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ROSWELL NEW MEXICO
AGENDA ITEM ABSTRACT
Item No. 23.
Regular City Council Meeting - AMENDED
Meeting Date:
05/14/2026
COMMITTEE:
N/A
CONTACT:
N/A
CHAIR:
Mayor Pro Tem

ACTION REQUESTED:

Approval of a budget adjustment and authorization to purchase equipment and services from Xybix, ConvergeOne, and Goodman’s in the total amount of $165,551.67 to support the relocation, upgrade, and outfitting of the Pecos Valley Regional Communications Center, with expenditures to be initially funded by the City and subsequently reimbursed through the NMDFA E-911 Grant Program. (Gass/Herring)

BACKGROUND:

Initiated by: Alison Herring
 
The Pecos Valley Regional Communications Center is upgrading and relocating critical equipment to maintain operational continuity, improve functionality, and support uninterrupted emergency communication services. Historically, equipment and project costs associated with the NM911 Grant Program were processed by submitting vendor quotes directly to the NM911 Program, which then paid vendors upfront on behalf of the project. Recently, the NM911 Program restructured the grant process from an upfront payment model to a reimbursement-based model. Under the revised procedures, the City must first procure and pay eligible project costs and then submit documentation for reimbursement. As a result of this procedural change, a budget adjustment is required to appropriate expenditure authority for the project pending reimbursement through the NM911 grant program. To avoid delays in this time-sensitive transition, we are bringing this item directly to the City Council rather than through the standard two-committee review process.

The proposed purchases include:
  • Xybix - $96.380.68 relocation of existing dispatch consoles, addition of two new consoles, and furnishing of a new training room.
  • ConvergeOne - $59,189.75 relocation of the current Viper system, including installation, technician services, and necessary materials.
  • Goodman’s - $9,981.24 purchase of 12 chairs for dispatchers and staff.

These upgrades are necessary to maintain continuity of 911 operations, improve workspace functionality and ergonomics, and ensure the Communications Center remains fully operational during the transition process. 

FINANCIAL CONSIDERATION

A budget adjustment is required to appropriate expenditure authority for these purchases due to the NM911 Grant Program transitioning from a direct vendor payment structure to a reimbursement-based funding model. The City of Roswell will initially fund the expenditures and subsequently seek reimbursement through the NMDFA 911 Grant Program upon completion of the procurement and payment requirements. 

Financial Impact (Revenue & Expense): Budget Adjustment Needed

Revenue: 1101-444900 $165,551.67

Expense: 11014656-817507 $71,885.86
                 11014656-654801 $59,189.75
                 11014656-642903 $9,981.24
                 11014656-652401 $24,494.82

LEGAL REVIEW:

No legal review at this time.

BOARD AND COMMITTEE ACTION:

Due to the time-sensitive nature of the PVRCC transition and the recent procedural changes to the NMDFA E-911 Grant Program requiring reimbursement-based funding, this item is being brought directly to City Council to avoid delays in project implementation and procurement activities. The expedited review process is intended to ensure continuity of critical emergency communication services and timely completion of the project. 

STAFF RECOMMENDATION:

Proceed as presented.

Attachments