CONTRACT: Presort Letter and F...

Agency: State Government of New Hampshire
State: New Hampshire
Type of Government: State & Local
NAICS Category:
  • 561499 - All Other Business Support Services
Posted Date: Jul 31, 2020
Due Date: Aug 21, 2020
Solicitation No: Bid 2357-21
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page
Description Bid_# Attachments Addendum Closing Date Closing Time Status Contact Commodity Category
CONTRACT: Presort Letter and F... Bid 2357-21 8/21/2020 2:00PM Open Aubert, Ryan COMMUNICATIONS AND MEDIA RELAT...

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STATE OF NEW HAMPSHIRE BID TRANSMITTAL LETTER
Date: ___________________
To: Point of Contact: Ryan Aubert
Telephone: (603)-271- 0580
Email: NH.Purchasing@das.nh.gov
Company Name: ________________________________________
Address:
_________________________________________________________
______________________________________________
RE: Bid Invitation Name: Presort Letter and Flat Mailing Services
Bid Number: 2357-21
Bid Posted Date (on or by): 7/31/20
Bid Closing Date and Time: August 21, 2020 @ 2:00 PM (EST)
Dear Ryan Aubert:
[Insert name of signor]_____________________________, on behalf of _____________________________ [insert name of entity submitting bid
(collectively referred to as “Vendor”) hereby submits an offer as contained in the written bid submitted herewith (“Bid”) to the State
of New Hampshire in response to BID # 2357-21 for Presort Letter and Flat Mailing Services at the price(s) quoted herein in complete
accordance with the bid.
Vendor attests to the fact that:
1. The Vendor has reviewed and agreed to be bound by the Bid.
2. The Vendor has not altered any of the language or other provisions contained in the Bid document.
3. The Bid is effective for a period of 180 days from the Bid Closing date as indicated above.
4. The prices Vendor has quoted in the Bid were established without collusion with other vendors.
5. The Vendor has read and fully understands this Bid.
6. Further, in accordance with RSA 21-I:11-c, the undersigned Vendor certifies that neither the Vendor nor any of its subsidiaries,
affiliates or principal officers (principal officers refers to individuals with management responsibility for the entity or association):
a. Has, within the past 2 years, been convicted of, or pleaded guilty to, a violation of RSA 356:2, RSA 356:4, or any state or
federal law or county or municipal ordinance prohibiting specified bidding practices, or involving antitrust violations, which
has not been annulled;
b. Has been prohibited, either permanently or temporarily, from participating in any public works project pursuant to RSA
638:20;
c. Has previously provided false, deceptive, or fraudulent information on a vendor code number application form, or any other
document submitted to the state of New Hampshire, which information was not corrected as of the time of the filing a bid,
proposal, or quotation;
d. Is currently debarred from performing work on any project of the federal government or the government of any state;
e. Has, within the past 2 years, failed to cure a default on any contract with the federal government or the government of any
state;
f. Is presently subject to any order of the department of labor, the department of employment security, or any other state
department, agency, board, or commission, finding that the applicant is not in compliance with the requirements of the
laws or rules that the department, agency, board, or commission is charged with implementing;
g. Is presently subject to any sanction or penalty finally issued by the department of labor, the department of employment
security, or any other state department, agency, board, or commission, which sanction or penalty has not been fully
discharged or fulfilled;
h. Is currently serving a sentence or is subject to a continuing or unfulfilled penalty for any crime or violation noted in this
section;
i. Has failed or neglected to advise the division of any conviction, plea of guilty, or finding relative to any crime or violation
noted in this section, or of any debarment, within 30 days of such conviction, plea, finding, or debarment; or
j. Has been placed on the debarred parties list described in RSA 21-I:11-c within the past year.
Authorized Signor’s Signature _______________________________ Authorized Signor’s Title ________________________
Form P37-A
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REQUEST FOR BID FOR PRESORT LETTER AND FLAT MAILING SERVICES FOR
THE STATE OF NEW HAMPSHIRE
PURPOSE:
The purpose of this bid invitation is to establish a contract(s) for Presort Letter and Flat Mailing services to the
State of New Hampshire, Department of Administrative Services (DAS), with services indicated in the SCOPE
OF SERVICES and OFFER sections of this bid invitation, in accordance with the requirements of this bid
invitation and any resulting contract.
INSTRUCTIONS TO VENDOR:
Read the entire bid invitation prior to filling it out. Complete the pricing information in the “Offer” section
(detailed information on how to fill out the pricing information can be found in the “Offer” section);
complete the “Vendor Contact Information” section; and finally, fill out, sign, and notarize page one of the
bid invitation.
BID SUBMITTAL:
All bids shall be submitted on this form (or an exact copy), shall be typed or clearly printed in ink, and
shall be received on or before the date and time specified on page 1 of this bid under “Bid Closing”.
Interested parties may submit a bid to the State of New Hampshire Bureau of Purchase and Property by
email to NH.Purchasing@DAS.NH.Gov. All bids shall be clearly marked with bid number, date due and
purchasing agent’s name.
IF YOU ARE EXPERIENCING DIFFICULTIES EMAILING YOUR BID OR YOU WISH TO VERIFY THAT YOUR BID
RESPONSE HAS BEEN RECEIVED, PLEASE CALL (603) 271-2201.
BID INQUIRIES:
Any questions, clarifications, and/or requested changes shall be submitted by an individual authorized
to commit their organization to the Terms and Conditions of this bid and shall be received in writing at
the Bureau of Purchase and Property no later than 4:00 PM on the date listed in the timeline below.
Questions shall not be submitted to anyone other than the Purchasing Agent or his/her representative.
Vendors that submit questions verbally or in writing to any other State entity or State personnel shall be
found in violation of this part and may be found non-compliant.
Questions shall be submitted by E-mail to Ryan Aubert at the following address:
Ryan.Aubert@DAS.NH.Gov
Submissions shall clearly identify the bid Number, the Vendor’s name and address and the name of the
person submitting the question.
BID DUE DATE:
All bid submissions shall be received at the Bureau of Purchase and Property no later than the date and
time shown on the transmittal letter of this bid. Submissions received after the date and time specified shall
be marked as “Late” and shall not be considered in the evaluation process.
All offers shall remain valid for a period of one hundred eighty (180) days from the bid due date. A vendor’s
disclosure or distribution of bids other than to DAS, Bureau of Purchase and Property may be grounds for
disqualification.
ADDENDA:
In the event it becomes necessary to add to or revise any part of this bid prior to the scheduled submittal
date, the NH Bureau of Purchase and Property shall post on our web site any Addenda. Before your
submission and periodically prior to the RFB closing, Vendors are required to check the site for any
addenda or other materials that may have been issued affecting the bid. The web site address is:
https://apps.das.nh.gov/bidscontracts/bids.aspx
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Contractor Initials ________
Date ________
TIMELINE:
The timeline below is provided as a general guideline and is subject to change. Unless stated otherwise,
consider the dates below a “no later than” date.
07/31/2020
08/11/2020
08/21/2020
01/01/2021
Bid Solicitation distributed on or by
Last day for questions, clarifications, and/or requested changes to bid
10:00 AM (EST) Bid Closing
Implementation of Contract
TERMS OF SUBMISSION:
All material received in response to this bid shall become the property of the State and shall not be
returned to the Vendor. Regardless of the Vendors selected, the State reserves the right to use any
information presented in a bid response. The content of each Vendor’s bid shall become public
information once a contract(s) has been awarded.
A responding bid that has been completed and signed by your representative shall constitute your
company’s acceptance of all State of New Hampshire terms and conditions and shall legally obligate your
company to these terms and conditions.
A signed response further signifies that from the time the bid is published (bid solicitation date and time) until
a contract is awarded, no vendor shall offer or give, directly or indirectly, any gift, expense reimbursement,
or honorarium, as defined by RSA 15-B, to any elected official, public official, public employee,
constitutional official, or family member of any such official or employee who shall select, evaluate, or
award the RFB.
Furthermore, a signed response signifies that any terms and/or conditions that may be or have been
submitted by the Vendor are specifically null and void and are not a part of this bid invitation or any
awarded purchase order, even if said terms and/or conditions contain language to the contrary.
The form P-37 Contract attached hereto shall be part of this bid and the basis for the contract(s). The
successful Vendor and the State, following notification, shall promptly execute this contract form, which is
to be completed by incorporating the service requirements and price conditions established by the
vendor’s offer.
CHAPTER ADM 600 PROCUREMENT AND PROPERTY RULES APPLY TO AND ARE MADE A PART HEREOF.
Complete bids shall be filled out on the original documents and format that are a part of this bid invitation.
Vendors may submit additional paperwork with pricing, but all pricing shall be on the documents provided
with this bid invitation and in the State’s format.
CONTRACT TERM:
The term of the contract shall commence on January 1, 2021 or upon approval of the Governor and Executive
Council, whichever is later, for a period of approximately three (3) years.
The contract may be extended for an additional two (2) one-year extensions thereafter under the same terms,
conditions and pricing structure upon the mutual agreement between the successful Vendor and the State
with the approval of the Governor and Executive Council. The maximum term of the contract (including
extensions) shall not exceed five (5) years.
CONTRACT AWARD:
The award shall be made to the Vendor(s) meeting the criteria established in this RFB and providing the
lowest cost per section. Vendors must bid on all items in a section to be considered compliant. The State
reserves the right to reject any or all bids or any part thereof and add/delete items/locations to the
contract. All award(s) shall be, in the form of a State of New Hampshire Contract(s).
Successful Vendor shall not be allowed to require any other type of order, nor shall the successful Vendor be
allowed to require the filling out or signing of any other document by State of New Hampshire personnel.
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Contractor Initials ________
Date ________
NOTIFICATION AND AWARD OF CONTRACT(S):
Bid results shall not be given by telephone. For Vendors wishing to attend the bid closing, the names of the
vendors submitting responses and pricing shall be made public. Other specific response information shall
not be given out. Bid results shall be made public after final approval of the contract(s).
Bid results may also be viewed on our website at https://apps.das.nh.gov/bidscontracts/bids.aspx.
For Vendors wishing to attend the bid closing: Names of the Vendors submitting responses and pricing shall
be made public.
LIABILITY:
The State shall not be held liable for any costs incurred by Vendors in the preparation of bids or for work
performed prior to contract issuance.
PUBLIC DISCLOSURE OF BID OR PROPOSAL SUBMISSIONS:
Generally, the full contents of any bid or proposal (including all materials submitted in connection with it, such
as attachments, exhibits, addenda, and vendor presentations) become public information upon completion
of final contract or purchase order negotiations with the selected vendor. Certain information concerning
bids or proposals, including but not limited to pricing or scoring, is generally available to the public even
before this time, in accordance with the provisions of NH RSA 21-G: 37.
To the extent consistent with applicable state and federal laws and regulations, as determined by the State,
including, but not limited to, NH RSA Chapter 91-A (the “Right-to-Know” Law), the State shall, after final
negotiations with the selected vendor are complete, attempt to maintain the confidentiality of portions of a
bid or proposal that are clearly and properly marked by a vendor as confidential. Any and all information
contained in or connected to a bid or proposal that a vendor considers confidential shall be clearly
designated in the following manner:
If the vendor considers any portion of a submission confidential, they shall provide a separate copy of the full
and complete document, fully redacting those portions by blacking them out and shall note on the
applicable page or pages of the document that the redacted portion or portions are “confidential.” Use of
any other term or method, such as stating that a document or portion thereof is “proprietary”, “not for public
use”, or “for client’s use only”, is not acceptable. In addition to providing an additional fully redacted copy of
the bid submission to the person listed as the point of contact on Page one (1) of this document, the
identified information considered to be confidential must be accompanied by a separate letter stating the
rationale for each item designated as confidential. In other words, the letter must specifically state why and
under what legal authority each redaction has been made. Submissions which do not conform to these
instructions by failing to include a redacted copy (if required), by failing to include a letter specifying the
rationale for each redaction, by failing to designate redactions in the manner required by these instructions,
or by including redactions which are contrary to these instructions or operative law may be rejected by the
State as not conforming to the requirements of the bid or proposal. The State will generally assume that a bid
or proposal submitted without an additional redacted copy contains no information which the vendor deems
confidential. Bids and proposals which contain no redactions, as well as redacted versions of submissions that
have been accepted by the State, may be released to the public, including by means of posting on State
web sites.
The State shall have no obligation to maintain the confidentiality of any portion of a bid, proposal or related
material, which is not marked in accordance with the foregoing provisions. It is specifically understood and
agreed that the vendor waives any claim of confidentiality as to any portion of a response to this RFB or RFP
that is not marked as indicated above, and that unmarked (or improperly marked) submissions may be
disseminated to any person, without limitation. Marking an entire bid, proposal, attachment or full sections
thereof confidential without taking into consideration the public’s right to know shall neither be accepted nor
honored by the State.
Notwithstanding any provision of this request for submission to the contrary, proposed pricing shall be subject
to public disclosure REGARDLESS of whether or not marked as confidential.
If a request is made to the State by any person or entity to view or receive copies of any portion of a proposal
and if disclosure is not prohibited under NH RSA 21-G:37 or any other applicable law or regulation, vendors
acknowledge and agree that the State may disclose any and all portions of the proposal or related materials
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Contractor Initials ________
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which is not marked as confidential. In the case of bids, proposals or related materials that contain portions
marked confidential, the State shall assess what information it believes is subject to release; notify the vendor
that the request has been made; indicate what, if any, portions of the proposal or related material shall not
be released; and notify the vendor of the date it plans to release the materials. The State is not obligated to
comply with a vendor’s designation regarding confidentiality. The State shall have no obligation to advise a
vendor that an individual or entity is attempting to electronically access, or has been referred to, materials
which have been made publicly available on the State’s web sites.
By submitting a bid or proposal, the vendor agrees that unless it obtains and provides to the State, prior to the
date specified in the notice described in the paragraph above, a court order valid and enforceable in the
State of New Hampshire, at its sole expense, enjoining the release of the requested information, the State may
release the information on the date specified in the notice without any liability to the vendor.
Notwithstanding NH RSA 91-A:4, no information shall be available to the public, or to the members of the
general court or its staff concerning specific responses to this bid invitation from the time this bid is published
until the closing date for responses.
TERMINATION:
The State of New Hampshire shall have the right to terminate the contract at any time with written notice to
the successful Vendor a thirty (30) day written notice.
VENDOR CERTIFICATIONS:
All Vendors shall be duly registered as a vendor authorized to conduct business in the State of New
Hampshire.
STATE OF NEW HAMPSHIRE VENDOR APPLICATION: Prior to bid award, Vendors shall have a
completed VENDOR CERTIFICATIONS:
All Vendors shall be duly registered with the NH Bureau of Purchase and Property as State of New
Hampshire vendors. All Vendors that are corporations, limited liability companies, or other limited
liability business entities (this excludes sole proprietors and general partnerships) shall be duly
registered with the New Hampshire Secretary of State to conduct business in the State of New
Hampshire.
STATE OF NEW HAMPSHIRE VENDOR APPLICATION: To be eligible for a contract award, a Vendor
must have a completed Vendor Application Package on file with the NH Bureau of Purchase
and Property. See the following website for information on obtaining and filing the required
forms (no fee: https://DAS.NH.Gov/Purchasing
NEW HAMPSHIRE SECRETARY OF STATE REGISTRATION: To be eligible for a contract award, a
Vendor that is a corporation, limited liability company, or other limited liability business entity (this
excludes sole proprietors and general partnerships) must be registered to conduct business in the
State of New Hampshire AND in good standing with the NH Secretary of State. Please visit the
following website to find out more about the requirements for registration with the NH Secretary of
State: http://sos.nh.gov/Corp_Div.aspx
CONFIDENTIALITY & CRIMINAL RECORD: If Applicable, any employee or approved subcontractor of
the Vendor who will be accessing or working with records of the State of New Hampshire shall be
required to sign a Confidentiality and Non-Disclosure Agreement and a Release of Criminal Record
Authorization Form. These forms shall be returned to the designated State agency prior to
commencing any work.
CERTIFICATE OF INSURANCE:
Prior to being awarded a contract the Vendor shall be required to submit proof of comprehensive
general liability insurance coverage prior to performing any services for the State. The coverage
shall insure against all claims of bodily injury, death or property damage in amounts of not less than
$1,000,000 per occurrence and $2,000,000 aggregate. Coverage shall also include State of New
Hampshire workers’ compensation insurance to the extent required by RSA Chapter 281-A.
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