The University of Louisiana at MonroeThe University of Louisiana at Monroe

PURCHASING DEPARTMENTPURCHASING DEPARTMENT

Primary Procurement Statues Primary Procurement Statues

L.S.A.-R.S.L.S.A.-R.S. 39: Public Finance39: Public Finance 38: Public Works38: Public Works

December 1, 2014December 1, 2014

StatementStatementThe Purchasing Department under The Purchasing Department under

the Procurement Manager has the the Procurement Manager has the sole authority to order materials and sole authority to order materials and contract for services. The University contract for services. The University assumes no obligations except on a assumes no obligations except on a duly authorized Purchase Order.duly authorized Purchase Order.

Requesting departments may not Requesting departments may not order materials or contract for order materials or contract for services without first contacting the services without first contacting the Purchasing Department.Purchasing Department.

Procurement TypesProcurement Types

Small Purchase Small Purchase LaCarte CardLaCarte CardContract for ServicesContract for Services

Budget items of primary concern to Budget items of primary concern to the Purchasing Department are:the Purchasing Department are:

Operating Services (703000) – Charges for Operating Services (703000) – Charges for services performed in connection with services performed in connection with repairs, rental, printing, utilities, dues, repairs, rental, printing, utilities, dues, subscriptions, etc.subscriptions, etc.

Materials and Supplies (704000) – Any Materials and Supplies (704000) – Any consumable item.consumable item.

Professional Services (705000) – Services Professional Services (705000) – Services for personal, professional or consulting for personal, professional or consulting purposes which requires specialized purposes which requires specialized knowledge, training, artistic ability, etc.knowledge, training, artistic ability, etc.

Cont.Cont.

Other Charges (706000)- Purchases made Other Charges (706000)- Purchases made for resell, which are not a part of a for resell, which are not a part of a merchandising program. Also includes merchandising program. Also includes awards, scholarships, etc.awards, scholarships, etc.

Capital Outlay (707000) – A non-Capital Outlay (707000) – A non-consumable or nonrecurring item costing consumable or nonrecurring item costing $1,000 or more with a useful life $1,000 or more with a useful life expectancy of more than a year and expectancy of more than a year and depreciate over its expected useful life.depreciate over its expected useful life.

Most Common Procurement Most Common Procurement MethodsMethods

Executive Order BJ 2010-16Executive Order BJ 2010-16State ContractState ContractBrand Name ContractsBrand Name ContractsSole Source PurchaseSole Source PurchaseProprietary PurchaseProprietary PurchaseSheltered Workshop-(Shredding)Sheltered Workshop-(Shredding)

PurchasesPurchases << $5000 $5000 APPROVED ACQUISITION METHODS-No Competitive process APPROVED ACQUISITION METHODS-No Competitive process

is required.is required. Pay for purchase with personal funds (not recommended Pay for purchase with personal funds (not recommended

except for urgent needs, i.e. toner or printer cartridges)except for urgent needs, i.e. toner or printer cartridges) Obtain receipt/invoice – submit check request for Obtain receipt/invoice – submit check request for

reimbursement (checks written on Wednesday night)reimbursement (checks written on Wednesday night)OROR

Submit requisition via BannerSubmit requisition via Banner PO issued – Department gets receiving reportsPO issued – Department gets receiving reports Payment – Invoice – Receiving Report to A/PPayment – Invoice – Receiving Report to A/P

OROR Use the State of LA purchasing card – no bids or quotes Use the State of LA purchasing card – no bids or quotes

required.required. ** Artificial splitting of purchases is violation of bid laws ** Artificial splitting of purchases is violation of bid laws

and is not authorized – Executive Order BJ 2010-and is not authorized – Executive Order BJ 2010-1616

PurchasesPurchases >> $5,000 < $15,000$5,000 < $15,000

Submit requisition via Banner FinanceSubmit requisition via Banner Finance

33 prospective bidders required prospective bidders required Telephone/fax quotes authorized or by other Telephone/fax quotes authorized or by other

means means Purchasing Department personnel will solicit Purchasing Department personnel will solicit

bids and/or quotes as required.bids and/or quotes as required. Provide phone, fax and current address of Provide phone, fax and current address of

vendor.vendor.

PO issued – approximate 10PO issued – approximate 10 day turnaround day turnaround

PurchasesPurchases > $15,000, > $15,000, << $25,000 $25,000

Submit requisitionSubmit requisition via Banner Finance via Banner Finance 55 prospective bidders required prospective bidders required Fax or mail bids acceptableFax or mail bids acceptable Bid – out for Bid – out for 10 days10 days

Purchasing Department personnel will solicit Purchasing Department personnel will solicit bids and/or quotes as required.bids and/or quotes as required.

10 days required 10 days required PO issued after awardPO issued after award

PurchasesPurchases > $25,000> $25,000

Submit requisition via Banner FinanceSubmit requisition via Banner Finance Complete specificationsComplete specifications 5 5 or more bidders requiredor more bidders required

Sealed written bid responses requiredSealed written bid responses required Advertise: News Star and Morning Advocate in Advertise: News Star and Morning Advocate in

Baton Rouge – Baton Rouge – *required**required*

Also required to be advertised on LaPac. Also required to be advertised on LaPac. 25 to 30 days required for process25 to 30 days required for process PO issued – after awardPO issued – after award

ExceptionsExceptions

Certain items have been considered Certain items have been considered small purchase by the Governor and small purchase by the Governor and are exempt from the competitive are exempt from the competitive process under Section 5 of Executive process under Section 5 of Executive Order No. BJ 2010-16.Order No. BJ 2010-16.

A copy of the Order is on file in the A copy of the Order is on file in the Purchasing Department.Purchasing Department.

Lab Equip & SuppliesLab Equip & Supplies << $25,000 $25,000

For ongoing research onlyFor ongoing research only Quotes/BidsQuotes/Bids

NOT RequiredNOT RequiredBUTBUT

Recommended – where possibleRecommended – where possible

MUST submit form certifying the purchaseMUST submit form certifying the purchaseis for is for ongoing researchongoing research

State ContractState Contract

State contract number and line item number State contract number and line item number included on requisition.included on requisition.

Brand name or catalog contracts, obtain a Brand name or catalog contracts, obtain a quote, send to purchasing listing requisition quote, send to purchasing listing requisition number.number.

Sole Source and ProprietarySole Source and Proprietary

An item is available from a single An item is available from a single supplier.supplier.Must be accompanied by a letter from Must be accompanied by a letter from

the national marketing representative the national marketing representative on the vendor’s letterhead stating that on the vendor’s letterhead stating that he is the only known source for the item.he is the only known source for the item.

Must have a firm price quote.Must have a firm price quote.

Sole Source and Propriety Sole Source and Propriety cont.cont.

A proprietary purchase is one in A proprietary purchase is one in which a certain product is the only which a certain product is the only product that will meet the needs.product that will meet the needs.Manufacturer has chosen to distribute.Manufacturer has chosen to distribute.Send a letter justifying (Sole Source & Send a letter justifying (Sole Source &

Propriety form) the need.Propriety form) the need.Bids must be solicited.Bids must be solicited.

Sheltered WorkshopSheltered Workshop

Employment Development Employment Development Services (EDS) – State Use Services (EDS) – State Use Contract No. 401120Contract No. 401120

This contract is used for This contract is used for shredding of documents through shredding of documents through ARCO.ARCO.

Contact ShaKeya in Purchasing at Contact ShaKeya in Purchasing at 342-5208.342-5208.

Small Entrepreneurship Small Entrepreneurship Programs (Hudson and Programs (Hudson and Veterans Initiatives)Veterans Initiatives)

The Small Entrepreneurship (SE) Programs (Hudson and Veterans The Small Entrepreneurship (SE) Programs (Hudson and Veterans Initiatives) are goal-oriented programs which encourage state Initiatives) are goal-oriented programs which encourage state agencies to contract with certified small entrepreneurshipsagencies to contract with certified small entrepreneurships

(SE’s) as well as encourage contractors who receive contracts (SE’s) as well as encourage contractors who receive contracts from the state to use good faith efforts to utilize certified SE’s in from the state to use good faith efforts to utilize certified SE’s in the performance of the contract. The small entrepreneurshipthe performance of the contract. The small entrepreneurship

programs are race and gender-neutral programs. The primary programs are race and gender-neutral programs. The primary intent of these programs is to provide additional opportunities for intent of these programs is to provide additional opportunities for Louisiana-based small entrepreneurships (SE’s) that are certified Louisiana-based small entrepreneurships (SE’s) that are certified by the Louisiana Department of Economic Development to by the Louisiana Department of Economic Development to participate in contracting and procurement with the State.participate in contracting and procurement with the State.

Other PoliciesOther Policies

Office of Public Relations should be Office of Public Relations should be contacted for all print jobs.contacted for all print jobs.

Capital Outlay items other than Capital Outlay items other than software cannot be purchased from software cannot be purchased from the Bookstore.the Bookstore.

Copy paper should be ordered from Copy paper should be ordered from the State Contract pricing.the State Contract pricing.

Contact Purchasing Department for Contact Purchasing Department for Shredding information.Shredding information.

RequisitionRequisition Procedures Procedures

Enter requisition in Banner Finance.Enter requisition in Banner Finance.Funding must be available.Funding must be available.Funds are encumbered at time of requisition.Funds are encumbered at time of requisition.Approved electronically by approving authority.Approved electronically by approving authority.Purchasing Personnel process approved requisition in Purchasing Personnel process approved requisition in

accordance with R.S. Titles 38 & 39: Executive Order, accordance with R.S. Titles 38 & 39: Executive Order, or University Policy.or University Policy.

Submit a full and complete description and specifications Submit a full and complete description and specifications for all items. May be submitted electronically, faxed, or for all items. May be submitted electronically, faxed, or campus mail.campus mail.

Attachments – State Contract, Check with Order, Ongoing Attachments – State Contract, Check with Order, Ongoing Research, Bid Specifications, etc. are sent with Campus Research, Bid Specifications, etc. are sent with Campus Correspondence form stating the requisition number.Correspondence form stating the requisition number.

ReceivingReceiving

All merchandise will be delivered to All merchandise will be delivered to requesting delivery location except requesting delivery location except those items which must be delivered those items which must be delivered to the warehouse.to the warehouse.

Department will receive items in Department will receive items in Banner Banner

The Yellow department copy is sent The Yellow department copy is sent to the Controller’s office with the to the Controller’s office with the Receiver number listed.Receiver number listed.

Cancellation or Modification of Cancellation or Modification of OrdersOrders

Requests for cancellation or modifications of Requests for cancellation or modifications of purchase orders, including an increase or purchase orders, including an increase or decrease in the dollar amount, should be decrease in the dollar amount, should be submitted to the Purchasing Department by use submitted to the Purchasing Department by use of the Change/Cancellation Form.of the Change/Cancellation Form.

An official notification will be sent to the vendor An official notification will be sent to the vendor by means of a University Purchase Order Change by means of a University Purchase Order Change Order.Order.

Change Orders can only be handled through the Change Orders can only be handled through the Purchasing Department.Purchasing Department.

PO DistributionPO Distribution

White copy to vendorWhite copy to vendor Pink copy to controller’s officePink copy to controller’s office Yellow copy to departmentYellow copy to department Buff retained by Purchasing DepartmentBuff retained by Purchasing Department Purchasing Dept provides copy of PO’s for Purchasing Dept provides copy of PO’s for

capital outlay to Property Controlcapital outlay to Property Control

 Susie ClayProcurement Manager 1Ph. 318 342 5209clay@ulm.edu

 

 College of Health & Pharmaceutical Sciences (Pharmacy)Physical Plant/WarehouseFacilitiesMajor Repair ProjectsRisk Management – (Third Party, Property, Theft)LaCarte Card/CBA AdministratorContracts 

 Rose Joseph (PartTime)Procurement Specialist IIPh. 318 342 5210joseph@ulm.edu

 

 College of Business & Social SciencesExecutive Vice PresidentExecutive Director Alumni & Community RelationsExecutive Director Auxillary EnterprisesAssistant Vice President for Enrollment ManagementVice President for Student AffairsGraduate School 

 Shakeya RodgersProcurement Specialist IIPh. 318 342 5208rodgers@ulm.edu

 College of Arts, Education & SciencesCollege of Health & Pharmaceutical Sciences (Health Sciences)PresidentExecutive Director FoundationVice President for Academic AffairsBusiness AffairsRisk Management – Exposure Reporting 

Chelsea CarterProcurement Specialist 1Ph. 318 342 5211chcarter@ulm.edu 

  Administrative Related QuestionsVendor Information W-9)Assist with Risk Management, Requisitions, Purchase Order quetsions

PURCHASING PERSONNELDEPARTMENTS RESPONSIBLE FOR