To: Management Council Members, VPs of Finance, and all eVA End Users
From: Shared Services Center (SSC)
Area: Procurement
Date: September 27, 2024
Re: Reminder: Emergency Purchases Protocol
Dear Colleges,
As several colleges are experiencing severe weather conditions, which are occurring throughout 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_V3.00.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.
