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Finance

The City of Ruidoso Downs Purchasing Department is responsible for the procurement of all items required to operate and maintain City departments and projects. The Purchasing Department is responsible for procuring necessary items/services at the best value, optimum delivery, and total quality to meet the requirements of the requisitioning Departments. This is accomplished primarily through competitive quotes, formal bids, or proposals in accordance with the purchasing procedure and the legal requirements outlined in the State of New Mexico Procurement Code.

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OFFICIALS

Mary Castaneda - Finance Director/CPO
T: (575)378-4422    Ext. 1020                                     

E: mcastaneda@ruidosodowns.us

Vacant - Utility Clerk/Administrative Assistant
T: (575)378-4422    Ext. 1023

E

Blythe Gilmore - Finance Clerk
T: (575)378-4422   Ext. 1028
E: bgilmore@ruidosodowns.us                        

 

PROCUREMENT INFORMATION
NM State Purchasing GSD

NMSA and NMAC Laws for Travel and Per Diem
NMSA
NMAC


WRITTEN QUOTATION

Removal of Leaking Skylight Panels, Replacement of Weather Strips on All Seal Plates, Reinstall Skylights, Caulk Sides & Bottoms, and Clean-out Weep Holes on Channels. SEE COMPLETE INFO HERE.

RECENT INVITATIONS FOR BIDS (IFB)

RECENT REQUESTS FOR PROPOSALS (RFP)
View Purchasing Archive

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Fiscal Year 2024 Budget Process
January 25, 2023 - Finance Director will send worksheets to everyone who has a budget in the city.
February 17, 2023 – Everyone’s deadline for submission of worksheets and Capital purchases back to the Finance Director.

  • Everyone will be given 3 weeks and 2 days to complete.
  • No changes will be made after this due date.
  • Everyone is responsible for keeping a copy of their worksheets for reference.
March 29, 2023, and/or March 30, 2023 – Governing Body Budget Workshop
  • The Governing Body has the authority to go line by line.
  • Finance Director will use the binders with all of the information submitted and provide the recap sheet to get the budget in balance.
  • All of the materials provided in the binders will remain confidential until the presentation of the budget is presented to Governing Body for approval. This includes any requested copies of information in the binders.  All binders and information will be shredded upon completion of the workshops. 

May 8, 2023, or May 22, 2023 – Present Preliminary Budget to the Governing Body.
May 31, 2023 – Preliminary Budget due to DFA.
July 24, 2023 – Present the Final Budget to the Governing Body.
July 31, 2023 – Final Budget due to DFA.

REPORTS
Quarterly Reports to City Council

1st Quarter Report FY 2023
2nd Quarter Report FY 2023
3rd Quarter Report FY 2023
4th Quarter Report FY 2023


Final Budget Report
FY 2021
FY 2022
FY 2023
FY 2024

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AUDIT REPORTS
2020 
2021 
2022 

Accounts Payable
Vendors must provide both federal and state tax identification numbers to perform services for the City. Please contact the Finance Director and/or Assistant Finance Clerk personnel for assistance. Vendor ID numbers must be established prior to the submission of invoices.
All invoices submitted must include the following:

  • Date of services or purchase of goods
  • Vendor name and mailing address
  • Current W-9, annually
  • Description of goods or services
  • Total amount due

The City is exempt from sales tax on tangible goods with the exception of construction items. Sales tax will be paid on labor, services, and construction items. If an invoice includes a sales tax on parts or goods, it will be deducted from the disbursement. Please contact the Finance Director and/or Assistant Finance Clerk if you need a Non-Taxable Transaction Certificate.