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OTS Procurement Procedures
Effective July 1, 2014, DOA/OTS started implementing a consolidated IT Procurement Policy whereby the OTS will procure all IT Equipment throughout the state in accordance with Act 712 of the 2014 Regular Legislative Session. In an effort to keep all day to day procurement flowing, all requests for all IT acquisitions (i.e. hardware, software, maintenance, and services) must be initiated with the completion of an IT Procurement Request Form until we are able to further automate this work flow. This form will be signed by Agency Management with delegated authority from the agency that can approve the expense being recharged back to the agency from OTS and submitted to the Agency’s IT Director / Liaison. The Agency Liaison or delegate(s) shall be responsible for the review and approval of all requests (Does it meet the standards and strategic direction? Do we have something else I stock that could meet the need or be shared? Does this need to be a part of a volume discount, etc.?) This is important because OTS needs to be involved as early as possible in all IT related technology activities at the agency to assure optimal use of IT resources and funds. OTS will determine the standards for the various types of computer equipment and peripherals that will be approved and utilized within the state, with the goal of technical compliance and efficient use of resources and funding dollars. This is necessary to ensure consistency of the statewide computing network. The Agency Liaison who approves the purchase will scan the document and email it to OTS.Procurement@la.gov
There are some consumable or specialty items which may be required only by a specific agency which will not have to be procured centrally by OTS and the agencies may procure those items themselves. These are listed on the Exemption List . Each Agency Liason that would like to have items added to the exemption list that are specific for their agency should send them to David Dousay and Tom Sands.
Agency Liaisons should work with their agency management to decide who should be the authorized agency approvers delegated to sign off on the request from the viewpoint of need and willingness of the agency to accept the recharge from OTS. A Delegation of authority form (still in draft form) is located here, however the official copy and request will be sent out via the OTS office at a later date.
If you need any assistance completing the IT Acquisition Request form, feel free to contact OTS or your Agency Liason. Also, click here for a set of slides which will give further details including a written description of the Procurement Process, a Procurement Process Flowchart and a list of FAQs.
Please also remember to capture the required packing slips and paper work upon delivery to assure the required PCard logs (refer to “LaCarte P-Card Certification Course for Cardholders” in LEO) and return as needed to Janelle Hart if it was processed through the OTS Help Desk so proper paper work can be provided to the agency upon recharge.
All items purchased by OTS for an agency’s benefit (either through PO or PCard) that will be billed back to agency will remain the property of the requesting agency. The liaison officer will work with the agency’s property section to insure these items are tagged according to the agency’s policy.
All property purchased by OTS for an agency as part of a “line of service” (as well as inventory purchased for use by an OTS employee) will belong to OTS and should be tagged in OTS’s inventory system. You may communicate with OTS Receiving to request tags.
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