Oklahoma Department of Human Services skip navigationOKDHS Header Image with Agency Logo OK.gov - Oklahoma’s Official Web site
Oklahoma Department of Human Services
Sequoyah Memorial Office Building, 2400 N. Lincoln Blvd. • Oklahoma City, OK 73105
(405) 521-3646 • Fax (405) 521-6684 • Internet: www.okdhs.org
OKDHS Home > Library > Policy > OAC 340 > Chapter 2. Administrative Components > 13. Contracts and Purchasing Unit > 14.5. Contracts or agreements with other governmental entities
340:2-13-14.5. Contracts or agreements with other governmental entities
<< Back 
|
Next >>

Revised 7-28-00


(a) Competitive bidding exception. A contract or agreement with another governmental entity, such as a state agency, state university, or county is exempt from the competitive bidding requirement. The agreement must be specific as to the method of service delivery and describe in detail the specifications required for successful performance. DHS must approve the method of selection regarding subcontractors utilized by the governmental entity. • 1

(b) Contract. The requisitioning unit initiates the contract packet, which consists of:

  • (1) three original sets of the contract or agreement, with original signatures affixed by the other governmental party;
  • (2) Form ADM-2, Department of Human Services Requisition, is attached to ensure that the requisitioning unit has completed the proper coordination and clearance; and
  • (3) Form ADM-S-32, Sign-Off Slip, is required prior to submission to the Director or designee.

(c) Contract exceptions. Form ADM-87, Contract Requisition Justification, work plan, noncollusion affidavits or any assurances such as debarment or suspension are not required when contracting with another governmental subdivision. However, five clauses which must be included in contracts with other governmental subdivisions are:

  • (1) Americans with Disabilities Act;
  • (2) termination;
  • (3) modification;
  • (4) unavailability of funding; and
  • (5) billing. • 2

(d) Non-financial agreements. All agreements with governmental or private entities, whether financial or non-financial, must be submitted to the Contracts and Purchasing Unit prior to approval by the Director or designee. • 3

INSTRUCTIONS TO STAFF 340:2-13-14.5

  1. Staff makes reasonable efforts to avoid the appearance of evading sole source or bid requirements by not executing agreements solely for the purpose of securing services or goods from a particular supplier through agencies or public universities that are exempt from the Oklahoma Central Purchasing Act.

  2. (a) Staff completing contracts seek advice from Contracts and Purchasing Unit staff regarding exceptions on an individual basis.

  • (b) Contract content. The Contracts and Purchasing Unit reviews, approves, and encodes pertinent data in the Requisition File System. Funding is verified. Form CP-3C, Contract, is printed and held, pending receipt of approved contract from the Director or designee.
  • (c) Distribution of contract. Upon approval by the Director or designee, the Contracts and Purchasing Unit distributes Form CP-3C and corresponding agreement to all DHS affected units and the vendor. No document is submitted to DCS.

3.  The Contracts and Purchasing Unit reviews all agreements for appropriateness and submits to the Director or designee for signature. The agreement is returned to the Contracts and Purchasing Unit for distribution, and the original is maintained in the Contracts and Purchasing Unit master file.

<< Back
|
Next >>
Oklahoma Department of Human Services
Street address: Sequoyah Memorial Office Building, 2400 N. Lincoln Blvd., Oklahoma City, OK 73105
Mailing address: P.O. Box 25352, Oklahoma City, OK 73125
(405) 521-3646
Help | Web site Policies | Feedback | Accessibility | 2-1-1 Oklahoma | JOIN