Procurement Services 402: Emergency Procurements

Purpose

To establish a method for handling emergency procurements.

Reference

University of Alaska Procurement Manual (not available online)
Board of Regents Policy 05.06
State of Alaska Statutes 36.00

Definitions

Emergency: A situation that endangers lives, property, or the continuation of vital programs and that requires immediate procurement of equipment, materials, supplies, or services.

Policy

Requirements

If immediate action is necessary to protect the public health, welfare, safety, or public or private property, the senior university official at the site of the emergency is authorized to purchase supplies, services, or construction as necessary to resolve the immediate need and mitigate continuing damage or threat. The on-site individual or official must verbally inform the Procurement Officer of the situation as soon as possible. If the emergency occurs after hours, notification must be made the following business day.
A record of all emergency procurements must be maintained in Procurement Services. Therefore, the departments must communicate the following written information to the Procurement Officer:

• A written explanation of the circumstances involved.
• The amount and type of each contract commitment and the contractor’s name.
• A listing of the supplies purchased and the vendor’s name.

If procurement assistance is required, Procurement Services will act promptly to select the best and most expeditious procedure to assure that the required supplies or services are purchased in time to meet the emergency   Effective: 10/25/2005