Emergency Procurement Guide: Win Government Contracts During Crises
Complete guide to emergency and urgent procurement in government contracting. Learn how agencies expedite acquisitions during emergencies, simplified procedures, and how to position your company for rapid response contracts.
Quick Answer
Emergency procurement allows government agencies to expedite acquisitions when "unusual and compelling urgency" exists. Agencies can use sole-source contracting, simplified procedures, and elevated thresholds to respond quickly to emergencies. Micro-purchase limits increase to $35,000, and SAP thresholds jump to $800,000 for emergency response.
Emergency Procurement Basics
When emergencies strike—whether natural disasters, public health crises, national security threats, or industrial accidents—the government needs to procure supplies and services immediately. Normal procurement timelines don't work when lives are at stake.
Emergency procurement provides the flexibility to bypass standard competition requirements, increase purchase thresholds, and award contracts rapidly. However, contractors must be positioned in advance to respond to these opportunities.
Types of Emergencies
- Natural Disasters: Hurricanes, earthquakes, wildfires, floods
- Public Health: Pandemics, disease outbreaks, contamination
- National Security: Military operations, terrorism response
- Industrial: Critical infrastructure failures, supply chain disruptions
- Contingency Operations: Humanitarian assistance, peacekeeping
Expedited Procedures
Agencies have several tools to speed up procurement during emergencies.
Solicitation Shortcuts
- • Oral solicitations allowed
- • Synopsis not required (under $25K)
- • Reduced response times (as little as hours)
- • Simplified evaluation criteria
- • Sole-source when justified
Increased Flexibility
- • Letter contracts (undefinitized)
- • Funding not immediately available
- • Waivers of standard clauses
- • Reduced documentation requirements
- • Expedited payment procedures
Emergency Contract Types
Letter Contracts
Written preliminary contractual instrument authorizing contractor to begin work immediately. Final terms negotiated later.
Basic Ordering Agreements
Pre-negotiated agreements enabling rapid task orders during emergencies without renegotiating terms.
IDIQ Task Orders
Issue orders against existing indefinite delivery contracts for immediate response.
BPAs
Blanket purchase agreements for recurring emergency needs. Pre-positioned for rapid use.
Emergency Thresholds
During declared emergencies, standard procurement thresholds increase significantly.
Emergency Acquisition Thresholds
| Threshold Type | Standard | Emergency |
|---|---|---|
| Micro-Purchase | $10,000 | $35,000 |
| Simplified Acquisition (Civilian) | $250,000 | $800,000 |
| Simplified Acquisition (Defense) | $250,000 | $20,000,000 |
| Contingency Operations (DoD) | $250,000 | $20,000,000 |
Benefits of Higher Thresholds
- • Faster procurement cycles
- • Reduced documentation
- • Simplified competition requirements
- • More contracting officer authority
Still Required
- • Fair and reasonable pricing
- • Responsible contractor determination
- • No suspended/debarred vendors
- • Written contracts (can be minimal)
Positioning Your Company
Emergency contracts go to companies that are ready. Position yourself before disaster strikes.
Get on Contract Vehicles
Hold GSA Schedule, agency BPAs, or IDIQ contracts. Agencies prefer ordering from existing vehicles during emergencies.
Register with FEMA
Complete SAM.gov registration with disaster-response NAICS codes. Register in FEMA's vendor database for your capabilities.
Build Rapid Response Capability
Maintain inventory, relationships with suppliers, and ability to deploy quickly. Document your rapid response capabilities.
Develop Agency Relationships
Know the contracting officers and program managers before emergencies. They'll call companies they trust.
Maintain 24/7 Contact
Provide emergency contact information. Emergencies don't wait for business hours. Be reachable.
FEMA Contracting
FEMA is the primary federal agency for disaster response contracting.
Common FEMA Needs
- • Temporary housing (trailers, modular)
- • Debris removal
- • Generators and power equipment
- • Emergency supplies (water, food, medical)
- • Transportation and logistics
- • Security services
- • IT and communications support
Local Preference
- • FEMA must use local firms when feasible
- • Businesses in disaster area get priority
- • Small business set-asides apply
- • State emergency management partnerships
- • Local firms know the area
FEMA Pre-Positioned Contracts
FEMA maintains advance contracts for predictable disaster needs. Getting on these contracts positions you for rapid tasking when disasters occur:
- • Temporary housing installation
- • Mass feeding and sheltering
- • Base camp operations
- • Medical support
- • Power restoration
Best Practices
Respond Immediately
Emergency RFQs may have hours, not days, for response. Have templates and pricing ready.
Price Fairly
Price gouging during emergencies triggers investigations and debarment. Keep pricing reasonable.
Document Everything
Emergency contracts get scrutinized post-event. Maintain detailed records of all work and communications.
Scale Quickly
Emergency needs can exceed initial estimates. Have capacity to scale operations rapidly.
Ensure Safety
Emergency environments are dangerous. Protect your workers and comply with all safety requirements.
Communicate Constantly
Keep the contracting officer informed. Situations change rapidly—maintain open communication.
Frequently Asked Questions
How do I find emergency contract opportunities?
Monitor SAM.gov for urgent solicitations, sign up for FEMA vendor alerts, and maintain relationships with agency emergency management offices. Many opportunities are awarded through existing contract vehicles.
Do small business set-asides apply during emergencies?
Yes, small business requirements still apply, though agencies have flexibility in how they're implemented. Local small businesses in disaster areas often receive priority consideration.
What if I can't meet emergency timeline requirements?
Don't bid if you can't perform. Emergency contracts require immediate action. Failing to perform during an emergency damages your reputation and could result in termination for default.
How are emergency contracts priced?
Fair and reasonable pricing still applies. Agencies compare to existing contracts, commercial pricing, and historical data. Emergency circumstances don't justify premium pricing unless actual costs are higher.
What happens to emergency contracts after the crisis ends?
Emergency contracts are typically short-term. Work transitions to standard contracts as the situation stabilizes. Be prepared for contract closeout and transition to follow-on work.
Be Ready When Emergencies Strike
Position your company now for emergency response opportunities. BidFinds helps you discover contract vehicles and opportunities that prepare you for rapid response.
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