Complex Services/Purchasing RFPs
complex services/purchasing rfps
The Procurement Code allows for best value procurement through the RFP process to obtain high technology acquisitions, complex services, and to contract with a group purchasing organization. This procurement method is a competitive negotiation and is used when criteria other than cost are considered in determining the best value for the State. To assist you in utilizing this process, we have developed procedures and examples in the form of sample documents and templates.
general information
Below is general information related to complex services/purchasing RFPs.
For Agencies who have been on boarded in LESA
Agency – Create and submit a Sourcing Request in LESA. Creating a Sourcing Request Help Script
- The Agency must attach the draft Scope of Work (SOW) and draft Special Terms and Conditions documents to the Sourcing Request.
- Templates for the SOW and Special Terms and Conditions are attached in the LESA Sourcing Request in the Documents tab. These templates are also provided below and in the Sample Documents and Templates section.
- Scope of Work (SOW) Template
- Special Terms and Conditions Template
OSP - The OSP Analyst assigned to the project will create a Sourcing Project from the Sourcing Request and schedule a Project Kickoff Meeting with the Project Lead.
OSP/Agency - The OSP Analyst will work with the Project Lead to create the Proposer Questionnaire and the Price Schedule Attachments. Responding to Review Tasks Help Script
OSP - The OSP Analyst will draft the Sample Contract and send it to the Project Lead for review.
OSP - The OSP Analyst will draft the RFP Template and send it to the Project Lead and Agency Legal (if required) for review. Once all reviews have been completed, the OSP Analyst will publish the RFP, notify potential proposers, and advertise in the newspaper, LaPAC, and Ariba Discovery.
OSP - The OSP Analyst will receive all Proposer inquiries and work with the Project Lead to draft the States Responses and publish the Q&A addendum.
OSP - The OSP Analyst will receive all proposals on the proposal opening date and then complete the Administrative Review.
OSP/Agency - The OSP Analyst will schedule an Evaluation Kickoff Meeting and Consensus Meeting(s) with the Evaluation Committee Members and the Project Lead.
Agency - The Agency will submit an Award Recommendation for OSP Concurrence, by approving the Award Recommendation task in LESA.
OSP - Once OSP Concurrence is received, the OSP Analyst will notify all Proposers of the Intent to Award.
For Higher Ed or Agencies not on-boarded in LESA
Agency - The Agency will create a Transmittal in ProAct (Higher Ed only) or a Shopping Cart in LaGov. The Agency must attach a draft RFP Document, all RFP Attachments, an RFP Submission Form, and a Key Internal Control Form (if applicable) to the Transmittal/Shopping Cart. The RFP Template is provided below in the Sample Documents and Templates section.
OSP - The OSP Analyst assigned to the project will review the draft RFP Document and work with the Agency to make any necessary revisions.
Agency - Once the RFP Document is approved by OSP, OSP will advise the agency of the next steps.
OSP - Once an award has been made, the OSP Analyst will create a Contract Workspace in LESA and work with the Agency Contract Manager to draft the Contract.
Agency - The Agency Contract Manager will negotiate the Contract with the selected Proposer. OSP is available to assist with negotiations if needed.
Agency - The Agency Contract Manager will ensure that all Agency reviews of the negotiated contract have been completed before routing the negotiated contract to OSP for review.
OSP - The OSP Analyst will collect the following Ancillary Documents from Contractor: the Secretary of State registration, Federal debarment clearance (sam.gov), Signature Authority/Board Resolution, Certificate of Insurance (if insurance required), Vendor Profile form, and Performance or Fidelity Bond (if required).
OSP - The OSP Analyst will route the Contract for the Contractor and Agency signatures through LESA/DocuSign.
Agency - The Agency will create a Shopping Cart in LaGov to obtain all applicable approvals and for payment purposes.
OSP - OSP will convert the shopping cart to a Purchase Order and order the PO/Contract in LaGov and attach the fully executed Contract in LaGov and LESA.
IMPORTANT NOTE - OSP cannot approve/finalize the Contract until OSP receives both a) the Contract signed by the Contractor and Agency AND b) the Shopping Cart in LaGov.
Agency - The Agency is to submit a Change Order/Amendment to the PO/Contract in LaGov, with the following documents attached:
- Draft (unsigned) Amendment (Amendment Template);
- Cover letter/justification letter;
OSP - The OSP Analyst will review the draft Amendment and collect any other ancillary documents needed such as Signature Authority/Board Resolution, Insurance, SOS, etc. Once approved, OSP will route the Amendment to the Contractor and Agency for signatures.
Agency - The Agency must submit a LaGov Shopping Cart with the following information:
- A Letter of request for the Emergency condition to the OSP Director from the Agency Secretary or Undersecretary or authorized designee which fully explains why the agency believes the situation warrants an emergency, what critical services must be provided via an Emergency Contact, and the consequences of not having an Emergency Contract in place.
- Three years of past contracting history (if applicable) for the services being requested, including LaGov numbers/ProAct numbers, contractor’s name, and the contract amount. Indicate whether any of those contracts were the result of an emergency request. This information can be entered in the LaGov Approval Notes or LaGov Internal Notes section of the LaGov Shopping Cart.
- The date of the most recently completed RFP for the services being requested or the status of the current RFP for the services being requested, including the date it was sent or will be sent to OSP for review. Include the proposed Schedule of Events for the RFP. This information can be entered in the LaGov Approval Notes and Utility or Internal Notes section of the LaGov Shopping Cart.
OSP - The OSP Analyst will review the draft Amendment and collect any other ancillary documents needed such as Signature Authority/Board Resolution, Insurance, SOS, etc. Once approved to obtain signatures, OSP will route the Emergency Contract to the Contractor and Agency for signatures.
OSP- OSP will route the Emergency Contract for final OSP signature, and Convert the Shopping Cart to a PO.
IMPORTANT NOTE: When creating a LaGov Shopping Cart make sure to check the “Emergency Pre-approval” box located on the Agency tab.
Agency - The Agency must submit a LaGov Shopping Cart, or if it’s a LaGov Contract(44 number) add the documents in approval notes and attachments and email the mangers with the following information:
- A Letter of request for the Emergency condition to the OSP Director from the Agency Secretary or Undersecretary or authorized designee which fully explains why the agency believes the situation warrants an emergency, what critical services must be provided via an Amendment to the Emergency Contact, and the consequences of not having an Amendment to the Emergency Contract in place.
- Three years of past contracting history (if applicable) for the services being requested, including LaGov numbers/ProAct numbers, contractor’s name, and the contract amount. Indicate whether any of those contracts were the result of an emergency request. This information can be entered in the LaGov Approval Notes or LaGov Internal Notes section of the LaGov Shopping Cart.
- The date of the most recently completed RFP for the services being requested or the status of the current RFP for the services being requested, including the date it was sent or will be sent to OSP for review. Include the proposed Schedule of Events for the RFP. This information can be entered in the LaGov Approval Notes and Utility or Internal Notes section of the LaGov Shopping Cart.
OSP - The OSP Analyst will review the draft Amendment to the Emergency Contract and collect any other ancillary documents needed such as Signature Authority/Board Resolution, Insurance, SOS, etc. Once approved to obtain signatures, OSP will route the Emergency Contract to the Contractor and Agency for signatures.
OSP- OSP will route the Amendment to the Emergency Contract for final OSP signature, and Convert the Shopping Cart to a PO or order the LaGov Contract.
IMPORTANT NOTE: When creating a LaGov Shopping Cart make sure to check the “Emergency Pre-approval” box located on the Agency tab.
Sample documents and templates
The following are sample documents and templates prepared by the Office of State Procurement as a guide for using agencies who issue RFPs for complex services/purchasing contracts.
Complex Service Requests for Proposals (RFPs) require approval by the Commissioner of Administration to utilize the RFP process in accordance with R.S. 39:1595. When submitting a Complex Service RFP, please submit a justification letter explaining why it is in the best interest of the State to utilize the RFP process.
Note: If a Multi-Year Contract is being requested, the agency may include both requests in one letter.
The following are sample letters prepared by Office of State Procurement (OSP), Professional Contracts as a guide for using agencies.
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- Sample Letter of Justification for Late Contract Submittal
- Contracts should be submitted prior to their effective dates. No contract shall be approved which has been submitted 60 days after its effective date, unless written justification is provided by the using agency and approval is granted by the Director of OSP or his/her designee. This sample is the minimum requirement for the Office of State Procurement's consideration of a contract's late submittal. (LAC 34.V. 2521 (A))
- Contracts should be submitted prior to their effective dates. No contract shall be approved which has been submitted 60 days after its effective date, unless written justification is provided by the using agency and approval is granted by the Director of OSP or his/her designee. This sample is the minimum requirement for the Office of State Procurement's consideration of a contract's late submittal. (LAC 34.V. 2521 (A))
- Sample Letter of Justification for Multi-Year Contract
- This sample document contains minimum language for justifying a contract that will extend beyond twelve months.
- Sample Letter of Justification for Late Contract Submittal
Below is a sample board resolution. This resolution shall be no more than two (2) years old.
MEETING OF THE BOARD OF DIRECTORS OF
(CORPORATION'S NAME)
A meeting of the Board of Directors of (CORPORATION'S NAME) was held on (DATE), whereby a resolution was passed authorizing (NAME AND TITLE OF THE INDIVIDUAL AUTHORIZED TO SIGN ON BEHALF OF THE CORPORATION) by his signature, to enter into any and all contractual obligations on behalf of this corporation.
______________________________________
Secretary and/or Chairman
Affidavit which has been filed with the Secretary of State's Office if contractor is a for-profit corporation whose stock is not publicly traded.
Click this link to download the Disclosure of Ownership form from the SOS's website.
If this form is unavailable, please notify and request guidance from doa-osphelpdesk@la.gov.
Complete this form in compliance with La. R.S. 39:1595.B.(ll){a). After completion of performance under a complex service contract awarded by RFP, the using agency shall prepare a final report on the contract which shall include an evaluation of contract performance and an assessment of the utility of the final product.
This report shall be submitted within 120 days after completion of performance and shall be retained in the original contract file.
