Purchasing and Procurement

Small Purchases-Request for Quotation (RFQ): Where the total cost of goods or services is less than $50,000, the purchasing department is authorized by the Board of Education to issue a purchase order based on verbal (under $3,000) or written ($3,000-$50,000) quotations obtained through an informal process. 

Sealed Competitive Bidding- Invitation for Bid (IFB): Where the estimated total cost of goods and services is more than $50,000, sealed competitive bids will be solicited from vendors who have requested in writing that their names be placed on the purchasing department's vendor bid lists. The purchasing department may add names of prospective vendors who are known to the purchasing department. Generally, bid and RFP notices will be posted on the purchasing department webpage. All purchases in excess of $50,000 must be approved by the district's board of education before a purchase order will be issued. Bids which do not conform to the bid terms will not be considered.

Competitive Negotiation-Request for Proposal (RFP): If it is determined that the competitive sealed bidding is either not practicable or fiscally advantageous, the purchasing department will use a formal competitive negotiation process.

Emergency Purchases: An emergency situation may arise involving a threat to personal safety, life or property; i.e. a sudden and unexpected occurrence of a serious, urgent and threatening nature that demands immediate action to avoid termination of essential services or dangerous conditions. In such cases, the purchasing department may issue a purchase order without formal competitive bidding or competitive negotiation.

Sole Source Procurement: Upon determination in writing that only one source exists for a specific good or service, a purchase order may be negotiated and awarded to that source without competitive sealed bidding, subject to prior approval by the board of education if the cost exceeds $50,000.

Each solicitation will provide the opportunity to claim preference for Oklahoma manufactured goods. Vendors are invited to propose recycled product content as well as that of post-consumer waste if applicable. Minority, female-owned businesses and labor surplus firms are encouraged to participate. A minority business is defined as an enterprise which is at least 50% owned by minority group members (Black, Hispanic, Native American, Asian/Pacific islander). In the case of a publicly owned business, at least 51% of the stock must be owned by minority group members.    

Solicitations will specify that competitive bids or proposals are to be received by the specified date and hour in the purchasing department. Sealed bids are publicly opened and read aloud at the time and date specified. Vendors are invited to attend bid openings. Once the bid/proposal opening session is concluded, committee evaluations and competitors solicitation responses will not be discussed with vendors until after the award is made. Individual vendors may be contacted for further information concerning their solicitation response.     

The purchasing department, upon evaluation of solicitation results, and unless all responses are rejected, will issue a purchase order if the amount is less than $50,000. If greater than $50,000, the purchasing director will recommend the award to the board of education for approval at a public board of education meeting. If approved, the purchasing department will subsequently issue the purchase order. The purchasing department does not routinely notify unsuccessful vendors or mail bid recaps.

Any bidder may question the award or decision to award a contract by submitting concerns in writing to the director of purchasing no later than ten days after the award is made. The director of purchasing will review and reply, as well as initiate any appropriate action, within ten days of receipt.

Delivery of goods must be made to the location indicated on each purchase order. Tulsa Public Schools receives warehouse deliveries of goods between the hours of 8 a.m. and 2 p.m. Monday through Friday.

The vendor shall prepay all shipping charges unless an exception is specifically agreed to in advance of shipment.

We will not accept COD orders. All shipments must be accompanied by appropriate packing slips containing the shipper's name, exact contents, and purchase order number.

Vendors must address all invoices to the purchasing department address shown on each purchase order. Failure to do so may delay payment. Invoices that do not reference an authorized purchase order may be rejected.

Tulsa Public Schools is exempt from federal and state taxes. A formal statement to this effect will be provided by the purchasing department upon request by the vendor.