Administrative Regulation 9.06-4

ADMINISTRATIVE REGULATION:   AR: 9.06-4 DATE APPROVED: February 22, 2022
SUBJECT: Emergency Purchases ORIGINATING DEPARTMENT: Management and Budget

POLICY:

In extreme emergencies (e.g., the disruption of essential operations or conditions that threaten the safety of persons or property), or when an emergency has been declared by the Board of County Commissioners (BOCC) and the BOCC has authorized the County Administrator to approve emergency purchases, a Department/Office/Division Director or designee may bypass normal purchasing procedures and approve the purchase of those items or services necessary to address the emergency condition.

PROCEDURE:

a.     The Department/Office/Division Director or his designee may authorize the purchase of any item or service necessary to address an emergency situation.

b.    Whenever possible, the Department/Office/Division Director or designee should obtain three quotes for all emergency purchases with a total cost exceeding $5,000. If three quotes cannot be obtained a memo explaining why this was not possible shall be provided to Financial Services.

c.     If the total cost of the emergency purchase is under $5,000 the Department/Office/Division Director or designee can approve the purchase.

d.    If the total cost of the emergency purchase is between $5,000 and $9,999, the Department/Office Director or designee shall approve the purchase.

e.    If the total cost of an emergency purchase is between $10,000 and $35,000, the Department/Office/Division Director or designee shall send a memo to the County Administrator or designee for approval. A copy of the approved memo shall be provided to Financial Services.

f.      If the total cost of an emergency purchase is $35,000 or greater, the Department/Office/Division Director or designee, will send the memo to the Management and Budget Director. The Management and Budget Director will then request approval of an emergency purchase from the County Administrator or designee. Once the emergency work has been completed, the County Administrator or designee will present the emergency purchase to the BOCC for ratification.
A copy of the approved memo shall be provided to Financial Services authorizing payment once the invoice is received. The memo will include the following information:
    1. The reason for the emergency purchase
    2. A description of the item or service being purchased
    3. The total cost of the purchase
    4. If quotes were obtained, the vendor names and amounts of each quote
g.     If the vendor will not provide the emergency item or service without a Purchase Order, the Department/Office/Division will:
    1. Enter a Purchase Requisition in the financial software to include the following additional information: type the words “Emergency Purchase” and a brief explanation of the reason for the emergency purchase in the description field.
    2. Notify the Financial Services Department of the Purchase Requisition number and nature of the emergency.
    3. Contact all parties that need to approve the purchase according to the purchasing policies.
    4. Route the vendor’s invoice with the appropriate approvals to the Financial Services Department.
h.    If the vendor will provide the emergency item or service without a Purchase Order:
    1. A Purchase Requisition will not be entered in the financial
    2. When the vendor’s invoice is received, the Department/Office/Division Director or designee will approve payment by signature or electronic approval.
    3. The following additional information will be noted on the invoice or through the electronic approval system:
      • The words “EMERGENCY PURCHASE.”
      • A brief description of the emergency situation.
      • The account number to which the expense is to be charged.
    4. The invoice will be routed to the Department of Management and Budget through the electronic approval systems for review, verification of funding, and verification of all approvals required by regular Purchasing Policies and Procedures prior to approving the invoice for payment.

FOOTNOTES & REFERENCES TO RELATED AR’s: Supersedes AR 9.01.05-1 dated April 9, 1996, AR 9.01.05-2 dated April 6, 1999, AR 9.01.05-3 dated December 18, 2001, AR 9.01.05-4 dated November 1, 2005, AR 9.01.05-5 dated August 12, 2008, AR 9.06 dated April 27, 2010, AR 9.06-1 dated March 10, 2015, AR 9.06-2 dated April 26, 2016, AR 9.06-3 dated June 13, 2021.