As the City of Las Cruces has a responsibility to account for public funds and plan for the adequate funding of services provided to the public, the primary goal of Financial Services staff is to manage the financial affairs of the City and provide accurate and timely financial information in compliance with laws and regulations, governmental practices, and generally accepted accounting principles.
The mission of the Financial Services Department is to provide accounting, cash management, purchasing, payment services, and payroll services to City departments and governmental agencies so they can efficiently and effectively deliver municipal service to their customers.
Financial Services is comprised of eight programs whose functions are vital to the daily operations of the City of Las Cruces. These programs fall within four Lines of Business that work together in effort to accomplish this mission as detailed below.
- Office of the Director – The Office of the Director line of business houses the Administration program. Its purpose is to provide leadership and oversight of all programs to ensure alignment with the overall direction, and the overall financial health, of the City.
- Accounting and Financial Reporting – The purpose of the Accounting and Reporting line of business is comprised of the Accounting, Fixed Asset, and Payroll programs. Its purpose is to provide reporting, analytical and training services; the oversight and management of assets and auction services; and compensation services to City Council, City departments, and governmental agencies.
- Procure to Pay – The Procure to Pay line of business is comprised of the Purchasing and Accounts Payable programs. Its purpose is to provide oversight and management of the procurement of goods and services to ensure that purchases are competitive and in compliance with all applicable rules and regulations; and provides timely compensation to vendors, City departments, and governmental agencies for goods and services received.
- Treasury Management – The Treasury Management line of business is comprised of the Treasury and Cashiering programs. Its purpose is to provides professional, courteous, and convenient payment processing services to City customers; and provide cash management and financing services to City customers, departments, and governmental agencies.
The Government Finance Officers Association (GFOA) established the Annual Comprehensive Financial Reporting (ACFR) certificate program in 1945 to encourage state and local governments to go beyond the minimum requirements of generally accepted accounting principles. In doing so, the GFOA has established a high standard for financial reporting where government agencies must open their books in the spirit of transparency and full disclosure.
The GFOA then established the Popular Annual Financial Reporting (PAFR) awards program in 1991 to encourage state and local governments to produce popular annual financial reports designed to be readily accessible and easily understandable to a broad audience.
As of 2022, the City of Las Cruces has been presented by the GFOA with 19 consecutive ACFR awards, 10 consecutive PAFR awards and 22 consecutive Distinguished Budget Presentation awards.
Have questions or want to get in touch with our finance department?
| Point of Contact | Phone Number | Email Address |
|---|---|---|
| City of Las Cruces Financial Services | (575) 541-2355 | [email protected] |
| Laura Holguin - Interim Finance Director | [email protected] | |
| Accounting | (575) 541-2151 | |
| Disbursements | (575) 541-2517 | |
| Treasurer | (575) 541-2084 | |
| Purchasing | (575) 541-2525 |
Physical Address:
700 N Main Street
Las Cruces, NM 88001
Mailing Address:
P.O. Box 20000
Las Cruces, NM 88001
Phone:
575-541-2355
Hours:
Monday – Friday: 8:00 AM – 5:00 PM
Mission Statement
The purpose of the City of Las Cruces Accounts Payable Program is to provide payments, information, and inquire response services to Vendors, City Departments, Governmental Agencies, and City customer so they can receive timely compensation.
Vendor Invoicing Guidelines
How should I submit my invoices to the City of Las Cruces?
To improve the efficiency of this process, we are starting to phase out paper-based invoicing and therefore ask you to send your invoices only to us via email as an attachment ([email protected]) (preferred method). In instances where this is unavoidable and cannot be done electronically, please send hard copy invoices directly to the City of Las Cruces Disbursement section for scanning and processing. Invoices with postal addresses to City Departments will no longer be valid. Invoices sent directly to the City Departments (business units) may result in delayed payments.
What needs to be on your invoices?
One of the opportune areas that we need to focus on, and where we need your support with, is ensuring the completeness and quality of invoices that we receive, so that we can avoid inefficiencies and ensure that timely payments are made to you.
Regulatory and/or Compliance requirements:
- The invoice/document must bear the correct and complete City of Las Cruces name and address
- The document MUST be an invoice or a valid substitute (Note: Purchase Orders, Statement of Accounts, Sale Order, Packing Slip, Reminders, Letters, etc. are not allowed for processing)
- Copies of invoices will not be accepted as documentation without verification that the original invoice has been lost or destroyed and the vendor has not received payment.
- If a copy of Original Invoice must be submitted, invoice copy must be marked and initial off that it is a valid copy of the original invoice by the vendor.
- The invoice/document MUST be readable
- The invoice MUST NOT be dated before the delivery of goods and services
- Invoice/document must have a reference to a valid Purchase Order Reference OR CITY OF LAS CRUCES contact person
- Duplicate invoices must not be submitted (double submission)
- The invoice MUST NOT contain a duplicate invoice number (all invoice numbers must be unique)
Other Minimum Requirements that will avoid erroneous payments:
- YOUR complete Tax ID Number
- Invoice/document must have the breakdown of the gross and net invoice values (Tax/Freight amount provided)
- Invoice/document must state the currency
Invoice Requirements
Make sure that the invoice is legible and readable
It is important that the invoice is legible and includes complete and correct attachment(s). Overwritten invoice details are not acceptable and will be rejected. Handwritten and/or manual invoices are generally not encouraged as these may cause errors & inefficiencies in the process.
Send your invoices through the appropriate transmission channel – DO NOT send invoice(s) twice
If you are submitting via email, please do not submit hard-copy invoices. They will be rejected automatically by Accounts Payable scanning team and may cause delay in payment processing.
Know and indicate your Purchase Order number on the face of the invoice
The City of Las Cruces requires invoices reference a Purchase Order (PO), which is transmitted to your sales department per email. PO Numbers are required for us to process your invoice, therefore please make sure to consider the following:
- The Purchase Order is indeed listed for the purchase you are invoicing.
- The City of Las Cruces entity, which issued the PO, should match the City of Las Cruces entity indicated on your invoice.
- Purchase Orders should use the correct format.
Know your contact person at the City of Las Cruces
Invoices submitted should always bear the name and city department of the contact person you work with at the City of Las Cruces. This is especially critical for invoices that cannot be processed using Purchase Orders – as the absence of this results in delays or errors in processing.
Include and indicate Your Tax ID Information
If the data on the invoice does not match our vendor master data record, your invoice will be put on hold for investigation. Therefore, if your company’s name, address or Tax ID number has changed, please notify us and include a copy of the invoice with the vendor update forms you were previously using in unchangeable format (pdf), so that we can update our database before your invoices reach due date.
Check if invoice is correct and the breakdown of the total invoice amount is provided
Incorrectly calculated invoices, will require further coordination and may result in delays to the process. The correct tax rate should be reflected on the face of the invoice
Missing Guidelines & Delivery Methods
Preferred Method – Email
Invoice submitted as an e-mail attachment.
Provide PDF Invoice email attachment, you can send the invoice to the following email address:
- Link to email address: [email protected]
- The attachment can be sent in a pdf (preferred) or tiff format. It should not exceed a maximum of 10MB in size. One pdf or tiff file can contain only one single invoice (with the supporting documents, if needed).
Least Preferred Method – Mail
Hard copy invoices submitted via mail.
We recognize that e-invoicing is not always possible for all of our suppliers, so if you still need to submit a paper based invoice, please follow these instructions immediately.
- All paper based invoices now need to be sent to the PO Box address listed here:
City of Las Cruces
Attn.: Accounts Payable
P.O. BOX 20000
Las Cruces, NM 88004-9002
Correct Address
Use the correct City of Las Cruces Name (Legal Entity)
Invoices should be submitted to City of Las Cruces Accounts Payable or approved means (email) after the delivery of goods and services has been completed and confirmed acceptable. Invoices should be billed to the City of Las Cruces – Attn.: Accounts Payable – Correct Legal Entity Name, Entity Address and postal code should be used, for the invoice not to be rejected.
|
Incorrect Address Listing
|
Correct Address Listing
|
|---|---|
|
To:
NM City of Las Cruces
PO BOX 20000
ATTN: (Department Name or Contact)
Las Cruces, NM 88004
United States
|
To:
City of Las Cruces
ATTN: Accounts Payable
PO BOX 20000
Las Cruces, NM 88004-9002
|
Payment Status
Where is my payment?
Accounts Payable staff strive to ensure that payments are made correctly, and in a effective and efficient matter. Your assistance in this endeavor is greatly appreciated. By following the above guidelines, you will assist us in ensuring prompt and accurate payments. If you have any questions regarding the status of your payment, you can contact staff by emailing [email protected]. Please provide:
- Company Name
- PO Number assigned for the purchase
- Invoice Number
- Invoice Total
Staff may not be able to identify the status of payments that are sent directly to the user Departments or Programs. It is imperative to send invoices directly to Accounts Payable to allow entry into our payment system, and allow tracking of invoice status.
What is my invoice is rejected?
A rejection message together with a copy of the rejected invoice will be sent to you via email or fax, as soon as available in records. A rejected, non-compliant invoice (non-compliant invoice is an invoice, where the address or City of Las Cruces entity is not valid, missing PO) will not be processed for payment, therefore it is necessary to send a new, correct document using the same submission method as for the original invoice. Should you have any questions regarding rejections, please feel free to contact us.
How can I get a remittance?
If you have received an EFT payment, and would like a remittance, please email [email protected]. Please provide:
- Company Name
- Check Date
- Check Total
Responsibilities:
The Budget Program is responsible for providing City departments with fiscal planning, analysis, and management services to enable the City organization to provide City services in accordance with the policies, goals and objectives established by the City Manager and the Las Cruces City Council.
The Budget Program coordinates the preparation of the City’s Operating and Capital budgets, which is the “action plan” used to implement the goals and objectives of the City Council. Budget also manages the Grants Administration Program.
With the direction provided by the City Council strategic plan, the dedication of our employees, and the support of our community, the City of Las Cruces provides the highest level of municipal services with our available resources. Once the operating budget is finalized it becomes the roadmap to providing programs and services to the community.
Awards
The Budget Program has won the Government Finance Officers Association (GFOA) Distinguished Budget Presentation Award over multiple consecutive years due in part to Budget’s commitment to provide professional and quality services to the City of Las Cruces. The award recognizes the very highest quality in the preparation of budget documents.
Adopted Budget FY2025
The adopted operating and capital budget for Fiscal Year 2025 was presented to Council in May 2024. The Budget document serves as a policy document, a financial plan, an operations guide, and a communication device for the City. It is the foundation for the City’s allocation of resources toward service delivery plans providing quality services, targeted investment, and continued improvements.
The budget was adopted on May 20, 2024.
Frequently Asked Questions
What does Budget Office do?
It assists the city manager with the development and implementation of the City’s budget. OMB monitors and forecasts the revenues and expenditures for the City.
What is a “Fiscal Year (FY) and when does it begin and end?
The City of Las Cruces and State of New Mexico follow a Fiscal Year (FY) that starts July 1 and ends June 30. A Fiscal Year is the period designated by the city for the beginning and ending of financial transactions or a budget cycle. The 2015 Annual Budget or Fiscal Year 2014 to 2015 refers to the period that begins July 1, 2014 and concludes on June 30, 2015.
What is the budget process?
The budget process begins in December with City Council and management work sessions. City departments and agencies start in January and conclude their budget development in late February with their submission of budget requests to Office of Management and Budget (OMB).
Around mid-April, the city manager releases the Preliminary Budget and Five-Year Capital Improvement Plan for the ensuing fiscal year. This is followed by a period of public comment during which, the community and City Council make recommendations on the budget to the city manager. The City Manager then submits the Final Operating and Capital Improvement Plan Budget to the City Council on or around the first business week of May.
Total City Budget
The FY2025 Adopted Budget is $596.6 million and is comprised of three parts: the General Fund, Capital Project funds, and Enterprise funds. The City’s largest operating fund is the General Fund with a $165.1 million Adopted Budget in FY2025.
In an effort to keep City Council and Las Cruces residents updated and informed on the City’s Budget, a Budget and Financial Status Report is presented quarterly to City Management that focuses on the financial and operational performance and provides updated estimates on revenues and expenditures for the remainder of the fiscal year.
The City’s financial management practices and policies include General Fund budgeted financial reserves, comprehensive long-term financial planning, financial reporting, and monitoring.
Contact Us
Physical Address: 700 N. Main Street, Third Floor, Las Cruces, NM 88001
Phone: (575) 541-2188
Fax: (575) 541-2188
Over time the City’s property and equipment becomes worn-out, obsolete, unusable, or surplus. Since these items were purchased with taxpayers dollars to comply with the State statutes, the City will action these items to the public through an online auction.
The property and equipment is placed up for auction on a Government Liquidation website (GovDeals.com) where buyers place bids and items are sold to the highest bidder.
For local auction items (Las Cruces area) please visit GovDeals.com/LasCruces.
To become a buyer, please visit govdeals.com and note the following:
- Thoroughly read and understand the bidder agreement.
- There is no fee to register to become a buyer.
- Thoroughly read Inspection, Payment and Removal Special Instructions before placing a bid.
- Auction pick-ups by appointment only.
Call (575) 541-2740 or email [email protected]
Municipal Debt and Bond Information
Types of Municipal Debt
There are three distinct types of debt that can be issued by local government:
- General obligation (GO) debt is secured by the full faith and credit of the local government issuing the debt. The municipality pledges its tax revenues unconditionally to pay the interest and principal on the debt as it matures. If the debt is in the form of a bond, the bond owners have a legal claim on all the general income of the jurisdiction if a default occurs.
- Revenue debt is different from GO debt in its method of repayment. Unlike GO debt, which relies on taxation, revenue debt is guaranteed by the specific revenues generated by the issuer. For example, utilities can issue revenue debt with the revenues from customer utility bills guaranteeing the repayment of the debt.
- Special assessment debt is debt repaid from assessments against those who directly benefit from the project the funds have been used to finance. For example, if a special assessment bond is issued to pay for road improvements that benefit a specific subset of the population, the local government will develop an assessment roll for those properties benefiting from the improvement to repay the bond.
Long-term debt is a commonly used for financing large capital assets such as infrastructure, buildings, and large pieces of equipment. Issuing debt increases the total cost of the asset through the payment of interest, but it also allows local governments to acquire or build capital assets sooner by borrowing up front for assets that they could not otherwise fund from existing cash resources. By spreading out the debt payments over many years, local governments can also smooth out their expenses and create a more predictable cash flow.
Short-term debt can be used to cover a temporary cash flow deficit or provide for an interim method of financing until long-term borrowing has been secured.
What are Municipal Bonds
Municipal bonds are debt securities issued by states, cities, counties and other governmental entities to finance capital projects such as building new facilities, highways, or sewer systems. By purchasing municipal bonds, you are in effect lending money to the bond issuer in exchange for a promise of regular interest payments, usually semi-annually, and the return of the original investment, or “principal.” A municipal bond’s maturity date (the date when the issuer of the bond repays the principal) may be years in the future. Short-term bonds mature in one to three years, while long-term bonds won’t mature for more than a decade.
Generally, the interest on municipal bonds is exempt from federal income tax.
The two most common types of municipal bonds are the following:
- General obligation bonds are issued by states, cities or counties and not secured by any assets. Instead, general obligation are backed by the “full faith and credit” of the issuer, which has the power to tax residents to pay bondholders.
- Revenue bonds are not backed by government’s taxing power but by revenues from a specific project or source, such as highway tolls or lease fees. Some revenue bonds are “non-recourse”, meaning that if the revenue stream dries up, the bondholders do not have a claim on the underlying revenue source.
Debt Schedule
Debt Schedule
Available Soon
Visit the Municipal Securities Rulemaking Board (MSRB) Electronic Municipal Market Access (EMMA) page, and type “City of Las Cruces” in the Quick Search field.
Investment Policy
An investment policy describes the parameters for investing government funds and identifies the investment objectives, preferences or tolerance for risk, constraints on the investment portfolio, and how the investment program will be managed and monitored. The Government Finance Officers Association recommends that all governments establish a comprehensive written investment policy, which should be adopted by the governing body.
Review the Investment Policy in the City’s Municipal Code.
Government financial statements are annual financial reports that present revenues collected and amounts spent. Financial statements usually include a statement of activities, and often some type of reconciliation. Cash flow statements are often included to provide relevant information about the cash receipts and cash payments of the City during the fiscal year.
Annual Comprehensive Financial Reports (ACFR)
An Annual Comprehensive Financial Report is a set of U.S. government financial statements comprising the financial report of a state, municipal, or other governmental entity that complies with the accounting requirements promulgated by the Governmental Accounting Standards Board (GASB). These reports are audited by an independent auditor using generally accepted government auditing standards. The ACFR will contain the actual results of the prior year’s financial activities. The ACFR will be comprised of three sections.
- Introductory – Guides reader through report.
- Financial – Presents the basic financial statements with notes, and the independent auditor’s report.
- Statistical – Provides additional financial and statistical data, including data about financial trends that may better inform the reader about the government’s activities.
The Management Discussion and Analysis (MD&A), located in the Financial section of the ACFR, will provide the “high points” that may be of most interest to our citizens. The MD&A will describe the previous year’s results and key factors influencing them; shows the current financial condition; and provides an overview of likely future prospects.
Management’s Discussion & Analysis – June 30, 2023 Financial Highlights
- The assets and deferred outflows of resources of the City of Las Cruces exceeded its liabilities and deferred inflows of resources at the close of the most recent fiscal year by $662.8 million (net position). The unrestricted net position, which represents the amounts available to meet the City’s ongoing obligations to citizens and creditors, was $(117.0) million. Unrestricted net position was affected by the implementation of GASB 68, GASB 75, GASB 87, and GASB 96 – Subscription-Based Information Technology Arrangements – which was implemented this fiscal year.
- As of June 30, 2023, the total governmental funds balance was $239.7 million. This is an increase of $24.1 million in comparison with the prior year of $215.6 million. Of this amount, $46.3 million is available for spending at the City’s discretion (sum of unassigned and assigned fund balance).
- As of June 30, 2023, fund balance of the General Fund was $79.8 million. At the close of the current fiscal year, unassigned fund balance of the General Fund was $44.0 million or 32.8% of the total General Fund expenditures of $134.3 million.
- Net position of the City’s enterprise funds decreased by $3.1 million yielding a net position of $246.8 million as of June 30, 2023. Additional information can be found in the business-type activities section of the management discussion and analysis.
- The total long-term liabilities for the governmental and business-type activities increased by $17.8 million to a total of $290.8 million. Of this amount, $251.4 million represented total bonds and notes payable. More detailed information about the City’s long-term liabilities is presented in Note 7 to the financial statements.
View the full ACFR Reports.
Popular Annual Financial Reports (PAFR)
The Popular Annual Financial Report (PAFR), is an easy-to-read publication that provides citizens with an overview of how their tax dollars are managed and spent. The report includes highlights and simplified information from the ACFR. The PAFR will highlight our city’s progress, finances, achievements, and our future key initiatives.
View the PAFR Reports.
Partner Agency Financial Statements and Independent Auditor’s Reports
Animal Service Center of the Mesilla Valley (ASCMV)
View Animal Service Center of the Mesilla Valley Financial Statements and Independent Auditors’ Reports.
Mesilla Valley Regional Dispatch Authority (MVRDA)
View MVRDA Financial Statements and Independent Auditors’ Reports.
Metro Narcotics
View Metro Narcotics Financial Statements and Independent Auditors’ Reports.
South Central Solid Waste Authority (SCSWA)
View SCSWA Financial Statements and Independent Auditors’ Reports.
The Cashiering Program is the central processing center for all payments made to the City of Las Cruces, and is charged with the responsibility of ensuring that all payments collected are in accordance with regulations and with development and implementation of standardized cash receipting and handling procedures. In coordination with the Treasury program and staff, Cashiering staff are responsible for the reconciliation of payments made to the City of Las Cruces. Our mission is to provide payment processing services to City customers, so they can receive courteous, convenient, and timely payment services.
Where can I pay my bill?
Depending on the type of service, you may need to visit specific City buildings to process payment for services. See below listed services for payment locations.
Utility Bills
Payment Arrangements
We encourage you to visit or call immediately to make payment arrangements if you are experiencing a financial hardship. Services that are shut off for non-payment require full payment of the past due balance plus additional fees for re-connection of those services. Find More Payment Assistance Options On The Billing & Receivables Page.
City Hall Treasury Cashiers Window
Location: 700 N. Main St, Las Cruces NM
Hours: 8:00 am to 5:00 pm, Monday through Friday (closed on observed legal holidays)
General Billing Invoices
What is a General Billing Invoice?
A General Billing Invoice is an invoice from the City of Las Cruces on behalf of the City of Las Cruces or any of its partner agencies for permits, fees, or other miscellaneous charges for goods and services received that do not appear on monthly utility bill invoices.
City Hall Treasury Cashiers Window
Location: 700 N. Main St, Las Cruces NM
Hours: 8:00 am to 5:00 pm, Monday through Friday (closed on observed legal holidays)
Lodger’s and Convention Taxes
The New Mexico Lodgers Tax Act, NMSA 1978, § 3-38-13 authorized municipalities by ordinance the ability to impose an occupancy tax for revenues on lodging within the municipality.Additionally, the New Mexico Convention Center Financing Act, NMSA 1978, §§ 5-13-1 through 5-13-15, as amended and supplemented authorized a municipality to impose a convention center fee on the use of a room within a lodging facility with the Municipality. Please visit the Lodger’s and Convention Center page for more information regarding these taxes and fees.
Acceptable Forms of Payment
- Cash
- Money Order
- Personal Check (temporary checks not accepted)
- Cashier Check
- Credit Card (Discover, Visa, or Master Card)
Payment Methods:
- By Mail – You can mail in payments to:
City of Las Cruces
Finance/Cashiers
PO Box 20000
Las Cruces, NM 88004 - In person – Treasury staff is happy to assist you with processing your payments.
- Window drop box (City Hall Location only.) – A drop box is available next to the City Hall cashier window for convenient payment.
- East Mesa drop box (5195 Bataan Memorial West) located by Security Guard desk. – Check or Money Order Only
- After Hours (City Hall Location only.) – An after-hour drop box is located between Las Cruces City Hall and Thomas Branigan Memorial Library. Payments submitted to the drop box on Saturday and Sunday, or after 8:00 am Monday through Friday will be processed the following business day.
The Purchasing Program is dedicated to ensuring the effective and efficient purchase of goods and services based upon the mission of the City to provide responsive, cost effective and high quality services to the citizens of Las Cruces. We work with vendors and City staff to maximize the purchasing value of public funds while maintaining transparency in a procurement system that is fair and equitable for all participants, including, but not limited to, the following processes:
- Competitive Procurement
- Registration and Updates of Vendor Files
- Non-Competitive Procurement
- Purchasing Card (P-Card) Administration
- Non-Taxable Transaction Certificates (NTTC)
Our Staff
Our staff includes a Purchasing Manager, Purchasing Supervisor, Buyer II, four Buyers, and a Purchasing Specialist. We are here to assist with all aspects of the City procurement process; please email us with any questions.
Statutes, Rules & Regulations
In order to maintain a procurement system of quality and integrity, the Purchasing Section must comply with applicable federal regulations, state statutes and local laws including but not limited to those listed on our Human Resources page. In addition, the City Procurement Code was adopted and included in Las Cruces Municipal Code Chapter 24, and is subject to the following:
- Construction Industry Division Licensing Regulation
- Federal Acquisition Regulation (FAR)
- Prohibited Bidding Code
- Public Works Act
- State of New Mexico Procurement Statutes
- Subcontractor Fair Practices Act
- Workforce Solution Registration
About the Program
The City of Las Cruces’ Disadvantaged Business Enterprise (DBE) Program was created to provide a level playing field for small minority- and women-owned companies wanting to do business with the City on projects funded wholly or in part by various U.S. Department of Transportation agencies.
DBEs are for-profit small businesses where socially and economically disadvantaged individuals own at least a 51% interest and also control management and daily business operations.
Participating
According to Federal DBE guidelines, the following are presumed to be socially and economically disadvantaged:
- African Americans
- Asian-Pacific Americans
- Hispanics
- Native Americans
- Subcontinent Asian Americans
- Women
Other individuals can also qualify on a case-by-case basis.
The DBE Program is administered in New Mexico by the State of New Mexico Department of Transportation, Office of Equal Opportunity Programs. To participate in this program, a small business owned and controlled by socially and economically disadvantaged individuals must receive DBE certification from the State of New Mexico Department of Transportation, which can be accessed through its Office of Equal Opportunity Programs.
Quick Links
- City of Las Cruces Disadvantaged Business Enterprise Plan (PDF)
- City of Las Cruces Policy Statement (PDF)
- EEO/ADA Complaint Resolution Process
- City of Las Cruces FAA Goals and Goal Methodology
- City of Las Cruces FTA Goals and Goal Methodology
- New Mexico Department of Transportation Disadvantaged Business Enterprise Certification Application
- U.S. Department of Transportation’s Office of Small and Disadvantaged Business Utilization
All City competitive bid and proposal information is available on the BidNet Direct – New Mexico Purchasing Group website or by using the link below to access the list of open solicitations. Registration with the New Mexico Purchasing Group is encouraged to enhance access to City of Las Cruces and other New Mexico governmental contract opportunities available on the New Mexico Bid System.
Accessing Bids & Proposals
New Mexico Purchasing Group
You can register online now. To access solicitations statewide:
- Option 1 – Search Registration
- Login and Search Opportunities Available
- No Cost
- Option 2 – Standard Registration
- Annual Fee
- Automatic Notification of Opportunities Matching Profile
For assistance, call BidNet Support at 800-835-4603.
The list of open and past solicitations on BidNet is located here or can be requested via e-mail to [email protected].
Vendor Insurance Requirements
The type of goods and/or services a vendor may provide to the City of Las Cruces will dictate the type of insurance, certificates, and, endorsement the vendor may need. Proof of insurance, certificates, and endorsements are required prior to the execution of any purchase order or contract. Below you will find a matrix detailing general insurance requirements based on goods or services rendered. Additional/other insurance may be required. The general insurance matrix pdf can also be downloaded here.
By Phone or E-Mail
Contact Purchasing staff by calling 575-541-2525 or by emailing the Purchasing Office
Obtaining Solicitation Documents at City Hall
Send and email to [email protected] to request PDF copies of Invitations to Bid, Requests for Bid, or Requests for Proposals, or visit our office at 700 N Main Street, Third Floor, Suite 3100, Las Cruces, NM 88001 to obtain copies on a USB flash drive.
Insurance Coverage Requirements
| Vendor/Suppliers/General | Consultants/Professional Services | Special Events/Permits | Contractors
Tier 1
|
Contractors
Tier 2
|
|
|---|---|---|---|---|---|
| Commercial
General Liability
|
$1 Million Occurrence/
$2 Million Aggregate
|
$1 Million Occurrence/
$2 Million Aggregate
(if providing on-site service)
|
$1 Million Occurrence | $1 Million Occurrence/
$2 Million Aggregate
|
$1 Million Occurrence/
$2 Million Aggregate
|
| Business Auto | $1 Million
Combine Single Limit
|
$1 Million
Combine Single Limit
|
Normally Not Applicable | $1 Million
Combine Single Limit
|
$1 Million
Combine Single Limit
|
| Workers’ Compensation | Statutory
And Employer Liability
$1 Million
|
Statutory
And Employer Liability of
$1 Million
|
Not Applicable | Statutory Limits and Employer Liability
$1 Million
|
Statutory Limits and Employer Liability
$1 Million
|
| Umbrella | Only to satisfy underlying coverage’s compliance with required minimum limits | Only to satisfy underlying coverage’s compliance with required minimum limits | Not Applicable | $5 Million | Only to satisfy underlying coverage’s compliance with required minimum limits |
| Professional Liability | Normally not Applicable | $1 Million Per Claim Made/
$2 Million Aggregate
|
Normally not Applicable | Not Applicable, unless providing design and engineering services | Not Applicable, unless providing design and engineering services |
| Liquor Liability | Normally Not Applicable | Not Applicable | $1 Million | Not Applicable | Not Applicable |
| Pollution Liability | Not Applicable | Not Applicable | Not Applicable | $1 Million Occurrence/
$2 Million Aggregate
|
$1 Million Occurrence/
$2 Million Aggregate
|
| Aviation/Hangar Keeper’s Liability | $2 Million Occurrence/
$4 Million Aggregate
If Applicable
|
Not Applicable | Not Applicable | Not Applicable | Not Applicable |
| Aircraft Liability | $1 Million
Combined Single Limit
If Applicable
|
Not Applicable | Not Applicable | Not Applicable | Not Applicable |
| Coverage | REQUIRED Extension of Coverage | Acceptable Reasons for Evidence of Coverage Exemption |
|---|---|---|
| Commercial General Liabilities | City is named as an Additional Insured AND coverage is Primary & Non-Contributory, per location or per project aggregate, occurrence form, must include products and completed operations, and include waiver of subrogation. | City is named as an Additional Insured AND coverage is Primary & Non-Contributory, per location or per project aggregate, occurrence form, must include products and completed operations, and include waiver of subrogation. |
| Business Auto | Coverage must be for owned, hired and non-owned or any auto.
City named as an Additional Insured
|
All work is done at Certificate Provider’s Establishment, and there is no use of autos related to their work for the City. Additional Insured Status can be waived. |
| Workers’ Compensation | Waiver of Subrogation – | Contractor/consult has no employees |
| Professional Liability | None (there are rare circumstances when the City would require additional insured status) | Only required for select consultants based on their profession. Examples are architects, engineers, auditors, attorneys, medical offices, realtors, insurance, etc. |
| Liquor Liability | City is named as Additional Insured | Only for individuals, business entities or groups using City facilities and serving alcohol |
| Pollution Liability | City named as Additional Insured | Only required for projects with identified pollution exposure. Determination by Risk Manager, City Attorney or City Management. |
| Aviation/Hangar Keeper’s Liability | None | Only from individuals or entities whose aircraft are based at City owned Air Field or who use aircrafts under contract with City. |
Other Coverage to be considered on a Case by Case Basis:
Builders Risk- required for building coverage during the course of building or structure construction. Should be based on the total finished cost.
Damage to rented property- required for lease contracts. This is standard in a CGL but must be indorsed to include the replacement value of the leased building or portion of the building in the Lessee’s care, custody and control.
On Hook- required for tow truck operators and must exceed the value of the replacement cost of vehicles towed.
Riggers- required for crane operators and at a value of property handled.
Cyber Liability- requirement for software suppliers providing software, either housed here or off site that store City data.
Garage Liability and Garage Keepers- required for garages that drive, repair and store City vehicle. (contracted facilities)
Definitions:
Tier 1 Contractor- Building Construction, Additions or Remodels. Infrastructure Contractors. (Capital Improvement Projects)
Tier 2 contractor- Service, maintenance and repair.
Additional Insured Endorsements:
Preferred- CG 32 04 12 04, New Mexico Specific Additional Insured for Premises and Ongoing Operations and CG 32 12 12 04, New Mexico Specific for Products and Completed Operations. These endorsements should specifically name the City and list the project. Products and completed operations can be waived based on the scope of contract.
Acceptable- CG 20 10 07 04, Standard ISO for Premises and Ongoing Operations and CG 20 37 07 04, Standard ISO for Products and Completed Operations. These endorsements should specifically name the City and list the project. Products and completed operations can be waived based on the scope of the contract.
Requiring Review of Certificate and Contract- CG 20 10 04 13 and CG 20 37 04 13, All endorsements that state, “when required by written contact”, all endorsements that are general broadening endorsements that include a “who is an insured” section. These endorsements put determination of coverage on the “Written Contract or Agreement”. They are limited to the lesser of coverage listed in the Contract or amount provided by the underlying coverage, whichever is less. Coverage types are normally limited to what is defined in the written contract. These endorsements put the burden of insurance of coverage on the wording found in a non-insurance contract. Other problems, downstream contactors who we do not have a direct written contract with. Limiting Completed Operations Coverage to Policy Expiration date unless a specific time frame is listed in the contract. Conflicting or incorrect coverage language in the non-insurance triggering contract.
ALL Coverage is REQUIRED to be with an Insurance Carrier with an A.M. Best rating of no less than A- AND authorized by the NM Department of Insurance to rule out surplus lines coverage or prior approval by City Attorney is Required.