60.43 - Emergency Purchases

A. General. The Manager of Purchasing Services, or his/her designee, may authorize emergency purchases of goods and services when determined necessary and in the best interest of the University.

B. Process. The following are examples of circumstances that could necessitate an emergency purchase:

• Unforeseen or beyond the control of University;
• Present a real, immediate, or extreme threat to the proper performance of essential University functions; and/or
• May reasonably be expected to result in excessive loss or damage to property or other resources, and/or bodily injury or loss of life.

B-1. Emergency Procurement. Any affected department may make an emergency procurement in the open market at the best obtainable price when a documented emergency condition exists and the need cannot be met through normal procurement methods, provided that:

• Funds are available for the purchase;
• Verbal authorization is obtained from the Manager of Purchasing Services, or his/her designee, no later than the next working day;
• Competition to the fullest extent practicable under existing circumstances is obtained and documented;
• The unit cost of the purchase does not exceed $250,000. Purchases with a unit cost exceeding $250,000 require Board of Regents approval.

B-2. Required Documentation. A fully signed explanation of the circumstances surrounding the emergency and the necessity for the purchase is filed by the requester with the Manager of Purchasing Services within two working days after such purchase or cessation of the emergency conditions, whichever is later.

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