Lea County Electric Cooperative, Inc. INVITATION TO BID FOR PROJECT MATERIAL IFB: 2026-05b "BABA Compliant Non-Wood Poles" Issue Date: October 29, 2026
Overview
Lea County Electric Cooperative, Inc. (LCEC) whose main office is in Lovington, New Mexico, is inviting sealed proposals from qualified material suppliers to provide material items necessary to complete the project described within this document. The scope of this solicitation is for materials only. No installation, construction, or labor services are included under this Invitation for Bids unless otherwise specifically stated herein. LCEC reserves the right to reject any or all proposals, waive minor irregularities, and/or cancel this Invitation for Bids in its entirety.
Sealed Bid Process
Sealed bids, subject to the conditions herein, will be received at the office of Lea County Electric Cooperative, Inc. Lovington, New Mexico, until Thursday, December 3, 2026 at 5:00 p.m. MT. Bids will remain sealed until opened by a designated LCEC bid evaluation committee. Prior to opening any bid, each committee member shall execute a Sealed Bid Acknowledgement and Conflict of Interest certification. The committee will verify and document that all bids remained sealed and unopened until the committee convened for the official bid opening. Following such verification, bids will be opened and evaluated in accordance with the requirements and evaluation criteria contained in this solicitation. Late Proposals will be considered non-responsive and will not be evaluated. The Bidder is solely responsible for ensuring that its Proposal is submitted sufficiently in advance to allow for timely delivery and receipt by LCEC. Delays associated with mail, courier services, electronic transmission, or other delivery methods do not extend the submission deadline. Proposals shall remain valid for a period of thirty (30) days from the submission deadline.
Faxed or emailed bids will NOT be accepted. Do not email a copy of your proposal.
Material bids must be received by Thursday, December 3, 2026, at 5:00 p.m., MT at:
Robert Capps/Nathan Camp, Purchasing Department
Lea County Electric Cooperative, Inc.
1300 West Ave D, Lovington, NM 88260
Questions
Questions regarding this solicitation must be submitted in writing to: RFP@lcecnet.com no later than: Wednesday, November 18, 2026, at 5:00 p.m. MT. Responses to questions will be posted in the Frequently Asked Questions (FAQ) document available on LCEC's website as they are answered. Bidders are responsible for reviewing the FAQ and any formal addenda prior to submitting their bids.
Addendum: If substantial modifications are made to this solicitation beyond clarification in the "FAQ" document, an addendum will be issued. An Addendum Acknowledgement Form will be included with each addendum. In the case of an addendum, Bidders are required to:
• Review all Addenda issued.
• Sign the Addendum Acknowledgement Form that will be provided with the addendum.
• Include the signed acknowledgement with their proposal submission.
Addenda issued become part of the solicitation and shall be incorporated into the bidder's proposal. Failure to acknowledge receipt of all addenda may result in the proposal being deemed non-responsive. The Cooperative reserves the right to issue written addenda to this solicitation at any time. All addenda will be distributed to all known prospective bidders.
Selection Rights: Lea County Electric Cooperative, Inc. reserves the right to:
• Reject any or all proposals.
• Waive informalities or irregularities in proposals received.
• Request clarification or additional information from any bidder.
• Negotiate with one or more bidders.
• Award the contract to the bidder deemed most responsive and responsible, and in the best interest of the Cooperative.
Special Note on prior Invitation for Bid "2026-05"
This IFB solicitation is a revised version of IFB-2026-05, which was cancelled due to receiving no qualified bids. Bidders are advised to review updated requirements, especially those related to BABA qualifications.
Scope
Materials
The project generally consists of furnishing and delivering the following materials: 372 - 65'/1 non-wood transmission poles (see specifications in Section C). The engineered steel pole drawing provided in Appendix C serves as the reference design for LCEC's required specifications. No specific brand or manufacturer is required or preferred. Bidders may propose steel, ductile iron, or other engineered non-wood materials, provided the proposed poles conform to LCEC's required dimensions and configuration and meet or exceed the specified structural, loading, and performance requirements. Material composition and material-specific manufacturing methods may differ based on the proposed material; however, such differences shall not alter LCEC's required finished-pole design and performance specifications. Bidders proposing alternative non-wood materials must identify the proposed material and provide manufacturer specifications and supporting technical documentation demonstrating compliance with these requirements. Technical specifications are available in Appendix C.
Delivery
The successful bidder shall first manufacture and invoice all awarded materials, then securely store them at the vendor's and/or manufacturer's facility until LCEC requests delivery which will be in multiple shipments from time of award for a period of up to two years. Final locations will be specified at a later date. Ownership: Upon payment of invoice, the materials shall become the sole property of LCEC. During storage, the materials shall be clearly identified as LCEC property and maintained with reasonable care consistent with standard industry storage practices.
Procurement: The selected vendor shall be responsible for the procurement and delivery of all materials identified in this solicitation unless otherwise directed by the Cooperative. All materials shall be:
• New and unused
• Suitable for utility-grade as per RUS specifications
• Deliveries must be made by self-unloader trucks
• Bid prices shall be stated FOB destination to the location specified
Qualifications
Build America, Buy America (BABA)
All materials and equipment must comply with Build America, Buy America (BABA) requirements, or their bid will be deemed non-responsive.
• Bidders must provide a BABA compliance certification on the manufacturer's official letterhead, signed by an authorized representative, specifically identifying each item being bid (including part/model number and item description) and confirming compliance with applicable BABA requirements.
• Certifications must be unconditional and not time-limited. Letters containing conditions, expiration limitations, or statements requiring future verification or reconfirmation of compliance at the time of purchase will not be accepted.
• Certifications must apply to the specific items offered under this IFB. Manufacturers are not required to certify compliance for future purchases unrelated to this IFB. Documentation must be submitted with the proposal and maintained for audit purposes.
• Most materials not meeting BABA requirements will be rejected.
Other
This purchase is based on funds from a Department of Energy grant award. Bidders must be eligible to participate and must not be currently suspended or debarred. Bidders should review the draft terms and conditions for the award to anticipate compliance requirements.
Terms and Conditions
The Draft Proposed Construction and Services Agreement, including its exhibits, is incorporated into this IFB and available from LCEC. The successful Bidder will be required to execute an agreement substantially in the form attached. By submitting a Bid, the Bidder acknowledges that it has reviewed and agrees to comply with the Proposed Agreement. Any requested exception must be clearly identified in the Bid. LCEC is not required to accept or negotiate any exception, and a material exception may cause the Bid to be rejected as nonresponsive. The successful Bidder's legal name, final Contract Price, effective date, signature information, awarded Component or Components, and other award-specific administrative information will be completed following award. This procurement shall be conducted in accordance with all applicable federal, state, and local laws and regulations. The successful bidder must comply with all applicable requirements including but not limited to:
• Equal Opportunity Employment
• Debarment and Suspension Certification
• Byrd Anti-Lobbying Amendment
• Build America / Buy American requirements
• Grant-specific conditions and certifications
The successful bidder agrees to execute the final contract and provide all required insurance certificates, bonds, and documentation within 30 calendar days of receiving the Notice of Award. Should the successful bidder fail or refuse to execute the contract or submit required documentation within the specified timeframe, LCEC reserves the right to:
1. Cancel the award and award the contract to the next lowest responsive and responsible bidder.
2. May deem the non-compliant vendor non-responsible for future procurement solicitations for a period of up to 1 year.
Evaluation
Award will be made to the qualified bidder with the lowest proposed price meeting the specifications and requirements of this solicitation. LCEC may consider:
• Price
• Build America, Buy America (BABA) compliance
• Compliance with specifications
• Vendor qualifications
• Prior performance
• Product equivalency
Submission Instructions
Bidders should submit:
• Appendix A, Bid Form (enclosed)
• Appendix B, Signed Non-Collusion Affidavit (enclosed)
• Product Datasheets/Specifications
• Authorized Reseller Documentation (if applicable)
• BABA Compliance Documentation
Sealed bids must be clearly marked: "SEALED BID - IFB: 2026-05b \"BABA Compliant Non-Wood Poles\""
Sealed bids ONLY shall be submitted to:
Robert Capps/Nathan Camp, Purchasing Department
Lea County Electric Cooperative, Inc.
1300 West Ave D, Lovington, NM 88260
Sealed bids ONLY must be received no later than: Thursday, December 3, 2026, at 5:00 pm, MT.
Late bids will not be accepted.
Bids may be submitted by:
• Hand delivery
• Courier service
• Certified mail
Faxed or emailed bids will NOT be accepted. Do not email a copy of your proposal.
Additional appendices and detailed bid form, non-collusion affidavit, and technical drawings/specifications for the 65' pole assemblies are included in Appendices A, B and C of the solicitation document (Appendix C contains engineered pole drawings and specifications).
