CITY OF MANCHESTER
Public Works Department
475 Valley Street, Manchester NH 03103
REQUEST for PROPOSAL
Sealed proposals will be received at the Public Works Department 475 Valley Street,
Manchester, New Hampshire, before or at 2 PM prevailing time on the 6th day of March
2018 for the following items:
Independence Day Celebration
FY18 – 650 - 36
Request for Proposals and specifications will be available at the Public Works
Department, 475 Valley Street, Manchester, NH or online at:
Questions regarding this request should be directed to: Mrs. Mindy Salomone-Abood,
Purchasing Agent via email at Purchasing@manchesternh.gov .
The Public Works Director reserves the right to waive any irregularities, reject any or all
bids, and to accept the bid that appears to be in the best interest of the City. Failure to
submit all information called for may be sufficient for disqualification.
Kevin A. Sheppard, P.E.
Public Works Director
1. Proposals will be received by the City of Manchester, New Hampshire at the
place and until the time specified in the Request for Proposal. NO PROPOSALS
WILL BE ACCEPTED AFTER TIME AND DATE SPECIFIED.
2. The following meanings are attached to the defined works when used in this
a. The word "City" means City of Manchester, New Hampshire.
b. The word "Proposer" means the person, firm, or corporation submitting a
proposal on these specifications or any part thereof.
c. The word "Contractor" means the person, firm, or corporation with
whom the Contract is being made by carrying out the provisions of this
Sealed Proposal Request and the Contract.
d. The words "firm price" shall mean a guarantee against price increase
during the life of the Contract.
3. Strict compliance with the requirements of the Request for Proposal, terms and
conditions, and the instructions printed is necessary. All blank spaces must be
filled in. For the convenience of Proposers, additional Proposal Request packages
are available at no cost and on demand at the City of Manchester, Public Works
Department, 475 Valley Street, Manchester, NH 03103 or on our website at:
4. Each proposal must give the full business address of Proposer and be signed by
him with his usual signature. Proposals by partnerships must furnish the full
names of all partners and must be signed with the partnership name by one of the
members of the partnership or by an authorized representative, followed by the
signature and title of the person signing. Proposals by corporations must be
signed with the legal name of the corporation, followed by the state of
incorporation and by the signature and title of 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 proposal by a person who affixes
to his signature the word "President", "Secretary", "Agent", or other title without
disclosing his principal may be held to be the proposal of the individual signing.
When requested by the City, satisfactory evidence of the authority of the officer
signing on behalf of the corporation shall be furnished. All proposals must be
signed by an authorized, responsible officer or employee having the capacity to
enter into contracts.
5. Proposals must be bound or contained in a single volume, securely sealed in an
envelope/package (facsimile and emailed submissions will not be accepted)
addressed and marked on the outside as follows:
The entire solicitation document is to be returned when submitting a proposal,
unless otherwise directed by the solicitation document. Failure to return all pages
may result in a determination that the submittal is non-responsive.
PLEASE NOTE: THE CITY OF MANCHESTER IS NOT RESPONSIBLE FOR
PROPOSALS NOT PROPERLY MARKED.
6. It will be the responsibility of the proposer to see that their proposal is received by
the Purchasing Division as specified.
7. Each proposal is received with the understanding that the acceptance in writing
(via email) by the City of the proposer to furnish any or all of the
products/services described therein or as otherwise negotiated, shall constitute a
contract between the proposer and the City, which shall bind the proposer on his
part to furnish and deliver the articles offered at the prices agreed upon and in
accordance with the terms and conditions of said accepted proposal; and the City
on its part to order from such contractor, except for causes beyond reasonable
control; and pay for, at the agreed prices, all products/services specified and
8. A contract agreement that is customarily employed by the City will be used. The
contract agreement will incorporate the original RFP and all the terms and
conditions of the request for proposal as well as the sealed proposal. A copy of
the contract agreement is attached hereto.
9. Proposals may be withdrawn upon written or electronic request received from
Proposers prior to the time affixed for opening. Negligence on the part of the
Proposer in preparing the proposal confers no right for the withdrawal of the
proposal after it has been opened.
10. The solicitation document maintained by the Purchasing Division, in the proposal
file folder, shall be considered the official copy. In the case of any inconsistency
between proposal documents submitted to the City, but not clearly listed as an
exception by the proposer, the language of the official copy shall prevail.
Furthermore, any exception or changes to the specifications made by the proposer
may be cause to disqualify your proposal.
11. Award will be made according to procedures outlined in the RFP, using the
criteria published therein.
12. Upon making an award, or giving notice of intent to award, the City will place
appropriate notice on the Purchasing Website: www.manchesternh.gov/bids
13. No oral interpretations will be made to any Proposer as to the meaning of the
specifications or terms and conditions of this Proposal Request. Every request for
such interpretation or request for a change in the specifications or terms and
conditions shall be made electronically to:
All questions must be received Friday, February 16, 2018. Any questions
received after that date will not be answered. The City of Manchester will post
questions and answers on its website:
as an addendum. It is the responsibility of the proposer to check for any
addendums that have been issued. Any such addendums will then become part of
the complete RFP.
14. If issued, addenda to this solicitation will be posted on the Purchasing Division’s
website: www.manchesternh.gov/bids. It is the responsibility of the proposer to
check the website prior to the submittal deadline to ensure that the proposer has a
complete, up-to-date package.
15. Proposals that are incomplete, not properly endorsed or signed, or otherwise
contrary to these instructions may be rejected as informal by the City. The
Proposal must be filled out completely and accurately.
16. Any changes and/or corrections shall be marked in red and initialed by the person
making such corrections. Signatures of the responsible owner of the firm must be
17. Prices, if requested, shall be clearly and fully stated as requested. Unless
otherwise negotiated, no additional charges shall be passed to the City, including
any applicable taxes, delivery or surcharges.
18. As the City is exempt from any taxes, all prices quoted herein are not to include
taxes of any kind.
19. The products/services on which proposals are submitted must be of such
character, quality and/or performance equivalence that it will serve as that
specified. In submitted proposals on products/services other than as specified,
proposer shall furnish complete data and identification with respect to the
alternate products/services they propose to furnish.
20. Consideration will be given to proposals submitted on alternate products/services
to the extent that such action is deemed to serve the best interests of the City. If
the proposer does not indicate that the products/services he proposes to furnish is
other than specified, it will be construed to mean that the proposer will furnish the
exact products/services described.
21. The apparent silence of these specifications and any supplemental specifications
as to any detail or the omission from the specifications of a detailed description
concerning any point shall be regarded as meaning that only the best commercial
practices are to prevail and correct type, size and design are to be used. All
interpretations of these specifications shall be made on the basis of this statement.
22. The Proposer must certify that no official or employee of the City or State of New
Hampshire has a pecuniary interest in the proposal or in the Contract that the
Proposer offers to execute or in the expected profits to arise there from, and that
this proposal is made in good faith without fraud or collusion or connection with
any other person submitting a proposal.
23. The City reserves the right to waive any informality in proposals, to reject any
and all proposals wholly or in part, and to make awards in a manner deemed in
the best interest of the City.
24. Payment Terms:
a. Delivery and Acceptance: Upon delivery and acceptance of the product
by the department to which it is assigned, the Contractor shall secure the
signature of an authorized representative on an original delivery slip and
shall provide two (2) copies of an invoice or bill of sale.
b. Payments: Payments shall be made within 15-45 days of delivery and
acceptance of contracted item(s)/services or upon receipt of a verified
claim for payment, whichever is later. The claim for payment consists of
the original delivery slip and two (2) copies of the invoice/bill of sale
executed as provided for in the paragraph above.
c. Payment can also be made by City departments via credit card or EFT
payments. If either method is chosen by Contractor/Department, no
additional charges will be assessed to the City.
25. Availability of Funds: A contract shall be deemed executory only to the extent of
appropriations available to each department for the purchase of such articles or
services. The City’s extended obligations on those contracts that envision
extended funding through successive fiscal periods shall be contingent upon
actual appropriations for the following years.