ON-CALL ROOFING SERVICES FOR EDDY COUNTY

EDDY COUNTY
STATE OF NEW MEXICO
REQUEST FOR PROPOSAL 25-11
On-Call Roofing Services for Eddy County
Commodity Code(s): 910-66, 910-78, 914-73, 936-70
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 25-11 On-Call Roofing Services for Eddy County
TABLE OF CONTENTS
I. EDDY COUNTY ELECTRONIC PROCUREMENT PORTAL ........................................... 3
II. INTRODUCTION .................................................................................................................. 4
III. DEFINITION OF TERMINOLOGY ...................................................................................... 6
IV. CONDITIONS GOVERNING PROCUREMENT ................ Error! Bookmark not defined.
V. SEQUENCE OF EVENTS ....................................................................................................11
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
NEW MEXICO RESIDENT BUSINESS PREFERENCE CERTIFICATION ............................ 29
CAMPAIGN CONTRIBUTION DISCLOSURE FORM ............................................................. 30
COST PROPOSAL ....................................................................................................................... 32
SAMPLE AGREEMENT A-26-XX .......................................................................................... 35
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EDDY COUNTY
RFP 25-11 On-Call Roofing 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 25-11 On-Call Roofing Services for Eddy County
INTRODUCTION
PURPOSE OF THIS REQUEST FOR PROPOSALS
Eddy County ("County") is seeking proposals from qualified and licensed roofing
contractors to provide on-call roofing services for County-owned facilities on an as-
needed basis. The Contractor shall provide 24/7 emergency on-call services and shall
respond within 48 hours of receiving notification of any reported issue. Services include
roof inspection, repair, replacement, maintenance, and emergency response.
SCOPE OF WORK
The selected Offeror(s) shall provide all labor, supervision, materials, equipment, tools,
transportation, and incidentals necessary to perform roofing services, including but not
limited to the following:
1) General Roofing Services
* Roof inspections and condition assessments
* Preventative maintenance and minor repairs
* Emergency leak repairs and weatherproofing
* Full or partial roof replacement
* Roof restoration and coating systems
* Removal and disposal of existing roofing materials
* Flashing, gutters, downspouts, and related components
2) Roofing Systems
Services may include, but are not limited to:
* Asphalt shingles
* Modified bitumen
* Built-up roofing (BUR)
* Thermoplastic Polyolefin (TPO) roofing systems
* PVC and EPDM membrane systems
* Metal roofing systems
* Tile roofing systems
TPO Certification Requirement:
* Any work involving TPO roofing systems must be performed by
personnel certified by one or more TPO roofing system manufacturers
* All TPO work shall comply with manufacturer specifications and
installation guidelines
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EDDY COUNTY
RFP 25-11 On-Call Roofing Services for Eddy County
* Offerors must be able to provide manufacturer-backed warranties for TPO
roofing systems when applicable
* Failure to maintain required TPO certification during the contract term
may result in contract termination
3) Inspections & Reporting
* Pre-Project inspections and written assessments
* Inspection reports including photographs and recommendations
* Cost estimates and proposed timelines
* Post-project inspections and submission of warranty documentation
* Detailed written reports and supporting documentation for each site visit,
including all preventive maintenance, repair work, and renovation services
performed.
4) Compliance & Standards
* Compliance with all applicable OSHA regulations, New Mexico Building
codes, and industry standards
* Use of materials meeting or exceeding manufacturer and industry
requirements
* Coordination with County staff to minimize disruption to County
operations
5) Emergency Response
* Availability during regular business hours and after-hours, as needed
* Provide 24/7 emergency on-call services and shall respond within 48
hours of receiving notification of any reported issue
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-
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EDDY COUNTY
RFP 25-11 On-Call Roofing Services for Eddy County
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.
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
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.)
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EDDY COUNTY
RFP 25-11 On-Call Roofing Services for Eddy County
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.
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
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EDDY COUNTY
RFP 25-11 On-Call Roofing Services for Eddy County
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."
SEQUENCE OF EVENTS
This section outlines the general requirements and sequence of events governing this
procurement process. 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 -4/9/2026
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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EDDY COUNTY
RFP 25-11 On-Call Roofing Services for Eddy County
must be submitted by e-mail to the Procurement Administrator specified in this
RFP. Phone inquiries will NOT be accepted.
4. Response to written questions / RFP Addenda
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. Submission 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.
6. Proposal Evaluation
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.
Selection / Notification of Finalist
The Evaluation Committee may select, and the Procurement Administrator may
notify "finalist" offerors. Only finalist offerors will be invited to participate in the
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EDDY COUNTY
RFP 25-11 On-Call Roofing Services for Eddy County
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. Contract Negotiations / Finalize Agreement
If necessary, contract negotiations may commence with the most advantageous
offeror. In the event mutually agreeable terms cannot be reached within the time
specified, the County reserves the right to finalize the contract with the next most
advantageous offeror without undertaking a new procurement process.
8. Contract Award
After reviewing the Evaluation Committee Report and the tentative contract, the
Purchasing Agent anticipates the Board of County Commissioners will award the
contract on the date indicated in the Sequence of Event. This date is subject to
change at the discretion of the Board of County Commissioners. Any contract
awarded shall be awarded to the offeror whose proposal is most advantageous to
the County, taking into consideration the evaluation factors set forth in this RFP.
9. Protest Deadline
Any protest by an Offeror must be timely and must comply with NMSA 1978
Sections 13-1-172 through 13-1-176, as well as the Eddy County Procurement
Policy. The protest period for timely Offerors is fifteen (15) calendar days
following the notice of intent to award,
Protest must be submitted in writing and must include:
* The name and address of the protestor
* The Request for Proposal (RFP) number
* A detailed statement of the grounds for protest, including any supporting
documentation.
* The specific ruling requested from the Chief Procurement Officer.
Protest may be submitted electronically via email to the Chief Procurement
Officer at agranger@co.eddy.nm.us, or deliver a hard copy to:
Eddy County
Attn: AdriAnne Granger, CPO
101 W. Greene St.
Carlsbad, NM 88220
Penalties
NMSA 1978, section 13-1-28 through 13-1-199 of the Procurement Code,
imposes civil, misdemeanor and felony criminal penalties for its violation. In
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