Okla. Stat. tit. 19, § 19-1501

purchase orders.

A. The county purchasing agent:

1. Shall, within the amount of the unencumbered balance, make

all purchases that are paid from county funds for the various

institutions, departments, officers, and employees of the county,

except at public auctions and as otherwise provided for by law;

2. May make purchases for political subdivisions of this state

within the county if authorized by appropriate action of the

governing board or body of the political subdivision affected;

3. Shall make purchases and rental or lease-purchase agreements

only after following the bidding procedures as provided for by law,

except:

a. when the purchase does not exceed Twenty-five Thousand

Dollars ($25,000.00) by department. All purchases

made pursuant to this subparagraph shall be by a

single purchase order. Splitting purchase orders

which would result in paying an amount in excess of

the limitations specified in this subparagraph is

expressly prohibited. Any person convicted of

violating the provisions of this subparagraph shall be

guilty of a misdemeanor and such person shall forfeit

the person’s position or office,

b. when the total payments of a rental or lease-purchase

agreement do not exceed the current bid limit as

established in subparagraph a of this paragraph,

c. when articles and items are covered by single-source

contracts,

d. service or maintenance contracts on equipment or

machinery which are entered into at the time of the

purchase of the equipment or machinery,

e. purchases made pursuant to a blanket purchase order as

provided for in Section 310.8 of Title 62 of the

Oklahoma Statutes,

f. when materials for road or bridge improvements do not

exceed Seven Dollars ($7.00) per yard or per ton,

Oklahoma Statutes - Title 19. Counties and County Officers Page 556

g. purchases of fuel if the county purchasing agent

obtains quotes from at least three vendors prior to

the purchase and the lowest and best quote is

selected. Documentation of these quotes shall be

recorded in the permanent records of the clerk,

h. purchases of tools, apparatus, machinery, or equipment

from a state agency or a political subdivision of the

state as provided for in subsection C of Section 421.1

of this title,

i. purchases of food for prisoners incarcerated in the

county jail; provided, in counties having a population

in excess of one hundred thousand (100,000) persons,

the county purchasing agent shall follow bidding

procedures as provided by law unless the county

purchasing agent obtains quotes pursuant to the whole

total of food items requisitioned prior to the

purchase and the lowest and best quote is selected.

Documentation of these quotes shall be recorded in the

permanent records of the county clerk,

j. when a county solicits bids for the purchase of

processed native materials for road and bridge

improvements, the county may accept all bids received,

with the lowest and best bid from those accepted to be

selected at the time of opening of any construction

project. The selection of the bid shall be based upon

availability, bid price, and transportation costs,

k. when a vendor has been selected as the lowest and best

bidder to furnish a particular item or items to the

county during a specified time period and in the event

the vendor is unable to perform, the purchasing agent

may solicit telephone quotes for the item or items

needed or select the next lowest and best bidder from

the list of qualified bidders and provide for the

purchase of the items at the lowest and best quote

available. All vendors submitting bids for the

specific product or service will be considered at or

below the amount they bid,

l. when considering the purchase of an item or items from

the state bid list as provided by the Office of

Management and Enterprise Services or the General

Services Administration, if the same exact item is

available from a local vendor at or below the price
quote

available. All vendors submitting bids for the

specific product or service will be considered at or

below the amount they bid,

l. when considering the purchase of an item or items from

the state bid list as provided by the Office of

Management and Enterprise Services or the General

Services Administration, if the same exact item is

available from a local vendor at or below the price

listed on the state bid list or the General Services

Administration list, the item may be obtained from the

vendor,

m. any item or items bid by the Office of Management and

Enterprise Services which may be purchased by the

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county, provided the vendor is willing to supply the

item or items to the county at the bid price,

n. when a county obtains proceeds from the sale of its

property at a public auction, that county may use

those proceeds to acquire items previously identified

as needed by the county at the same public auction

pursuant to subsection D of Section 1505 of this

title,

o. when an item or items have been competitively bid by a

county, or on behalf of a group of counties, provided:

(1) the notice to bidders shall list each county

which may participate in the purchase of the item

or items being bid,

(2) the notice of bid is advertised, as provided by

law, in each of the counties which may

participate in the purchase of the item or items,

(3) all vendors on the list of qualified bidders of

each participating county who offer the item or

items for sale received notice of the bid

request, and

(4) the vendor awarded the bid is willing and able to

provide the item or items at the bid price,

p. counties may participate in a nationwide purchasing

program sponsored by the national association

representing counties and local cooperative

procurement agreements entered into by the counties

and other local jurisdictions or any other

competitively bid nationwide purchasing program, or

q. when the Governor declares an emergency in a county,

the district attorney of that county shall have the

authority to temporarily waive competitive bidding

procedures for purchases that may expedite a response

to the emergency situation. This temporary waiver

shall be in addition to any powers exercised pursuant

to Section 683.11 of Title 63 of the Oklahoma

Statutes.

The purchases shall be paid by attaching properly itemized

invoices, as described in Section 1505 of this title, to a purchase

order which has been prepared by the county purchasing agent and

submitting both to the county clerk for filing, encumbering, and

consideration for payment by the board of county commissioners;

4. Shall not furnish any supplies, materials, equipment, or

other articles, except upon receipt of a requisition signed by a

county officer. Written requisitions will not be required for

blanket purchase orders as provided for in Section 310.8 of Title 62

of the Oklahoma Statutes. Each county officer may designate not

more than two employees who also shall be authorized to sign

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requisitions in the absence of the county officer. A written

designation of the employees shall be filed with the county clerk

and shall be entered in the minutes of the board of county

commissioners. The county may designate two individuals who are not

county employees for each of the following entities within the

county to act as receiving and requisitioning officers:

a. fire protection districts organized and operated

pursuant to the provisions of Sections 901.1 through

901.29 of this title,

b. fire protection services established pursuant to the

provisions of Section 351 of this title,

c. volunteer or full-time fire departments established

pursuant to Section 592 of Title 18 of the Oklahoma

Statutes, and

d. municipal fire departments organized and operated
re protection districts organized and operated

pursuant to the provisions of Sections 901.1 through

901.29 of this title,

b. fire protection services established pursuant to the

provisions of Section 351 of this title,

c. volunteer or full-time fire departments established

pursuant to Section 592 of Title 18 of the Oklahoma

Statutes, and

d. municipal fire departments organized and operated

pursuant to the provisions of Sections 29-101 through

29-115 of Title 11 of the Oklahoma Statutes.

A written designation of these individuals shall be filed with

the county clerk and shall be entered in the minutes of the board of

county commissioners meeting in which the designations are made.

Further, entities described in subparagraphs a, b, c, and d of this

paragraph, choosing to have any nonemployee of the county designated

as a receiving and requisitioning officer shall provide evidence of

blanket bond coverage or employee dishonesty liability insurance for

each such designee;

5. Shall make lease or lease-purchase agreements for road

machinery and equipment if the county has adequate funds

appropriated during any fiscal year for such purpose and only after

following the bidding procedures as provided for in Section 1505 of

this title. The term of any lease or lease-purchase agreement

authorized pursuant to this paragraph may be for any period up to

one (1) year; provided, the term shall not extend beyond the end of

any fiscal year, with an option to renew such agreement subject to

the requirement that adequate funds are appropriated during the

fiscal year by the county for such purpose. The Office of the State

Auditor and Inspector shall be notified by the county of the terms

and conditions of a lease or lease-purchase agreement authorized

pursuant to this paragraph before any such agreement is made by the

county purchasing agent; and

6. Shall perform such other duties as may be delegated by the

appointing authority or as may be provided for by law.

B. Each department of county government needing repairs to

equipment, machinery, or vehicles shall make estimates and

requisition a purchase order from the county purchasing agent for

repairs not in excess of Ten Thousand Dollars ($10,000.00). Repairs

in excess of Ten Thousand Dollars ($10,000.00) shall be submitted on

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a blanket purchase order as provided in Section 310.8 of Title 62 of

the Oklahoma Statutes.

C. Each department of county government needing repairs to

heavy equipment, meaning equipment in excess of ten thousand

(10,000) pounds, shall make estimates and requisition a purchase

order from the county purchasing agent for repairs not in excess of

Thirty Thousand Dollars ($30,000.00). Repairs in excess of Thirty

Thousand Dollars ($30,000.00) shall be submitted on a blanket

purchase order as provided in Section 310.8 of Title 62 of the

Oklahoma Statutes.