2026-0350-PW Automotive Parts & Supplies IFB

SANTA FE COUNTY
PUBLIC WORKS
DEPARTMENT
INVITATION FOR BIDS
IFB NO. 2026-0350-PW/BM
RE-BID
AUTOMOTIVE PARTS, EQUIPMENT, TIRES &
MISCELLANEOUS SUPPLIES
APRIL 2026

IFB No. 2026-0350-PW/BM
Table of Contents
BIDDING DOCUMENTS
Advertisement ..........................................................................................................................3
Bid Instructions .........................................................................................................................4
General Term and Conditions ...................................................................................................6
Supplemental Terms and Conditions ......................................................................................13
Contract Objectives .................................................................................................................15
Bid Form .................................................................................................................................17
Bid Sheet .................................................................................................................................18
APPENDIX A (Acknowledgement of Receipt Form) ...........................................................24
APPENDIX B (Campaign Contribution Disclosure Form) ...................................................25
APPENDIX C (Resident Veterans Preference Certification) ................................................28
APPENDIX D (Sample Price Agreement) ............................................................................29
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IFB No. 2026-0350-PW/BM
ADVERTISEMENT
AUTOMOTIVE VEHICLE PARTS, EQUIPMENT, TIRES AND
MISCELLANEOUS SUPPLIES
IFB No. 2026-0350-PW/BM
The Santa Fe County Public Works Department is requesting bids for the purpose of procuring
automotive vehicle parts, equipment, tires and miscellaneous supplies. Santa Fe County intends to
award a multiple source price agreement pursuant to Section 13-1-153 NMSA 1978. 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. A completed bid package shall 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 (MST), Tuesday, June 9, 2026 at the Santa Fe County,
Purchasing Division located at 102 Grant Avenue, Santa Fe, NM 87501. The Bid Opening will
be held in person and via Microsoft Teams by using the meeting ID: 245 123 778 796 963,
passcode: s5WH64gy or by calling (773) 352-2011 phone conference ID: 692 123 912#. 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.
There will not be a pre-bid conference. If you have any questions concerning this IFB, please email
Brandon Martinez at bimartinez@santafecountynm.gov no later than Wednesday, May 13, 2026.
An addendum will be issued on Friday, April 15, 2026 to those who submit an Acknowledgement
of Receipt Form.
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 for 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 Brandon Martinez, Santa Fe County Purchasing or by telephone at (505) 995-9551
or email at bimartinez@santafecountynm.gov.
BIDS RECEIVED AFTER THE DATE AND TIME SPECIFIED ABOVE WILL NOT BE
CONSIDERED AND WILL BE REJECTED BY SANTA FE COUNTY.
Santa Fe County Public Works & Fire Department
Published: May 03 & 04, 2026
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IFB No. 2026-0350-PW/BM
BID INSTRUCTIONS
1. All bids shall be submitted on the Santa Fe County "Invitation For Bids" forms provided
herein.
2. All bids must be received no later than 2:00 PM (MST), Tuesday, June 9, 2026 at the
Santa Fe County Purchasing Division, 102 Grant Avenue (First Floor), Santa Fe, NM
87501.
Mailing Address: Hand Delivery and Courier:
Santa Fe County Purchasing Division Santa Fe County Purchasing Division
Attn: Brandon Martinez Attn: Brandon Martinez
PO Box 276 102 Grant Avenue, 1st Floor
Santa Fe, NM 87504-0276 Santa Fe, NM 87501
The Bid Opening will also be held via Microsoft Teams by using the meeting ID: 245 123
778 796 963, passcode: s5WH64gy or by calling (773) 352-2011 phone conference ID:
692 123 912#. in case you are unable to join in-person.
https://www.microsoft.com/en-us/microsoft-teams/join-a-meeting
If a bidder submitting a bid chooses to stay for the bid opening, only ONE (1) person
representing the firm may be in the conference room. If you plan on attending in-person
please email Brandon Martinez, Procurement Specialist Senior, at
bimartinez@santafecountynm.gov.
3. Bids must be submitted in a sealed envelope or container and be clearly marked with the
words: Sealed Bid Enclosed, IFB No. 2026-0350-PW/BM. Bids that are not submitted in a
sealed envelope or container will not be accepted.
4. Filing time marked or stamped on the sealed envelope or container by the Santa Fe County
Purchasing Division shall be the official time of receipt of the bid.
5. All bids shall remain sealed until the date and time specified in the "Advertisement" on Page
2 of this bid package.
6. To preclude possible errors and/or misinterpretations, bid prices shall be affixed in ink legibly
written or typed. In case of discrepancy, amounts stated in words shall govern.
7. Acknowledgement of Receipt Form
Interested bidders should hand deliver or return by e-mail, by registered or certified mail the
"Acknowledgement of Receipt Form" that accompanies this document (See "Appendix A") to
have their organization placed on the procurement distribution list. The form should be legibly
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IFB No. 2026-0350-PW/BM
completed and signed by an authorized representative of the organization, dated and returned
by close of business on Tuesday, June 9, 2026.
The procurement distribution list will be used for the distribution of written responses to
questions and any IFB amendments.
8. Campaign Contribution Disclosure Form
Bidders must complete and submit with their bid the Campaign Contribution Disclosure Form,
"Appendix B".
9. Double-sided documents
All submitted bids/proposal documents will be double-sided, pursuant to Santa Fe County
Resolution 2013-7, Adopting Sustainable Resources Management Principles, Section 2.A.
Waste Reduction and Reuse... "all documents are to be double-sided, including those that are
generated by outside entities using County funds and by consultants and contractors doing
business with the County".
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IFB No. 2026-0350-PW/BM
GENERAL TERMS & CONDITIONS
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. Bids may be
withdrawn upon receipt of written request prior to the scheduled bid opening for the purposes
of correction and/or change. Such modifications shall be properly identified and signed or
initialed by the Bidders authorized representative or agent. Resubmission of the modified bid
must be received within the specified time of bid opening in order to be considered.
2. Method of Award, if applicable: Santa Fe County reserves the right to award a "Multiple
Source Award" pursuant to Section 13-1-153 NMSA 1978, to the bidder(s) submitting the
lowest responsive bid(s) meeting or exceeding specifications and terms and conditions for
those items.
3. Notification of Award: The successful Bidder(s) shall be notified in writing within five (5)
working days of contract award. The successful Bidder(s) will be issued subsequent purchase
order(s) for goods and/or services as predicated by the Scope of Work, Specifications or
supplemental agreement, if applicable, prepared by Santa Fe County.
4. Delivery: Time is of the essence for purposes of this solicitation. All damages resulting from
late delivery of goods or services shall be the responsibility of the bidder.
All items bid or services are to be delivered F.O.B. Santa Fe County, at a site to be determined
by the County at the time a purchase order is released, except specifically set forth herein. In
the event of failure of the bidder to deliver in accordance with this requirement, the bidder shall
be liable to the County for late delivery liquidated damages in the amount of $100.00 each day
the materials and services are delivered late.
At the option of the County Purchasing Manager, the County may invoke the default provisions
of the contract for late performance in addition to the liquidated damages referred to above.
5. Payment Terms: Santa Fe County has a period of net thirty (30) days from acceptance of
goods or services to pay the contractor.
6. Applicable Taxes: Bid prices offered by interested bidders are not to include applicable taxes.
The County agrees to pay all applicable taxes where required. Santa Fe County is exempt from
paying taxes on supplies and goods. The awarded bidder may request a non-taxable transaction
certificate (NTTC) from the Purchasing Division.
7. Estimated Quantities: All bidders understand that any quantities stated in this IFB are
estimated quantities and those actual quantities may vary. Santa Fe County assumes no
liability in the event actual requirements do not equal the stated estimated quantities. Actual
purchases by the County for materials and/or services stated in this IFB are contingent upon
available funding.
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IFB No. 2026-0350-PW/BM
8. Inspection and Acceptance: Final inspection and acceptance of materials will be made by the
County at the point of delivery. Non-conforming materials shall be rejected by the County and
shall be removed by the bidder at its own risk and expense promptly upon notification of the
non-conformance.
9. Warranties: The bidder agrees that the goods and/or services furnished under this IFB shall
be covered by most favored commercial warranties the bidder gives to any customer for such
goods and/or services and that the rights and remedies provided herein shall extend to the
County and are in addition to and do not limit any rights afforded to the County by any other
clause in any resulting order. The bidder agrees not to disclaim warranties of fitness for a
particular purpose and warranty of merchantability.
10. Invoice Requirements: The contractor(s) invoice shall be submitted in triplicate, duly
certified, and contain at a minimum the following information to be acceptable to the County:
*
Purchase order number
*
Invoice number
*
Unit/Hourly/Discount prices (include extended totals)
*
Complete descriptions of goods and/or services rendered
*
Separate invoices shall be issued for each completed shipment, project or phase
of services
11. Rights to Cancel: The County reserves the right to cancel all or any part of any resulting order
without cost to the County if the contractor(s) fails to meet material provisions of the order,
and except as otherwise provided herein, to hold the 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 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 County 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
County provided in this paragraph shall not be exclusive and are in addition to other rights
provided under applicable laws.
12. Bidders Certification: In submitting a bid, the bidder certifies that it has not directly or
indirectly entered into actions that may restrict open and effective competition for items subject
to this IFB by the County.
13. 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).
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IFB No. 2026-0350-PW/BM
14. 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.
15. Rejection of Bids: The County 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 offer it deems to be in the best interest of Santa Fe County, giving due consideration
to prices, quality of goods or services, distribution and delivery facilities available and time of
delivery.
16. 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 bidder 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.
17. Interpretation of Meaning: No interpretation of the meaning of the specifications or other
documents will be made to any bidder orally. Each request for interpretations shall be in writing
to Brandon Martinez, Santa Fe County, Purchasing Division at 102 Grant Avenue, First Floor,
Santa Fe, NM, 87501, through e-mail at bimartinez@santafecountynm.gov and to be given
consideration must be received at least seven (7) working days prior to the date fixed for the
receipt of bids.
18. Communication: Direct communication with the County, other than through the
aforementioned individual, may result in the elimination of the bidder's offer from
consideration.
19. IFB Corrections: Any and all interpretations and supplemental instructions will be in the form
of written addenda to the IFB which, if issued, will be e-mailed, faxed or other means
determined by the County as reasonable to expedite this process to all prospective firms prior
to the date fixed for the receipt of bids. A new bid opening schedule may be set to allow for
modification and resubmission of bids. Failure of any bidder to receive any such addenda or
interpretations shall not relieve such bidder from any obligation under their bid as submitted.
All addenda so issued shall become part of the contract documents and shall be
acknowledged by the bidder on the bid sheet hereto attached.
20. Brand Names and Model Numbers, if applicable: Specifications in this IFB are not meant
to be restrictive, but 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 which would require additional delivery time, expense or modifications of the
original design may be rejected.
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IFB No. 2026-0350-PW/BM
21. Item Description(s), if applicable: All items on all pages of the specification are
representative of the desired sizes and dimensions and as such are intended as guides to bidders
in the preparation of bids. Bids of equivalent items will be considered for award if (1) such
items are clearly identified by manufacturer's name, brand, and model number, if any, in the
offer; (2) descriptive literature or other such data is provided to show that the equivalent items
are equal to the brand name; and (3) the County determines such items to be equal in all
material respects to the salient specifications of the products required.
22. Compatibility or Brand Name(s), if applicable: 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.
23. Evaluation and Determination of Product(s): The evaluation of bids and the determination
as to equality of the product or service proposed shall be the responsibility of the County and
will be based on information provided in the bid and/or information reasonably available to
the County.
24. Two or more identical bids: If two or more identical low bids are received, the County will
apply the process described at Section 13.1.110 NMSA 1978, of the State Procurement Code.
25. Collusion: No bidder shall submit more than one bid in response to this IFB. 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. Protest Procedure: Any bidder who is aggrieved in connection with procurement may protest
to the County Procurement Manager as set forth in Board of County Commissioners Resolution
No. 2006-60. A copy of Resolution No. 2006-60 is available upon request.
27. Consideration of Bids: Bids received on time will be opened publicly and will be read aloud,
and an abstract of the amounts of the Base Bids and Alternates or Bid Items, if any, will be
made available to the bidders. Each bid shall be open to public inspection under the Public
Records Act.
28. Bid Security: Bid Security in the amount of one thousand dollars ($1,000.00) shall
accompany the bid. Security may be in the form of a certified check or bank cashier's check
made payable to Santa Fe County or a bid bond issued by a surety licensed to conduct business
in the State of New Mexico, or other surety in form satisfactory to the County. The Bid
Security of the successful bidder will be retained until the bidder has executed the Agreement,
whereupon the bid security will be returned. If the bidder fails to execute and deliver the
Agreement within ten (10) days of Notice of Award, the County may cancel the Notice of
Award and the Bid Security of that bidder will be forfeited. The Bid Security of any bidder
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IFB No. 2026-0350-PW/BM
whom the County believes to have a reasonable chance of receiving the award may be
retained by the County until either the seventh day after the executed Agreement is
delivered by the County to the Contractor and the required Contract Security is
furnished, or the sixty-first day after the bid opening, whichever is earlier. Bid security
of other bidders will be returned within thirty (30) days of the bid opening.
Bid Security in the form of checks, except the Bid Security of the two lowest bidders, will be
returned immediately following the opening and checking of the bids. The retained Bid
Security of the unsuccessful of the two lowest bidders, if in the form of a check, will be returned
within fifteen (15) days following the award of contract. The retained Bid Security of the
successful bidder, if in the form of a check, will be returned after a satisfactory contract bond
has been furnished and the contract has been executed. Bid Securities in the form of Bid Bonds
will be returned only upon the request of the unsuccessful bidder, but will be released by the
County Purchasing Agent after the Notice to Award is sent by the County.
29. Insurance Requirements: At a minimum upon execution of the Agreement between the
County and the contractor, the contractor shall furnish to the County, Certificates of Insurance
naming Santa Fe County as an additional insured on the insurance coverage set forth in the
terms and conditions of the Service Agreement.
30. Bribes, Gratuities and Kickbacks: The Procurement Code, Sections 13-1-28 through 13-1-
199 NMSA 1978, imposes civil and misdemeanor criminal penalties for code violations. In
addition, the New Mexico criminal statutes impose felony penalties for bribes, gratuities, and
kickbacks.
31. Double-sided documents: All submitted bids/proposal documents shall be double-sided,
pursuant to Santa Fe County Resolution 2013-7, Adopting Sustainable Resource Management
Principles, Section 2. A. Waste Reduction and Reuse..." all documents are to be double-sided,
including those that are generated by outside entities using County funds and by consultants
and contractors doing business with the County.
32. Living Wage: Contractor shall comply with the requirements of the Santa Fe County
Ordinance 2014-1 (Establishing a Living Wage).
33. Preferences in Procurement:
A. New Mexico In-state Preference/Native American In-State
Preference
New Mexico law, 13-1-22 NMSA 1978, provides a preference in the
award of a public works contract for an "in-state resident business."
Application of a resident business preference for any Offeror requires the
Offeror to provide a copy of a valid and current certificate as a resident
business. Certificates are issued by the New Mexico Taxation and Revenue
Department.
If an Offeror submits with its proposal a copy of a valid and current in-state
resident business certificate, 8% of the total weight of all evaluation factors
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