(A) Purchase. Emergency purchases are to be made by departments only when normal functions and operations of the department would be hampered by submitting a requisition in the regular manner, or where property, equipment or life are endangered through unexpected circumstances and materials, services and the like are needed immediately.
(B) By whom made. Emergency purchases, either verbal or written, may be made directly by the using department without competitive bids; provided, sufficient appropriation has been made to cover the occasions and necessary approvals have been secured.
(C) Who authorizes. The City Manager or department supervisors designated in writing and approved by the City Manager may authorize an emergency purchase.
(D) How to make. After determining that a true emergency exists, the following procedure should be used:
(1) Notify the Finance Department of the need and nature of the emergency. The Finance Department will give verbal approval and issue a purchase order number. This number will be referenced on the requisition;
(2) Using department shall at all times use sound judgment in making emergency purchases of materials and supplies and for labor or equipment at the best possible price. Orders should be placed with vendors with whom the using department has had previous satisfactory experience;
(3) Suppliers shall furnish sales tickets, delivery slips, invoices and the like for the supplies or services rendered. Terms of the transactions, indicating price and other data, shall be shown;
(4) Upon completion of the purchase, on the same or following business day, the using department shall perform the following:
(a) Present to the Finance Department a completed requisition stating a description of the emergency and approval by the department head. The words "CONFIRMING EMERGENCY PURCHASE" shall be marked plainly on the requisition, along with the purchase order number used;
(b) The sales ticket, delivery slips, invoices and material receiving report confirming the purchase must be attached to the emergency requisition form; and
(c) The Finance Department will issue a purchase order marked “CONFIRMATION”.
(5) If an emergency should occur during a time when the Finance Department normally is closed, the using department will follow the above procedure with the exception of division (D)(1) above. The evidence of purchase, such as sales slip, counter receipt, delivery slip, invoice and the like, which the supplier normally furnishes, shall be attached to the completed and approved requisition form and be forwarded to the Finance Department, along with a material receiving report; and
(6) The person authorizing the emergency purchase shall prepare a report to the City Manager and the City Council, as soon as possible, specifying the amount paid, the item(s) purchased, from whom the purchase(s) was made, and the nature of the emergency. NOTE: Emergency purchases are costly and should be kept to a minimum. Avoiding emergency orders will ultimately save the city money.
(Ord. 1024, passed 5-7-2004; Ord. 1693, passed 3-14-2023)