Emergency Procurement Procedures

Emergency procurement is necessary when there is an existing threat to public health, welfare and safety. In emergency procurement, supplies and equipment are purchased to cover emergency situations in a specific setting. Emergency procurement must be approved by respected authorities and demonstrate a need for such procurement supplies and equipment. Emergency procurement is not applicable to agencies if needed materials are available statewide.

Request

• The first step in emergency procurement is to make a request for approval of emergency equipment. Requests are generally submitted through email to appropriate authorities. After request, availability of funds is made known.

Bids

• Once an agency submits a request and determines available funds, the agency solicits bids over the phone to one or more suppliers. During bidding the agency conveys to suppliers certain supply needs and quantity of such supplies.

Quotes

• Suppliers inform agency of quotes and relate information to the agency; the agency in turn submits quotes to the appropriate authorities for overall approval. If practical, authorities approve quotes when in agreement with supplier.

Purchase Order

• After submission of quotes and approval, the agency places an order for emergency procurement with the lowest bidder. An emergency purchase order is completed and the emergency procurement approval request form is attached to the purchase for submission and delivery.