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February 2020


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What's New

Mike the Tiger

Procurement Core Values

The core values of LSU Procurement Services are integrity, collaboration, cost consciousness, service, and excellence. Each member of our team is expected to uphold these values through honesty, trust, fairness, and respect toward our peers and LSU community.

Procurement Core Values: Integrity, Collaboration, Cost Consciousness, Services and Excellence

Integrity: Conduct All Dealings with Integrity

We will strive for and promote high standards of professional ethics, honesty, impartiality, accountability and transparency in all interactions with University departments, suppliers and internal team.


Collaboration
: Work with Everyone

We will foster cooperative relationships with our internal and external customers; providing the University departments with best practices and procurement resources while simultaneously providing the supplier community with open and fair access to University business.


Cost Consciousness
: Maximize Resources

We will uphold a cost conscious culture for the University to reduce costs, generate revenue, and maximize the benefits received for the goods and services acquired by LSU.

 

Service: Invest in Each Other

We will strive to develop, strengthen and honor caring relationships in such a way to challenge ourselves and others to be their best selves.


Excellence
: Be the Best, Give the Best

We are committed to being innovative service leaders; demonstrating excellence in our operations by meeting and exceeding our internal and external customers’ expectations.

Agreement/Contract Turnaround Time

Due to the increased volume, the review and processing of simple supplier agreements/ contracts (agreements without lengthy terms and conditions, exhibits, i.e., catering, event rentals, etc) have an estimated turnaround time of 2 weeks from the time they are submitted to Procurement.

More complex agreements/contracts should expect at minimum one month processing time depending on the service, terms and conditions, and if additional approvals (Insurance/Indemnification, building/power/access, ADA/PMO compliance, etc.) must be obtained.

Please plan accordingly.

Invoice Discrepancies

If the accuracy or pricing of a Purchase Services/Goods (PSG) invoice is in question, the department should first reach out to the supplier immediately upon receipt of the invoice to resolve the issue. Procurement will work with both the department and supplier to expedite a resolution when both parties have exhausted all means of reconciliation.

In accordance with RS 39:1695, if the University fails, without reasonable cause, to make prompt payment, the University shall pay in addition to the payment, interest on the amount due. Therefore, invoices should not be held for long periods of time by a department due to incorrect pricing or other inaccuracies. Departments are encouraged to address invoice discrepancies immediately, as a resolution may not be timely. Any late payment penalties shall be the responsibility of the department.

New Contract Awarded For Solid Waste/Recycling

Trash Staging Area

Procurement Services successfully awarded a new contract to Republic Services, Inc. for the campus’ solid waste and recycling needs in October of 2019. This is a 2 year contract with the option to renew for 2 additional 12-month periods and is valued at $935,000.

Although the new service was not effective until January 1, 2020, there was a transition period for Republic Services, Inc. to procure and mobilize the blue and green containers you see all over campus. The picture above shows the staging area which was located off of River Road.

New Spend Categories

The following spend categories have been created to assist with identifying types of software and other online/digital products of which may require additional approval.

  • Online Subscriptions (SC0414) – an agreement to receive service or access to a document/information digitally for a certain period of time. (Examples: subscription to an online newspaper/journal, subscription to a media streaming service, etc.)

  •  Embedded Software (SC0415) - computer software, written to control machines or devices that are not typically thought of as computers, commonly known as embedded systems. It is typically specialized for the particular hardware that it runs on and has time and memory constraints.

Existing Software and Online/Digital spend categories are:

  • Digital Books (SC0246)
  • Digital Periodicals (SC0247)
  • Library databases (SC0248)
  • Software Subscriptions and Licenses (SC0020)

Remember: The spend category selected should be tied to the good/service itself, rather than the project/end use of the item or source of funds.

Purchasing Agent Duties & Responsibilities

The Purchasing Agent Certification program is a on-going training initiative designed to educate key personnel tasked with the primary responsibility of procuring goods and/or services within their department. The individual attends an assortment of training to better equip them in processing transactions, problem solving complex procurements and proper protocol in accordance with University polices, procedures and rules.

While the certification comes with increased authorities, it is Procurements' expectation that the Purchasing Agent serves as a 'Champion' within their unit; advising faculty and staff of Procurement rules, communicating Procurement changes and assisting in troubleshooting Procurement related issues affecting their department.

For more information about becoming a Champion for Procurement visit the Purchasing Agent Certification program webpage.

Construction Projects: Project Timelines & Tips

"Public Work", as defined in Title 38:2211, means the erection, construction, alteration, improvement, or repair of any public facility or immovable property owned, used, or leased by a public entity. As the need for public work (construction) projects arise at LSU A&M, departments should contact the Offices of Facility Services (OFS) or Planning, Design, & Construction (PD&C). After signed quotes are received and all other required documents are ready to be uploaded, OFS or PD&C should enter requisitions immediately into Workday to allow the cost center manager adequate review and approval time. Once Procurement receives the requisition, they are reviewed for the following:

  • Accuracy
  • Quotes signed by contractor
  • Acceptable terms and conditions
  • Construction Checklist
  • Compliance with University rules, policies and procedures

Procurement drafts contracts for all projects $5,000 or greater and requests all required information from the contractor. This process may take up to 10 working business days (or more) depending on Procurement's current workload. Once contracts and requirements are provided to the contractor, the contract process completion time can range from 2 days to up to 30 days (or more) depending on the contractor.

Licensed contractors must be used for projects within certain specialty areas. For quotes $10,000 or greater, a contractor’s license is required in the following specialty areas: plumbing, HVAC, mechanical and electrical. All projects $50,000 or more require a licensed contractor regardless of the specialty area. More lead time should be given in the event a walk-through is required.

Important tips to avoid review and processing delays: 

  • Ensure all quotes have an actual “wet signature.”
  • The University's standard payment terms are Net 30.
  • Projects $5,000 or greater require a contract of which must be recorded IN THE PARISH where the work is being performed.
  • Projects $25,000 or greater require payment and performance bonds...Warn your contractors!
  • Allow 7 to 10 business days for review of all change orders; some change orders may require revisions or re-recording.

Training

Spring Procurement training sessions are now available. Register now online at training.lsu.edu.

Date Session Title
March 17, 2020 Specs, Specs and More Specs
March 26, 2020 Department Solicitations
March 31, 2020 Workday Procurement: Tips & Tricks
April 28, 2020 Procurement Institute
May 7, 2020 Specs, Specs and More Specs
May 13, 2020 Workday Procurement: Tips & Tricks
May 19, 2020 Department Solicitations

Announcements

Complex Procurements

Departments are reminded to complete the Complex Procurement Request at the link provided below prior to submitting a requisition in Workday.

Examples of Complex Procurements are based on the following types of procurements:

  • Request for Proposals (RFP)
  • Solicitation for Offers (SFO)
  • Request for Quotes and Qualifications (RFQQ)
  • Equipment Lease Purchases
  • IT Projects*
  • Campus/Enterprise-wide Solutions
  • Equipment Purchases exceeding $100,000
  • Janitorial & Manpower Service Contracts exceeding $50,000

Note: This list is not inclusive to all types of Complex Procurements.

*IT Projects are Information Technology procurements that require ITS involvement and/or IT Governance approval and therefore must go through the ITS Portfolio Management Office (PMO). Procurement Services and Information Technology Services will coordinate efforts for this type of procurement.

 The completed request, along with all supporting documentation should be emailed directly to Stefanie Kirkwood (skirkwood1@lsu.edu) in Procurement Services.

 >>>Complete Complex Procurement Request Form

2020 Procurement Roundtable Meetings

225 Peabody Hall 

2:00 p.m. - 3:30 p.m.

 

 

February 18, 2020

April 21, 2020

June 16, 2020

August 11, 2020

October 13, 2020

December 8, 2020

Property Management

2020 Inventory Timeline

The 2020 inventory cycle will begin in mid-February.  Training sessions are underway and the next session will be held February 18 on the main campus for all newly assigned Asset Custodians, or any other first-time inventory participants.  Register online at training.lsu.edu (course name 'Inventory Training'). 

Date Deadline
February 17, 2020 Inventory scanning application available;
2020 cycle begins
June 30, 2020  Location-based inventory complete
September 18, 2020 Targeted searches and certification
by Asset Custodians complete
October 15, 2020 Department Head Certification complete

Workday Tips & Tricks

Requester Changes

The Change Requester feature in Workday allows Procurement to transfer ownership and receiving responsibilities for an existing requisition and subsequent purchase order. Email purchase@lsu.edu to request a requester change and provide the following information:

  • Current requester name
  • New requester name
  • Requisition Number(s) to be transferred*

*Since it is the requisition requester that is being changed, users must provide the requisition number rather than the purchase order number.

Activity Stream

The 'Activity Stream' feature on purchase orders (PO) is used to document requests for information related to the PO as well as notate changes or cancellation of the PO without processing a change order. Notes entered become a permanent record on the document.

Zero Dollar Encumbrance POs

Departments are reminded to review open purchase orders for their department and request closure of zero dollar POs when orders are complete. Closing purchase orders helps with system performance and increases readability by excluding POs in closed status from report outputs. POs must be manually closed by Procurement. Send requests to close POs after all receipts and invoices have been processed to purchase@lsu.edu.

Purchase Exemption Referencing

The 'Internal Memo' field in requisitions should be used to reference exceptions to the competitive process for auditing purposes.

For Example: An equipment purchase meeting the Scientific/Research exemption should have an internal memo note that reads: "Exempt per LAC.XII.525.A.19."

Fun Facts

$213MAnnual Spend for FY 2019

$49MProcurement Savings since Code

$37KPurchase Orders Issued in 2019