• What's New
• Department Info
  • University Resources
  • Buying on State Contract
  • Authority to Purchase
  • Purchasing Procedures
  • Requisitions and Specifications
  • Purchasing within a dollar amount
  • La Carte Purchasing Card
  • Memos to Deans, Directors and Department Heads
• PRO System
• Vendor Info
  • Prohibited Contractual Arrangements
  • Laws, Rules, & Regulations
  • Vendor Enrollment(i.e. getting on bid list)
  • Manual Commodity Enrollment Instructions
  • Electronic Access to Solicitations
  • Keeping Records Current
  • Insurance and Indemnification
  • Parking on Campus
  • Requirements
  • Bidder's Checklist
  • Request for Credit Information
  • Public Record Requests
  • Legal Recourse
• Finance and Administrative Services

Frequently Asked Department Questions

1 . Must goods or services be bid if a budget unit, faculty or staff member receives funding through an operating, revenue, restricted, or plant account?

• Yes, in most instances when the aggregate cost of all items to be purchased exceeds $1,000. Purchases may not be artificially divided to avoid or lessen bid requirements.

• If ordering from a Louisiana State Contract no competitive pricing is required, but a requisition must be processed through Purchasing for encumbering funds, verification of state contract information, and issuance of a purchase order.

2. Do I have the authority to make a purchase?

  • Conditional authorization to purchase goods and services in the amount of $1,000 or less has been delegated by the Executive Director of Procurement Services to deans, directors, and department heads. However, purchasing policy must be complied with or this authority may be revoked. In general, a completed PRO requisition is required and must be submitted to the Office of Purchasing for all supplies, materials, equipment, and services purchased from off-campus vendors when the total cost exceeds $1,000. Some purchases, regardless of dollar amount, have other special requirements to ensure compliance with applicable purchasing law, policy or procedures.

 • This does not apply to Professional, Personal, and Consulting Services. Prior to commencement of any Professional, Personal or Consulting Service the requisition, forms PUR-CR, PUR-SS and PUR-CB (if over $5,000) must be forwarded to the Purchasing Office.

 • If you are not an authorized budget unit head, then you should consult with your department head before making any purchase without authority.

3. Is competitive pricing required for purchases made by the University?

 • If ordering from a state contract no competitive pricing is required, but a requisition must be processed through the Purchasing Office for encumbering funds, verification of state contract information, and issuance of a Purchase Order.

 • If ordering from a non-state contract supplier:

   – For orders up to $1,000 - no bids are required unless the purchase would be considered to artificially divide the purchase to circumvent a bid requirement.

   – For orders over $1,000 up to $5,000 - fax quotes from at least (3) sources may be solicited by the requisitioner using the two-part University Standard RFQ form and submitted with PRO requisition to the Purchasing Office in advance of the purchase.

   – For orders over $5,000 up to $25,000 - fax quotes are solicited by the Purchasing Office in accordance with the Small Purchase Executive Order.

   – For orders over $25,000 - sealed written bids are solicited by the Purchasing Office and public notice is faxed to newspapers in accordance with State Rules & Regulations and posted to the State Purchasing LaPAC website.

     • Some purchases, regardless of dollar amount, have other special requirements to ensure compliance with applicable purchasing law, policy or procedures.

4. Will the justification from a previous sole source purchase suffice for the next request/order?

• No. A new sole source justification form and current letter from the vendor along with current price quote must be submitted. Reason is to have the vendor certify each time that sole source conditions still exist, and that no other competitor has entered the marketplace or they have not established a distributor network.

5. Who determines the need for a product or service?

• The budget unit, faculty or staff member usually determines the need for a product or service in conjunction with the need of the actual end user. The role of LSU Purchasing is to ensure purchases are made in accordance with state law, to ensure competition and to provide guidance.

6. Can a bid be accepted after the bid opening date and time?

• Under no circumstances will late bids be accepted, regardless of the reason. All bids must be received by the bid opening date and time shown on the solicitation document. If a bid is delayed by actions of LSU personnel, and this delay prejudices a vendor, then LSU must cancel the solicitation and rebid.

7. How often is the State Contract information on the Internet updated?

• The Office of State Purchasing updates State Contracts nightly to assure current information is available.

8. Must a pre-bid conference be advertised?

• Notification of a pre-bid conference must be included in the solicitation. If the estimated value of the award is over $25,000 and attendance is mandatory, the pre-bid meeting must be advertised. (Purchasing Rules and Regulations, Chapter 5, Section 511) The ad should include the conference date, time and location and should be at least ten days prior to the mandatory meeting date.

9. If a budget unit wants to use the approved legislation allowing the RFP format, what must LSU do to get approval to do so?

• A written request outlining the reasons to the Director of Purchasing must be done. A written request will be forwarded by LSU Purchasing to the Director of State Purchasing. The request must include adequate justification that the best interests of the state would be served by using the RFP procurement method instead of the ITB procurement method. This legislation is applicable for procurement of high technology acquisitions or complex services or for procurement through a contract with a group purchasing organization (GPO) for the procurement of certain medical and laboratory supplies and medical equipment, only (LRS 39:1593/Act 692).

10. For services involving labor and material for the construction or renovation of buildings, improvements to the campus, or work needed for instruction or research, is there a procedure for requesting this work?

• Contact LSU Facility Planning or the LSU Facility Services Department. State Fire Marshall approval may be involved or coordination necessary with drafting specifications on appropriateness of altering a building or the campus grounds. Such considerations for work coming in contact with building or underground computer, telephone and utility lines must be respected.

11. How should we address a vendor who is not honoring specified delivery date?

• Budget unit should initially make verbal contact with the vendor regarding a problem in contract performance. If the complaint remains unresolved, the budget unit sends a formal complaint, using PUR515 Deficiency/Complaint Report form, to the Purchasing Coordinator handling the contract. LSU Purchasing will send a letter, with a copy of the complaint, asking the vendor to investigate and respond within a time frame. If the matter cannot be resolved, a Contract Controversy Hearing may be held.

• If the complaint concerns a State Contract purchase, the budget unit will need to complete a Deficiency/Complaint Form DA 3496 for LSU Purchasing to send to the State Purchasing Office. State Purchasing will send the vendor a letter, with a copy of the complaint report, asking the vendor to investigate and respond within a time frame. If the matter cannot be resolved, a Contract Controversy Hearing may be held.

12 . How do I find items on State Contract?

• See State Purchasing's Contract Search on the Internet.

DATA PROCESSING

1. What types of data processing services are considered "support services?"

• Non-competitive support services would include such things as installation of equipment on an equipment purchase, installation of software with equipment purchases, maintenance of hardware and software, some training on hardware/software when you purchase equipment.

2 . Is the installation of computer hardware purchased from State Contract included in the purchase price? If not, is it acceptable to use the contract vendor to install the equipment?

• The majority of the Brand Name PC contracts include a line for installation at an hourly rate. Some depts may elect to utilize their in-house I/S personnel for installation. If installation is not covered by the contract nor offered by your dept., then competitive bids should be solicited in accordance with Purchasing Rules and Regulations.

3 . How do I process requests for software installation and training when the training will be conducted on site at the agency and vendor travel charges are involved?

• This would be covered under support services and is non-competitive. However, the vendor must be made aware that any travel charges would have to be billed and reimbursed in accordance with the maximum allowable fees set forth in the State Travel Rules and Regulations, PPM 49.

4 . When is it advisable to have a signed agreement for software licenses and software or hardware maintenance or support?

• Sometimes vendors will require that an agreement be signed. In this case, the orignal agreement, not signed by the University, must be forwarded to Purchasing for review with compliance with Louisiana law.

Click here for Top 10 Employee Responsibilities When Making A Purchase