04_-_Attachment_C_Statewide_Terms.pdf

ATTACHMENT C

OMES Central Purchasing | October 2025 Attachment C: Statewide Contract Terms | Page 1 of 2

STATE OF OKLAHOMA

STATEWIDE CONTRACT TERMS

1 Statewide Contract Type

1.1 The contract is a statewide contract for use by state agencies. Additionally, the contract may be used by any governmental entity specified as a political subdivision of the state pursuant to the Governmental Tort Claims Act including any associated institution, instrumentality, board, commission, committee, department or other entity designated to act on behalf of the political subdivision; a state, county or local governmental entity in its state of origin; and entities authorized to utilize contracts by the state via a multistate or multigovernmental contract, as such all governmental entities including school districts, shall be given not-to-exceed statewide contract pricing and included in quarterly usage reports.

1.2 The contract is a firm, fixed price contract for indefinite delivery and quantity for the acquisitions available under the contract.

2 Orders and Amendments

2.1 Any ordering document shall be effective between supplier and the customer only and shall not be an amendment to the contract in its entirety or apply to any acquisition by another customer.

2.2 Additional terms added to a contract document by a customer shall be effective if the additional terms do not conflict with the General Terms and are acceptable to supplier. However, an amendment to the contract shall be signed by the State Purchasing Director or designee. Regarding information technology and telecommunications contracts, pursuant to 62 O.S. § 34.11.1, the Chief Information Officer acts as the information technology and telecommunications purchasing director and amendments to information technology and telecommunications contracts shall be signed by the Chief Information Officer or designee.

2.3 The state agency or other authorized entity who places an order is the legally responsible party under a contract dispute arising from the order.

3 No Guarantee of Products or Services Required

3.1 The state shall not guarantee any minimum or maximum amount of Supplier products or services required under the Contract.

4 Contract Management Fee and Usage Report

4.1 Pursuant to 74 O.S. § 85.33A, the state assesses a contract management fee on all transactions under a statewide contract. The payment of such fee will be calculated for all transactions, net of returns and the supplier has no right of setoff against such fee regardless of the payment status of any customer or any aggregate accounts receivable percentage. Supplier acknowledges and agrees that all prices quoted under any statewide contract shall include the contract management fee and the contract management fee shall not be reflected as a separate line item in supplier’s billing. The state reserves the right to change this fee upward or downward upon 60 calendar days’ written notice to supplier without further requirement for an amendment.

4.2 While supplier is the awardee of a statewide contract, transactions that occur under the terms of the statewide contract are subject to a 1% contract management fee to be paid by supplier.

Supplier shall submit a Contract Usage Report on a quarterly basis for each contract using a form provided by the state and such report shall include applicable information for each transaction.

Reports shall include usage of the statewide contract by every customer during the applicable quarter. A singular report provided late will not be considered a breach of the statewide contract;

provided, however, repeated failure to submit accurate quarterly usage reports and timely payments may result in suspension or termination, in whole or in part, of the contract.

4.3 All Contract Usage Reports shall meet the following criteria:

OMES Central Purchasing | October 2025 Attachment C: Statewide Contract Terms | Page 2 of 2

4.4 Email in Microsoft Excel format to strategic.sourcing@omes.ok.gov.

4.5 Quarterly submission regardless of whether there were transactions under the contract during the applicable quarterly reporting period.

4.6 Submission no later than 45 days following the end of each calendar quarter.

4.7 Contract quarterly reporting periods shall be as follows:

4.7.1 Jan. 1 through March 31.

4.7.2 April 1 through June 30.

4.7.3 July 1 through Sept. 30.

4.7.4 Oct. 1 through Dec. 31.

4.8 Reports must include the following information:

4.8.1 Procuring entity.

4.8.2 Order date.

4.8.3 Purchase order number or note that the transaction was paid by purchase card.

4.8.4 City in which products or services were received or specific office or subdivision title.

4.8.5 Product manufacturer or type of service.

4.8.6 Manufacturer item number, if applicable.

4.8.7 Product description.

4.8.8 General product category, if applicable.

4.8.9 Quantity.

4.8.10 Unit list price or MSRP, as applicable.

4.8.11 Unit price charged to the purchasing entity.

4.8.12 Other contract usage information requested by the state.

4.9 Payment of the contract management fee shall be delivered to the address below, or by setting up as an ACH payment. Payments must be received within 45 calendar days after the end of each quarterly reporting period.

Office of Management and Enterprise Services P.O. Box 248984 Oklahoma City, Oklahoma 73124-8984

To ensure payment is properly accounted for, supplier shall provide the following information with payment: (i) reference to the applicable Contract Usage Report and quarterly reporting period and

(ii) the applicable statewide contract number(s) and the amount of the contract management fee being paid for each contract number.

mailto:strategic.sourcing@omes.ok.gov