§ 2-113. Procedures.

(a)

Qualification. The purchase must qualify as an emergency purchase under the definition above.

(b)

Designation. The designation of emergency purchase indicates a situation of such urgency that the normal purchasing procedure must be modified in the interest of speed, and therefore no competitive bids are required. The authority to designate an emergency rests solely with the city manager.

(c)

All emergency purchases without a budget appropriation approved by city council are processed through the finance department as follows:

(1)

The appropriate director shall contact the city manager and inform them verbally of the emergency situation. At this time, the city manager may exercise their authority to designate an emergency.

(2)

A memorandum will be sent to the city manager requesting them to authorize and/or declare the respective expenditure an emergency for items over ten thousand dollars ($10,000.00). This memorandum should include as much detail of the situation at hand and estimate a total cost of expenditures. An exact copy should be provided to the finance director.

(3)

Department head and/or director will obtain quotations from a minimum of three (3) vendors for any and all expenditures at or above three thousand dollars ($3,000.00). These quotations shall be documented.

(4)

If the emergency does not allow for steps (2) and (3) above to be completed, with the city manager's approval, the responsible official of the department shall take whatever steps are necessary to procure needed supplies, services or equipment to relieve the emergency situation.

(5)

The city manager shall contact all council members and mayor, as available, to make them aware of the emergency situation.

(6)

Department head and/or director will submit the following documentation to finance for including as a consent item on an appropriate council meeting agenda as soon after the expenditure or decision as possible:

a.

The approval of the city manager designating an emergency expenditure.

b.

A copy of the original memorandum submitted to the city manager requesting the designation as an emergency.

c.

Any and all official quotes.

d.

Completed purchase order requisition form(s).

(7)

All invoices pertaining to the emergency shall be handled by the department just as other invoices as set forth in the city's purchasing procedure.

(Ord. No. 96-07, § 3, 3-5-96; Ord. No. 2008-45, § 1(Exh. A), 11-3-08)