Coun­cil ap­proves Emer­gency Pur­chase Pol­icy

Record Observer - - News - By MIKE DAVIS mdavis@kibay­times.com

CEN­TRE­VILLE — In the case of an un­fore­seen emer­gency in the Town of Cen­tre­ville that re­quires the pur­chase or re­pair of equip­ment to re­store or avoid se­ri­ous and ad­verse con­se­quences, the town coun­cil ap­proved dur­ing its Thurs­day, Jan. 5, meet­ing a pol­icy that out­lines the pro­ce­dures de­part­ment heads must fol­low to en­sure work can be com­pleted in a timely man­ner.

The pol­icy, ap­proved by a unan­i­mous vote, can be en­acted if a State of Emer­gency is de­clared by the Gov­er­nor of Mar yland or by Queen Anne’s County of­fi­cials, it reads, and al­lows for a de­part­ment head to en­ter into ne­go­ti­a­tions with a con­trac­tor with­out con­duct­ing a com­pet­i­tive bid­ding process.

The pol­icy de­fines an emer­gency as well as work con­sid­ered an emer­gency, as well as gives an overview of how com­mu­ni­ca­tions, con­trac­tors and el­i­gi­ble re­im­burse­ment ex­penses are to be con­ducted.

Emer­gency pur­chase au­tho­riza­tions can be com­pleted by a de­part­ment head with­out the prior ap­proval of the town man­ager “due to the tim­ing and state of the emer­gency,” though no­ti­fi­ca­tion is pre­ferred. The de­part­ment head has the au­thor­ity to en­ter into, ad­min­is­ter or ter­mi­nate con­tracts in such in­stances.

If the town man­ager is reached for ap­proval, the town coun­cil will then be made aware of the sit­u­a­tion through writ­ten com­mu­ni­ca­tions, the pol­icy reads.

To help ease the process of find­ing able con­trac­tors to con­duct work, de­part­ment heads are to com­pline a list of pre-iden­ti­fied con­trac­tors with a fixed-price con­tract. “Con­sid­er­a­tion of the use of in­ter­a­gency re­sources may be con­sid­ered dur­ing an emer­gency sit­u­a­tion which may help with the cost of an item and the cost of ser­vices over the course of the sit­u­a­tion,” the pol­icy states as an­other op­tion for emer­gency work com­ple­tion.

In the event a con­tract is en­tered dur­ing an emer­gency sit­u­a­tion, ex­penses and re­sources are to be tracked for fu­ture re­im­burse­ment through the Fed­eral Emer­gency Man­age­ment Agency or the Mary­land Emer­gency Man­age­ment Agency, as well as from grants.

A list of all staff work­ing, as well as associated in­for­ma­tion such as names, ti­tles and type of em­ployee, as well as equip­ment, ma­te­ri­als, con­tract ser­vices, rental equip­ment and re­pairs with associated re­quired in­for­ma­tion must be listed for records.

The pol­icy goes into ef­fect im­me­di­ately.

To view the Town of Cen­tre­ville Emer­gency Pur­chase Pol­icy, visit the town’s web­site at www.townof­cen­tre­ville.org. Fol­low Mike Davis on Twit­ter: @mike_k­ibay­times.

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