CONTRACT - Alarm system Installation, Monitor and maintenance

INSTRUCTIONS TO BIDDERS (FOR CONTRACTS ONLY)

 

VENDORS SHOULD CAREFULLY READ THE FOLLOWING INSTRUCTIONS,

TERMS AND CONDITIONS, BEFORE SUBMITTING BID

 

#1           BIDS WILL BE ACCEPTED THROUGH THE ONLINE BID PORTAL OR ON "OFFICIAL BID FORM" AND RETURNED IN A SEALED ENVELOPE. THE RIGHT TO REJECT ANY AND ALL  BIDS IS RESERVED, AND THE SUPPLY COMMISSIONER RESERVES THE RIGHT TO MAKE AWARDS ON AN ITEM BASIS, OR ON A TOTAL AWARD BASIS, WHICHEVER, IN HIS/HER OPINION, IS FOR THE BEST INTERESTS OF THE CITY OF ST. LOUIS.

 

#2           ONLINE BIDS MUST BE SUBMITTED FROM THEIR VENDOR SITE ONLY. MANUAL BIDS BE IN INK OR TYPEWRITTEN AND SIGNED BY A COMPANY OFFICIAL.  PENCIL BIDS ARE NOT ACCEPTABLE.

 

#3           ALTERED OR ERASED PRICES WILL NOT BE ACCEPTED. 

 

#4           PRICING CAN BE CHANGED ON BIDS SUBMITTED THROUGH THE ONLINE PORTAL UP TO THE ACTUCAL BID CLOSING TIME AND DATE. FOR MANUALLY SUBMITTED BIDS ERROS ON BID PROPOSAL CAN BE CORRECTED BY OBTAINING ADDITIONAL COPIES FROM THE SUPPLY COMMISSIONER, ROOM 324, CITY HALL, ST. LOUIS, MISSOURI 63103.

 

#5           THE LAWS OF THE STATE OF MISSOURI PROVIDE THAT THE CITY OF ST. LOUIS PAY NO STATE SALES, USE TAXES OR FEDERAL EXCISE TAXES AND THESE TAXES SHOULD BE EXCLUDED FROM YOUR BID PRICE.  FEDERAL EXCISE TAX EXEMPTION CERTIFICATES WILL BE FURNISHED TO SUCCESSFUL BIDDER.

 

#6           UNLESS OTHERWISE STATED, BIDDER MUST QUOTE ON THE LATEST MAKE, MODEL, PRODUCT, GROWTH, CANNING OR FORMULATION OF THE MANUFACTURER OR PRODUCER.

 

SUPPLIERS SHALL NOT OFFER MORE THAN ONE BID ON EACH ITEM. TWO OR MORE QUOTATIONS ON THE SAME ITEM MAY CAUSE A REJECTION OF THE BID.  SUPPLIERS MUST DETERMINE WHICH ONE OF THEIR MANY STYLES OR TYPES FULLY MEET THE SPECIFICATION.

 

WHEN BID IS BASED ON THE PRICES LISTED IN A CATALOGUE OR PRICE LIST, A COPY OF SUCH CATALOGUE OR PRICE LIST MUST BE SUBMITTED WITH BID PROPOSAL.  CONTRACTOR SHALL FURNISH ADDITIONAL CATALOGUES OR LISTS AS REQUIRED.

 

#7           UNLESS OTHERWISE STIPULATED, IT IS HEREBY AGREED THAT THE CITY OF ST. LOUIS WILL RECEIVE THE BENEFIT FOR ANY REDUCTION IN PRICES DURING THE LIFE OF THIS CONTRACT, BUT WILL ONLY PAY THE CONTRACT OR BID PRICES SHOULD ANY INCREASES OCCUR DURING THE SAME PERIOD.

 

#8           THE SUCCESSFUL BIDDER MAY BE REQUIRED TO FURNISH A PERFORMANCE BOND OR CASHIER'S CHECK, FOR A REASONABLE AMOUNT DETERMINED BY THE SUPPLY COMMISSIONER.

 

#9           THE CITY OF ST. LOUIS, WITH THE PERMISSION OF THE SUCCESSFUL BIDDER HAS THE OPTION OF EXTENDING THIS CONTRACT FOR AN ADDITIONAL PERIOD (NOT TO EXCEED THE NUMBER OF MONTHS OF ORIGINAL CONTRACT).

 

#10         BID PROPOSALS ARE TO BE RETURNED IN A SEALED ENVELOPE OR THROUGH THE CITY’S ONLINE BID PORTAL.  MANUALLY SUBMITTED BID PROPOSALS SHALL BE SUBMITED IN A SEALED ENVELOPE WHERE THE COMPANY NAME, BID PROPOSAL NAME AND NUMBER WILL BE FILLED IN THE UPPER LEFT HAND CORNER OF THE SEALED ENVELOPED. AN OFFICIAL BROWN "ADVERTISED" BID ENVELOPE FURNISHED BY THE SUPPLY DEPARTMENT MAY BE REQUESTED FOR SUBMISSION.

 

#11         BID PROPOSAL MUST REACH THE SUPPLY DEPARTMENT BEFORE 12 O'CLOCK NOON ON THE DAY SPECIFIED VIA THE ONLINE PORTAL OR THROUGH MAIL OR HAND DELIVERY. LATE BIDS OR REQUESTS FOR SUBMITTAL AFTER THE SPECIFIED DATE AND TIME WILL NOT BE CONSIDERED OR ACCEPTED.

 

#12         NO EXACT AMOUNTS OF USAGE IS GUARANTEED, ANY QUANTITIES LISTED ARE ONLY ESTIMATES.

 

SUPPLIERS SHALL SAVE HARMLESS THE CITY OF ST. LOUIS FROM THE PAYMENT OF ANY AND ALL CLAIMS OR DEMANDS ARISING OUT OF ANY INFRINGEMENT, OR USE OF ANY PATENT OR PATENTED DEVICE, ARTICLE, SYSTEM, ARRANGEMENT, MATERIAL OR PROCESS USED BY HIM IN THE EXECUTION OF THIS CONTRACT.

 

                                                                                                                                                                                PAGE 1 of 2

#13         BRAND NAMES AND NUMBER MUST BE FILLED IN ON EACH ITEM WHERE THERE IS A LINE THAT "STATE

                BRAND" COLUMN.

 

UNLESS YOU SPECIFICALLY STATE OTHERWISE, THE CITY WILL ASSUME THAT YOU ARE QUOTING ON THE EXACT ITEMS REQUESTED AND WILL EXPECT YOU TO FURNISH THE EXACT ITEMS ASKED FOR IN THIS PROPOSAL.                                                           

DELIVERIES

 

#14          DELIVERIES ARE TO BE MADE TO THE VARIOUS DEPARTMENTS, FREE FROM ALL DELIVERY AND TRANSPORTATION CHARGES, IN SUCH QUANTITIES AND AT SUCH TIMES AS ORDERED BY THE VARIOUS DEPARTMENTS.

 

#15          ALL DELIVERIES MUST BE ACCOMPANIED BY A PACKING SLIP OR INVOICE, LISTING THE DEPARTMENT, THE REQUISITION/PURCHASE ORDER NUMBER, AND THE EXACT QUANTITIES OF EACH ITEM INCLUDED IN THE SHIPMENT.

 

#16          IN THE EVENT THE SUCCESSFUL BIDDER FAILS TO MAKE DELIVERY OF ANY ITEM OR ITEMS THAT MEET THE CONDITIONS AND REQUIREMENTS AS OUTLINED IN THIS PROPOSAL WITHIN 15 DAYS OF RECEIPT OF ORDER, THE CITY RESERVES THE RIGHT TO PURCHASE SAID ITEM OR ITEMS ON THE "OPEN MARKET" AND CHARGE ANY COSTS ABOVE THE BID PRICE TO THE BIDDER.  THIS PROCEDURE TO BE CONTINUED UNTIL SUCH TIME AS THE BIDDER CAN AGAIN GUARANTEE PROMPT DELIVERIES OF THE PROPER ITEM OR ITEMS.

 

#17          WHEN SAMPLES ARE REQUESTED, THE SUPPLIER MUST FURNISH SAMPLES TO MEET SPECIFICATIONS.  ALTERNATE BIDS MAY BE CONSIDERED BUT BRAND NAME, NUMBER AND DETAILS OF ALTERNATE ITEM AS TO SIZES, PRICES, ETC., MUST BE STATED ON BID PROPOSAL.  THE SUPPLIER, BY SUBMITTING SAMPLES, IS NOT RELIEVED FROM MEETING THE SPECIFICATIONS AS OUTLINED IN THIS PROPOSAL, UNLESS SPECIFICALLY NOTED ON THIS BID PROPOSAL THAT THE SAMPLES BEING QUOTED ON DO NOT MEET THE SPECIFICATION, AND ARE BID AS AN ALTERNATE.

 

#18          EACH SAMPLE MUST BE PLAINLY TAGGED WITH THE FOLLOWING INFORMATION:

 

1)             NAME OF BIDDER

2)             PAGE NUMBER OF THE BID PROPOSAL AND ITEM NUMBER

 

#19          REQUESTED SAMPLES MAY BE SUBMITTED BEFORE THE ACTUAL TIME OF THE BID OPENING OR IMMEDIATELY AFTER AS SPECIFIED ON PAGE ONE OF THIS PROPOSAL.

 

                UNLESS OTHERWISE NOTED, ALL SAMPLES ARE TO BE SUBMITTED TO ROOM 324, SUPPLY DEPARTMENT,

                CITY HALL, 1200 MARKET, ST. LOUIS, MISSOURI 63103.

 

IMPORTANT INFORMATION TO PROSPECTIVE BIDDERS REGARDING

 

TAXES AND BUSINESS LICENSES

 

 

#20          NO CONTRACT WILL BE AWARDED AND NO PAYMENTS UNDER THIS CONTRACT WILL BE MADE UNLESS THE VENDOR IS CURRENT AND NOT DELINQUENT WITH TAXES DUE THE COLLECTOR OF REVENUE AND THE LICENSE COLLECTOR.

 

YOU ARE HEREBY NOTIFIED THAT SHOULD YOUR FIRM BECOME THE SUCCESSFUL BIDDER, PAYMENT

WILL BE WITHHELD PENDING TAX CLEARANCE FROM THE LICENSE COLLECTOR AND THE COLLECTOR

                OF REVENUE.

 

IT IS IMPERATIVE THAT YOUR COMPANY MAINTAIN COMPLIANCE WITH BOTH AGENCIES THROUGHOUT THE TERM OF THIS CONTRACT!

 

TO BE PLACED ON THE CURRENT TAX ROLLS OR FOR AN APPLICATION FOR A BUSINESS LICENSE CONTACT THE FOLLOWING OFFICES:

 

LICENSE COLLECTOR'S OFFICE                (314) 622-4528       (BUSINESS LICENSE APPLICATION)

 

 

                COLLECTOR OF REVENUE'S OFFICE        (314) 622-4029       (TO BE PLACED ON TAX ROLLS)