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F I S C A L I M P A C T R E P O R T
SPONSOR Saavedra
DATE TYPED 2/25/05
HB 998
SHORT TITLE Attorney General Approval of State Contracts
SB
ANALYST Medina
APPROPRIATION
Appropriation Contained Estimated Additional Impact Recurring
or Non-Rec
Fund
Affected
FY05
FY06
FY05
FY06
NFI
(Parenthesis ( ) Indicate Expenditure Decreases)
Relates to language the General Appropriation Act (Section 3, Subsection P)
Duplicates Section 5 of Senate Bill 207
SOURCES OF INFORMATION
LFC Files
Responses Received From
Attorney General (AGO)
Department of Finance and Administration (DFA)
General Services Department (GSD)
Department of Transportation (NMDOT)
Corrections Department (NMCD)
Public Education Department (PED)
SUMMARY
Synopsis of Bill
House Bill 998 amends the Procurement Code to require the Attorney General’s review and ap-
proval of contracts entered into by state agencies that are not exempt from the provisions of the
Procurement Code and have a total cost in excess of $200 thousand. The provisions of the bill do
not apply to contracts for emergency procurements pursuant to the provisions of Section 13-1-
127 NMSA 1978.
Significant Issues
The Attorney General has been involved in the review of agency professional services contracts
with a cost in excess of $200.0 pursuant to a rule enacted by DFA (Rule 2.40.2.10, See Attach-
pg_0002
House Bill 998 -- Page 2
ment). In December 2004, DFA repealed the Attorney General’s review authority. This bill
would amend the Procurement Code to restore the prior review obligations of the Attorney Gen-
eral. However, according to the Attorney General’s staff analysis, the bill expands the review
obligations beyond professional services contracts and appears to require the Attorney General’s
review of services contracts and construction contracts as well.
The Attorney General’s review of state agency contracts in excess of $200 thousand provides a
check on the review of contractual services agreements from an independent executive depart-
ment.
FISCAL IMPLICATIONS
According the Attorney General, given the complexity and quantity of the state agency contracts
in excess of $200.0, the review of such cases could lead to some delays in their implementation
in some cases.
ADMINISTRATIVE IMPLICATIONS
There could potentially be some minimal administrative costs to the Attorney General’s Office
given the possibility of attorney workload increases related this bill.
CONFLICT, DUPLICATION, COMPANIONSHIP, RELATIONSHIP
Section 3, Subsection P of the General Appropriation Act (House Appropriations and Finance
Committee Substitute for House Bills 2, 3, 4, 5, 6 and 48) reads:
“The appropriations contained in Section 4 of the General Appropriation Act of 2005 in the con-
tractual services category are contingent upon the Attorney General reviewing contracts over two
hundred thousand dollars ($200,000).”
TECHNICAL ISSUES
Section 13-1-127 NMSA 1978 defines the conditions of an emergency procurement. It defines an
emergency condition as “a situation which creates a threat to public health, welfare or safety
such as may arise by reason of floods, fires, epidemics, riots, acts of terrorism, equipment fail-
ures or similar events and includes the planning and preparing for an emergency response. The
existence of the emergency condition creates an immediate and serious need for services, con-
struction or items of tangible personal property that cannot be met through normal procurement
methods and the lack of which would seriously threaten:
(1) the functioning of government;
(2) the preservation or protection of property; or
(3) the health or safety of any person.”
Agency general counsel require a commission from the Attorney General granting them the abil-
ity to represent the state in litigation.
OTHER SUBSTANTIVE ISSUES
According to DFA, the Governor’s performance review recommended removing the Attorney
pg_0003
House Bill 998 -- Page 3
General’s Office from the contract approval process and focus on assisting agencies with con-
tract compliance issues. DFA further states rule change, removing the Attorney General from
contract review was raised in the discussion of whether the Attorney General could represent an
agency in a contract dispute hen the Attorney General was a signatory on the contract.
ALTERNATIVES
Pursuant to DFA rule 2.40.2, the Legislative and Judicial branches of government are excluded
from DFA contract review. However, the legislative and judicial branches are not excluded from
the provisions of the Procurement Code. DFA contends that there may be “separation of powers”
issues contained in this bill. In order to be consistent with existing rules and statutes exempting
the legislative and judicial branches of government, the bill could be revised to exempt these
branches of government from Attorney General contract review. Nevertheless, the bill as written
restores a necessary check on the executive branch of government’s contracts from an independ-
ent executive agency.
WHAT WILL BE THE CONSEQUENCES OF NOT ENACTING THIS BILL.
The Attorney General would not be required to review state agency contracts with a cost in ex-
cess of $200 thousand.
DXM/sb
Attachment
pg_0004
House Bill 998 -- Page 4
ATTACHMENT
2.40.2 NMAC 1
TITLE 2 PUBLIC FINANCE
CHAPTER 40 EXPENDITURE OF PUBLIC FUNDS
PART 2 GOVERNING THE APPROVAL OF CONTRACTS FOR THE PURCHASE OF
PROFESSIONAL SERVICES
2.40.2.1 ISSUING AGENCY: Department of Finance and Administration.
[5-15-97; 2.40.2.1 NMAC - Rn, 2 NMAC 40.2.1, 1-14-2005]
2.40.2.2 SCOPE:
A. The contracts review bureau of the department of finance and administration shall review and
approve all professional services contracts which result in expenditures equal to or greater than fifteen hundred
dollars ($1500), excluding gross receipts tax, and all amendments to those contracts for all state agencies except as
provided in Subsections B and C of Section 2.40.2.2 NMAC of this rule. Contracts expending public funds in
accordance with the Procurement Code, Sections 13-1-28 to 13-1-199 NMSA 1978 as amended are included within
the scope of this rule.
B. The following state agencies are currently exempt from submitting professional services contracts
and amendments through the contracts review bureau of the department of finance and administration:
(1) state agencies within the judicial branch of government as defined by the New Mexico
Constitution, Article VI;
(2) state agencies within the legislative branch of government as defined by the New Mexico
Constitution, Article IV;
(3) state educational institutions as defined by the New Mexico Constitution, Article XII, Section 11
and Chapter 21, Articles 13, 14, 16 and 17 NMSA 1978;
(4) the state fair pursuant to Section 16-6-8 NMSA 1978;
(5) the New Mexico public school insurance authority pursuant to Sections 22-29-6 (F) and 22-29-8
NMSA 1978 for contracts for procuring goods or services and paying for insurance or insurance-related services;
(6) the New Mexico mortgage finance authority pursuant to Section 58-18-20 NMSA 1978;
(7) the livestock board pursuant to Section 77-2-10 NMSA 1978; and
(8) other state agencies exempt by statute.
C. Pursuant to Section 6-5-9 NMSA 1978, the secretary of the department of finance and
administration may exempt a state agency’s contracts from contracts review bureau review and approval when the
secretary of the department of finance and administration determines that efficiency or economy so requires. A state
agency seeking an exemption must:
(1) apply in writing to the secretary of the department of finance and administration; and
(2) meet all of the following requirements:
(a) issue its own warrants;
(b) be exempt from prior submission of vouchers or purchase orders to the financial control
division of the department of finance and administration;
(c) receive the majority of its money from non-general fund sources;
(d) maintain pre -audit and post-audit fiscal accounting controls;
(e) maintain and operate its own administrative unit for procurement and controls its own
encumbrance of funds available for professional service contracts;
(f) provide administrative control and review of professional services contracts through its own
administrative unit; and
(g) employs in-house counsel to prepare, review, and approve professional services contracts
for form and legal sufficiency and to advise the state agency with respect to all applicable laws and regulations;
provided, however, that the attorney general shall also review and approve all contracts subject to Paragraph (1) of
Subsection C of 2.40.2.10 NMAC of this rule prior to approval and execution by the state agency.
[7-1-76, 8-15-77, 7-1-78, 7-1-84, 7-10-85, 7-1-87, 12-20-89, 5-15-97, 7-1-01; 2.40.2.2 NMAC - Rn & A, 2 NMAC
40.2.2, 1-14-2005]
2.40.2.3 STATUTORY AUTHORITY:
A. Sections 13-1-118 and 13-1-125 NMSA 1978 authorize the department of finance and
administration to review professional services contracts of state agencies as to form, legal sufficiency, and budgetary
requirements if required by its regulations.
2.40.2 NMAC 2
B. Section 6-5-3 NMSA 1978 provides that before any state agency enters into a contract expending
pg_0005
House Bill 998 -- Page 5
public funds, the financial control division of the department of finance and administration shall determine the
authority for such proposed expenditure. After the authority for the expenditure is determined, the appropriate fund
shall be shown by the financial control division to be encumbered to the extent of the proposed expenditure. The
financial control division may request, and the state agency shall provide, such documentation and other information
as the financial control division deems necessary to justify the state agency’s determination of authority. The
financial control division may disapprove the proposed expenditure if it determines that the justification is
inadequate or is not substantiated by law.
C. Section 6-5-6 NMSA 1978 requires the financial control division of the department of finance and
administration to determine that the proposed expenditure does not exceed the state agency’s appropriation, does not
exceed the periodic allotment made to the state agency or the unencumbered balance of funds at its disposal. The
state agency shall determine that a proposed expenditure is for a public benefit and purpose consistent with the
related appropriation and is necessary to carry out the statutory mission of the state agency prior to committing the
state to the transaction.
D. Sections 9-1-5(E) and 9-6-5(E) NMSA 1978 provide that after notice and hearing, the secretary of
the department of finance and administration may make and adopt such reasonable administrative and procedural
rules and regulations as necessary to carry out the duties of the department of finance and administration and its
divisions.
[7-1-76, 7-1-78, 7-1-84, 7-10-85, 7-1-87, 12-20-89, 5-15-97; 2.40.2.3 NMAC - Rn & A, 2 NMAC 40.2.3, 1-14-
2005]
2.40.2.4 DURATION: Permanent.
[5-15-97; 2.40.2.4 NMAC - Rn, 2 NMAC 40.2.4, 1-14-2005]
2.40.2.5 EFFECTIVE DATE: May 15, 1997 unless a later date is cited at the end of a section.
[7-1-76, 8-15-77, 7-1-78, 7-1-84, 7-10-85, 7-1-87, 12-20-89, 5-15-97, 6-15-98; 2.40.2.5 NMAC - Rn & A, 2 NMAC
40.2.5, 1-14-2005]
2.40.2.6 OBJECTIVE: The purpose of this rule is to establish the procedures state agencies must follow
and the requirements state agencies must meet in drafting, entering into, and seeking approval of professional
services contracts. These procedures ensure compliance with Sections 6-5-3, 6-5-6, 13-1-118 and 13-1-125 NMSA
1978 as amended.
[7-1-87, 5-15-97; 2.40.2.6 NMAC - Rn, 2 NMAC 40.2.6, 1-14-2005]
2.40.2.7 DEFINITIONS:
A. "Bureau" means the contracts review bureau of the administrative services division of the
department of finance and administration.
B. "Contract" means any agreement for the provision of professional services.
C. "Contract brief" means the bureau paper form or electronic version which shall accompany all
professional services contracts and amendments submitted to the bureau.
D. "Contractor" as defined in Section 13-1-43 NMSA 1978 means any business having a contract
with a state agency.
E. "Department or DFA" means the department of finance and administration.
F. "Form" means, at a minimum, that all contracts and amendments contain the provisions required
by the bureau, including but not limited to, a scope of work consistent with the request for proposals issued by the
state agency if the contract was procured by a request for proposals and performance measures as defined by and in
accordance with the Accountability in Government Act, Sections 6-3A-1 through 6-3A-9 NMSA 1978 and
subsequent amendments.
G. "Legal sufficiency" means, at a minimum, that all contracts and amendments contain the
provisions required by law and that all required signatures have been obtained.
H. "Procurement" as defined by Section 13-1-74 NMSA 1978 means purchasing, renting, leasing,
lease purchasing or otherwise acquiring items of personal property, services or construction and includes all
procurement functions, including but not limited to, preparation of specifications, solicitation of sources,
qualification or disqualification of sources, preparation and award of the contract, and contract administration.
I. "Procurement Code" means Sections 13-1-28 to 13-1-199 NMSA 1978, as amended.
2.40.2 NMAC 3
J. "Professional services" as defined by Section 13-1-76 NMSA 1978 means the services of
architects, archaeologists, engineers, surveyors, landscape architects, medical arts practitioners, scientists,
management and systems analysts, certified public accountants, registered public accountants, lawyers,
psychologists, planners, researchers, and persons or businesses providing similar services, except information
system resources professional services as defined by Paragraph (2) of Subsection B of GSD Rule 1.4.1.7 NMAC.
K. "Regulation" as defined by Section 13-1-80 NMSA 1978 means any rule, order, statement or
policy, as amended, issued by a state agency or a local public body that affects persons not members or employees
of the issuer.
pg_0006
House Bill 998 -- Page 6
L. "Retroactive approval to a contract or a contract amendment" means approval of a contract or
contract amendment that was submitted to the bureau and approved by the DFA secretary or his designee pursuant
to 2.40.2.13 NMAC of this rule after the contractor has begun work pursuant to a request to perform work from a
state agency employee or public officer with authority to make such a request.
M. "DFA secretary" means the secretary of the department of finance and administration.
N. "Sole source contract or amendment to sole source contract" means a contract or amendment
which fulfills the requirements of Sections 13-1-118 and 13-1-126 NMSA 1978, as amended.
O. "State agency" means any department, agency, commission, council, board, advisory board,
committee, or institution of the state of New Mexico, and does not include local public bodies.
[7-1-76, 8-15-77, 7-1-78, 7-1-84, 7-10-85, 7-1-87, 12-20-89, 5-15-97, 6-15-98; 2.40.2.7 NMAC - Rn & A, 2 NMAC
40.2.7, 1-14-2005]
2.40.2.8 DELEGATION OF APPROVAL AUTHORITY:
A. The bureau shall review all contracts and contract amendments for professional services with state
agencies as to form, and budgetary requirements.
B. The bureau shall consult with the department’s legal counsel as needed regarding any issues of
legal sufficiency of a state agency’s contracts and contract amendments for professional services.
C. The DFA secretary shall delegate, in writing to certain members of the bureau, the authority to
approve professional services contracts which result in expenditures equal to or greater than fifteen hundred dollars
($1500), excluding gross receipts tax, and all amend ments to those contracts except retroactive approval to contracts
and contract amendments and sole source contracts and amendments to sole source contracts as provided herein.
[7-1-78, 7-1-84, 7-10-85, 7-1-87, 12-20-89, 5-15-97, 6-15-98, 7-1-01; 2.40.2.8 NMAC - Rn & A, 2 NMAC 40.2.8,
1-14-2005]
2.40.2.9 FORM AND SUBMISSION:
A. All contracts and subsequent amendments shall be in a form and contain such provisions as
required by the bureau, including but not limited to, a scope of work consistent with the request for proposals issued
by the state agency if the contract was procured by a request for proposals and performance measures as defined by
and in accordance with the Accountability in Government Act, Sections 6-3A-1 through 6-3A-9 NMSA 1978 and
subsequent amendments.
B. All contracts and amendments shall:
(1) be accompanied by a contract brief being in such form and containing such information as may be
required by the bureau;
(2) be accompanied by a document prescribed by the financial control division of the department
showing that funds have been encumbered to the extent of the contract, including any amendments to that contract;
if the contract term includes more than one fiscal year, the contract must be accompanied by an encumbrance for the
current fiscal year amount or, up to the total amount of the current appropriation available for that contract;
(3) be accompanied by a written request for approval from the secretary of the contracting state
agency or his designee if the contract is subject to Paragraph (1) of Subsection C of 2.40.2.10 NMAC of this rule;
and
(4) comply with Procurement Code regulations, GSD Rule 1.4.1 NMAC and subsequent regulations
regarding indemnification and insurance.
[7-1-76, 7-1-78, 7-1-84, 7-10-85, 7-1-87, 12-20-89, 5-15-97, 6-15-98; 2.40.2.9 NMAC - Rn & A, 2 NMAC 40.2.9,
1-14-2005]
2.40.2.10 REVIEW PROCEDURES:
A. State agencies must submit to the bureau for review:
(1) sole source contracts;
2.40.2 NMAC 4
(2) amendments to sole source contracts;
(3) retroactive approval to contracts; and
(4) retroactive approval to contract amendments.
B. Bureau review:
(1) The bureau shall review all contracts or contract amendments for form, budgetary requirements
and compliance with the requirements prescribed on the contract brief.
(2) No contract or contract amendment shall become binding or effective until signed and dated by a
member of the bureau with contract approval authority.
C. Other review:
(1) Prior to the bureau’s review, the attorney general shall review all contracts which may violate
conflict of interest provisions of the Governmental Conduct Act, Sections 10-16-1 to 10-16-18 NMSA 1978.
(2) The bureau may submit any contract or amendment to the attorney general or other legal counsel
for review if the bureau is aware of legal issues concerning the contract or the amendment.
pg_0007
House Bill 998 -- Page 7
[7-1-76, 8-15-77, 7-1-78, 7-1-84, 7-10-85, 7-1-87, 12-20-89, 5-15-97; 2.40.2.10 NMAC - Rn & A, 2 NMAC
40.2.10, 1-14-2005]
2.40.2.11 SMALL PURCHASES: A contract for professional services having a value over $1500 but not
exceeding $20,000 excluding applicable gross receipts taxes, except for the services of architects, landscape
architects engineers, or surveyors for state public works projects, may be procured in accordance with the
Procurement Code, Sections 13-1-28 to 13-1-199 NMSA 1978 and Procurement Code Regulations, GSD Rule 1.4.1
NMAC or subsequent GSD regulations.
[7-10-85, 7-1-87, 5-15-97, 6-15-98, 7-1-01; 2.40.2.11 NMAC - Rn & A, 2 NMAC 40.2.11, 1-14-2005]
2.40.2.12 SOLE SOURCE CONTRACT OR AMENDMENT TO SOLE SOURCE CONTRACT
A. A contract may be awarded without competitive sealed proposals, regardless of the estimated cost,
when a central purchasing office of a contracting state agency makes a written determination, signed by the
secretary of the contracting state agency or his designee, which states that a good-faith review of available sources
has been conducted and that there is only one source for the required professional services. The written
determination and an estimate of the dollar amount of the contract shall be submitted to the bureau for review and
approval by the DFA secretary or his designee and shall include the following information:
(1) a detailed, sufficient explanation of the reasons, qualifications, proprietary rights, or unique
capabilities that make the prospective contractor a sole source;
(2) an explanation of the criteria developed and specified by the state agency as necessary to perform
the contract and upon which the state agency reviewed available sources;
(3) a description of the procedures used by the state agency in conducting a good faith review of
available sources, including without limitation, a narrative description of all steps taken by the state agency as
evidence of the good-faith review performance such as:
(a) researching trade publications and industry newsletters;
(b) reviewing telephone books or other advertisements;
(c) reviewing current contract;
(d) contacting similar service providers; and
(e) reviewing the state purchasing agents vendor list; and
(4) a list of all businesses contacted and an explanation of why those businesses could not perform
the contract, or, a reasonable explanation of why the state agency has determined that no businesses, besides the
prospective contractor, exist.
B. The bureau must obtain written approval of the agency's sole source determination from the DFA
secretary or his designee prior to approving a sole source contract or amendment to a sole source contract.
[7-10-85, 7-1-87, 12-20-89, 5-15-97; 2.40.2.12 NMAC - Rn, 2 NMAC 40.2.12, 1-14-2005]
2.40.2.13 RETROACTIVE APPROVAL FOR A CONTRACT OR CONTRACT AMENDMENT:
A. The Procurement Code, Section 13-1-102, NMSA 1978, as amended, requires that all non exempt
procurement (Section 13-1-98, NMSA 1978) by state agencies shall be achieved by competitive sealed bids or
competitive sealed proposals except for small purchases, sole source procurements, emergency procurements,
existing contracts and procurements from antipoverty program business. For professional services, the proposal and
procurement process are not complete until a written contract or contract amendment is signed by the agency and the
contractor and is approved by the DFA secretary or his designee and approved by the bureau.
2.40.2 NMAC 5
B. For retroactive approval of contracts and contract amendments which fulfill all of the requirements
of this rule and the Procurement Code, DFA will approve the date requested in writing by the agency on the brief
accompanying the document as long as the requested approval date is within thirty days of the first day of each
fiscal year.
C. For retroactive approval of contracts and contract amendments apart from the approval given
pursuant to the provisions 2.40.2.13 NMAC of this rule, DFA may grant additional retroactive approval to a contract
or contract amendment, based upon rare and exceptional circumstances, where all of the following conditions are
met:
(1) the professional services performed without DFA’s prior approval of the contract did not occur as
the result of repeated agency mistakes or willful misconduct;
(2) the failure to obtain DFA’s retroactive approval will prevent the state agency from fulfilling its
statutory obligations;
(3) the state agency provides to DFA a written, factual, detailed explanation of the matters described
in Paragraphs (1) and (2) of Subsection C of 2.40.2.13 NMAC, certified to be true by signature of the head of the
state agency;
(4) the state agency requested, through a public officer or employee with authority to make such a
request, the contractor to perform professional services that were then actually performed by the contractor in good
faith reliance that it would be paid for those professional services.
pg_0008
House Bill 998 -- Page 8
D. The Procurement Code, Section 13 -1-182, NMSA 1978, as amended, governs situations in which
DFA has denied a request for retroactive approval of a contract or contract amendment due to the state agency’s
failure to meet the requirements of Subsections B or C of 2.40.2.13 NMAC of this rule.
[7-10-85, 7-1-87, 12-20-89, 5-15-97, 6-15-98; 2.40.2.13 NMAC - Rn & A, 2 NMAC 40.2.13, 1-14-2005]
2.40.2.14 EMERGENCY PROCUREMENT: An emergency procurement of professional services may
be made under the conditions provided in the Procurement Code and 1.4.1 NMAC or subsequent GSD regulations.
Records of any emergency procurement of professional services, including the written determination of the basis for
the emergency procurement being relied on by the state agency as justification for the emergency procurement, shall
be maintained by the state agency for a minimum of three years and shall be made available by the state agency to
the financial control division upon request.
[7-10-85, 7-1-87, 5-15-97, 6-15-98; 2.40.2.14 NMAC - Rn, 2 NMAC 40.2.14, 1-14-2005]
2.40.2.15 COMPLIANCE: State agencies must comply with federal and state statutes, rules, regulations
and policies and shall have their state agency’s legal counsel review all contracts and contract amendments
certifying in writing that they are legally sufficient prior to submission to the bureau. Wrongful or mistaken approval
by the bureau shall not be a defense to an action brought by or against the state agency on a contract. ```
[7-1-84, 7-10-85, 7-1-87, 12-20-89, 5-15-97; 2.40.2.15 NMAC - Rn & A, 2 NMAC 40.2.15, 1-14-2005]
2.40.2.16 RECORDS:
A. Record inspection, record retention and record destruction relating to contracts shall be conducted
in accordance with the Inspection of Public Records Act, Sections 14-2-1 to 14-2-12 NMSA 1978; the Public
Records Act, Sections 14-3-1 to 14-3-23 NMSA 1978; and with Section 13-1-128 NMSA pertaining to sole source
and emergency procurement; and Section 13-1-116 NMSA 1978 of the Procurement Code.
B. The bureau will retain original contracts, any subsequent amendments, and contract briefs in
accordance with provisions of the Inspection of Public Records and Public Records Act.
[5-15-97; 2.40.2.16 NMAC - Rn & A, 2 NMAC 40.2.16, 1-14-2005]
2.40.2.17 RULE FILING: This rule shall be filed in accordance with the State Rules Act, Sections 14-3-
24, 14-3-25, and 14-4-1 to 14-4-11 NMSA 1978 and shall become effective upon publication in the New Mexico
Register.
[5-15-97; 2.40.2.17 NMAC - Rn, 2 NMAC 40.2.17, 1-14-2005]
HISTORY OF 2.40.2 NMAC:
Pre-NMAC History: The material in this Part was derived from that previously filed with the State Records Center
and Archives:
DFA 76-3, Technical and Professional Services and State Highway Department Contracts, June 25, 1976, filed 7-13-
76.
2.40.2 NMAC 6
DFA 77-6, Technical and Professional Service Contracts, August 15, 1977, filed 8-22-77.
DFA 78-2.1, Governing the Approval of Contracts for the Purchase of Professional Services, filed 6-30-78.
DFA Rule No. 84-3, Governing the Approval of Contracts for the Purchase of Professional Services, filed 6-28-84.
DFA Rule No. 85-1, Governing the Approval of Contracts for the Purchase of Professional Services, filed 7-10-85.
DFA 87-1, Governing the Approval of Contracts for the Purchase of Professional Services, filed 6-30-87.
History of Repealed Material: [RESERVED]