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EMERGENCY PURCHASE AFFIDAVIT This form must be filed with the Auditor General's Office and the Chief Procurement Officer within 10 days of an emergency purchase. Agency/Institution: Division/Department:

How to fill out emergency purchase affidavit

How to fill out an emergency purchase affidavit:

1. Begin by gathering all necessary information such as the date, your name, address, and contact information. This will be used to identify you as the affiant.
2. Next, include a statement at the top of the affidavit indicating that you are making this emergency purchase affidavit in response to an urgent situation. This will help establish the urgency and necessity of the purchase.
3. Clearly state the reason for the emergency purchase, providing specific details and explaining why it cannot wait for the normal procurement process. This could include situations such as equipment failure, time-sensitive services, or unforeseen circumstances.
4. Include a detailed description of the items or services you are requesting to purchase. Be as specific as possible, including quantity, model, brand, and any other relevant details. This will ensure clarity and help expedite the approval process.
5. If applicable, provide cost estimates or quotes for the items or services you are seeking to purchase. This will help validate the urgency and necessity of the purchase, as well as provide transparency about the financial implications.
6. Indicate any efforts made to explore alternative options or seek competitive bids. This shows that you have considered alternatives and are still requesting an emergency purchase.
7. Include any necessary approvals or endorsements from higher authorities, if required by your organization's policies or procedures. This may involve obtaining signatures from supervisors or department heads.

Who needs an emergency purchase affidavit:

1. Individuals or organizations facing urgent situations or emergencies that require immediate procurement of goods or services may need an emergency purchase affidavit. This could include government entities, businesses, or individuals who find themselves in unforeseen circumstances that threaten their normal operations or safety.
2. Emergency service providers, such as fire departments, healthcare facilities, or disaster response teams, often require emergency purchase affidavits due to the nature of their services. These documents help ensure swift procurement of necessary resources in critical situations.
3. Organizations or individuals experiencing equipment failures or malfunctions may need an emergency purchase affidavit to quickly replace or repair essential items. This could include machinery, vehicles, or technology systems vital to the functioning of their operations.

In summary, filling out an emergency purchase affidavit involves providing relevant information, detailing the urgent need for the purchase, describing the requested items or services, and obtaining any necessary approvals. Emergency purchase affidavits are typically required by individuals or organizations facing urgent situations or emergencies that require immediate procurement of goods or services.

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What is emergency purchase affidavit?

An emergency purchase affidavit is a legal document used to justify and authorize emergency purchases made outside of the normal procurement process.

Who is required to file emergency purchase affidavit?

Any individual or organization that makes emergency purchases that are not covered by an existing contract may be required to file an emergency purchase affidavit.

How to fill out emergency purchase affidavit?

To fill out an emergency purchase affidavit, one must include details about the emergency situation, the items or services purchased, the justification for the emergency purchase, and any additional relevant information.

What is the purpose of emergency purchase affidavit?

The purpose of an emergency purchase affidavit is to document and provide a formal justification for emergency purchases made outside of the normal procurement process.

What information must be reported on emergency purchase affidavit?

The information that must be reported on an emergency purchase affidavit typically includes details about the emergency situation, the items or services purchased, the justification for the emergency purchase, and any additional relevant information.