Claremore Daily Progress

Government

October 10, 2012

Helm splits $55,300 job, avoids statutory bidding

CanServ installs system on same day, but purchase orders show differently

CLAREMORE — Purchase order issues continue to surface for Rogers County Commissioner Mike Helm as $55,300 in purchases from CanServ LLC of Tulsa were made without following proper bid procedures.

To complicate matters some of the purchase orders were not encumbered prior to the receipt of the product which is required by state statute.
Scrutiny centers on purchase orders for the installation of a Lincoln Lube system that self-lubricates moving parts on a variety of construction equipment.
Work was done multiple times by a single vendor during the same month and even during the same day. 
However, the vendor’s quote was split into separate purchase orders. Helm received a single quote with an itemized list prior to the completion of the work and had advance knowledge that the project would exceed the $10,000 limit. When questioned Helm said that it was broken down for each piece of equipment.
“It is a project they can’t do them all at the same time,” Helm said. “We call them and have them do them when the equipment is ready.”
Helm also added that they are provided with a quote when the company comes to the barn to the do the work.
CanServ employee Ty Richardson quoted prices for a Lincoln Lube system for six different pieces of equipment on March 9, 2012, according to Helm’s email. 
The document received by the Claremore Progress by Open Records request details the cost and options for each piece of equipment, including different pricing options depending on work that would be done during installation.
The vendor records for the CanServ job have been provided to Rogers County District Attorney Janice Steidley by the Claremore Daily Progress.
For example, a John Deere 872 motor grader with braded lines and fittings would be $10,300 for installation.
Each item was presented in the same manner and six items were included in the quote.

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