The Louisiana Procurement Code (RS 39:1596) authorizes the Governor to establish by executive order “small purchase” dollar amounts and minimum bid procedures for the competitive procurement of supplies, equipment and operating services within specified dollar ranges. Governor John Bell Edwards issued Executive Order JBE 2017 - 18, which revises the dollar ranges for the solicitation of price quotations. See the Small Purchase Procedures Executive Order Number JBE 2020-21.
Competitive limits are as follows:
Less than $5,000
- Non competitive – No bids are required. Supply items can be purchased via LaCarte or a purchase requisition. Equipment items, while non competitive up to $5,000, should be requisitioned. Equipment is defined as tangible, non-consumable, moveable property with a unit cost of $1,000 or more and a useful life of one year or more, with the exception of animals and livestock. LaCarte purchases must follow all guidelines and assigned single transaction limits.
$5,001 - $20,000
With few exceptions, the requirement is to solicit quotations from at least three (3) bona fide, qualified vendors before submitting a Banner requisition. Requesting a quote which totals less than $20,000.00 (including shipping and other fees) can be done by email (preferred), phone, or fax. The quote needs to be provided in writing on the vendor's letterhead/form or on the Request for Quotation (RFQ) form.
The Request for Quotation (RFQ) form is also available on the Purchasing website for your use in this process, as the terms and conditions are part of the document. Be sure to allow the vendors/suppliers/contractors at least one (1) business day to provide a quote. Attach all the written quotes to the Banner requisition. If one of the vendors does not respond, provide at minimum the email sent to solicit the quote attached to the Banner requisition.Note: This process is also required for all wire, related equipment, time and material charges to accomplish repairs, adds, moves, and/or changes to telecommunications systems exceeding two thousand five hundred dollars ($2,500).
$20,001 - $30,000
- Requests for Quotations shall be solicited from at least five (5) bona fide, qualified vendors and must be issued by the Office of Purchasing. A minimum of three (3) business days shall be allowed for vendor response.
Greater than $30,000
- Formal written sealed bids shall be solicited by the Office of Purchasing from at least five (5) bona fide, qualified vendors, and public notice is published in the official journal of the State and posted to the State Purchasing LaPAC website. Typically, twenty one (21) days shall be allowed for vendor response. Every formal bid begins by subbmiting a Banner requisition with specifications associated with the bid attached.
This delegated authority is offered for departmental voluntary acceptance and use, and is not mandatory. Acceptance should be based on the commitment to, and responsibility for adherence to established University and State purchasing policies and procedures. Non-compliance with these procedures may result in a purchase being disallowed, thus requiring payment with non-University funds.
*Departments opting to solicit quotations are encouraged to utilize the sample Request for Quotations. Attach all the written quotes to the Banner requisition. If one of the vendors does not respond, provide at minimum the email sent to solicit the quote attached to the Banner requisition.
Please be assured that the Office of Purchasing remains at your service and will gladly offer assistance or handle the bid process for any department’s requisitioned needs greater than $5,000.