ARKANSAS STATE PURCHASING REGULATIONS: The appropriate regulations are quoted below.

"19-11-233. Emergency procurements.

The State Purchasing Director, the head of a purchasing agency, or a designee of either officer may make or authorize others to make emergency procurements as defined in _ 19-11-204(9) and in accordance with regulations promulgated by the director.

R1:10-11-233. Emergency Procurements.

(A) Bids. The State agency must, at a minimum, receive three (3) competitive bids unless the emergency is critical. The quotation abstract must show the names of at least three (3) firms contacted in attempting to obtain competition.

(B) Approval. All emergency procurements shall be approved in advance by the State Purchasing Director, the head of a purchasing agency, or a designee of either officer. Where time or circumstance does not permit prior approval, approval must be obtained at the earliest practical date. Requests for approval shall be made in writing and shall include:

(1) a copy of the purchase order;

(2) a copy of the quotation abstract; and

(3) a written explanation of the emergency.

(C) Reports. Reports, which may include a copy of the purchase order, quotation abstract and explanation for the previous month on emergency procurements, shall be submitted by each Agency Purchasing Official to the State Purchasing Director no later than the tenth of the month following the reporting period.

(D) Tie Bids. In the event the lowest prices offered result in a tie bid, the person responsible for awarding a contract must insure that (1) all offers meet specifications and (2) Arkansas Preference does determine award. After the above-listed determinations are made, an award will be made by lot (flip of a coin). The coin flip will be done by the person responsible for awarding the contract in the presence of a witness. The witness must be an employee of the State of Arkansas. A documentation of the coin flip must be included on the tabulation or bid history sheet and be signed by both parties."

Copyright © 1997 University of Arkansas
All rights reserved