Emergency Purchases
PURPOSE
To define the guidelines for proper processing of emergency purchases.
SCOPE
These procedures apply to all purchases from State accounts where competition may be limited due to the emergency nature of a commodity or service. An "emergency" is defined as an unanticipated, sudden, and unexpected occurrence beyond the control of an agency which threatens: (i) the life, health, safety, or welfare of any person, or (ii) the continued public use or function of property of the State of New York.
Failure to properly and timely plan in advance for a procurement, which then results in a situation in which normal procurement practices cannot be followed, will not constitute an "emergency."
PROCEDURE
- The requisitioning department contacts the Director or Associate Director of Purchasing & Central Services verbally (ext. 5100) to advise of the emergency and follows up by submitting an order in KnightSource accompanied by a written request from the appropriate Department Head describing the emergency in detail and requesting the order be processed under "emergency" procedures.
- If an emergency procurement exceeds $50,000, it requires the College to make a prior written request for exemption from prior publication in the New York State Contract Reporter. The College must provide supporting documentation to the Office of the State Comptroller (OSC) in accordance with OSC Guide to Financial Operations. A verbal request, followed up with a written request, may be made to OSC. OSC will respond verbally as soon as practicable and follow up with a written confirmation of its determination.
- Emergency procurements are exempt from the formal competitive selection requirements, but the College must be able to justify and document the selection of the vendor and establish reasonableness of price in the procurement record.
Last updated 11/10/2023