PURCHASING DEPARTMENT
Primary Procurement Statues
L.S.A.-R.S.
39: Public Finance
38: Public Works
December 1, 2014

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The Purchasing Department under the
Procurement Manager has the sole authority to order materials and contract for services. The University assumes no obligations except on a duly authorized
Purchase Order.
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Requesting departments may not order materials or contract for services without first contacting the Purchasing
Department.

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Small Purchase
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LaCarte Card
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Contract for Services

Budget items of primary concern to the
Purchasing Department are:
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Operating Services (703000) – Charges for services performed in connection with repairs, rental, printing, utilities, dues, subscriptions, etc.
Materials and Supplies (704000) – Any consumable item.
Professional Services (705000) – Services for personal, professional or consulting purposes which requires specialized knowledge, training, artistic ability, etc.

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Other Charges (706000)- Purchases made for resell, which are not a part of a merchandising program. Also includes awards, scholarships, etc.
Capital Outlay (707000) – A non-consumable or nonrecurring item costing $1,000 or more with a useful life expectancy of more than a year and depreciate over its expected useful life.

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Executive Order BJ 2010-16
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State Contract
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Brand Name Contracts
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Sole Source Purchase
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Proprietary Purchase
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Sheltered Workshop-(Shredding)

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APPROVED ACQUISITION METHODS-No Competitive process is required.
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Pay for purchase with personal funds (not recommended except for urgent needs, i.e. toner or printer cartridges)
Obtain receipt/invoice – submit check request for reimbursement (checks written on Wednesday night)
OR
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Submit requisition via Banner
PO issued – Department gets receiving reports
Payment – Invoice – Receiving Report to A/P
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OR
Use the State of LA purchasing card – no bids or quotes required.
** Artificial splitting of purchases is violation of bid laws and is not authorized – Executive Order BJ 2010-16

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Submit requisition via Banner Finance
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3 prospective bidders required
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Telephone/fax quotes authorized or by other means
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Purchasing Department personnel will solicit bids and/or quotes as required.
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Provide phone, fax and current address of vendor.
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PO issued – approximate 10 day turnaround

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Submit requisition via Banner Finance
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5 prospective bidders required
Fax or mail bids acceptable
Bid – out for 10 days
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Purchasing Department personnel will solicit bids and/or quotes as required.
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10 days required
PO issued after award

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Submit requisition via Banner Finance
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Complete specifications
5 or more bidders required
Sealed written bid responses required
Advertise: News Star and Morning Advocate in Baton
Rouge – *required*
Also required to be advertised on LaPac.
25 to 30 days required for process
PO issued – after award

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Certain items have been considered small purchase by the Governor and are exempt from the competitive process under
Section 5 of Executive Order No. BJ 2010-
16.

A copy of the Order is on file in the
Purchasing Department.

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For ongoing research only
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Quotes/Bids
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NOT Required
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BUT
Recommended – where possible
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MUST submit form certifying the purchase is for ongoing research

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State contract number and line item number included on requisition.
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Brand name or catalog contracts, obtain a quote, send to purchasing listing requisition number.

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An item is available from a single supplier.
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Must be accompanied by a letter from the national marketing representative on the vendor’s letterhead stating that he is the only known source for the item.
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Must have a firm price quote.

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A proprietary purchase is one in which a certain product is the only product that will meet the needs.
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Manufacturer has chosen to distribute.
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Send a letter justifying (Sole Source &
Propriety form) the need.
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Bids must be solicited.

Employment Development Services
(EDS) – State Use Contract No.
401120
This contract is used for shredding of documents through ARCO.
Contact ShaKeya in Purchasing at 342-
5208.

The Small Entrepreneurship (SE) Programs (Hudson and Veterans
Initiatives) are goal-oriented programs which encourage state agencies to contract with certified small entrepreneurships
(SE’s) as well as encourage contractors who receive contracts from the state to use good faith efforts to utilize certified SE’s in the performance of the contract. The small entrepreneurship programs are race and gender-neutral programs. The primary intent of these programs is to provide additional opportunities for
Louisiana-based small entrepreneurships (SE’s) that are certified by the Louisiana Department of Economic Development to participate in contracting and procurement with the State.

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Office of Public Relations should be contacted for all print jobs.
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Capital Outlay items other than software cannot be purchased from the Bookstore.
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Copy paper should be ordered from the
State Contract pricing.
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Contact Purchasing Department for
Shredding information.

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Enter requisition in Banner Finance.
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Funding must be available.
Funds are encumbered at time of requisition.
Approved electronically by approving authority.
Purchasing Personnel process approved requisition in accordance with R.S. Titles 38 & 39: Executive Order, or
University Policy.
Submit a full and complete description and specifications for all items. May be submitted electronically, faxed, or campus mail.
Attachments – State Contract, Check with Order, Ongoing
Research, Bid Specifications, etc. are sent with Campus
Correspondence form stating the requisition number.

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All merchandise will be delivered to requesting delivery location except those items which must be delivered to the warehouse.
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Department will receive items in Banner
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The Yellow department copy is sent to the
Controller’s office with the Receiver number listed.

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Requests for cancellation or modifications of purchase orders, including an increase or decrease in the dollar amount, should be submitted to the Purchasing
Department by use of the Change/Cancellation Form.
An official notification will be sent to the vendor by means of a University Purchase Order Change Order.
Change Orders can only be handled through the
Purchasing Department.

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White copy to vendor
Pink copy to controller’s office
Yellow copy to department
Buff retained by Purchasing Department
Purchasing Dept provides copy of PO’s for capital outlay to Property Control

Susie Clay
Procurement Manager 1
Ph. 318 342 5209 clay@ulm.edu
Rose Joseph (PartTime)
Procurement Specialist II
Ph. 318 342 5210 joseph@ulm.edu
Shakeya Rodgers
Procurement Specialist II
Ph. 318 342 5208 rodgers@ulm.edu
Chelsea Carter
Procurement Specialist 1
Ph. 318 342 5211 chcarter@ulm.edu
PURCHASING PERSONNEL
DEPARTMENTS RESPONSIBLE FOR
College of Health & Pharmaceutical Sciences (Pharmacy)
Physical Plant/Warehouse
Facilities
Major Repair Projects
Risk Management – (Third Party, Property, Theft)
LaCarte Card/CBA Administrator
Contracts
College of Business & Social Sciences
Executive Vice President
Executive Director Alumni & Community Relations
Executive Director Auxillary Enterprises
Assistant Vice President for Enrollment Management
Vice President for Student Affairs
Graduate School
College of Arts, Education & Sciences
College of Health & Pharmaceutical Sciences (Health Sciences)
President
Executive Director Foundation
Vice President for Academic Affairs
Business Affairs
Risk Management – Exposure Reporting
Administrative Related Questions
Vendor Information W-9)
Assist with Risk Management, Requisitions, Purchase Order quetsions