City of Ruidoso Downs

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.

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.

• 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 Final Budget to the Governing Body.
July 31, 2023 – Final Budget due to DFA.

Accounts Payable
Vendors must provide both federal and state tax identification numbers to perform services for the City. Please contact 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.