Chapter
5. Competitive
Sealed Bidding
§501. Content of the Invitation for Bids
A. Invitation for Bids
1. Purchases where the estimated cost is over $5,000
shall be made by sending out
written Invitations for Bids to at least five responsible bidders, and
if feasible, use should be made of State Purchasing's computerized vendor
list. Purchases where the estimated cost is over $25,000 shall be advertised
in accordance with R.S. 39:1594. All advertisements or written Invitations
for Bids shall contain general descriptions of the classes of commodities
on which bids are solicited and shall state:
a. the date and time when bids will be received,
opened and publicly read;
b. the names and locations of the state agencies
for which the purchases are to be made;
c. where and how specifications and bid forms may
be obtained.
2. The Invitation for Bids shall be on the state's
standard forms containing all pertinent information and shall be full
and complete including specifications, quantities, units, packaging
and number of containers to the case.
B. Content. The
Invitation for Bids shall include the following:
1. the purchase description, evaluation factors,
delivery or performance schedule, and inspection and acceptance requirements
not included in the purchase description; and
2. the contract terms and conditions, including
warranty and bonding or other security requirements, as applicable.
C. Incorporation by Reference. The Invitation for Bids may incorporate documents
by reference provided that the Invitation for Bids specifies where such
documents can be obtained.
D. Special Conditions. If any special conditions are to apply to a particular contract,
they shall be included in the Invitation for Bid.
E. Types of Purchases. Purchases are made in two different ways.
1. Open Market: a purchase made other than under
a schedule or term contract.
2. Term Contracting: a technique by which a source
of supply is established for a specific period of time. Term contracts are usually based on indefinite
quantities to be ordered "as needed", although such contracts
can specify definite quantities with deliveries extended over the contract
period.
AUTHORITY
NOTE: Promulgated in accordance
with R.S. 39:1581.
HISTORICAL
NOTE: Promulgated by the Office
of the Governor, Division of Administration, State Purchasing, LR 8:328
(July 1982), amended LR 21:566 (June 1995).
§503. Bidding Time
A. Bidding time is the period of time between the
date of distribution of the Invitation for Bids and the date set for
opening of bids. In each case
bidding time will be set to provide bidders a reasonable time to prepare
their bids. For bids over $25,000, a minimum of 21 days
should be provided unless the chief procurement officer or his designee
deems that a shorter time is necessary for a particular procurement. However, in no case shall the bidding time
be less than 10 days, except as provided in R.S. 39:1598 and Chapter
11 of these rules and regulations.
AUTHORITY
NOTE: Promulgated in accordance
with R.S. 39:1581.
HISTORICAL
NOTE: Promulgated by the Office
of the Governor, Division of Administration, State Purchasing, LR 8:328
(July 1982), amended LR 21:566 (June 1995).
§505. Addenda Modifying Invitation for Bids
A. Addenda modifying invitation for bids shall not
be issued within a period of three working days prior to the advertised
time for the opening of bids, excluding Saturdays, Sundays and any other
legal holidays. If the necessity
arises to issue an addendum modifying an Invitation for Bid within the
three working day period prior to the advertised time for the opening
of bids, then the opening of bids shall be extended exactly one week,
without the requirement of re-advertising.
Addenda shall be sent to all prospective bidders known to have
received an Invitation for Bid.
AUTHORITY
NOTE: Promulgated in accordance
with R.S. 39:1581
HISTORICAL
NOTE: Promulgated by the Office
of the Governor, Division of Administration, State Purchasing, LR 8:328
(July 1982), amended LR 21:566 (June 1995).
§507. Bidder Submissions
A. Bid Forms. All
written bids, unless otherwise provided for, must be submitted on, and
in accordance with, forms provided, properly signed. Bids submitted in the following manner will
not be accepted:
1. bid contains no signature indicating an intent
to be bound;
2. bid filled out in pencil; and bids must be received
at the address specified in the Invitation for Bids prior to bid opening
time in order to be considered.
B. Bid Samples and Descriptive Literature
1. Descriptive literature means information available
in the ordinary course of business which shows the characteristics,
construction, packaging, or operation of an item which enables the state
to consider whether the item meets its specifications and needs.
2. Bid Sample means a sample to be furnished by
a bidder to show the characteristics of the item offered in the bid.
3. Bid samples or descriptive literature may be
required when it is necessary to evaluate required characteristics of
the items bid.
4. The Invitation for Bids shall state whether
bid samples or descriptive literature should be submitted. Unsolicited bid samples may not be returned.
5. When required, samples must be received not
later than the time set or specified for bid opening, free of expense
to the state. Samples should
be marked plainly with name and address of bidder, bid number and opening
date of bid, also memorandum indicating whether bidder desires return
of sample or samples. Providing they have not been used or made useless
through tests, when requested, samples submitted will be returned at
bidder's risk and expense. All
samples submitted are subject to mutilation as the result of tests by
the agency. Failure to submit samples within time allowed
will result in disqualification or nonconsideration of bid.
C. Conditional Bids. Conditional bids are subject to rejection in whole or in part.
A conditional bid may be accepted if the condition is not a substantial
deviation from the Invitation for Bid.
D. All or Part.
Bids may be considered for all or part of total quantities.
E. Bids Binding. Unless otherwise specified, all formal bids shall be binding for
a minimum of 30 calendar days. Nevertheless,
if the lowest responsive and responsible bidder is willing to keep his
price firm in excess of 30 days, the state may award to this bidder
after this period has expired, or after the period specified in the
formal bid has expired.
F. Net Prices.
Bid prices, unless otherwise specified, must be net including
transportation and handling charges prepaid by contractor to destination.
G. Taxes. Vendor
is responsible for including all applicable taxes in the bid price.
AUTHORITY
NOTE: Promulgated in accordance
with R.S. 39:1581.
HISTORICAL
NOTE: Promulgated by the Office
of the Governor, Division of Administration, State Purchasing, LR 8:328
(July 1982), amended LR 21:566 (June 1995).
§509. Bidder Lists
A. Bidder lists may be compiled to provide the state
with the names of businesses that may be interested in competing for
various types of state contracts. Unless
otherwise provided, inclusion or exclusion of the name of a business
does not indicate whether the business is responsible in respect to
a particular procurement or otherwise capable of successfully performing
a state contract.
B. Where feasible, use should be made of the State
Purchasing's computerized vendor list.
It shall be the responsibility of the bidder to confirm that
his company is in the appropriate bid category.
AUTHORITY
NOTE: Promulgated in accordance
with R.S. 39:1581.
HISTORICAL
NOTE: Promulgated by Office of
the Governor, Division of Administration, State Purchasing, LR 8:329
(July 1982), amended LR 21:566 (June 1995).
§511. Pre-Bid Conferences
A. Pre-bid conferences may be conducted to explain
the procurement requirements. They
shall be announced to all prospective bidders known to have received
an Invitation for Bids and shall be advertised if over $25,000 and attendance
is mandatory. The conference
should be held long enough after the Invitation for Bids has been issued
to allow bidders to become familiar with it, but sufficiently before
bid opening to allow consideration of the conference results in preparing
their bids. Nothing stated at the pre-bid conference shall
change the Invitation for Bids unless a change is made by written addenda
as provided in §505.
AUTHORITY
NOTE: Promulgated in accordance
with R.S. 39:1581.
HISTORICAL
NOTE: Promulgated by the Office
of the Governor, Division of Administration, State Purchasing, LR 8:329
(July 1982), amended LR 21:566 (June 1995).
§515. Pre-Opening Modification or Withdrawal of Bids
A. Procedure. Bids may be modified or withdrawn
by written, telegraphic or fax notice received at the address designated
in the Invitation for Bids prior to the time set for bid opening, as
recorded by date stamp at the purchasing agency.
B. Withdrawal of Bids. A written request for the withdrawal of a bid or any part thereof
will be granted if the request is received prior to the specified time
of opening. If a bidder withdraws
a bid, all bid documents shall remain the property of the state, unless
return is requested in writing.
C. Disposition of Bid Security. Bid security, if any, shall be returned to
the bidder if requested when withdrawal of the bid is permitted.
D. Records. All
documents relating to the modification or withdrawal of bids shall be
made a part of the appropriate procurement file.
AUTHORITY
NOTE: Promulgated in accordance
with R.S. 39:1581.
HISTORICAL
NOTE: Promulgated by the Office
of the Governor, Division of Administration, State Purchasing, LR 8:329
(July 1982), amended LR 21:566 (June 1995).
§517. Late Bids
A. Formal bids and addenda thereto, received at
the address designated in the Invitation for Bids after time specified
for bid opening will not be considered, whether delayed in the mail
or for any other causes whatsoever.
If a bid is delayed by actions of the agency handling the solicitation,
and this delay prejudices a vendor, then the agency shall cancel the
solicitation and re-bid. In no case will late bids be accepted.
AUTHORITY
NOTE: Promulgated in accordance
with R.S. 39:1581.
HISTORICAL
NOTE: Promulgated by the Office
of the Governor, Division of Administration, State Purchasing, LR 8:329
(July 1982), amended LR 21:566 (June 1995).
§519. Receipt, Opening and Recording of Bids
A. Receipt. Upon
receipt, all bids and modifications will be time-stamped but not opened.
They shall be stored in a secure place until bid opening time.
B. Opening and Recording
1. Bids and modifications shall be opened publicly,
in the presence of one or more witnesses, at the time and place designated
in the Invitation for Bids. The
names of the bidders and the bid price shall be read aloud or otherwise
made available and shall be recorded.
2. The opened bids shall be available for public
inspection, in accordance with Chapter I, Title 44.
C. Postponed OpeningsCExceptions. In the event that bids are scheduled to be
opened on a day that is a federal holiday, or if the governor by proclamation
creates an unscheduled holiday, or for any cause that exists that creates
a nonworking day, bids scheduled to be opened on that day shall be opened
on the next working day at the same address and time specified in the
Invitation for Bids.
AUTHORITY
NOTE: Promulgated in accordance
with R.S. 39:1581.
HISTORICAL
NOTE: Promulgated by the Office
of the Governor, Division of Administration, State Purchasing, LR 8:329
(July 1992), amended LR 21:566 (June 1995).
§521. Mistakes in Bids
A. Correction or Withdrawal of Bids. Patent errors in bids or errors in bids supported
by clear and convincing evidence may be corrected, or bids may be withdrawn,
if such correction or withdrawal does not prejudice other bidders,
and such actions may be taken only to the extent permitted under
these regulations. A request to withdraw a bid after the bid opening must be made within
three business days after bid opening, and supported in writing. If it is determined that the error is patently
obvious, then the bid may be withdrawn, and if a bid guaranty was required
it shall be returned to the bidder.
B. Minor Informalities. Minor informalities are matters of form rather
than substance which are evident from the bid document, or insignificant
mistakes that can be waived or corrected without prejudice to other
bidders; that is, the effect on price, quantity, quality, delivery,
or contractual conditions is not significant. The chief procurement
officer or the head of a purchasing agency may waive such informalities
or allow the bidder to correct them depending on which is in the best
interest of the state. Examples include, but are not limited to,
the failure of a bidder to:
1. return the number of signed bids required by
the Invitation for Bids;
2. sign the bid, but only if the unsigned bid is
accompanied by other signed material indicating the bidder's intent
to be bound;
3. sign or initial write-overs, or corrections
in bids;
4. get an agency's certification that a mandatory
job-site visit was made; and
5. return nonmandatory pages of the bid proposal.
C. Mistakes Where Intended Bid is Evident. If the mistake and the intended bid are clearly
evident on the face of the bid document, the bid shall be corrected
to the intended bid and may not be withdrawn.
Some examples of mistakes that may be clearly evident on the
face of the bid document are typographical errors, errors in extending
unit prices, unit prices placed in the extended amount column, and failure
to return an addendum provided there is evidence that the addendum was
received. When an error is made in extending total prices
the unit bid price will govern. Under
no circumstances will a unit bid price be altered or corrected unless
it is obvious that a unit price is submitted in a different unit of
measure than shown on the bid form and the bidder's extended total verifies
that the unit bid price was submitted using a wrong unit of measure,
then the unit price may be changed to correspond with the correct unit
of measure.
AUTHORITY
NOTE: Promulgated in accordance
with R.S. 39:1581.
HISTORICAL
NOTE: Promulgated by the Office
of the Governor, Division of Administration, State Purchasing, LR 8:329
(July 1982), amended LR 21:566 (June 1995).
§523. Bid Guaranty and Bond
A. Bid Guaranty
1. When specified in the Invitation for Bids, a
bid bond, cashier's check, or certified check, made payable to the Department
of the Treasury of the state of Louisiana, for the amount specified,
must accompany each bid.
2. If a bid bond is used, it shall be written by
a surety or insurance company currently on the U.S. Department of the
Treasury Financial Management Service list of approved bonding companies
which is published annually in the Federal
Register, or by a Louisiana domiciled insurance company with at
least an A-rating in the latest printing of the A.M.
Best's Key Rating Guide to write individual bonds up to 10 percent
of policyholders' surplus as shown in the A.M.
Best's Key Rating Guide.
B. Performance Bond
1. Any performance bond furnished shall be written
by a surety or insurance company currently on the U.S. Department of
the Treasury Financial Management Service list of approved bonding companies
which is published annually in the Federal
Register, or by a Louisiana domiciled insurance company with at
least an A-rating in the latest printing of the A.M.
Best's Key Rating Guide to write individual bonds up to 10 percent
of policyholders' surplus as shown in the A.M.
Best's Key Rating Guide or by an insurance company that is either
domiciled in Louisiana or owned by Louisiana residents and is licensed
to write surety bonds.
2. No surety or insurance company shall write a
performance bond which is in excess of the amount indicated as approved
by the U.S. Department of the Treasury Financial Management Service
list or by a Louisiana domiciled insurance company with an A-rating
by A.M. Best up to a limit of 10 percent of policyholders' surplus as
shown by A.M. Best; companies authorized by this Paragraph who are not
on the treasury list shall not write a performance bond when the penalty
exceeds 15 percent of its capital and surplus, such capital and surplus
being the amount by which the company's assets exceed its liabilities
as reflected by the most recent financial statements filed by the company
with the Department of Insurance.
3. In
addition, any performance bond furnished shall be written by a surety
or insurance company that is currently licensed to do business in the
state of Louisiana. If a performance
bond has been required, the requirement cannot be waived, unless otherwise
allowed by Louisiana statutes.
AUTHORITY
NOTE: Promulgated in accordance
with R.S. 39:1581.
HISTORICAL
NOTE: Promulgated by the Office
of the Governor, Division of Administration, State Purchasing, LR 8:330
(July 1982), amended LR 21:566 (June 1995).
§525. General Guaranty
A. At a minimum, the state shall require that the
contractor submit to the following guarantees.
1. Hold the state, its agents and employees harmless
against any liability for negligent acts or omissions by the contractor.
2. Hold the state, its agents and employees harmless
against any liability for infringement of any copyright or patent arising
from performance of this contract.
3. Protect the state against latent defective material
or workmanship and to repair or replace any damages or marring occasioned
in transit.
4. Pay for all necessary permits, licenses and
fees and give all notices and comply with all laws, ordinances, rules
and regulations of the city or town in which the installation is to
be made or the contract to be performed, and of the state of Louisiana.
B. The contractor may propose substitute guarantees
which provide greater protection to the state.
AUTHORITY
NOTE: Promulgated in accordance
with R.S. 39:1851.
HISTORICAL
NOTE: Promulgated by the Office
of the Governor, Division of Administration, State Purchasing, LR 8:330
(July 1982), amended LR 21:566 (June 1995).
§527. Bid Evaluation and Award
A. General. The
contract is to be awarded "to the lowest responsible and responsive
bidder whose bid meets the requirements and criteria set forth in the
Invitation for Bids." See
R.S. 39:1594.G (Competitive Sealed Bidding, Award) of the Louisiana
Procurement Code. The Invitation for Bids shall set forth the
requirements and criteria which will be used to determine the lowest
responsive bidder. No bid shall
be evaluated for any requirements or criteria that are not disclosed
in the Invitation for Bids.
B. Responsibility and Responsiveness
Responsive Bidder - a person who has submitted
a bid under R.S. 39:1594 which conforms in all substantive respects
to the invitation for bids including the specifications set forth in
the invitation.
Responsible Bidder or Offeror - a person who has the capability
in all respects to perform the contract requirements and the integrity
and reliability which will assure good faith performance.
C. Product Acceptability
1. The Invitation for Bids shall set forth the
evaluation criteria to be used in determining product acceptability. It may require the submission of bid samples,
descriptive literature, technical data, or other material. It may also provide for:
a. inspection or testing of a product prior to
award for such characteristics as quality or workmanship;
b. examination of such elements as appearance,
finish, taste, or feel; or
c. other examinations to determine whether the
product conforms with any other purchase description requirements, such
as unit packaging. If bidder
changes the unit or packaging, and it is determined that the change
prejudices other bidders, then the bid for the changed item shall be
rejected.
2. The acceptability evaluation is not conducted
for the purpose of determining whether one bidder's item is superior
to another but only to determine that a bidder's offering is acceptable
as set forth in the Invitation for Bids.
Any bidder's offering which does not meet the acceptability requirements
shall be rejected.
D. Determination of Lowest Bidder
1. Following determination of product acceptability
as set forth in Subsection C of this Section, if any is required, bids
will be evaluated to determine which bidder offers the lowest cost to
the state in accordance with the evaluation criteria set forth in the
Invitation for Bids. Only objectively
measurable criteria which are set forth in the Invitation for Bids shall
be applied in determining the lowest bidder.
Examples of such criteria include but are not limited to transportation
cost, and ownership or life-cycle cost formula.
Evaluation factors need not be precise predictors of actual future
costs, but to the extent possible, such evaluation factors shall:
a. be reasonable estimates based upon information
the state has available concerning future use; and
b. treat all bids equitably.
E. Restrictions. A contract may not be awarded to a bidder submitting a higher quality
item than that required by the Invitation for Bids unless the bid is
also the lowest bid as determined under Subsection D of this Section.
Further, this Section does not permit negotiation
with any bidder.
AUTHORITY
NOTE: Promulgated in accordance
with R.S. 39:1581.
HISTORICAL
NOTE: Promulgated by the Office
of the Governor, Division of Administration, State Purchasing, LR 8:330
(July 1982), amended LR 21:566 (June 1995).
§529. Tie Bids
A. Definition
Tie Bids - low responsive bids from responsible bidders that are
identical in price and which meet all requirements and criteria set
forth in the Invitation for Bids.
B. Resident Business Preference
1. In state contracts awarded by competitive sealed
bidding, resident businesses shall be preferred to nonresident businesses
where there is a tie bid and where there will be no sacrifice or loss
of quality.
2. Resident
Business - one authorized to do and doing business under the laws
of this state, which either:
a. maintains its principal place in business in
the state; or
b. employs a minimum of two employees who are residents
of the state.
C. Award. In
the discretion of the chief procurement officer or the head of a purchasing
agency, award shall be made in any manner that will discourage tie bids.
A written determination justifying the manner of award must be
made. This would include, but
is not limited to, consideration of such factors as resident business,
proximity, past performance, delivery, completeness of bid proposal.
Tie bids over $10,000 must be reported to the attorney general.
See Chapter 23. Reporting
of Suspected Collusive Bidding or Negotiations.
AUTHORITY
NOTE: Promulgated in accordance
with R.S. 39:1581.
HISTORICAL
NOTE: Promulgated by the Office
of the Governor, Division of Administration, State Purchasing, LR 8:330
(July 1982), amended LR 21:566 (June 1995).
§531. Awarding of Bids
A. Rejection of Bids. The right is reserved to reject any or all bids in whole or in part,
and to award by items, parts of items, or by any group of items specified.
Also, the right is reserved to waive technical defects when the
best interest of the state thereby will be served.
B. Information on Bid Results. Information pertaining to results of bids may
be secured by visiting the agency, except weekends and holidays, during
normal working hours, or by complying with '535.
C. Cash Discounts
1. Open Market Purchases and Definite Quantity
Term Contracts. All cash discounts will be taken. However, cash discounts will only be considered
in determining an award on terms for 30 days or more and at least one
percent.
2. Indefinite Quantity Term Contracts. Cash discounts will be accepted and taken but
will not be considered in determining awards.
D. Increase or Decrease in Quantities. Unless otherwise specified in the Invitation
for Bids, the state reserves the right to increase or decrease the quantities
of any item or items shown in the bid by 10 percent.
E. Availability of Funds. A contract shall be deemed executory only to
the extent of appropriations available to each agency for the purchase
of such articles.
F. All or None Bids
1. A business may limit a bid on acceptance of
the whole bid, whereupon the state shall not thereafter reject part
of such bid and award on the remainder.
An award shall be made to the "all or none" bid only
if it is the overall low bid on all items, or those items bid.
2. Overall low bid shall be that bid whose total
bid, including all items bid, is the lowest dollar amount; be it an
individual's bid or a computation of all low bids on individual items
of those bids that are not conditioned "all or none."
a. Open Market Purchases. When multiple items are contained on any solicitation
and the state chooses to make an item or group award in order to save
the state the cost of issuing a different purchase order, an award may
be made to a vendor on that item if the total bid for said item is $1,000
or less, and the difference between the low bidder and the bidder receiving
the award is $100 or less.
b. An "all or none" bid may be awarded
in a similar fashion, to save the state the cost of issuing another
purchase order, if the difference in the overall cost between the vendors
is $100 or less and no single item exceeds $1,000.
AUTHORITY
NOTE: Promulgated in accordance
with R.S. 39:1581.
HISTORICAL
NOTE: Promulgated by the Office
of the Governor, Division of Administration, State Purchasing, LR 8:330
(July 1982), amended LR 21:566 (June 1995).
§533. Documentation of Award
A. Following award, a record showing the basis for
determining the successful bidder, including reasons for rejecting any
nonresponsive bids, shall be made a part of the procurement file.
AUTHORITY
NOTE: Promulgated in accordance
with R.S. 39:1581.
HISTORICAL
NOTE: Promulgated by the Office
of the Governor, Division of Administration, State Purchasing, LR 8:331
(July 1982), amended LR 21:566 (June 1995).
§535. Publicizing Awards
A. Written notice of award shall be sent to the
successful bidder. In procurement
over $25,000, each unsuccessful bidder shall be notified of the award
provided that he submitted with his bid a self-addressed stamped envelope
requesting this information. Notice
of award shall be made a part of the procurement file.
AUTHORITY
NOTE: Promulgated in accordance
with R.S. 39:1581.
HISTORICAL
NOTE: Promulgated by the Office
of the Governor, Division of Administration, State Purchasing, LR 8:331
(July 1982), amended LR 21:566 (June 1995).
§537. Assignments
A. No contract or purchase order or proceeds thereof
may be assigned, sublet or transferred without written consent of the
commissioner. This does not
include agencies exempt in R.S. 39:1572.
AUTHORITY
NOTE: Promulgated in accordance
with R.S. 39:1581.
HISTORICAL
NOTE: Promulgated by the Office
of the Governor, Division of Administration, State Purchasing, LR 8:331
(July 1982), amended LR 21:566 (June 1995).
§539. Deliveries
A. Extension of Time. Any extension of time on delivery or project completion time must
be requested in writing by the vendor and accepted or rejected in writing
by the purchasing department. Such
extension is applicable only to the particular item or shipment affected.
B. Additional Charges. No delivery charges shall be added to invoices except when express
delivery is substituted on an order for less expensive methods specified
in contract. In such cases,
when requested by the agency, the difference between freight or mail
and express charges may be added to the invoice.
C. Weight Checking. Deliveries shall be subject to reweighing on official scales designated
by the state. Payments shall
be made on the basis of net weight of materials delivered.
D. Rejection of Deliveries, Payment for Used Portion.
Payment for any used portion of delivery found (as a result of
tests or otherwise) to be inferior to specifications or contract requirements,
will be made by the state on an adjusted price basis, using the procedures
outlined in R.S. 39:1673.
E. Contracts - Reduction in Prices. All state agencies will receive the benefit
of any reduction in price on any unshipped portion of any commodity
contract. In the event the contractor
reduces his price to any one state agency or political subdivision of
the state, or makes a general reduction in price, all state agencies
being supplied under these contracts are automatically entitled to the
lower price; and the contractor shall rebate to all state agencies in
a proportional amount. Also, in the event the total purchases of all
state agencies of any items covered by the contract entitle the state
to a greater quantity discount, the state shall receive the quantity
discount appropriated the total amount of actual purchases made by all
state agencies. All price reductions made by any supplier under
these contracts, designed for the benefit of any state agency, shall
be made directly to Purchasing, Division of Administration. Also, the state agencies shall report any offer
of a reduction in contract price to Purchasing, and the right is reserved
to accept or reject such offers; but the best interest of the state
as a whole will always be considered.
F. Invoices. Upon
delivery of each order and its acceptance by the state agency, the supplier
shall bill the state agency by means of invoice and the invoice shall
make reference to the purchase order number, contract award number,
and/or purchase requisition number.
All invoices shall be submitted by the supplier on the supplier's
own invoice forms, in duplicate, directly to the accounting office of
the state agency as required by the purchase order.
G. Payment
1. After receipt and acceptance of order and receipt
of valid invoice, payment will be made by the state agency within 30
days. Payment will be made at
the respective unit prices shown on the bid or price schedule, less
any percentages off list price, less federal excise tax (unless otherwise
specified), less cash discount earned.
2. If a state agency without reasonable cause fails
to make any payment due within 90 days of the due date prescribed by
contract, the state agency shall pay a penalty in accordance with R.S.
39:1695.
AUTHORITY
NOTE: Promulgated in accordance
with R.S. 39:1581.
HISTORICAL
NOTE: Promulgated by the Office
of the Governor, Division of Administration, State Purchasing, LR 21:566
(June 1995). |