** University Procurement Policy Guidelines**

1. The University of Louisiana at Monroe PURCHASING DEPARTMENT Primary Procurement Statues L.S.A.-R.S. 39: Public Finance 38: Public Works December 1, 2014

2. Statement • The Purchasing Department under the Procurement Manager has the sole authority to order materials and contract for services. The University assumes no obligations except on a duly authorized Purchase Order. • Requesting departments may not order materials or contract for services without first contacting the Purchasing Department.

3. Procurement Types • Small Purchase • LaCarte Card • Contract for Services

4. Budget items of primary concern to the Purchasing Department are: • Operating Services (703000) – Charges for services performed in connection with repairs, rental, printing, utilities, dues, subscriptions, etc. • Materials and Supplies (704000) – Any consumable item. • Professional Services (705000) – Services for personal, professional or consulting purposes which requires specialized knowledge, training, artistic ability, etc.

5. Cont. • Other Charges (706000)- Purchases made for resell, which are not a part of a merchandising program. Also includes awards, scholarships, etc. • Capital Outlay (707000) – A non-consumable or nonrecurring item costing $1,000 or more with a useful life expectancy of more than a year and depreciate over its expected useful life.

6. Most Common Procurement Methods • Executive Order BJ 2010-16 • State Contract • Brand Name Contracts • Sole Source Purchase • Proprietary Purchase • Sheltered Workshop-(Shredding)

7. Purchases< $5000 • APPROVED ACQUISITION METHODS-No Competitive process is required. • Pay for purchase with personal funds (not recommended except for urgent needs, i.e. toner or printer cartridges) Obtain receipt/invoice – submit check request for reimbursement (checks written on Wednesday night) OR • Submit requisition via Banner • PO issued – Department gets receiving reports • Payment – Invoice – Receiving Report to A/P OR • Use the State of LA purchasing card – no bids or quotes required. ** Artificial splitting of purchases is violation of bid laws and is not authorized – Executive Order BJ 2010-16

8. Purchases>$5,000 < $15,000 • Submit requisition via Banner Finance • 3 prospective bidders required • Telephone/fax quotes authorized or by other means • Purchasing Department personnel will solicit bids and/or quotes as required. • Provide phone, fax and current address of vendor. • PO issued – approximate 10 day turnaround

9. Purchases> $15,000, < $25,000 • Submit requisition via Banner Finance • 5 prospective bidders required • Fax or mail bids acceptable • Bid – out for 10 days • Purchasing Department personnel will solicit bids and/or quotes as required. • 10 days required • PO issued after award

10. Purchases> $25,000 • Submit requisition via Banner Finance • Complete specifications • 5 or more bidders required • Sealed written bid responses required • Advertise: News Star and Morning Advocate in Baton Rouge – *required* Also required to be advertised on LaPac. • 25 to 30 days required for process • PO issued – after award

11. Exceptions • Certain items have been considered small purchase by the Governor and are exempt from the competitive process under Section 5 of Executive Order No. BJ 2010-16. • A copy of the Order is on file in the Purchasing Department.

12. Lab Equip & Supplies< $25,000 • For ongoing research only • Quotes/Bids • NOT Required BUT • Recommended – where possible • MUST submit form certifying the purchase is for ongoing research

13. State Contract • State contract number and line item number included on requisition. • Brand name or catalog contracts, obtain a quote, send to purchasing listing requisition number.

14. Sole Source and Proprietary • An item is available from a single supplier. • Must be accompanied by a letter from the national marketing representative on the vendor’s letterhead stating that he is the only known source for the item. • Must have a firm price quote.

15. Sole Source and Propriety cont. • A proprietary purchase is one in which a certain product is the only product that will meet the needs. • Manufacturer has chosen to distribute. • Send a letter justifying (Sole Source & Propriety form) the need. • Bids must be solicited.

16. Sheltered Workshop Employment Development Services (EDS) – State Use Contract No. 401120 This contract is used for shredding of documents through ARCO. Contact ShaKeya in Purchasing at 342-5208.

17. Small Entrepreneurship Programs (Hudson and Veterans Initiatives) The Small Entrepreneurship (SE) Programs (Hudson and Veterans Initiatives) are goal-oriented programs which encourage state agencies to contract with certified small entrepreneurships (SE’s) as well as encourage contractors who receive contracts from the state to use good faith efforts to utilize certified SE’s in the performance of the contract. The small entrepreneurship programs are race and gender-neutral programs. The primary intent of these programs is to provide additional opportunities for Louisiana-based small entrepreneurships (SE’s) that are certified by the Louisiana Department of Economic Development to participate in contracting and procurement with the State.

18. Other Policies • Office of Public Relations should be contacted for all print jobs. • Capital Outlay items other than software cannot be purchased from the Bookstore. • Copy paper should be ordered from the State Contract pricing. • Contact Purchasing Department for Shredding information.

19. Requisition Procedures • Enter requisition in Banner Finance. • Funding must be available. • Funds are encumbered at time of requisition. • Approved electronically by approving authority. • Purchasing Personnel process approved requisition in accordance with R.S. Titles 38 & 39: Executive Order, or University Policy. • Submit a full and complete description and specifications for all items. May be submitted electronically, faxed, or campus mail. • Attachments – State Contract, Check with Order, Ongoing Research, Bid Specifications, etc. are sent with Campus Correspondence form stating the requisition number.

20. Receiving • All merchandise will be delivered to requesting delivery location except those items which must be delivered to the warehouse. • Department will receive items in Banner • The Yellow department copy is sent to the Controller’s office with the Receiver number listed.

21. Cancellation or Modification of Orders • Requests for cancellation or modifications of purchase orders, including an increase or decrease in the dollar amount, should be submitted to the Purchasing Department by use of the Change/Cancellation Form. • An official notification will be sent to the vendor by means of a University Purchase Order Change Order. • Change Orders can only be handled through the Purchasing Department.

22. PO Distribution • White copy to vendor • Pink copy to controller’s office • Yellow copy to department • Buff retained by Purchasing Department • Purchasing Dept provides copy of PO’s for capital outlay to Property Control

23. PURCHASING PERSONNEL DEPARTMENTS RESPONSIBLE FOR