Emergency Procurement - a procurement procedure where the procurement unit is authorized to obtain a procurement item without using a standard competitive procurement process. An emergency procurement may only be used when circumstances create harm or risk of harm to public health, welfare, safety, or property.
Responsible Position (actions pertaining to specified position) Actions in Sequential Order
All UDOT employees with purchasing authority
1. Determine the quantity and specification of the item or service needed to address an emergency condition. Emergency procurements are limited to only those supplies, services, or construction items necessary to meet the emergency.
2. Employees must contact their Region Director or Senior Leader to receive permission to engage in the emergency purchase. The PRO-01U emergency procurement form must be completely filled out and signed electronically by the end of the next business day.
3. Make the procurement with as much competition as reasonably practicable while avoiding harm, or risk of harm, to the public safety, welfare, or property.
4. Purchase from the lowest bidder meeting scope of work or specifications.
5. Receive item or service.
6. Check bill of lading and verify receipt.
UDOT Procurement Division
7. Assist purchaser as needed to complete any emergency related purchases.
Purchaser
8. A. Receive invoice; B. Verify correct quantity and pricing; and C. Approve for payment.
9. Pay with P-card if appropriate.
10. Forward all documentation including PRO-01U form to Comptroller’s Office or Region Accounts Payable group. Comptroller’s Office, Region Administration Offices 11. Verify payment is made and coded correctly in FINET, by reconciling the P-card IET document or by entering a PRC, GAX, or GMA document.
Emergency Procurement contacts
Region One
Region Two
Region Three
Region Four
TOC
Utah Code 63G-6a, 63G-6A-803 as applicable, 63G-6a-106, 72-1-202(e)
Utah Administrative Rule R33, R907-33, R907-66
