Emergency purchases are made to protect the public health of
citizens or when immediate repair is necessary to prevent further
damage to public property, machinery or equipment. In addition, a
bona fide emergency purchase is when the functioning and operation
of a City department would be seriously hampered or delayed through
use of the normal purchasing process.
(Res. 04-12 (§ 13.1), 1-16-12)
In case of an emergency affecting the public peace, health or
safety, the City Manager may waive all provisions for competitive
bidding. In such instances, the City Manager may direct the appropriate
Department Director or Purchasing Manager to procure such emergency
needs by informal open market procedure, as expeditiously as possible,
at not more than commercial prices. When expenditures exceed $50,000,
a full report of the circumstances necessitating the emergency action
shall be presented at the next City Council meeting by the City Manager.
(Res. 04-12 (§ 13.2), 1-16-12)
(a) Criteria.
The following are the criteria for determining
whether to use emergency purchase procedures:
(1) An equipment breakdown or act of God threatens to terminate essential
services; or
(2) A dangerous condition or immediate need for supplies, equipment or
services threatens public safety, health or welfare.
(b) Procedures.
The following are procedures to be followed
for emergency purchase situations:
(1) In the event of an actual emergency during nonworking hours, the
Department Director or designee may purchase directly any supplies
whose immediate procurement is essential to protect the life, health
or safety of the public. When expenditures exceed $25,000, the Department
Director or designee of the City agency using the emergency procedure
shall submit, by close of business the next work day, a requisition
with a copy of the delivery document and a written report explaining
the circumstances of the emergency to the City Purchasing Division.
(2) During normal City business hours, the Department shall notify the
Purchasing Manager of the emergency situation and request verbal approval
to proceed with the emergency purchase. The Department shall provide
the following:
(i) The nature of the emergency;
(ii)
The estimated cost of the services/goods required; and
(iii)
The vendor recommended to receive the order.
(Res. 04-12 (§ 13.3), 1-16-12)