Emergency Contracts

Process Steps

How to create a new emergency contract

Emergency contracts are governed by DHHS Policy 01-18 Emergency Procurement Policy, Utah Code Section 63G-6a-803, and Utah Administrative Code R33-108-401.

EDO Approval

Policy 01-18 requires EDO approval when feasible. If obtaining pre-approval is not feasible, the policy allows this step to be skipped so long that the other provisions of the policy are followed.
Est timeline: 1 day
Scope of Work Review

Unless an exception is granted by EDO, scopes of work must be reviewed by a PCM contract analyst, the OU director, a PCM staff member with a law degree, and EDO. Exception: scopes of work for projects reasonably anticipated to be $50K or less are only reviewed by a PCM staff member with a law degree and EDO.

A scope of work writing guide is posted on the PCM website, Agreement Resources Page.
Est timeline: 2 weeks
Contract Execution

The PCM contract analyst is available to enter the contract into SharePoint Contracts. The contract is reviewed by PCM and the OU fiscal officer before being sent for signatures to the vendor, EDO, and State Finance.
Est timeline: 3 weeks
Reporting

The OU must complete a Notification of Emergency Procurement form (the form is part of Policy 01-18) and submit it to [email protected] within one business day of the procurement. DFA will notify State Purchasing within 12 business days.