A.  What authority do I have to make a purchase?

• If you are an authorized budget unit head, authority to make purchases for goods and non-contractual services up to $1,000 is authorized provided funds for the purchase are available in an assigned budget, and the requisition, signed receiving report, and supplier ticket or invoice are forwarded to the Procurement Specialist within (2) working days of receipt of goods or non-contractual services.

• If you are an authorized budget unit head, authority to contract for Personal, Professional, Consulting or Social Services up to $2,000 is authorized provided funds for the services are available in an assigned budget, and the Southeastern contract form, requisition, IRS Form W9, authorization to pay form, and contractor invoice (if required) are forwarded to the Purchasing Department within (2) working days of receipt of services.

• If you are not an authorized budget unit head, then you should consult with your department head before making any purchase without authority.

B.  Are bids required for purchases made for the University?

• If ordering from a state contract supplier no bids are required, but a purchase requisition must be processed through the budget unit's assigned Procurement Specialist for encumbering funds, verification of state contract information, and issuance of a State Contract Release Order.

• If ordering from a non-state contract supplier:
  • For orders up to $1,000 - no bids are required unless the purchase would be considered to artificially divide the purchase to circumvent a bid requirement.

  • For orders over $1,000 up to $5,000 - fax or telephone quotes from at least (3) sources may be solicited with prior approval of budget unit's assigned Procurement Specialist. Otherwise, the Procurement Specialist must solicit quotes.

  • For orders over $5,000 up to $25,000 - fax or written quotes are solicited by Procurement Specialist according to the small purchase executive order.

  • For orders over $25,000 - public notice is faxed to (2) newspapers, and sealed written bids are approved by the Director of Purchasing with the solicitation document posted to the Louisiana Procurement and Contract System (LAPAC) and solicited by the Procurement Specialist according to State Rules & Regulations.

C.  What documentation is required?

• Copies of all supporting documentation are sent to the Purchasing Department with the purchase requisition before an order can be approved or a bid solicited (e.g., quotes, bid specifications, special approvals, etc.).

• If a product must be solicited for bid as proprietary (no substitutions) due to a special need, the requisition must include a statement outlining the particular circumstances requiring limitation of competition to the specific brand and model.

• If only one supplier can provide the goods or services, the sole source justification form must be completed and accompany the purchase requisition along with the supplier quote and statement affirming production and sole distribution, and product has no competing suppliers with similar products or services in the market.