The Purchasing Division should be contacted as soon as a department determines that an emergency purchasing situation exists. "Emergency Purchases" must follow a special procedure in order to obtain goods or services that exceed the sealed bid/request for proposal limits quickly to meet an emergency. An emergency is defined as a situation involving public health, public safety, or cases where immediate expenditure is necessary for repairs to State property to protect against further loss or damage, to prevent or minimize serious disruption in State services, or to insure the integrity of State records. Emergency conditions may result from fires, explosions, adverse weather conditions, or epidemic conditions. They may also result from untimely breakdown, damage, or loss of equipment vital to the maintenance of health or safety standards.
In true emergency situations, the Illinois Procurement Code provides that purchasing procedures, including bidding requirements, may be waived if it becomes important for an emergency transaction to be completed within a certain time. Effort is made to accelerate or modify normal procedures to accommodate an emergency rather than to eliminate a procedure. Examples of such efforts include requesting quotations verbally or by e-mail or facsimile machine.
The Director of Purchases is responsible for ensuring that in emergency situations the normal pattern for reviewing and approving purchases is maintained and the purchasing processes are accelerated and expedited. Notice of the emergency procurement is published in the next available Illinois Higher Education Procurement Bulletin.
The Purchasing Division is responsible for preparing any affidavits that must be filed with the Auditor General of the State of Illinois and the Chief Procurement Officer (CPO). These must be filed within ten days after an emergency purchase has been made from state appropriated funds.
The Board of Trustees delegates authority for emergency transactions, that in the opinion of the President of the University, require immediate action. In emergency situations, and subject to certain limitations, the President of the University may approve purchases as follows:
For emergency transactions less than $1,000,000 - upon recommendation from the University Comptroller, the President shall act to approve the transaction on behalf of the Board of Trustees.
For emergency transactions equal to or greater than $1,000,000 and less than $2,000,000 - the President shall make a reasonable effort to consult with individual members of the Executive Committee of the Board before giving this approval.
For emergency transactions of $2,000,000 or more - the President shall make a reasonable effort to consult with all Board members before giving this approval.
Last Updated: September 30, 2010