Project Information

Bid Title

Vegetation Management at Eagle Draw Flood District

Issuing Agency

Eddy County

Location

New Mexico

Published Date

Mar 19, 2026

Closing Date

Apr 9, 2026

Government Level

State & Local

Status

Closed

Ref. #

IFB 25-09

Original Source

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Bid Documents

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Project Description

Bid Number:	IFB 25-09
Bid Title:	Vegetation Management at Eagle Draw Flood District
Category:	Eddy County Bids
Status:	Open

Description: Eddy County is seeking a qualified, professional vendor to provide vegetation management at the Eagle Draw Flood District. The county anticipates making award to a single vendor and intends to enter into a multi-term contract for services as needed for an initial term of (1) one year with the option to renew for up to (3) three additional one-year terms. Professional care and diligence shall be evident throughout the term of the contract for all services. Specific requirements and technical specifications Scope of work includes annual vegetation maintenance of existing improvements on the Eagle Tumbleweed Dam, channel, drops, diversions, sides of the draw and water channel returns from the Dam to the Pecos River.  Annual maintenance includes, but is not limited to, the following: Follow-up spraying for cat claw, mesquite, salt cedar, cattails, Chinese elm and other wood brush plants on the bottom and sides of the channels, diversions and designated dam areas. Follow-up spraying using an appropriate and approved herbicide in all concrete seams, tri-lock returns, principal spillway inlet and outlet, low flow concrete seams and pipe and concrete water channel returns, including pipeline crossings and drainage ditches on the Navajo Industrial Plant property. All chemical applications will be performed manually. No aerial spraying will be authorized. Contractor shall furnish services as needed throughout the term of contract and shall also furnish and provide all necessary documentation and assistance to the Flood Commissioner in connection with same, to the satisfaction of the Flood Commissioner. All work will be done under the direct supervision of the Flood Commissioner. Original invoices must be submitted to and approved by Flood Commissioner. Final authorization by the Eddy County Commission may be required. Contractor shall furnish and deliver all properly completed projects in accordance with the schedule and the timetable determined by the Flood Commissioner or assignee. During a wet year, Contractor may be required to spray the low flow channel and the area between U.S. 285 Bridge and the West property fence of the Navajo Industrial Plant. Contractor may be required to spray numerous times to ensure the weed control complies with the City of Artesia's Weed Ordinance. Publication Date/Time: 3/19/2026 5:30 PM Closing Date/Time: 4/9/2026 2:00 PM Business Hours: Monday-Thursday 7:00am-5:00pm Related Documents: IFB 25-09 Vegetation Management at Eagle Draw Flood District

Attachment Preview

EDDY COUNTY

STATE OF NEW MEXICO

INVITATION FOR BIDS

IFB 25-09

Vegetation Management at Eagle Draw Flood District

Commodity Code(s): 988-14; 988-26

EDDY COUNTY PURCHASING

101 W. GREENE ST

CARLSBAD, NM 88220

Issued Date: March 19, 2026

Submission Deadline: April 9, 2026 @ 2:00 PM MST

IFB 25-09 VEGETATION MANAGEMENT AT EAGLE DRAW FLOOD DISTRICT

Table of Contents

I. GENERAL CONDITIONS............................................................................................................................. 1

II. ELECTRONIC PROCUREMENT PORTAL ................................................................................................. 1

III. DEFINITION OF TERMINOLOGY .............................................................................................................. 2

IV. GENERAL REQUIREMENTS ...................................................................................................................... 4

RESIDENT/VETERAN PREFERENCE…………………………………………………………………….8

V. SPECIFIC CONDITIONS .............................................................................................................................. 9

VI. RESPONSE REQUIREMENTS……………………………………………………………………………13

VII. BID OPENING, PROCESSING, AND AWARD………………………………………………………….13

Forms

ACKNOWLEDGEMENT OF RECEIPT ............................................................................................. BID FORM 1

ACCEPTANCE OF CONDITIONS GOVERNING THE PROCUREMENT............................................ BID FORM 2

LETTER OF TRANSMITTAL ............................................................................................................ BID FORM 3

RESPONSES TO SPECIFICATIONS AND REQUIREMENTS ........................................................ BID FORM 4

COST FORM....................................................................................................................................................... BID FORM 5

STATEMENT OF COMPLIANCE...................................................................................................... BID FORM 6

CONFLICT OF INTEREST DECLARATION………………………………………………….……BID FORM 7

AFFIDAVIT OF NON-COLLUSION………………………………………………….……………..BID FORM 8

NEW MEXICO RESIDENT BUSINESS PREFERENCE CERTIFICATION…………………..…..BID FORM 9

CAMPAIGN CONTRIBUTION DISCLOSURE……………………………………..……………..BID FORM 10

REPLACE WITH CONTRACTORS IRS W-9…………………………………….………………..BID FORM 13

IFB 25-09 VEGETATION MANAGEMENT AT EAGLE DRAW FLOOD DISTRICT

I. GENERAL CONDITIONS

A. PURPOSE OF THIS INVITATION FOR BIDS

The Board of Eddy County Commissioners, on behalf of the Eddy County Flood Commissioner, is requesting

formal, price-based competitive sealed bids for Vegetation Management at Eagle Draw Flood District. Sealed

bids will be accepted until April 9, 2026, at 2:00 PM MST at the Eddy County Administration Building

Finance Department, 101 W. Greene Street, Carlsbad, New Mexico. Bids that are received from bidders

deemed responsible will be reviewed and a recommendation for award will be made to the Board of County

Commissioners based on the lowest responsive price(s) with any applicable preferences. Eddy County

reserves the right to accept or reject any bid or any part thereof; to award to multiple vendors when specified;

to defer action on the invitation for bids; to reject all bids; to waive technical irregularities which do not alter

the price, quality or quantity of the services or items being offered at the County’s discretion, and to accept

the bid (or bids) which, in its judgment, is most advantageous to the County.

II. ELECTRONIC PROCUREMENT PORTAL

Eddy County has partnered with Bonfire Interactive and starting from 10/07/2017, all IFB or IFB submissions

will be conducted digitally. This initiative aims to simplify the procurement process and enhance the

efficiency and ease of doing business with your company. The Procurement Portal can be accessed at the

following link: Eddy County Procurement Portal. All vendors will need to register with the Procurement

Portal initially to log in and submit requested information. We encourage you to link your relevant commodity

codes to your profile so, if you choose, opportunities will be sent directly to you when it the solicitation

matches your codes. Information about registering can be found at this link: Vendor Registration Help. If

you have any questions, you may contact the Eddy County Chief Procurement Officer. Both the Eddy County

Procurement Portal and the Vendor Registration Help can be accessed via the links clickables above or at:

To access the procurement portal go to:

https://coeddynm.bonfirehub.com/portal/?tab=openOpportunities

To register as a vendor go to: www.co.eddy.nm.us

Under the Business tab; under BID / IFB Opportunities click on BID / IFB Vendor Registration

Instructions

1

IFB 25-09 VEGETATION MANAGEMENT AT EAGLE DRAW FLOOD DISTRICT

III. DEFINITION OF TERMINOLOGY

This section contains definitions that are used throughout this procurement document, including appropriate

abbreviations.

"Bidder" is any person, corporation, or partnership who chooses to submit a sealed bid.

“Bid Sample” means a sample furnished by a bidder that shows the characteristics of an items offered in the bid.

“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.

"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.

"Contract" or “Agreement” means a written agreement for the procurement of items of tangible personal property

or services.

"Contractor" means a successful Bidder who enters into a binding contract.

"County" means the County of Eddy, State of New Mexico.

"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.

“Descriptive Literature” means information available in the ordinary course of business that shows the

characteristics, construction or operation of an item.

“F.O.B. Destination” means goods are to be delivered to the destination designated by the user which is the point

at which the user accepts ownership or title of the goods. Laws of New Mexico specifically prohibit acceptance

of ownership of goods in transit. Any exception to F.O.B. Destination may cause a bid to be declared non-

responsive.

"Invitation for Bids" or "IFB" means all documents, including those attached or incorporated by reference, used

for soliciting sealed bids. Also known as “Invitation to Bid” or “ITB”

"Local public body" means every political subdivision of the state and the agencies, instrumentalities and

institutions thereof, including two-year post-secondary educational institutions, school districts and local school

boards and municipalities, except as exempted pursuant to the Procurement Code.

"Mandatory" refers to the terms "must", "shall", "will", "is required" or "are required" which identify a

mandatory item. Failure to meet a mandatory item or factor may result in the rejection of the submitted bid.

“MDT” & “MST” mean Mountain Daylight Time (MDT) and Mountain Standard Time (MST). Usage is

dependent on which is in effect on the specified date.

"Procurement Administrator" means the person or designee authorized by the County to manage or administer

a competitive procurement; also referred to as “Purchasing Agent,” and “Chief Procurement Officer.”

"Procuring agency of the County" means the department or other subdivision of the County of Eddy that is

requesting the procurement of services or items of tangible personal property.

2

IFB 25-09 VEGETATION MANAGEMENT AT EAGLE DRAW FLOOD DISTRICT

“Product” means an item of tangible personal property which is defined in the New Mexico Procurement Code

as tangible property other than real property having a physical existence, including but not limited to supplies,

equipment, materials and printed materials.

"Purchase Order” or "PO" means the document which directs a Contractor to deliver items of tangible personal

property or services pursuant to an existing, valid Contract.

"Purchasing” means the County of Eddy Purchasing Office or the Eddy County Purchasing Agent.

"Purchasing Agent" or "PA" means the Purchasing Agent for the County of Eddy.

"Responsible Bidder" means a Bidder who submits a responsive bid 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 Invitation for Bids.

"Responsive Bid" means a timely submitted bid which conforms in all material respect to the requirements set

forth in the Invitation for Bids. Material respects of an Invitation for Bids include, but are not limited to, price,

quality, quantity and delivery requirements.

“Services” means the furnishing of labor, time or effort by a Contractor not involving the delivery of a specific

end product other than reports and other materials which are merely incidental to the required performance.

"Services" do not include construction.

"State agency" means any department, commission, council, board, committee, institution, legislative body,

agency, government corporation, educational institution or official of the executive, legislative or judicial branch

of the government of the State of New Mexico.

“Successful Bidder” means the lowest priced Responsible Bidder to whom Eddy County, based on the County’s

evaluation, makes an award. A Successful Bidder does not become a Contractor until the County signs the

Contract signed and submitted by the Bidder.

IV. GENERAL REQUIREMENTS

This procurement will be conducted in accordance with the New Mexico Procurement Code (13-1-28

NMSA 1978) and the Eddy County Procurement Policy.

1. Acceptance of Conditions Governing the Procurement

By signing and submitting a bid, Bidders indicate their acceptance of the Conditions Governing the

Procurement. Submission of a Bid constitutes acceptance of the Technical Requirements, Award

Requirements, and Needs as described in this document by Eddy County.

2. Incurring Cost

Any cost incurred by the bidder in preparation, transmittal, presentation of any proposal or material, or

negotiation associated with its response to this IFB shall be borne solely by the bidder.

3

Commodity Codes

• NAICS 115310Support Activities for Forestry
• NAICS 561730Landscaping Services

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