60-79500-25-EM068_79500 DHSEM_Approved DOE FY26-003_Lodging_7.14.2025.pdf.PDF

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: Department of Homeland Security

Agency Chief Procurement Officer: Megan Martinez

Telephone Number: 505-373-7365

Docusign Envelope ID: 2F56FA40-C720-4AFF-A357-E2657269A5DD

II. Name of Contractor: Multiple Suppliers (lodging)

- Quality Inn-Ruidoso

- Elevate-Ruidoso

- Ruidoso Mountain Inn

- TBD

Address of Contractor: Ruidoso, NM

Amount of prospective contract: $400,000.00 (estimate)

Term of prospective contract: 3 months

III. Thoroughly list the services (scope of work), construction or items of tangible personal property being procured:

Lodging accommodations are being provided for displaced citizens under the declared emergency in Lincoln County due to flooding. Lodging will be provided on a temporary basis.

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.

Due to the severe flooding and the declared state of emergency, lodging accommodations are being arranged for displaced residents. Multiple providers are offering temporary housing based on availability. These accommodations are critical for individuals whose homes have been destroyed, severely damaged, or are currently uninhabitable due to loss of electricity, water, or structural safety preventing them from safely returning home. Immediate placement in secure locations is essential to ensure the safety and well-being of all affected residents.

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.).

This emergency procurement is being implemented strictly on a temporary basis to address the urgent needs of displaced residents following the flooding emergency in Lincoln County. Efforts are underway to minimize both the duration and scope of this procurement. The emergency accommodations are intended to serve as a short-term solution.

In the meantime, we are actively assessing supplier availability, monitoring the stabilization of infrastructure and utility services, and coordinating with relevant agencies to transition to standard procurement procedures as quickly as possible.

Docusign Envelope ID: 2F56FA40-C720-4AFF-A357-E2657269A5DD markm Highlight

All emergency contracts are being documented and monitored to ensure accountability, cost-effectiveness, and compliance with applicable regulations.

VI. Describe what measures the Agency will take in the future to prevent/mitigate use of an emergency procurement under similar circumstances.

With the increasing frequency of these urgent needs, the Agency will work more closely with DFA to determine the most effective way to address unexpected situations like this. This may include establishing emergency service contracts or other pre-arranged solutions that can support rapid response. However, this is not a simple fix, given the unpredictable nature of such events and the need to rely on multiple suppliers to temporarily house displaced citizens. We are committed to improving our preparedness while recognizing the complexity involved in coordinating emergency lodging across various providers.

Certified by: Date: _______________

Agency Chief Procurement Officer

Agency Approval by: Date: _______________

Cabinet Secretary/Governmental Entity Head or Designee

Docusign Envelope ID: 2F56FA40-C720-4AFF-A357-E2657269A5DD

7/10/2025

7/10/2025 markm

FY26

markm New Stamp

I. Name of Agency: Department of Homeland Security