Page 46 - Procurement guidelines for smart sustainable cities - A U4SSC deliverable

In these cases, national or international governing bodies will usually declare a state of emergency.

Emergencies do not include:

• recessions or economic downturns;
• a sudden change in market prices; or

• a contract running out without a replacement supplier being found.

Emergencies usually occur in three phases, during which different buying procedures may be used:

• Rapid response: emergency buying is required to prevent loss of life or damage to critical
infrastructure – for example, sourcing food and housing for displaced people.
• Relief: after the immediate threat to life or infrastructure has been addressed, accelerated
buying may still be required; for example, sourcing laptops to allow remote learning while
schools are closed.

• Recovery: once an emergency situation has stabilized, buyers should return to using routine
procedures. However, accelerated buying and enhanced support for suppliers may still be
appropriate.

During each phase, public officials and stakeholders need to balance the need to act without delay
(for example, to save or preserve life or safeguard buildings) against meeting their obligations to
act lawfully, reasonably and with integrity.

Dos and don’ts

Table 1: Dos and don’ts-defining an emergency (Digital Buying Guide)

Do Don’t

provide clear guidance on when do not use emergency buying
emergency buying conditions apply and procedures for situations caused by poor
when they don’t planning or risk management

clarify which buying procedures
are appropriate during each phase of an
emergency

3.1.3 Planning for an emergency

Plan how to respond to an emergency by training staff and anticipating risks.

32 Procurement guidelines for smart sustainable cities | May 2023

Procurement guidelines for smart sustainable cities | May 2023 1