General Information About Bids / Proposals

Correspondence Concerning Bid/Proposal Invitations

Any question concerning the Invitation for Bid (IFB), Request for Proposal (RFP) or Request for Information (RFI) should be directed to the Purchasing Division and the Procurement Officer or Contracting Officer whose name and telephone number is listed on the document. The person corresponding should specify the bid/proposal or quotation number and the bid/proposal opening date.

Public Bid/Proposal Openings

In most cases, all bid openings are due at 3200 Civic Center Circle NE, 1st Floor - Room #150 - Rio Rancho, New Mexico 87144 at 2:00 p.m. local time and are open to the public.

Receipt of Bids/Proposals

It is the bidder's sole responsibility to ensure that a bid/proposal is physically delivered to Fiscal Services prior to the time and date specified for closing. Vendors must ensure that submitted bids/proposals are sealed and identified upon delivery to Fiscal Services. The bid/proposal container must bear the official IFB/RFP number and the official closing date. Any bid/proposal received after the bid/proposal opening date and time will be returned unopened. All bid/proposal tabulation sheets are public record and kept for a period established by statute.

Bid/Proposal Errors

Prior to submission of bids/proposals, errors may be corrected by lining out and entering the substituted words or figures. The change should be initialed by the person signing the bid/proposal. No bid/proposal shall be altered or amended after the bid opening and proposal due date and time. In the case of errors in the extension price, the unit price will govern.

Modifications or Withdrawal of Bids/Proposals

Bids/Proposals may be modified or withdrawn by written notice received prior to the bid/proposal opening date and time specified. A bid/proposal may also be withdrawn or modified in person by the bidder or his/her authorized representative who identifies him/herself and signs a receipt for the invitation, but only if these actions are accomplished before the specified time and date for the bid opening and proposal due period. No telefax quotes will be accepted for purchases exceeding $20,000.00.

After bid opening, a low bidder alleging a material mistake of fact which makes his bid nonresponsive may be permitted to withdraw his bid if the mistake is clearly evident on the face of the bid or if the bidder submits evidence which clearly and convincingly demonstrates that a mistake has been made.

The decisions to permit or deny withdrawal of a bid on the basis of a mistake is a decision to be made by the procurement officer. No modifications in bid prices or other provisions of the bid are permitted.

Cancellation or Request for Bid/Proposal

The Purchasing Division may cancel an Invitation for Bid, Request for Proposal or any other solicitation in whole or in part when it is in the best interest of the City at any time prior to notification of award.

Samples and/or Literature

Any samples or descriptive literature requested in the Invitation for Bid/Request for Proposal must be provided free of charge. Samples which are not destroyed by testing will be returned at the bidder's expense upon request. Samples submitted by successful bidders may be kept for the duration of the contract for comparison of shipment received.


Unless a vendor specifies otherwise in his/her bid/proposal, it is assumed that the vendor is bidding in strict accordance with the specifications in the IFB/RFP. When merchandise is received that does not meet these specifications, it may be returned to the vendor for non-compliance.

Payment Procedure

Vendors are requested to submit original invoices for payment to: City of Rio Rancho, ATTN: Accounts Payable, 3200 Civic Center Circle STE 300, Rio Rancho, New Mexico 87144. All invoices must reference appropriate purchase order number. Standard terms are net 30 days from invoice/statement date, however, the following exceptions will apply:
1) Payment Discounts
2) Contract negotiated terms
3) State or GSA Pricing terms
Inquiries regarding payment should be directed to Accounts Payable at (505) 891-5010.