1. A. In accordance with R.S. 39:1561(B), all agencies of the state government are hereby delegated the authority to purchase all contractual services up to their delegation of authority as issued by the state chief procurement officer, as defined above, in accordance with the current Governor’s Executive Order for small purchases and procurement rules and regulations.
2. B. Agencies are authorized to annually prepay preventive maintenance contracts on equipment only when there exists at least a 10 percent savings over paying on a monthly basis, or a competitive bid is requested that provides for preventive maintenance on a monthly basis and on a prepaid annual basis. A savings of 10 percent or more is required to award on a prepaid annual basis.
3. C. A sample checklist is attached for use on each contract.

4. D. One complete copy of each file shall be forwarded to the Procurement Section of the Division of Administration upon completion. These files will consist of:

   1. 1. copy of purchase requisition;
   2. 2. complete agency purchase order;
   3. 3. BA-22 RL for leases or rental of equipment;
   4. 4. copy of all bids received;
   5. 5. proof of advertisement;
   6. 6. tabulation of bids received; and
   7. 7. copy of the list of vendors solicited.
5. E. Please note: no purchase order is to be released until approval has been granted by the state chief procurement officer.
6. F. Approved copies of the purchase order will be returned to the agency. One copy of the purchase order and the remainder of the file will remain on file in the Division of Administration. Agencies are authorized to handle at agency level, without forwarding to the Procurement Section of the Division of Administration, those files within their delegated purchasing authority.
7. G. Any questions concerning this matter should be directed to the Procurement Section of the Division of Administration.

Authority Note

AUTHORITY NOTE: Promulgated in accordance with R.S. 39:1561.

Historical Note

HISTORICAL NOTE: Revised by the Office of the Governor, Division of Administration, June 1, 1973, promulgated LR 1:131 (February 1975), amended LR 9:48 (February 1983), amended by the Office of the Governor, Division of Administration, Office of State Procurement, LR 43:1105 (June 2017).