reglab/statecodes huggingface dataset:
Oklahoma Administrative Code › Title 752 - University Hospitals Authority › Chapter 1 - Administrative Operations › Subchapter 3 - General Operations of the University Hospitals › Section 752:1-3-3 - Executive sessions [Revoked]

Current through Vol. 41, No. 20, July 1, 2024
Added at 11 Ok Reg 409, eff 10-25-93 (emergency); Added at 11 Ok Reg 4259, eff 7-25-94
Oklahoma Administrative Code › Title 752 - University Hospitals Authority › Chapter 1 - Administrative Operations › Subchapter 3 - General Operations of the University Hospitals › Section 752:1-3-4 - Notice of meeting [Revoked]

Current through Vol. 41, No. 20, July 1, 2024
Added at 11 Ok Reg 409, eff 10-25-93 (emergency); Added at 11 Ok Reg 4259, eff 7-25-94
Oklahoma Administrative Code › Title 752 - University Hospitals Authority › Chapter 1 - Administrative Operations › Subchapter 3 - General Operations of the University Hospitals › Section 752:1-3-5 - Agenda items [Revoked]

Current through Vol. 41, No. 20, July 1, 2024
Added at 11 Ok Reg 409, eff 10-25-93 (emergency); Added at 11 Ok Reg 4259, eff 7-25-94
Oklahoma Administrative Code › Title 752 - University Hospitals Authority › Chapter 1 - Administrative Operations › Subchapter 5 - Administrative Rules › Section 752:1-5-1 - Procedures for adoption, amendment and repeal of rules

Current through Vol. 41, No. 20, July 1, 2024
(a) The Authority may adopt, amend or repeal a rule on their own initiative, and may adopt, amend or repeal a rule at the request or recommendation of the CEO.
(b) The Authority may on their own motion, conduct hearings on proposed new rules, amendments or repeal of rules.
(c) Any interested person may petition the Authority, requesting the adoption, amendment, or repeal of a rule. All such petitions shall be in writing, and be filed with the principal office. The petition shall include the name and address of the petitioning party and shall state clearly and concisely all matters pertaining to the requested' action and the reasons for the request.
(d) The time and location of hearing shall be stated in the notice as required under the Oklahoma Open Meetings Act and shall be conducted in accordance with the Administrative Procedures Act.
(e) Any person who is interested or affected by proposed actions may appear at the hearing, if such a hearing is held or required by law. An appearance may be made individually, by an attorney, or by an authorized agent.
Added at 11 Ok Reg 409, eff 10-25-93 (emergency); Added at 11 Ok Reg 4259, eff 7-25-94
Oklahoma Administrative Code › Title 752 - University Hospitals Authority › Chapter 1 - Administrative Operations › Subchapter 5 - Administrative Rules › Section 752:1-5-2 - Requests for declaratory rulings [Revoked]

Current through Vol. 41, No. 20, July 1, 2024
Added at 11 Ok Reg 409, eff 10-25-93 (emergency); Added at 11 Ok Reg 4259, eff 7-25-94
Oklahoma Administrative Code › Title 752 - University Hospitals Authority › Chapter 1 - Administrative Operations › Subchapter 7 - Formal and Informal Procedures › Section 752:1-7-1 - Purpose

Current through Vol. 41, No. 20, July 1, 2024
The rules in this Subchapter describe general formal and informal procedures the Authority uses to take action and make decisions.
Added at 11 Ok Reg 409, eff 10-25-93 (emergency); Added at 11 Ok Reg 4259, eff 7-25-94
Oklahoma Administrative Code › Title 752 - University Hospitals Authority › Chapter 1 - Administrative Operations › Subchapter 7 - Formal and Informal Procedures › Section 752:1-7-2 - Right of the CEO to initiate action

Current through Vol. 41, No. 20, July 1, 2024
The CEO may take whatever action is consistent with the rules in this Title to carry out the duties of the CEO and accomplish the objectives of any program or activity within his or her authority. The CEO may use formal procedures or informal procedures, such as telephone calls, letters, meetings, mediation, investigations or other appropriate methods to resolve concerns.
Added at 11 Ok Reg 409, eff 10-25-93 (emergency); Added at 11 Ok Reg 4259, eff 7-25-94
Oklahoma Administrative Code › Title 752 - University Hospitals Authority › Chapter 1 - Administrative Operations › Subchapter 7 - Formal and Informal Procedures › Section 752:1-7-3 - Complaints [Revoked]

Current through Vol. 41, No. 20, July 1, 2024
Added at 11 Ok Reg 409, eff 10-25-93 (emergency); Added at 11 Ok Reg 4259, eff 7-25-94
Oklahoma Administrative Code › Title 752 - University Hospitals Authority › Chapter 1 - Administrative Operations › Subchapter 7 - Formal and Informal Procedures › Section 752:1-7-4 - Representation [Revoked]

Current through Vol. 41, No. 20, July 1, 2024
Added at 11 Ok Reg 409, eff 10-25-93 (emergency); Added at 11 Ok Reg 4259, eff 7-25-94
Oklahoma Administrative Code › Title 752 - University Hospitals Authority › Chapter 10 - Purchasing Rules [Revoked] › Section 752:10-1-1 - Purpose [Revoked]

Current through Vol. 41, No. 20, July 1, 2024
Added at 11 Ok Reg 415, eff 10-25-93 (emergency); Added at 11 Ok Reg 4263, eff 7-25-94
Oklahoma Administrative Code › Title 752 - University Hospitals Authority › Chapter 10 - Purchasing Rules [Revoked] › Section 752:10-1-2 - Definitions [Revoked]

Current through Vol. 41, No. 20, July 1, 2024
Added at 11 Ok Reg 415, eff 10-25-93 (emergency); Added at 11 Ok Reg 4263, eff 7-25-94
Oklahoma Administrative Code › Title 752 - University Hospitals Authority › Chapter 10 - Purchasing Rules [Revoked] › Section 752:10-1-3 - General purchasing provisions [Revoked]

Current through Vol. 41, No. 20, July 1, 2024
Added at 11 Ok Reg 415, eff 10-25-93 (emergency); Added at 11 Ok Reg 4263, eff 7-25-94
Oklahoma Administrative Code › Title 752 - University Hospitals Authority › Chapter 10 - Purchasing Rules [Revoked] › Section 752:10-1-4 - Vendor registration [Revoked]

Current through Vol. 41, No. 20, July 1, 2024
Added at 11 Ok Reg 415, eff 10-25-93 (emergency); Added at 11 Ok Reg 4263, eff 7-25-94
Oklahoma Administrative Code › Title 752 - University Hospitals Authority › Chapter 10 - Purchasing Rules [Revoked] › Section 752:10-1-5 - Vendor retention and removal from bidders list [Revoked]

Current through Vol. 41, No. 20, July 1, 2024
Added at 11 Ok Reg 415, eff 10-25-93 (emergency); Added at 11 Ok Reg 4263, eff 7-25-94
Oklahoma Administrative Code › Title 752 - University Hospitals Authority › Chapter 10 - Purchasing Rules [Revoked] › Section 752:10-1-6 - Vendor samples [Revoked]

Current through Vol. 41, No. 20, July 1, 2024
Added at 11 Ok Reg 415, eff 10-25-93 (emergency); Added at 11 Ok Reg 4263, eff 7-25-94
Oklahoma Administrative Code › Title 752 - University Hospitals Authority › Chapter 10 - Purchasing Rules [Revoked] › Section 752:10-1-7 - Submission of bids [Revoked]

Current through Vol. 41, No. 20, July 1, 2024
Added at 11 Ok Reg 415, eff 10-25-93 (emergency); Added at 11 Ok Reg 4263, eff 7-25-94
Oklahoma Administrative Code › Title 752 - University Hospitals Authority › Chapter 10 - Purchasing Rules [Revoked] › Section 752:10-1-8 - Bid openings [Revoked]

Current through Vol. 41, No. 20, July 1, 2024
Added at 11 Ok Reg 415, eff 10-25-93 (emergency); Added at 11 Ok Reg 4263, eff 7-25-94
Oklahoma Administrative Code › Title 752 - University Hospitals Authority › Chapter 10 - Purchasing Rules [Revoked] › Section 752:10-1-9 - Bid tabulations [Revoked]

Current through Vol. 41, No. 20, July 1, 2024
Added at 11 Ok Reg 415, eff 10-25-93 (emergency); Added at 11 Ok Reg 4263, eff 7-25-94
Oklahoma Administrative Code › Title 752 - University Hospitals Authority › Chapter 10 - Purchasing Rules [Revoked] › Section 752:10-1-10 - Award of bid [Revoked]

Current through Vol. 41, No. 20, July 1, 2024
Added at 11 Ok Reg 415, eff 10-25-93 (emergency); Added at 11 Ok Reg 4263, eff 7-25-94
Oklahoma Administrative Code › Title 752 - University Hospitals Authority › Chapter 10 - Purchasing Rules [Revoked] › Section 752:10-1-11 - Terms and conditions for acceptable bids [Revoked]

Current through Vol. 41, No. 20, July 1, 2024
Added at 11 Ok Reg 415, eff 10-25-93 (emergency); Added at 11 Ok Reg 4263, eff 7-25-94
Oklahoma Administrative Code › Title 752 - University Hospitals Authority › Chapter 10 - Purchasing Rules [Revoked] › Section 752:10-1-12 - Challenge of award [Revoked]

Current through Vol. 41, No. 20, July 1, 2024
Added at 11 Ok Reg 415, eff 10-25-93 (emergency); Added at 11 Ok Reg 4263, eff 7-25-94
Oklahoma Administrative Code › Title 752 - University Hospitals Authority › Chapter 10 - Purchasing Rules [Revoked] › Section 752:10-1-13 - Administrative review [Revoked]

Current through Vol. 41, No. 20, July 1, 2024
Added at 11 Ok Reg 415, eff 10-25-93 (emergency); Added at 11 Ok Reg 4263, eff 7-25-94
Oklahoma Administrative Code › Title 752 - University Hospitals Authority › Chapter 10 - Purchasing Rules [Revoked] › Section 752:10-1-14 - Group purchasing acquisition [Revoked]

Current through Vol. 41, No. 20, July 1, 2024
Added at 11 Ok Reg 415, eff 10-25-93 (emergency); Added at 11 Ok Reg 4263, eff 7-25-94
Oklahoma Administrative Code › Title 752 - University Hospitals Authority › Chapter 10 - Purchasing Rules [Revoked] › Section 752:10-1-15 - Sole source contracts [Revoked]

Current through Vol. 41, No. 20, July 1, 2024
Added at 11 Ok Reg 415, eff 10-25-93 (emergency); Added at 11 Ok Reg 4263, eff 7-25-94
Oklahoma Administrative Code › Title 752 - University Hospitals Authority › Chapter 10 - Purchasing Rules [Revoked] › Section 752:10-1-16 - Emergency acquisition process [Revoked]

Current through Vol. 41, No. 20, July 1, 2024
Added at 11 Ok Reg 415, eff 10-25-93 (emergency); Added at 11 Ok Reg 4263, eff 7-25-94
Oklahoma Administrative Code › Title 752 - University Hospitals Authority › Chapter 10 - Purchasing Rules [Revoked] › Section 752:10-1-17 - Delegation of authority [Revoked]

Current through Vol. 41, No. 20, July 1, 2024
Added at 11 Ok Reg 415, eff 10-25-93 (emergency); Added at 11 Ok Reg 4263, eff 7-25-94
Oklahoma Administrative Code › Title 752 - University Hospitals Authority › Chapter 10 - Purchasing Rules [Revoked] › Section 752:10-1-18 - Authority order [Revoked]

Current through Vol. 41, No. 20, July 1, 2024
Added at 11 Ok Reg 415, eff 10-25-93 (emergency); Added at 11 Ok Reg 4263, eff 7-25-94
Oklahoma Administrative Code › Title 752 - University Hospitals Authority › Chapter 10 - Purchasing Rules [Revoked] › Section 752:10-1-19 - Purchases in excess of $2,500 and not exceeding $10,000 [Revoked]

Current through Vol. 41, No. 20, July 1, 2024
Added at 11 Ok Reg 415, eff 10-25-93 (emergency); Added at 11 Ok Reg 4263, eff 7-25-94
Oklahoma Administrative Code › Title 752 - University Hospitals Authority › Chapter 10 - Purchasing Rules [Revoked] › Section 752:10-1-20 - Professional service contracts [Revoked]

Current through Vol. 41, No. 20, July 1, 2024
Added at 11 Ok Reg 415, eff 10-25-93 (emergency); Added at 11 Ok Reg 4263, eff 7-25-94
Oklahoma Administrative Code › Title 752 - University Hospitals Authority › Chapter 11 - Acquisitions and Construction › Subchapter 1 - General Provisions › Section 752:11-1-3 - General provisions

Current through Vol. 41, No. 20, July 1, 2024
(a) Goods and services shall be acquired by one of the following methods:
(1) Acquisition of products and/or services through organized buying groups such as OMES state-wide contractsor through similar federal contracts.
(2) Direct purchase order for products and/or services to the supplier within the authorized dollar amounts and other limitations contained in Subchapter 2 of this Chapter.
(3) Formal or informal competitive solicitation of products and services.
(4) Sole Source acquisitions according to the procedure set forth in Subchapter 2 of this Chapter.
(5) Donation.
Oklahoma Administrative Code › Title 752 - University Hospitals Authority › Chapter 11 - Acquisitions and Construction › Subchapter 1 - General Provisions › Section 752:11-1-4 - Ethics

Current through Vol. 41, No. 20, July 1, 2024
(a) Employees of the Authority shall be subject to rules promulgated by the Oklahoma Ethics Commission concerning gifts from suppliers.
(b) One year limitation for certain contracts. Unless otherwise provided by law, the Authority shall not enter into a sole source or professional services contract or a contract for the services of any person who has terminated employment with or who has been terminated by the Authority for one (1) year after the termination date of the employee from the Authority. [74 O.S. § 85.42]
Oklahoma Administrative Code › Title 752 - University Hospitals Authority › Chapter 11 - Acquisitions and Construction › Subchapter 1 - General Provisions › Section 752:11-1-5 - Online bidding [74 O.S. Section 85.45r]

Current through Vol. 41, No. 20, July 1, 2024
The Authority has determined that electronic or online bidding is often more advantageous than other procurement methods and thus may use online bidding to obtain bids for the purchase of goods, services, construction, and information services, where and as necessary. The Authority does not provide online bidding for bids and proposals that must be bid competitively.
Oklahoma Administrative Code › Title 752 - University Hospitals Authority › Chapter 11 - Acquisitions and Construction › Subchapter 1 - General Provisions › Section 752:11-1-6 - Transparency

Current through Vol. 41, No. 20, July 1, 2024
The Authority purchases a substantial volume of goods and services while maintaining over 1,500,000 square feet of hospital, clinical, academic, and office space. These goods and services should be acquired through an open and competitive process, which shall include:
(1) Acquisitions and all other financial matters related to the Authority are subject to the provisions of the Open Records Act unless otherwise specified in Title 63.
(2) The Authority will have an annual audit performed by a nationally-recognized auditing firm or the State Auditor and Inspector. Said audit will be provided to the Board, House of Representatives, Senate, Governor, OMES, and State Auditor and Inspector [63 O.S.  §
									3208(A)(13)  ].
(3) Acquisition records shall be maintained for a minimum of seven (7) years following completion and/or termination of the acquisition provided all audits have been completed, all applicable audit reports have been accepted and resolved by all applicable federal and state agencies, and provided no legal actions are pending. If an audit, litigation, or other action involving such records is started before the end of the seven (7) year period, the records shall be maintained for two (2) years from the date all issues arising from the audit, litigation or action are resolved or until the end of the seven (7) year retention period, whichever is later. Acquisition files shall contain justification for the acquisition supporting documentation, copies of all contracts, if any, evaluations, and written reports if required by contract [74 O.S. § 85.39(C)]. Records relating to acquisitions using federal or restricted funding sources shall comply with retention requirements dictated by those sources if those requirements are in excess of statutory requirements [74 O.S. § 85.39(C)].
(4) The Authority will provide a copy of its inventory to OMES in accordance with statute.
Oklahoma Administrative Code › Title 752 - University Hospitals Authority › Chapter 11 - Acquisitions and Construction › Subchapter 1 - General Provisions › Section 752:11-1-7 - Statutory increases

Current through Vol. 41, No. 20, July 1, 2024
Any monetary acquisition or construction threshold set forth in these Policies and Procedures will automatically be updated and incorporated herein consistent with any later act of the Legislature that increases the monetary thresholds set forth in Title 74 of the Oklahoma Statutes.
Oklahoma Administrative Code › Title 752 - University Hospitals Authority › Chapter 11 - Acquisitions and Construction › Subchapter 3 - Purchasing › Section 752:11-3-1 - Supplier selection and standard requirements

Current through Vol. 41, No. 20, July 1, 2024
(a)
Supplier List.
Any supplier wishing to do business with the Authority should register on the Supplier List maintained by OMES. The Authority may send solicitations or make acquisitions from suppliers who are not on the Supplier List, but the supplier must be registered with OMES prior to the awarding of a contract.
(b)
State use.
The Authority shall make acquisitions from suppliers on the State Use Committee procurement schedule regardless of the purchase price. [74 O.S. § 85.12(C); 74 O.S. § 3007]
(c)
Oklahoma Correctional Industries (OCI).
The Authority may make acquisitions from OCI if an acquisition is not available from the State Use Committee pursuant to 74 O.S. § 3007(A) provided the conditions of 57 O.S. § 549.1 are satisfied.
(d)
Statewide and Federal contracts.
The Authority may make acquisitions from statewide contracts. The Authority may also make acquisitions through General Service Administration contracts or other Federal contracts if:
(a) allowed for under the terms of a federally funded project;
(b) the acquisitions are not on a current statewide contract, or
(c) if the terms of the Federal contract are more favorable than the terms of a statewide contract for the same products. [74 O.S. § 85.12(C); 74 O.S. § 84.12(B)(20)]
Oklahoma Administrative Code › Title 752 - University Hospitals Authority › Chapter 11 - Acquisitions and Construction › Subchapter 3 - Purchasing › Section 752:11-3-2 - Acquisitions

Current through Vol. 41, No. 20, July 1, 2024
(a) Only the CEO, CFO, PO, or State Purchasing Director may issue a purchase order for direct acquisitions. Requests for purchase orders shall describe why the acquisition is needed.
(b) All maintenance/construction related requests shall be reviewed and approved by the CFMO or comparable position before submittal to the CEO, CFO, or PO.
(c) When acquisitions will be financed using federal funding sources, the Code of Federal Regulations Title 2, Subtitle II part A  §
									200.320   will be referenced in conjunction with the following guidance.
(1)
Acquisitions Not Exceeding $25,000 or Other Limit as Permitted for CPOs.
Acquisitions of $25,000 or less, unless the CPO is permitted to make acquisitions of another higher limit, will be made on the open market using a fair and reasonable acquisition process and is conducted pursuant to this Subchapter.
(2)
Acquisitions Between $25,000 and $250,000.
Acquisitions between $25,000 and $250,000 require formal or informal competitive solicitation. Where possible, the Authority may solicit suppliers from the Supplier List maintained by OMES, with selection of suppliers rotated whenever there are more suppliers on the list than the necessary number of solicitations. For bids between $25,000 and $100,000, the Authority will solicit or otherwise obtain a minimum of three solicitations when possible. For bids between $100,000 and $250,000, the Authority will solicit or otherwise obtain a minimum of five solicitations when possible. If the requisite number of solicitations cannot be made, the CEO shall be informed of the reason why with such information documented in the acquisition file.
(3)
Acquisition above $250,000.
Acquisitions above $250,000 require a formal sealed competitive bidding process as outlined in this Subchapter.
Oklahoma Administrative Code › Title 752 - University Hospitals Authority › Chapter 11 - Acquisitions and Construction › Subchapter 3 - Purchasing › Section 752:11-3-3 - Formal or Informal Competitive Solicitations ($25,000 - $250,000)

Current through Vol. 41, No. 20, July 1, 2024
(a) The Authority shall solicit or otherwise obtain prices and delivery dates by mail, telephone, facsimile, or by electronic commerce and shall prepare written evaluation criteria to be considered in selection of the supplier.
(b) The Authority shall provide the specifications, terms, and conditions for the acquisition to each supplier selected for notification.
(c) The Authority shall solicit bids in a manner that ensures minority businesses, women's business enterprises, and small businesses, and labor surplus are aware of solicitations and utilized when possible.
(d) All awards shall be based on lowest and best or Best Value criteria [74 O.S. § 85.2]. Documentation of prices, delivery dates, and the evaluation shall be placed in the acquisition file.
(e) Based on the complexity of the solicitation, the Authority may require a formal competitive solicitation, up to and including sealed solicitation.
Oklahoma Administrative Code › Title 752 - University Hospitals Authority › Chapter 11 - Acquisitions and Construction › Subchapter 3 - Purchasing › Section 752:11-3-4 - Competitive sealed solicitations ($250,000+)

Current through Vol. 41, No. 20, July 1, 2024
(a)
Solicitations generally.
Competitive sealed solicitations for acquisitions shall be issued by invitation to bid, request for proposal, or request for quotation. The solicitation shall include, at a minimum:
(1) any information regarding limitations on contact between suppliers and the Authority personnel during the solicitation process;
(2) whether the evaluation method will be lowest and best or Best Value;
(3) specifications or a statement of work;
(4) the closing date and time for acceptance of bids;
(5) the location of bid opening;
(6) general terms and conditions offered by the State Purchasing Director
(7) whether preferential scoring will be given to organizations based in the United States of America, and/or small, minority and women business enterprise; and,
(8) if applicable, identification of federal funding sources.
Oklahoma Administrative Code › Title 752 - University Hospitals Authority › Chapter 11 - Acquisitions and Construction › Subchapter 3 - Purchasing › Section 752:11-3-5 - Bid submission

Current through Vol. 41, No. 20, July 1, 2024
(a)
Bid locations.
Bidders shall submit bids to the location the solicitation specifies.
(b)
Electronic bids.
Bids submitted in response to a formal or informal competitive solicitation pursuant to this Subchapter may be submitted electronically. Electronic submission of bids, when allowed, must be submitted in such manner that the time and date of submission are electronically linked to the bid and cannot be changed.
(c)
Sealed bids.
Bids submitted in response to competitive sealed solicitations pursuant to this Subchapter, the Authority will clearly mark the receipt date and time on the outside of all bid envelopes or containers. Late bids shall not be considered responsive and shall not be evaluated. Late bids will be returned unopened in a timely manner if the bidder requests the return of the unopened bid.
(d)
Alternate bids.
Unless the solicitation prohibits, a bidder may submit alternate bids, but an alternate bid cannot materially deviate from the original solicitation specifications. Alternate bids must also be complete bids and shall be clearly marked to identify them as an alternate bid.
(e)
All or some.
If permitted to bid on less than all of a contract pursuant to the solicitation, the bidder may indicate on the bid whether it is for all or some, specifying what portions or items the supplier is willing to fulfill.
(f)
Delivery dates.
If the solicitation does not specify a delivery date for goods or services, the bidder shall specify a delivery date in the bid.
(g)
Clarification.
The Authority may solicit clarification from a bidder regarding the bid, but such clarification shall not allow a bidder the opportunity to alter or supplement bid pricing.
Oklahoma Administrative Code › Title 752 - University Hospitals Authority › Chapter 11 - Acquisitions and Construction › Subchapter 3 - Purchasing › Section 752:11-3-6 - Bid changes and withdrawal

Current through Vol. 41, No. 20, July 1, 2024
(a) A bidder wishing to change a bid submitted to the Authority shall withdraw the submitted bid and submit another bid before the closing date and time.
(b) bidder desiring to withdraw a bid entirely shall submit to the Authority a written withdrawal request created on the bidder's company letterhead, signed by the bidder's authorized representative. The withdrawal request must specify the method for returning or disposing of the bid.
Oklahoma Administrative Code › Title 752 - University Hospitals Authority › Chapter 11 - Acquisitions and Construction › Subchapter 3 - Purchasing › Section 752:11-3-7 - Non-responsive bids

Current through Vol. 41, No. 20, July 1, 2024
The Authority shall document in the acquisition file if a bid is non-responsive and should be rejected on that basis. A bid may be rejected for reasons including, but not limited, to the following:
(1) Late bids received after the closing date and time;
(2) Failure to meet the terms and conditions of the solicitation;
(3) Missing forms or other required information;
(4) Incomplete forms;
(5) Illegible forms or forms not submitted in the proper format;
(6) Alterations appearing without initials of the person making the alteration;
(7) Use of an unauthorized signature when an authorized signature is required;
(8) Absence of a notary seal when and if a form calls for same;
(9) Missing bid bond or other surety;
(10) Items and/or services offered are not suitable for the intended use;
(11) Bid pricing does not meet the requirements of a solicitation or is determined by the evaluation committee to be excessive; and
(12) Failure to acknowledge a solicitation amendment.
Oklahoma Administrative Code › Title 752 - University Hospitals Authority › Chapter 11 - Acquisitions and Construction › Subchapter 3 - Purchasing › Section 752:11-3-8 - Contract negotiation and award

Current through Vol. 41, No. 20, July 1, 2024
(a) Bid Documents. Documents submitted by a bidder in response to a solicitation are public records and will be available for review upon request, unless otherwise deemed proprietary or confidential, but only after a supplier is selected and the contract is awarded. If the bidder submits information in a response to a solicitation that the bidder considers proprietary or confidential, the bidder shall:
(1) submit such information separately;
(2) specifically identify what information is proprietary or confidential upon each page containing proprietary or confidential information;
(3) enumerate the specific reasons based on applicable law which support treatment of the material as exempt from disclosure; and
(4) conspicuously mark on the bid or bid package that it contains proprietary or confidential information.
Oklahoma Administrative Code › Title 752 - University Hospitals Authority › Chapter 11 - Acquisitions and Construction › Subchapter 3 - Purchasing › Section 752:11-3-9 - Contract management

Current through Vol. 41, No. 20, July 1, 2024
(a)
Contract performance.
A supplier shall deliver acquisitions within time periods specified in the contract. The Authority shall inspect acquisitions within a reasonable time following supplier delivery. Nevertheless, the Authority may reject acquisitions from the supplier that do not meet specifications or other terms or conditions of the contract regardless of the timing of an inspection, and the supplier shall pay costs to retrieve and replace acquisitions that do not meet specifications with a conforming item or service. Title to goods and services does not pass to the Authority until it has received, inspected, and accepted the goods and services. The Authority will place in the acquisition file the date of delivery, the name and address of the supplier, a description of the goods received, and the signature of the receiving agency employee.
(b)
Change orders.
Contracts awarded through formal or informal competitive solicitations pursuant to this Subchapter cannot exceed $50,000 with cumulative change orders without advertising for bids on that part of the contract which is in excess of $50,000. Contracts awarded through competitive sealed solicitation pursuant to this Subchapter may be increased by an amount that does not exceed 10 percent of the total acquisition purchase price. In determining the 10 percent dollar amount, the cumulative value of all change orders shall be compared to the original total acquisition price. [See 74 O.S. § 85.7(A)(1)(b)]
(c)
Advance payment.
The Authority shall not pay for acquisitions a supplier has yet to deliver.
Oklahoma Administrative Code › Title 752 - University Hospitals Authority › Chapter 11 - Acquisitions and Construction › Subchapter 3 - Purchasing › Section 752:11-3-10 - Acquisitions by facilities management and housekeeping contractor

Current through Vol. 41, No. 20, July 1, 2024
(a) The Authority may contract with suppliers to provide facilities management and/or housekeeping services. Contracts for these services may be cost plus, when applicable, and shall be competitively bid.
(b) Terms of the contracts shall detail purchasing authority and responsibilities of the supplier. All acquisitions requiring Authority reimbursement per terms of the contract must be preapproved by the CFMO or comparable position. At a minimum, the supplier shall be required to follow 752:11-3-2, with the supplier permitted to make acquisitions not exceeding $25,000 on the open market. The Authority shall manage the acquisition process of any maintenance/construction project over $250,000 and shall follow the competitive bidding rules as identified at 752:11-3-3. The Authority reserves the right to set internal policies for managing the acquisition process of any maintenance/construction project under $250,000.
Oklahoma Administrative Code › Title 752 - University Hospitals Authority › Chapter 11 - Acquisitions and Construction › Subchapter 3 - Purchasing › Section 752:11-3-11 - Professional service contracts

Current through Vol. 41, No. 20, July 1, 2024
(a) A standard format for all agreements will be on file and changes will be coordinated with the PO. All professional service contracts must be forwarded to the PO for retention after approval by the CEO. The PO shall retain a central file that will contain:
(1) Official copy of the contract or purchase order
(2) Amendments
(3) Compliance audits or reviews
(4) Historical supplier performance
(5) The requisition
(6) Other related documents
Oklahoma Administrative Code › Title 752 - University Hospitals Authority › Chapter 11 - Acquisitions and Construction › Subchapter 3 - Purchasing › Section 752:11-3-12 - Sole source contracts

Current through Vol. 41, No. 20, July 1, 2024
The Authority need not seek competitive bids and may enter into a single or sole source contract for goods and services when Authority personnel seeking the acquisition completes a certification prepared on a form approved by the PO which gives all the reasons why the specifications merit restriction of the goods or services to one person or business. The certification will then be reviewed by the PO and approved and signed by the CEO with such certification retained in the acquisition file. [See 75 O.S. § 85.44D.1] Falsely executed sole source contracts shall be grounds for discipline up to and including termination.
Oklahoma Administrative Code › Title 752 - University Hospitals Authority › Chapter 11 - Acquisitions and Construction › Subchapter 3 - Purchasing › Section 752:11-3-13 - Emergency acquisitions

Current through Vol. 41, No. 20, July 1, 2024
In the event of an Emergency Condition, the Authority may make an acquisition without following this Subchapter. In that event, the Authority will select a supplier or a group of suppliers to notify by telephone, facsimile, or by electronic means. The Authority will nevertheless obtain necessary documentation as identified at 752:11-3-1. All emergency acquisitions will be reviewed by the CEO and CFO and will be signed by the CEO.
Oklahoma Administrative Code › Title 752 - University Hospitals Authority › Chapter 11 - Acquisitions and Construction › Subchapter 3 - Purchasing › Section 752:11-3-14 - Credit/debit card

Current through Vol. 41, No. 20, July 1, 2024
(a) The PO is the only employee authorized to use a credit or debit card to make purchases on behalf of the Authority. The card shall not be loaned to another person. The PO shall immediately return said credit or debit card to the CFO upon separation of employment.
(b) The PO shall ensure that the card is kept in a secure manner and that the account number on the card is not posted or left in a conspicuous place.
(c) A receipt shall be obtained for all purchases regardless of order method. The receipt shall give an itemized and detailed description of the purchase and must include at a minimum:
(1) name and location of supplier;
(2) date of purchase;
(3) description of product purchased;
(4) unit price and quantity purchased; and
(5) transaction total.
Oklahoma Administrative Code › Title 752 - University Hospitals Authority › Chapter 11 - Acquisitions and Construction › Subchapter 3 - Purchasing › Section 752:11-3-15 - Acquisitions requiring CEO approval

Current through Vol. 41, No. 20, July 1, 2024
(a) The Board grants authority to sign contractual documents in most instances to the CEO. Some contracts may also require Board member signature. The CEO may delegate such signature authority to appropriate Authority officers and directors. Unless the CEO specifically delegates this authority to an individual, they may not sign any document whatsoever that binds or has the appearance of binding the Authority; documents signed by an individual without signature authority shall be void, and the signatory shall be subject to discipline up to and including termination. Such documents include, but are not limited to, purchase orders, grants, contracts, sub-contracts, licenses, leases, funding documents, applications, extensions and renewals, letters and/or memoranda of understanding, sales orders, assurances, work orders, etc.
(b) Any acquisitions exceeding $10,000 that are not related to maintenance or construction activities must be preapproved by the CEO.
(c) All invoices must be approved by the CEO and CFO or comparable position before supplier payment. Invoices shall not be submitted to the CEO and CFO for signature unless the requesting staff has verified that the acquisition met the required specifications.
Oklahoma Administrative Code › Title 752 - University Hospitals Authority › Chapter 11 - Acquisitions and Construction › Subchapter 5 - Design Consultants › Section 752:11-5-1 - Registration of Design Consultants

Current through Vol. 41, No. 20, July 1, 2024
All Design Consultants desiring to perform services for the Authority must be registered with OMES. Any consultant not registered with OMES at the time the Authority announces a project may register with OMES and submit a letter of interest to the Authority.
Oklahoma Administrative Code › Title 752 - University Hospitals Authority › Chapter 11 - Acquisitions and Construction › Subchapter 5 - Design Consultants › Section 752:11-5-2 - Selection procedure

Current through Vol. 41, No. 20, July 1, 2024
(a) The Authority shall develop a description of the project which shall include:
(1) A narrative description of the work being planned.
(2) The estimated cost and time schedule of the project.
(3) The source of the funding i.e., appropriated state money, federal funding or other source of funding. Any funds designated for the project which has specific limitation of use, including deadlines for expenditure, shall be clearly defined and explained in the project description.
(4) Any other pertinent data which would assist a consultant in determining his interest in the project.
Oklahoma Administrative Code › Title 752 - University Hospitals Authority › Chapter 11 - Acquisitions and Construction › Subchapter 5 - Design Consultants › Section 752:11-5-3 - Scheduling and performing interviews

Current through Vol. 41, No. 20, July 1, 2024
(a) The CFMO and the ADC will convene an interview committee to interview each consultant based on evaluation criteria developed by the CFMO in consultation with the ADC, including for example the following criteria:
(1) How will the consultant staff the proposed project?
(2) What is the consultant's proposed management plan?
(3) What is his previous experience for this project?
(4) Where is he located? How will he reduce travel costs if he is not close to the proposed project?
(5) What are his plans for project control?
(6) What examples of similar projects has he completed within the last five years?
(7) Has a judgment been paid by the consultant on his behalf for liability caused by professional errors and/or omissions in the past five years?
(8) Can the consultant demonstrate financial stability?
(9) Is the consultant properly insured?
(10) Does the consultant labor under any conflicts of interest as addressed at 752:11-1-4 ?
(11) Any other additional factors?
Oklahoma Administrative Code › Title 752 - University Hospitals Authority › Chapter 11 - Acquisitions and Construction › Subchapter 5 - Design Consultants › Section 752:11-5-4 - Negotiation of contract

Current through Vol. 41, No. 20, July 1, 2024
(a) Following the interview committee's work, the CFMO or designee will contact the selected consultant and negotiate a contract. This is the first time that a discussion regarding the negotiation of fees may take place.
(b) The CFMO will request a letter from the selected consultant detailing the cost proposal with a breakdown of costs.
(c) The consultant shall develop his fee proposal and return it to the CFMO. Fee proposals shall be based on the consultant's cost to produce the work along with projected expenses and a fair profit not to exceed 15 percent.
(d) The fee will be expressed as a firm fixed price fee according to an agreed scope of work, or may be based on a time and expense basis with a "not-to-exceed" cap. After a fee has been determined, the consultant will be asked to modify the proposal to reflect the agreed upon scope of work and fee, which modified proposal shall then become part of the contract.
Oklahoma Administrative Code › Title 752 - University Hospitals Authority › Chapter 11 - Acquisitions and Construction › Subchapter 5 - Design Consultants › Section 752:11-5-5 - Award of contract

Current through Vol. 41, No. 20, July 1, 2024
Contracts may be standard or non-standard depending on the project. Services may include all or any of the following depending on the size and type of project.
(1) Program planning, which may include the following:
(A) Space plan.
(B) Written and/or graphic program document as specified.
(C) Circulation allowances.
(D) Cost estimate.
Oklahoma Administrative Code › Title 752 - University Hospitals Authority › Chapter 11 - Acquisitions and Construction › Subchapter 5 - Design Consultants › Section 752:11-5-6 - Professional services contracts

Current through Vol. 41, No. 20, July 1, 2024
As indicated at 752:11-1-3(c), engineers, architects, and land surveyors shall be based upon their professional expertise and qualifications with their fees being negotiated after selection, and shall not be required to bid their contracts.
Oklahoma Administrative Code › Title 752 - University Hospitals Authority › Chapter 11 - Acquisitions and Construction › Subchapter 7 - Construction › Section 752:11-7-1 - Bid solicitations

Current through Vol. 41, No. 20, July 1, 2024
(a)
Construction projects over $100,000.
Construction projects over $100,000 will be advertised in a newspaper of general circulation for two consecutive weekly issues of said newspaper with the first publication at least twenty-one (21) days prior to the day set for bid opening. Notice must also be provided to one in-state trade or construction publicationand/or electronic bid platform whenever the estimated cost of construction exceeds $100,000, with publication of that information left to the discretion of that publication. No work shall be commenced until a written contract is executed and all required bonds and insurances have been provided by the contractor. [61 O.S. § 104]
(b)
Construction projects of $25,000 to $100,000.
Construction projects of $25,000 to $100,000 will not usually be advertised. The Authority shall develop a written, clearly defined scope of work with detailed requirements for the project. The Authority will then solicit bids by directly contacting three (3) or more contractors.
(c)
Minor Maintenance or Repair.
The Authority may award small projects below $25,000 to any qualified supplier. A written contract and proof of insurance is required prior to issuing the supplier a notice to proceed.
(d)
Emergency Projects.
When the CEO determines that an emergency situation exists, a contract may be awarded without competitively bidding it to correct the emergency condition.
(e)
Statutory Increases.
Any monetary threshold set forth in these rules will automatically be updated and incorporated herein consistent with any later act of the Legislature that increases the monetary thresholds set forth in Title 61 of the Oklahoma Statutes.
Oklahoma Administrative Code › Title 752 - University Hospitals Authority › Chapter 11 - Acquisitions and Construction › Subchapter 7 - Construction › Section 752:11-7-2 - Bid documents

Current through Vol. 41, No. 20, July 1, 2024
(a)
Solicitation notice.
The solicitation notice will contain:
(1) Sufficient information concerning the proposed public construction contract to allow a contractor to determine if he may be interested in bidding the project.
(2) The location where a complete set of bidding documents may be obtained.
(3) The date and time for the MANDATORY site visit, if applicable. As most specifications shall indicate, contractors shall be responsible for visiting the site of a project prior to bidding. Failure to do so shall not excuse a contractor from any requirement of the specifications. Occasionally, a MANDATORY site visit shall be held which shall require the attendance of a contractor at a specific time and place prior to bidding.
(4) The location and time for the pre-bid conference if applicable. Some projects may have a MANDATORY pre-bid conference which means that bidders MUST attend to have their bid accepted.
(5) The date, time and place of the opening of bids.
(6) The name and address to whom competitive, sealed bids must be submitted.
(7) If applicable, any pre-qualification requirements pursuant to 61 O.S. § 118.
(8) Other information deemed of benefit to the public or prospective bidders.
Oklahoma Administrative Code › Title 752 - University Hospitals Authority › Chapter 11 - Acquisitions and Construction › Subchapter 7 - Construction › Section 752:11-7-3 - Bid submittal

Current through Vol. 41, No. 20, July 1, 2024
(a)
Bid preparation.
Bids must be prepared in accordance with any instructions provided in the solicitation.
(b)
Competitively-Bid Projects.
Competitive bids cannot be submitted by telephone or fax machine. Competitive bids may be delivered in person, electronically, by the U.S. Mail, or by any of the express/delivery services available during regular business hours, 8:00 AM to 5:00 PM weekdays. Each envelope or electronic submission shall contain only one bid. Bids received after the time specified in the bid documents cannot be accepted. The following information must be placed on the outside of each sealed bid envelopeor, if electronically submitted, in the subject line of the submission:
(1) Company name and address.
(2) Description of project.
(3) Project number and trade, i.e. 10 HVAC.
(4) Closing date and time.
Oklahoma Administrative Code › Title 752 - University Hospitals Authority › Chapter 11 - Acquisitions and Construction › Subchapter 7 - Construction › Section 752:11-7-4 - Modifications/withdrawal of bids

Current through Vol. 41, No. 20, July 1, 2024
Bids may be modified or withdrawn up to the time set for bid opening. Modification notices or withdrawal instructions may be sent by registered mail, delivered in person, or sent electronically. Appropriate identification reflecting the authority of the bearer to modify or withdraw a bid must be presented. A bid to be withdrawn shall not be opened and shall be returned upon request of the bidder at the conclusion of the bid opening.
Oklahoma Administrative Code › Title 752 - University Hospitals Authority › Chapter 11 - Acquisitions and Construction › Subchapter 7 - Construction › Section 752:11-7-5 - Bid openings

Current through Vol. 41, No. 20, July 1, 2024
The bids are opened by the CFMO or his designee at the date and time specified in the announcement in the following manner and recorded by an assistant. Bid openings are open to the public and to all bidders.
(1) The bidder's name is announced.
(2) The bid is checked for completeness and correctness. Any of the following deficiencies may be grounds for disqualifying the bid:
(A) The bid must be signed.
(B) The Non-Collusion Certification must be present, signed, and properly notarized.
(C) If the total bid exceeds $100,000 [61 O.S. § 1], a certified check, cashier's check, or bid bond for 5 percent (5%) of the base bid price and the price of all alternate bids must be present.
(D) All equipment lists, selected materials, or other information when required by the specifications must be present.
Oklahoma Administrative Code › Title 752 - University Hospitals Authority › Chapter 11 - Acquisitions and Construction › Subchapter 7 - Construction › Section 752:11-7-6 - Bid review and evaluation

Current through Vol. 41, No. 20, July 1, 2024
(a) At the conclusion of the bid opening, bids will be reviewed and tabulated, and their contents verified. The following items are reviewed: Insurance carriers, bonding companies, and surety companies used to issue bonds and insurance must be registered to do business in Oklahoma and prequalified as good and sufficient by OMES.
(1) Verification of bid contents.
(2) When there is a variance between the amount in words and the figures, the amount in words shall govern.
(3) Bids containing omissions, alterations, additions, or conditions not called for, or containing a clause in which the bidder reserves the right to accept or reject a contract, shall be disqualified.
(4) The ADC may reject a bid as nonresponsive if the prices bid are materially unbalanced between line items or subline items. A bid is materially unbalanced when it is based on prices significantly less than cost for some work and prices which are significantly overstated in relation to cost for other work; and, if there is reasonable doubt that the bid will result in the lowest overall cost to the Authority even though it may be the low evaluated bid; or, if it is so unbalanced as to be tantamount to allowing an advance payment.
(5) Failure to submit unit prices for any requested work item shall cause the bid to be disqualified.