Original Issuance Date: October 15, 2019
Last Revision Date: October 15, 2019
Effective Date: December 1, 2019

1. Policy Purpose

The purpose of this policy is to establish authority and a process to contract for goods or services needed in an emergency situation.

2. Responsible UW System Officer

Associate Vice President for Administrative Services

3. Scope

This policy pertains only to goods and services that fall under the Board of Regents procurement authority and applies only to emergency situations. This does not apply to purchases made due to an insurance loss, such as a vehicle accident, a flood, fire, or tornado.

4. Background

This policy provides authority to quickly buy goods or services when there is an emergency. This only applies to goods and services that would normally be purchased using the Board of Regents authority. An example for use of this policy is if a supplier went into bankruptcy and discontinued critical services with no notice, the university could enter into a contract with another supplier for the short term to bridge the need for services.

Losses due to floods, fires, vehicle accidents, or a data breaches are managed through the state of Wisconsin insurance program and are managed by the UW System Office of Risk Management. This policy does not apply to those types of circumstances.

5. Definitions

 Emergency Procurement: The need to purchase goods or services not using the normal procurement policies and procedures due to an emergency event.

  1.  If the emergency event involves loss of property or life it is an insurance event and shall be handled by the UW System Office of Risk Management and covered by the State/UW System insurance program.
  2. If an emergency event threatens the public health, safety, security, welfare or disrupts the university mission AND all of the following conditions exist, then this policy should be used:
    1. was unforeseen;
    2. calls for immediate action;
    3. and cannot be responded to using established procurement methods

6. Policy Statement

When there is an emergency need for goods or services the UW institution should, to the greatest extent possible, seek quotes to obtain services. If the emergency procurement exceeds the simplified bidding threshold, the institution is authorized to use simplified bidding to obtain services but must document the justification for using emergency procurement authority in the contract file.

If a contract exceeds $500,000, UW-Madison and UW-Milwaukee must have the contract reviewed by their legal counsel. Other UW institutions must contact the UW System Office of Procurement, who will work with the UW System Office of General Counsel on an expedited review. Contracts over $1 million require Board of Regents approval.

7. Related Documents

Regent Policy Document 13-1, General Contract Approval, Signature Authority, and Reporting

8. Policy History

First approved: October 15, 2019

9. Scheduled Review

October 2024