Note:
The following blanket purchase order procedures differ somewhat from the normal purchasing process.

The Requisitioning Officer

When using blanket purchase orders, the requisitioning officer has the following responsibilities:

62 O.S. § 310.8(B)

• Initiate a blanket purchase order by submitting SA&I Form No. 1116, Requisition - Purchase Order – Claim, marked as a blanket purchase order, to the purchasing agent, as outlined in Chapter Three, “Purchasing Forms.”
• Write a general description of the items to be purchased or repaired:
  • This is an exception to not using “miscellaneous” as a description;
  • If orders are for repairs, estimates should be attached;
  • Submit the blanket purchase order request to the purchasing agent;

The Purchasing Agent

When using blanket purchase orders, the purchasing agent has the following responsibilities:

• Review the blanket purchase order and ensure a proper vendor is being used if on a common bid list;
• Forward the blanket purchase order to the county clerk.

The County Clerk

When using blanket purchase orders, the county clerk has the following responsibilities:

• Submit the blanket purchase order to the board of county commissioners at the next available meeting;
• Upon approval, assign a purchase order number and encumber the funds.

The Board of County Commissioners

The board of county commissioners must approve the Requisition - Purchase Order - Claim prior to use. The blanket purchase orders are not required to be listed separately in the board of county commissioners' minutes, but a motion must be recorded.

The Requisitioning Officer

Upon receipt of the approved blanket purchase order, the requisitioning officer may place orders as needed.
62 O.S. § 310.8(A)(2)

Ensure that the funds encumbered are not exceeded or attach a written explanation to the Requisition - Purchase Order - Claim before payment that the maximum amount authorized has been increased to cover unforeseen expenses.

The Receiving Officer

The receiving officer should follow normal receiving procedures upon receipt, delivery of items, and service:
19 O.S. § 1505(E)

• A separate receiving report must be made for each date of purchase;
• Forward the entire document packet to the purchasing agent;
• Normal purchasing procedures are followed upon closing out the blanket purchase order.

The Requisitioning Officer

The requisitioning officer has the following responsibilities:

•   Attach the repair estimate to the Requisition - Purchase Order – Claim;
• Follow normal blanket purchase orders procedure as outlined.