La. Admin. Code tit. 4 § V-2703

Current through Register Vol. 50, No. 11, November 20, 2024

Section V-2703 - Provisions

A. All administrative boards, commissions, departments, agencies, institutions, and offices within the executive branch of the state government shall purchase all printing and printing services through the Division of Administration, Office of State Printing, hereafter referred to simply as State Printing. This provision, however, shall not apply to Louisiana State University and Agricultural and Mechanical College, the Department of Transportation and Development, the port authorities of the state, the legislature, the Office of State Bond Commission in the Department of the Treasury, or the judiciary. All procurement of such printing and printing services for the executive departments of state government shall be done under, and in accordance with, the provisions of the Louisiana Procurement Code.

B. In order to carry out the duties and functions imposed upon him by this Chapter, in conjunction with the Louisiana Procurement Code, the chief information officer shall have the power and authority:

1. to consult, review, and make recommendations with regard to all printing requirements in order that the best and most economical methods may be employed, and to delegate authority for the same to competent authority;

2. to delegate the purchase of printing to any instrumentality covered by this Chapter whenever, in his written opinion, the best interests of the state will be served thereby; and

3. to use any and all powers and authority granted to him by law or otherwise delegated to him by competent authority.

C. All requirements for printing and printing services shall be submitted directly by the agency to the Office of State Printing and shall not be handled at the agency level through printing vendors or their representatives. All printing requests shall be forwarded to the Office of State Printing for processing, except that:

1. agencies whose requests for printing include one or more products or items not offered by State Printing may be required to submit to the State Chief Information Officer an exemption request, in writing, from their respective undersecretary or his or her designee; and

2. if State Printing determines that the procurement or production cost of a special printing request may exceed $25,000, State Printing may return the requisition to the submitting agency for forwarding to and processing by the Office of State Procurement in accordance with the Louisiana Procurement Code; and

3. if State Printing notifies an agency in writing that State Printing is unable to process an individual printing request, for any reason, the agency should forward to State Procurement that request and associated notice;

4. at all times and in all cases, the right is reserved for the State Chief Information Officer and his or her designee to approve for processing at the agency level, in accordance with all laws, rules and regulations, and executive orders, any request for printing or printing services. The dollar level at which this delegation will occur shall be described in writing by the State Chief Information Officer.

a. The right shall be reserved for all state boards, commissions, departments, institutions, and offices to obtain any printing, mimeographing, copying, and similar work from a printing facility owned and managed by their respective board, commission, department, institution, or office.

D. Requests for Printing

1. All requests for printing shall be submitted to the Office of State Printing on a Form DA 200 (Printing Requisition), which form will be made available to agencies on the State Printing or OTS websites, or upon request to State Printing, in hard copy format, via fax, or via email. Agencies may request common types of printed materials with similar specifications on the same DA 200, but agencies should not combine different types of printed materials on the same DA 200. Examples of types of printing include, but are not limited to:

a. books (any size, any binding type);

b. business cards;

c. brochures;

d. carbonless forms;

e. flat printing;

f. post cards;

g. rack cards.

2. Each request for printing must be accompanied by complete specifications (size, color, and kind of paper, construction, numbering information, etc.) and, if possible, one or two original sample(s) or clean layouts. A copy of a sample or a reference to a previous order only may not be sufficient. When possible, agencies should reference a previous State Printing job number for re-prints.

a. No executives, officers, officials, etc. shall have their individual names imprinted on the printed material, unless required by law or granted special exemption.

3. When preparing a DA 200 for submission to State Printing, agencies must reference their Customer Account Number (provided by State Printing on request), whenever possible.

E. Delegation of Authority

1. The State Chief Information Officer may delegate the purchase of printing to any instrumentality whenever the best interests of the state will be served.

2. Where unusual problems are encountered and an agency considers additional delegated authority necessary, an application for this authority may be submitted to the State Chief Information Officer, or his designated representative; however, application for such exceptions must be in writing and must present detailed information in support of the request.

3. Authority is delegated to all agencies covered by this act to purchase printed materials in the following circumstances, without prior approval by the State Chief Information Officer:

a. Agencies have unlimited authority to purchase publications such as textbooks, newspapers, subscription, or foreign publications only when purchased directly from the publisher of those publications. All files must have documentation that the furnishing contractor is the publisher.

b. Agencies may purchase within their designated purchasing authority, and in accordance with proper procurement procedures, the following types of items:

i. blueprints;

ii. plaques, name plates, award pins, etc. (Class 080);

iii. imprinted novelty and promotional items such as pencils, caps, balloons, pot holders, key chains, etc. (Class 080);

iv. stock item labels: these are pre-printed stock items which are inventoried by suppliers; not custom printed;

v. standard sizes of computer and other blank paper that are stock items.

4. All purchases, whether made by the Division or by an agency under the delegated authority provision, shall be made in compliance with R.S. 43 and the Louisiana Procurement Code.

La. Admin. Code tit. 4, § V-2703

Promulgated by the Office of the Governor, Division of Administration, LR 14:429 (July 1988), amended LR 41:883(May 2015).

AUTHORITY NOTE: Promulgated in accordance with R.S. 43:1.