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"Important Policy Change"
     The Department of Finance Division of Purchasing has, through the Administrative Rules Procedure, established new rules governing the awarding of all Invitation-to-Bid (ITB).  The details of this new rule may be located in the Administrative Code of Alabama, Chapter 355-4-1 (14).   This rule establishes an initial Intent to Award for a five day period upon which, should no protest be received, it will automatically be set to Final Award.  After this time period, suppliers will waive all rights to protest!  The reason for this change is to avoid very difficult and expensive court actions.  This new procedure will be implemented beginning May 1, 2008.  Also, the award status will now be reflected, as updated, on the purchasing website at www.purchasing.alabama.gov.  

     Also, the Division of Purchasing has experienced considerable difficulty with ITBs not being returned to the Division in the condition in which they were shipped out.  This organization is charged with the responsibility of ensuring that all original ITBs remain unaltered.  As of this date, we have been unsuccessful in complying with this charge; in that, ITBs are not being returned in an acceptable unaltered condition.  Therefore, in order to correct this ongoing problem, the Division of Purchasing will begin requesting an original and at least one copy of all ITBs issued.  Only the copy will be routed to the requesting agency for evaluation and it will not be necessary for the copy to be returned to Purchasing (only a recommended award).  This procedure will become effective on June 1, 2008.  Until then, please work with State Purchasing to ensure that the original bid package is returned in the same condition as it was routed to each agency.      
     If you have need to discuss either of these issues, please feel free to contact this Office at (334) 242-7250.              
The End of Year Dates have been set.  Please mark these dates on your calendar so you won't forget.  These dates are VERY IMPORTANT.

June 22:
  Agencies can begin FY 10 requisitions if all XWLK changes have been made.
July 20:
  State Purchasing will not accept or process requisitions in excess of $7,500 that must be competitively bid
August 17:  State Purchasing will not accept or process requisitions, including Release Orders, after this date.
August 21:  Last day to create FY 09 Purchase Orders (except Capital Outlay).
August 28:  This will be the last day to issue Purchase Order Changes (P.O.C.) until October 1.  The P.O.C. system will be shut down the entire month of September.  P.O.C.'s can be entered again October 1.  FY 09 P.O.C.'s must be completed by the end of the 13th accounting period.
September 2:  All FY 09 Requisitions must be converted to Purchase Orders in ALL accounting systems.   Any requisition remaining in State Purchasing that has not been converted to a Purchase Order by September 4 will be returned to the department.  The department may resubmit these after October 1 to be processed against the new fiscal year (FY 10) budget).  This means all Purchase Orders that are hung up in accounting must be cleared and a Purchase Order printed.  If a Purchase Order is still hung up in accounting after September 4, it will be cancelled.  The agency will then have to resubmit a new requisition as a Fiscal Year 10.

If you have any questions regarding these dates, please contact Terri Cole at 242-4650 or terri.cole@purchasing.alabama.gov.
(posted 6/4/09)

General News:
Code of Administrative Procedure
AIB Online Store
OPIS Report
Responses to "Invitation to Bid"
Purchasing Staff
Vendor Disclosure Statement
Request for Proposals (RFP's)
T006 - Shredders - Contract has been extended through 6/14/10 (posted 7/1/09)
T038 - Bread  - Contract has been extended through 7/18/10 (posted 7/1/09)
T154- Herbicides - Contract has been extended through 7/9/10 (posted 7/1/09)
T155A - High Build Traffic Paint - Contract has been extended through 7/19/10 (posted 7/1/09)
T190 - Multi-Function Network Devices - Contract has been extended through 7/19/10 (posted 7/1/09)
T208 - Ammunition  - Contract has been extended through 6/22/10 (posted 7/1/09)
T226 - Right-of-Way Mowers - Contract has been extended through 6/30/10 (posted 7/1/09)
T243 - Vehicle Attenuators - Contract has been extended through 7/10/10 (posted 7/1/09)
T281 - Cafeteria Equipment & Related Items  - Contract has been extended through 6/29/10 (posted 7/1/09)

 
The vehicle close-out dates have been posted.  Please visit each contract, T191, T191A, and T191L for the specific dates.   (posted 3/11/09)

Please check out the update made to the Fiscal Policy and Procedures Manual regarding Chapter 4 Section 4-5 Purchase of Personal Property, Subsection D Letting of Contracts Without Public Advertisement.  The change is effective March 19, 2007 regarding the new emergency declaration requirements. (
posted 3/14/07)
 
The following information will be added to the Standard Terms and Conditions for all Invitation to Bid's issued from State Purchasing effective July 1, 2006.

CERTIFICATION PURSUANT TO ACT NO. 2006-557

Alabama law (section 41-4-116, code of Alabama 1975) provides that every bid submitted and contract executed shall contain a certification that the vendor, contractor, and all of its affiliates that make sales for delivery into Alabama or leases for use in Alabama are registered, collecting, and remitting Alabama state and local sales, use, and/or lease tax on all taxable sales and leases into Alabama. By submitting this bid, the bidder is hereby certifying that they are in full compliance with act no. 2006-557, they are not barred from bidding or entering into a contract pursuant to 41-4-116, and acknowledges that the awarding authority may declare the contract void if the certification is false.

 

If you have a vendor that needs to be added or a vendor address that needs corrections, please fax Tamara Norman at the Vendor Registration fax number 334-353-1878 or email at tamara.norman@purchasing.alabama.gov. You may also use either of these ways to request a tax exempt letter.


The Division of Purchasing's Code of Administrative Procedure is available on our web site.


Alabama Industries for the Blind now has an Online Store. Visit their site at: www.aib-aidb.com
AIB's high quality blind-made products are marketed to customers throughout the United States. Their customer base includes the Federal government and U.S. Military; Alabama state government including the Departments of Transportation and Mental Health, the Alabama National Guard, and public schools and universities; Lions Clubs and Federated Women's Clubs of America, as well as a strong base of commercial customers.


Note to all State of Alabama Agencies: Does your agency have an email address? Purchasing would like to have your State agency procurement email address. This email address will be used to send out important news to State agencies from State Purchasing. Please send your email address to: terri.cole@purchasing.alabama.gov


The OPIS Report (Oil Petroleum) will no longer be accessible from the Division of Purchasing's web site. State agencies and political subdivisions using L P Gas contract T115 and/or Petroleum contract T104 can email Purchasing a request to automatically receive this information daily through email. Please send email request to Terri Cole. For additional contract information, contact buyer, Roger McKean. (posted 8/31/04)


Are you a bidding vendor that mailed in a bid but can't attend the bid opening? Then you would be interested in our web page "Responses to Invitations to Bid". This web page list responses to Invitations To Bid that have already opened. The information is provided mainly for bidding vendors that could not attend the bid opening of an Invitation To Bid. The report contains information only and does not indicate an award. Each response to an Invitation To Bid will remain on the web page for sixty (60) days from the opening date. (posted 8/25/99)

Vendor Disclosure Statement Instructions and Form - this is a link to the Attorney General's web site.


Request for Proposal's (RFP'S) - Professional Services Requests For Proposals are put out by individual State Departments/Agencies, and do not come through the Division of Purchasing. If you have questions, or need additional information, you should contact the Department/Agency referenced on the RFP . (posted 1/29/02) For Class and Sub-Class codes for Professional Services go to our web site at http://www.purchasing.alabama.gov and click on Vendor Registration. (posted 5/6/02)


  • T500 - Computer Monitors - Contract begin date: May 15, 2006 Contract end date: May 14, 2009 (posted 4/1/08)  This contract is available for use by Local Government Agencies. It is NOT available for use by K-12, colleges, and universities.
     
  • T501 - Personal Computers, IBM - Contract has been extended. Contract end date: December 14, 2008 (posted 4/1/08) This contract is available for use by Local Government Agencies. It is NOT available for use by K-12, colleges, and universities.
     
  • T502 - Personal Computers, HP - Contract has been extended. Contract end date: December 14, 2008 (posted 4/1/08) This contract is available for use by Local Government Agencies. It is NOT available for use by K-12, colleges, and universities.
     
  • T503 - Personal Computers, Gateway - Contract has been extended. Contract end date: December 14, 2008 (posted 4/1/08) This contract is available for use by Local Government Agencies. It is NOT available for use by K-12, colleges, and universities.
     
  • T504 - Personal Computers, Dell - Contract has been extended. Contract end date: December 14, 2008 (posted 4/1/08) This contract is available for use by Local Government Agencies. It is NOT available for use by K-12, colleges, and universities.
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