| To | Management Council Members, VPs of Finance, and All eVA End Users |
| From | Shared Services Center |
| Area | Procurement |
| Reason | Emergency Directive attached [Follow-up due to Impending Winter Weather -Emergency Purchases Protocol] |
| Date | January 23, 2026 |
Dear Colleges,
As a follow-up, please be advised that the Governor’s office has issued Emergency Directive EO11. The signed Emergency Directive is attached. Kindly review our *Emergency Purchase Procedure below, which outlines the steps to take in situations that require immediate action to protect personal safety or property.
Below is the **updated message the SSC sent on January 22, 2026, to Management Council Members, VPs of Finance, and All eVA End Users.
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As Colleges across the Commonwealth brace for severe weather conditions this weekend we would like to offer a few preparation reminders and review our Emergency Purchases procedure.
Please ensure that you have on hand all deicing materials and equipment that your campuses require and/or that your contractors are prepared to service your campuses in a timely manner. Please review our *Emergency Purchase Procedure, linked to below, in case you encounter a serious, urgent situation requiring immediate action to protect personal safety or property.
Definition of Emergency: An emergency is a serious, urgent situation requiring immediate action to protect personal safety or property.
Authority: End-users can make purchases without following standard procedures in emergencies.
Emergency Purchases Procedure: Please review the *Emergency Purchases procedure in the Content Library for details (Tip: Use your Microsoft or your myVCCS or my[College] credentials to log into the Content Library if you are not already signed-in elsewhere.).
**Updated information (as of January 23, 2026): The Governor has provided an Emergency Declaration (attached). Please attach it to your Confirming Purchase Requisition if you submit an emergency purchase requisition in eVA due to the impending winter storm.
Other Key Steps:
- Competition: Strive for competition in emergency purchases
- Price Negotiation: Ensure fair pricing and document the process
- Prompt Purchase Order: Issue a Confirming Order in eVA
- Written Determination: Prepare and submit a written determination explaining the emergency and vendor choice for review and approval
Being familiar with this process helps us act swiftly and responsibly in urgent situations. The Customer Engagement team is available to assist you with any questions Monday – Friday, from 8 a.m. – 5 p.m. by emailing help@ssc.vccs.edu or calling 877-340-5577.
