01-22-07 Item 2C, City Hall Emergency Mgmt Plan

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