Emergency Procurement Policy Example – Procurement Policies

Emergency Procurement Policy Sample

In this article, we’ll look at the key elements that make up an example Emergency Procurement Policy. We’ve included some starter/boilerplate information to help you get started writing this policy for your company. If you’re looking for help in setting up your policies & procedures or employee manual/handbook, our team can assist.

Emergency Procurement Policy Template

The following are the main elements that should be included in your Emergency Procurement Policy:

1. Title Page

• Policy Title: Emergency Procurement Policy
• Company Name: The name of the organization implementing the policy.
• Policy Number (if applicable): For easy reference within the company’s policy structure.
• Version Control: Date of creation, last review, and version number.
• Effective Date: The date the policy becomes operational.
• Approval Authority: Name and title of the individual who approved the policy.

2. Purpose/Objective

• A brief statement explaining why the Emergency Procurement Policy exists. This section outlines the policy’s purpose in relation to the company’s goals, regulatory requirements, or ethical standards.
• Describe what problem or issue the policy addresses.
• Example Purpose/Objective:

The Emergency Procurement Policy aims to ensure swift and efficient procurement during emergencies when standard procedures are impractical. It provides a framework for expedited decision-making and resource allocation to address urgent needs promptly. By streamlining processes, the policy minimizes delays and ensures that essential goods and services are acquired quickly to mitigate the impact of emergencies. It establishes clear guidelines for identifying emergencies, authorizing purchases, and maintaining accountability, ensuring that procurement actions are both rapid and compliant with necessary regulations

3. Scope

• A description of who the Emergency Procurement Policy applies to (e.g., employees, contractors, vendors).
• Specify any exceptions to the policy.
• Explain departments or roles affected, if necessary.
• Example Scope:

This policy applies to situations requiring urgent procurement when standard procedures are impractical or impossible. It ensures that necessary goods and services are acquired swiftly during emergencies, such as natural disasters or unforeseen disruptions. The policy covers the identification of emergency needs, authorization processes, and documentation requirements to maintain accountability. It is relevant to all departments involved in procurement activities and aims to balance speed with compliance. By streamlining procurement in critical times, it supports organizational resilience and continuity

4. Definitions

• Clarify any key terms or jargon used within the Emergency Procurement Policy to ensure understanding.
• Avoid assumptions about familiarity with industry-specific terminology.
• Example Definitions:

The Emergency Procurement Policy defines key terms to facilitate expedited procurement during emergencies when standard procedures are impractical. “Emergency” refers to situations posing immediate threats to public health, safety, or essential operations. “Procurement” involves acquiring goods, services, or construction. “Expedited” means accelerated processes to address urgent needs. “Normal processes” are standard procurement procedures typically followed. “Goods” include tangible products, while “services” encompass tasks performed by external entities. “Construction” refers to building or infrastructure projects. “Public health” and “safety” highlight the protection of community well-being. “Essential operations” ensure continuity of critical functions. This policy ensures clarity and efficiency in urgent procurement scenarios

5. Policy Statement

• A detailed outline of the Emergency Procurement Policy itself, including all rules, expectations, and standards.
• It should be direct and clear so that it leaves no ambiguity about the company’s position or requirements.

6. Procedures

• Step-by-step instructions on how to implement or comply with the Emergency Procurement Policy.
• Include any forms, tools, or systems that employees must use.
• Describe the responsibilities of different roles in ensuring adherence to the policy.
• Example Procedures:

In emergency situations where standard procurement processes are impractical, this policy allows for expedited procedures. The responsible authority must first identify and declare the emergency, ensuring documentation justifies the urgency. A streamlined approval process is then initiated, bypassing typical competitive bidding requirements. The procurement team must still seek competitive quotes when feasible and ensure fair pricing. All emergency procurements must be documented thoroughly, including the rationale for the emergency designation and the selection process. Post-emergency, a review is conducted to assess the procurement’s effectiveness and compliance with policy guidelines

7. Roles and Responsibilities

• List the roles responsible for enforcing or overseeing the Emergency Procurement Policy (e.g., managers, HR).
• Define who is accountable for reporting, monitoring, and updating the policy as needed.
• Example Roles and Responsibilities:

The Emergency Procurement Policy assigns specific roles and responsibilities to ensure swift action during emergencies. The Procurement Manager is responsible for identifying urgent needs and coordinating with suppliers to secure necessary goods and services quickly. Department Heads must assess and communicate their immediate requirements to the Procurement Team. The Finance Department ensures funds are available and tracks expenditures. Legal Advisors review contracts to ensure compliance with regulations. All involved parties must document actions taken and maintain transparency throughout the process. This collaborative effort ensures that essential resources are procured efficiently during emergencies

8. Compliance and Disciplinary Measures

• Outline how compliance will be monitored or enforced.
• Describe any consequences or disciplinary actions for failing to follow the policy, including the escalation process.

9. References and Related Documents

• Include links or references to any laws, regulations, or company guidelines that support the Emergency Procurement Policy.
• Reference related company policies that connect or overlap with the document.

10. Review and Revision History

• State the review cycle (e.g., annually, biannually) and who is responsible for reviewing the Emergency Procurement Policy.
• A history section that lists all revisions made to the document, including dates and reasons for changes.

11. Approval Signatures

• Signature lines for key decision-makers who have authorized the policy (CEO, department head, HR manager).

12. Appendices or Attachments (if needed)

• Additional information, FAQs, or case examples to provide more context or clarify how the Emergency Procurement Policy applies in specific situations.
• Any relevant forms or templates employees need to complete.