Protocol for Emergency Purchases
An emergency condition is defined as "a situation that creates a threat to public health, welfare, safety, or property, such as may arise by reason of floods, epidemics, riots, equipment failures, or such other reasons as may be proclaimed by the Governor of the State of Louisiana."
Poor planning does not constitute an emergency condition. An emergency purchase may be made when the existence of an emergency condition creates an immediate and serious need for supplies, materials, equipment, or services that cannot be purchased by normal methods or through the mandated contractor and the lack of which would seriously threaten:
- the functioning of state government,
- the preservation or protection of property, or
- the health or safety of any person.
Departments should attempt to follow purchasing guidelines as much as possible by utilizing master/existing contracts or obtaining competitive pricing (written, telephone, etc.). A Banner requisition must be submitted, with attached documentation that was obtained or attempted and the business justification why normal procurement methods could not be used to make the purchase. You should attach firm quotes from three or more vendors to the requisition if at all possible along with the Emergency Procurement Justification Form. The form is also available in Word and Fillable pdf. Justification must be signed by the department head or the authorized representative. A separate email to email@example.com including the requisition number and attachments can be sent to expedite the purchase if needed.
If the requisition/purchase order process cannot be followed, Purchasing should be contacted when an emergency condition arises to obtain approval from the Chief Procurement Officer or her designee. The department is responsible for providing documentation to justify emergency purchases not made through normal purchasing procedures.
Departments may use LaCarte cards to purchase up to $5,000 per transaction. They must follow as closely as possible standard procurement and LaCarte card policies, and emergency procedures as well. Employees must do their due diligence to ensure the University is not overcharged on purchases.
All emergency purchases are reported to the Division of Administration Office of State Procurement by Procurement Services annually.
Email firstname.lastname@example.org with questions.