The Federal Funds Policy (POL-U501.A: Methods and Thresholds for Procuring Goods and Services with Federal Funds) has been revised in accordance with the Federal Procurement rules of the Uniform Guidance, increased authority approved by the Department of Health and Human Services, and the University Procurement Code. The following changes have been made:

• The Single Procurement Threshold for Formal Competition of Information Technology has been decreased from $100,000 to $50,000 or greater.
• Any Exceptions to Competitive Solicitations in this policy herein shall not exceed $50,000 per transaction.

Correction:

In the email communication announcing the policy changes it was indicated that the Continuity of Research and Compatibility with Existing Goods/Services are no longer allowable justifications for Sole Source Procurements.  Upon further clarification, with appropriate documentation these reasons can be used if it is clearly documented that the supplier is the single source that can meet the quality/timeline established for the project/purchase.

Policy changes became effective October 1, 2020.

Other Uniform Guidance Changes

The following sections have been added/revised and were made effective August 13, 2020:

• §200.216 Prohibition on certain telecommunications and video surveillance services or equipment
• §200.340 Termination
• §200.341 Notification of termination requirement
• §200.342 Opportunities to object hearings and appeals
• §200.471 Telecommunications and video surveillance costs
• Part 183 – Never Contract With The Enemy

The following sections have been added/revised and were made effective November 12, 2020:

• §200.318 General procurement standards
• §200.319 Competition
• §200.320 Method of procurement to be followed
• §200.322 Domestic Preference for procurements

Procurement is evaluating language changes and will communicate any additional changes to the policy/procedure as soon as possible.

As you have begun to expect during the 2020 COVID-19 pandemic, we (individuals, the university, the global economy) are learning how to operate in the new "normal." Not only has LSU Procurement been helping meet those needs to partner in standing the University back up after the initial shutdown, but we've stayed connected to the global supply chain through various resources: our network of strategic suppliers, higher education procurement professionals across the US, and research/professional associations.

The availability of products is constantly shifting (month-to-month, day-to-day, hour-to-hour) based on the global economy all fighting for the same resources to help combat COVID-19 and operate their entities/businesses. Based on conversations over the last few weeks a few items have been highlighted: 1) nitrile gloves and 2) pipette tips. 

While there will be pockets of product availability (also known as spot purchases), industry projections are that the supply chain for nitrile gloves will not be normalized until 2023. What is the impact to LSU? The impact is that while labs might be used to purchasing Kimberly Clark Purple Nitrile Gloves, a shift will be necessary to purchase available nitrile gloves that can (at least) meet the minimum requirements to protect the individual wearing them while conducting their research or shift to a non-nitrile glove (i.e. latex, vinyl).

In terms of pipette tips, with the increased volume of global research and testing to help identify infected individuals and develop & test potential vaccinations, the supply chain cannot keep up with the demand. Industry projections are showing there will be a supply chain shortage of pipette tips occurring in Q4 of 2020 and Q1 of 2021 (Oct-Mar) with the industry catching up to the demand in Q2 of 2021 (Apr-Jun).

If your department/college has a consistent need with known annual usage, it may be in the best interest to consolidate the annual usage (or even semester usage) to create a bulk purchase to obtain the best price, since most global suppliers are not holding contract pricing based on market volatility.

Procurement has extended current Purchasing Agent delegations through June 30, 2021 due to COVID-19 which has prevented us from meeting in large groups and hosting events that would normally offer new opportunities to earn credits as required to maintain delegation. We will continue to offer training should you want to attend as a refresher.

Be sure to join us for the next Procurement Roundtable Meeting Tuesday, December 8th from 2:00 – 3:30 PM. Submit topics for discussion and register to attend using the buttons on the Procurement Services homepage.

Is your department ordering materials, supplies or equipment that include radioactive materials? Did you know prior approval must be obtained and special procedures must be followed to ensure the proper registration, receipt and safety measures are taken?

First, the most important thing to remember is only approved radiation principal investigators may be authorized to order radioactive materials. Radioactive materials can be ordered through the normal procurement process with the provision that the material shipment is made directly to the LSU Radiation Safety Office (RSO).  The individual ordering must notify RSO before the purchase is made identifying what and how much is being ordered along with the name of the supplier. The purpose of this notification is to receive guidance on next steps to obtain approval to purchase, ensure purchases are in compliance with the Louisiana Department of Environmental Quality regulations, submit applications to register equipment with the Department of Environmental Quality, and receive shipments of radioactive materials and deliver to the user in a timely fashion. 

When placing the ordering, radioactive materials the following address information shall be selected/provided to the supplier*:

Ship-To Address:

 *Billing address and name of the principal investigator ordering must appear on the mailing/packaging slip.

Machine that produce ionizing radiation requiring registration mentioned above include diagnostic x-ray machines of all classes (e.g. field-portable, fluoroscopic, special-procedures, panoramic-dental, crystological, etc.), therapeutic x-ray machines of all classes (e.g. deep-therapy, superficial-therapy, supervoltage, etc.), industrial x-ray units, analytical instruments (e.g. diffraction, fluorescence, etc.), and accelerators (e.g. synchrotron, cyclotron, electron-therapy systems, etc.). The Radiation Safety Office has the responsibility for submitting registration applications. A certificate of registration is issued to the owner of the equipment and must be posted on or near the machine. 

If you have any questions or would like more information on the process of purchasing radioactive materials or equipment, contact Amin Hamideh at [email protected] or 225-578-2747.

This checklist should be used to ensure that any equipment or machinery that is purchased or rented meets all health, safety, and environmental requirements before being used or installed on campus.

1. Fuel Type – Gasoline, Natural Gas, Propane, Diesel, Hybrid, etc. 
2. Are there hazardous emissions?
3. Does it produce a magnetic field?
4. Does it contain a Radiation source?
5. Does it use liquid nitrogen?
6. Does it otherwise require a special fuel or electrical connection?
7. Does it use a laser?
8. Does it cut things or print things?
9. Does it generate hazardous or regulated waste?
10. Is a special permit/certification required to operate/install?
11. Does the manufacturer recommend ventilation?
12. Does it need to be kept away from humidity?
13. Does it need to be kept away from vibration?
14. Does it generate vibration?
15. If rental; are inspection procedures attached/required?
16. Is a fire extinguisher mounted to the machine? (forklifts, welding machines, aerial lifts, etc.)
17. Is a manufacturers operating manual included?
18. Are all safety decals/warnings/placards in place and legible?
19. Are all safety features in place and operational? (dead man switches, lights/strobes, audible alarms)
20. What are the PPE requirements for the equipment?
21. Training requirements for equipment?

For questions regarding this checklist or overall health, safety and environmental requirements, contact the Office of Environmental Health and Safety at 225-578-5640.

Departments receiving communications from the supplier to update their address and phone/fax number can now be entered in Workday by someone in the department that has the Accountant-Department or Cost Center Manager role. All other changes must be entered by Procurement or Accounts Payable & Travel depending on the nature of the change.  

Supplier Change Requests should not be created on (P) parent suppliers.

Supplier Change Requests cannot be Saved for Later. If created and not submitted, the individual will not be able to edit and complete the request. Contact the Supplier Help Desk to have pending change requests canceled.

If Address/Phone/Fax Changes:

Documentation (email, updated W-9/W-8 or invoice) from the supplier must be attached to the supplier change prior to submission.

If Name or TIN Change:

Forward or have supplier email the Supplier Help Desk to request the change. An updated W-9/W-8 as well as documentation showing the legal name change is required and must be reviewed to determine if existing record can be changed or if new record must be created.

If Payment Method Change:

Forward or have supplier email the Accounts Payable & Travel to request the change of their payment method to/from check, Paymode or e-Payables. AP&T will submit a change request in Workday to edit the supplier’s payment method once external changes are made official on their end.

If Supplier Contact Change:

Forward or have supplier email the Supplier Help Desk to request the change. This action does not require a supplier change request but must be done by a Supplier Administrator.

Contacts:

Supplier Help Desk - [email protected]
Accounts Payable & Travel - [email protected]

Refer to the Supplier Change Request job aid at the link below: https://uiswcmsweb.prod.lsu.edu/training/finance/create_supplier_change.pdf