RFQ 2024-840 Main Ave Plaza

Agency:	City of Aztec
State:	New Mexico
Type of Government:	State & Local
Posted Date:	Oct 5, 2023
Due Date:	Oct 12, 2023
Solicitation No:	RFQ 2024-840
Bid Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

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CITY OF AZTEC

REQUEST FOR QUOTATION

RFQ # 2024-840 Main Avenue Plaza - Exended

THIS IS NOT AN ORDER

ISSUE DATE: 10-05-23 Revised

SUBMIT QUOTES TO:

DUE DATE:

DUE TIME:

Quotes Good

to Date:

10-12-23 Extended

10:00 am

11-12-23

CITY OF AZTEC

Attn: Joni Gay, Finance

Department

201 W Chaco, Aztec NM 87410

EMAIL: jgay@aztecnm.gov

Expected to

Award Date:

10-23-23

PHONE: (505) 334-7656

FAX: (505) 334-7649

Quotes may be submitted via fax,

email, or uploaded to

VendorRegistry.com.

QUESTIONS MAY BE

DIRECTED TO:

Charles Dobey

505-334-7664

cdobey@aztecnm.gov

NAME OF COMPANY SUBMITTING QUOTE: ______________________________________________________________

PAYMENT TERMS

NET 30 DAYS AFTER RECEIPT OF INVOICE

UNLESS DISCOUNT IS OFFERED.

DISCOUNT OFFERED FOR EARLY PAYMENT:

_______ % _______DAYS

DELIVERY/ SERVICE ADDRESS

307 S. Ash Ave.

Aztec NM 87410

FOB DESTINATION – FREIGHT COSTS:

Include all freight in quote.

FOB Destination.

NOTES TO BIDDERS:

Include freight/delivery charge if applicable.

Itemized quote required. Pricing may be submitted on this form or attached to this form.

This form must be submitted and signed on page 2.

Brand Name or Equivalent: Any manufacture name listed is for the purpose of describing the standard of quality,

performance, and characteristics desired. Equivalents exhibiting the same standard of design, function, quality and

performance will be considered. Include complete specifications if quoting an equal substitute.

ITEM

DESCRIPTION

Demolition and hauling off existing

sidewalk, ensure concrete base and

courtyard pavers will be at proper

elevation with street curb.

Installation of 4’ concrete base

foundation (est. 4,000 sq ft), including

ADA ramp.

QTY

UNIT

PRICE PER

UNIT

EXTENDED DELIVERY TIME

PRICE

AFTER ORDER

RFQ 2024-840

ITEM

DESCRIPTION

QTY

UNIT

PRICE PER

UNIT

Installation of dyed and stamped

concrete over base with sealer to protect

against ice melt damage (est. 4,000 sq ft)

See attached scope of work for pattern

Installation of 4” concrete base

4 foundation for outdoor stage area (est.

350 sq ft).

Installation of concrete stairs leading up

to stage area.

ADA compliant grading added to east

ramp exiting to dirt parking area.

Shipping costs shall be included in quote.

CHECK ONE:

Freight IS included in pricing above.

Freight is NOT including in pricing

above. List separately on this line:

Please See Attached Scope of Work.

EXTENDED DELIVERY TIME

PRICE

AFTER ORDER

Total:

DATE OF QUOTE

SUBMITTED BY (Printed Name)

SIGNATURE

(Bidder must sign to validate offer.)

COMPANY NAME

ADDRESS

TELEPHONE

EMAIL ADDRESS

FED TAX ID NUMBER

NM CRS ID NUMBER

RFQ 2024-840

1. CONTRACT DOCUMENTS: The contract documents

shall consist of the Bid/RFQ Documents, any

Addenda issued prior to Due Date, the quote, the

Purchase Order and any separate written

agreement agreed to by the parties. This RFQ is

subject to the Purchase Order Terms and

Conditions and RFQ Requirements and

Specifications.

2. INTERPRETATION OF CONTRACT DOCUMENTS:

If a potential Bidder is uncertain as to the meaning

of any part of the specifications or this RFQ, the

bidder is expected to contact the Purchasing Agent

no less than four (4) days prior to Due Date.

3. EXAMINATION: Bidders shall carefully examine the

Contract documents and the maintenance sites to

obtain first-hand knowledge of existing conditions.

Bidders will not be given extra payment for

conditions, which can be determined by examining

the site and contract documents. It is mutually

agreed that the Bidder has made the examinations,

investigations and test required herein and has

made provisions as to the cost in his bid/quote.

4. DELIVERY: Quote shall be FOB Destination and must

indicate normal lead time and/or best delivery date on the

items listed. Shipping costs shall be included in quote.

New Mexico laws prohibit acceptance of ownership of

goods in transit.

5. DELIVERY/ WORK COMPLETION DATE: Time of proposed

delivery of completion of work must be stated in definite

terms. The City reserves the right to cancel all items not

shipped or work not completed within the period agreed

to by the vendor. In case of default of the successful

bidder, the City may procure the items from other sources

and hold the bidder responsible for any excess cost

occasioned thereby.

6. PREPARATION OF BIDS: Bidders are not required to

provide quotes for every item listed. The City may award

separate items to separate bidders or all to one bidder,

depending upon availability and/or pricing of each item.

7. SUBMITTALS: This RFQ and any required documents

must be received by the Department indicated on the

RFQ by the date and time indicated. Bids/Quotes may be

submitted via email, fax, USPS (or VendorRegistry.com if

published there).

8. AWARD: The City reserves the right to award to multiple

vendors as determined to be in the City’s best interest.

Award will be made to the most responsive, responsible

and qualified vendor with the bid most closely

conforming to the solicitation, whose selection will be

most advantageous to the City. In determining

responsiveness, responsibility and qualifications, the

following will be considered by the City: A.) The bid

which offers all specifications requested and has the least

overall cost to the City of Aztec. B.) Bidder’s experience

and references. Upon request, the bidder shall supply

the City with references, a general history, description,

and status of their company and/ or qualifications.

9. NOTICE OF AWARD: Award notification will be sent to

the vendor receiving the award via mail and/or email.

Award status can obtained by contacting the City

Purchasing Office at (505) 334-7656.

10. MATERIALS: All supplies, materials, and components

quoted shall be new unless indicated otherwise. Any

quotes submitted for used or reconditioned supplies or

components will be considered non-responsive. All

goods shall be delivered completely serviced and ready

for use.

11. CORRECTION OF WORK AFTER FINAL PAYMENT: Final

payment shall not relieve the vendor of responsibility for

faulty materials or workmanship and the vendor shall

promptly remedy any defects due thereto.

12. PERFORMANCE OF CONTRACT: The vendor shall comply

with all laws, ordinances, rules regulations and

specifications that have a bearing on this contract.

13. OPERATIONAL INSTRUCTION: The bidder shall supply

with their bid the latest printed specifications and

advertising literature on the unit (s) they propose to

furnish.

14. ALTERNATE/ EQUIVALENT BIDS: Unless otherwise stated,

any manufacture or brand names listed for the purpose

of describing the standard of quality, performance, and

characteristics desired. Equivalents exhibiting the same

standard of design, function, quality and performance

will be considered. Include complete specifications if

quoting a substitute.

Bidders submitting alternate items, of equal

specifications, may be requested to demonstrate

suitability or provide product samples of the item they

intend to supply for testing. The City Purchasing Agent

shall be the sole judge to determine whether the

alternate item is actually equal to the item identified in

the specifications and the Purchasing Agent’s decision

will be final and binding.

The City recognizes the expertise provided by many

bidders and encourages creativity in bidding. Alternates

may be considered if the bid submitted clearly indicates

what will be furnished and how it will benefit the City.

Alternates will be compared to the lowest responsive,

responsible bid as specified.

15. QUOTE EXPIRATION: Unless otherwise indicated, quotes

must be valid for a minimum of 30 days.

16. CONTAINER DEPOSITS: The City shall not be charged for

container deposits. Seller shall be required to remove

RFQ 2024-840

empty containers.

17. NON-TAXABLE TRANSACTIONS: Tangible personal

property items (parts, supplies) are non-taxable to the

City. A non-taxable certificate, if not previously issued,

will be issued to successful bidders upon request.

18. TAXABLE TRANSACTIONS (such as labor): Pursuant to

Section 13-1-108 NMSA 1978, the total amount of the bid

shall exclude the applicable state gross receipts tax or

applicable local option tax. The City will pay for any taxes

due on the Contract and will pay any increase in

applicable tax which become effective after the date the

Contract is entered into.

Taxes shall be shown as a separate amount in each billing

or request for payment made under contract and shall

separately identify each tax being billed.

19. CORRESPONDENCES: The RFQ Number shall appear on

all quotations and related correspondence.

20. DELIVERY/ COMPLETION DATE: Time of proposed

delivery of completion of work must be stated in definite

terms. Time is of the essence in the placing of this order

and the City of Aztec reserves the right to cancel all items

not shipped or work not completed within the period

agreed to by the vendor. In case of default of the

successful bidder, City of Aztec may procure the items

from other sources and hold the bidder responsible for

any excess cost occasioned thereby.

21. WARRANTIES: The Bidder shall warrant and guarantee all

workmanship performed by the Bidder and materials

supplied by the Bidder for a minimum period of one (1)

year from purchase date, unless otherwise specified in

the specifications.

22. DEFAULT: In event of default by the contractor, the City

reserves the right to procure the commodities and/or

services from other sources, and hold the contractor

liable for any excess cost occasioned thereby.

23. FIRM PRICING: Bid price shall remain firm for the entire

contract period. The City reserves the right to accept any

bid, in whole or in part, and to reject any or all bids if it is

deemed in the best interest of the City to do so. The City

reserves the right to waive any formality or informality in

the process of awarding this bid.

24. CANCELLATION: The City may cancel the contract with

the vendor at any time for vendor poor performance or

vendor breach of contract. Cancellation shall not release

the vendor from legal remedies available to the City.

25. PAYMENT: Original invoices must be presented for

payment in accordance with instructions contained on

the Purchase Order including reference to Purchase

Order number and submitted to the correct address for

processing.

26. PROTESTS: Any protest concerning the award of a

contract shall be decided by the Procurement Specialist.

Protests shall be made in writing to the Purchasing Office

and shall be filed within three (3) business days of final

approval and acceptance of the bid by the City

Commission. A protest is considered filed when received

by the Purchasing Office. The written protest shall

include the name and address of the protestor, the ITB

number, a statement of the specific reasons for the

protest and supporting exhibits. The Purchasing Specialist

will respond to the written protest within seven (7) days.

The Purchasing Specialist’s decision relative to the protest

shall be final.

Upon receipt of a protest the City may, but is not

required to, delay its order under the awarded

contract.

27. ERRORS & OMISSIONS: The City is not responsible

for errors and omissions occurring in the

transmission or download of any documents or

specifications. In the event of any discrepancy

between website information and the hard copy

documents, the terms of the hard copy will control.

28. RESERVATION OF RIGHTS: The City reserves the

right to reject any or all bids failing to meet the

City's specifications or requirements and to waive

technicalities. If in the City's opinion, the lowest

bid is not the most responsible bid, considering

value received for monies expended, the right is

reserved to make awards as determined solely by

the judgment of the City. In determining the

lowest responsible bidder, the City shall take into

consideration the qualities of the articles supplied,

their conformity with the specifications, and their

suitability to the requirements of the City and the

delivery terms. Intangible factors, such as the

Bidder’s reputation and past performance, will also

be weighed.

The Bidder’s failure to meet the mandatory

requirements of the RFQ will result in the

disqualification of the bid from further

consideration.

The City further reserves the right to reject all

bids/quotes and obtain goods or services through

intergovernmental or cooperative agreements, or

to issue a new and revised RFQ.

Submission of a bid/quote confers no rights on the

Bidder/ Contractor to a selection or to a

subsequent contract. All decisions on compliance,

evaluation, terms and conditions shall be made

solely at the City's discretion and shall be made in

the best interest of the City.

29. TERMINATION, CANCELLATION AND DAMAGES:

RFQ 2024-840

This contract may be terminated upon mutual

agreement of both parties.

If the City terminates this Contract because of the

supplier/contractor’s breach, the City shall have the

right to purchase items or services elsewhere and

to charge the supplier/contractor with any

additional cost incurred, including but not limited

to the cost of cover, incidental and consequential

damages and the cost of re-bidding. The City may

offset these additional costs against any sums

otherwise due to the supplier/contractor under this

bid or any unrelated contract.

30. TRANSFER OF OWNERSHIP OR ASSIGNMENT: The

terms and conditions of this contract shall be

binding upon and shall ensure to the benefit of the

parties hereto and their respective successors and

assigns. Prior to any sales or assignments the City

must be notified and approve same in writing.

31. VENUE: By submitting a response, bidder agrees

that venue for all disputes arising out of the

solicitation process, including but not limited to

judicial review of any protest decision, will be

exclusively in the circuit court for the Eighteenth

Judicial Circuit in City of Aztec, New Mexico and

that New Mexico law will control.

32. COOPERATIVE USE AGREEMENT: Use of Contract

by Other Agencies: Pursuant to Section 13-1-129,

NMSA 1978, Bidders /Contractors /Offerors are

hereby notified that any central purchasing office

allowed by law and as otherwise allowed by their

respective governing rules and regulations, may

contract for the goods and/or services included in

this procurement document with the awarded

Bidder /Contractor /Offeror. Contractual

engagements accomplished under this provision

shall be solely between the Bidder /Contractor

/Offeror and the contracting entity with no

obligation by the City of Aztec.

33. BRIBERY: By law (Section 13-1-191, NMSA, 1978)

the City is required to inform Vendors of the

following: (1) it is a third-degree felony under NM

law to commit the offense of bribery of a public

officer or public employee (Section 30-24-1); (2) it

is a third- degree felony to commit the offense of

demanding or receiving a bribe by a public officer

or public employee (Section 30-24-2); (3) it is a

fourth-degree felony to commit the offense of

soliciting or receiving illegal kickbacks (Section 30-

41-1); (4) it is a fourth-degree felony to commit the

offense of offering or paying illegal kickbacks

(Section 30-41-2).

19. CONFLICT OF INTEREST: Bidder warrants that it

presently has no interest and will not acquire any

interest, direct or indirect, which would conflict in

any manner or degree with the performance of

service under this contract. Bidder must notify the

City’s Chief Procurement Officer if any employee(s)

of the requesting department or the Purchasing

Office have a financial interest in the Bidder. If yes,

the Bidder must specify the employee(s) name in

their proposal.

20. DEBARMENT, SUSPENSION, AND INELIGIBILITY: By

submitting a response (RFQ/Bid/Offer) to this solicitation,

the business (Bidder /Offeror /Contractor) represents and

warrants that it is not debarred, suspended, or placed in

ineligibility under the provisions of Federal Executive Order

12549.

34. RENEWAL & EXTENSION: This contract will not be subject

to renewal or extension.

35. SUBCONTRACTORS: No Subcontractors will be

allowed.

36. WITHDRAWAL OF BIDS: Any bid/quote may be

withdrawn prior to the Due Date or authorized

postponement thereof. Any Bid received after the

time and date specified shall not be considered.

37. NEW VENDORS: New vendors are required to

complete a Vendor Packet prior to issuance of the

purchase order.

RFQ 2024-840

RFQ 2024-840 Main Ave Plaza

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