Contracts: Lawn Maintenance

New contracts when the cost is less than $5,000:

  1. Contact a minimum of 3 vendors (when available) to get bids on services needed. (For guidance on the process of getting bids from vendors, email contracts.purchasing@okdhs.org .
  2. Select a vendor.
  3. Send an email to your County Director, Regional Director and Shawn Franks to approve the vendor you selected and the amount needed on the contract. Send the approvals to Jill Stockford along with the funding information and the vendor name, address and FEI#. Jill will set up your PA and send you a requisition.
  4. Verify that the vendor you selected is in the DHS system. If not, they will need to complete an ADM-135. If they are in the system but something has changed, such as their name or address, they will also need to fill out an ADM-135 with the new information so the system can be updated.
  5. Fill out an ADM-90. Send the ADM-90, specs and DHS Subrecipient Questionnaire to the vendor for approval and signature. (Request DHS Subrecipient form from Contracts and Purchasing).
  6. Send the following information to contracts.purchasing@okdhs.org :
  7. Signature Routing Form
    • Make sure Division, Vendor, PA#, Original Contract Amount; Description and Contract Period are filled out. Check the appropriate action type. You will attach the approvals and write “electronic approval” by each name and the date they approved.
      Note: If you sent an approval request when you initially requested approval for funding, this can be used. You do not need to send another approval request.
  8. Specifications (services the vendor will provide)
  9. Work Plan
  10. ADM-90:
  11. Requisition (from Jill Stockford)

New Contracts when the cost will be over $5,000:

Require an Invitation to Bid (ITB). State Office Contracts & Purchasing (C&P) will handle the bid/award process and notify the county what vendor was awarded.

  1. Request approval for funding from your County Director, Regional Director and Shawn Franks. Once you have their approvals, forward them along with the funding information to Jill Stockford. Jill will set up your PA funding and send you a requisition.
  2. You need to email the following information to contracts.purchasing@okdhs.org :
    • Signature Routing Form
      • Make sure Division, Vendor, PA#, Original Contract Amount; Description and Contract Period are filled out. (Vendor will be ITB) Check the appropriate action type. For ITBs, it is Competitive Bid. This will be done electronically by sending an email to your CD, RD and Shawn Franks with voting buttons so they can approve the funding amount you are requesting. You will attach the approval page from your email (or their approval emails) and write “electronic approval” by each name on the routing form and write the date they approved via email next to their name.
        Note: If you sent an approval request when you initially requested approval for funding, this can be used. You do not need to send another approval request.
    • Work Plan
    • Requisition (from Jill Stockford)
    • Scope of work (Specs) – make sure you have reviewed the specs to ensure they meet the needs of your county.

Renewals:

When there is no changes to the scope of work, budget, contract monitor and supervisor:

  1. Send an email to Jill Stockford explaining that there will be NO CHANGES from the current year. Include what the monthly amounts are and the vendor name and address. Jill will update your PA and will send you a change order.
  2. Send the change order to contracts.purchasing@okdhs.org .
    Note: A signature routing form is not required when there are NO CHANGES.

    If the only change is that the program monitor and/or supervisor has changed, you must submit a new work plan and the Change Order (from Jill Stockford) with the email you send to C&P. A signature routing form is not required.

When there are changes to the scope of work and/or budget (monthly amount):

  1. Send an email to your County Director, Regional Director and Shawn Franks for approval of the funding change or the change in the scope of work.
  2. Send the approvals to Jill Stockford with an explanation of what is changing. Jill will update your PA (if necessary) and email a modification paragraph and change order to you.
  3. Send the modification paragraph to your vendor for signature. We do not need an original signature. So this can be emailed or faxed.
  4. Once you have a signed modification, send the following to Contracts & Purchasing at contracts.purchasing@okdhs.org :
    • completed routing slip with the approvals
    • signed modification paragraph
    • change order (from Jill Stockford)
    • work plan (ONLY if the contract monitor and/or supervisor has changed)
    • Only if your scope has changed, a revised scope of work. (specs)

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