30:10-1-2. Uniform and integrated purchasing and contracting
The following sets forth current purchasing policies and procedures for all agencies under the jurisdiction of the Board of Regents for the A & M Colleges.

(1) Purchasing for all agencies under the jurisdiction of the Board shall be unified and integrated. A Director of Purchasing responsible to the Board for all agencies shall coordinate these purchases.
(A) The Director of Purchasing for Oklahoma State University at Stillwater is designated as the Director of Purchasing for all agencies of this Board.
(B) Added expenses of the Purchasing Office in Stillwater resulting from services to agencies other than those comprising Oklahoma State University shall be pro rated among all other agencies under this Board.
(2) Unified and correlated forms shall be used by all agencies. Forms most frequently used are the "Requisition Form" and the "Continuation Sheet" as approved by the Director of Purchasing.
(3) The President or chief administrative officer of each agency shall be responsible for preparing and presenting matters for Board of Regents approval as necessary, and for designating the funds to be used in payment of requisitions.
(4) Regardless of funds used, advance approval by the Board of Regents is required for any expenditure of more than $250,000. The Board approval limit will be $35,000 for all agencies under the Board unless the Board approves a higher limit. Institutional Presidents may request a Board approval limit in excess of $35,000 from the Board (up to $250,000) to be applied to their respective institution. Such request must be in the form of an institutional Board agenda item and must include a Board Agenda Exhibit that describes approval authorities relative to the limit being requested (see attachments). Purchase orders between $35,000 and the Institution's Board approval limit will be reported to the Board of Regents quarterly by written report to the Executive Secretary. Acceptance of bids which exceed by more than fifteen (15) percent of the estimate previously approved by the Board will require further Board approval. Exempt from Board approval are expenditures in any amount for the following:

(A) Food or items for resale
(B) Bulk gasoline, oil and fuel
(C) Utilities
(D) Non-construction sponsored agreement contracts and expenditures
(E) Refunds
(5) Regardless of funds used prior approval of the Board is required for any purchase or contract for land which exceeds the applicable expenditure limit set forth in (4) above or which exceeds the appraised value obtained by a certified appraiser, or lease of land or building space in excess of $35,000 per year or for more than 5 years. Lease or purchase agreements equal to or less than these limits are to be executed by the institution's President.
(6) Furniture or equipment for President's homes, regardless of source of funds:
(A) Replacement and/or repairs of existing equipment are exempt from Board of Regents approval. Repairs and replacements of existing equipment in excess of $5,000 per item will be reported to the Board of Regents quarterly by written report to the Executive Secretary.
(B) New acquisitions in excess of $5,000 (excluding emergency utility/HVAC repairs/replacements) require prior Board approval. New acquisitions between $250 and $5,000 per item will be reported to the Board of Regents quarterly by written report to the Executive Secretary.
(7) Agency requisitions shall be submitted to the Director of Purchasing in Stillwater.
(8) Requisitions which meet or exceed the Oklahoma statutory sole source amount, which by the specifications restrict the bidders to one (1) person or business entity, shall include an affidavit and recite the reasons for such restricting specifications or other facts justifying the requested purchase. The affidavit must also include the statement, "We will not accept nor pay for any items not included and described in this requisition and affidavit."
(9) Acquisitions and contracts between the amounts of $5,000 and $10,000 shall be preceded by the solicitation of quotations by the Institution. No acquisition or contract shall be made in excess of thirty-five thousand dollars ($35,000) without the submission of competitive bids (if available) and opened at a specified time and place, which shall be open to the public, and further, to provide that acquisitions and contracts between the amounts of $10,000 and $35,000 be preceded by the solicitation of quotations obtained by the Director of Purchasing. Acquisitions or contracts bid shall be awarded to the lowest and best bidder. In case of receipt of tie lowest and best bids, the award of contract shall be determined by drawing lots.

The competitive bid requirement shall not apply to:
(A) Contracts for architectural, engineering, legal, and other professional services
(B) Sole source purchases and items on which bids are not available
(C) Acquisitions related to textbooks, laboratory supplies, instructional materials and specialized laboratory equipment. (Formerly covered in statutes 1998 74 85.12, B. 4.)
(D) Contracts/acquisitions with state, city or other government agencies
(E) Acquisitions of livestock, poultry and crops
(10) "Small Jobs" Construction Contracts: Any "small job" construction contract project in excess of $250,000 (initial or initial plus any change orders) shall require prior Board of Regents approval. Acceptance of change orders which exceed by more than fifteen (15) percent (individually or cumulatively) of the estimate previously approved by the Board will require further Board approval.
(11) All purchases of insurance and public official bonds: Companies submitting bids must have a financial strength rating as defined in the latest edition of A. M. Best Ratings. Ratings below B+ will require prior Board approval before acceptance.
(12) All agencies shall use "State Contracts" negotiated by the State Central Purchasing Division in Oklahoma City, whenever agency needs can be served adequately and economically. Requisitions submitted to the Director of Purchasing shall so indicate if based on "State Contracts" giving the Contract Number and listing itemized prices as shown on the current contract.

(13) Whenever possible, purchases shall be combined for items of common use in the various agencies. The Director of Purchasing shall implement procedures to maximize bid quantities by consolidating all agencies' requests to obtain optimal bid results when deemed beneficial.
(14) Whenever departments obtain quotations locally, copies of all quotations, or a tabulation showing itemized amounts for all quotations received and naming all firms contacted for quotations, shall be attached to the requisition form submitted to the Director of Purchasing.
(15) Regardless of the fact that a vendor may be suggested, or local quotations obtained, other possible sources will be investigated by the Director of Purchasing, as deemed appropriate, in order to encourage maximum competition and to obtain the best price.
(16) All institutional participants in the procurement process are expected to file vendor payment claims expeditiously in accordance with sound business practices.
(17) Purchases for the lease or rental of space and associated services from institutionally affiliated alumni associations and foundations, which are less than the institution's Board approval limit, shall be exempt from Board approval.