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11-14-05
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11-14-05
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9/17/2012 3:34:42 PM
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Ramsey County-Wide Emergency Operations Plan Revision 5.1,June,2005 <br /> Emergency Procurement <br /> In an emergency that requires immediate purchase of supplies or <br /> contractual services (equipment, materials, rentals, etc), the County <br /> Code provides for rapid response. The Office of Budget and Accounting <br /> is authorized to secure at the lowest obtainable price, either by open <br /> market purchase or from a single source, any supplies, equipment or <br /> services, regardless of the amount of expenditure, when such purchases <br /> are necessary to prevent delays in the work of the using <br /> organization/agency which may vitally affect the life, health or general <br /> welfare of citizens. Upon receipt of notification of an emergency and the <br /> activation of the any emergency operations center including the RCEOC, <br /> a Budget Office representative will, when specifically requested, report to <br /> the EOC. Municipal and county budget offices will in all cases be <br /> ultimately responsible for financial accounting needs. <br /> Upon receipt of requirements, either verbally or in writing, the Office of <br /> Budget and Accounting will provide a representative who will order the <br /> required supplies or services and provide the vendor with a purchase <br /> order number for confirmation at a later date. The vendor will provide the <br /> items ordered and make billing against the purchase order number <br /> assigned at the time the order was placed. <br /> If an emergency occurs during regular County business hours, and <br /> procurement personnel have not been directed to report to the RCEOC, <br /> the using organization or agency or RCEOC personnel (if activated) <br /> should immediately contact their purchasing personnel or the Director of <br /> the Office of Budget and Accounting by telephone and outline the <br /> emergency requirement. Office of Budget and Accounting personnel will <br /> take immediate and appropriate action to acquire the required supplies, <br /> equipment or services, as outlined above, their municipal counterparts <br /> will do the same for each affected jurisdiction in accordance with local <br /> SOP. <br /> If an emergency occurs at times other than regular business hours and the <br /> EOC has not been activated with procurement personnel present, or when <br /> the county or municipal budget office is not available to make the required <br /> emergency purchase, the head of any using organization or agency may <br /> make such purchases. The requiring organization/agency shall, whenever <br /> practicable, secure competitive telephone price quotations and place a <br /> verbal order with the lowest bidder. <br /> Requisition and delivery records for emergency purchases must be <br /> documented to explain the necessity of the emergency purchase and to <br /> provide accurate data to the Office of Budget and Accounting (or its <br /> municipal equivalent). At the conclusion of the emergency situation, the <br /> Office of Budget and Accounting will obtain account codes and funds <br /> certification and prepare and distribute confirming purchase orders so that <br /> vendors can be paid for supplies, equipment and services furnished during <br /> 49 <br />
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