60-C0009-25-EM081_Emergency Procurement Request - Community Foundation of Southern New Mexico.pdf.PDF

Emergency Procurement Request

Doña Ana County Office of Emergency Management is requesting the DAC Purchasing Department issue an emergency procurement of disaster relief program for the victims of the Rincon and Vado NM torrential rain and thunderstorms funds to be issued by Community Foundation of Southern NM

(CFSNM).

Written authorization from Accounting Specialist:

Approved via email, July 26, 2025 at 8:51 PM MST and clarified Monday, July 28, 2025 at 9:06 AM, attached.

Written justification of the basis for the emergency:

13-1-127. Emergency procurement; required conditions; limitations; notice.

A. The state purchasing agent or a central purchasing office may only make an emergency procurement 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

This emergency order is issued in response to severe weather events that have critically impacted the communities of Rincon and Vado, New Mexico. On June 30, 2025, torrential rains and thunderstorms caused significant flooding in northern Doña Ana County, affecting households in Rincon. Subsequently, on July 22 and 23, 2025, additional storms brought further flooding to southern Doña Ana County, severely impacting the communities of Vado, Del Cerro, and surrounding areas.

These flooding events have resulted in extensive damage, including the displacement of residents, destruction of personal property, and severe impairment of public infrastructure such as roads and flood control systems. The scale and immediacy of the situation demand urgent response and recovery measures to safeguard public health, safety, and welfare.

In accordance with the authority granted under the All Hazard Emergency Management Act, the Board of County Commissioners has declared a state of disaster in Doña Ana County. Based on this declaration, and given the critical nature of the situation, emergency procurement is justified to ensure the swift provision of essential services and resources.

Immediate action is required to facilitate the timely distribution of relief funds and to meet the urgent needs of affected residents.

Selection of the particular vendor:

Doña Ana County is requesting emergency procurement of services from the Community Foundation of Southern New Mexico (CFSNM) to administer disaster relief programs. The County seeks to authorize to issued funds in an amount not to exceed $500,000 for support disaster relief support to individuals who meet the requirements for housing assistance.

CFSNM is uniquely positioned to deliver these services, as it is the only known local organization with an established disaster assistance fund and the operational capacity to manage this type of urgent community support. Due to the immediate need for housing solutions and the lack of available alternatives, this procurement qualifies as a true emergency under procurement guidelines. A competitive solicitation process is not feasible given the emergency circumstances and the urgent needs of displaced residents

To: Procurement File Date: 7/31/2025 From: Michael Perez, Purchasing Manager Subject: Emergency Procurement Determination

OFFICE OF EMERGENCY MANAGEMENT

1170 N. Solano Dr. Suite O Las Cruces, NM 88001

(575) 647-7900 Phone oem@donaana.gov

Emergency Procurement Request

Doña Ana County Office of Emergency Management is requesting that the Purchasing Department issue an emergency purchase order for the Community Foundation of Southern NM (CFSNM) for the administration and distribution of Disaster Housing Funds to eligible residents impacted by the 2025 flooding events as declared in Resolution No. 2025-87.

Written Authorization from - Board of County Commissioners of Doña Ana County and County Manager:

• Resolution No. 2025-87

• Memorandum of Understanding signed July 26, 2025

Written justification of the basis for the emergency:

13-1-127. Emergency procurement; required conditions; limitations; notice.

A. The State purchasing agency or a central purchasing office may only make an emergency procurement 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

On June 30, 2025, severe weather events involving torrential rain and thunderstorms impacted northern Doña Ana County, resulting in flooding that affected households in the community of Rincon. Following that, on July 22 and 23, 2025, additional severe weather moved through southern Doña Ana County, producing significant flooding in the communities of Vado, Del Cerro, and adjacent neighborhoods.

The flooding events have caused widespread damage, including the displacement of residents, destruction of personal property, and severe impacts to public infrastructure such as roads

OFFICE OF EMERGENCY MANAGEMENT

1170 N. Solano Dr. Suite O Las Cruces, NM 88001

(575) 647-7900 Phone oem@donaana.gov and flood control systems. The magnitude and urgency of the damage require immediate response and recovery actions to protect public health and safety.

Pursuant to the authority granted under the All Hazard Emergency Management Act, the Board of County Commissioners has declared a state of disaster in Doña Ana County. Based on this declaration and the emergent nature of the situation, emergency procurement is warranted to expedite the delivery of critical services and resources.

Prompt action is necessary to ensure the efficient distribution of relief funds and to address the urgent needs of impacted residents.

Selection of the particular vendor:

Doña Ana County is requesting the procurement of services provided by Community Foundation of Southern NM (CFSNM) as an emergency procurement. Under this agreement, the County will allocate funds to CFSNM not to exceed $35,000 or 7% of the total amount distributed, whichever is less, to cover administrative costs associated with program implementation, including but not limited to application processing, fund disbursement, and documentation support.

Upon the conclusion of this program, and once all eligible applications have been processed and assistance disbursed, any remaining funds from the initial allocation shall be returned to Doña Ana County, less any administrative fees previously agreed to in writing by both parties.

MEMORANDUM OF UNDERSTANDING

Between

DONA ANA COUNTY, UNITED WAY OF SOUTHERN NEW MEXICO and the COMMUNITY

FOUNDATION OF SOUTHERN NEW MEXICO

For

THE DISTRIBUTION OF DISASTER HOUSING PROGRAM FUNDS IN SUPPORT OF

RESOLUTION 2025-87

This Memorandum of Understanding (MOU) outlines the roles and responsibilities of Doña Ana County, United Way of Southern New Mexico (UWSNM), and the Community Foundation of Southern New Mexico (CFSNM) for the purpose of distributing Disaster Housing Assistance Funds to eligible residents impacted by the 2025 flooding events as declared in Resolution No.

2025-87.

1. Purpose To ensure accurate, timely, and equitable distribution of disaster housing funds to residents who experienced confirmed loss or displacement due to the flooding events of June and July 2025.

2. Funding Source Doña Ana County shall transfer $500,000.00 from the Hospital Lease Fund into the Disaster Housing Fund, to be managed and disbursed by the Community Foundation of Southern New Mexico.

3. Responsibilities A. Doña Ana County

• Provide funding via a single disbursement to CFSNM for the purpose of housing assistance.

• Provide overall program oversight through the Office of Emergency Management.

• Monitor compliance with the intent and criteria outlined in Resolution No. 2025-87.

B. United Way of Southern New Mexico

• Serve as the application intake and validation partner.

• Receive applications via:

o Online link o 211 system o Vado Community Center (in-person)

• Verify and review submitted applications for:

o Required documentation (proof of residence, ownership/tenancy) o Completed damage assessment with documentation/photos o Compliance with eligibility criteria, including indigent status as defined in the resolution.

• Update the centralized application tracking spreadsheet to reflect:

o Receipt of application o Validation status (e.g., Incomplete, Pending, Complete) o “Complete” status shall trigger disbursement by CFSNM.

Document ID: 12fe5158bd6b8826d7c4202bcf2de76c3e6e550fb50e992a62732bf0f096cd2e

C. Community Foundation of Southern New Mexico (CFSNM)

• Hold and manage the Disaster Housing Fund.

• Issue direct checks to applicants once their application is marked “Complete” by

UWSNM.

• Ensure timely disbursement of funds based on the amount and category of assistance

(i.e., $9,000, $3,000, or $1,500 per Resolution 2025-87).

• Track and report disbursements to Doña Ana County and United Way of Southern New

Mexico on a regular basis.

• Retain records of issued payments for audit and compliance purposes.

4. Term and Termination This MOU shall remain in effect until all funds are disbursed or until terminated by mutual agreement of the parties. Any party may terminate the MOU with 30 days written notice to the other parties.

5. Modifications This MOU may be modified in writing upon agreement by all three parties.

6. Remaining Funds Once the program has closed and all eligible applications have been processed, any remaining funds from the initial allocation shall be returned to Doña Ana County, less any administrative fees that have been previously agreed to in writing by the County.

7. Signatures By signing below, the parties agree to fulfill the responsibilities outlined above in good faith and in alignment with the intent of the disaster housing assistance program.

DONA ANA COUNTY, NM

Signature: ___________________________________________ Name/Title: _Scott Andrews, County Manager__________ Date: _______________________________________________

UNITED WAY OF SOUTHERN NEW MEXICO

Signature: ___________________________________________ Name/Title: __Amanda Morrales, _Chief Executive Officer_ Date: ________________________________________________

COMMUNITY FOUNDATION OF SOUTHERN NEW MEXICO

Signature: ___________________________________________ Name/Title: __Terra Winter, President and CEO_________ Date: ________________________________________________

Document ID: 12fe5158bd6b8826d7c4202bcf2de76c3e6e550fb50e992a62732bf0f096cd2e

Signer ID: A2UGGJHY15...

Signer ID: WXYVE1KC15...

Signer ID: H2XTEFVJ15...

07/26/2025

07/26/2025 PDT

07/26/2025 PDT