The OSP Quarterly Connectioncommunication on its website. In order to promote efficiency and ease of use, OSP is enhancing several of its current templates and creating new ones. These

A P R I L 2 0 1 9V O L U M E I I , I S S U E I I

From the Director’s Chair... Contract Administration – Communication is the Key to Success.

Throughout the lifespan of a contract, open communication

is one of the most important aspects in a successful

contracting experience. Open communication is critical in

the relationships between the agency, the contractor, and

the Office of State Procurement (OSP).

Contract “kick-off” meetings are a great way to open the lines of communication

between the agency and the vendor. Everyone involved will have a clear indication

of what is expected from each party by starting the contract with a discussion on the

following: contract goals and objectives; communication protocols; contract terms

and conditions; delivery requirements; contract timeline; quality assurance plan;

and contract remedies and escalation processes.

Maintaining open communication throughout the contracting period should not be

difficult or time consuming. OSP has several templates and examples of usual

communication on its website. In order to promote efficiency and ease of use, OSP

is enhancing several of its current templates and creating new ones. These

templates are useful guides in documenting communication with both contractors

and OSP.

When the contract term is nearing expiration, not only is it important to document and communicate the things that have gone well with the contract, but it is also important to document and communicate the areas that need improvement and/or redirection. This information is vital to continuously improve the quality of the services received.

Paula Tregre, Director

I N S I D E T H I S

I S S U E :

OSP Training

Customer Service

Center

2

Fiscal Year Closeout 3

New Statewide

Contracts 9

Emergency

Procurement 10

LaNIGP Quarterly

Meeting 11

The OSP Quarterly

Connection

2

OSP Agency Training Quarterly Highlights

T he next quarterly training will be held June 19, 2019 at the State Police Training

Academy. If you have any questions or comments, we recommend use of our

training-specific email address for any inquires you may have. The address is

[email protected] .

T H E O S P Q U A R T E R L Y C O N N E C T I O N

Customer Service Center Update

The Statewide Customer Service Center, contract number 4400015405, officially

opened for business on Monday, March 11, 2019, as the contractor,

YoungWilliams P.C. began taking calls on behalf of the Department of Children

and Family Services’ (DCFS) Child Support Enforcement (CSE) program.

Implementation was completed by April 1, 2019.

According to DCFS, “Young Williams has been a great vendor to work with and

very professional. In the first 3 days, DCFS has already seen improvements in

call wait times.”

Available services on the Statewide Customer Service Center contract include

resolution of inbound and outbound calls, Interactive Voice Response (IVR)

System, handling of mailed correspondence (inbound and outbound), emails,

instant messaging, web chat, and more.

This contract is available for use by all state agencies and local public procurement units listed on OSP’s list of Participating Entities. For more information, contact Austin Bachman at [email protected] or (225) 219-7839.

mailto:[email protected]

mailto:[email protected]

3


Fiscal Year 19 Closeout Deadlines:

Shopping Carts for Purchasing (1-time buys, etc.) – April 5, 2019*

Shopping Carts for Labor & Materials Contracts (Construction) – March 8, 2019*

Professional Contracts – May 17, 2019

* Note: Shopping Carts for Fiscal Year 2019 which are submitted after the deadline date may require the agency to take the necessary measures to carry forward Fiscal Year 2019 funds or to provide Fiscal Year 2020 funds in the event a June 30, 2019, delivery requirement is unrealistic and/or precludes competition.

Fiscal Year 20:

Shopping Carts for Purchasing – can be submitted any time. Must be Lead Time carts if submitted in FY19.

Shopping Carts for Labor & Materials Contracts – can be submitted any time. Must be Lead Time carts if subm itted in FY19.

Professional Contracts – can be submitted any time.

Reminder that New FY PO’s will bypass the encumbrance process until the new budget is loaded, so you should be certain of funding before requesting a new FY PO be sent to a vendor.

Creating a “Lead Time Shopping Cart” in LaGov:

The creation of a Lead Time shopping cart is performed in the current fiscal year in preparation for the procurement of goods and services that will be encumbered in the next fiscal year's budget.

On a Lead Time shopping cart:

Valid accounting data for the new fiscal year should be used on a Lead Time shopping cart.

No pre-encumbrance will be created when using a 'Request Date' in the next fiscal year. (use the date of July 1) See LaGov screenshot on the following page:

Fiscal Year Closeout

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Fiscal Year End Language on Shopping Carts

End of FY delivery

Due to fiscal year constraints, funding may be unavailable for payment for items not delivered by June 30. If delivery cannot be made in accordance with the order, vendor must advise the agency of inability to supply.

New FY delivery

Any orders resulting from this solicitation will be paid with next FY funds, if appropriated by the legislature. Delivery cannot be made prior to July 1, and your bid prices must be firm for acceptance and delivery accordingly.


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Unencumbering vs. Cancelling a Purchase Order

If you are UNENCUMBERING / LIQUIDATING a PO, you are simply releasing any remaining funds that are left on the PO that you will no longer be using. You have received everything against the PO that you will need for that FY.

If you need to CANCEL a PO issued by OSP, then our office must be involved, as this usually means there was a problem of some sort – either the PO was not needed at all, there were issues with the vendor service, the award was made in error, etc.

Note: If you have receipts against a PO in the system , you cannot totally cancel it.

Unencumbering a Purchase Order

Select the “Related Documents” Tab under Item Details. This is where you will change “No

Further Confirmation” and “No Further Invoice” from “NO” to “YES” if you want to close out

and unencumber any remaining funds on that line. This needs to be done for each line on

which you need to release funds.


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How to check the Rollover Flag on a Purchase Order

Purchase Orders automatically have FY Rollover flag selected as “Yes” when Purchase Orders are created.

Please Note: It is the Agency’s responsibility to submit a Change Order and change the rollover flag from “Yes” to “No”, if they do not wish to roll the funds over to the next fiscal year.

We DO still need a Change Order form filled out and attached, because there is no way for us to determine this is the only thing you are changing without it. We cannot approve any Change Order without knowing what we are approving.

Open the Purchase Order through Advanced Search.

Once in the Purchase Order, Select the Header tab, then the Agency tab. This is where the FY Rollover flag is located.

When doing a Change Order to change the Rollover Flag, this is where you will change it from “Yes” to “No”, via a drop-down selection. Once this has been done, your funds will not rollover to the next fiscal year.

Change Order Forms

All Change Order submissions must include a completed Change Order Form. Change Order

Forms clarify exactly what is being changed, are necessary for file documentation, and create a

smoother approval process.

For ProAct, click the Change Order box under the submittal tab. A blank form will populate.

This can be completed and attached to the ProAct submission.

For LaGov, the Change Order Form can be found on the PO under Header – Agency. Complete the Change Order number, select Reason Code: Change Order, enter the description, and press check. The link to the Change Order Form will populate. Complete the form and upload under Header – Notes and Attachments.


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Complete the change order form and upload under Header – Notes and Attachments.



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Fiscal Year 2019 Professional Contracts

Submittal Deadline Date: May 17, 2019

In order to ensure approval of all Fiscal Year 2019 Contracts/Amendments by June 30, 2019, they must be received in our office via PROACT, LaGov, or hardcopy by the above deadline date, accompanied by all required documentation and with all appropriate agency level approvals.

LaGov approvals for Fiscal Year 2019 must be entered by June 21, 2019, to ensure contract encumbrances are completed. LaGov purchase orders with end dates of June 30, 2019, which are not extended by amendment will become inactive after that date.

Agencies are responsible for taking the necessary steps to carry forward any Fiscal Year 2019 funds into next fiscal year. Any questions regarding this matter should be directed to the appropriate budget office for clarification.

Fiscal Year 2020 Professional Contracts

Fiscal Year 2020 professional contracts may be submitted at any time, as OSP-PC approval of next fiscal year contracts is always contingent upon funds being appropriated by the Legislature. Agencies are encouraged to send these in as early as possible to avoid a backlog of contracts at the beginning of Fiscal Year 2020 and to facilitate prompt payments to those contractors providing continuing services.


Professional Contracts

What’s in Your Shopping Cart?

There are several statewide contracts that are new, have been rebid or are otherwise notable. Please consider accessing these contracts if your agency has a need for any of the following:

Herbicide Application Boat & Helicopter:

Contract #4400010605: Chem Spray South Effective 02/01/2017 – 01/31/2020

Contract #4400010606: Dauterive Contractors–Effective 02/01/2017 – 01/31/2020

Contract #4400010607: T&M Aviation—Effective 02/01/2017 – 01/31/2020

Contract #4400010608: Terminator Pest Control—Effective 02/01/2017 – 01/31/2020

Contract #4400010609: Houston Spraying and Supply Inc.—Effective 02/01/2017 – 01/31/2020

Contract #4400014911: Brushmasters—Effective 02/01/2017 – 01/31/2020

Contract #4400014940: Deangelo Bros—Effective 02/01/2017 – 01/31/2020

Contract #4400015050: Chem Air—Effective 02/01/2017 – 01/31/2020


9

Furniture: Wood Seating & Wood Tables—Contract #4400010525: Knu, LLC/La-Z-Boy—Effective 02/01/2017—01/31/2020

Mattresses and Box Springs—Contract #4400013660: Dreamline Manufacturing, Inc.—Effective 02/13/2018—02/12/2020

Carpet, LAMAS: Interface—Contract #4400005526: Interface Americas —Effective 03/01/2016—02/28/2020

Floor Machine, LAMAS: Nilfisk—Contract #4400005684: Nilfisk, Inc.—Effective 02/22/2016—02/21/2020

Paper, Xerographic—Contract #4400016434: Veritiv Operating Company—Effective 03/01/2019—02/29/2020

Liquid Chlorine Bleach—Contract #4400016442: Pon Food Corporation—Effective 03/01/2019-02/29/2020

Water Treatment Alberty & Blakeney Brand Name—Contract #4400016370: Alberty & Blakeney LLC—Effective 02/18/2019-02/17/2020

Newspaper Media Placement—Contract #4400008375: Louisiana Press Association—Effective 01/21/2018—01/20/2020

Footwear: Shower / Oxford Shoes—Contract #4400011190: Bob Barker Company, Inc.—Effective 06/01/2017—05/31/2020

Rental of Portable Storage Containers—Contract # 4400014309: Kent Truck Trailer Service Inc.—Effective 05/01/2019—04/30/2020

Law Enforcement Agency Contracts:

Firearms, Optics & Accessories

Contract #4400016211: Barney’s Inc.—Effective 01/01/2019—12/31/2019

Contract #4400016212: Gulf States Dist Inc.—Effective 01/01/2019—12/31/2019

Contract #4400016213: Kiesler Police Supply—Effective 01/01/2019—12/31/2019

Contract #4400016214: Jp Enterprises—Effective 01/01/2019—12/31/2019

LED Emergency Light Bars, Sirens & Accessories— Contract #4400015182: Whelan Engineering Company Effective 01/28/2018—07/31/2019

Electronic Offender Monitors— Contract #4400012337: BI Incorporated—Effective 10/03/2017 – 07/31/2019

Louisiana Electronic Catalog (LA eCat): https://w w w cfpr d.doa .louisia na .g ov/OSP/La PAC/eCa t/dsp_eCa tSea rchLa g ov.cfm

What’s in Your Shopping Cart—continued?


https://wwwcfprd.doa.louisiana.gov/OSP/LaPAC/eCat/dsp_eCatSearchLagov.cfm

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Emergency Procurement

It is always a good idea to know what to do in case of an emergency. When it comes to procurement, an emergency can be described as a situation that creates an immediate and serious need for supplies, services, or major repairs that cannot be met through normal procurement methods. There are two types of emergencies. There is a “Usual” emergency and a “Catastrophic” emergency. A usual emergency occurs during the daily operation of an agency and typically only affects a single agency. For example, a broken water or sewer line. A catastrophic emergency is an emergency situation declared by the Governor and usually affects a large number of people over a wide area, such as a hurricane. In either type, it is a situation which creates an imminent threat to public health, welfare, safety, public property, or that impacts or threatens the functioning of Louisiana government. In the event of a “Usual” emergency, agencies should contact OSP to obtain an Emergency Authorization number prior to making an emergency purchase. If an emergency procurement need arises after hours or on the weekend, the agency should proceed with any purchases necessary to mitigate the emergency situation and then contact OSP on the next business day. This emergency authorization number shall be included on all future procurement documents. Every effort shall be made to obtain quotations from three or more vendors, if time permits. Immediate purchasing shall be discouraged as much as possible. Emergency procurements shall be limited to only those supplies, services, or items necessary to meet the emergency need. In the event of a “Catastrophic” emergency, OSP has over one-hundred existing Emergency Contingency Contracts that are available for use whenever the Governor declares a state of emergency. Some examples of these type of contracts are generators, sandbags, bottled water, ice, water barriers, MRE’s, and pumps. These contracts can be easily found on OSP’s website on eCat, our electronic catalog, by entering the word “emergency” in the contract description field. When utilizing an OSP contract in a declared emergency, it is highly recommended that a copy of the contract is placed in the file to assist with any potential FEMA reimbursements. Emergency situations are usually stressful, but proper preparation and knowledge of how to react to such an event are key to success. Plan ahead, communicate, keep accurate & organized records, and document, document, document.

LaNIGP Quarterly Meeting

The Louisiana Chapter of NIGP (LaNIGP) welcomed Randy Davis as the keynote speaker of their First Quarter meeting on March 19. In his role as Assistant Commissioner of Administration for Policy and Personnel in the Division of Administration, Mr. Davis oversees the Office of State Procurement, the Office of State Travel, the Office of Technology Services, the Office of Human Resources, and several other business functions of State government.

Mr. Davis greeted the 100 LaNIGP members in attendance on behalf of Commissioner Dardenne, and then spoke for 15-20 minutes about the importance of public procurement professionals to the State. He began by echoing Governor Edwards’ executive order recognizing March as Professional Procurement Month, and recognizing the value in inter-agency collaboration, continuing education and professional certifications. Mr. Davis then gave an overview of the challenges and opportunities facing Louisiana, including education, healthcare, disasters, technological change, and the State Budget, and the many ways that procurement professionals help the State navigate those issues.

Lastly, the Assistant Commissioner described in detail the six specific priorities he believes are foremost in public procurement: upholding ethics, solving problems, sustaining compliance, saving costs, ensuring competition, and upholding public confidence in the State’s fiscal stewardship. He closed by encouraging all present to be willing to say “no” when needed, even when it’s uncomfortable, but to make it “no, because…” or “no, but…” rather than a simple “no” to provide the requestor with a learning opportunity and a potential path forward.

Quarterly LaNIGP meetings are scheduled for July 18th, September 24th and December 12th with the 2019 Educational Conference & Products Expo scheduled for November 13th - 15th, at the Golden Nugget in Lake Charles.


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State of Louisiana

Office of State Procurement

1201 North 3rd Street, Suite 2-160

P. O. Box 94095

Baton Rouge, Louisiana 70804-9095

Phone: (225) 342-8010

Fax: (225) 342-9756

http://www.doa.la.gov/pages/osp/index.aspx

OSP Staff:

Tristan Babin

Alana Clark

Carlos Davila

Loretta O’Neal

Christine Schwartzenburg

Join us in welcoming our new

team members!

Members of the OSP team are working hard to enhance their skills to ensure our office serves our customers

with excellence. Team members are completing the Purchasing and Supply Management Certificate Pro-

gram offered through LSU Continuing Education. Our most recent graduates are featured above.


http://www.doa.la.gov/Pages/osp/Index.aspx