Table of Contents
The Section Guide for the Purchasing Handbook for Oklahoma Counties 2024.
The outline of the Purchasing Handbook structure, specific purchasing topics and resources.
- Introduction
- Chapter One - County Purchasing Responsibilities
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Chapter Two - State Agencies' Roles in County Purchasing
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Chapter Three - Purchasing Forms
- Purchasing Forms
- County Sheriff’s Credit Card Expenditures – SA&I 112
- Lease Purchase Agreement – SA&I 120B
- Cash Voucher Claim – SA&I 270
- Declaration of Surplus – SA&I 397A
- Resolution for Disposing of Equipment – SA&I 397
- Affidavit for Competitive Bid – SA&I 425
- Appointment of Purchasing Officer – SA&I 428
- Designation of Purchase Cardholders – SA&I 431
- Requisition - Purchase Order - Claim – SA&I 1116
- Requisition - Purchase Order - Claim – SA&I 1116A (Optional Form)
- Requisition - Purchase Order - Claim Instructions
- Summary Report – SA&I 3512
- Receiving Report – SA&I 4030
- Receiving Report Instructions
- Affidavit for Contracts and Payments – Form 4001
- Invitation to Bid – SA&I 1-4040
- Bid Record – SA&I 4045
- Vendor Quote Sheet – SA&I 4046
- Vendor Quote Sheet Instructions
- Commonly Used Items – SA&I 1-4050
- Transfer Document – SA&I 1-9001
- Project Inventory Record – SA&I 1-9002
- Summary Report of Consumable Items – SA&I 1-9003
- Consumable Item Stock Record – SA&I 1-9004
- Fixed Asset Record – Property and Equipment – SA&I 9005
- Weekly Warehouse Summary – SA&I 1-9006
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Chapter Four - Purchasing Methods and Procedures
- Purchasing Methods and Procedures
- Purchases when Bidding is Required
- Electronic Bids
- Vendor Quotes
- Common Bid List
- Blanket Purchase Orders
- Rental, Lease, or Lease Purchase
- Emergency Purchases
- Purchasing
- Purchases with a Cash Voucher Claim
- Purchases with Other Counties
- Purchases Less Than $25,000
- Reverse Auction
- Chapter Five - Public Competitive Bidding Act
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Chapter Six - Purchasing Situations
- Purchasing Situations
- Purchasing from a Single Source (Exempt)
- Service or Maintenance Contracts (Exempt Under Certain Conditions)
- Blanket Purchase Order (Exempt)
- Blanket Purchase Order Procedures
- Road and Bridge Materials not Exceeding $7.00 per yard or ton (Exempt)
- Vendor Quotes
- Auctions – Purchase at Public Auctions
- Awarding Bids for Processed Native Materials
- Common Bid List – Vendor Unable to Provide
- State-wide Contracts (Exempt)
- General Services Administration (Exempt)
- Purchases from a Local Vendor at State Prices or Federal Prices (Exempt)
- Purchasing with Other Counties
- Purchasing Cooperatives (Exempt)
- Emergency Purchases
- Emergency Purchases when a County Officer Declares an Emergency
- The Requisitioning Officer
- Emergency Purchases when the Governing Body of a Public Agency
- Leasing During an Emergency
- Emergency Purchases when the Governor Declares an Emergency
- Emergency Purchases when the President of the Governor Declares an Emergency
- Purchases from a State Agency or Political Subdivision of the State
- Contracting for Services (Exempt)
- Projects
- Trade-Ins
- Incentive Awards for Safety-Related Job Performance
- The Board of County Commissioners
- Recognition Awards for Job Performance
- Wellness Programs
- Chapter Seven - Purchasing by: Rental, Lease, or Lease Purchase
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Chapter Eight - Purchasing with Other Counties
- Purchasing with Other Counties
- Purchasing Items with Other Counties
- Purchasing Heavy Equipment with Other Counties
- All Boards of County Commissioners Involved
- Each Board of County Commissioners
- Requisitioning Officer for Each Board of County Commissioners
- The Purchasing Agent
- The Primary Purchasing Agent
- The Primary County Clerk
- The Joint Board
- The Primary Purchasing Agent
- The Primary Receiving Officer
- The Primary County Clerk
- The Primary Purchasing Agent
- Each County Purchasing Agent, County Clerk, and Board of County Commissioners
- The Inventory Officers of Each County
- The Primary Inventory Officer
- Purchasing with Other Counties
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Chapter Nine - Credit Cards
- Credit Cards
- Credit Cards for County Sheriff/Deputy Sheriff
- Allowed Travel Expenses
- Credit Card Use
- Responsibilities Following Credit Card Use
- County Purchase Cards
- Roles and Responsibilities of State Agencies/Contract Holders
- Program Initiation
- Program Implementation
- Purchase Card Transaction Process
- Taxes on Credit Card Purchases
- Chapter Ten - Writing Specifications
- Chapter Eleven - Analyzing to Determine Lowest and Best Bids
- Chapter Twelve - Vendor Lists
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Chapter Thirteen - Inventories of County Property
- Inventories of County Property
- Fixed Assets Inventory
- Roles and Responsibilities for Fixed Asset Inventory
- Land and Buildings
- Tracking Fixed Asset Inventory
- Consumable Inventory
- Consumable Inventory – Road and Bridge Requirements
- Consumable Inventory – Road and Bridge Projects
- Consumable Inventory – Road and Bridge Warehouse Stock
- Tracking Consumable Inventory – Road and Bridge
- Consumable Inventory – Non-Road and Bridge
- Tracking Consumable Inventory – Non-Road and Bridge
- Identification of Capital Asset Items
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Chapter Fourteen - Disposing of Surplus Property
- Disposing of Surplus Property
- Reelection Restrictions on Surplus Property
- Declaration of Surplus
- Methods of Disposition
- By Sealed Bid
- By Public Auction
- At an Oklahoma Department of Transportation (ODOT) Auction
- At a Circuit Engineering District (CED) Auction
- Through an Internet Auction
- Trade-in
- Sale to a Tribal Government or State Agency
- Sale, Transfer Trade, or Disposal to a Political Subdivision
- The Board of County Commissioners
- Transfer to a Political Subdivision
- Junking
- Resolution of Disposition
- Disposing of Real Property (Land)
- Sale of Land
- Sale of Unused Land
- Conveyance of Land
- Disposal of Recyclable Materials