EMERGENCY PURCHASES §252.022

An emergency condition creates an immediate and serious need for materials, services, or construction that cannot be met through normal procurement methods and that seriously threatens the functioning of the City or the protection of property or the health or safety of any person.

Emergency purchases are for critical, unforeseen government need. Because the City's ability to serve the public would be impaired if purchases are not made immediately, emergency purchases are exempt from standard purchasing procedures.

True emergencies almost always occur as a result of parts and labor needed for unforeseen repairs to equipment that must be kept operational. When an emergency occurs, the need for quotes will be eliminated. However, written explanation must be indicated on the Statement of Compliance for Irregular Purchases.

1. If the product or services is over $2,500 and under $70,000, obtain the City Manager's authorization. Once authorization has been received, submit a requisition to Purchasing and obtain a purchase order, call the vendor to initiate repair services or order the needed materials. Immediately or as soon as feasible, submit a copy of the invoice, delivery ticket and the irregular purchase form.
2. In the event the emergency exceeds $70,000, follow the same procedures outlined in item 1 above prepare an agenda item and resolution to Council prior to payment for the products or services purchased.

In extreme cases involving a disaster, an emergency declaration will be made by the Mayor. All purchases must be documented through proper State & Federal forms and emergency purchase orders issued.

Emergency purchase orders are maintained at City Hall and at the EOC.

An emergency created through neglect will not be processed as an emergency.

Typical examples are:

• a.Depletion of stock due to lack of planning.
• b.Building or equipment needing repairs for some time, suddenly becoming an emergency overnight.
• c.Orders of materials for projects most of which must be planned weeks or months ahead of time, and requested just before desired use.

SECTION 7: Sole Source Purchases NUMBER: 06-02

SOLE SOURCE PURCHASES

APPROVED BY: POLICY DATE: REVISED DATE: