Request for Responses

POLICY

In accordance with State of Louisiana Purchasing Rules and Regulations [LAC 34:I.1709. Use of Brand Name, LaMAS, and Multi-State Contracts], the University is required to request price responses from at least three (3) LaPS (Louisiana Price Schedules) state contract holders (whenever available) for furnishing state contract items and/or services functionally equivalent to those specified in your requisition that will meet the University‘s needs. These prices shall be firm and fixed, and shall not exceed the vendor’s current state contract prices. All terms, conditions, and specifications of the state contract shall apply to vendor’s response and to any subsequent order.

Price, along with other factors, will be used by the University to make a best value determination. Other evaluation and selection factors may include, but are not limited to: probable equipment life; environmental and energy efficiency considerations; technical qualifications; delivery terms; warranty; maintenance availability; administrative costs; compatibility within the user’s environment; and user’s familiarity with the item or service.

PROCEDURE

1. Department creates Requisition in the system
   
2. Once Requisition is approved, Purchasing will create a Request for Response
   
3. We must allow at least a 24-hour vendor response time
   
4. The RFR is faxed to vendors (Note: At least three state contract
   manufacturers/brands are to be solicited, whenever available)
5. On the due date/time the Responses will be tabulated, indicating all vendors solicited
   
6. Responses will be evaluated for technical responsiveness and equivalence
   
7. A written department/grant recommendation, signed by department head/grant holder, will be needed for the award:
   
   1. If any lower priced responses are rejected for unresponsiveness, recommendation must indicate how the proposed items and/or services do not meet our specifications
   2. If any lower priced responses are rejected for other factors, recommendation must include the department’s justification of the rejection/selection criteria used to make a best value determination.
8. Complete package is to include copies of the:
   1. Department’s award recommendation
   2. Tabulation of vendors solicited and their responses
   3. RFR Responses (including “No Bids”) received
   4. Fax transmittal confirmations
   5. The RFR document