Emergency Purchasing Guide
Emergency Purchasing Guide
Ensure your agency's Continuity of Operations Plan (COOP) has electronic and printed versions of:
- Template spreadsheet to report emergency purchases (write by hand if needed)
- Emergency purchasing instructions (copy/paste Step 3)
- CPA# and Phone/Email for your agency's on-contract suppliers you may need in an emergency
Review all contract language
- Establish contracts in advance based on expected emergency needs.
- Include FEMA contract language in contracts likely to be used in an emergency to ensure contract purchases are reimbursable in the event of a federal emergency.
The County Executive must submit a Proclamation of Emergency and waiver of procurement requirements to Council within 2 days of the emergency event.
- Draft the Proclamation and submit to the County Executive
- If the emergency affects only your agency, your department will draft the Proclamation.
- If the emergency event is countywide and activates the RCECC, the Office of Emergency Management (OEM) will draft the Proclamation.
- Assign a Project Number for federal emergencies
- During federal emergencies, all purchases must be associated with a project number to be eligible for FEMA reimbursement.
- Ensure all Oracle Contract Purchase Agreements (CPAs), Purchase Orders (POs), and P-Card Purchases are associated with the project number.
- Emergency waivers expire after 21 days, unless an extension is approved by Council.
- Use awarded contracts whenever possible.
- Reference the emergency procurement number (assigned by Procurement & Payables) and pay with P-Card or Purchase Order (PO)
- View recent emergency procurement numbers here
- Purchase limits and MCC restrictions on designated P-Cards will be lifted automatically in a declared emergency.
- Contact the P-Card Team to find out who in your agency is designated as an emergency purchaser.
- For off-contract, reoccurring purchases, Request a CPA (an Oracle Contract Purchase Agreement) from Procurement & Payables.
- Submit a Service Request to Create Oracle Contract Agreement.
- For federal emergencies, include the Project Number in your request.
- Reference the assigned Project Number in federal emergencies (required for FEMA reimbursement)
- Purchase Orders (POs) and P-Card Purchases should reference the CPA or Emergency Procurement number, and Project Number in the Description field of the requisition or p-card expense report.
How to report Category 4 emergency purchases:
Login to SharePoint here - (use your standard King County username/password)
- Use the sheet for your department
- Update as needed to ensure complete/accurate reporting
- Respond promptly to any FBOD clarification requests
What NOT to Report
- Do NOT report purchases made under existing awarded contracts.
For example, if we already have a contract for road sand you don't need to report that spend because you didn't use the emergency waiver.
- Do NOT report spend for employee transportation, meals or lodging. The specific reporting requirements related to reimbursing employees during emergencies is governed by a separate part of King County Code and an Executive policy. Use T-Card (Travel Card) for transportation/lodging expenses whenever possible.