Emergency Purchases

General

Emergency purchases may be made, as prescribed below. The University is delegated the authority to make emergency purchases not to exceed $100,000.00 without following the prescribed procedure for routine purchases. All such purchases must be reported by the University Purchasing Department to the State Purchase and Contract Division with an explanation for handling the transaction as an emergency.

Emergency purchases in excess of $100,000.00 must be approved by the State Purchase and Contract Division before the purchases are made.

Definition

Emergencies are defined as: "Situations which endanger lives, property, or the continuation of vital programs and require immediate, on-the-spot purchases of equipment, materials, supplies, or services".

Procedure

As with all types of purchases, the Purchasing Department has the sole authority for entering into contracts to secure emergency materials. Emergency request for purchases should be brought to the Purchasing Department by messenger with an explanation of the reason for the emergency purchase. The Purchasing Department will solicit quotations by telephone or telegram, if necessary, obtain approval of the State Purchase and Contract Division, if required, and place the order. If the situation warrants, the Purchasing Department may assign a purchase order number to the transaction and authorize the requesting department to place the order by telephone and then submit a purchase requisition on a confirming basis.

This emergency procedure will not be authorized except in those instances where it is impossible or impractical for a department to bring a purchase request to the Purchasing Department prior to the placing of an order by the Purchasing Department.