On-Call Information Technology Services

THE CITY OF ARTESIA, NM
INVITATION TO BID (ITB)
BID NUMBER 26-0005
BID DESCRIPTION On-Call Information Technology Services
DEPARTMENT Police Department
DATE OF OPENING May 28th, 2026
TIME OF OPENING 10:00 a.m.
Mayor City Council
Jeff Youtsey District 1 Raul Rodriguez
District 1 Ignacio Mariscal
District 2 Joseph W. Wright
District 2 Jarrod Moreau
District 3 Allen K. Bratcher
District 3 Selah Perkins
District 4 Terry Hill
District 4 Michael Bunt

ADVERTISEMENT FOR BID
ITB # 26-0005 - On-Call Information Technology Services
City of Artesia, New Mexico
The City of Artesia is seeking bids from qualified vendors to provide on-call IT services, in whole or in part, as
listed in the Invitation to Bid. The selected vendor shall assist with end-user support, network and server
administration, cybersecurity, cloud and email services, fiber repair and upgrades, and maintenance of the
City's phone systems. Services will be provided on an as-needed basis for daily operations, projects, and
emergencies to ensure reliable and secure technology support for the City.
By submitting a bid for the requested services, each bidder certifies that its bid complies with all regulations
and requirements set forth in the Invitation to Bid.
Bid packets may be obtained from the City of Artesia Purchasing Department by contacting Gabrielle
Cronopulos, Purchasing Department, 1805 S. 27th Street, Artesia, NM 88210, or by email at
gcronopulos@artesianm.gov.
Sealed bids must be received by the City of Artesia no later than 10:00 a.m. on May 28th, 2026, at which
time the bids will be publicly opened.
The City of Artesia reserves the right to reject any or all bids and to waive any informal or technical
irregularities in the bidding process.
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BID INSTRUCTIONS
ITB # 26-0005 - On-Call Information Technology Services
City of Artesia, New Mexico
* All bids must be received no later than 10:00 AM (Mountain Time) on Thursday, May 28th, 2026, at
the City of Artesia Purchasing Department, 1805 S. 27th Street, Artesia, NM 88210.
* Bids must be submitted in a sealed envelope or container and be clearly marked with the words:
Sealed Bid Enclosed, ITB 26-0005 On-Call Information Technology Services. Bids not submitted in a
sealed envelope or container will not be accepted.
All bids shall remain sealed until the date and time specified in the "Advertisement for Bids".
To preclude possible errors and/or misinterpretations, bid prices shall be affixed in ink, legibly
written, or typed. In the event of a discrepancy, the amounts stated in words shall govern.
* Bid Cover Page Requirement (Appendix A)
Bidders must complete and sign the Bid Cover Page / Signature Page and include it with their sealed
bid. Failure to include a signed Bid Cover Page will result in the bid being deemed non-responsive.
* Cost Response Form Requirement (Appendix B)
Bidders must complete and submit the Cost Response Form in full, including all hourly rates and
pricing. The form must be signed and included with the sealed bid. Incomplete or unsigned cost
forms will be considered non-responsive.
* Acknowledgment of Receipt Form (Appendix C)
Interested bidders should hand deliver or return by facsimile or by registered or certified mail the
"Acknowledgment of Receipt Form" that accompanies this document to have their organization
placed on the procurement distribution list. The form should be signed by an authorized
organization representative, dated, and returned by the close of business on Tuesday, May 12th,
2026.
The procurement distribution list will be used to distribute written responses to questions and any
ITB amendments.
Failure to return this form may constitute a presumption of receipt and rejection of the
ITB and the potential offeror's organization name shall not appear on the distribution list.
* Campaign Contribution Disclosure Form (Appendix D)
Must be completed, signed, and submitted with the bid. Even if the bidder has no contributions to
disclose. Failure to include this form will render the bid non-responsive.
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* Resident Veteran's Preference Certification (Appendix E)
Optional; submit a valid New Mexico Resident Veteran's Preference Certificate with the completed
form to claim preference points. If not applicable, note "N/A" and include the form.
* Sample Contract (Appendix F)
Attached is a Sample Contract the City of Artesia would expect the awarded contractor to enter
upon review and final approval. This document is provided for reference only to outline the general
terms and conditions that will govern the resulting agreement.
The Sample Contract does not need to be signed or included with the submitted bid package. It is
supplied solely to inform prospective bidders of the contract structure and requirements that will
apply upon award.
* Disclosure of Prior Contract Terminations (Appendix G)
As part of its bid submission, the Bidder must disclose any termination of a contract within the past
fifteen (15) years for services that are the same as, similar to, or related to the services requested
under this Invitation to Bid. This includes terminations for cause, default, convenience, mutual
agreement, or any other basis. For each termination disclosed, the Bidder shall identify the
contracting entity, describe the services provided, state the date of termination, explain the reason
for termination, and provide a brief summary of the surrounding circumstances. If the Bidder has
not had any such contract terminations within the past fifteen (15) years, the Bidder shall clearly
state that no such terminations have occurred.
* Bid Submission Checklist (Appendix H)
The checklist must be completed and included with the bid packet to confirm all required
documents are attached. Bids missing the completed checklist may be considered incomplete.
* Deadline to Submit Written Questions
Potential Bidders may submit written questions to the Chief Procurement Officer about this intent
or the clarity of this ITB until Tuesday, May 12th, 2026. All written questions must be addressed to
the Chief Procurement Officer. Questions shall be clearly labeled, and the Section(s) shall be cited in
the ITB or other document that forms the basis of the question.
* Response to Written Questions
Written responses to written questions will be sent to all potential bidders whose organization
name appears on the procurement distribution list. A copy of the e-mail will be sent to all bidders
who provide an acknowledgment of receipt. Responses to the questions will be distributed by
Thursday, May 14th, 2026. Additional copies will be posted to:
https://www.artesianm.gov/292/Purchasing
* Proof of Insurance
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Certificates of insurance must accompany the bid package submission, showing coverage for general
liability, workers' compensation, professional liability, and cyber liability. Bids without proof of
insurance may be deemed incomplete.
* References and Qualifications
Bidders may include at least three (3) references that demonstrate relevant experience or reliability.
References may be professional or personal, and should include the contact's name, organization (if
applicable), phone number, and a brief description of the relationship or services provided. Failure
to include references may result in the bid being considered non-responsive.
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GENERAL TERMS & CONDITIONS
ITB 26-0005 - On-Call Information Technology Services
City of Artesia, New Mexico
1. Bid Modification and Withdrawal: After bid opening, no modifications of bids shall be permitted. A
Bidder alleging a material mistake of fact after the opening of bids may be permitted to withdraw its bid
upon written request prior to contract award.
2. Notification of Award: The successful Bidder(s) shall be notified in writing within fifteen (15) working days
of contract award. The successful Bidder(s) will be presented with an indefinite quantity control contract for
goods and/or services as predicated by the Scope of Work, Specifications, or supplemental agreement, if
applicable, prepared by the City of Artesia.
3. Location: The location where work is performed can be where the city designates.
4. Payment Terms: All successful Bidders for items/services bid shall be subject to the terms of net thirty (30)
days after receipt of the firm's proper and acceptable invoice(s) by the City.
5. Applicable Taxes: Bid prices offered by interested bidders are not to include applicable taxes. Applicable
taxes shall be specified as a separate line item and will not be included in the bid evaluation. The City agrees
to pay all applicable taxes where required. The City of Artesia is exempt from paying taxes on supplies and
goods. The awarded Bidder may request a nontaxable transaction certificate (NTTC) from the Finance
Department.
6. Estimated Quantities: All Bidders understand that any quantities stated in this ITB are estimated
quantities, and those actual quantities for the term of the contract or purchase may vary. The City of Artesia
assumes no liability in the event actual requirements do not equal the stated estimated quantities. Actual
purchases by the City for materials and/or services stated in this ITB are contingent upon available
appropriated funding.
7. Inspection and Acceptance: Final inspection and acceptance of items, if applicable, will be made at the
Contractor's destination. Non-conforming units shall be removed by the contractor at its risk and expense
promptly upon notification of the non-conformance.
8. Invoice Requirements: The awarded Contractor(s) invoice shall contain the following information to be
acceptable to the City.
* Purchase order number or ITB number
* Invoice number
* Complete descriptions of goods and/or services rendered
* Separate invoices shall be issued for each completed shipment, project, or phase as determined in any
previous order for such goods and/or services.
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9. Rights to Cancel: The City reserves the right to cancel all or any part of any resulting order without cost to
the City if the awarded Contractor(s) fails to meet material provisions of the order, and except as otherwise
provided herein, to hold the awarded Contractor(s) liable for any excess costs associated with the
contractor's default. The awarded Contractor(s) shall not be liable for any excess costs if failure to perform is
due to causes beyond the control of the Contractor(s) and shall not be the fault of negligence of the
contractor. Such causes include, but are not restricted to, acts of God, fires, floods, epidemics, quarantine
restrictions, strikes, freight embargoes, unusually severe weather and defaults of subcontractors due to any
of the above, unless the City can determine that the goods or services to be supplied by the subcontractor
were obtainable from other sources in sufficient time to meet the required delivery schedule. The rights and
remedies of the City provided in this paragraph shall not be exclusive and are in addition to other rights
provided under applicable laws.
10. Bidders Certification: In submitting a bid, the Bidder certifies that it has not, either directly or indirectly,
entered into any agreement, action, or arrangement that restricts open and effective competition for any
item or service solicited under this Invitation to Bid.
11. Compliance with FCRA: Bidders submitting bids shall be in compliance with the Federal Civil Rights Act of
1964 and Title VII of the Act (Rev.1979).
12. Specifications: The apparent silence of the specification as to any detail or apparent omission from them
of detailed description concerning any point shall be regarded as meaning that only the best commercial
practice is to prevail, and only materials and workmanship of first quality are to be used.
13. Rejection of Bids: The City reserves the right to reject any and all bids in part or whole, to waive
technicalities, make single or multiple awards without discussions with Bidders, and to accept the lowest
offer if it deems to be in the best interest of the City of Artesia, giving due consideration to prices, quality of
goods or services, distribution, and delivery facilities available and time of delivery.
14. Interpretation of Bid Specifications: Technical expertise may be required to provide materials that will
conform to all applicable federal, state, and local standards and to function as indicated in the specifications.
The awarded contractor shall be responsible for ensuring that goods and/or services offered meet or exceed
the stated criteria.
ANY EXCEPTIONS TO THE SPECIFICATIONS SHALL BE CLEARLY NOTED AND EXPLAINED.
15. Interpretation of Meaning: No interpretation of the meaning of the specifications or other bid
documents will be made to any Bidder orally. All requests for interpretation or clarification must be
submitted in writing to Gabrielle Cronopulos, Chief Procurement Officer, City of Artesia, 1805 S. 27th Street,
Artesia, NM 88210, or via email at gcronopulos@artesianm.gov. To be given consideration, all written
questions must be received by the written question deadline date specified in this Invitation to Bid.
16. Communication: Direct communication with the City technical representative or government sponsor of
the requirement, other than through the individual, may result in the elimination of the bidder's offer from
consideration.
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17. Brand Names and Model Numbers: Specifications in this ITB are not meant to be restrictive, rather they
are meant to be descriptive. Specifications contained herein reflect the minimum acceptable standards and
are not intended to restrict competition. No substitute specifications may be included; exceptions may be
made only if required to match existing equipment, or conform to pre-existing conditions which preclude
mismatch of sizes, styles, or color. Substitutions that would require additional delivery time, expense, or
modifications of the original design may be rejected.
18. Compatibility or Brand Name(s): Bidders shall clearly indicate that it is offering an "equal" product unless
the Bidder is offering the brand name product(s) referenced in the inquiry. Should any specified brands or
models be listed incorrectly, discontinued or improved the Bidder shall note such changes in its responses
and include the pertinent details regarding the change. In the event the item has been discontinued, the
Bidder will be allowed to propose comparable goods or services along with the necessary supplemental
documentation supporting their position.
19. Evaluation and Determination of Product: The evaluation of bids and the determination as to the
equality of the product or service proposed shall be the responsibility of the City. It will be based on
information provided in the Bid and/or information reasonably available to the City.
20. Resident Business Preference: The New Mexico Procurement Code provides for preference for resident
businesses and Contractors under certain conditions. If applicable, the preference will be provided to those
Bidder that have provided a valid resident business preference certificate with their bid, as required by 13-1-
22 NMSA 1978.
For a Bidder to receive preference as a resident business, that Offeror must submit a copy of their preference
certificate with their bid. The preference certificate must have been issued by the New Mexico Taxation and
Revenue Department after January 1, 2012. Providing only a preference number is unacceptable and will not
qualify the Bidder for any preference.
For more information, reference Sections 13-1-21 and 13-1-22 of the New Mexico Procurement Code.
Preference applications are available for download at:
Resident Business: http://www.tax.newmexico.gov/SiteCollectionDocuments/acd-bp0001.pdf
21. Resident Veterans Preference: Effective July 1, 2012, certain preferences are available to Resident
Veteran Businesses.
The preference will be provided to those Bidders that provide Appendix E (completed and signed) and a
valid Resident Veterans Preference Certificate.
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SUPPLEMENTAL TERMS & CONDITIONS
ITB 26-0005 - On-Call Information Technology Services
City of Artesia, New Mexico
1. Intent of Specifications: The following specifications are intended to describe the requirements of the
City of Artesia. The City reserves the right to accept minor variances in the approved goods and/or services
offered by bidders if such acceptance is determined to be in the City's best interest.
2. Qualified Bidders: Bids may be accepted from vendors and/or factory-authorized dealers who are able
and willing to provide responsive service to the City. Bidder must be able to offer the lowest cost/highest
effectiveness, completely meeting all established state and federal regulations or exceeding the minimum
specifications contained herein. When additional equipment (components) is required to complete a bid
package that the Bidder does not usually supply, such equipment shall be supplied by an authorized
equipment supplier, but shall be the full responsibility of the Bidder.
3. Inspection of Work (If Applicable): Representatives of the City shall have access, at any reasonable time,
to the Bidder's and Manufacturer's facilities for the purposes of inspection during the agreement period to
inspect the recording facility during its normal working hours. The City shall bear the costs associated with
such inspection trips.
4. Late Delivery (If Applicable): It is expressly understood and agreed that, because of the public interest
and because of the monetary losses that the City may incur due to failure to deliver the goods and/or
services described in the contract on time, that time is of the essence in the performance of this contract. It
is agreed that damages resulting from late delivery can neither be accurately anticipated nor calculated. The
following delivery terms and conditions apply to the item(s) described in the specifications:
5. Payment or Acceptance Not Conclusive: No payment made under this Agreement shall be conclusive
evidence of the performance of the contract, either wholly or in part, and no payment made for the delivery
of the items in whole or in part shall be construed as an acceptance of defective work or improper materials
and shall not relieve the Bidder from corrections of the defects. The final acceptance shall not be binding
upon the City or conclusive, should it subsequently develop that the Bidder had furnished inferior items or
had departed from the contract's specifications and/or terms should such conditions become evident, the
City shall have the right, notwithstanding final acceptance, and payment, to cause the services to be
properly furnished in accordance with the specifications (and drawings, if any) at the cost and expense of
the Bidder.
6. Contract Terms and Conditions: The contract between the City and the selected contractor(s) will include
this Invitation to Bid, its General Terms and Conditions, its Supplemental Terms and Conditions, and the
subsequent purchase order for the desired goods and or services. Should a Bidder object to any City terms
and conditions, as contained in this Invitation to Bid, that bidder must propose specific alternative language.
The City may or may not accept the alternative language. General references to the Bidder's terms and
conditions or attempts at complete substitutions are not acceptable to the City and will result in
disqualification of the bid. Bidders must briefly discuss the purpose and impact, if any, of each
proposed change, followed by the specific proposed alternate wording.
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7. Method of Award: The item(s) or services may be awarded to the lowest
Responsible Bidder(s) meeting or exceeding the minimum required specifications for
those items, and this bid may be multi-awarded and multi-termed, contingent upon the City's needs.
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