SECTION 300:20-1-4. Responsibilities

(a)   The Board of Directors is responsible for promulgating comprehensive Acquisition Rules, and for approving or delegating approval of acquisitions.

(b)   The General Manager shall have authority to approve acquisitions as may be delegated by the Board of Directors.

(c)   Subject to the approval of the Board of Directors, the General Manager may delegate acquisition approval to other employees of the Authority and determine the dollar threshold for acquisitions that must be competitively bid.

(d)   The Central Purchasing Unit has the responsibility for obligating the Authority and for making the final determination of source of supply, ultimate quantities acquired, delivery schedule, price, and commercial terms. These decisions will be made in conjunction with other departments as appropriate.

(e)   The Central Purchasing Unit is to serve as the exclusive channel through which all requests regarding prices and products are handled. This Unit and no other shall conduct all communications with suppliers involving prices or quotations. Close communication and coordination between the Central Purchasing Unit and the department requesting supplies must occur. The General Manager is responsible for determining the dollar threshold for those acquisitions that may be competitively bid by departments or units of the Authority outside of the Central Purchasing Unit. Subsections (d) and (e) do not apply to emergency acquisitions and low-dollar acquisitions or acquisitions competitively bid by departments, units, or employees other than the Central Purchasing Unit.

(f)   The Authority shall maintain a uniform set of procedures and forms to service the competitive bid process in accordance with the dollar thresholds determined by the General Manager, the process for non-competitive acquisitions (sole source, sole brand, State Use, etc.), and other acquisition matters, including, but not limited to, evaluation, award, change orders, contract administration, or disputes. Central Purchasing Unit personnel and any other designated department, unit, or personnel are responsible for obtaining bids on all material or services covered under these rules as described herein or the internal uniform procedures.

(g)   The Central Purchasing Unit with the approval of the General Manager may develop, test, utilize, or implement new or alternative acquisition procedures and practices that hold potential for making the Authority's acquisition process more effective and efficient or to be consistent with industry practices. Examples of such acquisition procedures and practices may include, but not be limited to, contract negotiations, reverse auctioning, electronic commerce for online solicitations, notifications, and award. If such practices substantially vary with any procedures herein, the General Manager will notify the Board of such variances on the monthly Acquisition report provided to the Board.

[Source: Added at 21 Ok Reg 2969, eff 7-25-04; Amended at 22 Ok Reg 1682, eff 12-20-04 (emergency); Amended at 22 Ok Reg 2359, eff 7-11-05; Amended at 23 Ok Reg 1323, eff 5-25-06; Amended at 25 Ok Reg 2381, eff 7-11-08; Amended at 27 Ok Reg 1796, eff 6-25-10; Amended at 30 Ok Reg 1116, eff 6-27-13; Amended at 32 Ok Reg 1013, eff 8-27-15]