Council approves Emergency Purchase Policy
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.