PROCEDURE

All projects exceeding the contract limit currently defined by Revised Statute as $100,000.00 will be advertised and bid as specified in Revised Statutes 38:2212.

If approved by the Director of Purchasing, public works projects below
the contract limit of $100.000.00 may be undertaken using the following procedure:

A written scope of work sufficient to describe the project will be prepared.  If necessary for clarity, drawings will be provided.

When specifying specific equipment and components needed for of the public works project, a brand or manufacturer will be listed.  “Or Equal” quotations may be required to be pre-approved prior to the quotation opening date.

Quotations for public works projects exceeding $50,000.00 in total cost must include the Louisiana Contractor’s License Number of the contractor on the Quotation Envelope.  Any envelope not containing the license number will not be opened.

The contractor must provide/execute the following documents before a contract will be issued:

• Insurance Requirements and Certifications (Exhibit A)

(showing proof of General Liability and Workmen’s Compensation
      coverage.  Proof of other insurance coverage may be required for
      specific exposures

• Indemnification Agreement (Exhibit B)
• Affidavit of Non-collusion (must be notarized)
• Equal Opportunity & Assurance Statement (signed by contractor)

     (Exhibit C)

• Board of Director’s Resolution (if contractor is a corporation)

     (Exhibit D)

• Good and solvent bond in an amount of 100% of the award for the

faithful performance of his duties (contracts in excess of $25K)

• Payment Bond
• Affirmative Action Compliance

For contracts exceeding $5,000.00, the contract shall be filed in the  Clerk of Courts Office in the parish where the work is being done and 10% of the contact total shall be retained until a 45-day Clear Lien Certificate is provided by the  contractor from the Clerk of Courts Office in the parish where the work is being done.
                                .
The following language must appear on the solicitation, which becomes a
part of the contract for all public works projects utilizing these
procedures:

LSUS has determined that the project referenced herein is classified
as a public works project.  Since the cost of this project is below the
statutorily defined Contract Limit of $100,000.00 bids and advertisements
are not required.  LSUS has developed these procedures to ensure
competitive pricing. The Revises Statutes relative to Public Works
Projects below $100,000.00 are quoted below:

TITLE 38
PUBLIC WORKS PROJECTS
PART II.  LETTING CONTRACTS

2211.  Definitions

(12)  "Public work" means the erection, construction, alteration, improvement, or repair of any public facility or immovable property owned, used, or leased by a public entity.

2212.  Advertisement and letting to lowest responsible bidder; public work; electronic bidding; participation in mentor-protégé program

A.(1)(a)  All public work exceeding the contract limit as defined in this Section, including labor and materials,  to be done by a public entity shall be advertised and let by contract to the lowest responsible bidder who had bid according to the contract, plans, and specifications as advertised, and no such public work shall be done except as provided in this Part.
 (d)  The term "contract limit" as used herein shall be equal to the sum of one hundred thousand dollars per project, including labor, materials, and equipment as per the rates in the latest edition of the Associated Equipment Dealers Rental Rate Book and administrative overhead not to exceed fifteen percent;

UNDER NO CIRCUMSTANCES CAN ANY CHANGE ORDER BE ISSUED RELATIVE TO THIS
PROJECT THAT WOULD CAUSE THE CONTACT AMOUNT TO EXCEED $100,000.00.