Alabama Administrative Code › Title 355 - STATE OF ALABAMA DEPARTMENT OF FINANCE › Chapter 355-4-1 - DIVISION OF PURCHASING › Section 355-4-1-.04 - Operational Policy

Current through Register Vol. 42, No. 9, June 28, 2024
(1)
Visits, Salespersons, Etc., - To Division Of
			 Purchasing
. Visits to the Division of Purchasing are permitted and
			 encouraged. It is preferred that visits be scheduled by appointment.
(2)
Invitation To Bid
			 (ITB)
. State law requires the Division of Purchasing to request
			 sealed bids for purchases involving more than the minimum amount prescribed by
			 law except in emergency situations or as otherwise provided by law. All bids
			 shall be sealed when received and shall be opened in public. A bid not properly
			 identified at or before bid opening will be disqualified. Bids properly
			 identified in accordance with the terms and conditions of the ITB will be
			 securely kept, unopened until stated opening date and hour. The Division of
			 Purchasing accepts no responsibility for premature opening of a bid not
			 properly identified or late arrival of a bid for whatever reason. At the hour
			 stated in the notice all bids shall be opened in public for information of
			 interested parties who may be present either in person or by representative.
			 Such information is not to be construed as meaning any bid meets all
			 specifications as set out in the ITB.
(3)
Cancellation of
			 ITB
. The Director of Purchasing may cancel an ITB any time prior
			 to the bid opening or award.
(4)
Submission of Multiple ITB's
. Responses to multiple
			 ITB's may be submitted in the same delivery package, provided, each bid in the
			 package is separately sealed and properly identified, as described in the ITB
			 instructions.
(5)
Postage Due or Collect
. When postage due or collect
			 mail is delivered, the Division of Purchasing cannot assume the responsibility
			 for paying the amount due and will refuse the mail.
(6)
Late Bids
. Bids
			 must be received in the Division of Purchasing on or before the date and hour
			 designated in the ITB. Late bids will not be accepted.
(7)
Bid and/or Performance
			 Bond
.
(a) A Bid or Performance
			 Bond may be required by the ITB. When required, the amount will be stated. Bid
			 or Performance Bond shall consist of a cashiers check, other type bank
			 certified check (personal or company checks are not acceptable), bank or postal
			 money order or surety bond issued by a company authorized to do business within
			 the State of Alabama. Irrevocable letter of credit and certain U.S. notes and
			 bonds may be accepted when approved by the Division of Purchasing no later than
			 24 hours prior to bid opening. The Director of Purchasing shall be the
			 custodian of the Performance Bond. The Bond must reference the bid number and
			 be payable to the State of Alabama.
(b) Bid Bond: Guarantees good faith and firm
			 bid for period stated in bid and must accompany the bid. Bid Bonds will be
			 returned to all bidders upon final award of the bid.
(c) Performance Bond: Guarantees vendor will
			 provide on time delivery of the goods and/or services specified. When required,
			 bond must be filed with the Division of Purchasing within time specified in the
			 ITB, not including State holidays, after receipt of notice of award.
			 Performance Bond will be returned, in reasonable time, after the Division of
			 Purchasing has received verification that the contract has been satisfactorily
			 completed.