ARCHIVED SOLE SOURCE/EMERGENCY PROCUREMENT

2023

Product: Pete’s Equipment Repair, Inc/International Vactor 7500

Reason: For repairs to the Vactor, which is used for emergency conditions and equipment failures (lift stations/pumps).  To protect everyone's property, health, and safety.

Date: 09-12-2023

Product: Mentoring

Sole Source Vendor: High Mountain Youth Project

Service: High Mountain Youth Project is a sole source for Mentoring at-risk youth experiencing homelessness at an overnight shelter in Ruidoso, NM

Post Date: October 4, 2023

Product:  Cityworks Software 

Post Date: 8/18/23

Sole Source Vendor:  Azteca Systems, LLC 

Reason:  Cityworks Software is a sole source product designed, created, and owned exclusively by Azteca Systems, LLC.  Azteca Systems is the sole creator and owner of the Cityworks software, including the Copyright and Trademarks for Cityworks and Empowering GIS in the United States and elsewhere.  Azteca Systems, LLS is the sole source of the Cityworks license and maintenance services.

Budget:  $34,500

Term 10/01/23 to 10/31/24

Product:  Incode software for the Village of Ruidoso’s accounting and utility billing systems.  

Sole Source Vendor:  Tyler Technologies, Inc.

Reason:  The Village has invested in the Incode software for the utility billing and account software.  The Village needs to maintain that software on an annual basis.  Tyler Technologies is the sole provider of that software and the annual maintenance and licensing.

Budget:  $59,000

Product: Operation of the Ruidoso Visitors Center and the Billy the Kid Visitors Center

Sole Source Vendor: Ruidoso Valley Chamber of Commerce

Reason: In the last two (2) solicitations (April 2010 and July 2014), there was one offeror, The Ruidoso Valley Chamber of Commerce. The Chamber has operated the Visitors Center for the last twelve (12) years, and the Billy the Kid Visitors Center was added eight (8) years ago. The Chamber is responsible for all expenditures at the Ruidoso Visitor Center and only the operations at the Billy the Kid Visitors Center. The Chamber will also be providing a staff member at Wingfield House.

Budget: 227,700

Term: 7/1/23 to 6/30/24

Product:  Software License/Support Renewal

Sole Source Vendor: Centricity GIS, LLC

Reason: Centricity GIS, LLC is used by the Village of Ruidoso for permitting, licensing, work orders, implementation, maintenance, and support for the Cityworks Software.

Date:  The term of this contract is 4/7/23 to 4/6/24

Amount:  $70,000

Product: Aluminum Sulfate (Bulk Liquid)

Reason: Chameleon Industries is located in West Texas, and is the only regional alum provider.

Sole Source Vendor:  Chameleon Industries 

Date: The term of this contract is 5/17/23 to 5/16/24

Product: Flygt Submersible Mixers, Flygt Submersible Pumps, and Repairs for all Flygt Mixers and Pumps, including Aurora Booster Pumps

Reason: The new facility at the Wastewater Treatment Plant was equipped with Flygt Mixers and Pumps.  EPA requires that the facility has replacement and spare parts inventory.  James, Cooke, and Hobson, Inc. is the area representative.

Sole Source Vendor:  James, Cooke, and Hobson, Inc.

Date: The term of this contract is 7/28/23 to 7/27/24

Product: Membrane Module Cassettes with 515 Filters and Membrane Cartridge Type 515 Filters

Reason: Due to the specific design criteria existing at the Ruidoso Wastewater Treatment Plant, there are no other items or products available for purchase from other third-party membrane suppliers that would serve the same purpose or function. 

Sole Source Vendor: Kubota, Inc.

Date: The term of this contract is 5/16/23 to 5/15/24

Product:  Ovivo CF100 Band Screen Filters

Reason:  The Village of Ruidoso’s Wastewater Treatment Plant has large machines that filter the wastewater.  Those machines are programmed to work directly with Ovivo CF100 Band Screens.  Ovivo screens fit directly into the machines as a “plug and play.”  The use of any other type of screen would require rechanneling of influent water, extensive downtime, installation, re-wiring, re-programming, and influent bypass.  Ovivo USA. LLC is the sole provider of those screens.

Date:  The term of this contract is 4/25/23 to 4/25/24

Product: Breathing Air Systems – Responder 25D Mobile Air Trailer

Reason: Sole Source Procurement: Breathing Air Systems

Date: The term of the contract is from 3/6/23 – 3/5/24

Product: Federal Signal siren system. This system is used by the Village of Ruidoso for emergency notifications. The siren and controllers used within the system are only manufactured by Federal Signal. No other manufacturer has alternative parts.

Reason: Sole Source Procurement: Federal Signal

Date: The term of the contract is from 2/17/23 – 2/16/28

Product:  Emergency Services to Clean Filters at the Wastewater Treatment Plan

Reason:  Need help cleaning filters to keep the facility compliant and capable of handling the main treatment process of the facility's normal and tourist flows before the Memorial Day deadline. The membrane filters are the main treatment process of the facility and are prematurely plugged by contaminants that enter the facility through infiltration.  If these filters do not get cleaned in a timely manner before holiday flows/horse race season, the plant will overflow, contaminating the river, and could impact public health and safety.

Morrow Enterprises, Inc.

Date: 4/21/23

Product: Emergency repair to Wingwall Main Road #2 in Upper Canyon, Ruidoso, NM.

Reason: The Wall has failed due to undermining and is beginning to fall. It will potentially take part of the roadway on Fox Drive and Main Road out—other potential safety of the public at or around the river and bridge.

Albuquerque Underground Incorporated

Date: 3/21/23

2022

Product/Service: Green Waste Debris Removal/Pick Up for the Village of Ruidoso

Reason: The demand for solid waste pick-ups has exceeded the VOR’s ability to keep up. Due to the hazardous amounts of debris, extreme weather conditions, Level 3 Fire Restrictions, and lack of resources needed, we escalated the urgency of services and immediately executed contracts for assistance.

Tanner Irons

Date: 6/15/22

Product/Service: Green Waste Debris Removal/Pick Up for the Village of Ruidoso

Reason: The demand for solid waste pick-ups has exceeded the VOR’s ability to keep up. Due to the hazardous amounts of debris, extreme weather conditions, Level 3 Fire Restrictions, and lack of resources needed, we escalated the urgency of services and immediately executed contracts for assistance.

MP Chavez Enterprises

Date: 6/15/22

Product/Service: Construction of Gavilan Canyon Sediment & Debris Trap

Reason: The McBride Fire scar in Gavilan Canyon will cause flooding and debris flow that could impact human health, safety, and public infrastructure this monsoon season (July – September). These sediment and debris traps will reduce the debris flow impacting Warrior Drive and other Village infrastructure downstream of the project.

Jack Johnson Excavating, LLC

Date: 6/14/2022

Product/Service:   River Well Diagnostics, Pull, Video with Repairs

Reason:  Emergency Procurement Due to Well Stopped Working Again: Coats Pump & Supply Inc.

Date:  6/3/2022

Product: River Well Diagnostics, Pull, and Repair

Reason: Emergency Procurement Due to Well Stopped Working: Coats Pump & Supply Inc.

Date: 5/19/2022

Product: A-1 Well Diagnostics, Pull, and Repair

Reason: Emergency Procurement Due to Well Stopped Working: Coats Pump & Supply Inc.

Date: 5/10/2022

Product: Incode Software, currently used by the Village of Ruidoso, is a product of Tyler Technologies, which was developed and licensed for the Village. Tyler is the sole source for the development, licensing, implementation, maintenance, and support of the Incode software.

Reason: Sole Source Procurement: Tyler Technologies

Date: The term of the contract is from 11/1/22 – 10/31/23

Product: Cityworks License and Maintenance Services

Reason: Sole Source Procurement: Azteca Systems, LLC

Date: The term of the contract is from 10/1/22 – 9/30/23

Product: Flygt submersible mixers and pumps, repairs for all Flygt mixers and pumps, including Aurora booster pumps

Reason: Sole Source Procurement: James, Cooke and Hobson, Inc.

Date: The term of the contract is from 7/28/22 – 7/27/23

Product: Exclusive Provider of Mission Communication products, including SCADA Systems, Real-Time Alarms, Streaming Data, Antenna Cables, Solar Panels, etc. in the New Mexico area.

Reason: Sole Source Procurement: Chuck Homer & Associates, Inc.

Date: The term of the contract is from 7/1/22 – 6/30/25

Product: SCADA Systems, Real-Time Alarms, and Streaming Data, Antenna Cables, Solar Panels, Wireless Communications

Reason: Sole Source Procurement: Mission Communications, LLC

Date: The term of the contract is from 7/1/22 – 6/30/25

Product: Bulk Liquid Aluminum Sulfate

Reason: Sole Source Procurement: Chameleon Industries

Date: The term of the contract is from 5/17/22 – 5/16/23

Product: Membrane Module Cassettes with 515 Filters and Membrane Cartridge Type 515 Filters

Reason: Sole Source Procurement: Kubota, Inc.

Date: The term of the contract is from 5/16/22 – 5/15/23

Product: Cityworks software, Centricity GIS, LLC

Reason: Sole Source Procurement: Centricity GIS, LLC

Date: The term of the contract is from 4/08/22 - 4/07/23

Product: Badger Meter Endpoints

Reason: Sole Source Procurement: Badger Meters

Date: The term of the contract is from 3/21/22 - 3/20/23

Product: Global Public Safety & Justice. This software is the intellectual property of Global Public Safety and is not available from any other distributor.

Reason: Sole Source Procurement: Global Public Security & Justice

Date: The term of the contract is Feb. 2022- Feb. 2027.

Product: Cla-Val Products for New Mexico. Pipestone Equipment

Reason: Sole Source Procurement: Pipestone Equipment LLC

Date: January 28, 2022