Current through Register Vol. 50, No. 9, September 20, 2024
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
AUTHORITY NOTE:
Promulgated in accordance with R.S.
39:1761-1771.
