To: Management Council Members, VPs of Finance, and All eVA End Users
From: Shared Services Center
Area: Procurement
Reason: Reminder: Emergency Purchases Protocol
Date: February 18, 2025
Dear Colleges,
As Colleges in specific regions are expecting severe weather conditions again this week, 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.
Emergency Purchases Procedure: Please review the Emergency Purchases procedure for details (Tip: Use your Microsoft or your myVCCS or my[College] credentials to log into the Content Library to access the training if you are not already signed-in elsewhere.).
Currently, we have not received a corresponding declaration from the Governor’s Office. However, certain emergency procurements may still be applicable per the VCCS Emergency Purchase Procedure. In the event the Governor does provide an Emergency Declaration, please attach it, if available, to your Confirming Purchase Requisition when you submit your requisition in eVA.
Other 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
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.
