10.10.01 Declared Emergency Purchases
Policy 10.10.01-Emergency Purchases Page 1 of 2 CITY OF BOYNTON BEACH ADMINISTRATIVE POLICY MANUAL CHAPTER: 10 Purchasing POLICY NO: 10.10.01 SECTION: 10 Emergency Purchases PAGE: Page
1 of 2 SUBJECT: 01 Declared Emergency Purchases PURPOSE: This policy establishes responsibilities and implements procedures to follow when making purchases for the City after a declared
emergency.. DEFINITION: An emergency is defined as a situation brought about by a sudden unexpected turn of events (i.e., Act of God, hurricanes, riots, fires, floods, accidents, etc.)
or any circumstances or causes beyond the control of the City in the normal conduct of business. Emergencies could involve health, welfare, injury, or loss to the City and/or City citizens;
which may require the immediate purchase of equipment, supplies, materials, or services. A “Declared Emergency” under this policy is a declaration covering an area including the City
of Boynton Beach made at the national, state, county or city level necessary to respond in the best interest of public health, safety and welfare. POLICY: Under Resolution No. R06-093
of the City Commission. the City Manager may make purchases necessary in a declared emergency for relief efforts up to $200,000 without the approval of the City Commission, but subject
to subsequent ratification when there exists a threat to public health, welfare, or safety; provided that such emergency procurement shall be made with such competition as is practicable
under the circumstances. The City Manager’s purchasing authority is for a period of ninety (90) days after a declared emergency. PROCEDURES: Notwithstanding any other provisions of these
policies, the City Manager or his designee may make or authorize others to make emergency procurement of supplies, services, or construction items.
Policy 10.10.01-Emergency Purchases Page 2 of 2 A written determination of the basis for the emergency and for the selection of the particular contractor shall be included in the contract
file. As soon as practicable, a record of each emergency procurement shall be made and shall set forth the contractor's name, the amount and type of contract, a listing of the item(s)
procured under the contract, and the identification number of the contract file. The requesting department shall present any emergency purchase that exceeds the formal bid amount to
the City Commission on the earliest agenda date. The agenda item should provide Information identifying the extent of the emergency and the determination process for vendor selection.
Emergency purchasing procedures may not be implemented to procure goods and/or services needed to carry on what should be considered as normal operations. Failure to anticipate normal
operating needs is not to be confused with an emergency. Although poor planning, overlooked requirements, inaccurate usage history, or inadequate forecasting may result in the need for
expedited purchasing, these are not bona fide emergencies. DEVELOPED BY: Procurement Services EFFECTIVE DATE: February 1, 1998 REVISED: May 2, 2006 REVISED: November 1, 2008 Kurt Bressner
__________________________ Kurt Bressner City Manager