Note:
Vendor quotes can include those written quotes received by telephone, fax, or email. All quotes, regardless of how they are received, must be entered on SA&I Form No. 4046, Vendor Quote Sheet.

In certain situations, the purchasing laws allow for quotes in lieu of bidding. Refer to the situations outlined below. Quotes may be received by telephone, fax, or email.

The Purchasing Agent

The purchasing agent has the following responsibilities when obtaining quotes and estimates as authorized:

• Solicit and record at least three quotes on the Vendor Quote Sheet form;
• Document if three quotes are not secured;
• List those vendors contacted even if no quote is given;
• Attach quotes sheets to the Requisition - Purchase Order - Claim form;
• Forward the prices to the requisitioning officer. 

The Requisitioning Officer

The requisitioning officer has the following responsibilities for vendor quotes:

• Select the lowest and best quote;
• Document in writing if the lowest quote is not recommended;
• Forward the information to the county clerk.

If the county procedures allow for the requisitioning officer to solicit quotes, the same procedure and documentation are required. All quotes must be reviewed by the purchasing agent prior to submission to the board of county commissioners.

Vendor Quotes for When No Bids are Received

If the county solicits bids and no bids are received, the purchasing agent shall solicit quotes as outlined above, following normal bidding procedures. Refer to Chapter Four, “Purchasing Methods and Procedures.”

Vendor Quotes for When No Bids are Received – Common Bid

The purchasing agent shall contact vendors to confirm if the vendors are willing to commit to a firm price for a reduced period of time. If such is the case, rebid the items following the bid procedures described in Chapter Four, “Purchasing Methods and Procedures.”
19 O.S. § 1505(B)(6)

If vendors are not willing to commit to a firm price for a reduced period, follow the procedures as outlined above in “Vendor Quotes.”

Vendor Quotes for Fuel (Exempt)

Fuel may be purchased by telephone quotes or vendor quotes in lieu of competitive bidding. When quotes are used to purchase fuel; the purchasing agent must follow the same procedures as outlined above in “Vendor Quotes.”
19 O.S. § 1501(A)(3)(g)

The board of county commissioners may purchase motor fuel for county use from a cooperative agricultural association in which one member of the board of county commissioners has a financial or proprietary interest provided that the member abstains from voting on the purchase. This process requires the board of county commissioners’ approval.
62 O.S. § 371(E)

This purchase shall follow normal purchasing procedures as outlined in Chapter Four, “Purchasing Methods and Procedures.”

Vendor Quotes for Food for Prisoners

No bid is required to purchase food for prisoners incarcerated in the county jail. However, 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 total 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.
19 O.S. § 1501(A)(3)(i)

This purchase shall follow normal purchasing procedures as outlined in Chapter Four, “Purchasing Methods and Procedures,” or under “Vendor Quotes” as outlined above.

Vendor Quotes for Recyclable Materials

The board of county commissioners may solicit telephone quotes or vendor quotes for the removal of recyclable materials. The board of county commissioners (or requisitioning officer) shall solicit three quotes for the disposal of recyclable materials on SA&I Form No. 4046, Vendor Quote Sheet. The quotes shall be placed on the board of county commissioners’ agenda and awarded to the highest bidder.
19 O.S. § 421.1(H)