In accordance with University Purchasing policies, the item(s) listed below is potentially a single-source purchase as the services to be provided are proprietary and only available from the vendor listed below.
Description: Southeast Missouri State University is seeking to purchase a proprietary system called ZeeMee for the Admissions Department.
Description: Southeast Missouri State University is seeking to purchase football safety equipment and refurbishment from the supplier listed below.
It is the intent of Southeast Missouri State University to purchase the supplies and/or services identified above as a single feasible source procurement without competitive bids in accordance with the purchasing policies set by the University. If other suppliers for such supplies/services exist, they must notify the appropriate buyer immediately.
RFP 6003 - Water Treatment Supplies and Services responses are due December 11, 2023 by 3:30 p.m. Please contact Tanya Stevens at firstname.lastname@example.org for additional details.
IFB 6004 - Microsoft 365 Education responses are due December 18, 2023, by 3:30 p.m. Please contact Lynda Seabaugh at email@example.com for additional details.
Please contact Lynda Seabaugh at firstname.lastname@example.org for additional details.
RFP 5997 - Printing and Related Marketing Services
RFP 5997 has been awarded to Moll Printing Co., Presort Inc., Slate Group, Stolze Printing, World Press Inc., and The Printing Co. Award posted on 9/20/23. Please contact Tanya Stevens at email@example.com for additional details.
RFP 5999 - Trash Services/ Recycling Services
RFP 5999 has been awarded to Republic Services. Award posted on 11/2/23. Please contact Tanya Stevens at firstname.lastname@example.org for additional details.
IFB 6000 - Paint
IFB 6000 closed on December 5, 2023. Please contact Holly Teague at email@example.com for additional details.
IFB 6001 - Locks and Accessories
IFB 6001 closed on December 5, 2023. Please contact Holly Teague at firstname.lastname@example.org for additional details.
INVOICING AND PAYMENT
- Vendors doing business with Southeast Missouri State University must ensure a W-9 form is on file with Southeast's Accounts Payable office. Please send the completed form to Accounts Payable, Southeast Missouri State University, One University Plaza MS 3250, Cape Girardeau, MO, 63701. Failure to provide the form in a timely manner may result in partial payment being withheld. Questions may be directed to Accounts Payable at (573) 651-2055.
- The University does not pay state or federal taxes unless otherwise required under law or regulation. The University's Missouri sales tax exemption number is 10124128.
- Each invoice submitted must reference the purchase order number and must be itemized in accordance with items listed on the purchase order. Failure to comply with this requirement may delay the processing of invoices for payment.
- The University assumes no obligation for equipment, supplies, and/or services shipped or provided in excess of the quantity ordered. Any unauthorized quantity is subject to the University's rejection and shall be returned at the contractor's expense.
- Payment for all equipment, supplies, and/or services required herein shall be made in arrears. The University shall not make any advance deposits.
- All invoices for equipment, supplies, and /or services purchased by Southeast Missouri State University shall be processed on a Net 30 basis unless otherwise indicated and will be subject to late payment charges as provided in Section 34.055 RSMo.
- Time is of the essence. Deliveries must be made no later than the time stated on the purchase order or within a reasonable period of time if a specific time is not stated.
- FOB Destination: Title to goods passes to the University only upon receipt at the correct delivery location. Notwithstanding any provision hereof to the contrary, title to, and risk of loss or damage of, goods shall remain with Seller until the goods are delivered at the F.O.B. point specified by the University.
INSPECTION AND ACCEPTANCE
- No equipment, supplies, and/or services received by the University pursuant to a purchase order shall be deemed accepted until the University has had a reasonable opportunity to inspect said equipment, supplies, and/or services.
- All equipment, supplies, and/or services which do not comply with the specifications and/or requirements or which are otherwise unacceptable or defective may be rejected. In addition, all equipment, supplies, and/or services that are discovered to be defective or that do not conform to any warranty of the contractor upon inspection (or at any later time if the defects contained were not reasonably ascertainable upon the initial inspection) may be rejected.
- The University reserves the right to return any such rejected shipment at the contractor's expense for full credit or replacement and to specify a reasonable date by which replacements must be received.
- The University's right to reject any unacceptable equipment, supplies, and/or services shall not exclude any other legal, equitable, or contractual remedies the University may have.
- The contractor expressly warrants that all equipment, supplies, and/or services provided shall (1) conform to each and every specification, drawing, sample, or other description that was furnished to or adopted by the University, (2) be fit and sufficient for the purpose expressed, (3) be merchantable, (4) be of good materials and workmanship, and (5) be free from defect.
- Such warranty shall survive delivery and shall not be deemed waived either by reason of the University's acceptance of or payment for said equipment, supplies, and/or services.
NON-DISCRIMINATION IN EMPLOYMENT
- In connection with the furnishing of equipment, supplies, and/or services under the contract, the contractor and all subcontractors shall agree not to discriminate against recipients of services or employees or applicants for employment on the basis of race, color, religion, national origin, sex, age, disability, or veteran status. If the contractor or subcontractor employs at least 50 persons, they shall have and maintain an affirmative action program which shall include:
- A written policy statement committing the organization to affirmative action and assigning management responsibilities and procedures for evaluation and dissemination;
- The identification of a person designated to handle affirmative action;
- The establishment of non-discriminatory selection standards, objective measures to analyze recruitment, an upward mobility system, a wage and salary structure, and standards applicable to layoff, recall, discharge, demotion, and discipline;
- The exclusion of discrimination from all collective bargaining agreements; and
- Performance of an internal audit of the reporting system to monitor execution and to provide for future planning.
If discrimination by a contractor is found to exist, the University shall take appropriate enforcement action which may include, but not necessarily be limited to, cancellation of the contract, removal from all bidder's lists until corrective action is made and ensured, and referral to the Attorney General's Office, whichever enforcement action may be deemed most appropriate.
AMERICANS WITH DISABILITIES ACT
- In connection with the furnishing of equipment, supplies, and/or services under the contract, the contractor and all subcontractors shall comply with all applicable requirements and provisions of the Americans with Disabilities Act (ADA).
Schedule of Payments
- Invoices received in Accounts Payable through the mail are forwarded to the department responsible for the purchase.
- Invoices are approved by the department.
- Departments return invoices to Accounts Payable for payments to be processed.
- Accounts Payable enters documents and schedules payments to be made in a sufficient amount of time.
- Checks are printed and mailed on Fridays.
- Vendors who have selected to receive Direct Deposit payments, receive deposits on Fridays.
- Vendors who have selected to receive AP Credit Card payments, receive notification to draw funds on Fridays.
Direct Deposit Payments
- Receive your payments electronically instead of waiting for a check in the mail.
- Along with your deposit, an email advice will be sent to you as notification of the date and amount of the deposit along with an attachment that details the amount of the deposit by listing the invoices and amounts being paid. Your bank will not have detailed information about the deposit.
- To begin receiving your payments electronically please print, fill out, and return the Direct Deposit Authorization Agreement Form to the address provided.