Page 52 - Procurement guidelines for smart sustainable cities - A U4SSC deliverable

What it means

Emergency buying procedures can include:

• the direct award of contracts to suppliers without first carrying out an open and competitive
bid process;

• extending or modifying existing contracts without using a new procurement procedure; and

• seeking additional products or services from an existing supplier, which are similar to those
that have been bought previously.

Accelerated buying procedures can include:

• shortening normal timescales for a standard, competitive bidding process;

• increased use of framework agreements; and

• greater use of aggregated buying by central government.

When using emergency buying procedures public officials and stakeholders should:

• be able to demonstrate that it was impossible to comply with usual timescales due to a genuine
emergency;

• show that they have not done anything to cause or contribute to an emergency - for example
by failing to plan or delaying buying decisions; and

• limit contract extensions or other modifications to what is absolutely necessary to address the
unforeseeable circumstances.

Public officials and stakeholders should also:

• keep a record of the reasons why an emergency or accelerated buying method was implemented;

• publish details of any contracts awarded using emergency or accelerated buying as soon as
possible;

• be clear with suppliers when they are using an emergency or accelerated procedure and if or
when it may be revoked; and
• review force majeure clauses, that is contract terms that apply only in an unforeseen or emergency
situation.

38 Procurement guidelines for smart sustainable cities | May 2023