SECTION 340:2-13-97. Acquisitions in excess of $5,000 and not exceeding $10,000

(a)   If the acquisition is for an amount exceeding $5,000, but is not more than $10,000, the certified procurement officer (CPO) determines if the goods or services are available from a mandatory statewide contract or State Use supplier, a governmental agency, or non-mandatory statewide contracts. If the goods or services are available through one of these methods, the Oklahoma Department of Human Services (OKDHS) acquires the goods or services in this manner.

(1)   If the acquisition is not available utilizing one of the methods stated in this Section, OKDHS acquires the goods or services by an open market solicitation.

(2)   The CPO solicits quotes from at least three suppliers, if available, from the registered supplier list in the appropriate commodity classification that is maintained by the Department of Central Services (DCS) Central Purchasing Division. Additional potential suppliers may also be solicited.

(3)   The CPO secures written price quotations and delivery dates from suppliers.

(4)   If OKDHS and the supplier execute a contract for the acquisition, the supplier submits DCS Form 004, Certification for Competitive Bid and/or Contract (Non-Collusion Certification), pursuant to Section 85.22 of Title 74 of the Oklahoma Statutes.

(5)   OKDHS pays the supplier within 45 days following receipt, inspection, and acceptance of the acquisition.

(6)   OKDHS retains documents and records of each acquisition for three years following acquisition date.

(7)   All records and documentation are made available to the State Auditor and Inspector or the DCS State Purchasing Director upon request. All contracting and purchasing records required to be open under the Open Records Act are available.

(b)   OKDHS may not make split purchases for the purpose of evading the dollar threshold for competitive solicitations.

(c)   OKDHS may issue change orders to increase a purchase order for an acquisition not to exceed ten percent of the original purchase order total price unless the solicitation is based on a per unit price. In that case, increases may be made in excess of ten percent.

[Source: Added at 27 Ok Reg 1835, eff 7-1-10]