Office of State Procurement How to Do Business with the State of Louisiana September 11, 2018 9:15 – 10:45 AM

PURPOSE Topics of Discussion Procurement Office Common Methods of Procurement Types of Contracts Hudson and Veterans Initiative Methods of Obtaining State Contracts LAPAC – Procurement & Contract Network ECAT – Electronic Catalog

Office of State Procurement The Office of State Procurement (OSP) is responsible for standardizing, procuring, or supervising the procurement of all goods, services, and major repairs required by state agencies: Physical address: Office of State Procurement Claiborne Building 1201 N. Third Street, Suite 2-160 Baton Rouge, LA 70802 Mailing Address: P. O. Box 94095 Baton Rouge, LA 70804-9095 Telephone Number: (225) 342-8010 Fax Number: (225) 342-9756

Methods of Procurement Small Purchase (< $25,000) - Exempt per Executive Order Competitive Sealed bid – ITB – Invitation to Bid Request for Proposals - RFP LaPS is a rule created that requires all eligible users of our contracts to compare make cost comparisons and seek best value where multiple contracts exist for like or similar items Brand name allows for only the specified brand to be bid. LaMas (Louisiana Multiple Award Schedule ) Contracts establishes LA contracts based on pricing negotiated by the Federal Government in their General Service

Small Purchases (<$25,000) The Small Purchase Executive Order has multiple sections. This executive order is available on OSP’s website under the Legal tab.

Small Purchase Thresholds <$5,000 – no competition required >$5,000 but <$15,000 – 3 quotations by telephone, email or fax >$15,000 but <$25,000 – 5 quotations by telephone, email or fax HVI Certified vendors must be sought for small purchases. 1 for purchased between 5K and 15K and 2 for purchases between 15K and 25K

Purchases Exceeding Small Purchase Limit (>$25,000) Competitive sealed bid Procedures per RS 39:1594.B; Rules & Regulations Section 5 Must be advertised in newspaper and posted to LaPAC Request for Proposal Procedures per R.S. 39:1595

Statewide Contracts LaPS (Louisiana Pricing Schedules) = Brand Name, LaMAS, Multi- State/Cooperative Purchasing Formats – itemized, discount from price list, catalog Mandatory/non-mandatory LaPS is a rule created that requires all eligible users of our contracts to compare make cost comparisons and seek best value where multiple contracts exist for like or similar items Brand name allows for only the specified brand to be bid. LaMas (Louisiana Multiple Award Schedule ) Contracts establishes LA contracts based on pricing negotiated by the Federal Government in their General Service

Hudson and Veteran Initiatives Certification in LaPac Once the vendor has completed the registration process and obtained the Hudson and Veteran Initiatives Certification, they can be identified through the search criteria in LAPAC Agencies and Procurement personnel can identify certified small entrepreneurs through the search criteria in LaPac network database ttps://wwwcfprd.doa.louisiana.gov/osp/lapac/vendor/srchven2.cfm SEBD certifications interface from LED to LAPAC twice a week on Mondays and Fridays

HVI Contracting Opportunities Small Purchase Executive Order Governs purchases under $25,000 and other applicable procurements which are exempt from the competitive sealed bidding requirement. Note: Does not include public works contracts greater than $5,000; and items covered by existing contracts No quotes required for purchases less than $5,000 per single transaction Requirement for quotations for purchases exceeding $5,000 but not exceeding $15,000 may be waived when making purchases from an LED certified small entrepreneurship (Hudson or Veteran Initiative vendor or a Small and Emerging Business) At least two small entrepreneurships are to be solicited in quotations for purchases exceeding $15,000 but not exceeding $25,000

Agency’s Role and Responsibilities Identify needs between $5K - $15K that can be procured directly from HVI vendors Add 10% of the total evaluation points to a certified Small Entrepreneurship’s bid on a Request for Proposal (RFP) Prime contractors who use certified Small Entrepreneurships as a subcontractor on a bid for an RFP are also eligible to receive additional percentage points Provide pathway for HVI Vendors to market their goods and services Provide feedback based on performance Verify that prime contractors are making payments to certified HVI subcontractors (HDVI Expenditures Reporting Form Tracker) http://www.doa.la.gov/pages/osp/se/index.aspx

HDVI Expenditure Reporting Form

How Are Contracts Established? Agencies’ Requests Recognized Repetitive Purchases Potential Events such as supplies or services needed for a Governor Declared Emergency. i.e. hurricane, flood

How can YOU Get a State Contract? Visit the OSP website Register in LaGov Meet With State Agencies List of State Agencies posted on our website

Benefits of Registering in LaGov LaPac Bid Search by commodity Group Self Enrollment and Account Maintenance Mandatory in order to do Business with the State of LA Instant Online Registration and 24/7 access Automated Bid and Addenda Notification Identifies all Hudson and Veterans Certified Vendors Free No Enrollment Fee Vendor Payment Inquiry Assessable through LAGov Vendor Search Database Agencies can search for specific vendors by commodity code

Office of State Procurement Website. http://www. doa. la OSP’s website has a special section dedicated to vendor registration with help scripts on each topic. It is located under the Vendor Center. There is a lot of information available on our website with a section specifically devoted to the vendors. When you mouse over vendor section you will see a list of information available for you.

Vendor Portal Help Scripts

Vendor Registration

Vendor Guide The Vendor Guide is posted on OSP’s website and provides information on Louisiana’s procurement processes. It explains registration, responding to bids, and other information that should be of interest to you. http://www.doa.la.gov/osp/Vendorcenter/publications/ VendorGuide.pdf

How to be Informed of Bid Opportunities LaPAC (Louisiana Procurement and Contract) Network Centralized electronic site for posting bid opportunities Businesses receive electronic notifications when opportunities are posted in the selected UNSPSC Codes Search by bid category, departments, open bids, bid number Accessible for bid, addenda, and award

LaPac

How to Obtain Copies of Solicitations

How to Be Informed of Bid Opportunities Request to be placed on agencies bid lists as some bids under $25,000 may not be posted to LaPAC Request to be placed on the bidders’ list of agencies that are exempt from State Purchasing All purchases projected to be $25,000 or more are advertised in the official journal and the newspaper where services are to be performed or products delivered

LA’s Electronic Catalog (eCat) Contract Search All OSP contracts are posted to eCat Searchable by a variety of criterion Contact line items can be exported into an Excel spreadsheet

OSP HELP DESK Phone Number: 225-342-8010 Emails (preferred): Purchasing: DOA-OSPhelpdesk@la.gov Professional Contracts: DOA-PChelp@la.gov Vendor Inquiries: Vendr_inq@la.gov

QUESTIONS?