CITY OF ST LOUIS, MISSOURI

 INSTRUCTION TO BIDDERS (for Request for Quotations - RFQs) 

VENDORS SHOULD CAREFULLY READ THE FOLLOWING INSTRUCTIONS AND TERMS AND CONDITIONS, BEFORE SUBMITTING QUOTATION.

  CAUTION:  THIS IS NOT AN ORDER

• Quotations (Bids) will only be accepted on this form which must be returned in a sealed envelope or through the online bid portal.  The upper left corner of the envelope must include the following information: Vendor Name, Quotation Number and the Due By Date. This information is also required on any mail delivered next day or overnight.   
• Quotations should be typewritten or in ink.  Altered or erased unit price(s) must be initialed. One copy of Quotation Sheet must be submitted, please retain a copy for your files.
• The Supply Commissioner reserves the right to reject any or all bids.
• The Supply Commissioner reserves the right to make awards on an item basis or on a total basis.
• Bidders must quote Unit Price(s) and Extension on each item.  When an error appears on an extension, the Unit Price(s) will govern.
• When Quotation Sheet requests item(s) by brand name and your quote is for an alternate brand – show brand name(s) with model number(s) and attach full specifications.
• When Quotation Sheet has only a general description(s) of item(s) required – show brand name with model number(s) and attach full specifications.
• 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.
• Freight or delivery charges must be included in quote, or shown separately on quote, so bid can be evaluated.
• Bids (RFQs) must arrive no later than NOON on the date stated or will be rejected. Faxed or E-mailed bids are not accepted unless specifically requested.
• Bids will be publicly opened on the date specified beginning at NOON.
• Prices quoted will be considered firm.
• Bids having an acceptance limit of less than thirty (30) days after opening date may be rejected.
• Time of proposed delivery must be stated in definite terms.
• Failure of Bidder to understand the item(s) requested or any part of the specifications will not be a valid reason for bidding on the wrong item(s).  Any questions regarding description of item(s) requested should be cleared with the Buyer listed in the bid document. 
• Samples when requested must be delivered before actual time of bid opening with each sample plainly tagged showing the name of Bidder, Quotation Number, Brand Name and lot number or quality.  Submission of samples does not relieve bidder from meeting the specifications as outlined in the Bid Documents unless the bidder specifically states they are bidding on an alternate.
• All samples are to be submitted to the address listed below unless otherwise stated in Bid Documents.
• Deliveries must be accompanied by a packing slip or invoice, listing the Department, Quotation Number, and the exact quantities of each item included in the shipment.
• ONLY U.S.P., N.F., OR N.N.D. DRUGS ARE ACCEPTABLE.  ALL DRUGS MUST COME IN MANUFACTURER’S ORIGINAL PACKAGES, PROPERLY SEALED.
• 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 seven (7) days of time stated by bidder on face of this quotation sheet, 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.
• The laws of the State of Missouri provide that the City of St. Louis pay no State Sales or Use Tax 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.
• Suppliers shall save harmless the City of St. Louis from the payment of any and all claims or demands arising out of any infringement, alleged infringement, or use of any patent or patented device, article, system, arrangement, material or process used by him in the execution of this contract.
• Supply Division hours are Monday through Friday – 8:00 A.M. to 5:00 P.M. Main Number: 314-622-4580.

All mailed bids submitted in a SEALED ENVELOPE shall be mailed to:

SUPPLY COMMISSIONER

1200 MARKET ST  RM 324

ST LOUIS  MO 63103-2842