQUIREMENTS .............................................................................................. 17
VI. RESPONSE - FORMAT AND ORGANIZATION ............................................................ 19
VII. EVALUATION .................................................................................................................... 20
VIII. EVALUATION PROCESS ............................................................................................... 22
Appendices ................................................................................................................................... 23
ACKNOWLEDGEMENT OF RECEIPT FORM ................................................................... 24
LETTER OF TRANSMITTAL FORM .................................................................................... 25
STATEMENT OF COMPLIANCE ........................................................................................... 26
CONFLICT OF INTEREST DECLARATION ....................................................................... 27
AFFIDAVIT OF NON-COLLUSION ....................................................................................... 28
CAMPAIGN CONTRIBUTION DISCLOSURE FORM ....................................................... 29
COST PROPOSAL ..................................................................................................................... 31
SAMPLE AGREEMENT A-26-XX ........................................................................................... 32
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RFP 26-03 On-Call Architecture Services for Eddy County
EDDY COUNTY ELECTRONIC PROCUREMENT PORTAL
Eddy County has partnered with Euna Procurement, formerly known as Bonfire Interactive,
to move all IFB 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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RFP 26-03 On-Call Architecture Services for Eddy County
I. INTRODUCTION
PURPOSE OF THIS REQUEST FOR PROPOSALS
Eddy County is hereby seeking formal, sealed proposals from qualified companies authorized
to do business in the State of New Mexico to provide General Architectural Services on an as
per job basis for local, state, federally funded infrastructure and capital projects. These projects
involve a variety of architectural disciplines listed within this RFP. This procurement will
result in a multiple source award.
SCOPE OF WORK
The successful Offeror(s) will provide various architectural services as directed by and under
the supervision of designated County personnel, pursuant to set standards for such services
and by conditions of any project's specifications and contract documents. The services to be
performed may consist of any of the following architectural professional services but are not
limited to:
a. Evaluation, programing, design, bidding, contract administration and construction
management of new building construction and improvements to existing buildings and
other Architectural projects or related improvements. The services to be provided
during each phase are listed below and shall include all consulting services required
by the Architect to complete the services described herein.
Evaluation & Planning Services
Site Master Plans
Programming
Existing Facilities Surveys
As-builts of Existing Facilities
Conditions Assessment
Economic Feasibility Studies
Site Analysis, Selection and Development Planning
On Site & Off Site Utility Studies
Environmental Studies and Reports
Zoning Review
Prepare grant application
Grant management
Design Services
Code Review
Civil Design
Development of Standard Specifications
Architectural Design
Interior Design
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RFP 26-03 On-Call Architecture Services for Eddy County
Structural Design
Mechanical Design
Electrical Design
Sustainable Design experience desirable
Materials Research and Specifications
Cost Estimating
Architectural Renderings/Models
Independent Design Review/Third Party Design Review
Bidding
Bidding Documents
Addenda/Responding to Offeror's Inquires
Bidding
Analysis of Alternates and Substitutions
Bid Evaluation
Contract Administration and Construction Management
Submittal Evaluations
On-site inspection of work
Supplemental Documentation
Change Order Evaluation
Start up Assistance
Record Drawings
Operations and Maintenance Programing
Warranty Review
Project Close-out
b. Technical support, surveying, drafting, geotechnical investigations and testing,
potholing, environmental services, cultural resource studies, construction phase
assistance, inspection services, civil, structural, electrical and mechanical
engineering studies, reports and analysis. Offerors to be selected shall be qualified to provide
architectural services in all of the above listed tasks.
c. Coordination with other local, state and federal agencies may be required
d. Compensation: The fee for each "project" will be a lump sum total including
reimbursable expenses based on the scope of services necessary to complete the
individual project. Architect's fee will be based on information provided by the
County in a written Task Order Form, wherein the individual projects will be defined.
The fee breakdown will be based on typical phased services as indicated below:
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RFP 26-03 On-Call Architecture Services for Eddy County
A. Programming
B. Schematic Design Phase
C. Design Development Phase
D. Construction Documents Phase
E. Bidding Phase
F. Construction Phase
G. Acceptance of Project and Delivery of Record Drawings
H. Reimbursable
*Architect must be a licensed Architect in the State of New Mexico and qualified in all
aspects of the aforementioned criteria.
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.
PROFESSIONAL LIABILITY INSURANCE
The successful offeror shall maintain professional liability insurance throughout the duration
of the contract with a minimum coverage of: Comprehensive General Liability - $1,000,000
per occurrence, $2,000,000 General Aggregate, Professional Liability - $1,000,000 per
occurrence, $2,000,000 General Aggregate. Occurrence type, if available, if not "claims made"
type with a minimum of a six (6) year tail. The County will be named as an additional insured
on said policy and will be provided with an updated certificate of insurance on an annual basis.
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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RFP 26-03 On-Call Architecture Services for Eddy County
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 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.
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RFP 26-03 On-Call Architecture Services for Eddy County
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 5/4/2026
2. Return Acknowledgement of Receipt Offeror 5/11/2026
3. Deadline to Submit Questions Offeror 5/13/2026
4. Response to Questions Posted Procurement Administrator 5/18/2026
5. Submission of Proposal Offeror 5/21/2026 @ 2:00 PM MST
6. Proposal Evaluation Evaluation Committee 5/21/2026 - 5/29/2026
7. Interviews Procurement Administrator As needed
8. Intent to Award RFP BOCC 6/9/2026
15 DAYS AFTER RFP
9. Protest Deadline Offeror
AWARD
*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
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RFP 26-03 On-Call Architecture Services for Eddy County
1. Issue RFP
This Request for Proposal (RFP) is being issued by the Eddy County Procurement
Administrator on behalf of Eddy County.
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
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.
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RFP 26-03 On-Call Architecture Services for Eddy County
e.) Proposals will be opened by the Procurement Administrator via the Procurement Portal at the
scheduled date and time for the submission of proposals.
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 (as needed)
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,
however, proposals may be accepted and evaluated without such discussion. Discussion
SHALL NOT be initiated by the Offerors.
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 an offer 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
Request for Proposal 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
IV. GENERAL REQUIREMENTS
This procurement will be conducted pursuant to the Competitive Sealed Proposals process as
defined in NMSA 1978, Section 13-1-111. Both the solicitation and any resulting contract
will comply with all applicable requirements of the New Mexico Procurement Code.
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