Oklahoma 2024 Regular Session

Oklahoma Senate Bill SB1948 Compare Versions

Version 1 (Old)

Version 2 (New)

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3		-	SB1948 HFLR Page 1
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	3	+	ENGR. S. B. NO. 1948 Page 1 1
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28		-
29		-	HOUSE OF REPRESENTATIVES - FLOOR VERSION
30		-
31		-	STATE OF OKLAHOMA
32		-
33		-	2nd Session of the 59th Legislature (2024)
34	27
35	28		ENGROSSED SENATE
36	29		BILL NO. 1948 By: Stewart of the Senate
37	30
38	31		and
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40	33		Cantrell of the House
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45	38		An Act relating to county purchasing; amending 19
46	39		O.S. 2021, Sections 1501, as amended by Section 1,
47	40		Chapter 94, O.S.L. 2022 , and 1505, as amended by
48	41		Section 3, Chapter 94, O.S.L. 2022 (19 O.S. Supp.
49	42		2023, Sections 1501 and 1505), which relate to county
50	43		purchasing agents and procedures; removing certain
51	44		references; changing certain procedures relating to
52	45		bidders; updating statutory language; updating
53	46		statutory reference; and providing an effective date .
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59	52		BE IT ENACTED BY THE PEOPLE OF THE STATE OF OKLAHOMA:
60	53		SECTION 1. AMENDATORY 19 O.S. 2021, Section 150 1, as
61	54		amended by Section 1, Chapter 94, O.S.L. 202 2 (19 O.S. Supp. 2023,
62	55		Section 1501), is amended to read as follows:
63	56		Section 1501. A. The county purchasing agent:
64	57		1. Shall, within the amount of the unencumbered balance, make
65	58		all purchases that are paid from county funds for the various
66	59		institutions, departments, officers, and employees of the county,
67	60		except at public auctio ns and as otherwise provided for by law;
	61	+	2. May make purchases for political subdivisions of this state
	62	+	within the county if authorized by appropriate action of the
	63	+	governing board or body of the political subdivisio n affected;
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69		-	SB1948 HFLR Page 2
70		-	BOLD FACE denotes Committee Amendments. 1
	65	+	ENGR. S. B. NO. 1948 Page 2 1
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95		-	2. May make purchases for political subdivisions of this state
96		-	within the county if authorized by appropriate action of the
97		-	governing board or body of the political subdivisio n affected;
98	90		3. Shall make purchases and rental or lease -purchase agreements
99	91		only after following the bidding procedures as provided for by law,
100	92		except:
101	93		a. when the purchase does not exceed Twenty -five Thousand
102	94		Dollars ($25,000.00) by department. All purc hases
103	95		made pursuant to this subparagrap h shall be by a
104	96		single purchase order. Splitting purchase orders
105	97		which would result in paying an amount in excess of
106	98		the limitations specified in this subparagraph is
107	99		expressly prohibited. Any person convicted of
108	100		violating the provisions of this subparagraph shall be
109	101		guilty of a misdemeanor and such person shall forfeit
110	102		the person’s position or office,
111	103		b. when the total payments of a rental or lease -purchase
112	104		agreement do not exceed the current bid limit as
113	105		established in subparagraph a of this paragraph,
114	106		c. when articles and items are covered by single -source
115	107		contracts,
116	108		d. service or maintenance contracts on equipment or
117	109		machinery which are entered into at the time of the
118	110		purchase of the equipment or machinery,
	111	+	e. purchases made pursuant to a blanket purchase order as
	112	+	provided for in Section 310.8 of Title 62 of the
	113	+	Oklahoma Statutes,
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120		-	SB1948 HFLR Page 3
121		-	BOLD FACE denotes Committee Amendments. 1
	115	+	ENGR. S. B. NO. 1948 Page 3 1
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146		-	e. purchases made pursuant to a blanket purchase order as
147		-	provided for in Section 310.8 of Title 62 of the
148		-	Oklahoma Statutes,
149	140		f. when materials for road or bridge improvements do not
150	141		exceed Seven Dollars ($7.00) per yard or per ton,
151	142		g. purchases of fuel if the c ounty purchasing agent
152	143		obtains quotes from at least three vendors prior to
153	144		the purchase and the lowest and best quote is
154	145		selected. Documentation of these quotes shall be
155	146		recorded in the permanent records of the clerk,
156	147		h. purchases of tools, apparatus, mac hinery, or equipment
157	148		from a state agency or a political subdivision of the
158	149		state as provided for in subsection C of Section 421.1
159	150		of this title,
160	151		i. purchases of food for prisoners incarcerated in the
161	152		county jail; provided, in counties having a population
162	153		in excess of one hundred thousand (100,0 00) persons,
163	154		the county purchasing agent shall follow bidding
164	155		procedures as provided by law unless the county
165	156		purchasing agent obtains quotes pursuant to the whole
166	157		total of food items requisitioned prior to the
167	158		purchase and the lowest and best quote is selected.
168	159		Documentation of these quotes shall be recorded in the
169	160		permanent records of the county clerk,
	161	+	j. when a county solicits bids for the purchase of
	162	+	processed native materials for road and bridge
	163	+	improvements, the county may accept all bids received,
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171		-	SB1948 HFLR Page 4
172		-	BOLD FACE denotes Committee Amendments. 1
	165	+	ENGR. S. B. NO. 1948 Page 4 1
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197		-	j. when a county solicits bids for the purchase of
198		-	processed native materials for road and bridge
199		-	improvements, the county may accept all bids received,
200	190		with the lowest and best bid from those accepted to be
201	191		selected at the time of opening of any construction
202	192		project. The selection of the bid shall be based upon
203	193		availability, bid price, plus transportation costs,
204	194		k. when a vendor has been selected as the lowest and best
205	195		bidder to furnish a particular item or items to the
206	196		county during a specified time period and in the event
207	197		the vendor is unable to perform, the purchasing agent
208	198		may solicit telephone quotes for the item or items
209	199		needed select the next lowest and best bidder from the
210	200		list of qualified bidders and provide for the purchase
211	201		of the items at the lowest and best quote available .
212	202		All vendors submitting bids for the specific product
213	203		or service will be considered and at the amount they
214	204		bid,
215	205		l. when considering the purchase of an item or items from
216	206		the state bid list as provided by the Office of
217	207		Management and Enterprise Services or the General
218	208		Services Administration, if the same exact item is
219	209		available from a loc al vendor at or below the price
220	210		listed on the state bid list or the General Services
	211	+	Administration list, the item may be obtained from the
	212	+	vendor,
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222		-	SB1948 HFLR Page 5
223		-	BOLD FACE denotes Committee Amendments. 1
	214	+	ENGR. S. B. NO. 1948 Page 5 1
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248		-	Administration list, the item may be obtained from the
249		-	vendor,
250	239		m. any item or items bid by the Office of Management and
251	240		Enterprise Services which may be purchased by the
252	241		county, provided the vendor is willing to supply the
253	242		item or items to the county at the bid price,
254	243		n. when a county obtains proceeds from the sale of its
255	244		property at a public auction, that county may use
256	245		those proceeds to acquire items previously identified
257	246		as needed by the county at the same pu blic auction
258	247		pursuant to subsection D of Section 1505 of this
259	248		title,
260	249		o. when an item or items have been competitively bid by a
261	250		county, or on behalf of a group of counties, provided:
262	251		(1) the notice to bidders shall lis t each county
263	252		which may participate in the purchase of the item
264	253		or items being bid,
265	254		(2) the notice of bid is advertised, as provided by
266	255		law, in each of the counties which may
267	256		participate in the purchase of the item or items,
268	257		(3) all vendors on the list of qualified bidders of
269	258		each participating county who offer the item or
270	259		items for sale received notice of the bid
271	260		request, and
	261	+	(4) the vendor awarded the bid is willing and able to
	262	+	provide the item or items at the bid price,
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273		-	SB1948 HFLR Page 6
274		-	BOLD FACE denotes Committee Amendments. 1
	264	+	ENGR. S. B. NO. 1948 Page 6 1
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299		-	(4) the vendor awarded the bid is willing and able to
300		-	provide the item or items at the bid price,
301	289		p. counties may participate in a n ationwide purchasing
302	290		program sponsored by the national association
303	291		representing counties and local cooperative
304	292		procurement agreements entered into by the counties
305	293		and other local jurisdictions or any other
306	294		competitively bid nationwide purchasing program, o r
307	295		q. when the Governor declares an emer gency in a county,
308	296		the district attorney of that county shall have the
309	297		authority to temporarily waive competitive bidding
310	298		procedures for purchases that may expedite a response
311	299		to the emergency situation. This tempora ry waiver
312	300		shall be in addition to any powers exercised pursuant
313	301		to Section 683.11 of Title 63 of the Oklahoma
314	302		Statutes.
315	303		The purchases shall be paid by attaching properly itemized
316	304		invoices, as described in Section 1505 of this title, to a purchase
317	305		order which has been prepared by the county purc hasing agent and
318	306		submitting both to the county clerk for filing, encumbering, and
319	307		consideration for payment by the board of county commissioners;
320	308		4. Shall not furnish any supplies, materials, equipment, or
321	309		other articles, except upon receipt of a requisition signed by a
322	310		county officer. Written requisitions will not be required for
	311	+	blanket purchase orders as provided for in Section 310.8 of Title 62
	312	+	of the Oklahoma Statutes. Each county officer may designate not
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324		-	SB1948 HFLR Page 7
325		-	BOLD FACE denotes Committee Amendments. 1
	314	+	ENGR. S. B. NO. 1948 Page 7 1
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350		-	blanket purchase orders as provid ed for in Section 310.8 of Title 62
351		-	of the Oklahoma Statutes. Each county officer may designate not
352	339		more than two employees who also shall be a uthorized to sign
353	340		requisitions in the absence of the county officer. A written
354	341		designation of the employees shall be filed with the county clerk
355	342		and shall be entered in the minutes of the board of county
356	343		commissioners. The county may designate two individuals who are not
357	344		county employees for each of the following entities within the
358	345		county to act as receiving and requisitioning officers:
359	346		a. fire protection districts organized and operated
360	347		pursuant to the provisions o f Sections 901.1 through
361	348		901.29 of this title,
362	349		b. fire protection services established pursuant to the
363	350		provisions of Section 351 of this title,
364	351		c. volunteer or full-time fire departments established
365	352		pursuant to Section 592 of Title 18 of the Oklahoma
366	353		Statutes, and
367	354		d. municipal fire departments organized and operated
368	355		pursuant to the provisions of Sections 29 -101 through
369	356		29-108 and Sections 29-201 through 29-204 of Title 11
370	357		of the Oklahoma Statutes.
371	358		A written designation of these individuals shall be filed wi th
372	359		the county clerk and shall be entere d in the minutes of the board of
373	360		county commissioners meeting in which the designations are made.
	361	+	Further, entities described in subparagraphs a, b, c, and d of this
	362	+	paragraph, choosing to have any nonemployee of the county designated
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375		-	SB1948 HFLR Page 8
376		-	BOLD FACE denotes Committee Amendments. 1
	364	+	ENGR. S. B. NO. 1948 Page 8 1
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401		-	Further, entities described in subparagraphs a, b, c, and d of this
402		-	paragraph, choosing to have any nonemployee of the county designated
403	389		as a receiving and requisitioning officer shall provide evidence of
404	390		blanket bond coverage or employee dishonesty liability insurance for
405	391		each such designee;
406	392		5. Shall make lease or lease -purchase agreements for road
407	393		machinery and equipme nt if the county has adequate funds
408	394		appropriated during any fiscal year for such purpose and only after
409	395		following the bidding procedures as provided for in Section 1505 of
410	396		this title. The term of any lease or lease -purchase agreement
411	397		authorized pursuant t o this paragraph may be for any period up to
412	398		one (1) year; provided, the term shall not extend beyond the end of
413	399		any fiscal year, with an option to renew such agreement subject to
414	400		the requirement that adequate funds are appropriated during the
415	401		fiscal year by the county for such purpose. The Office of the State
416	402		Auditor and Inspector’s Office Inspector shall be notified by the
417	403		county of the terms and conditions of a lease or lease -purchase
418	404		agreement authorized pursuant to this paragraph before any such
419	405		agreement is made by the county purchasing agent; and
420	406		6. Shall perform such other duties as may be delegated by the
421	407		appointing authority or as may be provided for by law.
422	408		B. Each department of county government needing repairs to
423	409		equipment, machinery , or vehicles shall make estimates and
424	410		requisition a purchase order from the county purchasing agent for
	411	+	repairs not in excess of Ten Thousand Dollars ($10,000.00). Repairs
	412	+	in excess of Ten Thousand Dollars ($10,000.00) shall be submitted on
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426		-	SB1948 HFLR Page 9
427		-	BOLD FACE denotes Committee Amendments. 1
	414	+	ENGR. S. B. NO. 1948 Page 9 1
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452		-	repairs not in excess of Ten Thousand Dollars ($10,000. 00). Repairs
453		-	in excess of Ten Thousand Dollars ($10,000.00) shall be submitted on
454	439		a blanket purchase ord er as provided in Section 310.8 of Title 62 of
455	440		the Oklahoma Statutes.
456	441		C. Each department of county government needing repairs to
457	442		heavy equipment, meaning equipment in excess of ten thousand
458	443		(10,000) pounds, shall make estimates and requisition a purchase
459	444		order from the county purchasing agent for repairs not in excess of
460	445		Thirty Thousand Dollars ($30,000.00). Repairs in excess of Thirty
461	446		Thousand Dollars ($30,000.00) shall be submitted on a blanket
462	447		purchase order as provided in Section 310.8 of Title 62 of the
463	448		Oklahoma Statutes.
464	449		SECTION 2. AMENDATORY 19 O.S. 2021, Section 1505 , as
465	450		amended by Section 3, Chapter 94, O.S.L. 2022 (19 O.S. Supp. 2023,
466	451		Section 1505), is amended to read as follows:
467	452		Section 1505. The following procedures sha ll be used by
468	453		counties for the requisit ion, purchase, lease -purchase, rental, and
469	454		receipt of supplies, materials, road and bridge construction
470	455		services, equipment and information technology and telecommunication
471	456		goods, and other services, except for professional services as
472	457		defined in Section 803 of Title 18, for the maintenance, operation,
473	458		and capital expenditures of county government unless otherwise
474	459		provided for by law.
	460	+	A. The procedure for requisitioning items for county offices
	461	+	shall be as follows:
475	462
476		-	SB1948 HFLR Page 10
477		-	BOLD FACE denotes Committee Amendments. 1
	463	+	ENGR. S. B. NO. 1948 Page 10 1
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502		-	A. The procedure for requisitioning items for county offices
503		-	shall be as follows:
504	488		1. The requesting department shall prepa re a requisition form
505	489		in triplicate. The requisition shall contain any specifications for
506	490		an item as deemed necessary by the requesting department. The form
507	491		shall be prescribed by the State Auditor and Inspector;
508	492		2. The requesting department shall retain a copy of the
509	493		requisition and forward the original requisition and a copy to the
510	494		county purchasing agent; and
511	495		3. Upon receipt of the requisition, the county purchasing
512	496		agent, within two (2) working days, shall begi n the bidding and
513	497		purchasing process as provided for in this section. Nothing in this
514	498		section shall prohibit the transfer of supplies, materials, or
515	499		equipment between county departments upon a written agreement
516	500		between county officers.
517	501		B. The bid procedure for selecting a vendor for the purchase,
518	502		lease-purchase, or rental of supplies, materials, equipment , and
519	503		information technology and telecommunication goods and services used
520	504		by a county shall be as follows:
521	505		1. The county purchasing agent shall request written
522	506		recommendations from all count y officers pertaining to needed or
523	507		commonly used supplies, materials, road and bridge construction
524	508		services, equipment, and information technology and
525	509		telecommunication goods and services. From such recommendations a nd
	510	+	available requisition, purchase, or inventory records, the county
	511	+	purchasing agent shall prepare a list of items needed or commonly
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527		-	SB1948 HFLR Page 11
528		-	BOLD FACE denotes Committee Amendments. 1
	513	+	ENGR. S. B. NO. 1948 Page 11 1
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553		-	available requisition, purchase, or inventory records, the county
554		-	purchasing agent shall prepare a list of items needed or commonly
555	538		used by county officers. The county purchasing agent shall request
556	539		from the Purchasing Division or from the Information Services
557	540		Division in the case of inform ation technology and telecommunication
558	541		goods and services of the Office of Management and Enterprise
559	542		Services all contracts quoting the price the state is paying for the
560	543		items. The county purchasing agent shall eithe r request the
561	544		Purchasing Division or the Information Services Division of the
562	545		Office of Management and Enterprise Services, as applicable, to make
563	546		the purchase for the county or the county purchasing agent shall
564	547		solicit bids for unit prices on the items fo r periods of not to
565	548		exceed twelve (12) months in the manner described in paragraph 2 of
566	549		this subsection. If the county purchasing agent receives a
567	550		requisition for an item for which the county purchasing agent does
568	551		not have a current bid, the county purcha sing agent shall request
569	552		from the Purchasing Division or the Information Services Division of
570	553		the Office of Management and Enterprise Services, as applicable, all
571	554		contracts quoting the price the state is paying for the item. The
572	555		county purchasing agent sh all either request the Purchasing Divis ion
573	556		or the Information Services Division of the Office of Management and
574	557		Enterprise Services, as applicable, to make the purchase for the
575	558		county or the county purchasing agent shall solicit bids in the
576	559		manner described in paragraph 2 of this subsection. Nothing in this
	560	+	paragraph shall prohibit bids from being taken on an item currently
	561	+	on a twelve-month bid list, at any time deemed necessary by the
577	562
578		-	SB1948 HFLR Page 12
579		-	BOLD FACE denotes Committee Amendments. 1
	563	+	ENGR. S. B. NO. 1948 Page 12 1
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583	567		5
584	568		6
585	569		7
586	570		8
587	571		9
588	572		10
589	573		11
590	574		12
591	575		13
592	576		14
593	577		15
594	578		16
595	579		17
596	580		18
597	581		19
598	582		20
599	583		21
600	584		22
601	585		23
602	586		24
603	587
604		-	paragraph shall prohibit bids from being taken on an item currently
605		-	on a twelve-month bid list, at any time deemed necessary by the
606	588		county purchasing agent. Whenever the county purchasing agent deems
607	589		it necessary to take a bid on an item cu rrently on a twelve-month
608	590		bid list, the reason for the bid shall be entered into the minutes
609	591		of the board of county commissioners;
610	592		2. Bids shall be solicited by mailing or emailing a notice to
611	593		all persons or firms wh o have made a written request of the county
612	594		purchasing agent that they be notified of such bid solicitation and
613	595		to all other persons or firms who might reasonably be expected to
614	596		submit bids. Notice of solicitation of bids shall also be published
615	597		one time in a newspaper of general circulation i n the county.
616	598		Notices shall be mailed and published at least ten (10) days prior
617	599		to the date on which the bids are opened. Proof of the mailing or
618	600		emailing shall be made by the affidavit of the person mailing or
619	601		emailing the request for bids and shall be made a part of the
620	602		official records of the county purchasing agent. The notice shall
621	603		specify whether the county will consider written bids, electronic
622	604		bids, or both; the decision to exclusively consider either writt en
623	605		bids or electronic bids shall be det ermined pursuant to an
624	606		affirmative vote of the board of county commissioners. Whenever any
625	607		prospective supplier or vendor dealing in or listing for sale any
626	608		particular item or article required to be purchased or acqu ired by
627	609		sealed bids fails to enter or offer a sealed bid for three
	610	+	successive bid solicitations, the name of the supplier or vendor may
628	611
629		-	SB1948 HFLR Page 13
630		-	BOLD FACE denotes Committee Amendments. 1
	612	+	ENGR. S. B. NO. 1948 Page 13 1
631	613		2
632	614		3
633	615		4
634	616		5
635	617		6
636	618		7
637	619		8
638	620		9
639	621		10
640	622		11
641	623		12
642	624		13
643	625		14
644	626		15
645	627		16
646	628		17
647	629		18
648	630		19
649	631		20
650	632		21
651	633		22
652	634		23
653	635		24
654	636
655		-	successive bid solicitations, the name of the supplier or vendor may
656	637		be dropped from the mailing lists of the board of county
657	638		commissioners;
658	639		3. The sealed bids received from vendors and th e state contract
659	640		price received from th e applicable Division division of the Office
660	641		of Management and Enterprise Services shall be given to the county
661	642		clerk by the county purchasing agent. The county clerk shall
662	643		forward the sealed bids and state contract price, if any, to the
663	644		board of county commissioners;
664	645		4. The board of county commissioners, in an open meeting, shall
665	646		open the sealed bids and compare them to the state contract price.
666	647		The board of county commissioners shall select the lowest and best
667	648		bid based upon, if applicable, the availab ility of material and
668	649		transportation cost to the job site within thirty (30) days of the
669	650		meeting. For any special item not included on the list of needed or
670	651		commonly used items, the requisitioning official shall revi ew the
671	652		bids and submit a written recommendation to the board before final
672	653		approval. The board of county commissioners shall keep a written
673	654		record of the meeting as required by law, and any time the lowest
674	655		bid was not considered to be the lowest and best b id, the reason for
675	656		such conclusion shal l be recorded. Whenever the board of county
676	657		commissioners rejects the written recommendation of the
677	658		requisitioning official pertaining to a special item, the reasons
	659	+	for the rejection shall be entered in their minute s and stated in a
	660	+	letter to the requisitioning official and county purchasing agent;
678	661
679		-	SB1948 HFLR Page 14
680		-	BOLD FACE denotes Committee Amendments. 1
	662	+	ENGR. S. B. NO. 1948 Page 14 1
681	663		2
682	664		3
683	665		4
684	666		5
685	667		6
686	668		7
687	669		8
688	670		9
689	671		10
690	672		11
691	673		12
692	674		13
693	675		14
694	676		15
695	677		16
696	678		17
697	679		18
698	680		19
699	681		20
700	682		21
701	683		22
702	684		23
703	685		24
704	686
705		-	for the rejection shall be entered in their minute s and stated in a
706		-	letter to the requisitioning official and county purchasing agent;
707	687		5. The county purchasing agent shall notify the successful
708	688		bidders and shall maintain a copy of the notification. The county
709	689		purchasing agent shall prepare and maintain a vendors list
710	690		specifying the successfu l bidders and shall notify each county
711	691		officer of the list. The county purchasing agent may remove any
712	692		vendor from such list who refuses to provide goods or services as
713	693		provided by contract if the removal is authoriz ed by the board of
714	694		county commissioners. The county purchasing agent may make
715	695		purchases from the successful remaining bidders for a price at or
716	696		below the bid price. If a vendor who is the low bidder cannot or
717	697		will not sell goods or services as required b y a county bid
718	698		contract, the county pur chasing agent may make a one -time purchase
719	699		from the next lowest or best quote or take quotations as provided in
720	700		paragraph 6 of this subsection; provided, however, such purchase
721	701		does not exceed Twenty -five Thousand Dollars ($25,000.00) as the
722	702		amount specified in subparagraph a of paragraph 3 of subsection A of
723	703		Section 1501 of this title ; and
724	704		6. When bids have been solicited as provided for by law and no
725	705		bids have been received, the procedure shall be as follows:
726	706		a. the county purchasing agent shall determin e if
727	707		potential vendors are willing to commit to a firm
728	708		price for a reduced period of time, and, if such is
	709	+	the case, the bid procedure described in this
	710	+	subsection shall be followed,
729	711
730		-	SB1948 HFLR Page 15
731		-	BOLD FACE denotes Committee Amendments. 1
	712	+	ENGR. S. B. NO. 1948 Page 15 1
732	713		2
733	714		3
734	715		4
735	716		5
736	717		6
737	718		7
738	719		8
739	720		9
740	721		10
741	722		11
742	723		12
743	724		13
744	725		14
745	726		15
746	727		16
747	728		17
748	729		18
749	730		19
750	731		20
751	732		21
752	733		22
753	734		23
754	735		24
755	736
756		-	the case, the bid procedure described in this
757		-	subsection shall be followed,
758	737		b. if vendors are not willing to c ommit to a firm price
759	738		for a reduced period, the purchasing agent shall
760	739		solicit and record at least three quotes of current
761	740		prices available to the county and authorize the
762	741		purchase of goods or services based on the lowest and
763	742		best quote as it becomes neces sary to acquire such
764	743		goods or services. The quotes shall be recorded on a
765	744		form prescribed by the State Auditor and Inspector and
766	745		shall be attached to the purchase order and filed with
767	746		the county clerk’s copy of the purchase order. Any
768	747		time the lowest quote was not considered to be the
769	748		lowest and best quote, the reason for this conclusion
770	749		shall be recorded by the county purchasing agent and
771	750		transmitted to the county clerk, or
772	751		c. if three quotes are not available, a memorandum to the
773	752		county clerk from the c ounty purchasing agent shall
774	753		describe the basis upon which a purchase is
775	754		authorized. The memorandum shall state the reasons
776	755		why the price for such a purchase is the lowest and
777	756		best under the circumstances. The county clerk shall
778	757		then attach the memorandu m to the county clerk ’s copy
	758	+	of the purchase order and file both in the office of
	759	+	the county clerk.
779	760
780		-	SB1948 HFLR Page 16
781		-	BOLD FACE denotes Committee Amendments. 1
	761	+	ENGR. S. B. NO. 1948 Page 16 1
782	762		2
783	763		3
784	764		4
785	765		5
786	766		6
787	767		7
788	768		8
789	769		9
790	770		10
791	771		11
792	772		12
793	773		13
794	774		14
795	775		15
796	776		16
797	777		17
798	778		18
799	779		19
800	780		20
801	781		21
802	782		22
803	783		23
804	784		24
805	785
806		-	of the purchase order and file both in the office of
807		-	the county clerk.
808	786		C. After selection of a vendor, the procedure for the purchase,
809	787		lease-purchase, or rental of supplies, materials, road and bridge
810	788		construction services, eq uipment, and information technology and
811	789		telecommunication goods and services used by a county shall be as
812	790		follows:
813	791		1. The county purchasing agent shall prepare a purchase order
814	792		in quadruplicate and submit it with a copy of the requisition to the
815	793		county clerk;
816	794		2. The county clerk shall then encumber the amount stated on
817	795		the purchase order and assign a sequential number to the purchase
818	796		order;
819	797		3. If there is an unencumbered balance in the appropriation
820	798		made for that purpose by the county excise board, the c ounty clerk
821	799		shall so certify in the fol lowing form:
822	800		“I hereby certify that the amount of this encumbrance has been
823	801		entered against the designated appropriation accounts and that this
824	802		encumbrance is within the authorized available balance of the
825	803		appropriation.
826	804		Dated this ________ day of ________, 20__.
827	805		________________________________
828	806		County Clerk/Deputy
829	807		of _____________________ County .”.
	808	+	In instances where it is impossible to ascertain the exact amount of
	809	+	the indebtedness sought to be incurred at the time o f recording the
830	810
831		-	SB1948 HFLR Page 17
832		-	BOLD FACE denotes Committee Amendments. 1
	811	+	ENGR. S. B. NO. 1948 Page 17 1
833	812		2
834	813		3
835	814		4
836	815		5
837	816		6
838	817		7
839	818		8
840	819		9
841	820		10
842	821		11
843	822		12
844	823		13
845	824		14
846	825		15
847	826		16
848	827		17
849	828		18
850	829		19
851	830		20
852	831		21
853	832		22
854	833		23
855	834		24
856	835
857		-	In instances where it is impossible to ascertain the exact amount of
858		-	the indebtedness sought to be incurred at the time o f recording the
859	836		encumbrance, an estimat ed amount may be used. No purchase order
860	837		shall be valid unless signed by the county purchasing agent and
861	838		certified by the county clerk; and
862	839		4. The county clerk shall file the original purchase order and
863	840		return three copies to the county purchasing agent who shall file a
864	841		copy, retain a copy for the county road and bridge inventory officer
865	842		if the purchase order is for the purchase of equipment, supplies, or
866	843		materials for the construction or maintenance of roads and bri dges,
867	844		and submit the other copy to the receiving officer of the requesting
868	845		department.
869	846		D. 1. The procedure for the purchase of supplies, materials,
870	847		equipment, and information technology and telecommunication goods
871	848		and services at public auction or by sea led bid to be used by a
872	849		county shall be as follows:
873	850		a. the county purchasing agent shall prepare a purchase
874	851		order in quadruplicate and submit it with a copy of
875	852		the requisition to the county clerk,
876	853		b. the county clerk shall then encumber the amount stated
877	854		on the purchase order and assign a seque ntial number
878	855		to the purchase order,
879	856		c. if there is an unencumbered balance in the
880	857		appropriation made for that purpose by the county
	858	+	excise board, the county clerk shall so certify in the
	859	+	following form:
881	860
882		-	SB1948 HFLR Page 18
883		-	BOLD FACE denotes Committee Amendments. 1
	861	+	ENGR. S. B. NO. 1948 Page 18 1
884	862		2
885	863		3
886	864		4
887	865		5
888	866		6
889	867		7
890	868		8
891	869		9
892	870		10
893	871		11
894	872		12
895	873		13
896	874		14
897	875		15
898	876		16
899	877		17
900	878		18
901	879		19
902	880		20
903	881		21
904	882		22
905	883		23
906	884		24
907	885
908		-	excise board, the county clerk shall so certify in the
909		-	following form:
910	886		“I hereby certify that the amount of this encumbrance
911	887		has been entered against the designated appropriation
912	888		accounts and that this encumbrance is within the
913	889		authorized available balance of the appropriation.
914	890		Dated this ________ day of ________, 20__.
915	891		________________________________
916	892		County Clerk/Deputy
917	893		of _____________________ County .”.
918	894		In instances where it is impossible to ascertain the
919	895		exact amount of the indebtedness sought to be incurred
920	896		at the time of recording the encumbrance, an estimated
921	897		amount may be used. No purchase order shall be valid
922	898		unless signed by the county purchasing agent and
923	899		certified by the county clerk, and
924	900		d. the county clerk shall file the original purchase
925	901		order and return three copies to the county purchasing
926	902		agent who shall file a copy, retai n a copy for the
927	903		county road and bridge inventory officer if the
928	904		purchase order is for the purchase of equipment,
929	905		supplies, or materials for the construction or
930	906		maintenance of roads and bridges, and submit the other
	907	+	copy to the receiving officer of the req uesting
	908	+	department.
931	909
932		-	SB1948 HFLR Page 19
933		-	BOLD FACE denotes Committee Amendments. 1
	910	+	ENGR. S. B. NO. 1948 Page 19 1
934	911		2
935	912		3
936	913		4
937	914		5
938	915		6
939	916		7
940	917		8
941	918		9
942	919		10
943	920		11
944	921		12
945	922		13
946	923		14
947	924		15
948	925		16
949	926		17
950	927		18
951	928		19
952	929		20
953	930		21
954	931		22
955	932		23
956	933		24
957	934
958		-	copy to the receiving officer of the req uesting
959		-	department.
960	935		2. The procedure for the purchase of supplies, materials, and
961	936		equipment at a public auction when the purchase will be made with
962	937		the proceeds from the sale of county property at the same public
963	938		auction are as follows:
964	939		a. the purchasing agent shall cause such items being sold
965	940		to be appraised in the manner determined in Section
966	941		421.1 of this title,
967	942		b. the county purchasing agent shall prepare a purchase
968	943		order in quadruplicate and submit it with a copy of
969	944		the requisition to the county clerk ,
970	945		c. the county clerk shall then encumber the amount of the
971	946		appraised value and any additional funds obligated by
972	947		the county on the purchase order and assign a
973	948		sequential number to the purchase order,
974	949		d. the county clerk shall certify that the amount of th e
975	950		encumbrance is equal to the appraised value of the
976	951		item being sold plus any additional funds obligated by
977	952		the county. In effect the recording of the
978	953		encumbrance is an estimate that is authorized by law.
979	954		No purchase order shall be valid unless signed by the
980	955		county purchasing agent and certified by the county
981	956		clerk,
	957	+	e. the county clerk shall file the original purchase
	958	+	order and return three copies to the county purchasing
982	959
983		-	SB1948 HFLR Page 20
984		-	BOLD FACE denotes Committee Amendments. 1
	960	+	ENGR. S. B. NO. 1948 Page 20 1
985	961		2
986	962		3
987	963		4
988	964		5
989	965		6
990	966		7
991	967		8
992	968		9
993	969		10
994	970		11
995	971		12
996	972		13
997	973		14
998	974		15
999	975		16
1000	976		17
1001	977		18
1002	978		19
1003	979		20
1004	980		21
1005	981		22
1006	982		23
1007	983		24
1008	984
1009		-	e. the county clerk shall file the original purchase
1010		-	order and return three copies to t he county purchasing
1011	985		agent who shall file a copy, retain a copy for the
1012	986		county road and bridge inventory officer if the
1013	987		purchase order is for th e purchase of equipment,
1014	988		supplies, or materials for the construction or
1015	989		maintenance of roads and bridges, and submit the other
1016	990		copy to the receiving officer of the requesting
1017	991		department, and
1018	992		f. a purchase shall not be bid until such time that the
1019	993		appraised item or items are sold. Any item or items
1020	994		purchased shall not exceed the appraised value plus
1021	995		any additional funds obligated by the county or the
1022	996		actual selling price of the item or items, whichever
1023	997		is the lesser amount.
1024	998		E. The procedure for the receipt of items shall be as follows:
1025	999		1. A receiving officer for the requesting department shall be
1026	1000		responsible for receiving all items delivered to that department;
1027	1001		2. Upon the delivery of an item, the receiving officer s hall
1028	1002		determine if a purchase order exists for the item being delivered;
1029	1003		3. If no such purchase order has been provided, the receiving
1030	1004		officer shall refuse delivery of the item;
1031	1005		4. If a purchase order is on file, the receiving officer shall
1032	1006		obtain a delivery ticket, bill of lading, or other de livery document
	1007	+	and compare it with the purchase order. If any item is back -
1033	1008
1034		-	SB1948 HFLR Page 21
1035		-	BOLD FACE denotes Committee Amendments. 1
	1009	+	ENGR. S. B. NO. 1948 Page 21 1
1036	1010		2
1037	1011		3
1038	1012		4
1039	1013		5
1040	1014		6
1041	1015		7
1042	1016		8
1043	1017		9
1044	1018		10
1045	1019		11
1046	1020		12
1047	1021		13
1048	1022		14
1049	1023		15
1050	1024		16
1051	1025		17
1052	1026		18
1053	1027		19
1054	1028		20
1055	1029		21
1056	1030		22
1057	1031		23
1058	1032		24
1059	1033
1060		-	and compare it with the purchase order. If any item is back -
1061	1034		ordered, the back order and estimated date of delivery shall be
1062	1035		noted in the receiving report;
1063	1036		5. The receiving officer shall complete a re ceiving report in
1064	1037		quadruplicate which shall state the quantity and quality of goods
1065	1038		delivered. The receiving report form shall be prescribed by the
1066	1039		State Auditor and Inspector. The person delivering the goods shall
1067	1040		acknowledge the delivery by signature, noting the date and time;
1068	1041		6. The receiving officer shall file the original receiving
1069	1042		report and submit:
1070	1043		a. a copy of the purchase order and a copy of the
1071	1044		receiving report to the county purchasing agent, and
1072	1045		b. a copy of the receiving report with the deliv ery
1073	1046		documentation to the county clerk;
1074	1047		7. The county purchasing agent shall file a copy of the
1075	1048		purchase order and a copy of the receiving report;
1076	1049		8. Upon receipt of the original receiving report and the
1077	1050		delivery documentation, the county clerk shall main tain a file until
1078	1051		such time as an invoi ce is received from the vendor;
1079	1052		9. The invoice shall state the name and address of the vendor
1080	1053		and must be sufficiently itemized to clearly describe each item
1081	1054		purchased, the unit price when applicable, the number or v olume of
1082	1055		each item purchased, the total price, the total purchase price, and
1083	1056		the date of the purchase;
1084	1057
1085		-	SB1948 HFLR Page 22
1086		-	BOLD FACE denotes Committee Amendments. 1
	1058	+	ENGR. S. B. NO. 1948 Page 22 1
1087	1059		2
1088	1060		3
1089	1061		4
1090	1062		5
1091	1063		6
1092	1064		7
1093	1065		8
1094	1066		9
1095	1067		10
1096	1068		11
1097	1069		12
1098	1070		13
1099	1071		14
1100	1072		15
1101	1073		16
1102	1074		17
1103	1075		18
1104	1076		19
1105	1077		20
1106	1078		21
1107	1079		22
1108	1080		23
1109	1081		24
1110	1082
1111	1083		10. Upon receipt of an invoice, the county clerk shall compare
1112	1084		the following documents:
1113	1085		a. requisition,
1114	1086		b. purchase order,
1115	1087		c. invoice with noncollusion affidavit as required by
1116	1088		law,
1117	1089		d. receiving report, and
1118	1090		e. delivery document.
1119	1091		The documents shall be available for public inspection during
1120	1092		regular business hours; and
1121	1093		11. If the documents conform as to the quantity and quality of
1122	1094		the items, the county cle rk shall prepare a warrant for payment
1123	1095		according to procedures provided for by law.
1124	1096		F. The following procedures are for the processing of purchase
1125	1097		orders:
1126	1098		1. The purchasing agent shall be allowed up to three (3) days
1127	1099		to process purchase orders to be pres ented to the board of county
1128	1100		commissioners for consideration and payment. Nothing herein shall
1129	1101		prevent the purchasing agent from processing or the board of county
1130	1102		commissioners from consideration and payment of utilities, travel
1131	1103		claims, and payroll claims;
1132	1104		2. The board of county commissioners shall consider the
1133	1105		purchase orders so presented and act upon the purchase orders, by
1134	1106		allowing in full or in part or by holding for further information or
1135	1107
1136		-	SB1948 HFLR Page 23
1137		-	BOLD FACE denotes Committee Amendments. 1
	1108	+	ENGR. S. B. NO. 1948 Page 23 1
1138	1109		2
1139	1110		3
1140	1111		4
1141	1112		5
1142	1113		6
1143	1114		7
1144	1115		8
1145	1116		9
1146	1117		10
1147	1118		11
1148	1119		12
1149	1120		13
1150	1121		14
1151	1122		15
1152	1123		16
1153	1124		17
1154	1125		18
1155	1126		19
1156	1127		20
1157	1128		21
1158	1129		22
1159	1130		23
1160	1131		24
1161	1132
1162	1133		disallowing the same. The disposition of purchase orders shal l be
1163	1134		indicated by the board of county c ommissioners, showing the amounts
1164	1135		allowed or disallowed and shall be signed by at least two members of
1165	1136		the board of county commissioners. Any claim held over for further
1166	1137		information shall be acted upon by allowing or disallowing same at
1167	1138		any future meeting of the board held within seventy -five (75) days
1168	1139		from the date of filing of the purchase order. Any purchase order
1169	1140		not acted upon within the seventy -five (75) days from the date of
1170	1141		filing shall be deemed to have been disallowed, but such
1171	1142		disallowance shall not prevent the refiling of the purchase order at
1172	1143		the proper time; and
1173	1144		3. Whenever any allowance, either in whole or in part, is made
1174	1145		upon any purchase order presented to the board of county
1175	1146		commissioners and is ac cepted by the person making the claim, such
1176	1147		allowance shall be a full settlement of the entire purchase order
1177	1148		and provided that the cashing of warrant shall be considered as
1178	1149		acceptance by the claimant.
1179	1150		G. The procedure upon consumption or disposal of supp lies,
1180	1151		materials, or equipment shall be as follows:
1181	1152		1. For consumable road or bridge items or materials, a
1182	1153		quarterly report of the road and bridge projects completed during
1183	1154		such period shall be prepared and kept on file by the consuming
1184	1155		department. The quarterly report may be prepared and kept
1185	1156		electronically by the consuming department. The report shall
1186	1157
1187		-	SB1948 HFLR Page 24
1188		-	BOLD FACE denotes Committee Amendments. 1
	1158	+	ENGR. S. B. NO. 1948 Page 24 1
1189	1159		2
1190	1160		3
1191	1161		4
1192	1162		5
1193	1163		6
1194	1164		7
1195	1165		8
1196	1166		9
1197	1167		10
1198	1168		11
1199	1169		12
1200	1170		13
1201	1171		14
1202	1172		15
1203	1173		16
1204	1174		17
1205	1175		18
1206	1176		19
1207	1177		20
1208	1178		21
1209	1179		22
1210	1180		23
1211	1181		24
1212	1182
1213	1183		contain a record of the date, the place, and the purpose for the use
1214	1184		of the road or bridge items or materials. For purposes of
1215	1185		identifying county bridges , the board of county commissioners sha ll
1216	1186		number each bridge subject to its jurisdiction; and
1217	1187		2. For disposal of all equipment and information technology and
1218	1188		telecommunication goods which originally cost more than Five Hundred
1219	1189		Dollars ($500.00), resolutio n of disposal shall be submitted by the
1220	1190		officer on a form prescribed by the Office of the State Auditor and
1221	1191		Inspector’s Office Inspector to the board of county commissioners.
1222	1192		The approval of the resolution of disposal shall be entered into the
1223	1193		minutes of the board.
1224	1194		H. Inventory forms and repo rts shall be retained for not less
1225	1195		than two (2) years after all audit requirements for the state and
1226	1196		federal government have been fulfilled and after any pending
1227	1197		litigation involving the forms and reports has been res olved.
1228	1198		I. The procedures provided for in this section shall not apply
1229	1199		when a county officer certifies that an emergency exists requiring
1230	1200		an immediate expenditure of funds. Such an expenditure of funds
1231	1201		shall not exceed Five Thousand Dollars ($5,000.00). The county
1232	1202		officer shall give the count y purchasing agent a written explanation
1233	1203		of the emergency. The county purchasing agent shall attach the
1234	1204		written explanation to the purchase order. The purchases shall be
1235	1205		paid by attaching a properly itemized invoice , as described in this
1236	1206		section, to a purchase order which has been prepared by the county
1237	1207
1238		-	SB1948 HFLR Page 25
1239		-	BOLD FACE denotes Committee Amendments. 1
	1208	+	ENGR. S. B. NO. 1948 Page 25 1
1240	1209		2
1241	1210		3
1242	1211		4
1243	1212		5
1244	1213		6
1245	1214		7
1246	1215		8
1247	1216		9
1248	1217		10
1249	1218		11
1250	1219		12
1251	1220		13
1252	1221		14
1253	1222		15
1254	1223		16
1255	1224		17
1256	1225		18
1257	1226		19
1258	1227		20
1259	1228		21
1260	1229		22
1261	1230		23
1262	1231		24
1263	1232
1264	1233		purchasing agent and submitting them to the county clerk for filing,
1265	1234		encumbering, and consideration for payment by the board of county
1266	1235		commissioners.
1267	1236		J. The county purchasing agent may authorize county pu rchasing
1268	1237		officers to make acquisitions through the state purchase card
1269	1238		program as authorized by the State Purchasing Director in accordance
1270	1239		with Section 85.5 of Title 74 of the Oklahoma Statutes and defined
1271	1240		in Section 85.2 of Title 74 of the Oklahoma Statutes. Purchase
1272	1241		cardholders shall sign a purchase card agreement prior to becoming a
1273	1242		cardholder and attend purchase card procedure training as required
1274	1243		by the State Purchasing Director. Complete descriptions of
1275	1244		purchases made by county government entities shall be published
1276	1245		through the state transparency portal pursuant to Section 85.33B of
1277	1246		Title 74 of the Oklahoma Statutes, and as warrants required to be
1278	1247		published pursuant to Sections 444 and 445 of this title.
1279	1248		K. Nothing in this section shall prohibit counties from
1280	1249		providing material and/or services bids on the twelve -month bid list
1281	1250		to all road and bridge projects and contracts. All non -road and
1282	1251		bridge related construction contracts shall refer to subsection A of
1283	1252		Section 103 of Title 61 of the Oklahoma S tatutes.
1284	1253		SECTION 3. This act shall become effective November 1, 2024.
1285	1254
1286		-	COMMITTEE REPORT BY: COM MITTEE ON COUNTY AND MUNICIPAL GOVERNMENT,
1287		-	dated 04/01/2024 - DO PASS.
	1255	+	ENGR. S. B. NO. 1948 Page 26 1
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	1279	+
	1280	+	Passed the Senate the 12th day of March, 2024.
	1281	+
	1282	+
	1283	+
	1284	+	Presiding Officer of the Senate
	1285	+
	1286	+
	1287	+	Passed the House of Representatives the ____ day of __________,
	1288	+	2024.
	1289	+
	1290	+
	1291	+
	1292	+	Presiding Officer of the House
	1293	+	of Representatives
	1294	+