Situations may arise whereby an exception to the city's policies and procedures may
be required. Emergency purchases represent one of the potential situations. "Emergency"
is defined as an unplanned or unexpected event that requires immediate action in order
to prevent or remedy a service outage; or to prevent or remedy a situation that presents
an immediate danger to human life, health or safety or a significant loss or damage
to property, and where failure to take immediate action would enhance the risk of
loss or prolong the delay in restoring service to customers. Routine repairs and planned
refurbishment do not constitute emergencies. Therefore, the city may dispense with
requirements for competitive solicitations and the city manager may acquire or contract
for non-real property, goods, or services required in contemplation of, preparation
for, or during an emergency. Emergency acquisitions of non-real property, goods or
services where the expenditure by the city is estimated to exceed $25,000.00 shall
be subject to ratification by the city council at the next regularly scheduled meeting
or as soon as practicable. The requesting department shall state the reason for the
emergency purchase, and what caused the emergency situation, including a statement
of financial or operational damage or risk that will occur if needs are not satisfied
immediately. Once a determination has been made, the city may procure commodities
or contractual services needed. However, such an emergency purchase shall be made
by obtaining pricing information from at least two prospective vendors, which must
be documented with the purchase request, unless the city determines that the time
required to obtain pricing information will increase the immediate danger to the public
health, safety, or welfare or other substantial loss to the city.
