(A) An emergency shall be deemed to exist when a breakdown in machinery or in an essential service occurs, or when unforeseen circumstances arise, including natural disasters, delays by contractors, transportation and an unanticipated volume of work.
(B) If an emergency occurs during regular business hours, the department head shall immediately notify the City Administrator who shall determine the authorization of the necessary purchases. If the City Administrator is unavailable, the department head shall notify the Finance Director before making any emergency purchase. If an emergency occurs at any time other than regular business hours, the department head may purchase directly the commodities required, provided the following conditions are met:
(1) When the estimated cost of the emergency purchase exceeds $999, the department head shall, whenever possible, secure competitive telephone bids and order delivery to be made by the lowest responsible bidder; and
(2) On every emergency purchase made, the department head shall, within 24 hours, submit to the City Administrator, a requisition, a tabulation of bids received, a delivery receipt and a written explanation of the circumstances of the emergency.
(C) The City Administrator shall have the authority to make emergency purchases of up to $5,000 without securing bids. The City Administrator shall have the authority to make emergency purchases over $5,000 without securing bids with the approval of the Mayor. While not required in the event of an emergency, the City Administrator shall secure bids if it is practical.
(1985 Code, § 9-24) (Ord. 18-032, passed 12-11-2018; Ord. 2021-015, passed 6-8-2021)