Chapter Four: Blanket Purchase Orders
Using a blanket purchase order provides an easy, controlled method for making recurring purchases of goods and services while avoiding excess paperwork, saving time, and ensuring that goods and services are received when they are needed. The issuance of a blanket purchase order requires approval by the board of county commissioners prior to encumbrance. Refer to “Blanket Purchase Orders” in Chapter Six, “Purchasing Situations.”
Rental, Lease, or Lease Purchase
Rental, lease, and lease purchase arrangements are made through the purchasing agent. The board of county commissioners signs the actual contract agreement.
In an emergency, specialized road machinery or equipment may be leased for periods not to exceed thirty days without an approved contract. However, if the cost of the lease exceeds the current bid limit, it must be bid.
Refer to Chapter Seven, “Purchasing by: Rental, Lease, or Lease Purchase.”
Emergency Purchases
The Emergency Management Act of 2003 was written to ensure that preparations for a state of emergency will adequately deal with natural and man-made disasters and emergencies, generally provide for the common defense and protect the public peace, health, and safety, as well as preserve the lives and property of the people of Oklahoma and carry out the objectives of state and national survival and recovery in the event of a disaster or emergency.
The statutory definition of an emergency is defined as a condition resulting from a sudden, unexpected happening or unforeseen occurrence or condition whereby public health or safety is in danger.
The County Disaster Recovery Plan or County Emergency Mitigation Policy should be reviewed for local purchasing procedures.
Refer to “Emergency Purchases” in Chapter Six, “Purchasing Situations.”
63 O.S. § 683.1~683.24
Purchasing
Counties are authorized to use credit cards as a form of payment. All purchasing procedures apply to purchases paid by credit card. Refer to Chapter Nine, “Credit Card Purchases.”
19 O.S. § 1506(A)
Purchases with a Cash Voucher Claim
Resale property and other trust and agency funds use SA&I Form No. 270, Cash Voucher Claim, instead of the Requisition - Purchase Order - Claim form in making purchases. Purchases are still subject to the county purchasing laws. Only the method of payment is different.
Refer to Chapter Three, “Purchasing Forms.”
74 O.S. § 85.5
Purchases with Other Counties
Counties can purchase jointly with other counties.
Refer to Chapter Eight, “Purchasing with Other Counties.”
19 O.S. § 1501(A)(3)(a)
Purchases Less Than $25,000
Purchases of less than Twenty-Five Thousand Dollars ($25,000.00) will be made with a single purchase order. The county purchasing agent is responsible for promoting, developing, and implementing policies and procedures for the procurement of goods and services.
If an item or service is needed that IS NOT on a common bid list and is less than Twenty-Five Thousand Dollars ($25,000.00), the county policy should be followed. Consult with the county purchasing agent. Refer to “Requisition - Purchase Order - Claim Instructions” in Chapter Three, “Purchasing Forms,” for information on completing SA&I Form No. 1116, Requisition - Purchase Order - Claim.
WARNING: The Twenty-Five Thousand Dollars ($25,000.00) bid limit is a “by department” threshold. The purchasing agent shall monitor departmental purchasing to ensure the limit is not exceeded.
19 O.S. § 1801