UAMS ADMINISTRATIVE GUIDE

NUMBER: 5.1.05
DATE: 01/15/97
REVISION: 05/28/03 

PURPOSE

The purpose of this policy is to notify departments within the University of Arkansas for Medical Sciences (UAMS) of the requirements to be followed for emergency procurement of commodities and services. Emergency procurement is defined as the acquisition of commodities or services exceeding $5,000.00, which, if not immediately initiated, will endanger human life, health, or the functional capability of the University.

POLICY

The UAMS Director of Procurement Services or an officially designated representative shall approve all emergency procurements in advance. However, since many UAMS departments operate on a 24-hour per day basis, prior approval of procurements for emergency situations occurring outside normal business hours may not be possible. Where time or circumstance does not permit prior approval, approval must be obtained at the earliest practical date.

PROCEDURE

1. Departments requiring emergency procurement action should contact the Procurement Services Department to obtain prior approval before obtaining services or materials needed to resolve the emergency.
2. Departments requesting emergency procurement of commodities or services requiring physical changes to a building/structure, or affecting/involving any utility or service system, such as electrical, plumbing, heating and air conditioning, steam, etc. must receive approval from UAMS' Physical Plant Department.
3. The Procurement Services Department must obtain a minimum of three (3) competitive bids for all non-critical emergency procurement requests exceeding $5,000.00 and requiring no physical changes to buildings. If three competitive bids cannot be obtained, the Procurement Services Department must show the names of at least three firms contacted in attempting to obtain competition.
4. The Procurement Services Department must report all emergency procurements to the Director of the Office of State Procurement. The report must include a copy of the Purchase Order, a copy of the quotation abstract and written explanation of the emergency procurement.