La. Admin. Code tit. 34 § I-5311

Current through Register Vol. 50, No. 9, September 20, 2024

Section I-5311 - Processing Procurement Request

A. In procuring equipment for the program, using agencies shall adhere to all laws, executive orders, rules, regulations, policies and procedures governing the purchase of goods and services by the using agency. The procurement of equipment by the using agency shall not be construed to change, affect, increase, or in any fashion relieve the agency of the requirements of any laws, rules, executive orders, regulations, policies or procedures relative to the procurement of goods and services by the respective agency except as follows.

1. Release Order. The using agency shall issue release orders for items on applicable state contracts and comply with all requirements except as follows.

a. Include the following statement in the description portion of the release order: THIS ORDER WILL BE PAID BY LPFA FUNDS . All invoices shall be remitted to the user agency's invoice address.

b. Invoice To-shall be made out to the Louisiana Public Facility Authority, Four United Plaza, Suite 100, 8555 United Plaza, Baton Rouge, Louisiana 70809.

c. Coding Block-Delete all coding and insert in the coding block the following:

NON-FACS- (General Appropriations Act Number, and year, Capital Outlay Act Number __________, and year, or Ancillary Appropriations Act Number, and year). LPFA LEASE PURCHASE PROGRAM.

d. Distribute photo copies of number 1 white page of release order as follows:

i. State Accounting Office-Agency Services; and

ii. Office of Risk Management.

2. Purchase Requisition. Using agencies exempt from centralized purchasing through the Office of State Purchasing under R.S. 39:1572(a) or (b), shall conduct the bidding for applicable equipment under the program. Such bidding shall be in accordance with all laws, executive orders, rules, regulations, policies and procedures, including the requirements contained herein. All nonexempt using agencies must submit to the Office of State Purchasing an applicable purchase requisition which includes complete specifications for the item of equipment which complies with all purchase requisition requirements and procedures with the exception and addition of:

a. bid proposals must include a requirement that the bidder specify the manufacturer's maintenance requirements and the warranty period offered;

b. include the following statement in the description portion of the release order, THIS ORDER WILL BE PAID BY LPFA FUNDS . All invoices shall be remitted to the user agency's invoice address;

c. Invoice To-shall be made out to the Louisiana Public Facility Authority, Four United Plaza, Suite 100, 8555 United Plaza, Baton Rouge, Louisiana 70809;

d. Coding Block-delete all coding and insert in the coding block the following:

NON-FACS- (General Appropriations Act Number, and year, Capital Outlay Act Number ______________, and year, or Ancillary Appropriations Act Number, and year). LPFA LEASE PURCHASE PROGRAM.

3. Purchase Orders. The Office of State Purchasing, or the exempt agency shall only issue purchase orders after bids are opened and evaluated and it has been determined that the lowest responsive and responsible bid is not in excess of the amount approved for procurement of said equipment as reflected on the selected equipment list. In the event all bids are in excess of the estimated cost reflected on the selected equipment list an award shall not be made unless written approval is received from the Division of Administration, State Budget Office. If the expenditure of additional funds is not approved, written cancellation of the solicitation shall be processed. Such cancellation notice shall contain the reason for cancellation.

a. Purchase orders used to procure equipment under the program must comply with all purchase order requirements and procedures with the exception and addition of:

i. include the following statement in the description portion of the release order, THIS ORDER WILL BE PAID BY LPFA FUNDS . All invoices shall be remitted to the user agency's invoice address;

ii. Invoice To-shall be made out to the Louisiana Public Facility Authority, Four United Plaza, Suite 100, 8555 United Plaza, Baton Rouge, Louisiana 70809;

iii. Coding Block-Delete all coding and insert in the coding block the following:

NON-FACS- ________ (General Appropriations Act Number, and year, Capital Outlay Act Number____________, and year, or Ancillary Appropriations Act Number ______________, and year). LPFA LEASE PURCHASE PROGRAM;

iv. distribute the photo copies of number 1 white page of purchase order as follows:

(a). State Accounting Office-Agency Services;

(b). Office of Risk Management.

b. All purchase orders and release orders for procurement of equipment under the program shall be remitted to the Division of Administration, Office of State Budget, except for Capital Outlay items which shall be submitted to the Office of Facility Planning and Control, by the appropriate purchasing unit of the user agency. The Division of Administration, Office of the State Budget, or the Office of Facility Planning and Control when applicable, shall complete Section 1 of the Certificate of Approval and Acceptance, evidencing approval thereof, and attach said certificate to the applicable purchase or release order.

B. The using agency shall complete Section 2 of the Certificate of Approval and Acceptance and remit said certificate to the trustee bank as required in §5313

La. Admin. Code tit. 34, § I-5311

Promulgated by the Office of the Governor, Division of Administration, LR 12:232 (April 1986).

AUTHORITY NOTE: Promulgated in accordance with R.S. 39:1761-1771.