70-C0009-26-EM098_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 implementation for the victims of the

September 2026 Flood Incident affected incorporated and unincorporated communities throughout

Doña Ana County, including Hatch Ricon, Garfield, Salem, Doña Ana, Anthony, Las Cruces, Placitas, Radium Springs, Mesilla, Hill, and La Union, as well as other areas of the County caused by torrential rain and thunderstorms services shall be provided by Community Foundation of Southern NM

(CFSNM).

Written authorization from Amanda Bowen and approved by the Doña Ana County Board of County

Commissioners (hereby referred to as “BOCC”):

Approved present by Amanda Bowen, Emergency Manager, and approved by the BOCC, October 6, 2026 at 10:08:23 MST, 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 Hatch Ricon, Garfield, Salem, Doña Ana, Anthony, Las Cruces, Placitas, Radium Springs, Mesilla, Hill, and La Union, New Mexico. from September 20 through September 30, 2026, torrential rains and thunderstorms caused significant flooding throughout Doña Ana County, causing damage to residences, businesses, roads, utilities, flood-control infrastructure, and other public and private property.

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. Public infrastructure damages includes but is not limited to facilities owned, operated, or maintained by other governmental and public entities within Doña Ana County, including the Elephant Butte Irrigation District, Caballo Soil and Water Conservation District, Camino Real Regional Utility Authority, City of Anthony, and City of Las Cruces. The scale and immediacy of the situation demand urgent response and recovery measures to safeguard public health, safety, and welfare.

Funding shall be provided from the unobligated balance remaining in the Disaster Housing Fund. The Board desires to make these funds available to qualifying households impacted by the September 2026

Flooding Incident, subject to the same eligibility criteria, assistance limits, documentation requirements, and administrative provisions previously approved by the Board in Resolution No. 2025-87, Disaster Housing Program and Disaster Housing Fund. The purpose of Resolution No. 2025-87 is to provide limited emergency housing assistance to qualifying households impacted by a locally declared disaster.

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 a purchase not to exceed $200,000 for administrative cost share to support rapid deployment of to qualified recipients 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: 10/9/2026 From: Michael Perez, Purchasing Manager Subject: Emergency Procurement Determination

MP

Michael Perez

From: Michael Perez Sent: Tuesday, September 29, 2026 6:03 PM To: Michael A. Garza; Dan Sambrano; Carl Clark; Mireya Rascon Cc: Stephen Lopez; Lucio L. Luttrell; Deborah Weir; Amanda Bowen; Joy V. Chavez; Asma

Dawood; Matt Calmes; Timothy Heidrick; Sean Heck; Chris Padilla; Travis Simpson;

Amanda Gomez; Lisa Collins; Alicia Swinson; Josie Sanchez; Meg Haines; Ronald Burick;

Purchasing; Mireya Hernandez; Gloria Maldonado

Subject: Emergency notice related to purchasing items Attachments: 26-226 Smith & Aguirre Construction Co..pdf; 26-227 J29 Enterprises.pdf; 26-280 Smith

& Aguirre Construction Co..pdf; 26-281 Renegade Construction LLC.pdf; 27-107 DuCross Construction.pdf; 27-108 J29 Enterprises LLC.pdf; 26-199 Security Concepts, Inc.pdf; Pcard limit increase for impacted departments ; Re: Pcard limit increase for impacted departments

Importance: High

Good evening all, Due to the emergency conditions and the potential for flooding that may impact the County, Purchasing is requesting approval from the Acting County Manager to authorize emergency purchases as needed.

The County has on-call contracts that require signed task orders before work can begin. Given the emergency circumstances, Purchasing is requesting that this requirement be waived temporarily to allow County personnel to obtain necessary services immediately as needed.

Purchasing will work with the departments to identify and document all task orders issued during the emergency and will begin the process of obtaining fully executed task orders as soon as possible.

The task orders listed below are available for staff to use during this emergency. If additional services are required that are not covered under the listed agreements, staff should proceed with procuring those services in accordance with applicable emergency procurement requirements.

Please be mindful that 13-1-127 NMSA requires that, when making an emergency procurement, the State Purchasing Agent or central purchasing office shall:

1. Employ a competitive process to the extent practicable under the circumstances; and

2. Use due diligence in determining the basis for the procurement and in selecting a contractor.

All emergency purchases should be appropriately documented to support the County's compliance with these requirements.

Department heads I will allow you to reach out to these contractors as required Purchasing did not contact them for current availability

On-Call Flood Control Maintenance – Smith and Aguirre 26-226 and J29 Enterprises 26-227 On-Call Flood Control Construction - Smith and Aguirre 26-280 and Renegade Construction 26-281 Water and Wastewater Repair and Maintenance – DuCross Construction 27-107 and J29 Enterprises LLC 27- Security Services – 26-199 Security Concepts

With respect to the use of P-Cards, Asma has provided approval for the use for purchasing items required due to the emergency, including tools, food, and other necessary supplies see attached emails. Please attached these emails to your p-card purchases when submitting to AP.

The following increases have been issued. As stated previously, please be mindful of the requirements under 13-1-127.

Increase P-Card for the follow OEM Staff to $40,000 Joy Chavez Amanda Bowen Mat Calmes Timonthy Heidrick

Increase P-Card Fire for the following Staff to $40,000 Sean Heck Travis Simpson Chris Padilla

Increase P-Card Finance to $40,000 to be used by Flood Department.

Michael Perez

From: Amanda Bowen Sent: Wednesday, October 7, 2026 11:31 AM To: Michael Perez Subject: FW: Dona Ana County 2026 Flood Event Task Order Attachments: NM_Dona_Ana_County_Flood Recovery_TO_10.26_final.pdf; Disaster Declaration -

Resolution 2026-128 - Issued 10.6.26.pdf

Michael, Can you help me executing the attached task order? We received emergency funding per the attached disaster declaration.

Thanks, From: Portelle, Jaimie <Jaimie.Portelle@iem.com> Sent: Friday, October 2, 2026 4:16 PM To: Amanda Bowen <amandab@donaana.gov> Cc: McGrath, Shaun <Shaun.McGrath@iem.com> Subject: Dona Ana County 2026 Flood Event Task Order

EXTERNAL EMAIL: Open any links and attachments with caution.

Hi Amanda! As pr omised, attached is the task order for the 2026 Flood Event supp ort you have requested. Please let me know if you have any questions. Hope you have a great week end! Reg ards, Jaimie Portelle Jaimie Portelle Project Manager St ate and L ocal Response and Recovery 540-538-8805 jaimie .port

CGBANNERINDICATOR

Hi Amanda!

As promised, attached is the task order for the 2026 Flood Event support you have requested.

Please let me know if you have any questions. Hope you have a great weekend!

Regards, Jaimie Portelle

Jaimie Portelle Project Manager State and Local Response and Recovery 540-538-8805 jaimie.portelle@iem.com

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