LSU Procurement Services

Welcome to Procurement

The objective of Procurement is to procure goods and services to sustain, foster, and support the administrative, educational and research missions of the University. 

Procurement operates under the Vice President for Finance and Administration and CFO. Procurement Policy is based on procedures established by the University in accordance with the Rules and Regulations promulgated by the Commissioner of Administration in the State of Louisiana.


Important Updates

Procurement of Personal Protection Equipment (PPE)

The procurement of personal protection equipment is now subject to the process outlined in the memo at the link below. Purchases must go through the requisition process and should not be made using LaCarte or Direct Charge.

https://www.lsu.edu/administration/ofa/procurement/pdfs/ppe_memo.pdf

 

Spending Freeze

As many of you may be aware of by now, correspondence was recently distributed regarding LSU’s spending freeze. The operating guidelines, Implementation of FY20 Spending Freeze, became effective April 14, 2020 and will continue through June 30, 2020.  These guidelines apply only to LSUAM (Baton Rouge Campus) expenditures using unrestricted funds that are included in the University’s FY 2019-20 operating budget and so identified with a fund of FD100, FD101 and FD102 (newly added) in Workday.

The AgCenter has adopted a similar policy. For questions on AgCenter spending freeze, contact AgCenter Accounting Services.

Click here for more information on the spending freeze and LSU’s Implementation Plan.


Departments must add a comment in the Internal Memo section in Workday to identify the exemption the purchase falls under PRIOR to submitting orders and attach the required AS900 form. Procurement Services will be reviewing all requisitions to ensure exemptions are referenced and necessary documentation is attached.

For LSUAM: punch-out catalog transactions using FD100 funds, the requisition business process has been amended to stop for Procurement Services review after the Cost Center Manager’s approval. Non-catalog requisitions will route to the buyer who will incorporate spending freeze documentation review in their normal compliance review procedures. Failure to add the exemption note AND the AS900 form will result in processing delays and may require the transaction to be returned to the requester.

 

Procurement Business Operations During COVID-19

In accordance with the Governor's Executive Order, effective Tuesday, March 24, 2020, the Procurement Services Office will no longer be open. All staff is working remotely from home. Should you need to contact someone please refer to the Staff Listing for the email address or send an email to our main email address at purchase@lsu.edu.

 

Ordering Supplies During COVID-19

Only locations configured in Workday can be used on punch-out supplier orders. If someone is ordering supplies it is their responsibility to confirm the anticipated delivery date, to track orders to estimate a window of time to be available on campus and to accept those critical deliveries. Keep in mind many suppliers use subcontracted delivery services through FedEx and UPS so additional follow-up may be needed.  

Temporarily, purchases paid with LaCarte (p-card) are allowed for delivery to homes, however it would be limited to supplies/equipment for continued operations while working remotely. 

Excluded items include, but not limited to the following:

  • Noise canceling headsets or telephones
  • Office furniture
  • Internet connections
  • Printers/scanners
  • Ink or toners
  • Office supplies or equipment
  • Monitors/speakers

During this period of online class instruction and working remotely, the decision to purchase the following excluded items shall be at the discretion of the supervisor. Approval documentation must be attached to the reconciling expense report for auditing purposes.

  • Printers/scanners
  • Ink or toners
  • Office supplies or equipment
  • Monitors/speakers

Departments should request a stipend for internet services or hotspots in accordance with FASOP AS-24.

Other items may be approved on a case-by-case basis by contacting Accounts Payable & Travel or Procurement via email.

Amazon purchases: When placing the order, select the residential address for delivery or Amazon Locker location to be used for pick up. Deliveries to non-LSU addresses will be closely evaluated to ensure purchases are for business use only. 

Procurement and Accounting Services would like to remind departments that items purchased must be essential and remain university property, which should be returned (when applicable) when we resume normal operations. Department TSPs should be consulted for IT purchases to ensure purchases are compatible with existing office equipment.

 

Delivery of Orders to Campus

Departments must request access to campus from EOC and arrange to have someone onsite to accept delivery.  Below is the EOC’s message regarding the process for requesting access to campus:

If you are not approved to be on campus as part of Phase 1, but need access to campus, please fill out a Request Access to LSU A&M Campus form at https://veoci.com/veoci/p/w/mj9um47dtwe6. Requests are to be submitted by supervisors only and must be placed at least 24 hours in advance of the date the employee is requesting access. Employees should not come to campus before receiving formal approval from the LSU EOC.

Departments having issues receiving orders/coordinating deliveries from FedEx or UPS due to their building being closed, should use the contact information below to ensure coordination of delivery.

United Parcel Service (UPS) FedEx Corporation (FedEx)

UPS logo

Jeff Hill
Business Manager - Mid South District
Phone: 225-335-1836
Email: jefferyhill@ups.com

FedEx logo

Steve Magnon
Account Executive
Phone: 225-202-3288
Email: steve.magnon@fedex.com


Suppliers 

LSU Procurement Services is suspending in-person attendance at public bid openings conducted by LSU Procurement Services. 

The LSU campus is closed to non-essential personnel making the receipt of physical bids impossible. Therefore, bids must be submitted electronically to LSU Procurement Services until further notice. 

Bids must be emailed to lsubids@lsu.edu (This email address should be used for bid submissions only).  When submitting electronically, the RFQ number, solicitation title and contractor license number (if needed) should be listed in the subject line of the email. 

If you have submitted a bid through USPS, FedEx, UPS or another mail carrier, it is your responsibility to send an additional copy electronically. Neither the physical bids nor late bids will be accepted. 

Any supplier who would like to view the opening of this bid can access the following link:
https://lsu.zoom.us/meeting/register/u5Yoc-mtpjwic3qMBbUv2mGXg3EyfFeWww. 

The link will be live at 11:00 AM CST on the date of bid opening and will provide live audio and video access to this bid opening. Bid opening will begin at 11:10 AM CST to allow for all attendees to get logged in and signed in.

Requests for bid tabulations and solicitation inquiries should be directed to the Buyer-of-Record listed on the solicitation.

We thank everyone for their patience as we work to make this transition as smooth as possible given the rapidly changing situation.

Stay safe and healthy! 


 

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Procurement Roundtable 

225 Peabody Hall
2:30 p.m. - 3:30 p.m.

April 21, 2020 (Canceled)
June 16, 2020 (Canceled)
August 11, 2020
October 13, 2020
December 8, 2020

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