Chapter Six: Blanket Purchase Orders (Exempt)
Using blanket purchase orders 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.
19 O.S. § 1501(A)(3)(e)
A blanket purchase order may be used for the purchase of recurring goods and services and repairs under Ten Thousand Dollars ($10,000.00).
62 O.S. § 310.8(A)(2)
However, blanket purchase orders must be used for the repair of county equipment, machinery, or vehicles when the estimated cost exceeds Ten Thousand Dollars ($10,000.00). The requesting department shall make an estimate for the repairs.
Repairs for county-owned heavy equipment (meaning equipment in excess of 10,000 pounds) costing more than Thirty Thousand Dollars ($30,000.00) must be made by a blanket purchase order. The requesting department shall make an estimate for the repairs.
The maximum authorized amount of a blanket purchase order may be increased to cover unforeseen expenses. A written explanation must be attached to the blanket purchase order prior to payment.
Warning:
Excessive overages in blanket purchase orders will be noted in an audit.
Blanket purchase orders are useful in cases such as the following examples:
- Drug stores for medications and medical supplies
- Hospitals and doctors for treatment of prisoners
- Grocery suppliers for prisoner food items
- Auto parts stores for spare parts
- Tire stores for tires and batteries
Items on any of the county’s bid lists or state-wide contracts may be requisitioned and purchased on a blanket purchase order.
The Oklahoma Statutes do not limit the length of time a blanket purchase order can run except that it must not run past the end of the fiscal year. A recommended best business practice is to close out a blanket purchase order at the end of 30 days. Any blanket orders that are made for a specific project should be closed when the project is completed. Blanket purchase orders issued but not used should be voided in a timely manner.