September 201 7 - Department of Agricultural …

1 Purchasing Handbook for Oklahoma Counties September 2017 Published by: The county Training Program Oklahoma Cooperative Extension Service Oklahoma State University Stillwater, Oklahoma Edited by the members of the Oklahoma county Clerks and Deputies Association, county Training Program personnel at Oklahoma State University, and Office of the Oklahoma State Auditor and Inspector staff. Funding for this revision was provided by the Oklahoma State Legislature through the Office of the State Auditor and Inspector. The Office of the State Auditor and Inspector is not responsible for, nor does it necessarily subscribe to, any of the contents or conclusions that appear in this document.

2 This handbook was prepared and produced by the Oklahoma Cooperative Extension Service at Oklahoma State University. This handbook Compact Disk was produced at a cost of $ per handbook. Copies and internet locations have been deposited with the Publications Clearinghouse of the Oklahoma Department of Libraries. 2016 Oklahoma State University All rights reserved. Cover Photos (clockwise from upper right): Leesa McCrary, Muskogee county Deputy Clerk and Assistant Purchasing Agent; Dianna Cope, Muskogee county Clerk; Lori Hendricks, Wagoner county Clerk and Gary Jones, Oklahoma State Auditor and Inspector; Ann Embree and Sherri Schieffer, Local Government Specialists, county Training Program, OSU; and Traci Smith, Jefferson county Deputy county Clerk and Gary Jones.

3 Purchasing Handbook for Oklahoma Counties Table of Contents Purchasing Handbook for Oklahoma Counties Table of Contents Purchasing Handbook for Oklahoma Counties Table of Contents Purchasing Handbok For Oklahoma Counties Table of Contents Contents Introduction How to Use This Handbook New Technology Statute and Other References Procedures Forms Questions and Comments Chapter One county Purchasing Responsibilities The Purchasing Agent Appointment and Responsibilities Training Require ments The county Clerk The Board of county Commissioners county Officers or Department Heads county Boards and Commissions The county Sheriff The Requesting Officer Purchasing Handbook for Oklahoma Counties Table of Contents Purchasing Handbook for Oklahoma Counties Table of Contents Purchasing Handbook for Oklahoma Counties Table of Contents The Receiving Officer Chapter Two St ate Agencies' Roles In county Purchasing The Role of the State Auditor and Inspector in county Purchasing The Role of the Oklahoma Department of Transportation in county Purchasing The Role of the Office

4 Of Management and Enterprise Services in county Purchasing The Role of the county Training Program, Oklahoma State University, in county Purchasing Chapter Three Purchasing Methods Bid List for Commonly Used Items The Purchasing Agent Bid List Not to Exceed Twelve Months The Purchasing Agent The county Clerk The Board of county Commissioners The Purchasing Agent Bid List for Less Than Twelve Months The Purchasing Agent Purchases without Bid The Purchasing Agent Purchasing Handbook for Oklahoma Counties Table of Contents Purchasing Handbook for Oklahoma Counties Table of Contents Purchasing Handbook for Oklahoma Counties Table of Contents Purchases with Bid The Purchasing

5 Agent The Requesting Officer The Purchasing Agent The Requesting Officer The Board of county Commissioners The Purchasing Agent Telephone Quotes and Estimates The Purchasing Agent Blanket Purchase Orders The Requesting Officer The Board of county Commissioners The county Clerk The Requesting Officer The Receiving Officer The Purchasing Agent The county Clerk Rental, Lease or Lease-Purchase Emergency Purchases Emergency Purchases When a county Officer Declares an Emergency An Emergency Declared by the Governor A Emergency Management or Disaster Emergency Declared by the President or the Governor Purchasing Handbook for Oklahoma Counties Table of Contents Purchasing Handbook for Oklahoma Counties Table of Contents Purchasing Handbook for Oklahoma Counties Table of Contents Credit Cards The county Sheriff The Board of county Commissioners Any county Sheriff or Deputy Sheriff Who Uses a Credit Card The Board

6 Of county Commissioners Purchasing Agent (as Purchase Card Administrator) Purchase Card Holder Requisition Officer county Clerk county Treasurer Purchases with a Cash Voucher Claim The county Treasurer The county Clerk The county Treasurer Purchases with Other Counties Purchasing With Other Counties Purch asing Heavy Equipment with Other Counties Blanket Bond Chapter Three-A Purchasing Methods Public Competitive Bidding Act Projects over $50,000 Purchasing Handbook for Oklahoma Counties Table of Contents Purchasing Handbook for Oklahoma Counties Table of Contents Purchasing Handbook for Oklahoma Counties Table of Contents Bid Notices Content of Bid Notice Bidding Documents Bid Opening Award Bid Retention Payments: Change Orders.

7 Projects between $5,000 and $50,000 Projects less than $5,000 Chapter Four Purchasing By Situation Purchasing From Bid Lists or State Contracts Purchases from Local Vendors at State Prices Blanket Purch ase Orders from Bid Lists Purchases from Bid Lists or State Contra cts (Not Blanket Purchase Orders) Purchases of Road Materials from Bid Lists by Blanket Purch ase Order Fuel Purchases from Bid Lists on Blanket Purch ase Orders Purchasing When a Vendor is Unable to Provide Items Purchasing by Telephone Quote Bid List Solicitation When No Bids Are Received Purchases of Fuel by Telephone Quote Purchasing Handbook for Oklahoma Counties Table of Contents Purchasing Handbook for Oklahoma Counties Table of Contents Purchasing Handbook for Oklahoma Counties Table of Contents Purchases of Food for Prisoners by Telephone Quote Purchasing by

8 Estimate Repairs by Estimate of $ 10, or Lease of Equipment, Machinery , or Vehicl es Purchases Using Blanket Purchase Orders Blanket Purch ase Orders for Miscellaneous Supplies and Repair Parts Blanket Purchase Orders for Repairs Exceeding $ of Equipment, Machinery , and Other Vehicl es county Sheriff Purchases by Credit Cards Purchasing When No Bid is Required Routine Purch ases of Less Than $ 15, Purchase from a Single Source Purchase at Public Auction Purchasing Equipment through State Purchasing Division Using Trade-in Purchases from a State Agency or Political Subdivision of the State Service or Maintenance Contracts Contracting for Professional Services Purch asing Material for Road or Bridge Improvements ($ or less per cubic yard or ton)

9 Contracting for Insurance Emergency Purchases Emergency Purchases When a county Officer Declares an Emergency An Emergency Declared by the Governor A Emergency Management or Disaster Emergency Declared by the President or the Governor An Emergency Declared by the Govern ing Body of a Public Agency under the Public Competitive Bidding Act Purchasing Handbook for Oklahoma Counties Table of Contents Purchasing Handbook for Oklahoma Counties Table of Contents Purchasing Handbook for Oklahoma Counties Table of Contents Purchasing When Bidding is Required Routine Purch asing of Over $15, Purch asing Processed Native Materials for Road and Bridge Improvements by Individual Bid Purchasing Computer Hardware and/or Software Incentive Awards for Safety Related Job Performance Wellness Programs Reverse Auction Use of Reverse Auction for Counties Reverse Auct ion Procedures Chapter Five Purchasing By Situation.

10 Rental, Lease, or Lease-Purchase Rental, Lease, or Lease Purchase Situations Rental or Lease-Purchase at Current Bid Limit or Less for Equipment Other Than for Road and Bridge Rental or Lease-Purchase at More Than the Current Bid Limit for Equipment Other Than for Road and Bridge Lease or Lease-Purchase of Road Machinery and Equipment through the county Road Machinery and Equipment Revolving Fund Full Warr anty Lease of Road Machinery and Equipment Lease or Lease Purchase of Road Machinery and Equipment Directly from the Vendor Purchasing Handbook for Oklahoma Counties Table of