| To | Management Council Members, VPs of Finance, and All eVA End Users |
| From | Shared Services Center |
| Area | Procurement |
| Reason | Reminder due to Impending Winter Weather – Emergency Purchases Protocol |
| Date | January 22, 2026 |
Dear Colleges,
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.).
Currently, we have not received a corresponding declaration from the Governor’s Office. However, certain emergency procurements may still be applicable per the VCCS Emergency Purchase Procedure. In the event the Governor does provide an Emergency Declaration, please attach it, if available, to your Confirming Purchase Requisition when you submit your requisition in eVA.
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.
