Quick Reference Guide

OSP maintains three (3) help desks to assist agencies and vendors:

EO – Executive Order
ITB – Invitation to Bid
OSP – Office of State Procurement
OST – Office of State Travel
PHB – Procurement Handbook
PPI – Producer Price Index
PPM – Policy & Procedure Memoranda
PSC – Professional Services Contracts
PSCG – Professional Service Contracts Guidelines
PTN – Procurement Training Notes
PUR- Purchasing
RA – Reverse Auction
RFP- Request for Proposal
RFPM – Request for Proposal Manual
RR – Rules & Regulations-34:V. et seq. (unless otherwise noted)
RS – Revised Statute
SPA – State Procurement Analyst
VG – Vendor Guide
WS – Website

Addenda (um) – PHB Sect. 18 & 40; RR 505(RA); RR 305 (ITB);  RFPM pg. 11;  PSCG Sect: 3.1, 3.2.6, 5.3.4; PTN-15
Advertisement:
General – RS 43:111-211; PTN-08,
Bid – RS 39:1594.C.; RR 301
Definition – PHB Sect. 40
PSC RFP – RS 39:1595.B.l  RR 2505;PSCG Sect: 3.0, 3.1, 3.2.2, 3.2.3, 3.2.3.1, 3.2.3.2, 3.2.6
PUR RFP – RS 39:1595.B; RFPM- pg. 8
Lease Bids – RS 39:1643; PHB Sect. 29; PTN-05
Reverse Auction – RS 39:1600.D; RR503
Agency Term Contracts – PHB Sect. 37
All or None Bids – RR 331. F.; PBH Sect. 40
Amendments-RS 39:1627, & 1644; RR 505, RR 1307.A.2. , RR2512, RR2521; PTN-17
Anti-Discrimination- EO JBE 16-11
Anticompetitive Practices – RR Chapter 23; PHB Sect. 40
Approving & Reviewing by OSP – PHB Sect. 33; PSCG Sect: 2.0 (contract), Sect: 3.0 (RFP); RR2521
Artificially Divided Purchase (ie Split Purchases) – RS39:1596; RR 701; EO JBE 2017-18; PPM 7
Assignment of Contract – RR 337, RR2521.E.7; PHB Sect. 24;  PSCG Sect: 5.0 & 5.3.3; VG- Sect. 13.3
Audit – RS 39:1629.1 ; RR 2203, RR2521, RR2534; PHB- Sect. 40;PSCG Sect: 2.5 (key internal controls), PSCG Sect: 2.8 (records)
Award:
General – PHB- Sect. 19; RS 39:1594.H; RR 307.E, 327, 329,331, 333, 2542, 2545, 2551.A, 2557.D; RFP pg. 19, EO JBE2017-18; VG-Sect. 10.4 &11.0
Documentation – RR 333,
Publicizing – RR335
Tie Bid – RS 39:1594.H; RR511.A; PHB-Sect. 20
ITB – RS 39:1594.H.
RFP(PUR) – RS 39:1595.B.(8)(a); 2545.2 & RFPM pg. 19
Progressive & Multiple – RR Chapter 18;
Multi-year – RR Chapter 19; PSCG Sect: 2.4; RR 2533, RR2512 & 2534.A.3.B; PSCG Sect: 2.8, Sect: 5.2; PHB-Sect. 36 & 37
Lease w/ Purchase Options – RR 2005.A.; RS 39:1768
Performance-based energy-efficiency contracts –  RR2503, 2505; RS 39:1622
Other professional services – RS 39:1617, 1619. 1620, 1621 1622, RR 2521; PSCG Sect: 2.8, Sect: 3.0-3.3; RS 39:1595.B.(8)(a)
In violation of law – RS 39:1678

Bid Bonds(Security) – RR 323; PHB- Sect. 17 & 40; VG-Sect. 9.2, 9.8 & 11.2
Bidding Time – RR 303
Bid Evaluation – RR 327; PHB- Sect. 19 & 40; RS 39:1594.F.; PTN -03
Bid Forms – RR 301.A.1.C. & RR307.A
Bidder List(s) – RR 309; PHB- Sect. 40; PTN-09, 10, 11
Bid Opening Date – RS 39:1594.C RR 303.A., PHB-Sect. 9, 11, 14, & 18
Bid Openings – RS 39:1594.E.; RR 319; PHB -Sect. 15 & 40; PTN-19
Bid Results – RR 331.B., RR 335.A.; VG –Sect. 10.4
Bid Security (Guaranty) Instruments – PHB- Sect. 17 & 40; RR 315, RR 323; VG-Sect. 9.8; PTN-23
Bid Submissions – RR 307, RS 39:1594.C.(4); VG- Sect. 9
Boiler Plate – PHB- Sect.  40
Brand Name Contract Procedures (Establishment & Changes To) – PHB- Sect. 36; VG-Sect. 8.12 & 8.13; OSP WS-www.doa.la.gov/pages/osp/contracts/lamas/rules-proc
Brand Name Contract Procedures for Microcomputers – OSP WS- https://www.doa.la.gov/media/t2gp5z2g/proceduresbnmicrocomputercontractrev11-11-16.pdf; VG-Sect. 8.16
Brand Name Contract Procedures (Use of)- RR 1709
Brand Name or equal specification – RR 109.B

Cancellation (Termination) of Purchase Order or Contracts – PHB- Sect 23; RR1905.C, RR2515; VG-Sect. 13.1 & 13.2
Cancellation of Solicitation – RR Chapter 13; PHB- Sect. 21; RS 39:1605; PTN –16; VG- Sect. 11.7
Cancellation of Solicitation Reasons – RR 1307; RS 39:1595 (B)(7)(b)&(8); RFPM pg. 23
Cash Discounts – RR 331. C.; PHB- Sect. 19; VG-Sect. 9.5
Certification Letter- RS.39:1623; VG- Sect 5.3.2
Change Orders – RS 39:1661; PHB- Sect. 23
Code of Ethics – RS 42:1101-1170
Collusive or Identical Bidding – RR Chapter 23
Commodities by SPO – OSP WS\Staff Directory
Commodity List – OSP WS\Purchasing\Vendor Center  (see: Vendor Registration) Commodity Codes
Competition – RS 39:1655; RR 109
Competitive Sealed Bids (Bidding) – RS39:1556 (9), 39:1593(1), & 39: 1594;   RR Chapter 3; VG- Sect. 8.6 & 8.20
Conditional Bids – RR 307.C, RR321.B, RR331.F.2
Consulting Services – see Professional Services Contracts
Contract(s) – Audit of Records:- RR 2201, RR 2203;   Awarding-  RR331.C;  Controversy – RS39:1673, 1716; Memo OSP16-09; RR Chapter 31;  *Clauses – RS 39:1661 and 1625; RR2101;   Development of- RR 107;  General-  RR Chapter 1;  Inspection- RR 2201        Monitoring – RS 39:1569.1, 39:1595(B)(9) & (10), PHB- Sect. 36; RFPM pg. 25; RR 2101.D.       Price Reductions- RR 339.E;    Termination – RFPM pg. 24; PSCG Sect: 2.2, 2.8; RR 2515, RR 1905.C. Types of- RS 39:1611-1616; RR301.E, RR Chapter 17 & 18; PHB-Sect. 36; Use of- RS39:1568.1
Cooperative Purchasing – RS 39:1702-1709; RR Chapter 27; PPM 54; VG- Sect. 8.18
Copy Fees for Public Records – LAC Title 4, Part I, Chapter 3
Correction or Withdrawal of bids – RS39:1594.F; RR 315, 321, 509
Cost-Plus-a-percentage-of-Cost Contracts Prohibited –  RR 1705; RS 39:1611
Cover Transmittal Letter for PSC Contracts– https://www.doa.la.gov/media/42hpk3sh/transmpbr.doc
CPI – http://stats.bls.gov/cpi/

Data Processing – see Information Technology Procurement
Default of Contractor and/or Remedies – RS39:1661.C; RR 2101,  RR 2705,    RR 3109; RS 39:1672.2-.4;
Deficiency/Complaints – PHB- Sect. 25; VG- Sect. 12.2
Definitions:  Procurement Code – RS39:1556, 1732, and 1752;     Rules and Regs. – RR 101, 109, 301,307, 327, 329, 501, 1103, 1501, 1801, 1803, 2309, 2503, 2505.D.1.b.ix, 3101;         PHB- Sect. 13, Sect. 19, Sect. 27, Sect. 40; PSCG Sect: 5.1
Delegated Authority – RS 39:1566; RR 105, 2501, 2527; PHB -Sect. 6; Memo OSP 03-13, 15-08, and 16-03; PTN-01; PPM 56; VG- Sect. 3.3
Delivered (Net) Prices – RR 307.F; PHB-Sect. 19
Deliveries /Deliverables – RR 339, RR 2101; RS 39:1594.B. (c ) & (d), 39:1623.A(6)
Difference between ITB and RFP – PHB- Sect. 8; VG-Sect. 8.22
Directions to State Purchasing – VG-Sect 1.4
Disbursements (Procurement) – PPM 7
Disclosure of Ownership (“in good standing”) – RS 12:1308.2 (LLCs) & RS 12:262.1 (Corporations, for profit & non-profit); https://www.sos.la.gov/BusinessServices/PublishedDocuments/320DisclosureofOwnershipCorporation.pdf
Documentation of Award – RR 333; PHB-Sect. 19

eCat – OSP WS –Purchasing\Featured Contracts
Email addresses (staff)- https://www.doa.la.gov/Pages/osp/contacts/staff.aspx
Emergency – RS 39:1598, 1619.B;  RR Chapter 11, 2542.A, 2554;  PHB-Sect. 31;  PSCG Sect: 2.7 & Sect: 5.1,
Escalation/De-Escalation Clauses – RS 39:1656; RR101.D
Ethics – RS 42.1111-1170; PHB-Sect. 2; VG-Sect. 4.0
Evaluation of Bids – RS39:1594.F; RR 327, RR1905.B; PBH-Sect. 19; VG-Sect.11.0
Exempt from Central Purchasing Agency – RS 39:1572; RR 337.A.
Exempt Goods & Services – RS39:1594.J; RR 2105

Faxed Bids/Quotations – PHB- Sect. 32; RR 309; EO JBE2016-39;
Financed Purchases – RS 39:1616; PHB-Sect. 30
Freight Terms (FOB) – PHB- end of Sect. 19
Frequently Asked Questions – OSP WS\Purchasing\Agency\Purchasing\Professional Contracts; OSP WS\Office of State Procurement\Vendor Centor

Glossary of Purchasing Terms – PHB -Sect. 40
Governing Law – RS 9:2778
Group Purchasing – RS 39:1600.B.
GSA Contracts – see LaMAS Contracts

Holiday postponement of bid opening – RR 319.C; PTN-07

Information Technology Procurement(s) – RS 39:196-200; RR Chapter 55, RR 2521.G.
Inspection of Bids – RS44:33; RR 103.A., RR 319.B.2, RR2506.A., RR2536.D
Inspection @ Contractor facilities – RS 39:1629;  RR 2201
Installment (Financed) Purchase – RS39:1616; PHB-Sect. 30
Invitation to Bid (ITB) – see Competitive Sealed Bids

Key Internal Controls – PSCG Sect: 2.5; OSP WS\
Professional Contracts\Outsourcing of Key Controls

LaCarte Credit Card –  https://www.doa.la.gov/doa/ost/lacarte-purchasing-card/
PHB- Sect. 5; VG-Sect. 8.10
LaPAC – OSP WS
Late Bids – R&R 317; PHB-Sect. 40; PTN-18; VG-Sect. 10.2
Late Payment – RS39:1695; RS13:4202(B); PHB-Sect. 26
Law Search –http://www.legis.la.gov/legis/LawSearch.aspx
Lease-Purchase – RS 39:1761; RR 2005;
Leases (Procurement)– RR Chapter 20, PHB-29, RS 39:1643
Local Dealer Purchase- RS 39:1710
Location of State Purchasing Office – VG- Sect. 1.3

Maintenance and Services PPM 51 – OSP WS
Map of our location – OSP WS
Methods of Source Selection – RS 39:1593 (see also, Common Procurement Methods)
Mistakes in Bids – RR 321; VG-Sect. 9.2 & 11.4
Mistakes Made by Vendors – Vendor Guide OSP WS\Vendor Center – Section 9.2
Multi-year Contracts – RS 39:1615; RR Chapter 19

Negotiation – RR 327.E; RR2505.C, RR2542, RR2545, RR2549, RR2551, RR2557
Net Prices – RR 307.F
NIGP – OSP WS\Purchasing\Agency Center
Notifying Unsuccessful Bidders(Publicizing Awards) –  RS 39:1606; RR 335; PTN-24

Oral Discussions – RS39:1595.B.7; RFPM pg. pg. 13-15

P Card – see LaCarte Credit Card
Performance Bonds – RR 323.B; PHB- Sect. 17; VG-Sect. 9.9
Period of Inquiry – PHB-Sect. 11; RFPM-pg. 11
PPI – http://stats.bls.gov/ppi/
Prebid Conference – RR 311; PHB- Sect. 10
Product Category – see Commodity List
Preference(s) & Calculation – PHB- Sect. 16; PTN-21; RS 39:1604, 1604.1-1604.6; VG-Sect. 11.6; RR 2105; PPM 59
Printing – RS43:1-34; PPM 64; Memo OSP 15-08
Prison Enterprise Contracts – PHB- Sect. 7; RS 15:1157.A (1)
Prison Enterprises Mfg. Raw Materials Solicitations-PTN-39
Procurement Code – RS39:1551-1716
Procurement Methods – RS39:1593-1600; PHB- Sect. 7; VG-Sect. 8.0
Procurement Statutes – PHB- Sect. 3; VG-Sect. 5.0
Procurement Support Team- RS 39:200.I, 39:1621.C & 1622.E&G; RR 2549,    RR 2551, RR2554, 2557; RR Chapter 55-Sect. 5513
Professional Organizations -https://www.doa.la.gov/doa/osp/agency-resources/
Professional Services Contracts: General – OSP WS\Professional Contracts;  RS 39:1617, 39:1626, 39: 1613, 39:1595.1, 39:1590 & 39:1567(B);
PSCG pg 1-45; PPM 55 & 56; Memo OSP 17-05; Memo OSP16-12; RR 905, RR1111, RR1903, and RR Chapter 25; Consulting – RS 39:1621 Personal – RS 39:1620  Professional – RS 39:1617  Attorney- PPM- 50; Memo OSP15-03, 15-04 & 15-06   Social Services – RS 39:1619; PPM- 55      Performance-based energy efficiency contracts –   RS 39:1622; RR2505; OSP WS\Professional Contracts\For State Agencies      Cooperative Endeavor Agreements (CEAs) – PPM- 54; EO JBE    2016-36; OSP WS\Professional Contracts\For State Agencies\Executive Orders    Line Item Appropriations (LIAs);  EO JBE2016-38  RFPs – Memo OSP16-08; RR2542, RR2545, RR2551, RR2557
Professional Services Contracts Guidelines – PSCG-all pgs.
Progressive & Multiple Award-RR Chapter 18
Prohibition of discriminatory Boycotts of Israel – RS 39:1602.1
Proprietary Specifications – RS39:1655; RR101.B, RR 109, RR 905.A.2.; PHB- Sect. 7 & 27; PTN-06; VG-Sect. 8.3
Protests – RS 39:1671, 39:1683; PHB- Sect. 16; PSCG Sect: 3.1; VG-Sect. 9.11
Public Works Contracts – RS 38:2211-2296
Public Inspection/Records – OSP WS; RS 44:1-41; RS 39:1557, 39:1594.E;     RR 103, RR319.2, RR1307; VG-Sect. 10.4 & 10.5
Public Records Request –  https://www.doa.la.gov/media/dj4faskm/public-records.pdf ; RFPM pg. 19
Purchase Orders – RS 39:1594.G; RR 2705; PHB- Sect. 22;  VG- Sect. 13.1
Purchasing   & Professional Contracts Rules & Regulations – https://www.doa.la.gov/media/rdxp1dev/rulesreg-title34_part_i-chapter55andpartv.pdf

Qualified Products List – RR109.B,C, & D; PTN-35
Quasi Agency List – OSP WS- https://www.doa.la.gov/doa/osp/agency-resources/osp-purchasing/#Quasi

Reciprocal Preferences – RS 39:1604.1&2; PHB- Sect. 19; PPM -59
Regional Map – OSP WS- https://www.doa.la.gov/media/5snphoji/regionalmap.pdf
Rejection of Bids – RR Chapter 13; RR 331.A, RR513; RS 39:1602; VG-Sect. 11.7
Rejection of Proposals – RR Chapter 13; RFPM pg. 23
Renewal of Contracts – RR 2101.A, RR2103; PHB- Sect. 34;
Rentals/Leases – RR Chapter 20; PHB -Sect. 29
Reporting Requirements – RS 39:1567, RS 39:1568.1, RS 39:1736, RS 39:1569, RS 39:1590, RS 39: 1624(A)(10); RS 39:1696.A; RR 109.A.4., RR329, RR503.D., RR905.B., RR907, RR1111.B, RR 2505, RR2506.B.; PHB-Sect. 27 & 31; Memo OSP 16-03
Request for Proposal – RS 39:1595.B; PHB- Sect. 35; https://www.doa.la.gov/doa/osp/agency-resources/osp-professional-contracts/ppcs-procedures-for-submitting-contracts-awarded-through-the-request-for-proposals-process/ (PUR), https://www.doa.la.gov/media/mqvabeew/rfp_complex_vs_professional.pdf (PSC); PSCG Sect: 2.8 & Sect: 3.0
Requisition/Shopping Cart Review – PHB- Sect. 12
Requisition/Shopping Cart Renewals – PHB- Sect. 34
Requisition/Purchase Order Process Overview – PHB- Sect. 9
Resale Items – RS 39:1554.H, RS 39:1615.D (1); RR 905.A.2.C
Resident Business – RS 39:1594.I, 39:1556(47); RR2706.E.
Responsibility (Determination of)-RR Chapter 15
Responsible Bidder – RS 39:1556(49), RS39:1606; RR327.B; VG-Sect. 11.3
Responsible Proposer-RR Chapter 15; 39:1556(49), 39:1606, 39:1607
Responsive Bidder – RS 39:1556(48), 39:1606, 39:1607; RR307.E., RR 327.B., RR329.A, , RR1511(non-responsive); VG-Sect. 11.2
Reverse Auction – RS 39:1593(6)(d), 39:1556(50),(39:1600); RR Chapter  5
Rules and Regulations –https://www.doa.la.gov/media/rdxp1dev/rulesreg-title34_part_i-chapter55andpartv.pdf (PUR) or https://www.doa.la.gov/media/qwqhoncc/profsvcscontrguidelinesv6.pdf#page=4 (PSC)

Sealed Bidding (definition) – RS 39:1556(9); See also Competitive Sealed Bids
Sheltered Workshops – RS 39:1604.4, RS 39:1604.4(1); RR 2105; PHB- Sect. 7
Signature – RS 39:1556(53); RR307, RR2101.C.7, RR2509.G, RR2521.E.1, RR2527 (authority); RS 39:1595.1(B) (authority)
Small and Emerging Business (SEB) – RS 39:1731-1738;
EO JBE 2016-39; VG-Sect. 14.0; PHB-Sect. 38
Small Entrepreneurship/Hudson Initiative (SE-HI) – RS 39:2001, et. seq., RS 51:931; LAC 19:VII.Chapters 11 and 13; PHB –Sect. 38; VG- Sect. 15.0; OSP WS; https://www.doa.la.gov/doa/osp/agency-resources/osp-professional-contracts//
Social Services Contracts – see Professional Services Contracts
Small Purchase – RS 39:1596; EO JBE 2016-39; EO JBE 2017-18; RR503, RR701, RR1307, RR1309, VG-Sect. 5.4 & 8.1
Sole Source – RS 39:1597; RR 101 (specification), RR Chapter 9; PHB- Sect. 27; RR 2542.A.2, 2554; PSCG Sect: 2.6 & Sect: 5.0
Soliciting Prior Contractors – RS 39:1594.C(1); PTN-11
Solicitations – PHB- Sect. 14; RR Chapter 13, RR1501, RR2101, RR2103 (re-solicitation), and RR2303
Source Selection Methods – RS 39:1593; RR2542
Specifications – RS 39:1651-1658; RR Chapter 1, RR301, RR1307.A.3, RR1309.C.3. ; PHB- Sect.13; VG- Sect. 9.10
Split Award – RR 331.F.2
Split Purchases (ie Artificially Divided Purchase) – RR 701; RS 39:1596; EO JBE 2016-39
SPA Commodities – OSP WS\ Purchasing\Contact Information\OSP Staff
State Agency List – OSP WS\ Purchasing\ Contact Information\State Agencies
State Regional Map – OSP WS\Purchasing\Vendor Center;         VG-Sect. 7.8
Stay of Award during Protest – RS 39:1671.F; PHB- Sect. 16; RR3119.B.2.

Tabulation (i.e. recorded/recording/documentation) – RS39:1594.E; RR 319.B; RR 333; PHB-Sect. 19        
Taxes – RR 307.G, RR2101.D.5, RR2521.E.9 ; VG- Sect. 9.7;  RS 39:1624 (A)(10)
Telecommunications – RS 39:1751-1755; LAC Title 4, Part IX
Tie Bids – RS 39:1594.I,; RR 329, RR 511, RR1803.A., & RR Chapter 23;          VG-Sect. 11.5; PHB -Sect. 20 
Trade-In of Used Equip. – PHB- Sect. 28
Travel – OSP WS State Travel; PPM 49
Types of Contracts – RS 39:1611-1622; RR Chapter 17; PHB- Sect. 36; PSCG-all; VG-Sect. 8.11;  OSP WS\Purchasing\Featured Contracts (PUR) and OSP WS\Professional Contracts (PSC)

Unsigned Bid – RR 321.B.2
Used Equipment – RS 39:1600.C; RR 905.B

Vendor Registration – OSP WS/Purchasing/ Vendor Center
Violation of Procurement Code – RS 39:1679

W-9 – OSP WS\Purchasing\Vendor Center\Vendor Registration
or OSP WS\Purchasing\Online Forms\Vendor Forms
Withdrawal of Bids – RS 39:1594G; VG-Sect. 9.4/5 ;RR315, RR321, RR 509
Written (definition) – RS 39: 1556(62)