Effective: August 7, 2024
Applicable FAM Policies: 705 – Procurement
Applicability: GNWT Departments and Public Agencies

INTERPRETATION
Emergency situations in the Northwest Territories, including those attributed to natural disasters and public health emergencies, will often have significant impacts that may necessitate urgent contracts for the supply of goods and services.  

Contract Authorities are encouraged to plan for potential emergency situations that could impact their operations, and to consider what types of contracts may be required to support Government operations.  Wherever possible, competitive public procurement processes should be used to establish the appropriate “as required” contracts and Standing Offer Agreements that can be accessed during emergency situations.

It is acknowledged that certain emergency situations will require the use of sole sourced contracts.  In these situations, Contract Authorities shall contract in accordance with IB 705.01 or IB 705.02 for Goods or Services Procurement respectively, under $25,000 and, IB 705.03 Sole Source Authorization Form for Procurement of $25,000 or Greater.

Emergency Procurement

During an emergency situation, Contract Authorities are required to comply with all applicable legislation, policies, procedures, and guidelines, including the Financial Administration Manual (FAM), and to engage Procurement Shared Services in accordance with standard procurement procedures.

In the event that Procurement Shared Services is not available to provide support (i.e. outside of regular business hours or as a result of the emergency situation), and a Contract Authority determines that it is necessary to immediately procure contracted goods or services it shall only be done in compliance with the Contract Authority’s designated authority levels and only in an emergency situation where the performance of the contract is urgently required and a delay would be injurious to the public interest. 

In such an event, the Contract Authority shall notify Procurement Shared Services as soon as it is safe to do so, describe the contract(s) and the rational for the contract(s), and shall ensure that all standard policies, procedures, and guidelines concerning government procurement are followed thereafter.  The Contract Authority will be required to submit a requisition and a sole source authorization form (if required) for the contract to Procurement Shared Services within two (2) business days of such an event.