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.
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.
