Page 56 - CONTRACT POLICY MANUAL

§3.3-122 Cancellation

(1) Any service contract may be canceled or terminated by the department Deputy Purchasing Agents,
as appropriate, without approval by the Board of Supervisors.

§3.3-123 Emergencies

(1) Emergencies are defined as those situations where the welfare of County residents is at stake and/or
immediate purchasing action is required to prevent serious economic or other hardship to the
County.
a) Process:
i. In accordance with Section 4.6 – Small Dollar Purchases, Emergency service
requirements of $1,000 or less may be handled through Petty Cash or purchasing
card, when so authorized.
ii. For those emergency requirements over $1,000 the requestor will contact the
County Procurement Officer or appropriate department Deputy Purchasing Agent.
The emergency will be described and the County Procurement Officer or Deputy
Purchasing Agent may use the purchasing card, when so authorized, or may issue
a purchase order number for an amount sufficient to resolve the immediate
emergency.
iii. The requestor will ensure and will confirm with the County Procurement Officer
or Deputy Purchasing Agent that the service contractor carries sufficient and
appropriate insurance.

iv. No later than ten (10) working days from the request date, a purchasing request
referencing the purchase will be submitted to the County Procurement Officer or
Deputy Purchasing Agent by an department employee authorized to approve
purchase requests. This request will be accompanied by a memorandum from the
department head or designee briefly detailing the emergency situation. The
justification will become a permanent part of the procurement file.

v. If the emergency occurs on other than normal working hours, the department is
authorized to secure the services required and contact the County Procurement
Officer or Deputy Purchasing Agent on the next regular business day.
vi. For emergency purchases exceeding $100,000, an Agenda Staff Report will be
filed with the Board of Supervisors by the department administering the contract
as soon as possible, after the service is performed.

§3.3-124 Multi-Department and County Procurement Office (CPO) Cooperative Contracts

(1) Multi-Department Contracts: are those which are issued for use by multiple County departments
which use like services and would benefit from the contract pricing resulting from economies of
scale. County departments listed on the contracts may order directly off multi-department
contracts.

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