Breadcrumb
Emergency Purchases
University of Central Missouri Procedure
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Procedure Name: Emergency Purchases |
Date Approved: |
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Procedure Category: Procurement |
Date Effective: |
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Policy Authority: |
Date Last Revised: |
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Approval Authority: |
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Responsibility: Director of Procurement and Materials Management |
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- An emergency condition is defined as a situation in which there exists a threat to
life, property, public health or public safety or when immediate expenditure is necessary
for repairs to university property in order to protect against further loss of, or
damage to, university property, to prevent or minimize serious disruption in university
services or to ensure the integrity of university records.
- A situation shall not warrant an emergency purchase unless: (1) an emergency condition
exists, (2) the element of time is a crucial factor in seeking relief, and (3) the
resolution of the condition receives priority over routine operations and duties of
the university. Lack of planning does not constitute an emergency condition.
- Although an emergency procurement requires immediate action, emergency purchases shall
be awarded to the best valued vendor whenever reasonably possible to do so considering
the conditions existing at the time.
- The Procurement Office must be notified of such a situation. If it is deemed an emergency
condition, the Procurement Office will conduct telephone/fax bids, if time allows,
or delegate to the requesting department the authority to solicit bids. If time does
not allow for telephone/fax bids, the Procurement Office will place an order immediately
with a vendor or authorize the requesting department to place the order.
- Purchase orders issued in an emergency situation must be accompanied by a brief description of the emergency situation. This documentation must be submitted to Purchasing by the requesting department.
