Emergency Purchases

An emergency condition is defined as "a situation that creates a threat to public health, welfare, safety, or property, such as may arise by reason of floods, epidemics, riots, equipment failures, or such other reasons as may be proclaimed by the Commissioner of Administration." In summary, an emergency condition or situation must threaten:

 

A.  the functioning of Southeastern LA University; or

B.  the preservation or protection of property; or

C.  the health or safety of any person.

 

POOR PLANNING DOES NOT CONSTITUTE AN EMERGENCY CONDITION.

 

Emergency Purchase Over $10,000 And Up To $20,000:

 

For any purchase over $10,000 to be made without competitive quotes, the prior verbal approval of the assigned Procurement Specialist or the Director of Purchasing are to be secured for any emergency purchase over $10,000 up to $20,000, and the Director of Purchasing for any emergency purchase over $20,000, unless the nature or time of the emergency dictates otherwise.

 

Emergency purchases over $10,000 up to $20,000 are to be made by telephone or fax solicitation from a minimum of (3) responsible bidders if time permits, and must contain adequate justification for the emergency.

If an emergency condition arises after office hours and circumstances will not permit any delays, then the department head or an authorized department representative should obtain whatever competitive pricing is practical (written, telephone, fax, email) and proceed, using discretion, with the purchase. A written report explaining the nature of the emergency must then be signed by the department head and submitted to the Office of Purchasing, along with a requisition for the materials or services purchased. This report and requisition are required to be submitted within two (2) working days and must indicate the competition that was obtained or attempted.

 

Emergency Purchase Over $20,000

 

THE PRIOR VERBAL APPROVAL OF THE DIRECTOR OF PURCHASING MUST BE SECURED  for any emergency purchase which exceeds $20,000 unless the nature or time of the emergency dictates otherwise.

 

Emergency purchases over $20,000 are to be made by telephone or fax solicitation from a minimum of (3) responsible bidders if time permits, and must contain adequate justification for the emergency.