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01-22-07 Item 2C, City Hall Emergency Mgmt Plan
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01-22-07 Item 2C, City Hall Emergency Mgmt Plan
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6/25/2007 3:08:39 PM
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6/18/2007 4:46:22 PM
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01-22-07 Item 2C, Emergency Mgmt Plan
General - Type
Agenda Item
Category
Emergency Mgmt Plan & Procedures
Date
1/22/2007
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<br />Ramsey County-Wide Emergency Operations Plan <br /> <br />Revision 5.1, June. 2005 <br /> <br />Emergency Procurement <br /> <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 />organizationlagency 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 /> <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 /> <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 /> <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 organizationlagency shall, whenever <br />practicable, secure competitive telephone price quotations and place a <br />verbal order with the lowest bidder. <br /> <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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