OK
Oklahoma Senate Bill SB436

Oklahoma 2024 Regular Session

Oklahoma Senate Bill SB436 Compare Versions

Only one version of the bill is available at this time.
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5353 STATE OF OKLAHOMA
5454
5555 1st Session of the 59th Legislature (2023)
5656
5757 SENATE BILL 436 By: Montgomery
5858
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6363 AS INTRODUCED
6464
6565 An Act relating to county purchasing; 19 O.S. 2021,
6666 Section 1505, as amended by Se ction 3, Chapter 94,
6767 O.S.L. 2022 (19 O.S. Supp. 2022, Section 1505), which
6868 relates to procedures for requisitions, purchas e, and
6969 lease-purchase for counties; allowing county
7070 purchasing agents to enter into certain agreements
7171 under certain circumstances; and providing an
7272 effective date.
7373
7474
7575
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7777 BE IT ENACTED BY THE PEOPLE OF THE STATE OF OKLAHOMA:
7878 SECTION 1. AMENDATORY 19 O.S. 2021, Section 1505, as
7979 amended by Section 3, Chapter 94, O.S.L. 2022 (19 O.S. Supp. 2022,
8080 Section 1505), is amended to read as follows:
8181 Section 1505. The following procedures sha ll be used by
8282 counties for the requisition, purchase, lease -purchase, rental, and
8383 receipt of supplies, materials, road and bridge construction
8484 services, equipment a nd information technology and telecommunication
8585 goods and services for the maintenance, oper ation, and capital
8686 expenditures of county government unless otherwise provi ded for by
8787 law.
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139139 A. The procedure for requisit ioning items for county offices
140140 shall be as follows:
141141 1. The requesting department shall prepare a requis ition form
142142 in triplicate. The requisition shall contain any specifications for
143143 an item as deemed necessa ry by the requesting department . The form
144144 shall be prescribed by the State Auditor and I nspector;
145145 2. The requesting department shall retain a copy of the
146146 requisition and forward t he original requisition and a copy to the
147147 county purchasing agent; and
148148 3. Upon receipt of the requisition, the county purchasing
149149 agent, within two (2) working days , shall begin the bidding and
150150 purchasing process as provided f or in this section. Nothing in this
151151 section shall prohibit the transfer of supplies, materials, or
152152 equipment between county departments upon a writ ten agreement
153153 between county officers.
154154 B. The bid procedure for selecting a vendor for the purchase,
155155 lease-purchase, or rental of supplie s, materials, equipment and
156156 information technology and telecommunication go ods and services used
157157 by a county shall be as follows:
158158 1. The county purchasing agent sh all request written
159159 recommendations from all county officers p ertaining to needed or
160160 commonly used supplies, materials, road and bridge construction
161161 services, equipment and information technology and telecomm unication
162162 goods and services. From such recommendations and available
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214214 requisition, purchase, or inventory rec ords, the county purchasing
215215 agent shall prepare a list of items needed or commonly used by
216216 county officers. The county purchasing agent shall req uest from the
217217 Purchasing Division or from the In formation Services Division in the
218218 case of information technol ogy and telecommunication good s and
219219 services of the Office of Management and Enterprise Services all
220220 contracts quoting the price the state is payi ng for the items. The
221221 county purchasing agent s hall either request the Purchasing Division
222222 or the Information Services Division of the Offi ce of Management and
223223 Enterprise Services, as applicable, to make the purcha se for the
224224 county or the county purchasin g agent shall solicit bids for unit
225225 prices on the items for periods of not to exceed twelve (12) months
226226 in the manner described in paragraph 2 of this subsection. If the
227227 county purchasing agent receives a requisiti on for an item for which
228228 the county purchasing agent does not have a current bid, the cou nty
229229 purchasing agent shall request from the Purchasing Divisio n or the
230230 Information Services Division of the Office of Management and
231231 Enterprise Services, as applicable , all contracts quoting the price
232232 the state is paying for the item . The county purchasin g agent shall
233233 either request the Purchasing Division or the In formation Services
234234 Division of the Office of Management and Enterprise Services, as
235235 applicable, to make t he purchase for the county or the county
236236 purchasing agent shall solicit bids in the manne r described in
237237 paragraph 2 of this subsection. Nothing in this paragraph shall
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289289 prohibit bids from being taken on an item currently on a twelve -
290290 month bid list, at any time deemed necessary by the county
291291 purchasing agent. Whenever the county purchasing age nt deems it
292292 necessary to take a bid on an item currently on a twelve-month bid
293293 list, the reason for the bid shall be entered into the minutes of
294294 the board of county co mmissioners;
295295 2. Bids shall be solicited by mailing or emailing a notice to
296296 all persons or firms who have made a written request of the county
297297 purchasing agent that they be notified of such bid solicitation and
298298 to all other persons or firms who might reaso nably be expected to
299299 submit bids. Notice of solicitation of bids shall also be published
300300 one time in a newspaper of general circulation in the county .
301301 Notices shall be mailed and published at least ten (10) days prior
302302 to the date on which the bids are op ened. Proof of the mailing or
303303 emailing shall be made by the affidavit of the person mail ing or
304304 emailing the request for bids and shall be made a part of the
305305 official records of the county purchasing agent. The notice shall
306306 specify whether the county will consider written bids, electronic
307307 bids, or both; the decision to exclusively consider either written
308308 bids or electronic bids shall be determined pursuant to an
309309 affirmative vote of the board of county commissioners. Whenever any
310310 prospective supplier or ve ndor dealing in or listing for sale any
311311 particular item or article required to be purchas ed or acquired by
312312 sealed bids fails to enter or offer a sealed bid for three
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364364 successive bid solicitations, the name of the supplier or vendor may
365365 be dropped from the m ailing lists of the board of county
366366 commissioners;
367367 3. The sealed bids received from vend ors and the state contract
368368 price received from the applicable Division of the Office of
369369 Management and Enterprise Services shall be given to the county
370370 clerk by the county purchasing agent. The county clerk shall
371371 forward the sealed bids and state contract price, if any, to the
372372 board of county commissioners;
373373 4. The board of county commissioners, in an open meeting, shall
374374 open the sealed bids and compare them to the sta te contract price.
375375 The board of county commissioners shall select the lowest and best
376376 bid based upon, if applicable, the availability of material and
377377 transportation cost to the job site within thirty (30) days of the
378378 meeting. For any special item not inc luded on the list of needed or
379379 commonly used items, the requisitioning official shall rev iew the
380380 bids and submit a written recommendation to the board before final
381381 approval. The board of county commissioners shall keep a written
382382 record of the meeting as r equired by law, and any time the lowes t
383383 bid was not considered to be the lowest and best bid, the reason for
384384 such conclusion shall be recorded. Whenever the board of county
385385 commissioners rejects the written recommendation of the
386386 requisitioning official pe rtaining to a special item, the reason s
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438438 for the rejection shall be entered in their minut es and stated in a
439439 letter to the requisitioning official and c ounty purchasing agent;
440440 5. The county purchasing agent shall notify the successful
441441 bidders and shall mai ntain a copy of the notification . The county
442442 purchasing agent shall prepare and maintain a vendors list
443443 specifying the successful bidders and shall no tify each county
444444 officer of the list. The county purchasing agent may remove any
445445 vendor from such list w ho refuses to provide goods or servic es as
446446 provided by contract if the removal is authori zed by the board of
447447 county commissioners. The county purchasing agent may make
448448 purchases from the successful bidders for a price at or below the
449449 bid price. If a vendor who is the low bidder cannot or wi ll not
450450 sell goods or services as required by a count y bid contract, the
451451 county purchasing agent may make a one -time purchase from the next
452452 lowest or best quote or take quotations as provided in paragraph 6
453453 of this subsection; provided, however, such purcha se does not exceed
454454 Twenty-five Thousand Dollars ($25 ,000.00) as the amount specified in
455455 subparagraph a of paragrap h 3 of subsection A of Section 1501 of
456456 this title; and
457457 6. When bids have been solicited as provided for by law and no
458458 bids have been receive d, the procedure shall be as follows:
459459 a. the county purchasing agent shall determine if
460460 potential vendors are wil ling to commit to a firm
461461 price for a reduced period of time, and, if such is
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513513 the case, the bid procedure de scribed in this
514514 subsection shall be followed,
515515 b. if vendors are not willing to commit to a firm price
516516 for a reduced period, the purchasing agent sha ll
517517 solicit and record at least th ree quotes of current
518518 prices available to the county and authorize the
519519 purchase of goods or services based on the lowest and
520520 best quote as it becomes necessary to a cquire such
521521 goods or services. The quotes shall be recorde d on a
522522 form prescribed by the Sta te Auditor and Inspector and
523523 shall be attached to the purchase order and fi led with
524524 the county clerk’s copy of the purchase order . Any
525525 time the lowest quote was no t considered to be the
526526 lowest and best quote, the reason fo r this conclusion
527527 shall be recorded by the county purchasing agent and
528528 transmitted to the county clerk, or
529529 c. if three quotes are not availab le, a memorandum to the
530530 county clerk from the county pur chasing agent shall
531531 describe the basis upon which a purcha se is
532532 authorized. The memorandum shall state the reasons
533533 why the price for such a purchase is the lowest and
534534 best under the circumstances. The county clerk shall
535535 then attach the memorandum to the county clerk’s copy
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587587 of the purchase order and file both in the office of
588588 the county clerk.
589589 C. After selection of a vendor, the procedure for the purchase,
590590 lease-purchase, or rental of supplies, mate rials, road and bridge
591591 construction services, equipment a nd information technology and
592592 telecommunication goods and services used by a county shall be as
593593 follows:
594594 1. The county purchasing agent shall prepare a purchase order
595595 in quadruplicate and submit it with a copy of the requisition to the
596596 county clerk;
597597 2. The county clerk shall then encumber the amount stated o n
598598 the purchase order and assign a seq uential number to the purchase
599599 order;
600600 3. If there is an unencumbered balan ce in the appropriation
601601 made for that purpose by the county excise board, the county cler k
602602 shall so certify in the following form:
603603 “I hereby certify that the amount of this encumbra nce has been
604604 entered against the designated appropriation accounts and that this
605605 encumbrance is within the authorized available balance of the
606606 appropriation.
607607 Dated this ________ day of ________, 20__.
608608 ________________________________
609609 County Clerk/Deputy
610610 of _____________________ County.”
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662662 In instances where it is impossible to asce rtain the exact amount of
663663 the indebtedness sought to be incurred at the time of recording the
664664 encumbrance, an estimated amount may be used. No purchase order
665665 shall be valid unless signed by the county purchasing agent and
666666 certified by the county clerk; an d
667667 4. The county clerk shall file the original purchase order and
668668 return three copies to the county purchasing agent who shall file a
669669 copy, retain a copy for the county road and bri dge inventory officer
670670 if the purchase order is for the purchase of equipmen t, supplies, or
671671 materials for the construction or maintenance of roads and bridges,
672672 and submit the other copy to the receiving officer of the requesting
673673 department.
674674 D. 1. The procedure for the purchase of supplies, materials,
675675 equipment and information te chnology and telecommunication goods and
676676 services at public auction or by sealed bid to b e used by a county
677677 shall be as follows:
678678 a. the county purchasing agent shall prepare a purch ase
679679 order in quadruplicate and submit it with a copy of
680680 the requisition to the county clerk,
681681 b. the county clerk shall then encumber the amount stated
682682 on the purchase order and assign a sequential number
683683 to the purchase order,
684684 c. if there is an unencumbere d balance in the
685685 appropriation made for that purpose by the county
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737737 excise board, the county clerk shall so certify in the
738738 following form:
739739 “I hereby certify that the amount of this encumbrance
740740 has been entered against the desig nated appropriation
741741 accounts and that this encumbrance is within the
742742 authorized available balance of the appropriation.
743743 Dated this ________ day of ________, 20__.
744744 _______________________________ _
745745 County Clerk/Deputy
746746 of _____________________ County.”
747747 In instances where it is impossible to ascertain the
748748 exact amount of the indebtedness sought to be incurred
749749 at the time of recording the encumbrance, an estimated
750750 amount may be used. No purchase order shall be valid
751751 unless signed by the county purchasing agent and
752752 certified by the county cl erk, and
753753 d. the county clerk shall file the original purchase
754754 order and return three copies to the county purchasing
755755 agent who shall file a copy, retain a copy for the
756756 county road and bridge inventory officer if the
757757 purchase order is for the purchase of eq uipment,
758758 supplies, or materials for the construction or
759759 maintenance of roads and bridges, and submit the other
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811811 copy to the receiving officer of the requesting
812812 department.
813813 2. The procedure for the purchase of supplies, materia ls and
814814 equipment at a public a uction when the purchase will be made with
815815 the proceeds from the sale of co unty property at the same public
816816 auction are as follows:
817817 a. the purchasing agent shall ca use such items being sold
818818 to be appraised in the manner determ ined in Section
819819 421.1 of this title,
820820 b. the county purchasing agent shall prepare a purchase
821821 order in quadruplicate and submit it with a copy of
822822 the requisition to the county clerk,
823823 c. the county clerk shall then encumber the amount of the
824824 appraised value and any additional funds oblig ated by
825825 the county on the purchase order and assign a
826826 sequential number to the purchase order,
827827 d. the county clerk shall certify that the amount of the
828828 encumbrance is equal to the appraised value of the
829829 item being sold plus an y additional funds obligated b y
830830 the county. In effect the recording of the
831831 encumbrance is an estimate th at is authorized by law.
832832 No purchase order shall be valid unless signed by the
833833 county purchasing agent and certified by the county
834834 clerk,
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886886 e. the county clerk shall file the origina l purchase
887887 order and return three copies to the county purchasing
888888 agent who shall file a copy, retain a copy for the
889889 county road and bridge inventory officer if the
890890 purchase order is for the purchase of equipment,
891891 supplies or materials for the construction or
892892 maintenance of roads and bridges, and submit the other
893893 copy to the receiving officer of the requesting
894894 department, and
895895 f. a purchase shall not be bid until such time that the
896896 appraised item or items are sold. Any item or items
897897 purchased shall not exce ed the appraised value plus
898898 any additional funds obligated by the county or the
899899 actual selling price of the item or items, whichever
900900 is the lesser amount.
901901 E. The procedure for the receipt of items shall be as follows:
902902 1. A receiving officer for the reque sting department shall be
903903 responsible for receiving all items delivered to that department;
904904 2. Upon the delivery of an item, the receiving officer shall
905905 determine if a purchase order exists for the item being delivered;
906906 3. If no such purchase order has b een provided, the receiving
907907 officer shall refuse delivery of the item;
908908 4. If a purchase order is on file, the receiving officer shall
909909 obtain a delivery ticket, bil l of lading, or other delivery document
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961961 and compare it with th e purchase order. If any item is back-
962962 ordered, the back order and estimated date of delivery shall be
963963 noted in the receiving report;
964964 5. The receiving officer shall complete a receiving report in
965965 quadruplicate which shall state the quantity and quality of goods
966966 delivered. The receiving report form shall be prescribed by the
967967 State Auditor and Inspector . The person delivering the goods shall
968968 acknowledge the delivery by signature, noting the date and time;
969969 6. The receiving officer shall file the original r eceiving
970970 report and submit:
971971 a. a copy of the purchase order and a copy of the
972972 receiving report to the county purchasing agent, and
973973 b. a copy of the receiving report with the delivery
974974 documentation to the county clerk;
975975 7. The county purchasing agent shall file a copy of the
976976 purchase order and a copy of the receiving report;
977977 8. Upon receipt of the orig inal receiving report and the
978978 delivery documentation, the county clerk shall maintain a file unt il
979979 such time as an invoice is received from the vendor;
980980 9. The invoice shall state the name and address of the vendor
981981 and must be sufficiently itemized to cle arly describe each item
982982 purchased, the unit price when applicable, the number or volume of
983983 each item purchased, the total price, the total purchase price, and
984984 the date of the purchase;
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10361036 10. Upon receipt of an invoice, the county clerk shall compare
10371037 the following documents:
10381038 a. requisition,
10391039 b. purchase order,
10401040 c. invoice with noncollusion affidavit as re quired by
10411041 law,
10421042 d. receiving report, and
10431043 e. delivery document.
10441044 The documents shall be availab le for public inspection during
10451045 regular business hours; and
10461046 11. If the documents conform as to the quantity and quality of
10471047 the items, the county clerk shall prepar e a warrant for payment
10481048 according to procedures provided for b y law.
10491049 F. The following procedures are for the processing of purchase
10501050 orders:
10511051 1. The purchasing agent shall be allowed up to three (3) days
10521052 to process purchase orders to be presented to the bo ard of county
10531053 commissioners for consideration and payment . Nothing herein shall
10541054 prevent the purchasing agent from processing or the board of county
10551055 commissioners from consideration and payment of utilities, travel
10561056 claims and payroll claims;
10571057 2. The board of county commissioners shall consider the
10581058 purchase orders so presented and act upon the pur chase orders, by
10591059 allowing in full or in part or by holdi ng for further information or
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11111111 disallowing the same . The disposition of purchase orders shall be
11121112 indicated by the board of county commissioners, showing the amounts
11131113 allowed or disallowed and shall be signed by at least two members of
11141114 the board of county co mmissioners. Any claim held over for further
11151115 information shall be acted upon by allowing or disallowing sam e at
11161116 any future meeting of the board held within seventy -five (75) days
11171117 from the date of fil ing of the purchase order. Any purchase order
11181118 not acted upon within the seventy-five (75) days from the date of
11191119 filing shall be deemed to have been disallowed, but such
11201120 disallowance shall not prevent the refiling of the purch ase order at
11211121 the proper time; and
11221122 3. Whenever any allowance, either in whole or in p art, is made
11231123 upon any purchase order presented to the board of county
11241124 commissioners and is accepted by the pe rson making the claim, such
11251125 allowance shall be a full settleme nt of the entire purchase orde r
11261126 and provided that the cashing of warrant shall be con sidered as
11271127 acceptance by the claimant.
11281128 G. The procedure upon consumption or disposal of supplies,
11291129 materials, or equipment shall be as follows:
11301130 1. For consumable road or bridge items or materials, a
11311131 quarterly report of the road and bridge projects compl eted during
11321132 such period shall be prepared and kept on file by the consuming
11331133 department. The quarterly report m ay be prepared and kept
11341134 electronically by the consuming depart ment. The report shall
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11861186 contain a record of the date, the place, and the purpose fo r the use
11871187 of the road or bridge items or materials. For purposes of
11881188 identifying county bridges, the board of c ounty commissioners shall
11891189 number each bridge subject to its ju risdiction; and
11901190 2. For disposal of all equipment and information technology and
11911191 telecommunication goods which originally cost more than Five Hundred
11921192 Dollars ($500.00), resolution of disposal sh all be submitted by the
11931193 officer on a form prescribed by the St ate Auditor and Inspector’s
11941194 Office to the board of county commissioners . The approval of the
11951195 resolution of disposal shall be entered into the minutes of the
11961196 board.
11971197 H. Inventory forms and repor ts shall be retained for not less
11981198 than two (2) years after all audit requirements for the st ate and
11991199 federal government have been fulfilled and after any pending
12001200 litigation involving the forms and reports has been resolved.
12011201 I. The procedures provided for i n this section shall not apply
12021202 when a county officer certifies that an emergency exists requ iring
12031203 an immediate expenditure of funds . Such an expenditure of funds
12041204 shall not exceed Five Thousand Dollars ($5,000.00) . The county
12051205 officer shall give the county purchasing agent a written explanation
12061206 of the emergency. The county purchasing agent shall attach the
12071207 written explanation to the purchase or der. The purchases shall be
12081208 paid by attaching a properly itemized invoice, as described in this
12091209 section, to a purchase order which has been prepared by the county
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12611261 purchasing agent and submitting them to th e county clerk for filing,
12621262 encumbering, and consid eration for payment by th e board of county
12631263 commissioners.
12641264 J. The county purchasing agent may authorize county pu rchasing
12651265 officers to make acquisitions through the state purcha se card
12661266 program as authorized by the State Purchasing Director in accordance
12671267 with Section 85.5 of Title 7 4 of the Oklahoma Statutes and defined
12681268 in Section 85.2 of Title 74 of the Oklahoma Statu tes. Purchase
12691269 cardholders shall sign a purchase card agreement prior to becoming a
12701270 cardholder and attend purchase card procedure training as required
12711271 by the State Purchasing Director. Complete descriptions of
12721272 purchases made by county government entities shall be published
12731273 through the state transparency portal pursua nt to Section 85.33B of
12741274 Title 74 of the Oklahoma Statutes, and as warrants requ ired to be
12751275 published pursuant to Sections 444 and 445 of this title.
12761276 K. Nothing in this section shall prohibit c ounties from
12771277 providing material and/or services bids on the twel ve-month bid list
12781278 to all road and bridge projects and contracts. All non-road and
12791279 bridge related construction contracts shall refer to subsection A of
12801280 Section 103 of Title 61 of the Oklahoma Statutes.
12811281 L. The county purchasing agent may enter into contracts with
12821282 state and federal agencies pursuant to the provisions o f this
12831283 section for lease or lease -purchase including but not limited to
12841284
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13351335 materials, goods, services, or equipment subject to the approval of
13361336 the board of county commissioners.
13371337 SECTION 2. This act shall become effective November 1, 2023.
13381338
13391339 59-1-542 KR 1/17/2023 9:26:56 AM