Emergency Procurement Procedures and Definitions for Public Safety

Slide Note

Understanding emergency procurement procedures is crucial in situations where immediate action is required to address threats to public health, welfare, or safety. This includes making emergency procurements for equipment, supplies, services, construction items, or professional/consultant services under emergency conditions. The process involves maintaining competition as practicable, documenting emergency procurements, and ensuring transparency in contractor selection. Emergencies can arise from various conditions like natural disasters, health crises, or critical system failures.

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Emergency Procurement Training Yolanda Broome, JD Lifetime CGPP, NIGP-CPP, CPP, CPPM March 4, 2023 Yolanda Broome, JD NIGP-CPP, CPP, CPPM, Lifetime CGPP

Statutory Law Definitions Examples Certificate of Insurance Agenda E-Verify Affidavit W-9 Form Summary 2

Sec. 4-3306. - Emergency procurement. Notwithstanding any other provisions of this chapter, where the purchasing agent determines that an emergency exists, the purchasing agent may make or authorize others to make emergency procurements or equipment, supplies, services, construction items or professional or consultant services when the purchasing agent determines there exists a threat to public health, welfare or safety under emergency conditions. Such emergency procurements shall be made with as much competition as is practicable under the circumstances. A written determination of the basis for the emergency and for the selection of the particular contractor shall be included in the contract file. As soon as practicable, a record of each emergency procurement shall be made and shall set forth the contractor's name, the amount and type of the contract, a listing of the item(s) procured under the contract, and the identification number of the contract file. Statutory Law 3 Employee orientation 7/29/20XX

Merriam-Webster Dictionary defines Threat as: 1: an expression of intention to inflict evil, injury, or damage 2: one that threatens 3: an indication of something impending the sky held a threat of rain . Threat 4

Merriam-Webster Dictionary Health is defined as: The condition of being sound in body, mind, or spirit She is the picture of health. especially: freedom from physical disease or pain Health Welfare is defined as: The state of doing well especially in respect to good fortune, happiness, well-being, or prosperity Welfare Safety Safety is defined as: The condition of being safe from undergoing or causing hurt, injury, or loss. 5

Emergency Conditions Unforeseeable Sudden Poses an imminent danger Calls for immediate action 6

Examples of Emergency Conditions War/Political Strife Natural or Man-made Disasters (riots, terrorism) (tornado, fire, flood) Health or Environmental Emergencies Failure of Critical Systems (cyber security, hospitals, water & sewer) (contamination, food safety, pandemic) 7

Certificate of Insurance Commercial General Liability Automobile Liability Excess/Umbrella Coverage Worker s Compensation Professional Liability (if profession is licensed by the State) Additional Insured, Waiver of Subrogation, Description of Operations, Certificate Holder, Policies, Dates, etc. Send Insurance Requirements to Vendor 8

E-Verify Affidavit Georgia Must include City of East Point project name or description Must be signed and notarized Must include the E-Verify number (not the EIN) Must include the date the vendor joined the E-Verify program (not the date of signature) Do not accept a copy of the state law or application

IRS Form W-9 Business Name Signature Dated not more than one year ago TIN/EIN must match IRS records (C&P checks) 10

Summary Please define the emergency condition and state how it is a threat to public health, welfare, or safety. Provide a well written narrative that contains all related facts. If you have any questions regarding whether the situation is an emergency, please contact Yolanda Broome at ybroome@eastpointcity.org. 11