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Document
Evaluation Committee Rules of Conduct
Year Created: 2025
DOCUMENT
PROCEDURE - Emergency Procurement 2007
- YEAR CREATED: 2007
- ENTITY TYPE: Authority: Transportation
- TYPE OF DOCUMENT: POL - Policies/Procedures
The document is a policy document titled "SUP-3.04 Emergency Procurement." It is effective from July 16, 2007, and supersedes a previous version from October 29, 2001. The document outlines the procedures to be followed in the event of emergency procurement within the organization.
The document specifies the responsibilities and actions of various individuals involved in the process. The requester is responsible for identifying the circumstances that require emergency procurement and contacting the Division Director or designated representative to inform them of the situation. The Division Director or designated representative reviews the circumstances and determines the appropriateness of the request. If they concur, they authorize the procurement and contact the Chief Procurement Officer or designee. If the request is made during normal work hours, they request verbal concurrence from the Chief Procurement Officer or designee. If they do not concur, they provide the requester with the reason for non-concurrence.
The Chief Procurement Officer receives the verbal request and determines if the circumstances prohibit the process of the Emergency Procurement Request form prior to procurement. If they concur, they authorize the procurement and notify the applicable Procurement Officer to process it. If they do not concur, they inform the requester of the reason for non-concurrence.
The requester is then responsible for completing the Emergency Procurement form within two days of the occurrence and submitting it to the Chief Procurement Officer. They also need to have a purchase requisition entered into AdvantageÃÂÃÂÃÂÃÂÃÂÃÂÃÂÃÂÃÂÃÂÃÂÃÂÃÂÃÂÃÂâÃÂÃÂÃÂÃÂÃÂÃÂÃÂÃÂÃÂÃÂÃÂÃÂÃÂÃÂÃÂÃÂÃÂÃÂÃÂÃÂÃÂÃÂÃÂÃÂÃÂÃÂÃÂÃÂÃÂÃÂÃÂâ.
The Procurement Officer receives and processes the purchase requisition, obtains as much competition as possible under the circumstances, and attaches a copy of the Emergency Request form to the file copy of the Purchase Order. They also include a written determination of the basis for the emergency and the selection of the particular contractor in the contract file.
The document also mentions the requirement to maintain a log, a copy of the Emergency Request form, and the determination processed on file. A quarterly report needs to be submitted to the Arizona State Procurement Administrator within thirty days following the end of each fiscal quarter.