Establishing secure connection…Loading editor…Preparing document…

Oklahoma County Invitation to Bid

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

FOREST PRODUCTS SALE CONTRACT

STATE OF OKLAHOMA

COUNTY OF

This contract made and entered into on this day by and BETWEEN or , a corporation, party of the first part, hereinafter called the "Seller(s)," whether one or more, and or , a corporation, party of the second part, hereinafter called the "Buyer(s),” whether one or more.

WITNESSETH:

Article I. For and in consideration of the sum of $ dollars, receipt of which is hereby acknowledged, the Seller hereby agrees to sell and the Buyer agrees to buy all forest products designated for removal by the Seller from property located in the County of , State of Oklahoma, and being described as follows:

SEE ATTACHED DESCRIPTION

The Buyer agrees to pay at the signing of the contract for the forest products designated for removal.

All of the forest products covered by this contract, described below, have been marked or designated by the Seller in the following manner:

AIL MERCHANTABLE TREES IN CLEAR-CUT AREA WILL BE SOLD.

ALL TREES IN STREAMSIDE MANAGEMENT ZONES MARKED WITH BLUE PAINT WILL BE SOLD.

The Buyer represents that he has inspected the sale area and familiarized himself with the kind, amount and quality of all products marked or designated by the Seller and covered by this contract.

Part I - General Terms

Article II. The Seller warrants that he has merchantable title to the products covered by this contract, and that same, is free, of all liens and encumbrances.

The Seller grants to the Buyer the right of ingress and egress over the lands of the Seller as may be necessary for removal of products specified by this contract; provided, however, that no mechanized equipment not equipped with rubber treads shall be operated on or across any paved or blacktop surfaced roads on the property of the Seller without first laying planks on the road to prevent direct contact between the vehicle and the road.

Any additional easements will be the responsibility of the Buyer.

Article III. This contract shall not be assigned in whole or in part without the written consent of the Seller and in event of assignment, the terms of this contract shall apply.

Article IV. The Seller hereby designates as it’s technical agent and gives said agent the authority to stop all operations of the Buyer on the Seller’s property when it appears that terms of this contract are being violated.

Said Seller further grants the Agent, , the right to halt logging operation on day or days when grounds are so wet that logging would cause excessive damage to the land, thus causing extreme erosion, etc.

The Buyer agrees to notify the Agent not less than (5) days beginning operations under terms of this contract.

Article V. The terms of this contract shall be for a period of months from the date hereof. The Buyer will not be able to harvest timber during . Any other time period the Buyer may harvest and remove any and all products covered by this contract, and upon harvesting and removal title shall vest in the Buyer.

All severance taxes will be borne and paid by the Buyer.

Article VI. The Buyer agrees to take all reasonable steps to prevent fire to the timber on above described lands and agrees that he will use all available men and equipment to suppress any fires originating said lands while the Buyer’s operations are in process.

The Buyer further agrees to pay the Seller for any and all damage from fire to timber or other property, of the Seller originating through the negligent act or acts of the Buyer, his agents, or employees and that he will further pay the Seller for any expense incurred by the Seller in righting or suppressing said fires.

PART II - PERFORMANCE REQUIREMENTS

Article VII. Existing logging roads shall be utilized wherever practicable, and upon completion of logging must be repaired and left in original condition. Where new roads must be cleared, their location midst be approved in advance by the Seller or his agent. Any unmarked merchantable trees which must he cut to clear a road shall be marked by the Seller or his agent in advance or culling.

Said trees shall be purchased from the Seller by the Buyer and paid for at one-half the rates specified in this contract for trees unnecessarily damaged.

Damaged trees of desirable growing stock which arc unnecessarily damaged in the course of the Buyer’s operations will be marked for cutting by the Seller or his agent and shall be paid for at the following rates which are considered to be approximately double their stumpage value.

Pine Sawtimber $ Per 1000 Board Feet, Doyle Scale

Hardwood Sawtimber $ Per 1000 Board Feet, Doyle Scale

Pine Pulpwood $ Per Standard Cord

Hardwood Pulpwood $ Per Standard Cord

For purposes of this contract, unnecessary damage to a desirable tree shall be considered as breakage of the main stem, uprooting, or any abrasion which exposes wood on one quarter or more of the circumference of the main stem, which damage could have been avoided through the use or reasonable care.

Unmarked trees of desirable growing stock which are cut due to the Buyer’s negligence or error shall be paid for at the specified rate for trees unnecessarily damaged.

If any designed trees are cut by the Buyer prior to payment the total payment for the designated forest products will immediately become due and payable.

Article VIII. The buyer shall be responsible for the removal of any tree or bush or portion thereof which is felled in any stream or on any public highway, road, ditch draining the roadway or felled in a way which obstructs the same in any manner whatever.

Article IX. BUYER and subcontractors shall in all things, conform to the requirements of the Worker’s Compensation Act of the Laws of the State of Oklahoma and qualify thereunder as a condition precedent to the performance of this contract. He shall as required by the SELLER, submit satisfactory proof of qualification and conformity of himself and each subcontractor with said act.

Buyer shall maintain General Liability Insurance with minimum coverage of $ for bodily injury or property damage arising out of a single occurrence.

Article X. Endangered Species Clause - BUYER and SELLER take cognizance of the Federal Endangered Species Act. 16 U.S.C. Section 1531 et seq., and the regulations appearing at 50 C.F.R. Section 17, which list endangered and threatened fish, wildlife, and plants, including but not limited to the gopher tortoise, (Goperus Polyphemus). Red-Cockaded Woodpecker (Picoides), the Oklahoma Black Bear, and such other species of wildlife, fish, and plants which may from time to time be listed as threatened or endangered.

SELLER and SELLER’s AGENT represents that there are no threatened or endangered species of first, wildlife, or plants, or habitat therefore on any of the land subject to this agreement to the best of SELLER’s knowledge.

SELLER and BUYER agree that should the presence of any threatened or endangered species or evidence of habitation thereof be found on any of the acreage and the thereon (as is determined by BUYER in consultation with applicable authorities of agencies) and BUYER shall be compensated or excused from payment as the case may be for the prorated portion of the purchase price which relates to the affected acreage.

Article XI. When the BUYER has completed his operations as authorized by this contract, he shall remove all equipment and other objects located on the property by himself, his agents, or his employees. Fences when damaged by cutting operation will be restored to original condition.

Roads, skid trails, and loading ramps, will be water barred as necessary to prevent erosion problems. Harvesting operations should comply with the Management Practices attached. As well as any Management Practices Codes, Rules and Regulations of the State of Oklahoma, or any agency thereof, regarding Forest Products.

Upon completion of all terms of this contract the BUYER shall notify the SELLER who will make a final inspection.

Article XII. If any of the conditions of these Article are violated by the BUYER the SELLER may, upon giving the BUYER notice in writing, suspend all operations engaged in by the BUYER under this contract until the conditions and requirements of this contract have been complied with and if the BUYER refused to comply with each and every condition and requirement set forth in these Articles and persists therein after notice in writing then the SELLER may terminate this contract.

Article XIII. If Seller(s) or Buyer(s) is a corporation, the person(s) executing this contract agree that they have been authorized by such corporation to execute same.

INWITNESS WHEREOF the above contract has been executed on the day of , 20 , at , Oklahoma.

Witness

Buyer (if individual)

Witness

Witness

Buyer (if corporation)

Witness

Witness

Seller (if individual)

Seller (if corporation)

Acknowledgment for Individual – Buyer(s)

STATE OF

COUNTY OF

Before me, a , in and for said state, on this day of , , personally appeared , Buyer(s), to me known to be the identical person who executed the within and foregoing instrument and acknowledged to me that he/she/they executed the same as his/her/their free and voluntary act and deed for the uses and purposes therein set forth.

Subscribed and sworn to before me this day of , .

NOTARY PUBLIC

My Commission Expires:

Acknowledgment for Corporation - Buyer

STATE OF

COUNTY OF

Before me, a , in and for said county and state, on this day of , , personally appeared , Buyer, to me known to be the identical person who subscribed the name of the maker thereof to the foregoing instrument as its , and acknowledged to me that he/she executed the same as his/her free and voluntary act and deed, and as the free and voluntary act and deed of such corporation for the uses and purposes therein set forth.

Subscribed and sworn to before me this day of , .

NOTARY PUBLIC

My Commission Expires:

Acknowledgment for Individual – Seller(s)

STATE OF

COUNTY OF

Before me, a , in and for said state, on this day of , , personally appeared , Seller(s), to me known to be the identical person who executed the within and foregoing instrument and acknowledged to me that he/she/they executed the same as his/her/their free and voluntary act and deed for the uses and purposes therein set forth.

Subscribed and sworn to before me this day of , .

NOTARY PUBLIC

My Commission Expires:

Acknowledgment for Corporation - Seller

STATE OF

COUNTY OF

Before me, a , in and for said county and state, on this day of , , personally appeared , Seller, to me known to be the identical person who subscribed the name of the maker thereof to the foregoing instrument as its , and acknowledged to me that he/she executed the same as his/her free and voluntary act and deed, and as the free and voluntary act and deed of such corporation for the uses and purposes therein set forth.

Subscribed and sworn to before me this day of , .

NOTARY PUBLIC

My Commission Expires:

Enter text✕

What the Oklahoma County Invitation to Bid is and when it’s used

The Oklahoma County Invitation to Bid is a formal procurement document issued by a county purchasing authority to solicit competitive offers for goods, services, or public works. It specifies project scope, submission requirements, bonding and insurance conditions, evaluation criteria, and the procurement timetable. Bidders use the ITB to prepare compliant proposals; the county uses it to compare suppliers objectively and document award decisions. The ITB creates a public record of the procurement process and is often the primary contractual document once an award is made.

Why a clear Invitation to Bid matters for public procurement

A well‑crafted ITB reduces disputes, ensures fair competition, and protects the county’s legal compliance by setting identical submission rules for all bidders. Clear instructions improve bid quality and speed evaluation.

Why a clear Invitation to Bid matters for public procurement

Who interacts with the Oklahoma County Invitation to Bid

Typical participants include county procurement staff, vendors or contractors, and legal or finance reviewers who validate compliance before award.

  • County procurement officers managing solicitation, clarifications, addenda, and award documentation for public records and audit purposes.
  • Contractors and suppliers preparing technical and price proposals, bonding information, and required certifications to meet ITB conditions.
  • Legal counsel and purchasing specialists reviewing contract terms, insurance and bonding clauses, and statutory procurement requirements for enforceability.

All parties should follow the ITB instructions exactly—deviations are common grounds for rejection or challenge.

Representative signatory roles

Procurement Manager

The county procurement manager prepares and issues the ITB, oversees the solicitation timeline, manages addenda, and records award decisions. They ensure the process complies with local procurement codes and public records rules and coordinate evaluations with technical staff and counsel.

Authorized Bidder Signer

A company owner, officer, or authorized agent signs proposals and contract forms on behalf of the bidding firm. This signer certifies accuracy of bid information and acceptance of contract terms and is typically responsible for executing bonding and insurance commitments if awarded.

Essential sections to include in a professional ITB

A complete Invitation to Bid organizes requirements so bidders can respond uniformly and evaluators can score consistently.

Project Summary

Concise description of the scope, location, and primary deliverables so bidders can quickly determine fit and readiness to submit a proposal.

Submission Instructions

Socket details on required forms, file formats, delivery method, number of copies, and the exact submission deadline and time zone.

Bonding and Insurance

Specify bid bond, performance bond, payment bond requirements, insurance minimums, and acceptable surety qualifications for awarded contractors.

Technical Requirements

Detailed technical or service specifications, performance standards, and any mandatory certifications or licensing bidders must possess.

Evaluation Criteria

List of scoring categories, weighting, and any mandatory pass/fail criteria to make evaluation objective and auditable.

Contract Terms

Include sample contract or terms, payment schedule, liquidated damages, termination rights, and any statutory clauses required by Oklahoma County law.

Step-by-step: preparing and issuing an Oklahoma County ITB

Follow these sequential steps to prepare, publish, and conclude an Invitation to Bid with a compliant procurement record.

  • 01
    Draft ITB: Assemble scope, requirements, and contract terms for approval.
  • 02
    Advertise: Publish in county procurement portal and required newspapers.
  • 03
    Receive Questions: Collect bidder questions; post formal answers as addenda.
  • 04
    Open and Award: Open bids publicly if required; evaluate and document award.

Configuring a digital submission workflow

Use these workflow settings when accepting e-submissions to ensure auditability and secure storage.

Field Configuration
Authentication Email verification plus optional SMS one‑time code
Signature Type Electronic signature with audit trail
File Format Require PDF, DOCX accepted for drafts
Retention Secure archive with tamper-evident storage

Technical considerations for eSubmission and distribution

Confirm supported file formats, integrations, and authentication options before enabling online bids.

  • File types: PDF, DOCX, XLSX supported
  • Integrations: Salesforce, NetSuite, Microsoft 365
  • Authentication: Email link, SMS OTP, KBA optional

Choose a platform that produces an immutable audit trail and stores signed copies in secure, exportable formats for public record.

How electronic ITB distribution and receipt typically operate

This sequence shows the flow from publishing the ITB to receiving and archiving signed bid documents.

  • Publish ITB: Post documents and schedule on procurement portal.
  • Accept Bids: Receipts via secure upload or eSubmission form.
  • Record Opening: Log submissions and register timestamps publicly.
  • Archival: Store signed bids and audit trail in secure archive.

Typical timetable items and submission deadlines

Set clear dates and local time zones for all milestone items; ambiguous or missing times cause disputes and late rejections.

Bid Release Date:

Date/time when ITB is first published for bidders.

Pre-bid Meeting Date:

If scheduled, list local time and location or web conference link.

Questions Deadline:

Last date when bidders may submit written questions.

Submission Deadline:

Exact cut-off date/time and time zone for bid delivery.

Bid Opening Date:

Date/time when bids will be opened, if public opening required.

Security and compliance controls relevant to ITB eSubmission

Encryption: TLS 1.2/1.3 in transit; AES-256 at rest
Audit Trail: Comprehensive logs of signer actions
Access Controls: Role-based permissions and admin controls
Certifications: SOC 2 Type II and ISO 27001 available
HIPAA Support: BAA available where required
ESIGN/UETA: Compliant with U.S. e-signature laws

Consequences of an incorrect or noncompliant ITB

Bid Rejection: Submission fails mandatory instructions
Legal Challenge: Award can be protested or overturned
Financial Loss: Forfeited bonds or increased costs
Contract Void: Noncompliant terms may render contract unenforceable
Delay: Procurement timeline and project schedule impacted
Record Deficiency: Audit findings and penalties possible

Common mistakes to avoid when preparing ITBs

  • Vague scope or requirements that lead to noncomparable bids and post-award disputes if bidders interpret deliverables differently.
  • Failing to publish or acknowledge addenda formally, causing bidders to miss clarified requirements or submit noncompliant responses.
  • Incorrect or missing submission format instructions (file type, number of copies, physical vs. electronic), which often triggers automatic rejection.
  • Neglecting to require authorized signatures or evidence of bonding capability, leaving the award exposed to bidder default risk.

Representative eSignature pricing and capabilities for ITB workflows

Basic pricing and key capability comparisons can guide platform selection for secure bid collection and records management.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day free trial No No No No
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

How organizations streamline procurement using electronic signing

Real customer outcomes illustrate practical benefits when solicitations and contracts are moved online.

Optica Ventures, COO

The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers.

  • They reduced turnaround time for signed agreements.
  • As COO, Brian Fitzgibbons noted the platform improved responsiveness and lowered delays in closing customer engagements without changing core operations or document formats.

Martin Properties, Founder

I can process and execute all of these documents online with 100% compliance and built-in security.

  • Mobile and offline signing supported.
  • Tim Martin reports that property transactions and contract signings completed sooner, with fewer in-person meetings and clearer audit trails for recordkeeping and compliance.

Practical tips for accurate and efficient ITB preparation

Apply consistent structure and validation checks to reduce administrative burden and prevent common bid irregularities.

Standardize templates
Use a template that includes mandatory fields, submission checklists, and standardized contract language to reduce errors and speed review.
Publish addenda clearly
Issue questions and answers as numbered addenda and require bidders to acknowledge each to ensure a consistent proposal basis.
Require clear signatures
Specify who may sign for bidders and require proof of authority to bind the firm to avoid post-award challenges.
Keep audit records
Retain signed bids, access logs, and communication history in tamper-evident storage to support audits and protests.

Frequently asked questions about Oklahoma County Invitations to Bid

Answers to common practical and legal questions help avoid procedural errors during solicitation and bid evaluation.


Need help? Contact support

be ready to get more
Join over 28 million airSlate SignNow users