The Affidavit for Contracts and Payments is used for every contract of Twenty-Five Thousand Dollars ($25,000.00) or more entered by any county for payment for an architect, supplier, or engineer. A vendor may submit one affidavit annually for multiple contracts.
62 O.S. § 310.9(B)

This form is used each time a contract is issued by the county totaling Twenty-Five Thousand Dollars ($25,000.00) or more. The form is filed in the county clerk’s office.

The information comes from the actual contract itself, along with the contracting party, commissioners, and clerk’s office working together.

Figure 21. Affidavit for Contracts and Payments

Invitation to Bid – Form 1-4040

The Invitation to Bid is used to prepare a solicitation for bids from vendors for county purchases of goods, services, or equipment.
19 O.S. § 1505(B)(2)

This form is used each time the bidding procedure is to be used.

The information comes from the requisitioning department who assists the purchasing department in preparing the bid specification package.

Figure 22. Invitation to Bid Form

On the back page of the form is an affidavit for the vendor/bidder to sign and swear that the bid information is correct and that they are not a party to any collusion among bidders.
19 O.S. § 1505(B)(2)

Figure 23. Terms and Conditions Invitation to Bid Form

Bid Record – Form 4045

The Bid Record form lists in an organized fashion the bid responses received by the county in response to a bid solicitation.
19 O.S. § 1505(B)

This form is used each time bid responses are opened by the board of county commissioners.

The information comes from the bid responses and is organized by the purchasing agent or purchasing department for consideration of the commissioners and requisitioning office/department.

Figure 24. Bid Record

Vendor Quote Sheet – Form 4046

The Vendor Quote Sheet is used to obtain accurate pricing information by phone, fax, or email in the following situations:
19 O.S. § 1505(B)(6)

• When no bids are received, and the vendor is not willing to commit to a firm price for a reduced period;
  19 O.S. § 1501(A)(g)
• For purchases of fuel;
  19 O.S. § 1501(A)(i)
• For purchases of food for prisoners in counties with a population of more than 100,000 people;
  • 19 O.S. § 1501(A)(k)
  • 19 O.S. § 1505(B)(5)
• When a vendor is unable to perform on a bid price already submitted (See Chapter Six, “Purchasing Situations”);
  19 O.S. § 421.1(H)
• For the removal of recyclable materials;
• For Public Improvement Projects under Five Thousand Dollars ($5,000.00).
  61 O.S. 103(D)

The information comes from the actual quotes assembled by the purchasing agent, or their designated person authorized to obtain the quotes for them.

Figure 25. Vendor Quote Sheet

Vendor Quote Sheet Instructions

On the following pages, the SA&I Vendor Quote Sheet form is provided with the instructions for completing the form.

Figure 26. Vendor Quote Sheet Header