Ruidoso staff present $349,357 OpenGov proposal to centralize procurement and grants tracking

Representatives from OpenGov presented a proposal to the Ruidoso council to implement e-procurement, grants management and capital project software at an estimated cost of $349,357.35, saying the system would centralize grant tracking, automate procurement workflows and provide executive dashboards for project visibility.

"My name is Grace. I am our procurement and asset management specialist here at OpenGov," the presenter said, describing tools to shorten the bid cycle, increase vendor responses and add compliance guardrails. Colleague Shay said centralized grants tracking would reduce the risk of missed deadlines, delayed reimbursements and potential clawbacks.

Council questions focused on integration and procurement method. Staff said the platform integrates with the village's Tyler accounting system and can exchange reports with the MyGov work-order system, and that procurement would proceed using a Sourcewell cooperative pricing agreement. Christie, the village contact on implementation, said training would be mostly remote with a project manager from OpenGov and an internal customer-success manager provided after implementation.

Implementation timelines discussed estimated around three to four months for procurement setup and an additional month or two for grants and capital project modules. Councilors emphasized the need for better project oversight: staff said the village has roughly 30 active projects and nearly $96 million in grant awards in its pipeline, and that centralizing tracking is a priority to protect those funds.

Council did not take a final contract vote at the workshop; staff said the item will return to the regular agenda for formal action.