HOW TO DO BUSINESS WITH THE STATE. State of Louisiana Office of State Procurement

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1 HOW TO DO BUSINESS WITH THE STATE State of Louisiana Office of State Procurement

2 Discussion Topics OSP Overview Methods of Procurement Types of State Contracts Vendor Registration Louisiana Small Entrepreneurship Programs LaPac Bid Opportunities OSP Website

3 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 Purchasing & Travel Claiborne Building 1201 N. Third Street, Suite Baton Rouge, LA Mailing Address: Office of State Purchasing & Travel P. O. Box Baton Rouge, LA Telephone Number: (225) Fax Number: (225)

4 Centralized Procurement Refers to the merger of Executive Branch Agencies and Offices procurement staffs and functions into the DOA s Office of State Procurement. All state agencies follow the Procurement Code Each agency is granted a delegated purchasing authority State Procurement procures goods and services over an agency s delegated authority State Procurement establishes statewide contracts Some agencies are exempt from State Procurement

5 Common Methods of Procurement Non-Contract Purchases Small Purchase (< $25,000) Request for Quotation (RFQ) Competitive Sealed bid ITB Invitation to Bid Request for Proposals RFP

6 Types of State Contracts Statewide Contracts: 1. Brand Name 2. LaMAS 3. Multi-State/Cooperative Purchasing 4. Other (Herbicides) Formats: 1. Itemized 2. Discount from price list 3. Catalog LAPS

7 How Contracts are established Agency determines a need and makes a Request Recognized Repetitive Purchases Potential Events such as supplies or services needed for a Governor Declared Emergency. i.e. hurricane, flood

8 How can you get a State Contract? Visit the OSP website Register with the State Meet with state agencies Market your products or services (list of agencies is posted on OSP website)

9 Vendor Registration LaGov Enrollment Online Self Enrollment Automatically receive notifications that link to solicitations and addenda Enroll in UNSPSC product categories of choice Capability to update company information and commodities 24 hours a day 7 days a week

10 UNSPSC Product Categories Codes Vendors that are subscribed will automatically receive an notification when solicitations are posted in the United Nations Standard Products and Services (UNSPSC) Codes they selected.

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12 Vendor Registration Help Scripts

13 Louisiana s Small Entrepreneurship Programs (Hudson & Veteran Initiatives) The Louisiana Initiative for Small Entrepreneurships (the Hudson Initiative) and the Veteran-Owned and Service-Connected Disabled Veteran-Owned Small Entrepreneurship (the Veteran Initiative) are designed to target Louisiana-based small entrepreneurships in procurement and contracting opportunities. The administrative procedures and other pertinent information governing these Initiatives are located at

14 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 are 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

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16 How To Be Informed Of Bid Opportunities LaPAC (Louisiana Procurement and Contract) Network Centralized electronic site for posting bid opportunities Businesses will receive an electronic notification when opportunities are posted in the selected UNSPSC Codes Search by bid category, departments, open bids, bid number Accessible for bid, addenda, and award FREE!! No Charge to Vendors 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

17 LaPac Solicitations and addenda are posted to LaPAC Searchable by a variety of criterion All state agencies required to post sealed bids & RFPs Other governmental agencies also post bid opportunities to LaPAC

18 How to Obtain Copies of Solicitations

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20 Points to Remember When Submitting Bids Thoroughly review the entire solicitation document Fully understand scope, specifications, terms and conditions Do not change terms and conditions; bid may be rejected Contact the individual on the document for any questions or clarifications Attend pre-bid conferences and site visits, if applicable Read and comply with any addenda to solicitation Ask questions prior to the bid opening Ensure bid document is complete Submit bid prior to bid opening date/time listed on document Do not change the F.O.B. point Timely submit any required bonding, insurance certificates, samples, literature etc. that are outlined in the document Submit bid on forms provided Sign the bid Ensure that you have the capacity to execute the contract Contracts are legally binding

21 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

22 Office of State Procurement Website OSP s website has a special section dedicated to vendor registration with help scripts on each topic. It is located under the Vendor Center.

23 Vendor Portal

24 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. ons/vendorguide.pdf

25 Contact Information Office of State Procurement Telephone: (225) Office of State Procurement Help Desk Purchasing: Professional Contracts: Vendor Inquiries:

26 QUESTIONS?

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