CONTRACT: Printing Papers and Envelopes

"STATE OF NEW HAMPSHIRE TRANSMITTAL LETTER\n\nDate: Company Name:\nAddress:\n\nTo: Point of Contact: Steven Burgess\nTelephone: (603)-271-2009\nEmail: NH.Purchasing@das.nh.gov\n\nRE: Bid Invitation Name: Printing Papers and Envelopes\nBid Number: 2780-24\n\nBid Posted Date (on or by): 06/23/2024\n\nBid Closing Date and Time: 07/12/2023 @ 10:00 AM (EST)\nDear Steven Burgess:\n\n[Insert name of signor] \u201a\u201eonbehalf of [insert name of entity submitfing bid\n(collectively referred to as \u201cVendor\u201d) hereby submits an offer as contained in the written bid submitted herewith (\u201cBid\u201d) to the State of New\nHampshire in response to BID # 2780-24 for Printing Papers and Envelopes at the price(s) quoted herein in complete accordance with the\nbid.\n\nVendor attests to the fact that:\n\nThe Vendor has reviewed and agreed to be bound by the Bid.\n\nThe Vendor has not altered any of the language or other

provisions contained in the Bid document.\n\nThe Bid is effective for a period of 180 days from the Bid Closing date as indicated above.\n\nThe prices Vendor has quoted in the Bid were established without collusion with other vendors.\n\nThe Vendor has read and fully understands this Bid.\n\nFurther, in accordance with RSA 21-I:11-c, the undersigned Vendor certifies that neither the Vendor nor any of its subsidiaries, affiliates or\nprineipal officers (principal officers refers to individuals with management responsibility for the entity or association):\n\na. 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\n\nor county or municipal ordinance prohibiting specified bidding practices, or involving antitrust violations, which has not been\nannulled;\nHas been prohibited, either permanently or temporarily, from participating in any public works project pursuant to RSA 638:20;\n\nc. Has previously provided false, deceptive, or fraudulent information on a vendor code number application form, or any other\ndocument submitted to the state of New Hampshire, which information was not corrected as of the time of the filing a bid,\nproposal, or quotation;\n\nd. Is currently debarred from performing work on any project of the federal government or the government of any state;\n\ne. Has, within the past 2 years, failed to cure a default on any contract with the federal government or the government of any state;\n\nf. Is presently subject to any order of the department of labor, the department of employment security, or any other state\ndepartment, agency, board, or commission, finding that the applicant is not in compliance with the requirements of the laws or\nrules that the department, agency, board, or commission is charged with implementing;\n\ng. Is presently subject to any sanction or penalty finally issued by the department of labor, the department of employment security,\nor any other state department, agency, board, or commission, which sanction or penalty has not been fully discharged or fulfilled;\n\nh. Is currently serving a sentence or is subject to a continuing or unfulfilled penalty for any crime or violation noted in this section;\n\ni. Has failed or neglected to advise the division of any conviction, plea of guilty, or finding relative to any crime or violation noted in\nthis section, or of any debarment, within 30 days of such conviction, plea, finding, or debarment; or\n\nl. Has been placed on the debarred parties list described in RSA 21-1:11-c within the past year.\n\nPMIBRDn\n\nThis document shall be signed by a person who is authorized to legally obligate the responding vendor. A signature on this document\nindicates that all State of New Hampshire terms and conditions are accepted by the responding vendor and that any and all other terms\nand conditions submitted by the responding vendor are null and void, even if such terms and conditions have terminology to the contrary.\nThe responding vendor shall also be subject to State of New Hampshire terms and conditions as stated on the reverse of the purchase\norder.\n\nAuthorized Signor\u2019s Signature Authorized Signor\u2019s Title\n\nPage 1 of 16\nContractor Initials\nDate\n" "Form P37-A\n\nREQUEST FOR BID FOR PRINTING PAPERS AND ENVELOPES FOR\nTHE STATE OF NEW HAMPSHIRE\n\nPURPOSE:\n\nThe purpose of this bid invitation is to establish a contract for supply and delivery of Printing Papers and\nEnvelopes to the State of New Hampshire with product list and requirements indicated in the SCOPE OF WORK\nand OFFER sections of this bid invitation, in accordance with the requirements of this bid invitation and any\nresulting contract.\n\nINSTRUCTIONS TO VENDOR:\n\nRead the entire bid invitation prior to filling it out. Complete the pricing information in the \"Offer\" section\n(detailed information on how to fill out the pricing information can be found in the \u201cOffer\u201d section); complete\nthe \u201cVendor Contact Information\u201d section; and finally, fill out, sign, and notarize page one of the bid invitafion.\n\nBID SUBMITTAL:\n\nAll bids shall be submitted on this form (or an exact copy), shall be typed or clearly printed in ink, and shall be\nreceived on or before the date and time specified on page 1 of this bid under \u201cBid Closing\u201d. Interested\nparties may submit a bid to the State of New Hampshire Bureau of Purchase and Property by email to\nNH.Purchasing@DAS.NH.Gov. All bids shall be clearly marked with bid number, date due and purchasing\nagent'sname.\n\nIF YOU ARE EXPERIENCING DIFFICULTIES EMAILING YOUR BID OR YOU WISH TO VERIFY THAT YOUR BID RESPONSE\nHAS BEEN RECEIVED, PLEASE CALL (603) 271-2201.\n\nBID INQUIRIES:\n\nAny questions, clarifications, and/or requested changes shall be submitted by an individual authorized to\ncommit their organization to the Terms and Conditions of this bid and shall be received in writing at the\nBureau of Purchase and Property no later than 4:00 PM on the date listed in the timeline below. Questions\nshall not be submitted to anyone other than the Purchasing Agent or his/her representative. Bidders that\nsubmit questions verbally or in writing to any other State entity or State personnel shall be found in violation of\nthis part and may be found non-compliant.\n\nQuestions shall be submitted by E-mail to Steven Burgess at the following address:\nSteven.H.Burgess@DAS.NH.Gov.\n\nSubmissions shall clearly identify the bid Number, the Vendor's name and address and the name of the person\nsubmitting the question.\n\nBID DUE DATE:\n\nAll bid submissions shall be received at the Bureau of Purchase and Property no later than the date and time\nshown on the transmittal letter of this bid. Submissions received afterthe date and time specified shall be\nmarked as \u201cLate\u201d and shall not be considered in the evaluation process.\n\nAll offers shall remain valid for a period of one hundred eighty (180) days from the bid due date. A vendor's\ndisclosure or distribution of bids other than to DAS, Bureau of Purchase and Property may be grounds for\ndisqualification.\n\nADDENDA:\n\nIn the event it becomes necessary to add to or revise any part of this bid prior to the scheduled submittal date,\nthe NH Bureau of Purchase and Property shall post on our web site any Addenda. Before your submission and\n\nperiodically prior to the RFB closing, Vendors are required to check the site for any addenda or other materials\nthat may have been issued affecting the bid. The web site address is:\n\nhttps://apps.das.nh.gov/bidscontracts/bids.aspx.\n\nPage 2 of 16\nContractor Initials\nDate\n" "TIMELINE:\nThe timeline below is provided as a general guideline and is subject to change. Unless stated otherwise,\nconsider the dates below a \u201cno later than\u201d date.\n\n06/23/2023 Bid Solicitation distributed on or by\n07/06/2023 Last day for questions, clarifications, and/or regquested changes to bid.\n07/12/2023 10:00 AM (EST) Bid Closing\n09/01/2023 Implementation of Contract\nTERMS OF SUBMISSION:\n\nAll material received in response to this bid shall become the property of the State and shall not be returned to\nthe Vendor. Regardless of the Vendors selected, the State reserves the right to use any information presented in\nabidresponse. The content of each Vendor's bid shall become public information once a contract(s) has\nbeen awardecd.\n\nA responding bid that has been completed and signed by your representative shall constitute your company\u2019s\nacceptance of all State of New Hampshire terms and conditions and shall legally obligate your company to\nthese terms and conditions.\n\nA signed response further signifies that from the time the bid is published (bid solicitation date and fime) until a\ncontract is awarded, no bidder shall offer or give, directly or indirectiy, any gift, expense reimbursemernt, or\nhonorarium, as defined by RSA 15-B, to any elected official, public official, public employee, constitutional\nofficial, or family member of any such official or employee who shall select, evaluate, or award the RFB.\n\nFurthermore, a signed response signifies that any terms and/or conditions that may be or have been submitted\nby the Vendor are specifically null and void and are not a part of this bid invitation or any awarded purchase\norder, even if said terms and/or conditions contain language to the contrary.\n\nThe form P-37 Contract attached hereto shall be part of this bid and the basis for the contract(s). The successful\nVendor and the State, following notification, shall promptly execute this contract form, which is to be\ncompleted by incorporating the service requirements and price conditions established by the vendor's offer.\n\nCHAPTER ADM 600 PROCUREMENT AND PROPERTY RULES APPLY TO AND ARE MADE A PART HEREOF.\n\nComplete bids shall be filled out on the original documents and format that are a part of this bid invitation.\nVendors may submit additional paperwork with pricing, but all pricing shall be on the documents provided with\nthis bid invitation and in the State\u2019s format.\n\nCONTRACT TERM:\nThe term of the contract shall commence on September 1, 2023, or upon approval ofthe Governor and Executive\nCouncil, whichever is later, through August 31, 2024, a period of approximately one (1) year.\n\nThe contract may be extended for up to an additional four (4) years thereafter under the same terms, conditions\nand pricing structure upon the mutual agreement between the successful Vendor and the State with the approval\nofthe Commissioner of the Department of Administrative Services.\n\nCONTRACT AWARD:\n\nThe award shall be made to the Vendor meeting the criteria established in this RFB and providing the lowest cost\nin total. The State reserves the right to reject any or all bids or any part thereof and add/delete items/locations\nto the contract. All awardl(s) shall be, in the form of a State of New Hampshire Contract.\n\nSuccessful Vendor shall not be allowed to require any other type of order, nor shall the successful Vendor be\nallowed to require the filling out or signing of any other document by State of New Hampshire personnel.\n\nPage 3 of 16\nContractor Initials\nDate\n" "NOTIFICATION AND AWARD OF CONTRACTI(S):\n\nBid results shall not be given by telephone. For Vendors wishing to attend the bid closing, the names of the\nvendors submitting responses and pricing shall be made public. Other specific response information shall not\nbe given out. Bid results shall be made public after final approval of the contract(s).\n\nBid results may also be viewed on our website at hitps://apps.das.nh.gov/bidscontracts/bids.aspx.\n\nFor Vendors wishing to attend the bid closing: Names of the Vendors submitfing responses and pricing shall be\n\nmade public. In lieu of in person public bid openings the State shall conduct openings via electronic means until\nfurther nofice.\n\nLIABILITY:\nThe State shall not be held liable for any costs incurred by Vendors in the preparation of bids or for work\nperformed prior to contract issuance.\n\nPUBLIC DISCLOSURE OF BID OR PROPOSAL SUBMISSIONS:\n\nGenerally, the full contents of any proposal (including all materials submitted in connection with it, such as\nattachments, exhibits, addenda, and vendor presentations) become public information upon completion of final\ncontract or purchase order negotiations with the selected vendor. Certain information concerning proposals,\nincluding but not limited to scoring, is generally available to the public even before this time, in accordance with\nthe provisions of NH RSA 21-G:37.\n\nConfidential, commercial or financial information may be exempt from public disclosure under RSA 91-A:5, IV. Any\nand all information contained in or connected to a bid or proposal that a Bidder considers confidential shall be\nclearly designated in the following manner:\n\nIfthe Bidder considers any portion of a submission confidential, they shall provide a separate copy ofthe full and\ncomplete document, fully redacting those portions by blacking them out and shall note on the applicable page or\npages of the document that the redacted portion or portions are \u201cconfidential.\u201d Use of any other term or method,\nsuch as stating that a document or portion thereof is \u201cproprietary\u201d, \u201cnot for public use\u201d, or \"for client's use only\u201d,\nis not acceptable. In addition to providing an additional fully redacted copy of the bid submission to the person\nlisted as the point of contact on Page one (1) of this document, the identified information considered to be\nconfidential must be accompanied by a separate letter stating the rationale for each item designated as\nconfidential. In other words, the letter must specifically state why and under what legal authority each redaction\nhas been made. Submissions which do not conform to these instructions by failing to include aredacted copy (if\nrequired), by failing to include a letter specifying the rationale for each redaction, by failing to designate\nredactions in the manner required by these instructions, or by including redactions which are contrary to these\ninstructions or operative law may be rejected by the State as not conforming to the requirements ofthe bid or\nproposal. Marking or designating an entire proposal, attachment or section as confidential shall neither be\naccepted nor honored by the State. Marking an entire bid, proposal, attachment or fullsections thereof\n\nconfidential without taking into consideration the public's right to know shall neither be accepted nor honored by\nthe State.\n\nNotwithstanding any provision of this request for submission to the contrary, proposed pricing shall be subject to\npublic disclosure REGARDLESS of whether or not marked as confidential.\n\nIf arequest is made to the State by any person or entity to view or receive copies of any portion of a proposal, the\nState will assess what information it believes is subject to release; notify the Bidder that the request has been made;\nindicate what, if any, portions of the proposal or related material shall be released; and notify the Bidder of the\ndate it plans to release the materials. To halt the release of information by the State, a Bidder must initiate and\nprovide to the State, prior to the date specified in the notice, a court action in the Superior Court ofthe State of\nNew Hampshire, at its sole expense, seeking to enjoin the release of the requested information.\n\nBy submitting a proposal, Bidders acknowledge and agree that:\n\u00ab The State may disclose any and all portions of the proposal or related materials which are not\n\nmarked as confidential and/or which have not been specifically explained in the letter to the\nperson identified as the point of contact for this RFP;\n\nPage 4 of 16\nContractor Initials\n\nDate\n" "\u00ab The State is not obligated to comply with a Bidder's designations regarding confidentiality and\nmust conduct an independent analysis to assess the confidentiality of the information submitted\nin your proposal; and\n\n\u00ab The State may, unless otherwise prohibited by court order, release the information on the date\nspecified in the notice described above without any liability to a Bidder.\n\nTERMINATION:\nThe State of New Hampshire shall have the right to terminate the contract at any time with a thirty (30) day\nwritten notice to the successful Vendor.\n\nVENDOR CERTIFICATIONS:\n\nAll Vendors shall be duly registered with the NH Bureau of Purchase and Property as State of New Hampshire\nvendors. All Vendors that are corporations, limited liability companies, or other limited liability business\nentities (this excludes sole proprietors and general partnerships) shall be duly registered with the New\nHampshire Secretary of State to conduct business in the State of New Hampshire.\n\n. STATE OF NEW HAMPSHIRE VENDOR APPLICATION: To be eligible for a contract award, a Vendor must\nhave a completed Vendor Application Package on file with the NH Bureau of Purchase and\nProperty. See the following website for information on obtaining and filing the required forms (no fee:\nhttps://DAS.NH.Gov/Purchasing\n\ne NEW HAMPSHIRE SECRETARY OF STATE REGISTRATION: To be eligible for a contract award, a Vendor\nthat is a corporation, limited liability company, or other limited liability business entity (this excludes sole\nproprietors and general partnerships) must be registered to conduct business in the State of New\nHampshire AND in good standing with the NH Secretary of State. Please visit the following website to\nfind out more about the requirements for registration with the NH Secretary of State:\nhttps://sos.nh.gov/corporation-division/\n\ne CONFIDENTIALITY & CRIMINAL RECORD: If Applicable, any employee or approved subcontractor of the\nVendor who will be accessing or working with records of the State of New Hampshire shall be required\nto sign a Confidentiality and Non-Disclosure Agreement and a Release of Criminal Record Authorization\nForm. These forms shall be returned to the designated State agency prior t0 commencing any work.\n\ne _CERTIFICATE OF INSURANCE:\nPrior to being awarded a contract the Vendor shall be required to submit proof of comprehensive\ngeneral liability insurance coverage prior to performing any services for the State. The coverage shall\ninsure against all claims of bodily injury, death or property damage in amounts of not less than\n$1,000,000 per occurrence and $2,000,000 aggregate. Coverage shall also include State of New\nHampshire workers\u2019 compensation insurance to the extent required by RSA Chapter 281-A.\n\nBID PRICES:\n\nBid prices may be adjusted annually and shall be in US dollars and shall include delivery and all other costs required\nby this bid invitatfion. Special charges, surcharges (including credit card transaction fees), or fuel charges of any\nkind (by whatever name) may not be added on at any time. Any and all charges shall be built into your bid price\nat the time of the bid. Unless otherwise specified, prices shall be F.O.B. DESTINATION, (included in the price bid),\nwhich means delivered to a state agency receiving dock or other designated point as specified in this contract\nor subsequent purchase orders without additional charge. Shipments shall be made in order to arive at the\ndestination at a satisfactory time for unloading during receiving hours.\n\nPer Administrative Rule 606.01 (e) \u201cifthere is a discrepancy between the unit price and the extension price in a\nresponse to an RFP, RFB or RFQ, the unit price shall be binding upon the vendor\".\n\nPrice decreases shallbecome effective immediately as they become effective to the general trade.\n\nUpdated Published Price List MUST be e-mailed to Steven.H.Burgess@DAS.NH.Gov.\n\nPage 5 of 16\nContractor Initials\nDate\n"