• Guidelines• Methods of Procurement• Competitive Process• LAPS Contracts• Emergency Procurement• OSP Website Highlights
Purpose
What is “DPA”?
Formal written delegation from the Chief Procurement Officer
Amount based on purchasing personnel, experience, training, performance
Allows Agency to make independent purchases up to that amount
Delegated Purchasing Authority
What Governs Procurement?
La. Revised Statutes 39: 1551 – 1755 Creates Central Procurement Agency (OSP) Names State Chief Procurement Officer as its head Gives Chief Procurement Officer authority to procure all
supplies & operating services, unless otherwise provided in law
Provides for centralization of procurement by state agencies
Louisiana Administrative Code Title 34
Small Purchase Executive Order
Small Purchase (< $25,000)
Exempt per Executive Order
Competitive Sealed bid – ITB – Invitation to Bid
Request for Proposals - RFP
Methods of Procurement
The Small Purchase Executive Order has
multiple sections. This executive order is available on OSP’s
website under the Legal tab.
Small Purchases (<$25,000)
Small Purchase Thresholds
<$5,000 – no competition required
>$5,000 but <$15,000 – 3 quotations by telephone, email or fax
>$15,000 but <$25,000 – 5 quotations by telephone, email or fax
Purchases Exceeding Small Purchase Limit (>$25,000)
Competitive sealed bid
Procedures per RS 39:1594.B; Rules & Regulations Section 5
Must be advertised in newspaper and posted to LaPAC
Request for Proposal
Procedures per R.S. 39:1595
Must be advertised in newspaper and posted to LaPAC
Split Purchasing Prohibited
Purchases shall not be artificially divided within a cost center to avoid the competitive process
Working TogetherThe key to hitting the bullseye of success throughout the procurement cycle is through teamwork. This helps the State receive goods and services in a prompt efficient manner while getting the best value for their dollar.
LaPS (Louisiana Pricing Schedules) = Brand Name, LaMAS, Multi-State/Cooperative Purchasing
Formats – itemized, discount from price list, catalog
Mandatory/non-mandatory
Statewide Contracts
MMCAP National cooperative group purchasing organization
(GPO) for government facilities that provide healthcare services
Operated by the State of Minnesota, Office of State Procurement and self funded
Reduced Costs for Products and Services
Free Membership!
Annual Wholesaler Shareback Credit
Member Controlled Formulary
Nationwide Peer Networking Opportunities
MN Procurement Guidelines Fit States’ Requirements
MMCAP Benefits
Healthcare Products & Services Program Contracts
Products Services
Medical Supplies Service for Med Equipment
Dental Supplies Service for Dental Equipment
Drug Testing Products and Services
Third Party Administration with SAMHSA Certified Labs and Legal Service
Condoms
Laboratory Supplies
Pharmacy Program Contracts
Products Services
Pharmaceuticals Wholesale Distribution
Influenza Vaccine Prescription Filling
General Vaccines Repackaging
Diabetes Supplies Returned Goods Processing
Nutritionals Hazardous Waste Disposal
Vials and Containers Invoice Auditing
Emergency Preparedness
Clinical Pharmacists
MMCAP: ContactWWW.MMCAP.ORG
(651) 201-2420
Senior Account Executive
Bill Schneider
(317) 372-3194
SPECIAL COMMODITIES Telecommunications
Information Technology
Printing
Labor and material project purchases $5,000 or more
Vehicles
Elevator Maintenance
Used Equipmenthttp://www.doa.la.gov/pages/osp/contracts_index.aspx
Prison Enterprise
Contract No. 4400000932
Agencies may source the
contract directly
cleaning supplies, brooms, mops,
mattress, signage, BBQ pits, picnic tables, uniforms
Sheltered Workshop
Contract No. 4400007380
Agencies may source the
contract directly
Service Contracts basic janitorial,
delivery, computer workstation
Prison Enterprises and Sheltered Workshop Contracts
Letter justifying why the purchase must be restricted to one
vendor/manufacturer
Firm Quote from the vendor/manufacturer for
requested product
Letter on company letterhead from the
vendor/manufacturer stating that they are the
only source for a particular product
A Published Price List or Signed & Notarized listing
of the manufacturer’s prices
REVISED STATUTES 39:1597
Sole Source purchase means that there is one Brand, one Supplier
Sole Source
Proprietary PurchaseREVISED STATUTES 39:1655
A proprietary purchase is similar to a sole source in that a particular product is the only one that will meet the needs of the agency, but, the manufacturer has chosen to distribute his product thru more than one distributor.
Letter justifying why the purchase must be proprietary
Specifications must be exact to that requested
An approved proprietary purchase must be declared in the
solicitation. Such as: “This Solicitation has been approved as a proprietary purchase and only
bidders meeting these exact specifications/brand will be
considered for an award”
A Proprietary purchase must be bid
USED EQUIPMENTREVISED STATUTES 39:1645
The purchase of Used Equipment falls under “Conditions for the Use of Sole Source Procurement” as defined in the Rules and Regulations: Title 34, Chapter 9; Section 905 (B)
As a general rule, an agency should procure new equipment, but it may be necessary or advantageous to purchase used equipment.
The most common reasons are:
• The inability to secure new equipment
• The lack of adequate funds for new equipment
• Used equipment that will satisfy the agency’s need is available at a substantial savings.
Emergency ProcurementA situation which creates a threat to public health, welfare, safety, or public property. It may arise by reason of floods, epidemics, riots, equipment failures, or such other reason as may be cited by the chief procurement officer. Such condition creates an immediate and serious need for supplies, services, or major repairs that cannot be met through normal procurement methods. The lack of which could seriously threaten:
The functioning of Louisiana Government The preservation or protection of property; or The health or safety of any person
Two Types of Emergency
Catastrophic – When the Governor declares a State of Emergency R.S. 39:1598 and LAC 34:1101-1111
Usual Emergencies – Brought about during the normal course of business;R.S. 39:1598 and LAC 34:1101-1111
Catastrophic Emergency
Governor declares a State of Emergency, Executive Orders are listed and outline procedures to be followed.
Purchases shall be well documented; include receipts, invoices, purchase orders; & rental agreements. These serve as a basis for settlement of claims and support the State’s request for supplemental federal assistance.
Seek OSP Statewide emergency contracts in eCat for best pricing
https://wwwcfprd.doa.louisiana.gov/OSP/LaPAC/eCat/dsp_eCatSearchLagov.cfm
Usual EmergencyThe Chief Procurement Officer may request an emergency purchase if situation involves possible threat to public health, welfare, safety or public property
Written determination that the basis of the emergency procurement was necessary is required from the Undersecretary, agency head, or its designee responsible for departmental procurements
Procurements that exceed an agency’s DPA must receive prior approval from the Office of State Procurement.
When possible, obtain quotations from three or more vendors when supplies, services, or major repairs are to be purchased. Accepted quote shall be confirmed in writing.
Emergency Procurement is limited to only those supplies, services, or major repair items necessary to meet the emergency
A record of the emergency procurement shall be maintained in the file and lists: Each Contractor’s name and phone number The amount and type of each emergency purchase A listing of the supplies, services, or major repairs procured The authorization number of each contract file
The record of emergency purchases for the previous fiscal year shall be submitted to the Legislature at the beginning of the legislative session.
Agency should contact OSP for direction
Emergency File Contents
OSP’S WEBSITE HIGHLIGHTS
Contacts (OSP staff, other agencies, etc.)
OSP Memos
Guidelines, procedures
Information for Emergency procurement
LaPac
Contract information (search LA eCat)
Legal info & search capability
Reference materials
Agency Information (Deficiency Complaints)
LA’s Electronic Catalog (eCat) Contract Search
All OSP contracts
are posted to
eCat
Searchable by a
variety of criterion
Contact line items
can be exported
into an Excel
spreadsheet
OSP HELP DESKPhone Number: 225-342-8010
Emails (preferred):
Purchasing: [email protected]
Professional Contracts: [email protected]
Vendor Inquiries: [email protected]