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 (vccs.edu) 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 help@ssc.vccs.edu or calling 877-340-5577.
