[HISTORY: Adopted by the City Council of the City of El Reno 9-1-1972 as Ch. 2, Art. III, of the 1972 Code; amended in its entirety 11-8-2022 by Ord. No. 9310. Subsequent amendments noted where applicable.]
A. 
The Competitive Bidding Act of 1974 of the State of Oklahoma, codified as 61 O.S. §§ 101 through 138, and as amended from time to time by the State Legislature, is hereby adopted and made a part of the Code of Ordinances, City of El Reno, Oklahoma, except:
(1) 
Section 113B3 thereof is hereby amended to read and provide as follows:
"A good and sufficient bond in a sum equal to the contract price with adequate surety for the first year and for 15% of the contract price for the second and third years after the acceptance of the project by the City to protect it against defective workmanship and materials."
B. 
All ordinances or parts of ordinances in conflict herewith are hereby repealed, except Subsection G of § 217-9 of the Code of Ordinances, City of El Reno, Oklahoma, dealing with special improvement districts, which shall remain in full force and effect.
C. 
The City Manager is delegated approval of change orders, as authorized by 61 O.S. Section 121(e), up to $40,000 or 10% of any contract, whichever is less, with any approved change orders reported to the governing body at the next regularly scheduled meeting.
[Amended 6-10-2025 by Ord. No. 9379]
A. 
The City Manager, for all offices, departments and agencies of the City government, or their designated agents, shall contract for and purchase, or issue purchase authorizations for, all supplies, materials, equipment and contractual services.
B. 
Any award of contract for purchase of supplies, materials, equipment, or contractual services over $75,000 shall require the separate vote of the El Reno City Council.
C. 
The City Manager shall develop such administrative policies as necessary for to ensure efficient and economical purchasing practices.
D. 
For all purchases of goods, services or capital, purchase orders or contracts shall be prepared and approved prior to the time the purchase commitment is made. The encumbering clerk shall determine that there exists available unencumbered appropriations for that purpose prior to approving the purchase order. If appropriation is not available for the proposed purchase or commitment, the purchase or commitment shall not proceed until budget amendments are authorized to provide sufficient appropriation.
Upon approval of the encumbering clerk, the appropriate department director, along with the Finance Director, and for purchases above $10,000 the City Manager, an encumbrance shall be recorded in the appropriation and expenditure records in the amount or estimated amount of the commitment.
These encumbering requirements shall not apply to the following type of purchases or commitments:
(1) 
Payroll and payroll-related expenses;
(2) 
Utility and telephone services by entities governed by State Corporation Commission;
(3) 
Insurance contracts;
(4) 
Routine professional services, including legal services, auditing and accounting services, banking and financial services, engineering and architectural services, and software;
(5) 
Purchases made with a City-issued credit card (usually for travel, certain online transactions, and other reasonable purchases) not to exceed $500;
(6) 
The purchase of an item is made with petty cash funds, provided that the purchase does not exceed a total of $100 and a blanket purchase order for the desired vendor does not exist;
(7) 
Refunds to customers for deposits on the use of City facilities, utility deposits and account corrections, and for fees paid on City-sponsored programs that have been cancelled;
(8) 
Debt service principal and interest payments as appropriated by the governing body;
(9) 
Interfund transfers as appropriated by the governing body in the original or amended budget; and
(10) 
Obligations arising under contractual agreements previously approved by the governing body.
E. 
After satisfactory delivery of the merchandise or completion of contract provisions, an invoice or claim form shall be obtained adequately documenting request for payment. The officer or employee receiving satisfactory delivery of merchandise or contract service shall acknowledge such fact by signing the invoice, claim form, delivery ticket or receiving advice.
The invoice or claims form, along with the written acknowledgment of receipt, shall be forwarded to the Finance Department who shall review the invoice for accuracy and propriety, including comparison to the authorized purchase order or contract, if applicable.
Upon completion of the review, the request for payment shall be submitted to the City Manager and Finance Director for consideration and approval of payment.
F. 
A monthly report shall be prepared listing all approved payments made for the preceding month. A copy of the payment listing shall be forwarded to each member of the City Council.
G. 
All payments shall be made on regular schedules which shall assure payment of bills in a timely manner. Exceptions to regular payment schedules must be authorized by the City Manager or his designee.
[Amended 6-10-2025 by Ord. No. 9379]
A. 
The City Manager is authorized to amend certain budget categories as needed without City Council action as provided for in 11 O.S. § 17-215. The City Manager is authorized to transfer any unexpended and unencumbered appropriation or any portion thereof from one account to another within the same department or from one department to another within the same fund; except that no appropriation for debt service or other appropriation required by law or ordinance may be reduced below the minimums required.
B. 
The City Manager is required to submit for City Council action all other budget amendments, including transfers of appropriations between funds and all other supplemental appropriations or decreases in appropriations. Such proposed amendments will be submitted to the City Council for action on a properly completed budget amendment form.
A. 
Before any purchase of or contract for supplies, materials, equipment or contractual services is made in excess of $10,000 and not otherwise subject to the Competitive Bidding Act, except as otherwise provided in Subsection B of this section, the City Manager as the case may be, shall submit to at least three persons, firms or corporations dealing in and able to supply the same, or to a smaller number if there are not three dealing in and able to supply the same, a request for quotation.
B. 
The following may be purchased by the City Manager without giving an opportunity for competitive bidding or request for three quotations:
(1) 
Supplies, materials, equipment or contractual services which cost does not exceed $10,000 in a single transaction.
(2) 
Supplies, materials, equipment or contractual services which can be furnished only by a single dealer, or which have a uniform price wherever bought.
(3) 
Supplies, materials, equipment or contractual services purchased from another unit of government at a price deemed below that obtainable from private dealers, including government surplus, or purchased at auction at a price deemed below that obtainable elsewhere.
(4) 
Contractual services (gas, electricity, telephone service and the like) purchased from a public utility at a price or rate determined by the State Corporation Commission or other government authority.
(5) 
Supplies, materials, equipment or contractual services when purchased at a price not exceeding a price set therefor by the state or federal purchasing agency or any other state or federal agency hereafter authorized to regulate prices for things purchased by the state or federal government (whether such price is determined by a contract negotiated with a vendor or otherwise).
(6) 
Contractual services of a professional nature, such as legal, engineering, architectural medical, financial, laboratory testing, software, or other professional or skilled services.
(7) 
Supplies, materials or equipment purchased from a vendor known as a national or regional bidding cooperative at a price established under a competitive bidding process undertaken by the bidding cooperative.
C. 
An emergency condition is a situation which creates a threat to public health, welfare or safety, such as may arise by reason of floods, epidemics, riots, equipment failures, or such other reason as may be proclaimed by the City manager. The existence of such condition creates an immediate and serious need for supplies, services or construction that cannot be met through normal procurement methods and the lack of which would seriously threaten:
(1) 
The function of the city government;
(2) 
The preservation or protection of property; or
(3) 
The health or safety of any persons.
D. 
The City manager may make emergency procurements in accordance with the purchasing policies when an emergency condition arises and the need cannot be met through normal procurement methods.
A. 
In accordance with 61 O.S. Section 103 (B), the City may give preference to local vendors who are residents of the City of El Reno or Canadian County, Oklahoma, or the State of Oklahoma who submitted responsive bids and whose bids are the second lowest bid and are within 5% of the lowest responsive bidder who is not a local vendor or is an out-of-state vendor.
B. 
A "local vendor" is any person, firm, corporation or other legal entity, if at the time the contract is advertised for bids and at the time bids are submitted, it meets the following requirements:
(1) 
Maintains its principal place of business in the City of E1 Reno or in Canadian County, Oklahoma.
(2) 
If the bidder is a corporation, then it must be domesticated or incorporated in Oklahoma and a majority of its outstanding shares must be owned by one or more individual citizens and residents of the City of El Reno or of Canadian County, Oklahoma, who pay income, real property and personal property taxes in this state.
(3) 
If the bidder is a partnership, general or limited, or other legal entity, then the partners or associates owning a majority beneficial interest therein must be citizens and residents of the City of El Reno or of Canadian County, Oklahoma, who pay income, real property and personal property taxes in this state. If one or more partners or associates are corporations, then a majority of its outstanding shares must be owned by individual citizens and residents of the City of El Reno or Canadian County, Oklahoma, who pay income, real property and personal property taxes in this state. If the entity is a trust, then a majority of the beneficial interest thereof must be owned by individual citizens and residents of the City of El Reno or Canadian County, Oklahoma.
(4) 
If the bidder is an individual, then the individual must be a citizen and resident of the City of El Reno or Canadian County, Oklahoma, who pays income, real property and personal property taxes in the State of Oklahoma.
(5) 
The provisions of this section shall not be applicable to any contract in which federal funds are involved.
C. 
A "resident bidder" is any person, firm, corporation or other legal entity, if at the time the contract is advertised for bids and at the time bids are submitted, it meets the following requirements:
(1) 
Maintains its principal place of business in the State of Oklahoma.
(2) 
If the bidder is a corporation, then it must be domesticated or incorporated in Oklahoma and a majority of its outstanding shares must be owned by one or more individual citizens and residents of the State of Oklahoma who pay income, real property and personal property taxes in this state.
(3) 
If the bidder is a partnership, general or limited, or other legal entity, then the partners or associates owning a majority beneficial interest therein must be citizens and residents of the State of Oklahoma who pay income, real property and personal property taxes in this state. If one or more partners or associates are corporations, then a majority of its outstanding shares must be owned by individual citizens and residents of the State of Oklahoma who pay income, real property and personal property taxes in this state. If the entity is a trust, then a majority of the beneficial interest thereof must be owned by individual citizens and residents of the State of Oklahoma.
(4) 
If the bidder is an individual, then the individual must be a citizen and resident of the State of Oklahoma who pays income, real property and personal property taxes in the State of Oklahoma.
(5) 
The provisions of this section shall not be applicable to any contract in which federal funds are involved.
D. 
A resident bidder or local vendor shall submit with his bid an affidavit stating that he meets the requirements of this section.