Vendor Registration, Notification of Bidding Opportunities, Suspension, and Debarment

PURPOSE: This rule describes procedures for vendor registration, vendor notification of bidding opportunities and procedures for suspension and debarment of vendors. (1) Any individual, business or organization may complete a vendor registration in order to be added to the official vendor data base. It is the vendor’s sole responsibility to update their vendor registration information. (2) A person, business, or corporation contracting with the state shall be considered as an independent contractor and shall not be considered nor represent him/herself as an employee or agency of the state. A corporation must be authorized to do business in Missouri by registering with the Office of the Secretary of State before proceeding with work under a contract unless specifically exempt pursuant to section 351.572, RSMo. (3) The division may institute an annual fee to allow registered vendors the ability to receive automatic email notification of bidding opportunities for their selected commodity/service codes through the online registration system and the ability to submit electronic bids. (4) Email notification and online bidding capabilities will be limited to those vendors that have properly registered and paid the annual fee, if required. (5) The division may include contract clauses requiring the awarded contractor to issue a payment to the state or the state’s designee for a stated percentage as outlined in the contract. (6) The director, or designee, may suspend a vendor for cause. The vendor shall be mailed a formal notice of suspension outlining the reasons for, the specific conditions of, and the effective period of the suspension. Upon completion of the suspension period it shall be the responsibility of the vendor to request reinstatement if desired. A request for reinstatement should be made in writing. (A) Any bids/proposals submitted by the suspended vendor shall not be considered. (B) The suspension of a vendor may be for a period of up to one hundred eighty (180) days for a first violation and for not more than a year for subsequent violation(s). (C) The vendor may appeal suspension by submitting a written request to the director or commissioner within fourteen (14) calendar days after receipt of the formal notice. The vendor must provide specific evidence and reasons why suspension is not necessary. On the basis of this information, the suspension may be modified, rescinded, or affirmed. The decision shall be final and mailed to all parties. (7) The director may debar a vendor whenever, in the director’s sole discretion, it is in the best interest of the state to do so. A vendor may be debarred for a single incident of serious misconduct or after multiple less serious incidents. The director shall notify the vendor of the reason for debarment and any action the vendor must take in order to be found eligible to contract again. (A) Any bids/proposals submitted by the debarred vendor shall not be considered. (B) The vendor may appeal the debarment by requesting that the determination be reviewed by the commissioner of administration or the commissioner’s designee. Any request for review must be in writing and filed with the commissioner within fourteen (14) calendar days after the date of receipt of the notice of debarment. The request must set forth specific evidence and reasons why debarment should be reversed. The commissioner’s determination shall be final and shall be mailed to all parties involved. (8) The following shall be sufficient cause for suspension or debarment. The list is not meant to be all inclusive but shall serve as a guideline for vendor discipline and business ethics— (A) Failure to perform in accordance with the terms and conditions and requirements of a contract/purchase order; (B) Violating any federal, state, or local law, ordinance, or regulation in the performance of a contract/purchase order; (C) Providing false or misleading information on an application, in a bid/proposal, or in correspondence to the division or a state agency; (D) Failing to honor a bid/proposal for the length of time specified; (E) Colluding with others to restrain competition; (F) Obtaining information, by whatever means, related to a proposal submitted by a competitor in response to a Request for Proposal in order to obtain an unfair advantage during the negotiation process; (G) Contacting proposal/bid evaluators or any other person who may have influence over the award, without authorization from the division, for the purpose of influencing the award of a contract; or (H) Giving gifts, meals, trips, or any other thing of value or a monetary advantage for personal benefit, directly or indirectly, to an employee of the division or to any evaluator of bids/proposals. AUTHORITY: section 34.050, RSMo 2000.* Original rule filed Oct. 15, 1992, effective June 7, 1993. Rescinded and readopted: Filed Oct. 20, 1997, effective May 30, 1998. Amended: Filed March 24, 2000, effective Oct. 30, 2000. Amended: Filed June 14, 2005, effective Dec. 30, 2005. Amended: Filed June 1, 2011, effective Nov. 30, 2011. *Original authority: 34.050, RSMo 1939, amended 1945, 1993, 1995.