• FAQ: Emergency Orders

    Each emergency should be unique and not all aspects of the below may be applicable to all events. Deliberate decision making and appropriate record keeping regarding the event are our primary objectives.

    What is Considered an Emergency?
    Emergencies are:
    • events impacting the immediate health and safety of students or staff
    • events impacting the continuation (or re-starting) of critical operations such as instruction, food service, transportation
    • events impacting the preservation of district assets, both tangible and intangible

    Who Can Declare an Emergency?
    An emergency must be declared by a CABINET MEMBER. This declaration must be in writing (e-mail). The Superintendent or his designee must agree with the emergency declaration. Designees include:
    • The Chief of Staff
    • The CFO
    • The Director Of Purchase
    This agreement must also be in writing (e-mail).
    A MUNIS requisition must be entered by the department requesting the emergency purchase or service. This requisition should be as complete as possible and released for workflow approval via MUNIS.
    NOTE: The use of the "EMERG" project code does NOT mean that a specific order is necessarily an emergency; it is simply a funding source.
    The declaration of an emergency allows for the suspension of Procurement law and policy and the vendor contract shall only be a duration long enough to allow for competitive bidding or acquisition through another alternative method of procurement. It does not, however, alleviate the District from meeting all other requirements for payment such as Board Approvals or Contracts.
    The emergency declaration relates to the ISSUING of the order, NOT the payment of the order.
    Upon receipt of the requisition and approval of the emergency designation, the Purchasing Department will:
    • Make every effort to minimize risk and cost by getting informal quotes whenever possible
    • Tag the transaction as an "Emergency"
    • Issue a Purchase Order number, regardless of the requisition approval status
    • Place the order with the vendor and provide them with any supporting documentation needed to place the order.
    Concurrent with the above, the requisitioning Department will prepare any required documentation to be approved "after the fact" of the order. This includes Board Recommendations for the next Board meeting and service contracts as required by District Policy. PAYMENT CANNOT BE PROCESSED UNTIL ALL REQUIRED DOCUMENTATION IS COMPLETED.
    All correspondence associated with the event should be attached to the requisition/purchase order using TCM.