DOCUMENT

PROCEDURE - Emergency Purchases Over $5,000 2008

  • YEAR CREATED: 2008
  • ENTITY TYPE: City/Township
  • TYPE OF DOCUMENT: POL - Policies/Procedures
The document is a procedure document titled "Emergency Purchases Over $5,000 - Procedure F35-13 - Purchasing." It provides guidelines and instructions for making emergency purchases over $5,000 in accordance with the Purchasing By-law and procedures of the Region of Peel. The document states that in the event of an emergency, direct negotiation can be used if other competitive methods cannot be accommodated. An emergency is defined as an unforeseen event that poses a threat to public health, welfare, or property and requires immediate supplies or services. Existing vendor contracts can be used to respond to emergencies, or new supply arrangements may need to be developed. The responsibility for requesting emergency acquisitions lies with the Chief Administrative Officer/Chief of Police, respective Department Head, Director, or their designates. In case of a regional emergency, the Purchasing Division Emergency Sub-plan should be referred to. The document also emphasizes the importance of compliance with the Purchasing By-law and procedures. Any purchases made without following the prescribed guidelines will not be accepted, and invoices will not be processed for payment. Employees who knowingly contravene the rules may face disciplinary action. The document outlines the responsibilities and authorities of the Purchasing department, including purchasing contracts and methods. It also mentions the forms that need to be filled out, such as the online requisition, express purchase order, and direct negotiation report. The procedure section explains the steps to be followed in the event of an emergency. The client is responsible for evaluating the situation, notifying the Director of Purchasing, establishing supply arrangements, and submitting the necessary requisition and report. The Purchasing department is responsible for establishing sources of supply, processing purchase orders, and obtaining necessary approvals. Overall, the document provides a detailed overview of the procedures to be followed for emergency purchases over $5,000 in the Region of Peel.
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