Purchasing Policy - 1

Purpose

The purpose of this policy is to establish the process for emergency purchases for all Executive Branch Agencies that fall under the justification of the Utah Division of Purchasing.

Definitions

“Executive Branch Procurement Unit” means a department, division, office, bureau, agency, or other organization within the state executive branch.“Contract” means an invoice, contract, PO, or any other document that obligates the state to make a payment.

Policy

The Executive Branch Procurement Unit with shall conduct an emergency procurement as outlined in Utah Procurement Code 63G-6a-803, Utah Administrative Rules R33-108-401, and as described in the limited purchasing delegation to the Executive Director of the Executive Branch Procurement Units from D. Windy Aphayrath, Chief Procurement Officer may be delegated in writing to an individual(s) within the department

Within 12 days of the emergency procurement, the Executive Director of the Executive Director’s designee shall prepare and submit documentation:

1. Describing the specific emergency that necessitated the emergency procurement.
2. Documenting the basis for the selection of the procurement item.
3. Declaring the name of the highest-ranking government official that approved the emergency procurement; and
4. Providing each written contract related to the emergency procurement.

The documents shall be sent to [email protected]. Within two days of receiving the emergency procurement documentation, the Utah Division of Purchasing shall post the documentation to the Division’s website.

Additional contract documentation received after the initial 12 requirements shall be sent to [email protected] as an amendment to the original email.