reglab/statecodes huggingface dataset:
Louisiana Administrative Code › Title 34 - GOVERNMENT CONTRACTS, PROCUREMENT AND PROPERTY CONTROL › Part IX - Federal Property Assistance Agency › Chapter 3 - Designation of State Agency › Section IX-303 - Organization of the Program

Current through Register Vol. 50, No. 6, June 20, 2024
A. The
				program is under the supervision of the program manager, who directs the
				implementation of this plan of operation, which fully outlines the provisions
				of P.L. 94-519. This is a permanent plan of operation that is in compliance
				with  41 CFR 101 - 44  and P.L. 94-519. The program manager, with a staff of 16
				employees, directs the operation of the program through inspection, selection,
				acquisition, transportation, storage, and issuance of federal surplus property
				to eligible donees in the state of Louisiana. The main segments of the
				organization are:
1. program
				management;
2.
				administration;
3. procurement,
				compliance, and utilization;
4.
				operations and property distribution.
Louisiana Administrative Code › Title 34 - GOVERNMENT CONTRACTS, PROCUREMENT AND PROPERTY CONTROL › Part IX - Federal Property Assistance Agency › Chapter 3 - Designation of State Agency › Section IX-305 - Facilities

Current through Register Vol. 50, No. 6, June 20, 2024
A. The program
				offices are located at 1635 Foss Drive, Baton Rouge, Louisiana. The central
				facilities are at this location, which includes approximately 29,000 square
				feet of covered space, 200,000 square feet of outside storage space, and 900
				square feet of parking. This facility is owned by the state of Louisiana and is
				rent-free.
AUTHORITY NOTE:
				  Promulgated in accordance with  41 CFR 101-44  and P.L.
				  94-519.
Louisiana Administrative Code › Title 34 - GOVERNMENT CONTRACTS, PROCUREMENT AND PROPERTY CONTROL › Part IX - Federal Property Assistance Agency › Chapter 5 - Inventory Control and Accounting System › Section IX-501 - Inventory Control

Current through Register Vol. 50, No. 6, June 20, 2024
A. Scope of
				Accountability System. The program shall maintain accurate accountability
				records of all donable property approved for transfer to the program and
				donable property received, warehoused, distributed, and disposed of by the
				program. Accountability records of all passenger motor vehicles and single
				items having an acquisition cost of $5,000 or more, on which restrictions are
				imposed, shall be maintained in order to identify the items.
B. Checking Property into Program Custody
1. All property received shall be checked in
				promptly, as soon as full identification can be completed.
2. The approved copy of the Standard Form 123
				(SF-123) is used as the basis for checking property into the program facility.
				The inventory adjustment voucher shall be used for property received without
				the SF-123. To supplement these, available shipping documents, invoices,
				trucking bills of lading, donee reports, etc., will be used.
3. Exceptions or differences in a line item
				on the SF-123 are noted when the item(s) are received to reflect any increase
				or decrease as it affects the line item. This action will be documented to
				report any change in the amount initially allocated on a report of
				overages/shortages. This action is subsequently posted to the property receipts
				register.
4. The SF-123 is
				considered as an order; therefore, any differences, over or short, are recorded
				on the Shortage/Overage Report Form. Copies of this form in every case are
				forwarded to the General Services Administration (GSA) regional office
				involved. A copy is also mailed to the holding agency when the record of
				receipt shows a variance from the quantities and items shown on shipping
				documents.
5. In accordance with
				the requirements of Federal Property Management Regulations (FPMR) 101-44.115
				concerning overages, when the estimated fair value or acquisition cost of a
				line item of property is over $500, it will be listed on the SF-123 and sent to
				the GSA regional office for approval.
Louisiana Administrative Code › Title 34 - GOVERNMENT CONTRACTS, PROCUREMENT AND PROPERTY CONTROL › Part IX - Federal Property Assistance Agency › Chapter 5 - Inventory Control and Accounting System › Section IX-503 - Financial Accounting

Current through Register Vol. 50, No. 6, June 20, 2024
A. Scope. A
				double entry financial accounting system provides a full accounting of all
				property requested, screened, received, issued, and disposed of, plus income,
				expenses, and status of the revolving fund. The system includes:
1. distribution documents
				(invoices);
2. accounts
				payable;
3. accounts
				receivable;
4. sale register
				(issues);
5. property receipts
				register;
6. deposit slips and
				vouchers;
7. cost center
				responsibility report (budget control);
8. general ledger;
9. payment of bills and expenses;
10. monthly financial report;
11. in-use inventory;
12. State Property Inventory Control
				Report;
13. record of
				disposals;
14. statistical analysis
				reports.
Louisiana Administrative Code › Title 34 - GOVERNMENT CONTRACTS, PROCUREMENT AND PROPERTY CONTROL › Part IX - Federal Property Assistance Agency › Chapter 7 - Return of Donated Property › Section IX-701 - Return of Property by Donee

Current through Register Vol. 50, No. 6, June 20, 2024
A.
				When a determination has been made that property has not been put in use by a
				donee within one year from the date of receipt of the property, or when the
				donee has not used the property for one year thereafter under the terms and
				conditions of the Application, Certification, and Agreement Form signed by the
				chief executive officer or other authorized representative of the donee as a
				condition of eligibility (and repeated on the reverse side of each distribution
				document), the donee, if property is still usable, as determined by the program
				office, must either:
1. return the property,
				at its own expense, to the program warehouse;
2. transfer the property to another eligible
				donee within the state or to a federal agency, as directed by the program
				manager;
3. make such other
				disposal of the property, as the program manager may direct.
Louisiana Administrative Code › Title 34 - GOVERNMENT CONTRACTS, PROCUREMENT AND PROPERTY CONTROL › Part IX - Federal Property Assistance Agency › Chapter 9 - Financing and Service Charges › Section IX-901 - Financing

Current through Register Vol. 50, No. 6, June 20, 2024
A. The state
				legislature approves the budget for the program, and an appropriation bill is
				signed into law by the governor each fiscal year which allows the program to
				operate a revolving fund. This allows the program to receive service charges
				from donees in order to defray the costs of the operating within the approved
				budget.
B. Funds expended or
				advanced, or commitments made or incurred shall be paid or provided for from
				the receipts of the program's revolving fund prior to the close of the fiscal
				year.
C. The revolving fund is
				established with the state treasurer to maintain the revenues from service
				charges which cover the costs of administering and operating this program.
				Monies deposited to the revolving fund must be used only for such purposes and
				for the short- and long-term benefit of the donees.
D. All income from service charges and other
				monies received by the program are deposited to the revolving fund. Payments
				covering all expenses are made by state check. All remittances must be in the
				form of checks drawn on the account of the donee and made payable to the
				program. All expenditures made from the revolving fund will be in accordance
				with federal regulations as per FPMR 101-44.202(c)(5).
E. Any evident surplus in the revolving fund
				shall be passed directly to the donees' benefit through reduction in the
				service charges for the current inventory during the fiscal year. Surpluses
				during the fiscal year may be utilized by the manager to acquire additional
				distribution facilities, improve existing facilities, or other capital
				expenditures deemed by the manager to be in the best overall interests of the
				donees. In the event the program is to be terminated, service charges will be
				reduced to the extent that any surplus will be passed on to the donees on the
				usable inventory.
AUTHORITY NOTE:
				  Promulgated in accordance with  41 CFR 101-44  and P.L.
				  94-519.
Louisiana Administrative Code › Title 34 - GOVERNMENT CONTRACTS, PROCUREMENT AND PROPERTY CONTROL › Part IX - Federal Property Assistance Agency › Chapter 9 - Financing and Service Charges › Section IX-903 - Service Charges

Current through Register Vol. 50, No. 6, June 20, 2024
A. Service
				charges are established for items at the time of receipt of the property and
				are designed to effect full recovery of the cost of operations of the program.
				The service charges shall be clearly marked on each item or lot. The service
				charges are based on the prorated expenses incurred annually by the program
				including, but not limited to, the following major cost areas: personnel,
				transportation, utilities, fuels, telephone, warehousing, storage, compliance,
				insurance, printing, supplies, and travel.
B. The service charges assessed each item
				shall be reasonable and fair in relation to the cost incurred and the services
				performed by the program. Emphasis will be placed on keeping the service
				charges to a minimum, but at the same time, providing the necessary service.
				Other factors considered in determining service charges are original
				acquisition cost, present value, screening cost, quantity, condition,
				desirability of property, transportation, loading and unloading cost, packing
				and crating, administrative cost, utilization and compliance, and delivery to
				donee when required.
C. The service
				and handling charge will be determined by applying zero to 50 percent of
				original acquisition cost or fair market value, taking into consideration
				factors listed in §903 B, D, and E and §907. C The total of the
				service charges for all property donated by the program during any given fiscal
				year shall not exceed 15 percent of the original government acquisition cost of
				the property.
D. Special or
				extraordinary costs may be added to the service charges as follows.
1. Rehabilitated Property. Direct costs for
				rehabilitating property will be added to the service charge.
2. Overseas Property. Additional direct costs
				for returning the property may be added.
3. Long-Haul Property. Charges for major
				items with unusual costs may be added. Any such costs which are anticipated
				will be discussed with the donee prior to shipment.
4. Special Handling. An additional charge may
				be made for dismantling, packing, crating, shipping, delivery, and other
				extraordinary handling charges.
5.
				Screening. Extraordinary costs incurred in screening property may be
				added.
6. Homeless. Property
				provided to homeless activities (P.L.
				110-77, Stewart B. McKinney Homeless Assistance
				Act enacted July 22, 1987) will be provided at a nominal fee.
Louisiana Administrative Code › Title 34 - GOVERNMENT CONTRACTS, PROCUREMENT AND PROPERTY CONTROL › Part IX - Federal Property Assistance Agency › Chapter 9 - Financing and Service Charges › Section IX-905 - Minimal Charges

Current through Register Vol. 50, No. 6, June 20, 2024
A. Service
				charges for items requested by a donee and which are shipped directly from the
				federal holding agency to the donee shall be based on a percentage of the
				acquisition cost of the item, which is derived from the percentage of the cost
				for each of the functions performed by the program.
B. Transportation costs, if transportation is
				provided by the program, shall be based on the cost per mile, cost of loading,
				unloading, crating, and packing. Transportation arranged by the donee shall be
				paid direct by the donee and must be provided in a timely manner in order not
				to lose the priority for the item.
AUTHORITY NOTE:
				  Promulgated in accordance with  41 CFR 101-44  and P.L.
				  94-519.
Louisiana Administrative Code › Title 34 - GOVERNMENT CONTRACTS, PROCUREMENT AND PROPERTY CONTROL › Part IX - Federal Property Assistance Agency › Chapter 9 - Financing and Service Charges › Section IX-907 - Special Donations

Current through Register Vol. 50, No. 6, June 20, 2024
A. In cases
				involving major items of property or otherwise where unusual expenses may be
				incurred, the program may negotiate the service charge with the
				donee.
B. The State Agency
				Quarterly Donation Report of Surplus Personal Property will be used to measure
				performance.
C. The manager has the
				authority to reduce the service charge when he believes that an element of the
				charge is not applicable, or when he deems it to be in the best interests of
				the program.
AUTHORITY NOTE:
				  Promulgated in accordance with  41 CFR 101-44  and P.L.
				  94-519.
Louisiana Administrative Code › Title 34 - GOVERNMENT CONTRACTS, PROCUREMENT AND PROPERTY CONTROL › Part IX - Federal Property Assistance Agency › Chapter 11 - Terms and Conditions on Donable Property › Section IX-1101 - Restrictions on Property

Current through Register Vol. 50, No. 6, June 20, 2024
A. The
				program will require each eligible donee, as a condition of eligibility, to
				file with the program office an Application, Certification and Agreement form
				outlining the certifications, and agreements, and the terms, conditions,
				reservations, and restrictions under which all federal surplus personal
				property will be donated. Each form must be signed by the chief executive
				officer of the donee agreeing to these requirements prior to the donation of
				any surplus property. The donee shall be defined as the unit which is
				authorized to pay for the item(s) and which otherwise meets the qualification
				requirements. The certifications and agreements, and the terms, conditions, and
				reservations and restrictions, will be printed on the reverse side of each
				program distribution document (invoice), which shall be signed by the chief
				executive officer of the donee or his certified designee, whose name must be
				provided to the program office, in writing, over the signature of the chief
				executive officer of the donee.
B.
				The following periods of restriction are established by the program on all
				items of property with a unit acquisition cost of $5,000 or more, and on all
				passenger motor vehicles.
1. Passenger motor
				vehicles-18 months from the date the property is placed in use.
2. Items with a unit acquisition cost of
				$5,000 to $10,000-18 months from the date the property is placed in
				use.
3. Items with a unit
				acquisition cost of over $10,000-30 months from the date the property is placed
				in use.
4. Aircraft (except combat
				type) and vessels (50 feet or more in length) with a unit acquisition cost of
				$5,000 or more-60 months from the date the property is placed in use. Such
				donations shall be subject to the requirements of a conditional transfer
				document.
5. Aircraft (combat
				type)-restricted in perpetuity. Donation of combat type aircraft shall be
				subject to the requirements of a conditional transfer document.
Louisiana Administrative Code › Title 34 - GOVERNMENT CONTRACTS, PROCUREMENT AND PROPERTY CONTROL › Part IX - Federal Property Assistance Agency › Chapter 11 - Terms and Conditions on Donable Property › Section IX-1103 - Restrictions on Donations

Current through Register Vol. 50, No. 6, June 20, 2024
A. The
				program may amend, modify, or grant release of any term, condition,
				reservation, or restriction it has imposed on donated items of personal
				property, in accordance with the standards prescribed in this plan, provided
				that the conditions pertinent to each situation have been affirmatively
				demonstrated to the satisfaction of the program manager and made a matter of
				public record.
B. The program
				office will impose on the donation of any surplus item of property, regardless
				of unit acquisition cost, such conditions involving special handling or use
				limitations as GSA may determine necessary because of the characteristics of
				the property.
C. The program office
				will impose on all donees the statutory requirement that all items donated must
				be placed in use within one year of donation and be used for the purpose for
				which it was donated for one year after being placed in use or otherwise
				returned to the program while the property is still usable.
AUTHORITY NOTE:
				  Promulgated in accordance with  41 CFR 101-44  and P.L.
				  94-519.
Louisiana Administrative Code › Title 34 - GOVERNMENT CONTRACTS, PROCUREMENT AND PROPERTY CONTROL › Part IX - Federal Property Assistance Agency › Chapter 13 - Nonutilized Donable Property › Section IX-1301 - Methods of Disposal

Current through Register Vol. 50, No. 6, June 20, 2024
A. All property
				in the possession of the program office which cannot be utilized by eligible
				donees shall be reported to GSA for disposal authorization, in accordance with
				FPMR 101-44.205. In accordance with this regulation, the program office shall
				either:
1. transfer the property to the
				program of another state or to a federal agency;
2. sell the property by public
				sale;
3. abandon or destroy the
				property.
Louisiana Administrative Code › Title 34 - GOVERNMENT CONTRACTS, PROCUREMENT AND PROPERTY CONTROL › Part IX - Federal Property Assistance Agency › Chapter 15 - Fair and Equitable Distribution › Section IX-1501 - Methods for Distribution and Utilization

Current through Register Vol. 50, No. 6, June 20, 2024
A. General Policy. The program office shall
				arrange for a fair and equitable offering of available surplus property to the
				eligible units in the state, based upon their relative needs and resources and
				their ability to utilize the property in their program.
B. Determinations
1. The following criteria shall be used by
				the manager of the program in determining the relative needs and resources of
				donees and their ability to utilize the property:
a. the population of the parish of the donee,
				based on the current Preliminary Population Estimates for Louisiana by Parish.
				Source: Louisiana Tech University, official depository of U.S. Bureau of Census
				materials;
b. the per capita income
				of the parish of the donee. Source: current Bureau of Economic Analysis,
				Department of Commerce;
c. the
				percent of the average employed persons to the population of the parish of the
				donee. Source: Research and Statistics Unit, Department of Employment Security,
				current; and Louisiana Tech University, current Preliminary Population
				Estimates by Parish;
d. the daily
				average school attendance of the parish of the donee. Source: Louisiana
				Department of Education, current;
e. the number of hospital beds (short-term
				general hospitals) of the parish of the donee. Source: current Louisiana
				Hospitals Statistics of the State Office of Comprehensive Health
				Planning;
f. details on the scope
				of the donees' program, financial information, and specific items of property
				needed.
Louisiana Administrative Code › Title 34 - GOVERNMENT CONTRACTS, PROCUREMENT AND PROPERTY CONTROL › Part IX - Federal Property Assistance Agency › Chapter 17 - Eligibility › Section IX-1701 - Potential Donees

Current through Register Vol. 50, No. 6, June 20, 2024
A. The program
				office will contact and instruct all known potential donees in the state on the
				procedures to follow to establish their eligibility to participate in the
				surplus property program. A listing of the potential donees in the state shall
				be established by using the standards and guidelines in FPMR 101-44.207, as
				well as the following guidelines.
AUTHORITY NOTE:
				  Promulgated in accordance with  41 CFR 101-44  and P.L.
				  94-519.
Louisiana Administrative Code › Title 34 - GOVERNMENT CONTRACTS, PROCUREMENT AND PROPERTY CONTROL › Part IX - Federal Property Assistance Agency › Chapter 17 - Eligibility › Section IX-1703 - Public Agencies

Current through Register Vol. 50, No. 6, June 20, 2024
A. The
				Louisiana Secretary of State's
Roster of Officials
, which
				lists cities, towns, parishes, the judiciary, state departments, divisions,
				councils, boards, commissions, institutions, Indian tribes, etc.
B. The executive officers of the above units
				will be contacted for a listing of local departments, divisions, commissions,
				and councils, indicating their different activities and functions.
C. The Economic Development and Planning
				Commissions will be contacted for lists of their recipients who might be
				qualified.
AUTHORITY NOTE:
				  Promulgated in accordance with  41 CFR 101-44  and P.L.
				  94-519.
Louisiana Administrative Code › Title 34 - GOVERNMENT CONTRACTS, PROCUREMENT AND PROPERTY CONTROL › Part IX - Federal Property Assistance Agency › Chapter 17 - Eligibility › Section IX-1705 - Nonprofit, Tax-Exempt Units

Current through Register Vol. 50, No. 6, June 20, 2024
A. State
				departments of education, higher education, public health, mental health,
				community affairs, youth services, and others will be asked for listings of all
				local units approved or licensed by their departments.
B. Existing listings of units now eligible to
				participate in the surplus property program.
C. National, regional, and state
				organizations and associations.
D.
				Inquiries, letters, telephone calls, etc., received relative to
				eligibility.
AUTHORITY NOTE:
				  Promulgated in accordance with  41 CFR 101-44  and P.L.
				  94-519.
Louisiana Administrative Code › Title 34 - GOVERNMENT CONTRACTS, PROCUREMENT AND PROPERTY CONTROL › Part IX - Federal Property Assistance Agency › Chapter 17 - Eligibility › Section IX-1707 - Promulgating the Program

Current through Register Vol. 50, No. 6, June 20, 2024
A. Contacts
				will be made by letter, telephone calls, general meetings, and conferences with
				the groups in
				§1703 and
				§1705, supplemented when necessary by news releases, informational
				bulletins, and attendance at conferences and meetings to discuss the surplus
				property program.
AUTHORITY NOTE:
				  Promulgated in accordance with  41 CFR 101-44  and P.L.
				  94-519.
Louisiana Administrative Code › Title 34 - GOVERNMENT CONTRACTS, PROCUREMENT AND PROPERTY CONTROL › Part IX - Federal Property Assistance Agency › Chapter 17 - Eligibility › Section IX-1709 - Requirements for Eligibility

Current through Register Vol. 50, No. 6, June 20, 2024
A. Each
				unit will be required to file with the program office, as a condition of
				eligibility:
1. an Application,
				Certification, and Agreement form, signed by the chief executive officer of the
				donee, accepting the terms and conditions under which property will be
				transferred;
2. a written
				authorization, signed by the chief executive officer or executive head of the
				donee activity, or a resolution by the governing board or body of the donee
				activity, designating one or more representative to act for the applicant,
				obligate any necessary funds, and execute distribution documents;
3. assurance of compliance indicating
				acceptance of civil rights and nondiscrimination on the basis of sex or
				handicap in accordance with GSA regulations and requirements;
4. directory information, including the
				applicant's legal name, address, and telephone number, and status as a public
				agency or nonprofit, tax-exempt educational or public health unit;
5. program details and scope, including
				different activities and functions;
6. a listing of specific equipment, material,
				vehicles, machines, or other items in which the donee would be interested in
				the future;
7. financial
				information, if necessary, for the evaluation of relative needs and
				resources;
8. proof of
				tax-exemption under Section 501(c)(3) of the
Internal Revenue
				Code
of 1954 (for nonprofit units only);
9. proof that the applicant is approved,
				accredited, or licensed in accordance with FPMR 101-44.207.
Louisiana Administrative Code › Title 34 - GOVERNMENT CONTRACTS, PROCUREMENT AND PROPERTY CONTROL › Part IX - Federal Property Assistance Agency › Chapter 17 - Eligibility › Section IX-1711 - Recertification of Eligibility

Current through Register Vol. 50, No. 6, June 20, 2024
A. All
				approvals of eligibility will be updated every three years except those
				programs that are certified, approved, and/or licensed annually, which must be
				updated every year.
AUTHORITY NOTE:
				  Promulgated in accordance with  41 CFR 101-44  and P.L.
				  94-519.
Louisiana Administrative Code › Title 34 - GOVERNMENT CONTRACTS, PROCUREMENT AND PROPERTY CONTROL › Part IX - Federal Property Assistance Agency › Chapter 19 - Compliance and Utilization › Section IX-1901 - Scope

Current through Register Vol. 50, No. 6, June 20, 2024
A. The program
				office shall conduct utilization reviews to ensure compliance by donees with
				the terms, conditions, reservations, and restrictions imposed on:
1. any property not placed in use within one
				year from the date of acquisition, and not used for a period of one
				year;
2. any passenger motor
				vehicle;
3. any item of property
				valued at $5,000 or more;
4. any
				item having characteristics that require special handling or use limitations
				imposed by GSA.
Louisiana Administrative Code › Title 34 - GOVERNMENT CONTRACTS, PROCUREMENT AND PROPERTY CONTROL › Part IX - Federal Property Assistance Agency › Chapter 19 - Compliance and Utilization › Section IX-1903 - Methods

Current through Register Vol. 50, No. 6, June 20, 2024
A. The program
				office will arrange to visit each donee receiving major items of property,
				(i.e., items with a unit acquisition cost of $5,000 or more and passenger motor
				vehicles with federal and/or state restrictions on the use of the property at
				least once during the period of restriction. All such visits will be made by
				the compliance/utilization audit staff or administration of the
				program.
B. Written reports of
				utilization from the chief executive officer of the donee will be requested
				during the periods of restricted activity or in the event of unusually heavy
				workloads at the program office.
C.
				Each visit on compliance utilization will encompass:
1. general utilization of property, including
				items with an acquisition cost of under $5,000 and items listed under
				§1901 D;
2. compliance with
				all terms, conditions, reservations, and restrictions imposed on the use of the
				property;
3. any evidence of
				oversupply or stockpiling;
4.
				application advice for property needed;
5. effectiveness of the surplus property
				program;
6. recommendations for
				better service.
Louisiana Administrative Code › Title 34 - GOVERNMENT CONTRACTS, PROCUREMENT AND PROPERTY CONTROL › Part IX - Federal Property Assistance Agency › Chapter 21 - Consultation with Advisory Bodies, Public and Private Groups › Section IX-2101 - Representation of the Program

Current through Register Vol. 50, No. 6, June 20, 2024
A. The
				program office will arrange for and participate in local, regional, or
				statewide meetings of public and private organizations and associations which
				represent potential donees to disseminate information on the program, discuss
				procedures and problems, and obtain recommendations on determining relative
				needs, resources, and the utilization of property and how the program office
				can provide more effective service. The program office will regularly provide
				information on the donation program to state and local officials, and to heads
				of nonprofit institutions and organizations, and will actively participate in,
				and, upon request, provide speakers for conferences and meetings held by public
				and private organizations.
B. The
				program office, in consultation with advisory bodies and public and private
				groups, will invite eligible donees to submit expressions of interest and need
				for property items so that the program office may advise GSA of such
				requirements, including requests for specific items of property.
C. A Louisiana Federal Property Assistance
				Program advisory board shall be established by the manager of the program. It
				shall be composed of one representative from each of the eight areas listed in
				the program Quarterly Donation Report of Surplus Personal Property. The manager
				shall select the representative who is felt to best represent that segment of
				the donees. Advisory board members shall advise the manager on means to improve
				the program in the areas which they represent. The representatives shall serve
				without pay or compensation.
AUTHORITY NOTE:
				  Promulgated in accordance with  41 CFR 101-44  and P.L.
				  94-519.
Louisiana Administrative Code › Title 34 - GOVERNMENT CONTRACTS, PROCUREMENT AND PROPERTY CONTROL › Part IX - Federal Property Assistance Agency › Chapter 23 - Audits › Section IX-2301 - Reconciling Financial Records

Current through Register Vol. 50, No. 6, June 20, 2024
A.
				At the close of each month the program office will conduct an internal audit
				which will reconcile the warehouse and office records on inventory value,
				disposals, property received, and property issued.
B. Annually, the audit staff of the program
				will conduct an audit which shall include, in addition to fiscal affairs, a
				review of the conformance of the program with the provisions of this plan of
				operation and the requirements of  41 CFR 101.44.
C. An external audit will be performed at
				least once every two years by the legislative auditor or by an independent
				certified public accountant or independent licensed public accountant who is
				certified or licensed by a regulatory authority of the state or other
				subdivision of the United States. It shall include an audit of all fiscal
				affairs and a review of the conformance of the program with the provisions of
				this plan of operation and the requirements of  41 CFR 101-44 . A copy of the
				audit will be furnished by the program office, immediately upon completion, to
				the GSA regional office. The manager will advise the GSA regional office of all
				corrective actions taken, with respect to any exceptions or violations
				indicated by the audit. It is agreed that GSA may, for appropriate reasons,
				conduct its own audit of the program, following due notice to the governor of
				the reasons for such audit, and may visit the program office for purposes of
				reviewing the program's operation, when it deems it appropriate.
D. Financial records and all other books and
				records of the program shall be available for inspections by representatives of
				GSA, the general accounting office, or other authorized federal
				activities.
AUTHORITY NOTE:
				  Promulgated in accordance with  41 CFR 101-44  and P.L.
				  94-519.
Louisiana Administrative Code › Title 34 - GOVERNMENT CONTRACTS, PROCUREMENT AND PROPERTY CONTROL › Part IX - Federal Property Assistance Agency › Chapter 23 - Audits › Section IX-2303 - Donee Audits

Current through Register Vol. 50, No. 6, June 20, 2024
A. Any state or
				local government, nonprofit organization or educational institution that
				receives item(s) valued at $25,000 or more annually from the Donation of
				Federal Surplus Personal Property Program shall have an audit performed in
				accordance with the Office of Management and Budget Circular A-133. A copy of
				the audit shall be sent to the program office immediately after the donee
				receives the audit.
AUTHORITY NOTE:
				  Promulgated in accordance with  41 CFR 101-44  and P.L.
				  94-519.
Louisiana Administrative Code › Title 34 - GOVERNMENT CONTRACTS, PROCUREMENT AND PROPERTY CONTROL › Part IX - Federal Property Assistance Agency › Chapter 25 - Cooperative Agreements › Section IX-2501 - Types of Agreements

Current through Register Vol. 50, No. 6, June 20, 2024
A. The
				program has the authority to enter into such cooperative agreements with
				federal agencies and other state agencies as may be necessary, in accordance
				with FPMR 101-44.206. Such agreements may involve, but not be limited to:
1. use of property by the program;
2. overseas property;
3. use of federal telecommunications
				system;
4. interstate
				transfers;
5. others, as may be
				necessary.
Louisiana Administrative Code › Title 34 - GOVERNMENT CONTRACTS, PROCUREMENT AND PROPERTY CONTROL › Part IX - Federal Property Assistance Agency › Chapter 27 - Liquidation › Section IX-2701 - Procedures and Time Frame

Current through Register Vol. 50, No. 6, June 20, 2024
A. In the
				event of liquidation, or at the time determination has been made by state
				officials to liquidate the program, a liquidation plan will be prepared in
				accordance with FPMR 101-44.201.c.14.
B. The liquidation plan shall include:
1. reasons for liquidation;
2. schedule and estimated date of
				termination;
3. method of disposal
				of surplus property on hand, consistent with the provisions of FPMR
				101.44.205;
4. method of disposal
				of agency's physical and financial assets;
5. retention of books and records for a
				five-year period following liquidation.
Louisiana Administrative Code › Title 34 - GOVERNMENT CONTRACTS, PROCUREMENT AND PROPERTY CONTROL › Part IX - Federal Property Assistance Agency › Chapter 29 - Forms › Section IX-2901 - Types and Utilization

Current through Register Vol. 50, No. 6, June 20, 2024
A. The
				distribution document (invoice) shall be used as the standard issue document
				and the invoice for all issues of surplus property to eligible donees or other
				states. The terms and conditions shall be printed on the back of each
				prenumbered distribution document (invoice).
B. Certain specific items require conditional
				transfer documents in addition to the standard forms:
1. noncombat type aircraft with a unit
				acquisition cost of over $5,000 require a conditional transfer
				document;
2. combat type aircraft
				with a unit acquisition cost of over $5,000 require a conditional transfer
				document;
3. vessels over 50 feet
				in length with a unit acquisition cost of over $5,000 require a conditional
				transfer document.
Louisiana Administrative Code › Title 34 - GOVERNMENT CONTRACTS, PROCUREMENT AND PROPERTY CONTROL › Part IX - Federal Property Assistance Agency › Chapter 31 - Records › Section IX-3101 - Time Frame for Retention

Current through Register Vol. 50, No. 6, June 20, 2024
A. All official
				records of the program will be retained for no less than five years, except
				records involving property in compliance status for six years or longer will be
				kept for at least one year after the case is closed.
AUTHORITY NOTE:
				  Promulgated in accordance with  41 CFR 101-44  and P.L.
				  94-519.
Louisiana Administrative Code › Title 34 - GOVERNMENT CONTRACTS, PROCUREMENT AND PROPERTY CONTROL › Part XI - Fleet Management › Chapter 1 - General Provisions › Section XI-101 - Program Definition

Current through Register Vol. 50, No. 6, June 20, 2024
A. Current
				Legal Authority. The Fleet Management Program for the state of Louisiana is
				established and operated under the authority given to the Commissioner of
				Administration by R.S. 39:361-363.
B. Mission, Goal, and Objectives of the Fleet
				Management Program
1. Program Mission
				Statement. The Fleet Management Program is established to provide motor
				vehicle, aircraft and related services to the state and to maintain safe,
				dependable, and cost-effective transportation for state employees who need
				designated types of vehicles or aircraft to perform their job
				responsibilities.
2. Program Goal
				and Objectives. To manage state provided transportation so as to reduce its
				cost and increase its benefit to state government by:
a. establishing, reviewing, and revising
				statewide policies and standards for the Fleet Management Program;
b. monitoring agency and vendor compliance
				with established policies and standards;
c. financial planning in operations,
				maintenance, and capitalization of resources;
d. identifying and adopting practices to
				maximize cost-effectiveness while maintaining proper vehicle and aircraft
				availability and utilization;
e.
				receiving, investigation, and resolving all reports of abuse or misuse of fleet
				vehicles or aircraft.
Louisiana Administrative Code › Title 34 - GOVERNMENT CONTRACTS, PROCUREMENT AND PROPERTY CONTROL › Part XI - Fleet Management › Chapter 1 - General Provisions › Section XI-103 - Functions of the Fleet Management Program

Current through Register Vol. 50, No. 6, June 20, 2024
A. In accordance with the responsibilities
				and authority vested in the Commissioner of Administration by Sections 361 of
				Title 39 of the Louisiana Revised Statutes of 1950, as amended, inter-agency
				management of state-owned vehicles is the responsibility of the Division of
				Administration. The functions of the State Fleet Management Program shall
				include:
1. program planning:
a. long range planning for the Fleet
				Management Program. The state fleet manager shall be responsible for:
i. the continuous review of the scope of the
				Fleet Management Program including identifying and defining vehicle types to be
				included in the program, reviewing the scope of agencies subject to the rules
				and regulations established by the Division of Administration, and reviewing
				the scope of the functions of the Fleet Management Program;
ii. the review and evaluation of the overall
				Fleet Management Program objectives and revision of the objectives as
				needed;
iii. the review and
				recommendation of proposed fleet management policies;
iv. the review and recommendation of proposed
				legislation concerning fleet management;
v. the development of operating and
				performance standards for fleet vehicles and establishment of minimum
				preventive maintenance requirements;
vi. the development and maintenance of an
				operator's manual for fleet vehicles. This manual establishes minimum
				preventive maintenance procedures and instructions for the completion of the
				Daily Vehicle Usage Log (DOA form MV-3). It will include procedures for the
				safe operation of fleet vehicles and accident-reporting procedures as
				established by the Division of Administration, Office of Risk
				Management;
vii. the development
				and maintenance of a directory of state fuel depots;
viii. the development and maintenance of a
				directory of the agency transportation coordinators;
ix. the development of performance evaluation
				standards for the Fleet Management Program;
x. the definition and revision as required of
				the operational methods and procedures of the Fleet Management
				Program;
xi. the recommendation of
				a plan for obtaining the resources needed by the Fleet Management Program to
				meet the goals and objectives of the program;
Louisiana Administrative Code › Title 34 - GOVERNMENT CONTRACTS, PROCUREMENT AND PROPERTY CONTROL › Part XI - Fleet Management › Chapter 1 - General Provisions › Section XI-105 - Nonexclusion

Current through Register Vol. 50, No. 6, June 20, 2024
A. These
				regulations supersede and replace PPM 63 (LAC 4:V.Chapter 25) and all other
				previous regulations and exceptional permissions, both written and verbal. Any
				exclusion request shall be submitted to the commissioner through the state
				fleet manager for consideration. Any exclusion from these regulations must be
				approved in writing by the commissioner.
AUTHORITY NOTE:
				  Promulgated in accordance with R.S.
				  39:361-363.
Louisiana Administrative Code › Title 34 - GOVERNMENT CONTRACTS, PROCUREMENT AND PROPERTY CONTROL › Part XIII - University Pilot Procurement Code › Chapter 3 - Purpose, Applicability and Definitions › Section XIII-301 - Purpose and Legislative Authority

Current through Register Vol. 50, No. 6, June 20, 2024
A. Goal. It is the goal of the university to
				procure goods and services in a manner that is open, fair, encourages
				competition, and affords vendors equal opportunities to compete.
B. Purpose. The purpose of this
University Pilot Procurement Code
is to establish parameters
				of a procurement program designed to support and facilitate the instructional,
				research and public service missions of the university by applying best methods
				and business practices to the procurement of goods and services and to
				structure other business arrangements by the university. This
University Pilot Procurement Code
is intended to promote the
				development and use of procurement processes which promote the pursuit of
				excellence and the best interests of the university while maintaining the
				highest possible integrity, broad based competition, fair and equal treatment
				of the business community and increased economies and efficiencies for the
				university.
C. Communication. The
				university will communicate and collaborate with the division of
				administration, other state colleges and universities and other public entities
				when mutual benefit can be obtained.
D. Authority. This
University Pilot
				Procurement Code
is adopted in compliance with the Louisiana
				Administrative Procedure Act (R.S. 49:950-999.25) and pursuant to the Louisiana
				Granting Resources and Autonomy for Diplomas Act (R.S. 17:3139-3139.7 as
				amended by Act 749 of 2014) and administrative approval granted by the Joint
				Legislative Committee on the Budget.
E. Implementation. Implementation of the
University Pilot Procurement Code
is subject to approval by
				the management board and shall be adopted in compliance with the Louisiana
				Administrative Procedure Act (R.S. 49:950-999.25) and pursuant to the Louisiana
				Granting Resources and Autonomy for Diplomas Act (R.S. 17:3139-3139.7. as
				amended by Act 749 of 2014) and administrative approval granted by the Joint
				Legislative Committee on the Budget.
AUTHORITY NOTE:
				  Promulgated in accordance with R.S. 17:3139-3139.7 as amended by Act 749 of
				  2014.
Louisiana Administrative Code › Title 34 - GOVERNMENT CONTRACTS, PROCUREMENT AND PROPERTY CONTROL › Part XIII - University Pilot Procurement Code › Chapter 3 - Purpose, Applicability and Definitions › Section XIII-303 - Applicability

Current through Register Vol. 50, No. 6, June 20, 2024
A. Applicability.
				This
University Pilot Procurement Code
, together with
				established management board policies, applies to the acquisition by the
				university of all goods and services paid with public funds, and shall, as
				authorized by R.S. 17:3139.5.5.c.i, be used in place of these Louisiana
				procurement laws:
				R.S.
				39:15.3,
				R.S.
				39:196 through
				R.S.
				39:200,
				R.S.
				39:1481 through
				R.S.
				39:1526, and
				R.S.
				39:1551 through
				R.S.
				39:1755.
B. Revenue Producing Enterprises. This
University Pilot Procurement Code
also applies to transactions
				with no expenditure of public funds where university facilities, personnel or
				services will be utilized for revenue producing enterprises with other
				individuals or entities that will generate income for the university,
				consistent with established management board policies.
C. Other Institutions. Other institutions
				under the same postsecondary education management board as the initial
				qualifying institution may utilize this pilot procurement code, provided the
				procurement is conducted under the auspices of a shared services model managed
				by the initial qualifying institution.
D. Revocation. If the universitys autonomy to
				use this
University Pilot Procurement Code
should be revoked
				by the Board of Regents or the Division of Administration pursuant to
				R.S.
				17:3139.3 or R.S. 17:3139.5.6, the university
				shall end use of these pilot provisions in keeping with the revocation notice
				and shall resume procurements pursuant to applicable law.
AUTHORITY NOTE:
				  Promulgated in accordance with R.S. 17:3139-3139.7 as amended by Act 749 of
				  2014.
Louisiana Administrative Code › Title 34 - GOVERNMENT CONTRACTS, PROCUREMENT AND PROPERTY CONTROL › Part XIII - University Pilot Procurement Code › Chapter 3 - Purpose, Applicability and Definitions › Section XIII-307 - Delegation and Revocation of Purchasing Authority to Departments

Current through Register Vol. 50, No. 6, June 20, 2024
A. Supervision. The
				CPO shall supervise assistants and other personnel as may be necessary for the
				efficient operation of university procurement.
B. Delegation. For the efficient operation of
				the university the CPO may delegate, in writing with the approval of the CFO or
				designee, to university deans, directors, or department heads, or their
				formally designated agents, authority to procure on behalf of their
				administrative units in keeping with this UPPC.
C. Compliance. The CPO will ensure where
				delegation or authorization to university deans, directors, or department
				heads, or their formally designated agents, authority to procure on behalf of
				their administrative units, that the UPPC, procurement procedures and ethical
				practices are followed to effectively mitigate potential risks to the
				university.
D. Revocation. The CPO
				may change, limit, expand or reverse such delegations at any time.
AUTHORITY NOTE:
				  Promulgated in accordance with R.S. 17:3139-3139.7 as amended by Act 749 of
				  2014.
Louisiana Administrative Code › Title 34 - GOVERNMENT CONTRACTS, PROCUREMENT AND PROPERTY CONTROL › Part XIII - University Pilot Procurement Code › Chapter 5 - Competitive Solicitations › Section XIII-501 - Types of Competitive Methods

Current through Register Vol. 50, No. 6, June 20, 2024
A.
				Determination. The CPO shall determine the appropriate solicitation methods to
				be used in procuring goods and services for the university. Among those methods
				are:
1. invitation to bid (ITB);
2. request for proposals (RFP);
3. request for quotation (RFQ);
4. request for quote and qualifications
				(RFQQ);
5. competitive reverse
				auction (CRA);
6. best and final
				offer (BAFO);
7. solicitation for
				offers (SFO);
8. competitive
				negotiation;
9. cooperative buying
				organizations (CBO);
10. multi-step
				bids or proposals.
Louisiana Administrative Code › Title 34 - GOVERNMENT CONTRACTS, PROCUREMENT AND PROPERTY CONTROL › Part XIII - University Pilot Procurement Code › Chapter 5 - Competitive Solicitations › Section XIII-503 - Addenda Modifying Solicitations

Current through Register Vol. 50, No. 6, June 20, 2024
A. Modifications to ITB or RFP. An addendum
				modifying an ITB or RFP shall not be issued during the 72 hours excluding
				Saturdays, Sundays, and holidays preceding the response submission deadline
				unless the time for submitting responses is extended for at least one week.
B. Modifications to RFQ or RFQQ.
				An addendum modifying an RFQ or RFQQ shall not be issued during the 24 hours
				excluding Saturdays, Sundays, and postal holidays preceding the response
				submission deadline unless the time for submitting responses is extended for at
				least 24 hours.
C. Distribution of
				Addendum. Addendum(s) shall be sent to all prospective respondents known to
				have received a solicitation. Notification of addenda may also be made by
				posting on electronic bulletin boards, publication in appropriate newspapers
				and trade journals, email and postal notices to potential vendors, and by other
				means determined by the CPO.
AUTHORITY NOTE:
				  Promulgated in accordance with R.S. 17:3139-3139.7 as amended by Act 749 of
				  2014.