50-C0029-25-EM040_Emergency_Procurement_Form_March_21st - signed.pdf.PDF
PDF 295 KB Posted
- Attached to
- TWO (2) MAXX 65 CAR BATTERIES
- Solicitation number
- 50-C0029-25-EM040
- Issued by
- San Juan County, New Mexico
About this file
This document is a New Mexico State Emergency Procurement Form submitted by Sierra County, specifically signed by Isaac Rivers, the Agency Chief Procurement Officer. The emergency procurement involves the purchase of two (2) Maxx 65 Car Batteries from Walmart for $298.80, with the critical need arising from a fire suppression vehicle experiencing battery issues in the Poverty Creek area. The emergency procurement was deemed necessary due to an ongoing fire ban and the potential risk of being unable to respond to potential fire emergencies over a weekend period.
The procurement follows the state's emergency procurement guidelines under NMSA 1978, Section 13-1-127, which allows for immediate acquisition of essential items when normal procurement methods would be impractical. Sierra County has outlined future preventative measures, including implementing a comprehensive Capital Assets documentation refresh, creating regular vehicle maintenance schedules, and exploring an inventory of spare vehicle parts to mitigate similar emergency procurement scenarios. The document was digitally signed on March 24, 2025, by Isaac Rivers and subsequently approved by Amber Vaughn on March 25, 2025, completing the emergency procurement process.
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| File | Type | Posted |
|---|---|---|
| 50-M0071-25-EM041_E2024-25 JCH.pdf.PDF |
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Text version
2022 Emergency Form
STATE OF NEW MEXICO
EMERGENCY DETERMINATION FORM
The emergency procurement method (NMSA 1978, Section 13-1-127) may only be used when the service, construction or item of tangible personal property procured:
1. is needed immediately to:
a. control a serious threat to public health, welfare, safety or property caused by a flood, fire, epidemic, riot, act of terrorism, equipment failure or similar event; or
b. plan or prepare for the response to a serious threat to public health, welfare, safety or property caused by a flood, fire, epidemic, riot, act of terrorism, equipment failure or similar event; and
2. cannot be acquired through normal procurement methods.
a. The agency entering into an emergency procurement should employ a competitive process to the extent practicable under circumstances.
The purchase or lease of heavy road equipment is not allowed under the emergency procurement statute.
The state purchasing agent or a central purchasing office that makes an emergency procurement shall outline its determination of the basis for the procurement and its selection of the contractor in writing and include the writing in the procurement file. (That writing can be made on this form.) Promptly thereafter:
• the state purchasing agent shall post notice of the procurement on its website; or
• the central purchasing office shall post notice of the procurement on its website, if it maintains one, and shall transmit the notice to the state purchasing agent for posting on the state purchasing agent's website.
NOTE: the state purchasing agent or a central purchasing office that makes an emergency procurement to plan or prepare for the response to a serious threat to public health, welfare, safety or property caused by a flood, fire, epidemic, riot, act of terrorism, equipment failure or similar event shall account for the money spent in making the procurement and report on that accounting to the legislative finance committee and the department of finance and administration within sixty days after the end of the fiscal year in which the procurement was made.
I. Name of Agency:
Agency Chief Procurement Officer:
CPO Email Address:
County of Sierra
Isaac Rivers
IRivers@Sierraco.org
II. Name of Contractor:
Address of Contractor:
Amount of prospective contract:
Term of prospective contract:
III. Thoroughly list the services (scope of work), construction or items of tangible personal property being procured:
IV. Provide an explanation for the justification of the procurement including a description of the emergency condition(s) requiring use of emergency procurement and the practicable competition utilized in compliance with NMSA 1978, Section 13-1-127.
V. Describe what measures are being taken to minimize the duration and effect of this particular emergency procurement (for example: is the emergency only in place until a competitive process can be completed, etc.).
VI. Describe what measures the Agency will take in the future to prevent/mitigate use of an emergency procurement under similar circumstances.
Walmart
$298.80
Certified by: Date: _______________
Agency Chief Procurement Officer
Agency Approval by: Date: _______________
Cabinet Secretary/Governmental Entity Head or Designee
Digitally signed by Isaac Rivers Date: 2025.03.24 16:36:36 -06'00'
03/24/2025
03/25/2025
Emergency_Procurement_Form_March_21st Final Audit Report 2025-03-25
Created: 2025-03-24
By: Isaac Rivers (irivers@sierraco.org)
Status: Signed
Transaction ID: CBJCHBCAABAAFm_4Z3OhRRIN9eL3UaGwE9jXKu20fV2q
"Emergency_Procurement_Form_March_21st" History Document digitally presigned by Isaac Rivers (IRivers@Sierraco.org)
2025-03-24 - 10:36:36 PM GMT
Document created by Isaac Rivers (irivers@sierraco.org)
2025-03-24 - 10:40:04 PM GMT
Document emailed to Amber Vaughn (avaughn@sierraco.org) for signature
2025-03-24 - 10:43:46 PM GMT
Email viewed by Amber Vaughn (avaughn@sierraco.org)
2025-03-25 - 1:31:50 PM GMT
Document e-signed by Amber Vaughn (avaughn@sierraco.org) Signature Date: 2025-03-25 - 1:32:23 PM GMT - Time Source: server
Agreement completed.
2025-03-25 - 1:32:23 PM GMT
| Supplier Address: 2001 H.R. Ashbaugh Dr. | |
| Scope of wark: Two (2) Maxx 65 Car Batteries | |
| Emergency Justification: Sierra County has upheld a fire ban consistently for the past few weeks, and on Friday afternoon 3/21/25, the only fire suppression vehicle capable of navigating the terrain to a number of homes in Poverty Creek was found to have issues with its batteries. A standard procurement method would have left the county ill-equipped to deal with a potential fire in Poverty Creek over the weekend, so an emergency procurement method was determined to be necessary. | |
| Preventative Measures: As this emergency procurement was to ensure a larger emergency did not occur while a vehicle was undergoing maintenance over the weekend, the current situation has been resolved. | |
| Future Prevention: The County is currently in the process of performing a Capital Assets documentation refresh/update. Part of this update entails creating regular maintenance schedules for vehicles to ensure potential issues are caught early enough to not cause emergency situations. Additionally, the county is discussing maintaining an inventory of spare vehicle parts to ensure we have the ability to address common issues as they arise. | |
| 2025-03-25T13:32:25+0000 | |
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