{"data":{"id":"us-ok/okla.-stat.-tit.-19-19-1505v2","jurisdiction":"us-ok","citation":"Okla. Stat. tit. 19, § 19-1505v2","heading":"Procedures for the operation of county government","body":"The following procedures shall be used by counties for the\n\nrequisition, purchase, lease-purchase, rental, and receipt of\n\nsupplies, materials, road and bridge construction services,\n\nequipment, and other services, except for professional services as\n\ndefined in Section 803 of Title 18 of the Oklahoma Statutes, for the\n\nmaintenance, operation, and capital expenditures of county\n\ngovernment unless otherwise provided for by law.\n\nA. The procedure for requisitioning items for county offices\n\nshall be as follows:\n\n1. The requesting department shall prepare a requisition form\n\nin triplicate. The requisition shall contain any specifications for\n\nan item as deemed necessary by the requesting department. The form\n\nshall be prescribed by the State Auditor and Inspector;\n\n2. The requesting department shall retain a copy of the\n\nrequisition and forward the original requisition and a copy to the\n\ncounty purchasing agent; and\n\n3. Upon receipt of the requisition, the county purchasing\n\nagent, within two (2) working days, shall begin the bidding and\n\npurchasing process as provided for in this section. Nothing in this\n\nsection shall prohibit the transfer of supplies, materials, or\n\nequipment between county departments upon a written agreement\n\nbetween county officers.\n\nB. The bid procedure for selecting a vendor for the purchase,\n\nlease-purchase, or rental of supplies, materials, equipment, and\n\nservices used by a county shall be as follows:\n\n1. The county purchasing agent shall request written\n\nrecommendations from all county officers pertaining to needed or\n\ncommonly used supplies, materials, road and bridge construction\n\nservices, equipment, and services. From such recommendations and\n\navailable requisition, purchase, or inventory records, the county\n\npurchasing agent shall prepare a list of items needed or commonly\n\nused by county officers. The county purchasing agent shall request\n\nfrom the Purchasing Division or from the Information Services\n\nDivision in the case of information technology and telecommunication\n\ngoods and services of the Office of Management and Enterprise\n\nServices all contracts quoting the price the state is paying for the\n\nitems. The county purchasing agent shall either request the\n\nPurchasing Division or the Information Services Division of the\n\nOffice of Management and Enterprise Services, as applicable, to make\n\nthe purchase for the county or the county purchasing agent shall\n\nsolicit bids for unit prices on the items for periods of not to\n\nexceed twelve (12) months in the manner described in paragraph 2 of\n\nthis subsection. If the county purchasing agent receives a\n\nrequisition for an item for which the county purchasing agent does\n\nnot have a current bid, the county purchasing agent shall request\n\nfrom the Purchasing Division or the Information Services Division of\n\nthe Office of Management and Enterprise Services, as applicable, all\n\ncontracts quoting the price the state is paying for the item. The\n\ncounty purchasing agent shall either request the Purchasing Division\n\nor the Information Services Division of the Office of Management and\n\nEnterprise Services, as applicable, to make the purchase for the\n\ncounty or the county purchasing agent shall solicit bids in the\n\nmanner described in paragraph 2 of this subsection. Nothing in this\n\nparagraph shall prohibit bids from being taken on an item currently\n\non a twelve-month bid list, at any time deemed necessary by the\n\ncounty purchasing agent. Whenever the county purchasing agent deems\n\nit necessary to take a bid on an item currently on a twelve-month\n\nbid list, the reason for the bid shall be entered into the minutes\n\nof the board of county commissioners;\n\n2. Bids shall be solicited by mailing or emailing a notice to\n\nall persons or firms who have made a written request of the county\n\npurchasing agent that they be notified of such bid solicitation and\nnty purchasing agent deems\n\nit necessary to take a bid on an item currently on a twelve-month\n\nbid list, the reason for the bid shall be entered into the minutes\n\nof the board of county commissioners;\n\n2. Bids shall be solicited by mailing or emailing a notice to\n\nall persons or firms who have made a written request of the county\n\npurchasing agent that they be notified of such bid solicitation and\n\nto all other persons or firms who might reasonably be expected to\n\nsubmit bids. Notice of solicitation of bids shall also be published\n\none time in a newspaper of general circulation in the county.\n\nNotices shall be mailed and published at least ten (10) days prior\n\nto the date on which the bids are opened. Proof of the mailing or\n\nemailing shall be made by the affidavit of the person mailing or\n\nemailing the request for bids and shall be made a part of the\n\nofficial records of the county purchasing agent. The notice shall\n\nspecify whether the county will consider written bids, electronic\n\nbids, or both; the decision to exclusively consider either written\n\nbids or electronic bids shall be determined pursuant to an\n\naffirmative vote of the board of county commissioners. Whenever any\n\nprospective supplier or vendor dealing in or listing for sale any\n\nparticular item or article required to be purchased or acquired by\n\nsealed bids fails to enter or offer a sealed bid for three\n\nsuccessive bid solicitations, the name of the supplier or vendor may\n\nbe dropped from the mailing lists of the board of county\n\ncommissioners;\n\n3. The sealed bids received from vendors and the state contract\n\nprice received from the applicable division of the Office of\n\nManagement and Enterprise Services shall be given to the county\n\nclerk by the county purchasing agent. The county clerk shall\n\nforward the sealed bids and state contract price, if any, to the\n\nboard of county commissioners;\n\n4. The board of county commissioners, in an open meeting, shall\n\nopen the sealed bids and compare them to the state contract price.\n\nThe board of county commissioners shall select the lowest and best\n\nbid based upon, if applicable, the availability of material and\n\ntransportation cost to the job site within thirty (30) days of the\n\nmeeting. For any special item not included on the list of needed or\n\ncommonly used items, the requisitioning official shall review the\n\nbids and submit a written recommendation to the board before final\n\napproval. The board of county commissioners shall keep a written\n\nrecord of the meeting as required by law, and any time the lowest\n\nbid was not considered to be the lowest and best bid, the reason for\n\nsuch conclusion shall be recorded. Whenever the board of county\n\ncommissioners rejects the written recommendation of the\n\nrequisitioning official pertaining to a special item, the reasons\n\nfor the rejection shall be entered in their minutes and stated in a\n\nletter to the requisitioning official and county purchasing agent;\n\n5. The county purchasing agent shall notify the successful\n\nbidders and shall maintain a copy of the notification. The county\n\npurchasing agent shall prepare and maintain a vendors list\n\nspecifying the successful bidders and shall notify each county\n\nofficer of the list. The county purchasing agent may remove any\n\nvendor from such list who refuses to provide goods or services as\n\nprovided by contract if the removal is authorized by the board of\n\ncounty commissioners. The county purchasing agent may make\n\npurchases from the remaining bidders for a price at or below the bid\n\nprice; and\n\n6. When bids have been solicited as provided for by law and no\n\nbids have been received, the procedure shall be as follows:\n\na. the county purchasing agent shall determine if\n\npotential vendors are willing to commit to a firm\n\nprice for a reduced period of time, and, if such is\n\nthe case, the bid procedure described in this\n\nsubsection shall be followed,\nor a price at or below the bid\n\nprice; and\n\n6. When bids have been solicited as provided for by law and no\n\nbids have been received, the procedure shall be as follows:\n\na. the county purchasing agent shall determine if\n\npotential vendors are willing to commit to a firm\n\nprice for a reduced period of time, and, if such is\n\nthe case, the bid procedure described in this\n\nsubsection shall be followed,\n\nb. if vendors are not willing to commit to a firm price\n\nfor a reduced period, the purchasing agent shall\n\nsolicit and record at least three quotes of current\n\nprices available to the county and authorize the\n\npurchase of goods or services based on the lowest and\n\nbest quote as it becomes necessary to acquire such\n\ngoods or services. The quotes shall be recorded on a\n\nform prescribed by the State Auditor and Inspector and\n\nshall be attached to the purchase order and filed with\n\nthe county clerk’s copy of the purchase order. Any\n\ntime the lowest quote was not considered to be the\n\nlowest and best quote, the reason for this conclusion\n\nshall be recorded by the county purchasing agent and\n\ntransmitted to the county clerk, or\n\nc. if three quotes are not available, a memorandum to the\n\ncounty clerk from the county purchasing agent shall\n\ndescribe the basis upon which a purchase is\n\nauthorized. The memorandum shall state the reasons\n\nwhy the price for such a purchase is the lowest and\n\nbest under the circumstances. The county clerk shall\n\nthen attach the memorandum to the county clerk’s copy\n\nof the purchase order and file both in the office of\n\nthe county clerk.\n\nC. After selection of a vendor, the procedure for the purchase,\n\nlease-purchase, or rental of supplies, materials, road and bridge\n\nconstruction services, equipment, and services used by a county\n\nshall be as follows:\n\n1. The county purchasing agent shall prepare a purchase order\n\nin quadruplicate and submit it with a copy of the requisition to the\n\ncounty clerk;\n\n2. The county clerk shall then encumber the amount stated on\n\nthe purchase order and assign a sequential number to the purchase\n\norder;\n\n3. If there is an unencumbered balance in the appropriation\n\nmade for that purpose by the county excise board, the county clerk\n\nshall so certify in the following form:\n\n“I hereby certify that the amount of this encumbrance has been\n\nentered against the designated appropriation accounts and that this\n\nencumbrance is within the authorized available balance of the\n\nappropriation.\n\nDated this ________ day of ________, 20__.\n\n________________________________\n\nCounty Clerk/Deputy\n\nof _____________________ County”.\n\nIn instances where it is impossible to ascertain the exact amount of\n\nthe indebtedness sought to be incurred at the time of recording the\n\nencumbrance, an estimated amount may be used. No purchase order\n\nshall be valid unless signed by the county purchasing agent and\n\ncertified by the county clerk; and\n\n4. The county clerk shall file the original purchase order and\n\nreturn three copies to the county purchasing agent who shall file a\n\ncopy, retain a copy for the county road and bridge inventory officer\n\nif the purchase order is for the purchase of equipment, supplies, or\n\nmaterials for the construction or maintenance of roads and bridges,\n\nand submit the other copy to the receiving officer of the requesting\n\ndepartment.\n\nD. 1. The procedure for the purchase of supplies, materials,\n\nequipment, and services at public auction or by sealed bid to be\n\nused by a county shall be as follows:\n\na. the county purchasing agent shall prepare a purchase\n\norder in quadruplicate and submit it with a copy of\n\nthe requisition to the county clerk,\n\nb. the county clerk shall then encumber the amount stated\n\non the purchase order and assign a sequential number\n\nto the purchase order,\n\nc. if there is an unencumbered balance in the\nuction or by sealed bid to be\n\nused by a county shall be as follows:\n\na. the county purchasing agent shall prepare a purchase\n\norder in quadruplicate and submit it with a copy of\n\nthe requisition to the county clerk,\n\nb. the county clerk shall then encumber the amount stated\n\non the purchase order and assign a sequential number\n\nto the purchase order,\n\nc. if there is an unencumbered balance in the\n\nappropriation made for that purpose by the county\n\nexcise board, the county clerk shall so certify in the\n\nfollowing form:\n\n“I hereby certify that the amount of this encumbrance\n\nhas been entered against the designated appropriation\n\naccounts and that this encumbrance is within the\n\nauthorized available balance of the appropriation.\n\nDated this ________ day of ________, 20__.\n\n________________________________\n\nCounty Clerk/Deputy\n\nof _____________________ County”.\n\nIn instances where it is impossible to ascertain the\n\nexact amount of the indebtedness sought to be incurred\n\nat the time of recording the encumbrance, an estimated\n\namount may be used. No purchase order shall be valid\n\nunless signed by the county purchasing agent and\n\ncertified by the county clerk, and\n\nd. the county clerk shall file the original purchase\n\norder and return three copies to the county purchasing\n\nagent who shall file a copy, retain a copy for the\n\ncounty road and bridge inventory officer if the\n\npurchase order is for the purchase of equipment,\n\nsupplies, or materials for the construction or\n\nmaintenance of roads and bridges, and submit the other\n\ncopy to the receiving officer of the requesting\n\ndepartment.\n\n2. The procedure for the purchase of supplies, materials, and\n\nequipment at a public auction when the purchase will be made with\n\nthe proceeds from the sale of county property at the same public\n\nauction is as follows:\n\na. the purchasing agent shall cause such items being sold\n\nto be appraised in the manner determined in Section\n\n421.1 of this title,\n\nb. the county purchasing agent shall prepare a purchase\n\norder in quadruplicate and submit it with a copy of\n\nthe requisition to the county clerk,\n\nc. the county clerk shall then encumber the amount of the\n\nappraised value and any additional funds obligated by\n\nthe county on the purchase order and assign a\n\nsequential number to the purchase order,\n\nd. the county clerk shall certify that the amount of the\n\nencumbrance is equal to the appraised value of the\n\nitem being sold plus any additional funds obligated by\n\nthe county. In effect, the recording of the\n\nencumbrance is an estimate that is authorized by law.\n\nNo purchase order shall be valid unless signed by the\n\ncounty purchasing agent and certified by the county\n\nclerk,\n\ne. the county clerk shall file the original purchase\n\norder and return three copies to the county purchasing\n\nagent who shall file a copy, retain a copy for the\n\ncounty road and bridge inventory officer if the\n\npurchase order is for the purchase of equipment,\n\nsupplies, or materials for the construction or\n\nmaintenance of roads and bridges, and submit the other\n\ncopy to the receiving officer of the requesting\n\ndepartment, and\n\nf. a purchase shall not be bid until such time that the\n\nappraised item or items are sold. Any item or items\n\npurchased shall not exceed the appraised value plus\n\nany additional funds obligated by the county or the\n\nactual selling price of the item or items, whichever\n\nis the lesser amount.\n\nE. The procedure for the receipt of items shall be as follows:\n\n1. A receiving officer for the requesting department shall be\n\nresponsible for receiving all items delivered to that department;\n\n2. Upon the delivery of an item, the receiving officer shall\n\ndetermine if a purchase order exists for the item being delivered;\n\n3. If no such purchase order has been provided, the receiving\n\nofficer shall refuse delivery of the item;\n\n4. If a purchase order is on file, the receiving officer shall\ne requesting department shall be\n\nresponsible for receiving all items delivered to that department;\n\n2. Upon the delivery of an item, the receiving officer shall\n\ndetermine if a purchase order exists for the item being delivered;\n\n3. If no such purchase order has been provided, the receiving\n\nofficer shall refuse delivery of the item;\n\n4. If a purchase order is on file, the receiving officer shall\n\nobtain a delivery ticket, bill of lading, or other delivery document\n\nand compare it with the purchase order. If any item is back-\n\nordered, the back order and estimated date of delivery shall be\n\nnoted in the receiving report;\n\n5. The receiving officer shall complete a receiving report in\n\nquadruplicate which shall state the quantity and quality of goods\n\ndelivered. The receiving report form shall be prescribed by the\n\nState Auditor and Inspector. The person delivering the goods shall\n\nacknowledge the delivery by signature, noting the date and time;\n\n6. The receiving officer shall file the original receiving\n\nreport and submit:\n\na. a copy of the purchase order and a copy of the\n\nreceiving report to the county purchasing agent, and\n\nb. a copy of the receiving report with the delivery\n\ndocumentation to the county clerk;\n\n7. The county purchasing agent shall file a copy of the\n\npurchase order and a copy of the receiving report;\n\n8. Upon receipt of the original receiving report and the\n\ndelivery documentation, the county clerk shall maintain a file until\n\nsuch time as an invoice is received from the vendor;\n\n9. The invoice shall state the name and address of the vendor\n\nand must be sufficiently itemized to clearly describe each item\n\npurchased, the unit price when applicable, the number or volume of\n\neach item purchased, the total price, the total purchase price, and\n\nthe date of the purchase;\n\n10. Upon receipt of an invoice, the county clerk shall compare\n\nthe following documents:\n\na. requisition,\n\nb. purchase order,\n\nc. invoice with noncollusion affidavit as required by\n\nlaw,\n\nd. receiving report, and\n\ne. delivery document.\n\nThe documents shall be available for public inspection during\n\nregular business hours; and\n\n11. If the documents conform as to the quantity and quality of\n\nthe items, the county clerk shall prepare a warrant for payment\n\naccording to procedures provided for by law.\n\nF. The following procedures are for the processing of purchase\n\norders:\n\n1. The purchasing agent shall be allowed up to three (3) days\n\nto process purchase orders to be presented to the board of county\n\ncommissioners for consideration and payment. Nothing herein shall\n\nprevent the purchasing agent from processing or the board of county\n\ncommissioners from consideration and payment of utilities, travel\n\nclaims, and payroll claims;\n\n2. The board of county commissioners shall consider the\n\npurchase orders so presented and act upon the purchase orders, by\n\nallowing in full or in part or by holding for further information or\n\ndisallowing the same. The disposition of purchase orders shall be\n\nindicated by the board of county commissioners, showing the amounts\n\nallowed or disallowed, and shall be signed by at least two members\n\nof the board of county commissioners. Any claim held over for\n\nfurther information shall be acted upon by allowing or disallowing\n\nsame at any future meeting of the board held within seventy-five\ndisallowing the same. The disposition of purchase orders shall be\n\nindicated by the board of county commissioners, showing the amounts\n\nallowed or disallowed, and shall be signed by at least two members\n\nof the board of county commissioners. Any claim held over for\n\nfurther information shall be acted upon by allowing or disallowing\n\nsame at any future meeting of the board held within seventy-five\n\n(75) days from the date of filing of the purchase order. Any\n\npurchase order not acted upon within the seventy-five (75) days from\n\nthe date of filing shall be deemed to have been disallowed, but such\n\ndisallowance shall not prevent the refiling of the purchase order at\n\nthe proper time; and\n\n3. Whenever any allowance, either in whole or in part, is made\n\nupon any purchase order presented to the board of county\n\ncommissioners and is accepted by the person making the claim, such\n\nallowance shall be a full settlement of the entire purchase order\n\nand provided that the cashing of warrant shall be considered as\n\nacceptance by the claimant.\n\nG. The procedure upon consumption or disposal of supplies,\n\nmaterials, or equipment shall be as follows:\n\n1. For consumable road or bridge items or materials, a\n\nquarterly report of the road and bridge projects completed during\n\nsuch period shall be prepared and kept on file by the consuming\n\ndepartment. The quarterly report may be prepared and kept\n\nelectronically by the consuming department. The report shall\n\ncontain a record of the date, the place, and the purpose for the use\n\nof the road or bridge items or materials. For purposes of\n\nidentifying county bridges, the board of county commissioners shall\n\nnumber each bridge subject to its jurisdiction; and\n\n2. For disposal of all equipment and information technology and\n\ntelecommunication goods which originally cost more than Five Hundred\n\nDollars ($500.00), resolution of disposal shall be submitted by the\n\nofficer on a form prescribed by the Office of the State Auditor and\n\nInspector to the board of county commissioners. The approval of the\n\nresolution of disposal shall be entered into the minutes of the\n\nboard.\n\nH. Inventory forms and reports shall be retained for not less\n\nthan two (2) years after all audit requirements for the state and\n\nfederal government have been fulfilled and after any pending\n\nlitigation involving the forms and reports has been resolved.\n\nI. The procedures provided for in this section shall not apply\n\nwhen a county officer certifies that an emergency exists requiring\n\nan immediate expenditure of funds. Such an expenditure of funds\n\nshall not exceed Five Thousand Dollars ($5,000.00). The county\n\nofficer shall give the county purchasing agent a written explanation\n\nof the emergency. The county purchasing agent shall attach the\n\nwritten explanation to the purchase order. The purchases shall be\n\npaid by attaching a properly itemized invoice, as described in this\n\nsection, to a purchase order which has been prepared by the county\n\npurchasing agent and submitting them to the county clerk for filing,\n\nencumbering, and consideration for payment by the board of county\n\ncommissioners.\n\nJ. The county purchasing agent may authorize county purchasing\n\nofficers to make acquisitions through the state purchase card\n\nprogram as authorized by the State Purchasing Director in accordance\n\nwith Section 85.5 of Title 74 of the Oklahoma Statutes and defined\n\nin Section 85.2 of Title 74 of the Oklahoma Statutes. A purchase\n\ncardholder shall sign a purchase card agreement prior to becoming a\n\ncardholder and attend purchase card procedure training as required\n\nby the State Purchasing Director. Complete descriptions of\n\npurchases made by county government entities shall be published as\n\nwarrants required to be published pursuant to Sections 444 and 445\n\nof this title.\ns - Title 19. Counties and County Officers Page 580\n\ncardholder shall sign a purchase card agreement prior to becoming a\n\ncardholder and attend purchase card procedure training as required\n\nby the State Purchasing Director. Complete descriptions of\n\npurchases made by county government entities shall be published as\n\nwarrants required to be published pursuant to Sections 444 and 445\n\nof this title.\n\nK. Nothing in this section shall prohibit counties from\n\nproviding material and/or services bids on the twelve-month bid list\n\nto all road and bridge projects and contracts. All non-road and\n\nbridge related construction contracts shall refer to subsection A of\n\nSection 103 of Title 61 of the Oklahoma Statutes.","path":["OK Code","Title 19"],"source_url":"https://www.oklegislature.gov/OK_Statutes/CompleteTitles/os19.pdf","current_through":"2026-08-14","vintage":"open-us-law v2026.08, retrieved 2026-09-14","retrieved_at":"2026-09-14T18:32:36Z","sha256":"ce1cb2b28a10d82c140e9153bc01161a0354c64b3f0722283a8a7ac2e9e47415","source_id":"us-ok","stale":false,"prev":"us-ok/okla.-stat.-tit.-19-19-1505v1","next":"us-ok/okla.-stat.-tit.-19-19-1506"},"notice":"GroundRules: Original legal text. Not legal advice."}