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6.2 Emergency Orders

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Policy Information

Policy Number: 6.2 Effective Date: February 1996
Responsible Unit: Financial Services - Purchasing Last Revised Date: October 2007
Phone: 520-621-1747 Email: FNSV-Purchasing@arizona.edu

Purpose and Summary

The purpose of this policy is to define Emergency Purchases and the process behind placing orders when applicable.

Source

Arizona Board of Regents (ABOR) Policy, including but not limited to 3-803 Source Selection and Contract Formation and 3-804 Professional Services and Construction Services Procurement

Scope

This policy applies to all University locations and units, including all University extensions, satellite locations, and off-site campus units, both domestic and international.

Policy

  1. Notwithstanding any other provisions of the ABOR University Procurement Code, the University President, his designee or the Chief Procurement Officer may authorize emergency procurements if there exists a threat to public health, welfare or safety, or if a situation exists which makes compliance with ABOR Policy 3-803B (Competitive Sealed Proposals), ABOR Policy 3-803C (Exceptions to Competitive Selection) or ABOR Policy 3-804B (Procurement of Professional Services and Construction Services) impracticable, unnecessary or contrary to the public interest, except that such emergency procurements shall be made with such competition as is practicable under the circumstances. A written determination of the basis for the emergency and for the selection of the particular contractor shall be included in the contract file.
  2. Emergency orders must be kept to a minimum. Generally, a situation would have to present itself in which the savings realized by normal procurement practices would be offset by a corresponding or greater loss to the department as a result of the delay. Failure to anticipate a need is not of itself considered a bona fide emergency.
  3. In accordance with ABOR University Procurement Code Policy 3-803C.7, an emergency request exceeding an aggregate dollar amount of $100,000 must be approved in writing by the President of the University, his designee or the Chief Procurement Officer. Requesting Department must fill out the Emergency Justification form and submit the form to Purchasing as an attachment to a requisition.

Procedures

  1. To initiate an emergency procurement, the authorized person must submit an approved Requisition to the Purchasing Department. State on the requisition the need to expedite the order. . Purchasing will take action and place the order in the most expeditious manner.
  2. All Purchase Requisitions submitted for repair of equipment must include make, model, serial number, property control tag number, and location of equipment.
  3. Emergency repairs or overhaul of office machines may be made by calling the vendor directly. Repairs not exceeding $10,000 should be paid with the PCard. If the vendor will not accept the PCard, submit an approved Requisition to the Purchasing Department. In the event the vendor has already provided the service, attach the University’s copy of the repair ticket/invoice to a Disbursement Voucher for payment processing.

ABOR University Procurement Code Policy 3-803D.3
Justification for Emergency Purchase

* Please note that sections titled Frequently Asked Questions and Related Information are provided solely for the convenience of users and are not part of the official University policy.