Current through Register Vol. 50, No. 9, September 20, 2024
A. All
administrative boards, commissions, departments, agencies, institutions, and
offices within the executive branch of the state government shall purchase all
printing and printing services through the Division of Administration, Office
of State Printing, hereafter referred to simply as State Printing. This
provision, however, shall not apply to Louisiana State University and
Agricultural and Mechanical College, the Department of Transportation and
Development, the port authorities of the state, the legislature, the Office of
State Bond Commission in the Department of the Treasury, or the judiciary. All
procurement of such printing and printing services for the executive
departments of state government shall be done under, and in accordance with,
the provisions of the Louisiana Procurement Code.
B. In order to carry out the duties and
functions imposed upon him by this Chapter, in conjunction with the
Louisiana Procurement Code, the chief information officer
shall have the power and authority:
1. to
consult, review, and make recommendations with regard to all printing
requirements in order that the best and most economical methods may be
employed, and to delegate authority for the same to competent
authority;
2. to delegate the
purchase of printing to any instrumentality covered by this Chapter whenever,
in his written opinion, the best interests of the state will be served thereby;
and
3. to use any and all powers
and authority granted to him by law or otherwise delegated to him by competent
authority.
C. All
requirements for printing and printing services shall be submitted directly by
the agency to the Office of State Printing and shall not be handled at the
agency level through printing vendors or their representatives. All printing
requests shall be forwarded to the Office of State Printing for processing,
except that:
1. agencies whose requests for
printing include one or more products or items not offered by State Printing
may be required to submit to the State Chief Information Officer an exemption
request, in writing, from their respective undersecretary or his or her
designee; and
2. if State Printing
determines that the procurement or production cost of a special printing
request may exceed $25,000, State Printing may return the requisition to the
submitting agency for forwarding to and processing by the Office of State
Procurement in accordance with the Louisiana Procurement Code;
and
3. if State Printing notifies
an agency in writing that State Printing is unable to process an individual
printing request, for any reason, the agency should forward to State
Procurement that request and associated notice;
4. at all times and in all cases, the right
is reserved for the State Chief Information Officer and his or her designee to
approve for processing at the agency level, in accordance with all laws, rules
and regulations, and executive orders, any request for printing or printing
services. The dollar level at which this delegation will occur shall be
described in writing by the State Chief Information Officer.
a. The right shall be reserved for all state
boards, commissions, departments, institutions, and offices to obtain any
printing, mimeographing, copying, and similar work from a printing facility
owned and managed by their respective board, commission, department,
institution, or office.
D. Requests for Printing
1. All requests for printing shall be
submitted to the Office of State Printing on a Form DA 200 (Printing
Requisition), which form will be made available to agencies on the State
Printing or OTS websites, or upon request to State Printing, in hard copy
format, via fax, or via email. Agencies may request common types of printed
materials with similar specifications on the same DA 200, but agencies should
not combine different types of printed materials on the same DA 200. Examples
of types of printing include, but are not limited to:
a. books (any size, any binding
type);
b. business cards;
c. brochures;
d. carbonless forms;
e. flat printing;
f. post cards;
g. rack cards.
2. Each request for printing must be
accompanied by complete specifications (size, color, and kind of paper,
construction, numbering information, etc.) and, if possible, one or two
original sample(s) or clean layouts. A copy of a sample or a reference to a
previous order only may not be sufficient. When possible, agencies should
reference a previous State Printing job number for re-prints.
a. No executives, officers, officials, etc.
shall have their individual names imprinted on the printed material, unless
required by law or granted special exemption.
3. When preparing a DA 200 for submission to
State Printing, agencies must reference their Customer Account Number (provided
by State Printing on request), whenever possible.
E. Delegation of Authority
1. The State Chief Information Officer may
delegate the purchase of printing to any instrumentality whenever the best
interests of the state will be served.
2. Where unusual problems are encountered and
an agency considers additional delegated authority necessary, an application
for this authority may be submitted to the State Chief Information Officer, or
his designated representative; however, application for such exceptions must be
in writing and must present detailed information in support of the
request.
3. Authority is delegated
to all agencies covered by this act to purchase printed materials in the
following circumstances, without prior approval by the State Chief Information
Officer:
a. Agencies have unlimited authority
to purchase publications such as textbooks, newspapers, subscription, or
foreign publications only when purchased directly from the publisher of those
publications. All files must have documentation that the furnishing contractor
is the publisher.
b. Agencies may
purchase within their designated purchasing authority, and in accordance with
proper procurement procedures, the following types of items:
i. blueprints;
ii. plaques, name plates, award pins, etc.
(Class 080);
iii. imprinted novelty
and promotional items such as pencils, caps, balloons, pot holders, key chains,
etc. (Class 080);
iv. stock item
labels: these are pre-printed stock items which are inventoried by suppliers;
not custom printed;
v. standard
sizes of computer and other blank paper that are stock items.
4. All purchases,
whether made by the Division or by an agency under the delegated authority
provision, shall be made in compliance with R.S. 43 and the Louisiana
Procurement Code.
AUTHORITY NOTE:
Promulgated in accordance with
R.S.
43:1.
