Sole Source Procurement

Date: April 4, 2025

Vendor: Mission Communications, LLC

Product: Mission Communications products including SCADA systems, real-time alarms and streaming data, antenna cables, solar panels, wireless communications equipment, and related components.

Reason: Mission Communications is the only vendor whose products are fully compatible with the Village of Ruidoso’s existing SCADA infrastructure. Other communication systems would not interface correctly with current equipment. A good faith effort was made to identify alternative suppliers, but no other provider was found to meet the required technical specifications. Additionally, there is no applicable GSA or State contract for these items.

Contract Term: July 1, 2025 – June 30, 2030

Document: Sole Source Certification - Mission Communications, LLC

Posted: June 3, 2025

Sole Source Procurement

Date: March 26, 2025

Vendor: Kubota, Incorporated

Product: Membrane Cartridge Type 515 Filters used in a Membrane Bio-Reactor (MBR) facility.

Reason: Kubota, Inc. is the only known vendor in the region capable of supplying these specific MBR membrane filters. This technology is considered the best available option for effective removal of Total Phosphorus and Total Nitrogen from wastewater. A good faith effort was made to contact other potential vendors, and Kubota was determined to be the sole provider. No GSA or State contract alternatives exist for this procurement.

Contract Term: May 16, 2025 – May 15, 2030

Document: Sole Source Certification - Kubota, Inc. Membrane Cartridge Type 515 Filters

Posted: June 3, 2025

Sole Source Procurement

Date: March 27, 2025

Vendor: Chuck Homer & Associates, Inc.

Product: Mission Communication products, including SCADA systems, Real Time Alarm and Streaming Data, Antenna Cables, Solar Panels, and related components.

Reason: Chuck Homer & Associates is the exclusive authorized dealer for Mission Communications in the state of New Mexico. The vendor has exclusive rights to sell and service Mission products used across multiple sectors, including water and wastewater, oil and gas, and industrial applications. Mission Communications has confirmed this exclusivity in a letter dated March 19, 2025. Efforts were made to verify the availability of alternate providers, and no other vendor was found to meet the necessary specifications within the region. The vendor has been certified as a sole source under Village of Ruidoso procurement guidelines.

Contract Term: July 1, 2025 – June 30, 2030

Document: Sole Source Certification - Chuck Homer & Associates

Vendor: Chameleon Industries

Product: Bulk Liquid Aluminum Sulfate

Reason: Chameleon Industries is the only supplier able to deliver high-quality liquid Aluminum Sulfate in bulk quantities to the Ruidoso-Ruidoso Downs Wastewater Treatment Plant. This product is essential for the removal of phosphorus from the effluent stream in order to meet the facility’s 30-day average phosphorus limit of 1.67 lbs./day, as required by the EPA and NMED. Alternative suppliers, such as a distributor based in Georgia, are not viable due to the product crystallizing during transit. Chameleon Industries, based in Mesquite, Texas, has reliably supplied the Village with this material for over 11 years.

Document: Sole Source Certification for Chameleon Industries - March 25, 2025

Term of Contract: 5/17/25 - 5/16/30

Vendor: Polydyne Inc

Product: CLARIFOC C-6286 Polymer and CLARIFOC C-1450 Polymer

Reason: Polydyne Inc is the only supplier of CLARIFLOC C-1450 in Lincoln County, NM.  CLARIFLOC products are used by the Village of Ruidoso’s Water Production Department and the Regional Wastewater Treatment Plant.  The chemical compound of CLARIFLOC works best with the village’s water system due to the potential demand for Zeta from Ruidoso’s source water.  CLARIFLOC’s positive ion charge intensity offsets the negative ion charge of Ruidoso’s source water.

Document:Polydyne Sole Source Certification and Letter to GSD.pdf

Dates: 02/22/2025 – 02/21/2030

Vendor: Capital Pump & Equipment, LLC

Product: Bypass Pump

Reason: Flood damage to sewer line following the Southfork Fire 2024

Document: Emergency Determination Form - Capital Pump & Equipment, LLC

Date: 1/17/2025  

Vendor: Smith & Loveless, Inc.

Reason: To run an MBR facility successfully, there needs to be grit removal prior to the MBR process.  The reason for this is because the MBR process is biological and cannot handle inorganic material entering and settling in the basins.  The grit pump was damaged during the 2024 floods which was a result of the Salt fires around Ruidoso.  Smith & Loveless is the only distributor of this particular pump/volute setup because of the vacuum port that is included.  This Smith & Loveless small carbon footprint grit system cannot operate without this pump/volute.

Dates: 12/16/2024 – 12/15/2025

Vendor: Ovivo USA. LLC

Product: Ovivo single rake front cleaning ¼-inch bar screen and screens conveyor

Reason: The "plug n play" feature of it is the current coarse bar screen is also an Ovivo product.  All other coarse bar screens will require rechanneling of influent, extensive down time for demo, installation, re-wiring, re-programming, and influent bypass.

Dates: 12/02/2024 – 12/01/2025

Vendor: Azteca Systems, LLC

Product: Cityworks Software

Reason: Cityworks Software is a Sole Source Product designed, created, and owned exclusively by Azteca Systems, LLC.

Date: 11/01/2024 – 10/31/2025

Vendor: Tyler Technologies

Product: Software maintenance support of accounting, payroll and time entry software used by the Village.

Reason: The Village has invested in the Incode Software for utility billing and accounting software.  We need to maintain that software on an annual basis.

Dates: 11/01/2024 – 10/31/2027

Vendor: Ruidoso Jockey Club

Product: Southfork Fire Emergency Operations Center Staff Meals at the Museum of the Horse

Reason: Meal for Emergency Operations Center Staff

Document: Emergency Determination Form - Ruidoso Jockey Club

Dates: 08/05/2024 – 08/11/2024

Vendor: Vermeer

Product: 2 – Vacuum Excavator VX 50-800

Reason: Water line repair and drop-inlet cleaning

Document: Emergency Determination Form - Vermeer

Dates: 08/01/2024 – 02/01/2025

Vendor: Capital Pump and Equipment

Product: Repair of the bypass sewer line at the Ruidoso Downs Racetrack

Reason: Flood damage to sewer line following the Southfork Fire 2024

Document: Emergency Declaration Form - Capital Pump and Equipment

Date: 08/01/2024 – 09/01/2024

Vendor: James, Cooke and Hobson, Inc

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, which include stainless steel guide rails, chains, and electrical cables for quick replacement. The EPA requires that the facility have an inventory of replacement and spare parts. JCH is the Area Representative for Flygt and Aurora products we use at the facility.

Document: Sole Source Certification - James, Cooke and Hobson, Inc.

Date: 07/28/2024 to 07/27/2025

Vendor: Don Swanner Tree Service

Item/Service: Debris Removal due to the South Fork Fire in Ruidoso, NM.

Reason: Due to the South Fork fire, debris has blocked roadways and thoroughfares. To increase access for emergency personnel and utility operators, debris must be removed.

Document: Emergency Determination Form - Don Swanner Tree Service

Date: 06/20/24

Vendor: MP Chavez Enterprises, Inc

Product: Installation of a Culvert at Paradise Canyon Dr and Starlite Rd. The culvert is 24 inches in diameter and 80 feet long. 15 yards of concrete will be poured for both headwalls.

Reason: The previous culvert was damaged by the flooding and needed to be replaced to prevent continued clogging and flooding.

Document: Emergency Determination Form - MP Chavez Enterprises, Inc.

Date: 07/19/2024 – 08/19/2024

Vendor: Downshift Brewing Company

Product: South Fork Fire Emergency Operations Center Staff Meals 07/15/2024 through 07/21/2024 at Ruidoso Convention Center

Reason: This is the only company that could provide catering this week from 07/15/2024 through 07/21/2024 at Ruidoso Convention Center.

Document: Emergency Determination Form - Downshift Brewing Company

Dates: 07/15/2024 – 07/31/2024

Vendor: Ranco Response

Product: 5-CCTV Pole Cameras

Reason: Due to flash flooding in our area, these Pole Cameras can be placed strategically along the river and other flood areas for monitoring. 

Document: Emergency Determination Form - Ranco Response

Dates: 07/02/2024-08/31/2024

Vendor: Ruidoso Valley Chamber of Commerce

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

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 (14) years, and the Billy the Kid Visitors Center was added eight (10) 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.

Document: Sole Source Certification - Ruidoso Valley Chamber of Commerce

Dates: 07/01/2024 – 06/30/2025

Vendor: The Village Buttery

Product: South Fork Fire Emergency Operations Center Catering at Village of Ruidoso Convention Center

Reason: The only company that could provide catering for 600 people at the EOC.  Two other companies were contacted but could not provide service for the time needed.

Document: Emergency Determination Form - The Village Buttery

Dates: 07/01/2024 – 07/31/2024