Emergency Procurement Procedures:
The County Ordinance relating to Purchasing states that:
“Emergency purchases may be made by any person or official authorized to sign requisitions when the Purchasing Agent or any of his assistants in GSA Purchasing Services authorized to make purchases is not immediately available and the item or items so purchased are immediately necessary for the continued operation of the office or department involved, or are immediately necessary for the preservation of life or property.”
Technically, an emergency need is one, which could not have been foreseen. FAILURE TO REQUISITION ON TIME DOES NOT CONSTITUTE A VALID EMERGENCY.
In the case that the emergency need arises during working hours, the department may contact Purchasing to obtain a purchase order number over the phone. The requesting department will need to provide the following information when telephoning for an emergency purchase order:
- Organization number
- RX number
- Vendor name
- Description and quantity of material or service ordered
- Estimated amount of purchase
The County Ordinance relating to Purchasing states further that:
“Such emergency purchases shall be subsequently approved and confirmed by the Purchasing Agent or, if he refuses such confirmation, the Board of Supervisors may subsequently approve and confirm such purchase by a four-fifths vote of the members present at any of its regular meetings. Unless such purchases are so approved and confirmed by either the Purchasing Agent or the Board of Supervisors, the costs thereof shall not construe a legal charge against the County.”
Employees failing to comply with these basic regulations run the risk of becoming personally liable for their purchases.
When an emergency purchase has been made, the department should follow-up immediately with a requisition for the item(s) purchased, including a detailed description of the item(s), exact pricing information, and, if possible, a copy of an invoice or receipt. A written justification for making the purchase on an emergency basis must also accompany every requisition for an Emergency Purchase Order in excess of $5,000.00. When creating your requisition (RX) add a commodity line and in the description field enter “Confirming requisition for emergency PC” followed by the eleven digit emergency PC number.