Twin Lonesome Water Tank Exterior Preparation and Painting Services

THE CITY OF ARTESIA, NM
INVITATION TO BID (ITB)
BID NUMBER 26-0013
BID DESCRIPTION Twin Lonesome Water Tank Exterior
Preparation and Painting Services
DEPARTMENT Water Department
DATE OF OPENING May 21, 2026
TIME OF OPENING 10:00 a.m.
Mayor City Council
Jeff District 1 Raul Rodriguez
Youtsey District 1 Ignacio Mariscal
District 2 Joseph W. Wright
District 2 Jarrod Moreau
District 3 Selah Perkins
District 3 Allen K. Bratcher
District 4 Terry Hill
District 4 Michael Bunt

TABLE OF CONTENTS
ITB 26-0013 - Twin Lonesome Water Tank Exterior Preparation and Painting Services
City of Artesia, New Mexico
BIDDING DOCUMENTS PAGES
3
Advertisement for Bids
Bid Instructions 4 - 5
General Terms & Conditions 6 - 8
Supplemental Terms & Conditions 9 - 10
Scope of Services 11 - 13
Appendix A - Bid Cover Page / Signature Page 14
Appendix B - Cost Response Form 15 - 16
Appendix C - Acknowledgement of Receipt Form 17
Appendix D - Campaign Contribution Disclosure Form 18 - 20
Appendix E - Resident Veteran's Preference Certification 21 - 22
Appendix F - Sample Contract 23 - 35
Appendix G - Bid Submission Checklist 36 - 37
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ADVERTISEMENT FOR BID
ITB # 26-0013 - Twin Lonesome Water Tank Exterior Preparation and Painting Services
City of Artesia, New Mexico
Notice is hereby given that the City of Artesia is requesting sealed bids from qualified
contractors for Twin Lonesome Water Tank Exterior Preparation and Painting Services.
The work generally consists of furnishing all labor, materials, equipment, tools, supervision,
and incidentals necessary to complete the exterior preparation and painting of two water
tanks identified as Lonesome Tank North and Lonesome Tank South, in accordance with the
specifications contained in the Invitation to Bid.
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 21,
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 # 26-0013 - Twin Lonesome Water Tank Exterior Preparation and Painting Services
City of Artesia, New Mexico
* All bids must be received no later than 10:00 AM (Mountain Time) on Thursday,
May 21st, 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, Bid # 26-0013 - Twin Lonesome Water Tank Exterior
Preparation and Painting 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 lump
sum pricing for Tank 1 and Tank 2. 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 shall complete and return the Acknowledgment of Receipt Form
included with this document by email or certified mail, and place it on the procurement
distribution list. The form must be signed by an authorized representative, dated, and
received by the close of business on Wednesday, May 6th, 2026.
The procurement distribution list will be used to distribute written responses to
questions and any ITB amendments.
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Failure to return this form may result in the bidder's organization not being placed on
the procurement 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.
* 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 that the City of Artesia expects the awarded contractor
to enter into 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.
* Bid Submission Checklist (Appendix G)
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 clarity of this ITB until Wednesday, May 6th, 2026, at 5:00 P.M. Mountain
Standard Time/Daylight Time as indicated in the sequence of events. 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. The responses to
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questions will be distributed by Tuesday, May 12th, 2026. Additional copies will be
posted to: https://www.artesianm.gov/292/Purchasing
* Proof of Insurance
Certificates of insurance must accompany the bid package submission, showing
coverage for general liability and workers' compensation. Bids without proof of
insurance may be deemed incomplete.
* References and Qualifications
Bidders must include at least three (3) references that demonstrate relevant
experience or reliability. References may be professional, 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 26-0013 - Twin Lonesome Water Tank Exterior Preparation and Painting 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. Bids may be
withdrawn upon receipt of a written request before the scheduled bid opening for the purposes
of correction and/or change. Such modifications shall be properly identified, signed, or initialed
by the Bidder's authorized representative or agent. The modified bid must be received by the
specified bid opening time to be considered.
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 a 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.
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* 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.
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 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
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
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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.
17. Brand Names and Model Numbers: Specifications in this ITB 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 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.
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For a Bidder to receive preference as a resident business, that Bidder 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. Please note Appendix E.
The preference will be provided to those Bidders that provide Appendix C (completed
and signed) and a valid Resident Veterans Preference Certificate.
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