There are separate procedures to be followed for emergencies occurring during regular hours, and at all other times.
A. 1. From Monday through Friday, 8:00 a.m. to 5:00 p.m., all emergency purchases are to be handled through the purchasing agent. Emergency purchases will be left to the discretion of the department director.
2. For purchases over $30,000, the purchasing agent will advise the City Manager of the emergency condition and request approval. The using department shall provide whatever information or assistance is deemed necessary. The operating department shall immediately transmit a purchase requisition with "EMERGENCY" indicated in the comment section and the reasons why the indicated acquisition is an emergency.
B. In the event the emergency occurs after regular working hours and contact with the City Manager cannot be made, a department director may act for the City Manager as outlined herein:
1. Emergency purchases of $30,000 or less may be authorized by the responsible department director, and confirmed by transmitting a purchase requisition marked "EMERGENCY" to the purchasing agent no later than noon of the next normal working day following the purchase date. The department director shall approve the purchase requisition and a brief but complete explanation shall be included in the requisition to support the emergency nature of the purchase.
2. Approval of emergency purchases of over $30,000 shall be limited to the City Manager. A department may proceed under procedures as outlined in division B.1. above, for purchases of over $30,000 without the prior approval of the City Manager only in the most extreme emergency circumstances and only after all efforts to contact the City Manager or an authorized delegate have been exhausted. The City Manager must be notified as soon as possible of this type of emergency procurement and a report must be drafted and forwarded to the City Manager.
(Res. 2008-011, passed 2-19-2008)