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| Emergency Purchases |
Policy No.: |
PP-020 |
| Supercedes No.: |
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| Effective Date: August 15, 2003 |
Page No.: |
1 of 1 |
I. PURPOSE
To provide detailed instructions for performing an emergency purchase.
II. SCOPE
This procedure applies to all purchases recognized as an emergency as defined in Division 3, P-060 “Emergency Purchases.”
III. GENERAL
OBTAINING EMERGENCY IDENTIFICATION NUMBER (E.I.N.) DURING NORMAL OFFICE HOURS
When an emergency is identified, contact the Purchasing Division immediately and advise:
- The nature of the emergency;
-
The estimated cost of the services/goods required; and,
- The vendor who will receive the order.
Purchasing will assign an E.I.N. number that is the department's authorization to contact the vendor and proceed with the emergency acquisition without having to process a purchase order or obtain competitive bids/quotes. Even though competition is not required, it is the department's responsibility to attempt to obtain the goods or services needed at competitive prices. If there is a State or County contract available for the goods or services required, the contract vendor should be contacted before any other vendor if able to expedite the service/goods within the needed time frame.
When the goods/services are received, mark the receiving report with the emergency purchase order authorization as “E.I.N. (____)” in the upper right corner of the report.
A written explanation of the emergency shall be prepared using the Emergency Purchase Explanation Form. Attach the receiving report to the form and forward the entire package to the Purchasing Division. No invoice will be paid unless the Accounts Payable Division has received an acceptable Emergency Purchase Explanation Form from Purchasing.
A sample form for duplicating is located in Division 8, Sample Forms, Item #F0020
OBTAINING EMERGENCY IDENTIFICATION NUMBER (E.I.N.) OUTSIDE NORMAL PURCHASING OFFICE HOURS
When an emergency need is identified outside the normal Purchasing Division office hours, and immediate action is required to correct a threat to safety, health or welfare of the public, the ordering department has the authority to procure the goods or services necessary to correct the problem without obtaining prior approval or an E.I.N. number from Purchasing.
However, the purchase must be reported and an E.I.N. number obtained from Purchasing on the next working day.
When the receiving report is completed, process in the same manner as above.
ONLY THE QUANTITY OF GOODS OR SERVICES NECESSARY TO ALLEVIATE THE EMERGENCY MAY BE PURCHASED UNDER THE E.I.N.
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Town of Collierville does not discriminate on the basis
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of the Civil Rights Act of 1964 (42 U.S.C. 200d) and the
Americans with Disabilities Act of 1990, Pub. L 101-336.
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