(a) Definition. In this section, "emergency" means a breakdown in machinery, a threatened termination of essential services, a dangerous condition, or any unforeseen circumstance that causes curtailment or diminution of an essential service.
(b) Purchasing Regulations. The Purchasing Regulations shall provide for the specific terms and conditions under which emergency purchases may be made.
(c) Emergency during business hours. If an emergency occurs during regular County business hours, the using agency shall immediately notify the Purchasing Agent, who shall either purchase the required goods or services or authorize the using agency to do so.
(d) Emergency outside business hours. If an emergency occurs at a time other than regular business hours, the using agency may purchase directly the required goods or services. Whenever practicable, the using agency shall secure competitive telephone quotations, which shall be confirmed in writing by vendors in paper or electronic format, and order delivery to be made by the lowest responsible vendor. Not later than the next regular County business day thereafter, the using agency shall submit to the Purchasing Agent a requisition, a tabulation of quotations received, a copy of the delivery record, and a written explanation of the circumstances of the emergency.
(e) Records. A complete, current file record shall be maintained by the Purchasing Agent explaining or otherwise supporting the particular basis on which each emergency purchase was made. Records shall be available for public inspection during regular County business hours in the Purchasing Agent's main offices.
(f) Report to County Council. The Purchasing Agent shall submit monthly to the County Council, through the Central Services Officer, the Chief Administrative Officer, and the County Executive, a report covering a tabulation of all emergency purchases in excess of $5,000 with an explanation of the circumstances of the purchases.
(g) Limits on emergency orders. The Purchasing Agent shall seek to limit emergency orders by use of existing County contracts, including blanket purchase orders, whenever it is determined to be in the best interest of the County.
(1985 Code, Art. 10, § 2-108) (Bill No. 59-85; Bill No. 13-89; Bill No. 14-05; Bill No. 58-08; Bill No. 8-17; Bill No. 80-18)