Commission ratifies emergency furnace procurement after auditor raises procedural concerns

Emery County commissioners ratified an emergency procurement Nov. 19 to replace a failed furnace at the Orangeville branch library after staff described the repair as time-sensitive.

The county auditor told the commission she did not recommend approval because the procurement file included only one bid and did not show that required procedures had been followed. "My recommendation was not approval because when it came to my office, there was only 1 bid and none of the procedures had been followed," the auditor said, noting the auditor’s role is to recommend but not to write policy.

County officials responded that emergencies—such as a furnace failing in winter—can justify single-bid emergency purchases if the department head documents the emergency and two county commissioners sign the procurement. Chair and other commissioners agreed department heads should attach an explicit emergency justification to procurement paperwork going forward.

Despite the auditor’s concern, the commission ratified the emergency purchase; the minutes record an abstention by one prompt (noted in meeting as an abstaining commissioner) and approvals from other commissioners. The commission also discussed asking the clerk to attach clearer documentation for future emergency procurements and to ensure the auditor has the information needed to recommend or record concerns.

Next steps: commissioners tasked the clerk and staff to ensure emergency justification is attached to procurement files in the future and to revise documentation practices so the auditor’s office can evaluate compliance with the county’s procurement policy.