Alabama Administrative Code › Title 355 - STATE OF ALABAMA DEPARTMENT OF FINANCE › Chapter 355-4-1 - DIVISION OF PURCHASING › Section 355-4-1-.03 - General Requirements Of Vendors

Current through Register Vol. 42, No. 9, June 28, 2024
(1)
Vendor Registration
			 Application
. Every person or firm (also known hereinafter as
			 Vendor) desiring to receive an ITB notice on goods or services purchased
			 through Division of Purchasing must submit a vendor registration application.
			 The information submitted on the application will determine the types of goods
			 or services and the geographic area in which the applicant proposes to bid.
			 Vendor registration will be conducted electronically from the Division of
			 Purchasing website at
www.purchasing.alabama.gov
.
				Instructions for the registration process will be given at the website. The
				Division of Purchasing
will not
accept a vendor registration from
				any bid subscription organization. Any bid subscription organization registered
				and subsequently discovered will be promptly unregistered and removed from the
				Vendor database. Any registration fees paid by the bid subscription
				organization to the Division of Purchasing will be forfeited to the Division of
				Purchasing.
(2) Vendor
			 Registration Fee. Every Vendor desiring to receive an ITB notice on goods and
			 services purchased through the Division of Purchasing must, when submitting the
			 vendor registration application, pay a bi-annual vendor registration fee in the
			 amount of $200.00. The registration fee must be paid at the time of
			 registration by either an accepted credit or debit card or by electronic check.
			 Vendor registration cannot be completed without payment of the required
			 fee.
(3)
Changes in
			 Vendor Registration
. It is the sole responsibility of the vendor
			 to maintain its registration information. All changes and/or updates to Vendor
			 information will be made electronically at the Division of Purchasing website
			 at
www.purchasing.alabama.gov
.
			 There is no additional fee for changes and/or updates submitted.
(4)
Removal from Vendor
			 List
. The Director of Purchasing may remove from the Vendor list
			 the name of any vendor for reasons of nonperformance on any contract or other
			 factors deemed reasonable and valid by the Director of Purchasing.
(5)
State Laws and
			 Rules
. Vendors are presumed to be knowledgeable of all laws,
			 rules, and regulations that govern the purchasing process in Alabama. Vendors
			 are responsible for reading all pages contained in an ITB.
(6)
Improper Sale or
			 Purchase
. After a term contract has been established, it is
			 improper for any state agency to purchase from any other source except in
			 emergency situations. No vendor shall attempt to sell items to state agencies
			 that are listed on term contracts with other vendors. Attempts to sell contract
			 items of other vendors to individual state agencies by price reductions or any
			 other manner may result in removal of the offending vendor from all vendor
			 lists.
(7)
Taxes And
			 Fees
. The State of Alabama is exempt from paying federal excise
			 taxes and state and local sales taxes. Bidders must offer prices that do not
			 include such taxes. Exemption certificates will be furnished upon
			 request.
(8)
Samples
. Samples of items, when called for, must be
			 furnished free of expense and, if not destroyed in the evaluation process,
			 will, upon request, be returned at the bidder's expense. Request for the return
			 of samples must accompany the sample and include UPS pickup slip, postage or
			 other acceptable modes of return. Individual samples must be labeled with the
			 bidder's name, bid number and item reference, manufacturer's brand name and
			 number or they may be rejected. When return is not requested samples will be
			 disposed of in manner acceptable to the Director of Purchasing.
(9)
Invoices/Payments
. Invoices shall be submitted in
			 arrears to the requisitioning agency's address appearing on the purchase order
			 unless otherwise directed. Inquiries concerning payment after correct invoices
			 have been submitted should be directed to the requisitioning agency.
(10)
Pre-Qualified
			 Bidders
. Prior to the purchase of a specific good or service, the
			 Purchasing Division may screen potential vendors to determine those firms that
			 are capable, financially and otherwise, of providing the desired good or
			 service in accordance with the specifications, within the desired time frame
			 and in the desired quantities. Only vendors on this Pre-Qualified Bidders List
			 may respond to the ITB for the good or service.
This rule was previously Rule No.
				  355-4-1-.02 (same
				  title) as per certification filed November 15, 2001; effective December 20,
				  2001.
Author:
Alabama Department of Finance
Statutory Authority:
Code of Ala.
				  1975
, §
										41-4-35.