307.01

Northern Arizona University
Purchasing Policy and Procedure

Emergency Orders

POLICY:

Requests for emergency procurements require special handling by Purchasing Services. Failure to anticipate a need is not, by itself, considered an emergency. In an emergency, the department may initiate a requisition and get all approvals. Contact Purchasing Services buyer and explain the circumstances. If it is determined an emergency situation exists, the buyer will:

1. place the purchase order by telephone.
   
   -or-
   
   
2. issue a purchase order number to the requester to be used in placing the order.

ACUTE EMERGENCIES

In an acute emergency, the requestor:

1. may secure a purchase order number by telephone from Purchasing Services 1
   
   -and-
   
   
2. must send a confirming requisition and a written explanation of the circumstances involved to Purchasing Services immediately.

EMERGENCY PROCUREMENTS COSTING MORE THAN $35,000

Requests for emergency procurements costing more than $35,000 must be accompanied by an approved Request for Waiver of Bidding Requirements form. (See Waiver of Bidding over $35,000, form), Request for Waiver Form.)

DEFINITION:

EMERGENCY - A situation that endangers lives, property, or the continuation of vital programs and that requires immediate, on-the-spot procurements of equipment, materials, supplies, or services.

PROCEDURE:

1. Furnish the Director of Procurement with a confirming requisition and written explanation of the circumstances involved.



2. Purchasing Services will then issue a confirming purchase order to vendor.