Oklahoma Administrative Code › Title 260 - Office of Management and Enterprise Services › Chapter 115 - Procurement › Subchapter 5 - State Agency Provisions › Section 260:115-5-7 - State agency purchasing procedures

Current through Vol. 41, No. 20, July 1, 2024
(a)
Development.
State agencies shall develop internal purchasing
				procedures for acquisitions by the state agency pursuant to 74 O.S.
				§85.39, "which shall, at a minimum, include provisions for the state
				agency's needs assessment, funding, routing, review, audits, monitoring, and
				evaluations". A state agency must include the method whereby a supplier may
				protest a contract award by the agency pursuant to
				260:115-3-19 in its internal
				purchasing procedures, and include provisions for procurement policies under
				statutorily applicable emergency events. Internal purchasing procedures are not
				effective until approved in accordance with this section.
(b)
Submission to State Purchasing
				Director.
The state agency shall submit a copy of the procedures to the
				State Purchasing Director. For the purposes of this section, "State Purchasing
				Director" does not include personnel of state agencies to whom the State
				Purchasing Director has delegated authority.
(c)
State Purchasing Director
				review.
The State Purchasing Director shall review the state agency's
				procedures to ensure compliance with provisions of the Oklahoma Central
				Purchasing Act, provisions of the State Use Committee, and the Central
				Purchasing rules.
(d)
OMES
				Director notice of approval or denial to state agency.
Within fifteen
				(15) business days of submission, the OMES Director shall notify the state
				agency if the procedures comply or indicate revisions necessary to bring the
				procedures into compliance.
(e)
State agency resubmission following disapproval.
The state agency
				shall resubmit procedures until the OMES Director notifies the state agency the
				procedures comply.
(f)
Purchasing procedure review.
State agency internal purchasing
				procedures should be reviewed by the state agency annually with recertification
				of the internal purchasing procedures by submission to the State Purchasing
				Director every two (2) years.
(g)
Purchasing procedure amendments.
If a state agency desires to
				amend the state agency's internal purchasing procedures, the state agency shall
				submit the new procedures in their entirety to the State Purchasing Director
				for review pursuant to the provisions of these rules.
(h)
State agency Purchase Card (P/Card)
				procedures.
A state agency shall amend its internal purchasing
				procedures to include the agency's Purchase Card (P/Card) procedures within six
				(6) months of completing the P/Card Program implementation process through
				OMES. The P/Card procedures shall include provisions for procurement policies
				under statutorily applicable emergency events and the state agency's approved
				food policy. The P/Card procedures must specify the process established by the
				agency to ensure a P/Card held by a terminated or separated employee or an
				employee who no longer has a job function requiring a P/Card, is promptly
				surrendered to the State Agency P/Card Administrator.