Reminder: Emergency Purchases Protocol

To:                 Management Council Members, VPs of Finance, and all eVA end users

From:            Shared Services Center

Area:             Procurement

Reason:        Reminder: Emergency Purchases Protocol

Date:             September 22, 2023

Dear Colleges,

As we face potential severe weather conditions in certain areas of the Commonwealth, it's crucial to remember our Emergency Purchases protocol:

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.

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

Review the Emergency-Purchases-V2.0_watermark.pdf ( procedure for details.

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 or calling 877-340-5577.

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