A. EMERGENCY is defined as: Where materials, services, or equipment are needed for a situation where the health, safety, or welfare of the public is endangered or the city is exposed to serious cost consequences if immediate corrective or preventive action is not taken, or when needs arise after normal working hours that cannot be postponed.
B. An emergency shall also exist when so declared in accordance with the City Municipal Code. Any emergency procurement shall be limited to those materials, services, or construction necessary to satisfy the emergency need.
C. To initiate an emergency purchase, the authorized person in the department may call the purchasing agent for an order or authorization number. They must state:
1. The nature of the emergency;
2. Vendor's name and address;
3. This must be followed up with a confirming purchase order the next regular word day after the emergency purchase was made; and
4. The confirming purchase order should indicate the items were purchased as "emergency" and date and time of purchase.
D. Realizing that most emergencies occur at night or on weekends when the office is closed., employees are expected to have a senior supervisor verbally approve the purchase of emergency items only, fix whatever the problem might be and have the department director process the necessary paperwork the next workday. Supervisors are reminded that only the minimum amount or items necessary to take care of the emergency will be approved by the purchasing agent.
E. 1. In the event of an emergency as described above the purchasing agent may award contracts and make purchases for the purpose of meeting the emergency.
2. As soon as possible after a contract is awarded or purchases made in accordance with this section, the purchasing agent shall provide the Council with a certificate showing:
a. Description of the emergency;
b. The necessity of the action; and
c. An itemized account of all expenditures.
(Res. 2008-011, passed 2-19-2008)