Division of Administration - Kristy Nichols, Commissioner - State of LouisianaState of Louisiana - Office of State Purchasing & Travel
Paul A. Holmes, Interim Director

Tel: (225) 342-8010
Fax: (225) 342-8688
Email: Paul.Holmes@la.gov

Mailing Address:
P.O. Box 94095
Baton Rouge, LA 70804-9095

Email:
DOA-OSP HELP DESK
(225) 219-4692

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Agency Questions
 1. 

Regarding review files, how can I get information to State Purchasing to aid in approval, especially when the new order replaces a previous contract/file?

 
 

You can use the ONTE screen in AGPS or Internal Notes in LaGov to cross-reference the previous order and explain why it was necessary to re-issue the order. Follow up with a FAX. Your review file may require additional documentation such as sole source justification letter, etc.

 2.  If an agency has authority to handle a purchase, must they bid the item?
 

Agencies must follow the Small Purchases Executive Order, which defines procedures for purchases up to $25,000. Purchases must be in accordance with the Purchasing Rules and Regulations.

 3. 

If an agency has the authority to bid, do they have to use the State's Vendors List?

 

No, agencies have the option of using the State's Vendor List, but are not required to use it. Their only concern is soliciting the correct number of bona fide bidders in accordance with the law.

The State's vendor enrollment is an excellent source to identify those vendors who have expressed their interest in receiving bids for designated commodities. If a vendor sends your agency a written request to be included on your mailing list, you are obliged to honor the request. AGPS agencies should add the vendor to the CASV screen.

 4.  How can I find vendors who are certified as a Small and Emerging Business (SEB)?
 

Those businesses which have elected to register in the State of Louisiana Procurement and Contract (LaPAC) Network or LaGov after certification by LED may be accessed at http://wwwprd1.doa.louisiana.gov/osp/lapac/Vendor/srchven2.cfm. You may then determine the specific search criteria (i.e. by company name, contact last name, parish, city, commodity, etc.). To find SEB certified vendors in a specific commodity, select the commodity and then "yes" for SEBD. All new vendors must use LaGov to enroll; however, LaPAC pulls the old LaPAC vendors and the new LaGov vendors when notifying vendors of solicitations. Additional information can be obtained from LED by calling (225) 342-1181.

 5.  Where can I obtain a directory of Certified Small Entrepeneurship Vendors?
 

Louisiana Economic Development (LED) is responsible for certification of businesses for participation in the Small Entrepreneurship (Hudson Initiative) Program in compliance with Revised Statutes 39:2001 et seq. Those businesses which have elected to register in the State of Louisiana Procurement and Contract (LaPAC) Network or LaGov after certification by LED may be accessed at http://wwwprd1.doa.louisiana.gov/OSP/LaPAC/Vendor/srchven2.cfm. Search for registered vendors in LaGOV or LaPAC on multiple criteria (i.e. by company name, contact last name, parish, city, commodity, etc.), by selecting "yes" from the dropdown for SmallE. (SEBD and VSE also available). In addition, a "quick list" of these small entrepreneurships has been extracted from the LaPAC and LaGov databases and compiled by both alpha and commodity and may be accessed at http://www.doa.louisiana.gov/osp/se/secv.htm. This list is automatically refreshed (updated) each time it is opened. All new vendors must use LaGov to enroll; however, LaPAC pulls the old LaPAC vendors and the new LaGov vendors when notifying vendors of solicitations.

 6.  Where can I obtain a directory of Certified Veterans and Service-connected Disabled Veteran-owned Business Vendors?
 

Louisiana Economic Development (LED) is responsible for certification of businesses for participation in the Veterans and Service-Connected Disabled Veteran-owned (LaVET) Program in compliance with Revised Statutes 39:2171 et seq. LED is responsible for maintaining the list of certified businesses. This list can be obtained from LED's website at https://smallbiz.louisianaeconomicdevelopment.com/certifiedbusiness. Additional information is available by calling either (225) 342-3000 or (800) 450-8115. In addition, a "quick list" of these LaVets has been extracted from the LaPAC and LaGov databases and compiled by both alpha and commodity. It is available at http://www.doa.louisiana.gov/osp/se/lavetcv.htm. This list is automatically refreshed (updated) each time it is opened. All new vendors must use LaGov to enroll; however, LaPAC pulls the old LaPAC vendors and the new LaGov vendors when notifying vendors of solicitations.

 7. 

Who determines the need for a product?

 

The agency usually determines the need for a product in conjunction with the actual end user. The role of State Purchasing is to purchase in accordance with the laws, to ensure competition and provide guidance.

 8.  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 bid document. If a bid is delayed by actions of the agency, and this delay prejudices a vendor, then the agency must cancel the solicitation and rebid.

 9.  How often is the contract information on the Internet updated?
 

The Office of State Purchasing has added a search tool to the State Contract database. This tool will enable agencies and the general public to access contract information. Click on eCat to search the contracts. The search engine provides rapid access to the database by contract number, T Number, vendor, brand/model in addition to a general search. State contracts are updated nightly to assure current information is available. Consortia medical supply items have also been added. You may search for contracts in AGPS or LaGov. Use AGPS unless you are looking for DOTD specific information.

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

No. The previous file can be used as reference but a new sole source letter from the vendor along with price quote and published price list must be submitted.

The agency must submit a new letter of justification also. Logic 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.

11. 

Can an agency issue (DPA) orders throughout the year on a file that State Purchasing bids that included the increase / decrease clause?

 

Purchase order changes should be issued against the original purchase order rather than issuing additional DPA orders. An OCHG in AGPS or a change in LaGov (see help scripts) produces the appropriate audit trail, usage records, and builds approvals to OSP.

12.  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.

13.  If my agency wants to use the RFP format, what must they get approval to do so?
 

A written request must be submitted 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. A draft RFP that includes the technical scoring criteria must also be included. An RFP may be used for the procurement of supplies, services, or major repairs, including but not limited to the 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.C).

14.  With bids for labor/materials project, what is the correct commodity to use?
  Commodity code varies depending on the project.
15.  How should we address a vendor who is not honoring specified delivery date?
 

State agencies should initially make verbal contact with the vendor regarding a problem in contract performance. If the complaint remains unresolved, the agency sends a formal complaint (Deficiency/Complaint Form) 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 will be held.

16.  What are the order document type codes to be used when placing contract orders with E.D.S., Inc. (State Use Program contract) or Prison Enterprises?
 

State Use Program and Prison Enterprises orders are now handled through the AGPS CRO document type or a Purchase Order in LaGov. When AGPS was originally setup, STU & SPU document types existed for these contracts; however, these document types could not interface with the inventory module and were deleted. This also simplified training - a CRO is now used across-the-board, regardless of the vendor.

17.  How do I find items on contract?
 

See State Purchasing's Contract Search (La's electronic catalog - eCat) on the Internet. eCat provides search capabilities in AGPS or LaGov. Use AGPS unless you are looking for specific DOTD information.

In AGPS, there are several screens that can be used to access items on contract. Examples are CKWI - This is the commodity by keyword table. It provides the user with the capability to inquire commodity numbers by their keyword. Once the user decides that further detail is required, the user can leaf to the COM2 table for the selected commodity number.

KDEC - This is the new contract by keyword screen. The key is the commodity description by keyword and the commodity number, contract number and line is displayed.

KLBN - This screen can be used if you know that the item is on a brand name contract.

CAWD - This screen can be used if you know the commodity number of an item. It displays the contract number, prime vendor's number, line number and contract expiration date. This screen lists both active and inactive contracts.

CAAD - This screen is to list active contracts available for agency use. The key is the agency ship to number, sub agency number and commodity number.

18.  Why don't I see the Prime Contract Vendor listed on KVDL?
 

KVDL shows the contract vendor distribution list in AGPS - the distributor vendors and their geographical service areas. The prime vendor for a contract in AGPS can be found on KONT if you know the contract number or CAWD if you know the commodity code.

The contract vendor and distributors can be found in LaGov in the contract header information.

19.  What is an NDC number?
 

This is the National Drug Code number. This number identifies the product, manufacturer and packaging.

 

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DATA PROCESSING

20. 

How do I determine if requests for hardware and software maintenance & support should be processed through the Office of State Purchasing or the Office of Contractual Review?

 
 

Hardware maintenance which consists of remedial maintenance, preventative maintenance, replacement parts, labor and engineering changes necessary to keep information technology hardware in good working condition are typically handled through the Office of State Purchasing.

Software maintenance which consists of on-site, telephone and/or on-line troubleshooting, installation assistance, basic usability assistance, etc. are typically handled through the Office of State Purchasing.

Software Support Services which consists of capacity planning, performance analysis, on-site troubleshooting (problem determination/diagnosis), custom modifications, etc. are typically handled through the Office of Contractual Review.

21. 

Is it acceptable to contract with vendors at an hourly rate to provide ongoing hardware or software maintenance or support?

 

Procurements for on-going hardware maintenance and software maintenance under $100,000 may be handled non-competitively and are typically set at a fixed monthly price or a fixed annual price and shall not be for a price greater than the vendor's published price. Procurements which exceed $100,000 must be in accordance with R.S. 39:199 and LAC Title 34, Chapter 55 and are typically set at a fixed monthly price or a fixed annual price.

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

Software Support Services include capacity planning, performance analysis, on-site troubleshooting (problem determination/diagnosis), custom modifications, etc.

23. 

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

 

The majority of our BN PC contracts include a line for installation at an hourly rate. Installation is limited to the initial set-up and initial diagnostics of microcomputers and peripherals purchased from the contract. Installation is to be used only at the time of the purchase of the component(s) from the state contract. Installation is not to be used for configuration or reconfiguration of network equipment, installation or rearrangement of in-building or outside wiring/cabling nor any other fashion. If installation falls outside this definition, it must be procured in accordance with the Small Purchases Executive Order and the Purchasing Rules and Regulations.

24.  

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?

  Software purchases should include the cost for installation integration and training. If the total cost for a 12 month period is less than $100,000 it can be processed as a non-competitive procurement. If the total cost for a 12 month period exceeds $100,000, the purchase must be in strict accordance with RS 39:199 and LAC Title 34, Chapter 55.
25.
When is it advisable to have a signed agreement for software licenses and software or hardware maintenance or support?
 

For those purchases of software, software maintenance or hardware maintenance, agencies have been granted advanced approval for purchases up to $100,000 and agency procurement and information technology sections are encouraged to seek the advice and assistance of their agency's legal counsel prior to the execution of any contracts. The Office of State Purchasing is available to assist any agency in the negotiation of contract agreements.

For those purchases that exceed $100,000, a signed agreement is required that has been negotiated with the assistance of the Procurement Support Team.

26. What is the proper procedure for processing requests for subscriptions provided on CD-ROM (i.e. Westlaw)?
  Subscriptions are handled in accordance with the Small Purchases Executive Order.
 
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