Page 48 - CONTRACT POLICY MANUAL

§3.2-109 Emergencies

(1) Emergencies are defined as those situations where the safety and/or welfare of County residents or
employees is at stake and/or immediate purchasing action is required to prevent serious economic
or other hardship to the County. When due to the nature of the emergency, it is not possible or it
is impractical to follow competitive bidding requirements, these requirements may be waived, by
the County Procurement Officer or appropriate Deputy Purchasing Agent.
a) For emergency procurement of Capital Assets costing less than $75,000 emergency
procedures under §3.1-114, Commodities, shall be followed.
b) When an emergency requiring the acquisition of a Capital Asset exceeding $75,000 arises,
the department will first call the CEO to receive budget approval for the purchase; and
c) The County Procurement Officer or department Deputy Purchasing Agent will issue a
Purchase Order number for an amount sufficient to resolve the immediate emergency.
d) If the item cost is over $75,000, a Purchasing Request with written CEO approval shall be
submitted to the County Procurement Officer or the Deputy Purchasing Agent, as
appropriate, within ten (10) working days of the emergency.
e) A memorandum from the department head or designee briefly detailing the emergency
situation shall accompany the Purchase Request. This justification should become a
permanent part of the procurement file.
f) If the requested Capital Asset is unbudgeted, the item will be filed for approval by the
Board of Supervisors when the item exceeds $25,000.

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