Project Information

Bid Title

On-Call Information Technology Services

Issuing Agency

Artesia city

Location

New Mexico

Published Date

Apr 30, 2026

Closing Date

May 28, 2026

Government Level

State & Local

Status

Closed

Ref. #

26-0005

Original Source

Join to Access Full Details

Bid Inquiries

Join to Access Full Details

Bid Documents

Join to Access Full Details

Project Description

Bid Number:	26-0005
Bid Title:	On-Call Information Technology Services
Category:	Request for Proposal's & Invitation to Bid's
Status:	Open

Publication Date/Time: 4/30/2026 8:00 AM Closing Date/Time: 5/28/2026 10:00 AM Submittal Information: Sealed bids must be received by the City of Artesia no later than 10:00 a.m. on May 28th, 2026, at w Related Documents: ITB 26.0005 On Call Information Technology Services

Attachment Preview

THE CITY OF ARTESIA, NM

INVITATION TO BID (ITB)

BID NUMBER

BID DESCRIPTION

DEPARTMENT

DATE OF OPENING

TIME OF OPENING

26-0005

On-Call Information Technology Services

Police Department

May 28th, 2026

10:00 a.m.

Mayor

Jeff Youtsey

District 1

District 1

District 2

District 2

District 3

District 3

District 4

District 4

City Council

Raul Rodriguez

Ignacio Mariscal

Joseph W. Wright

Jarrod Moreau

Allen K. Bratcher

Selah Perkins

Terry Hill

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.

2

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.

3

• 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

4

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.

5

Commodity Codes

• NAICS 541511Custom Computer Programming Services
• NAICS 541512Computer Systems Design Services
• NAICS 541513Computer Facilities Management Services
• NAICS 541519Other Computer Related Services

* Disclaimer: Government BidHub provides information on bids, RFPs (Requests for Proposals), and RFQs (Requests for Qualifications) solely for convenience and informational purposes. This site is not an official public notice board. For official details, responses, or inquiries, please contact the relevant government agency directly.