Emergency Purchases

Policy 509.13

Introduction

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Definitions

Definition phrase or word

Definition summary

Policy and Procedure Statements

Waiver of Competition

Current purchasing rules of the State of North Carolina permit waiver of competition in cases where emergency of pressing need is indicated. Although competition may be waived for proper cause, its use is required wherever practicable. When emergency or pressing need action is necessary, and the expenditure is over the University's benchmark of $150,000, prior approval must be obtained from Purchase and Contract Division if time permits.

Pressing needs is one arising from unforeseen causes, including but not limited to, delay by contractors, delay in transportation, breakdown in machinery, or unanticipated volume of work.

When to Use

When emergency or pressing needs conditions exist that necessitate a purchase that cannot be handled by the routine procurement procedures, Procedure Statement 1, then the University's emergency purchasing procedures may be used.

Hand Carry Procurement Request

If possible, a procurement request should be prepared and signed by the individual authorized to expend funds from the applicable budget account. The request may then be hand carried to the Controller's Office for budgetary approval. If approved, it should then be taken to the Purchasing Office to have a purchase order issued. If the purchase is a legitimate emergency or pressing need, the Purchasing Office will:

• Solicit quotations by telephone, if appropriate, and/or verify quote (s) provided by department.
• Obtain the approval of the State Purchase and Contract Division, if over the University delegation.
• Prepare a purchase order and give the vendor copy to the department representative to make the purchase.

An invoice for the purchase should be delivered or mailed to the Controllers Office.

In cases where competition would normally be required, but is waived, the department will be asked to provide written justification explaining the urgency of the need which precludes seeking competition.

Telephone Emergency Purchase Request

When a purchase must be made in an emergency situation and there is not enough time to hand carry a procurement request to Purchasing, approval should be obtained over the telephone. The Purchasing Agent will give the department a purchase order number to use in making the necessary purchase. After the purchase has been made, the department must prepare a confirming procurement request, including the emergency purchase order number, and send it through the normal channels to the Purchasing Office, along with the vendor's invoice.

Depending on the circumstances and the dollar amount of the purchase, the department may be required to follow-up with written justification explaining the urgency of the need which precludes seeking competition.

Limited Use - This emergency procedure will not be authorized except in those instances where it is impossible or impractical for a department to bring a procurement request to the Purchasing Office prior to the placing of an order.