1. Office of Risk Management Annual Conference 0 Division of Administration Office of State Procurement Emergency Procurement Paul A. Holmes, Director Division of Administration Office of State Procurement

2. Office of Risk Management Annual Conference 1  Regular Emergencies—Are approved through Office of State Procurement—don’t confuse regular emergency with “disaster.”  Catastrophic Emergencies—These kinds of emergencies are handled differently, but only when the Governor declares a State of Emergency and issues an Executive Order outlining the procedures to be followed. Just because an emergency declaration is in place does not automatically make all spending disaster related.  Minimum Requirements– Be a prudent spender; make sure purchases are well documented to include receipts, invoices, purchase orders, rental agreements, etc. LOUISIANA EMERGENCY/DISASTER PROCUREMENT

3. Office of Risk Management Annual Conference  OSP has a variety of “Emergency Contingency Contracts”, to be used only when the Governor declares an emergency. Agencies should anticipate specific needs and contact OSP to establish any additional contracts.  If a State of Emergency Declaration is imminent or is issued, an agency’s Delegated Procurement Authority or DPA will be raised to at least $25,000.  It’s P-Card authority will also be raised to $25,000  The Louisiana Procurement Code must still be followed unless or until the Governor issues an Executive Order waiving strict compliance with the Procurement Code.  Questions regarding DPAs should be directed to OSPDirector@la.govOSPDirector@la.gov  Questions regarding P-Card limits should be directed to Office of State Travel, Brenda Meyers, Manager  OSP Link for information—http://www.doa.Louisiana.gov/osp 2 LEADING UP TO EMERGENCY

4. Office of Risk Management Annual Conference  If FEMA reimbursements are anticipated, then Federal rules must be followed.  FEMA puts out its minimum requirements. Generally the more restrictive rule applies and generally the Louisiana Procurement Code is more restrictive.  If you are a state agency covered by Office of Risk Management, but you are not governed by Title 39 Procurement Code, then you must follow the more restrictive of Federal rules or Title 38. Please see GOHSEP’s Procurement ToolBox which is the best source to describe whether Title 38 or Federal rules apply. 3 FEMA SPENDING REQUIREMENTS

5. Office of Risk Management Annual Conference  Exemptions from competition under the regular Executive Order on Small Purchases should be ignored if we are talking about recovery spending.  Under $5000 does not require bidding; purchase off of established state contract if available.  $5000 to $25,000 requires quotes (documented telephone or fax quotes)  Over $25,000 requires bids 4 MATERIALS, SUPPLIES & SERVICES

6. Office of Risk Management Annual Conference  Anything considered a Title 38 public works (construction) or which is subject to Facility Planning and Control oversight due to source of funding, must be bid pursuant to the Public Works Act Title 38.  FPC contact is — Mark Moses, Assistant Commissioner mark.moses@la.gov mark.moses@la.gov 5 PUBLIC WORKS

7. Office of Risk Management Annual Conference  If a material, supply or service is already subject to a competitive statewide or cooperative contract, then further competition is not needed.  Statewide and state cooperative contracts are only those listed through LaGov. Any others offered directly through cooperative buying organizations or other states or local governments are not acceptable.  Statewide Contracts may be accessed through the LaGov SRM portal. 6 STATEWIDE CONTRACTS

8. Office of Risk Management Annual Conference Helpful Information about Louisiana Emergency Procurement (Handout)  GOHSEP Procurement ToolBox  Louisiana Legislative Auditor Disaster Guide  Office of State Procurement Website: http://www.doa.la.gov/Pages/osp/Index.aspx 7 LOUISIANA EMERGENCY PROCUREMENT

9. Office of Risk Management Annual Conference Paul A. Holmes, Director Division of Administration Office of State Procurement TELEPHONE (225) 342-8010 8