30:10-1-2. Uniform
and integrated purchasing and contracting
The following sets forth current purchasing policies and
procedures for all agencies under the jurisdiction of the Board of Regents for
the A & M Colleges.
(1) Purchasing for all agencies under the jurisdiction of the Board
shall be unified and integrated. A Director of Purchasing responsible to the
Board for all agencies shall coordinate these purchases.
(A) The Director of Purchasing for
(B) Added expenses of the Purchasing Office in
(2) Unified and correlated forms shall be used by all agencies. Forms
most frequently used are the "Requisition Form" and the
"Continuation Sheet" as approved by the Director of Purchasing.
(3) The President or chief administrative officer of each agency shall
be responsible for preparing and presenting matters for Board of Regents
approval as necessary, and for designating the funds to be used in payment of
requisitions.
(4) Regardless of funds used, advance approval by the Board of Regents
is required for any expenditure of more than $250,000. The Board approval limit will be $35,000 for
all agencies under the Board unless the Board approves a higher limit. Institutional Presidents may request a Board
approval limit in excess of $35,000 from the Board (up to $250,000) to be
applied to their respective institution.
Such request must be in the form of an institutional Board agenda item
and must include a Board Agenda Exhibit that describes approval authorities
relative to the limit being requested (see attachments). Purchase orders between $35,000 and the
Institution’s Board approval limit will be reported to the Board of Regents
quarterly by written report to the Executive Secretary. Acceptance of bids which exceed by more than
fifteen (15) percent of the estimate previously approved by the Board will
require further Board approval. Exempt
from Board approval are expenditures in any amount for the following:
(A) Food or items for resale
(B) Bulk gasoline, oil and fuel
(C) Utilities
(D) Non-construction sponsored agreement contracts
and expenditures
(E) Refunds
(5) Regardless of funds used prior approval of the Board is required
for any purchase or contract for land which exceeds the applicable expenditure
limit set forth in (4) above or which exceeds the appraised value obtained by a
certified appraiser, or lease of land or building space in excess of $35,000
per year or for more than 5 years. Lease or purchase agreements equal to or
less than these limits are to be executed by the institution's President.
(6) Furniture or equipment for President's homes, regardless of source
of funds:
(A) Replacement and/or repairs of existing equipment are exempt from
Board of Regents approval. Repairs and
replacements of existing equipment in excess of $5,000 per item will be
reported to the Board of Regents quarterly by written report to the Executive
Secretary.
(B) New acquisitions in excess of $5,000 (excluding emergency
utility/HVAC repairs/replacements) require prior Board approval. New acquisitions between $250 and $5,000 per
item will be reported to the Board of Regents quarterly by written report to
the Executive Secretary.
(7) Agency requisitions shall be submitted to the Director of
Purchasing in
(8) Requisitions which meet or exceed the Oklahoma statutory sole
source amount, which by the specifications restrict the bidders to one (1)
person or business entity, shall include an affidavit and recite the reasons
for such restricting specifications or other facts justifying the requested
purchase. The affidavit must also include
the statement, "We will not accept nor pay for any items not included and
described in this requisition and affidavit."
(9) Acquisitions and contracts between the amounts of $5,000 and
$10,000 shall be preceded by the solicitation of quotations by the
Institution. No acquisition or contract
shall be made in excess of thirty-five thousand dollars ($35,000) without the
submission of competitive bids (if available) and opened at a specified time
and place, which shall be open to the public, and further, to provide that
acquisitions and contracts between the amounts of $10,000 and $35,000 be
preceded by the solicitation of quotations obtained by the Director of
Purchasing. Acquisitions or contracts bid shall be awarded to the lowest and
best bidder. In case of receipt of tie
lowest and best bids, the award of contract shall be determined by drawing
lots.
The competitive bid
requirement shall not apply to:
(A) Contracts for architectural, engineering, legal, and other
professional services
(B) Sole source purchases and items on which bids are not available
(C) Acquisitions related to textbooks, laboratory supplies,
instructional materials and specialized laboratory equipment. (Formerly covered in
statutes 1998 74 85.12, B. 4.)
(D) Contracts/acquisitions with state, city or other government
agencies
(E) Acquisitions of livestock, poultry and crops
(10) “Small Jobs” Construction Contracts:
Any “small job” construction contract project in excess of $250,000
(initial or initial plus any change orders) shall require prior Board of
Regents approval. Acceptance of change orders which exceed by more than fifteen
(15) percent (individually or cumulatively) of the estimate previously approved
by the Board will require further Board approval.
(11) All purchases of insurance and public official bonds: Companies
submitting bids must have a financial strength rating as defined in the latest
edition of A. M. Best Ratings. Ratings
below B+ will require prior Board approval before acceptance.
(12) All agencies shall use "State Contracts" negotiated by the
State Central Purchasing Division in
(13) Whenever possible, purchases shall be combined for items of common
use in the various agencies. The Director of Purchasing shall implement
procedures to maximize bid quantities by consolidating all agencies’ requests
to obtain optimal bid results when deemed beneficial.
(14) Whenever departments obtain quotations locally, copies of all
quotations, or a tabulation showing itemized amounts for all quotations
received and naming all firms contacted for quotations, shall be attached to
the requisition form submitted to the Director of Purchasing.
(15) Regardless of the fact that a vendor may be suggested, or local
quotations obtained, other possible sources will be investigated by the
Director of Purchasing, as deemed appropriate, in order to encourage maximum
competition and to obtain the best price.
(16) All institutional participants in the procurement process are
expected to file vendor payment claims expeditiously in accordance with sound
business practices.
(17) Purchases for the lease or
rental of space and associated services from institutionally affiliated alumni
associations and foundations, which are less than the institution's Board
approval limit, shall be exempt from Board approval.
(Amended
06-18-04)
(Amended
10-27-06)
Attachment
A – Example Board Agenda Item
Approval to Establish a Board Purchasing Approval Limit In Excess
of $35,000
In accordance with Board Policy OAC 30:10-1-2, (insert institution’s name, including any constituent agencies, as applicable) requests Board approval to establish a Board approval limit of (insert dollar amount). The institutional authority and responsibility purchase approval matrix supporting this request is found at Exhibit #.