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Purchasing FAQs

WHO HAS AUTHORITY TO PURCHASE?

  • The BRCC Purchasing Department by approved requisitions that generates a purchase order.  Other BRCC Departments may not order or purchase items without prior approval of the BRCC Purchasing Department.  
  • Upon Approval of the Vice Chancellor for Finance and Administration - Budget managers that purchase with a procurement card (LaCarte VISA credit card) up to a predetermined dollar limit, provided funds for the purchase are available in an assigned budget. There is no pre approval needed.

 WHAT IS A PURCHASE REQUISITION?

  • A purchase requisition is a “request to purchase” document that contains the quantity and description of goods or services needed, a purpose for the need, delivery date desired, an account code, and approvals.

WHEN DO I USE A PAPER VS ELECTRONIC REQUISITION?

  • A paper requisition is to be used only upon approval of the Vice Chancellor for Finance and Administration. 
    • Reimbursements to an employee who has had approved out of pocket non-travel expenses.
    • Certain fees to other governmental agencies.
    • For a change order to an existing purchase order.
  • An electronic requisition form is used for all purchases of supplies, materials, equipment, special meals and operating services when a LaCarte Card or paper requisition is not utilized. Each department has designated employees that have Banner security access to input electronic requisitions. Electronic requisitions are routed electronically by organization number for approval. An approved purchase requisition will be sourced by the Purchasing Department.  After sourcing the purchase requisition will be assigned to a purchase order. The purchase order will be sent to the vendor for processing and delivery to BRCC Receiving Department.

 

  • HOW CAN I GET A LACARTE CARD?
  • Consult with your supervisor and make a request with the Office of Accounting and Finance.

 

WHEN DOES AN ITEM HAVE TO BE BID?

  • $1 to $10,000 do not require a bid unless BRCC has already completed $10,000 in purchases from a vendor in a fiscal year. In this case, 3 quotes are required. Do not split purchases to circumvent the bid process. 
  • $10,001 to $20,000 requires three (3) or more bona fide, qualified vendors.  Requisitioners can obtain these quotes or quotes may be obtained by the Purchasing Department, if necessary.  This process may take 1-2 weeks.
  • $20,001 to $30,000 requires requesting quotes from five (5) or more bona fide, qualified vendors and shall be performed by the Purchasing Department.  This process may take at least 1-2 weeks.  Orders will not be placed until all documentation including quotes is obtained.
  • $30,001 and greater must be advertised in the newspaper and posted on the State of Louisiana Procurement and Contract Network and shall be performed by the Purchasing Department (formal bid).  This formal bid process may take 6-8 weeks after receipt of complete specifications from the requester.  Orders will not be placed until the entire bid process has been completed.
  •  
  • Purchases for items on existing Louisiana State Contracts are generally exempt from requiring a bid depending on the contract.  Louisiana State Contract number should be referenced on the electronic requisition. 

    Delivery of items may vary and should be taken into consideration when considering how        long the process of obtaining supplies, equipment and services.

WHO APPROVES REQUISTIONS?

  • <= $5,000 requires Budget Manager approval.
  • > $5,000 requires Budget Manager and associated Vice Chancellor approval, and Vice Chancellor of Finance and Administration for all but grants.
  • I.T. capital outlay related items require approval by the Chief Information Officer.