Department of Military Affairs and Veterans Services Bid Transmittal Letter
To: Point of Contact: Ryan Godin
Company Name: _______________________________
RE: Bid Invitation Name: Hillsboro Boiler Replacement
Bid Number: RFB DMAVS 2020-04
Bid Posted Date (on or by): 06/29/2020
Bid Closing Date and Time: 07/23/2020 @ 10:00 AM (EST)
[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 #
RFB DMAVS 2020-04 for Hillsboro Boiler Replacement 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
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
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
NOTARY PUBLIC/JUSTICE OF THE PEACE
COUNTY: ___________________________ STATE: ______________
On the _____ day of _______________, 2020, personally appeared before me, the above named
________________________, in his/her capacity as authorized representative of ________________, known to
me or satisfactorily proven, and took oath that the foregoing is true and accurate to the best of his/her
knowledge and belief.
In witness thereof, I hereunto set my hand and official seal.
(Notary Public/Justice of the Peace)
My commission expires: _________________________________________________________ (Date)
REQUEST FOR BID (RFB) FOR HILLSBORO BOILER REPLACEMENT
THE DEPARTMENT OF MILTARY AFFAIRS AND VETERANS SERVICES
The purpose of this bid invitation is to establish a contract for a Hillsboro Boiler Replacement to the
Department of Military Affairs and Veterans Services 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
1. INSTRUCTIONS TO VENDOR:
Read the entire bid invitation prior to filling it out. Complete the Bid Form 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 pages one and two of the bid
a. The term "Consultant" means the registered Professional Architect or Engineer engaged to
develop Plans and Specifications for the Project.
b. The term "Department" means The Department of Military Affairs and Veterans Services
acting directly or through an authorized representative.
c. The term "Contractor" means the party of the second part to the Contract, acting directly or
through an authorized lawful agent or employee. The Specifications may be divided into separate
headings or divisions to cover various trades in the work, and where trade Contractors are
referred to, it has been for convenience only.
d. The terms "Plans" and "Drawings" shall be synonymous.
e. The term "provide" means to furnish and install a product, materials, systems, and/or
equipment, complete in place, fully tested and approved.
f. Wherever the term "Architect" is used throughout the Technical Specifications, it shall be
understood to mean the "Consultant".
g. The term "Notice" as used herein shall mean and include all written notices, demands,
instructions, claims, approvals, and disapprovals required to obtain compliance with Contract
requirements. Any written notice by either party to the Contract shall be sufficiently given if
delivered to or at the last known business address of the person, firm, or corporation constituting
the other party to the Contract, or to his, their, or its duly authorized agent, representative, or
officer, or when sent by registered mail to such last known business address.
3. 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”. Bids must be
submitted in a sealed envelope. Interested parties may submit a bid to the Department of Military Affairs and
Veterans Services by email to Ryan.Godin@nh.gov. All bids shall be clearly marked with bid number, date due
and Agency contact’s name.
a. The Bidder is required to bid on all items called for in the proposal, which may include
Alternates. For Alternate pricing the Bidder shall set forth in the space provided the amount to be
added to or deducted from the Base Bid. If an alternate price called for does not involve a change
in price, the Bidder shall so indicate by writing the words "no change" in the space provided.
b. The Bidder shall specify a unit price, both in words and figures, for each item called for in this
Proposal. All of the words and figures shall be in ink or typed. If a unit price or a lump sum
already entered by the Bidder on the Bid Form is to be altered, it should be crossed out with ink,
the new unit price or lump sum bid entered above or below it and initialed by the Bidder: also in
ink. In case of discrepancy between the prices written in words and those written in figures, the
prices written in words shall govern. Bids containing any conditions, omissions, unexplained
erasures or alterations, or items not called for in the Proposal or irregularities of any kind may be
rejected by the Department as being incomplete.
c. Bids may be submitted electronically to the Procurement Technician. If the selected bidder
submits electronically, the original documents will be required to be submitted to the department.
i. In the event of discrepancies between the electronic and physical submission, the
physical submission shall control.
d. Each bid must contain the full business address of the Bidder and be signed with a legally
defining signature. Bids by partnerships must furnish the full name of all partners and must be
signed in the partnership named by one of the members of the partnership or by an authorized
representative, followed by the designation of the person signing. Bids by corporation must be
signed with the legal name of the corporation, followed by the name of the State of incorporation
and by the signature and designation of the president, secretary or other person authorized to
bind it in the matter. The name of each person signing shall also be typed or printed below the
signature. A bid by a person who affixes to his signature, the word "President," "Secretary,"
"Agent" or other designation, without disclosing his principal, may be held to the bid of the
individual signing. When requested by the Department, satisfactory evidence of the authority of
the officer signing on behalf of the corporation shall be furnished.
e. Proposals submitted by U.S. Mail, Delivery Service or In Person must be addressed to:
State of New Hampshire
Department of Military Affairs and Veterans Services
State Business Office
f. Proposals submitted electronically should be emailed to:
If you experience difficulties emailing your Bid, or you wish to verify that your bid response has
been received, Please Call (603) 227-5094.
4. 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
Department of Military Affairs and Veterans Services by the time and date as specified in the timeline below.
Questions shall not be submitted to anyone other than the Department of Military Affairs and Veterans Services
representative identified below. Bidders that submit questions verbally or in writing to any other State entity,
NH National Guard entity, State personnel or NH National Guard personnel shall be found in violation of this
part and may be found non-compliant.
Questions shall be submitted by E-mail to Andrew Nash, Engineering Technician at the following address:
Vendor shall include complete contact information including the vendor’s name, contact name, telephone
number, fax number and email address.
Submissions shall clearly identify the bid Number, the Vendor’s name and address and the name of the person
submitting the question.
5. WITHDRAWL OF BIDS:
Bids may be withdrawn upon written request received from Bidders prior to the time fixed for opening.
Negligence on the part of the Bidder in preparing the bid confers no right for the withdrawal of the bid after it
has been opened.
6. BID DUE DATE:
All bid submissions shall be received at the Department of Military Affairs and Veterans Services no later than
the date and time shown on the transmittal letter of this RFB. 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 the Department of Military Affairs and Veterans Services may be
grounds for disqualification.
Where the bidding documents stipulate particular products, substitution requests will ONLY be considered
before receipt of bids.
In the event it becomes necessary to add to or revise any part of this RFB prior to the scheduled submittal date,
the Department of Military Affairs and Veterans Services shall post on its web site any Addenda. Before
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
The timeline below is provided as a general guideline and is subject to change. Unless stated otherwise,
consider the dates on the following page “no later than” dates.