Ala. Admin. Code r. 355-4-1-.03

Current through Register Vol. 43, No. 1, October 31, 2024

Section 355-4-1-.03 - General Requirements Of Vendors

(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.

Ala. Admin. Code r. 355-4-1-.03

Filed September 30, 1982. Amended: Filed December 6, 198 9; effective January 15, 1990. Repealed and New Rule: Filed November 15, 2001; effective December 20, 2001. Amended: Filed April 6, 2010; effective May 11, 2010. Amended: Filed August 3, 2012; effective September 7, 2012.

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.