Contract: TRUCK AND ENGINE REPLACEMENT PARTS

NEW HAMPSHIRE DEPARTMENT OF ADMINISTRATIVE SERVICES
DIVISION OF PROCUREMENT AND SUPPORT SERVICES
REQUEST FOR BID
FOR
TRUCK AND ENGINE REPLACEMENT PARTS
3135-27
DUE DATE: 6/4/2026 10:30 AM (EASTERN TIME)
Page 1 of 17
Bidder Initials_______
Date___________

Table of Contents
1. PURPOSE: ........................................................................................................................................................................................ 3
2. INSTRUCTIONS TO VENDOR: ..................................................................................................................................................... 3
3. BID SUBMITTAL: ........................................................................................................................................................................... 3
4. BID INQUIRIES: .............................................................................................................................................................................. 3
5. BID DUE DATE: .............................................................................................................................................................................. 3
6. ADDENDA: ...................................................................................................................................................................................... 3
7. TIMELINE: ....................................................................................................................................................................................... 3
8. TERMS OF SUBMISSION: ............................................................................................................................................................. 4
9. CONTRACT TERM: ........................................................................................................................................................................ 4
10. CONTRACT AWARD: .................................................................................................................................................................... 4
11. NOTIFICATION AND AWARD OF CONTRACT(S): ................................................................................................................... 5
12. LIABILITY: ...................................................................................................................................................................................... 5
13. PUBLIC DISCLOSURE OF BID OR PROPOSAL SUBMISSIONS: ............................................................................................. 5
14. TERMINATION: .............................................................................................................................................................................. 6
15. VENDOR CERTIFICATIONS: ........................................................................................................................................................ 6
16. BID PRICES: .................................................................................................................................................................................... 6
17. AUDITS AND ACCOUNTING: ...................................................................................................................................................... 6
18. ACCOUNT REPRESENTATIVE: ................................................................................................................................................... 7
19. ESTIMATED USAGE: ..................................................................................................................................................................... 7
20. USAGE REPORTING: ..................................................................................................................................................................... 7
21. ESTABLISHMENT OF ACCOUNTS: ............................................................................................................................................ 7
22. ELIGIBLE PARTICIPANTS: ........................................................................................................................................................... 7
23. PAYMENT: ...................................................................................................................................................................................... 8
24. INVOICING: .................................................................................................................................................................................... 8
25. VENDOR RESPONSIBILITY: ........................................................................................................................................................ 8
26. IF AWARDED A CONTRACT: ...................................................................................................................................................... 8
27. SPECIFICATION COMPLIANCE: ................................................................................................................................................. 9
28. SPECIFICATIONS: .......................................................................................................................................................................... 9
29. SCOPE OF WORK: .......................................................................................................................................................................... 9
30. WARRANTY REQUIREMENTS: ................................................................................................................................................... 9
31. OBLIGATIONS AND LIABILITY OF THE VENDOR: .............................................................................................................. 10
32. NON-EXCLUSIVE CONTRACT: ................................................................................................................................................. 10
33. DISASTER RECOVERY: .............................................................................................................................................................. 10
34. RECALLS: ...................................................................................................................................................................................... 10
35. RETURNED GOODS: .................................................................................................................................................................... 10
36. BACKORDERS AND SUBSTITUTIONS:.................................................................................................................................... 11
37. ENVIRONMENTALLY FRIENDLY PRODUCTS: ..................................................................................................................... 11
38. OFFER: ........................................................................................................................................................................................... 11
39. VENDOR'S BALANCE OF PRODUCT LINE ITEMS: ............................................................................................................... 11
40. VENDOR CONTACT INFORMATION: ...................................................................................................................................... 12
41. DELIVERY TIME: ......................................................................................................................................................................... 12
42. DELIVERY LOCATIONS: ............................................................................................................................................................ 12
43. ATTACHMENTS: .......................................................................................................................................................................... 13
44. Note: To be considered, bid TRANSMITTAL LETTER shall be signed in the space provided. .................................................. 13
45. The Bid Opening is open to the public online at the following: ...................................................................................................... 13
APPENDIX A .......................................................................................................................................................................................... 14
STATE OF NEW HAMPSHIRE TRANSMITTAL LETTER ................................................................................................................ 17
Page 2 of 17
Bidder Initials_______
Date___________

1. PURPOSE:
1.1. The purpose of this bid invitation is to establish a contract for supply and delivery of truck and engine
replacement parts to the State of New Hampshire with product list and requirements indicated in the SCOPE
OF WORK and OFFER sections of this bid invitation, in accordance with the requirements of this bid
invitation and any resulting contract.
2. INSTRUCTIONS TO VENDOR:
2.1. 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, and sign the bid transmittal letter.
3. BID SUBMITTAL:
3.1. 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 paragraph 7 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.
3.2. 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.
4. BID INQUIRIES:
4.1. 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. Bidders 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.
4.2. Questions shall be submitted by email to Michelle Parent at Michelle.A.Parent@das.nh.gov
4.3. Submissions shall clearly identify the bid Number, the Vendor's name and address and the name of the person
submitting the question.
5. BID DUE DATE:
5.1. 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.
5.2. 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.
6. ADDENDA:
6.1. 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.
7. TIMELINE:
7.1. 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.
Bid Solicitation distributed on or by: 5/18/2026
Last day for questions, clarifications, and/or requested changes to bid: 5/28/2026
States response to questions, clarifications, and/or requested changes to bid: 6/2/2026
Bid Closing (Eastern Time): 6/4/2026 10:30 AM
Page 3 of 17
Bidder Initials_______
Date___________

8. TERMS OF SUBMISSION:
8.1. 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.
8.2. 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.
8.3. A signed response further signifies that from the time the bid is published (bid solicitation date and time) until
a contract is awarded, no bidder 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.
8.4. 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.
8.5. 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.
8.6. CHAPTER ADM 600 PROCUREMENT AND PROPERTY RULES APPLY TO AND ARE MADE A PART
HEREOF.
8.7. 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.
9. CONTRACT TERM:
9.1. The term of the contract shall commence upon execution by the Commissioner of the Department of
Administrative Services, or upon approval of the Governor and Executive Council, whichever is later, through
July 31, 2029.
9.2. The contract may be extended for up to an additional two (2) years 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 Commissioner of the Department of Administrative Services.
9.3. The State of New Hampshire reserves the right to add or delete locations/equipment throughout the term of the
contract. For the addition of a new location or new equipment, a requesting agency through the Division of
Procurement and Support Services shall submit a request for quote (RFQ) including a detailed scope of work
to the contractor. Quotes shall be in accordance with pricing and service requirements contained herein and no
service shall be performed until documented acceptance by the State is received. The Contract may be
amended, by agreement of the parties, effective upon approval of the commissioner of the Department of
Administrative Services or designee, without further approval needed by the Governor and Executive Council
as long as the price limitation is unchanged or decreased as a result of the new or deleted locations/equipment.
10. CONTRACT AWARD:
10.1. The award shall be made to the one or more Vendor(s) meeting the criteria established in this RFB and
providing the lowest cost per section per district. You must bid on at least 90% of the items to be
considered. 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).
10.2. The State of New Hampshire reserves the right to add or delete locations/equipment throughout the term of the
contract. For the addition of a new location or new equipment, a requesting agency through the Division of
Procurement and Support Services shall submit a request for quote (RFQ) including a detailed scope of work to
the contractor. Quotes shall be in accordance with pricing and service requirements contained herein and no
service shall be performed until documented acceptance by the State is received. The Contract may be amended,
by agreement of the parties, effective upon approval of the commissioner of the Department of Administrative
Services or designee, without further approval needed by the Governor and Executive Council as long as the
price limitation is unchanged or decreased as a result of the new or deleted locations/equipment.
Page 4 of 17
Bidder Initials_______
Date___________

10.3. 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.
11. NOTIFICATION AND AWARD OF CONTRACT(S):
11.1. 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).
11.2. Bid results may also be viewed on our website at https://apps.das.nh.gov/bidscontracts/bids.aspx.
11.3. For Vendors wishing to attend the bid closing: Names of the Vendors submitting responses and pricing shall
be made public. In lieu of in person public bid openings the State shall conduct openings via electronic means
until further notice.
12. LIABILITY:
12.1. 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.
13. PUBLIC DISCLOSURE OF BID OR PROPOSAL SUBMISSIONS:
13.1. Generally, the full contents of any 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 proposals,
including but not limited to scoring, is generally available to the public even before this time, in accordance
with the provisions of NH RSA 21-G:37.
13.2. Confidential, commercial, or financial information may be exempt from public disclosure under RSA 91-A:5,
IV. Any and all information contained in or connected to a bid or proposal that a Bidder considers confidential
shall be clearly designated in the following manner:
13.3. If the Bidder 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 stamped or otherwise marked with the
notation "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. Marking or designating an entire proposal,
attachment, or section as confidential shall neither be accepted nor honored by the State. 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.
13.4. 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.
13.5. If a request is made to the State by any person or entity to view or receive copies of any portion of a proposal,
the State will assess what information it believes is subject to release; notify the Bidder that the request has
been made; indicate what, if any, portions of the proposal or related material shall be released; and notify the
Bidder of the date it plans to release the materials. To halt the release of information by the State, a Bidder
must initiate and provide to the State, prior to the date specified in the notice, a court action in the Superior
Court of the State of New Hampshire, at its sole expense, seeking to enjoin the release of the requested
information.
13.6. By submitting a proposal, Bidders acknowledge and agree that:
13.6.1. The State may disclose any and all portions of the proposal or related materials which are not marked
as confidential and/or which have not been specifically explained in the letter to the person identified
as the point of contact for this RFP;
Page 5 of 17
Bidder Initials_______
Date___________

13.6.2. The State is not obligated to comply with a Bidder's designations regarding confidentiality and must
conduct an independent analysis to assess the confidentiality of the information submitted in your
proposal; and
13.6.3. The State may, unless otherwise prohibited by court order, release the information on the date
specified in the notice described above without any liability to a Bidder.
14. TERMINATION:
14.1. The State of New Hampshire shall have the right to terminate the contract at any time with a thirty (30) day
written notice to the successful Vendor.
15. VENDOR CERTIFICATIONS:
15.1. 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.
15.2. 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).
15.3. 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: https://sos.nh.gov/corporation-
division/.
15.4. 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.
15.5. 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.
16. BID PRICES:
16.1. Bid prices shall remain firm for the entire contract period and shall be in US dollars and shall include delivery
and all other costs required by this bid invitation. Special charges, surcharges (including credit card
transaction fees), or fuel charges of any kind (by whatever name) may not be added on at any time. Any and
all charges shall be built into your bid price at the time of the bid. Unless otherwise specified, prices shall
be F.O.B. DESTINATION, (included in the price bid), which means delivered to a state agency's receiving
dock or other designated point as specified in this contract or subsequent purchase orders without additional
charge. Shipments shall be made in order to arrive at the destination at a satisfactory time for unloading during
receiving hours. The State of New Hampshire will not pay additional shipping cost, ANY AND ALL
CHARGES SHALL BE BUILT INTO YOUR BID PRICE AT THE TIME OF THE BID.
16.2. Per Administrative Rule 606.01(e) "if there is a discrepancy between the unit price and the extension price in a
response to an RFP, RFB or RFQ, the unit price shall be binding upon the vendor".
16.3. Price decreases shall become effective immediately as they become effective to the general trade.
16.4. Updated Published Price List MUST be e-mailed to Michelle.A.Parent@DAS.NH.Gov.
17. AUDITS AND ACCOUNTING:
17.1. The successful Vendor shall allow representatives of the State of New Hampshire to have complete access to
all records for the purpose of determining compliance with the terms and conditions of this bid invitation and
in determining the award and for monitoring any resulting contract.
Page 6 of 17
Bidder Initials_______
Date___________

17.2. At intervals during the contract term, and prior to the termination of the contract, the successful Vendor may
be required to provide a complete and accurate accounting of all products and quantities ordered by each
agency and institution and by political sub-divisions and authorized non-profit organizations.
18. ACCOUNT REPRESENTATIVE:
18.1. The Contractor shall assign a dedicated account representative and a backup in their absence who will be
responsible for the daily administration of this Contract. The account representative shall be familiar with all
Contract requirements to ensure compliance with the terms of the Contract. The account representative shall
respond by phone or email to Client Agency inquiries within 24 hours of initial contact or the next business
day if after normal business hours.
19. ESTIMATED USAGE:
19.1. The quantities indicated in the offer section of this bid invitation are an estimate only for the State of New
Hampshire's annual requirements. These quantities are indicated for informational purposes only and shall not
be considered minimum or guaranteed quantities, nor shall they be considered maximum quantities. These
quantities do not include any eligible participant usage.
20. USAGE REPORTING:
20.1. The successful Vendor shall be required to submit a quarterly and annual usage report for analysis for each
state agency or eligible participant. Reports are due no later than 30 days after each end of each calendar
quarter to Michelle Parent at The Bureau of Procurement & Support Services and sent electronic to
Michelle.A.Parent@DAS.NH.Gov. At a minimum, the Report shall include:
20.1.1. Contract Number
20.1.2. Utilizing Agency and Eligible Participant
20.1.3. Services/Products Purchased (showing the manufacturer, item, part number, detailed part description,
quantity ordered, unit cost, and the extended total cost.)
20.1.4. Third-party sustainability certifications, environmental attributes, and documentation with respect to
recycled content used in the manufacture, development and distribution process of goods and services
sold. This report shall include but not be limited to:
20.1.4.1. Percentage of recycled materials contained within finished products
20.1.4.2. Percentage of waste recycled throughout the manufacturing process
20.1.4.3. Types and volume of packaging used for transport
20.1.4.4. Any associated material avoided and/or recycled as applicable under contract
20.1.4.5. A standardized reporting form will be provided after contract award
20.1.4.6. Green Certifications for each product sold
20.1.5. Total Cost of all Services/Products Purchased. Ability to sort by agency/eligible participant.
20.1.6. In Excel format
21. ESTABLISHMENT OF ACCOUNTS:
21.1. Each State of New Hampshire agency shall have its own individual customer account number. There may also
be instances where divisions or bureaus within an agency will need their own individual customer account
numbers. Should any State of New Hampshire agency place an order under the contract, the successful Vendor
agrees to establish an account within three business days from the date the order is placed. However, there
shall be no delay in any shipment; the agency shall receive the items ordered in accordance with the delivery
time required under this bid invitation, as if an account already exists for the agency.
22. ELIGIBLE PARTICIPANTS:
22.1. Political sub-divisions (counties, cities, towns, school districts, special district or precinct, or any other
governmental organization), or any nonprofit agency under the provisions of section 501c of the federal
internal revenue code, are eligible to participate under this contract whenever said sub-division or nonprofit
agency so desires. These entities are autonomous and may participate at their sole discretion. In doing so, they
are entitled to the prices established under the contract. However, they are solely responsible for their
association with the successful Vendor. The State of New Hampshire assumes no liability between the
successful Vendor and any of these entities.
Page 7 of 17
Bidder Initials_______
Date___________

23. PAYMENT:
23.1. Payments shall be made via ACH or Procurement Card (P-card = Credit Card) unless otherwise specified by
the state of New Hampshire. Use the following link to enroll with the State Treasury for ACH payments:
https://www.nh.gov/treasury/state-vendors/index.htm. Eligible participants shall negotiate their own payment
methods with the successful Vendor.
23.2. If the agency is enrolled in the P-card Program, Mandatory Procurement Card usage is effective for agencies
enrolled in the State P-Card Program.
23.3. Payment shall not be due until 30 days after the invoice has been received at the agency business office or all
items have been delivered, inspected, and accepted by the agency, whichever is later.
24. INVOICING:
24.1. Invoices shall be submitted to the corresponding State agency after completion of work/acceptance of delivery.
25. VENDOR RESPONSIBILITY:
25.1. The successful Vendor shall be solely responsible for meeting all terms and conditions specified in the bid, and
any resulting contract. All State of New Hampshire bid invitations and addenda to such bid invitations are
advertised on our website at: https://apps.das.nh.gov/bidscontracts/bids.aspx. It is a prospective Vendor's
responsibility to access our website to determine any bid invitation under which the Vendor desires to
participate. It is also the Vendor's responsibility to access our website for any posted addenda. The website is
updated several times per day; it is the responsibility of the prospective Vendor to access the website
frequently to ensure that no bidding opportunity or addendum is overlooked. It is the prospective Vendor's
responsibility to forward a signed copy of any addendum requiring the Vendor's signature to the Bureau of
Purchase and Property with the bid response.
25.2. In preparation of a bid response, the prospective Vendor shall:
25.2.1. Provide pricing information as indicated in the "Offer" section; and
25.2.2. Provide all other information required for the bid response (if applicable); and
25.2.3. Complete the "Vendor Contact Information" section; and
25.2.4. Complete the company information on the "Transmittal Letter" page, and sign under penalty of
unsworn falsification in the space provided on that page.
25.3. It is the responsibility of the Vendor to maintain this and any awarded contract and New Hampshire Vendor
Registration with up to date contact information. Contract specific contact information (Sales contact,
Contractor contract manager, etc.) shall be sent to the State's Contracting Office listed in Box 1.9 of Form P-
37. Additionally, all updates i.e., telephone numbers, contact names, email addresses, W9, tax identification
numbers are required to be current through a formal electronic submission to the Bureau of Purchase and
Property at: https://www.das.nh.gov/purchasing/vendorresources.aspx.
26. IF AWARDED A CONTRACT:
26.1. The successful Vendor shall complete the following sections if awarded a contract of the Agreement State of
New Hampshire Form #P-37 see Appendix A (sample):
Section 1.3 Contractor Name
Section 1.4 Contractor Address
Section 1.11 Contractor Signature
Section 1.12 Name & Title of Contractor Signatory (if Vendor is not a sole proprietor)
26.1.1. Provide certificate of insurance indicating the coverage amounts required by Section 14 of the Form
Number P-37.
26.1.2. Provide proof of sufficient workers' compensation insurance coverage or evidence of exemption from
RSA Chapter 81-A.
26.1.3. If the successful Vendor is a corporation, limited liability company, or other limited liability business
entity, then provide a certificate of good standing issued by the NH Secretary of State or, for a newly
incorporated, formed, or registered entity, a copy of the appropriate registration document certified by
the NH Secretary of State.
Page 8 of 17
Bidder Initials_______
Date___________

27. SPECIFICATION COMPLIANCE:
27.1. Vendor's offer shall meet or exceed the required specifications as written. The State of New Hampshire shall
be the sole determining factor of what meets or exceeds the required specifications.
27.2. Unless otherwise specified by the Bureau of Purchase and Property in this bid invitation document, all
equipment/items offered by the Vendor shall be new (and of the current model year, if applicable); shall not be
used, rebuilt, refurbished; shall not have been used as demonstration equipment, and shall not have been placed
anywhere for evaluation purposes.
27.3. The manufacturers and/or product numbers indicated are the only ones that are acceptable under this section.
28. SPECIFICATIONS:
28.1. Complete specifications required are detailed in the SCOPE OF WORK section of this bid invitation. In
responding to the bid invitation, the prospective Vendor shall address all requirements for information as
outlined herein.
28.2. The signature of state personnel on shipping documents shall signify the receipt but not the acceptance of the
shipment signed for.
29. SCOPE OF WORK:
29.1. Vendor shall supply all labor, tools, transportation, materials, equipment and permits as necessary and required
to perform services as described herein.
29.2. Make deliveries in accordance with the delivery days and timeframes set forth herein, except on holidays or at
other times when the State is closed, including, but not limited to, inclement weather. All references to the time
of day are Eastern Time (ET).
29.3. Vendors shall provide material safety data sheets with the delivery of any and all products covered by RSA
277-A, the "Worker's Right to Know Act."
29.4. Delivery shall be made as ordered and in accordance with the terms specified herein. Unless otherwise
specified by the State in writing, delivery shall be to a loading dock or receiving platform. The Contractor or
Contractor's shipping designee shall be responsible for removal of product from the carrier and placement on
the State loading dock or receiving platform. The State receiving personnel are not required to assist in this
process. Reasonable compliance with delivery terms shall be final and binding and the burden of proof of
proper receipt of the order shall rest with the Contractor.
29.5. Unless otherwise specified herein, all services/deliveries performed under this Contract(s) shall be performed
between the hours of 8:00 A.M. and 4:00 P.M. for State business days, unless other arrangements are made in
advance with the State. Any deviation in work hours shall be pre-approved by the Contracting Officer. The
State requires ten-day advance knowledge of said work schedules to provide security and access to respective
work areas. No premium charges shall be paid for any off-hour work.
29.6. The Vendor or their personnel shall not represent themselves as employees or agents of the State.
29.7. While on State property, employees shall be subject to the control of the State, but under no circumstances
shall such persons be deemed to be employees of the State.
29.8. All personnel shall observe all regulations or special restrictions in effect at the State Agency.
29.9. The Vendor's personnel shall be allowed only in areas where services are being performed. The use of State
telephones is prohibited.
29.10. If sub-contractors are to be utilized, please include information regarding the proposed sub-contractors
including the name of the company, their address, contact person and three references for clients they are
currently servicing. Approval by the State must be received prior to a sub-contractor starting any work.
30. WARRANTY REQUIREMENTS:
30.1. The successful Vendor shall be required to provide warranties on all equipment/commodity provided by the
Vendor for a period of not less than one (1) year or the manufacturer's standard warranty period, whichever is
greater, commencing on the date that the equipment is received, inspected, and accepted by the State of New
Hampshire. The warranty shall cover 100% of repair or replacement costs, including all parts, shipping, labor,
travel, lodging, and expenses.
Page 9 of 17
Bidder Initials_______
Date___________

31. OBLIGATIONS AND LIABILITY OF THE VENDOR:
31.1. The successful Vendor shall perform all work and furnish all materials, tools, equipment and safety devices
necessary to perform the requested services in the manner and within the time hereinafter specified. The
Vendor shall provide said services to the satisfaction of the State and in accordance with the specifications and
at the price set forth herein. All work to be performed and all equipment to be furnished pursuant to the Scope
of Services included herein shall be performed and furnished in strict accordance with the specifications
included herein, the terms of any contract awarded as a result of this solicitation, any associated contract
drawings, and the directions of State representatives as may be given from time to time while the work is in
progress.
31.2. The successful Vendor shall take full responsibility for the work to be performed pursuant to the Scope of
Work included herein; for the protection of said work; and for preventing injuries to persons and damage to
property and utilities on or about said work. The Vendor shall in no way be relieved of such responsibility by
any authority of the State to give permission or issue orders relating to any part of the work, by any such
permission given or orders issued, or by any failure of the State to give such permission or issue such orders.
The successful Vendor shall bear all losses accruing to the Vendor as a result of the amount, quality, or
character of the work required, or because the nature or characteristics of the work location is different from
what the Vendor estimated or expected, or due to delays or other complications caused by the weather,
elements, or other natural causes.
31.3. The successful Vendor agrees that any damage or injury to any buildings, materials, equipment, or other
property resulting from the Vendor's performance of the requested services shall be repaired at the Vendor's
own expense so that such buildings, materials, equipment, or other property are satisfactorily restored to their
prior condition.
32. NON-EXCLUSIVE CONTRACT:
32.1. Any resulting Contract from this RFB will be a non-exclusive Contract. The State reserves the right, at its
discretion, to retain other Contractors to provide any of the Services or Deliverables identified under this
procurement or make an award by item, part or portion of an item, group of items, or total Proposal.
33. DISASTER RECOVERY:
33.1. Do you provide emergency preparedness plan to aid the State during an emergency or disaster recovery with
specifics as to response time, availability of supplies and goods and services offered? Yes or No (circle one)
33.2. If yes, please include hard copy and/or link to website for further information. This information is not
considered part of award criteria and is considered informational only.
34. RECALLS:
34.1. Contractor shall have the ability to track all products ordered and delivered. The Contractor shall have a
product recall program that provides for notification within twenty-four (24) hours of the recall to the State
which has received the recalled products. The Contractor shall pick up and replace all products that are subject
to the recall at no additional cost to the State. Recalled products that are returned shall be credited on the next
invoice.
35. RETURNED GOODS:
35.1. The successful Vendor shall resolve all order and invoice discrepancies within five (5) business days from
notification. Products returned due to quality issues, duplicate shipments, over-shipments, etc. shall be picked
up by the successful Vendor within ten (10) business days of notification with no restocking or freight charges
and shall be replaced with specified products or the agency shall be refunded/credited for the full purchase
price. Unauthorized substitutions for any products are not allowed.
35.2. Standard stock products ordered in error by the State of New Hampshire shall be returned for full credit within
fifteen (15) business days of receipt. Products shall be in re-saleable condition (original container, unused) and
there shall be no restocking fee charged for these products. The using agency shall be responsible for any
freight charges to return these items to the successful Vendor.
35.3. The signature of state personnel on shipping documents shall signify the receipt of the shipment but not the
acceptance of the shipment.
Page 10 of 17
Bidder Initials_______
Date___________