Bidding Requirements
Any external purchase by the College must be made in accordance with the following procedures unless otherwise stated herein:
A: Purchases up to $5,000.00
No competitive bidding is required unless the purchases would be considered to artificially divide the purchase to circumvent a bid requirement. Transportation (shipping & handling) charges are considered part of the purchase price and shall not exceed the $5,000.00 limit. (Executive Order BJ 2010-16)
B: Purchases over $5,000.00 and up to $15,000.00
All small competitive purchases shall be obtained by soliciting three (3) by telephone, fax, or other means, and shall be awarded on the basis of the lowest responsive quotation. Whenever possible, at least one (1) of the bidders must be a certified small and emerging business. Fax price confirmation shall be obtained from the lowest bidder for telephone quotations. The requisition and the Request for Quotation form must be approved by the Purchasing Department after telephone quotes are solicited and prior to placing any order with the vendor. (Executive Order BJ 2010-16)
C: Purchases for scientific and lab research over $5,000.00 and up to $25,000.00
No competitive bidding is required for scientific and laboratory supplies and equipment when procured for scientific research and the total cost does not exceed twenty five thousand dollars (25,000) per transaction. All qualifying scientific and laboratory purchases for research are to be identified “FOR RESEARCH” on the purchase requisition and shall be approved by the Purchasing Department for funding prior to ordering. Otherwise, the purchase is considered unauthorized. Price confirmation is to be attached to the purchase requisition identifying the pricing source. For “SUPPLY” purchases, confirming price documentation can be current fax, email or written quotation from the supplier, current catalog page, or supplier web site. For “EQUIPMENT” purchases, confirming price documentation shall be a current fax, email or written quotation from the supplier. (Executive Order BJ 2010-16)
D: Purchases over $15,000.00 and up to $25,000.00
The Purchasing Department will solicit facsimile or written Request for Quotations from at least five (5) responsible bidders. Whenever possible, at least two (2) of the bidders shall be a certified small and emerging business. Bidders may return quotation responses by facsimile or written means to the Purchasing Department. A minimum of three (3) working days shall be allowed for receipt of quotations. (Executive Order BJ 2010-16)
E: Purchases over $25,000.00
The Purchasing Department will be required to publicly advertise the purchase. The Purchasing Department is required to electronically post the Invitation for Bid on the State of Louisiana LaPac website administered by the Division of Administration, Office of State Purchasing for a minimum of twenty-one (21) days unless a fifteen (15) day period is determined necessary by the Purchasing Department.
Purchases of supplies, materials, equipment, services, and major repairs that amount to $25,000 or more must be advertised at least one time in the official journal of the State and in the official journal of the locality of the budget unit to be served. The advertisement must appear at least ten (10) days prior to the bid due date, as provided under Title 39.
Public works contracts (construction, remodeling, and additions) in excess of $150,000 are governed by Louisiana R.S. 38 and must be advertised once a week for three different weeks in the official journal of the State and in the official journal of the locality of the budget unit to be served. The first advertisement must appear at least twenty-five (25) days prior to the bid due date.
F: Purchase of equipment parts and repairs
The purchase may be obtained through an “Authorized Dealer” as defined as a dealer certified by the manufacturer to furnish parts (not stocking of parts) or to perform repairs on the manufacturer’s equipment. Written certification may be required to support any claim of an authorized dealer status. Otherwise competitive bidding will be required in accordance with requirements stated earlier. (Executive Order BJ 2010-16)
G: Exceptions to competitive requirements
The following purchases are exempted from bidding requirements: Publications, and/or copyrighted materials purchased directly from the publisher or copyright holder and memberships. (Executive Order BJ 2010-16)