Mobile Office Vehicle

STATE OF NEW HAMPSHIRE Department of Safety Division of Motor Vehicles RFB DOS 2022-017 REQUEST FOR BIDS FOR: Mobile Office Vehicle ISSUED: May 12, 2022 BIDS DUE NO LATER THAN: Wednesday the 15th, June 2022 at 2:30 EDT CONTENTS: Section 1: Overview and Requirements Section 2: Terms and Conditions Section 3: Bid Submission Instructions Section 4: Bid Response Documents RFB DOS 2022-017 Page 2 of 8 SECTION 1: OVERVIEW & REQUIREMENTS 1.1 OVERVIEW: The successful bidder will equip DMV staff with a mobile office vehicle in which to conduct CDL testing operations in remote locations. The mobile office unit will act as office space and customer waiting area while CDL examinations are being conducted, on an outdoor range. The State is tasked with performing specific examinations to determine if a CDL applicant is qualified to operate a commercial motor vehicle safely. The first task is a series of knowledge exams, which are performed, in a traditional brick and mortar DMV setting. The

next series of examinations are done in an outdoor setting and consist of a pre-trip examination that requires the applicant to determine if the vehicles critical safety components are in good working order. The second task is the basic skills test. The basic skills test is a series of vehicle backing maneuvers, which determines if the applicant can safely operate a commercial motor vehicle in a controlled environment. The third task is the road skills examination that determines if the applicant can safely operate a commercial motor vehicle out on the open road. The mobile office vehicle will be used in conjunction with the above-described testing events. Prior to the start of any exercises, the applicant must go through a check-in process, which requires state staff to enter the customer information into the DMV system of record, via laptop and cellular connection. Once testing is complete, the applicant, if successful, will be issued a paper temporary license from the mobile office vehicle. The expectation is to also have shore power at our remote sites but we will also need back-up power should local power be unavailable. We will also need storage for foul weather gear and extra equipment and active working space for laptop computers, printers and scanners. 1.2 REQUIREMENTS: NH DMV is seeking a Mobile Office Vehicle to meet some of the following specifications. For specific requirements, please see Exhibit A, attached: 1. Between 28 feet and 34 feet in length 2. Must be under CDL weight (less than 26,001 pounds) 3. Gasoline powered 4. Shore power hook-up 5. Vehicle body should be steel or aluminum 6. Customer space and separate staff space (to the rear) with two separate entrances/exits, one forward (curb side) and one at the back of the vehicle (rear facing) 7. Work stations for at least 4 staff members (power for laptops and room for printer) 8. Exterior lighting around vehicle RFB DOS 2022-017 Page 3 of 8 SECTION 2: TERMS & CONDITIONS 2.1 SPECIFICATIONS: In responding to the RFB, the bidder shall address all requirements for information as outlined herein. The successful contractor must be capable of providing the State of New Hampshire, Department of Safety with a mobile office vehicle without any delay or substitution. Only bids, which include bids for all of the service requirements, will be considered complete, partial offers will not be considered. 2.2 VENDOR CERTIFICATIONS: ALL bidders MUST be duly registered as a vendor authorized to conduct business in the State of New Hampshire. • STATE OF NEW HAMPSHIRE VENDOR APPLICATION: Bidders MUST have a completed Vendor Application and Alternate W-9 Form which MUST be 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/vendor.asp • NEW HAMPSHIRE SECRETARY OF STATE REGISTRATION: A bid award, in the form of a purchase order or contract, will ONLY be awarded to a vendor who is CURRENTLY registered to do business AND in good standing with the State of New Hampshire. 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. 2.3 VENDOR RESPONSIBILITY: The successful vendor shall be solely responsible for meeting all terms and conditions specified in the RFB, their bid, and any resulting contract. Any subcontracted vendor shall first be approved by the State. The vendor shall remain wholly responsible for performance under the contract and will be considered the sole point of contact with regard to all contractual matters, including payment of any and all charges resulting from any contract. 2.4 TERMS OF SUBMISSION: All material received in response to this RFB shall become the property of the Department of Safety (DOS), Division of Motor Vehicles (DMV) and will not be returned to the vendor. Regardless of the vendors selected, DOS 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 has been awarded. 2.5 LIABILITY: The State shall not be held liable for any costs incurred by the vendor in the preparation of their proposal or for work performed prior to contract issuance. https://das.nh.gov/purchasing/vendor.asp http://sos.nh.gov/corp_div.aspx. RFB DOS 2022-017 Page 4 of 8 2.6 CERTIFICATE OF INSURANCE: Prior to performing any services for the State, vendors awarded a contract shall be required to: • Submit proof of comprehensive general liability insurance in accordance with Section 14 of the P-37 contract. The coverage shall have appropriate riders against all claims of bodily injury, death or property damage, in amounts of not less than $1,000,000.00 per occurrence and $2,000,000.00 aggregate. • Certify compliance with, or exemption from, the requirements of NH RSA 281-A, Workers’ Compensation, in accordance with Section 15 of the P-37 contract. 2.7 CONTRACT TERMS AND CONDITIONS: The Agency will conduct an initial screening step to verify Vendor compliance with the submission requirements set forth in the RFB and the minimum substantive content and bid format set forth within this RFB. The Agency may waive or offer a limited opportunity to cure immaterial deviations from the RFB requirements if it is determined to be in the best interest of the State. A bid that fails to satisfy content, format or submission requirements may be rejected without further consideration The form contract P-37 included herein shall be part of this bid and the basis for contract discussions. The successful vendor and the State, following notification of award, shall promptly execute this form of contract, which is to be completed by incorporating the service requirements and price conditions established by the vendor’s offer. 2.8 BID INQUIRIES/CLARIFICATIONS: All questions regarding this RFB, including clarifications and proposed specification changes must be submitted to Lisa Lienhart at, Division of Motor Vehicles, 23 Hazen Drive, Concord NH, 03305, Lisa.L.Lienhart@dos.nh.gov All requests must be received in writing no later than May 20, 2022 2:30 EDT Vendor must include complete contact information including the vendor's name, telephone number, fax number and e-mail address. 2.9 ADDENDUM: In the event it becomes necessary to add or revise any part of this bid prior to the scheduled Bid Opening/Due Date, the Division of Motor Vehicles (DMV), shall post any Addenda on the website. It is a vendor’s responsibility to access the website to ensure no bidding opportunity or addenda are overlooked which may impact this bid. The web address is https://das.nh.gov/purchasing/bidscontracts/bids.aspx 2.10 BID OPENING/DUE DATE: All bid submissions must be received at the Department of Safety, Division of Motor Vehicles (DMV), 23 Hazen Drive, Concord NH, 03305, no later than June 15, 2022 2:30 EDT. Submissions received after the date and time specified will be marked as late and will not be eligible for consideration in the evaluation process. There will be no exceptions to this requirement. mailto:Lisa.L.Lienhart@dos.nh.gov https://das.nh.gov/purchasing/bidscontracts/bids.aspx RFB DOS 2022-017 Page 5 of 8 All offers shall remain valid for a period of one hundred and twenty (120) days from the Bid Due Date. A vendor’s disclosure or distribution of proposals other than to Department of Safety, Division of Motor Vehicles, will be grounds for disqualification. No more than one (1) bid per respondent should be submitted. 2.11 BID RECEIPT AND OPENING: In accordance with RSA 21-G:37 I and II(a), to preserve the integrity of the bidding process, a public bid opening will be held at which it shall disclose the name of the bidders which submitted timely bids and the prices offered. 2.12 AWARD CONSIDERATION: The contract award shall be made to a Vendor meeting all terms and conditions of this RFB and providing the lowest total cost of the vehicle as described in Exhibit A. The State reserves the right to cancel all or any part of this RFB at any time. Cancellation of this RFB, in whole or in part, shall not bar the State from issuing an RFB for the same services or from purchasing the same services through other means. Any resulting contract(s) shall become effective on the date approved by Governor and the Executive Council for the State of New Hampshire. If necessary, the vendor agrees to submit a properly executed State agreement form P37 and provide required supporting documentation/certifications within ten (10) business days of being notified they were the lowest bidder. Any agreement(s) that may result from this RFB shall not be binding on either party until final approval. 2.13 NOTIFICATION AND AWARD OF CONTRACTS: Department of Safety, Division of Motor Vehicles, shall provide written notification to a vendor who is awarded a contract relative to this RFB. Public announcements or news releases pertaining to any contract awarded shall not be made without the written permission of the Department. Bid results will not be given by telephone. Bid results will be made public at the time of bid award which occurs upon the approval. Bid results may be viewed on our website at www.nh.gov/safety/commissioner/procurement/index.htm or https://das.nh.gov/purchasing/bidscontracts/bids.aspx 2.14 INVOICING AND PAYMENT: Invoices shall be submitted via email to the Department of Safety upon delivery of vehicle described in Exhibit A. Payment of said invoices shall be paid in full within thirty (30) days after receipt of properly documented invoices and acceptance of the work to the State’s satisfaction. Invoice Remit Email Address: accountspayable@dos.nh.gov http://www.nh.gov/safety/commissioner/procurement/index.htm https://das.nh.gov/purchasing/bidscontracts/bids.aspx RFB DOS 2022-017 Page 6 of 8 SECTION 3: BID SUBMISSION INSTRUCTIONS 3.1 INSTRUCTIONS: • All questions regarding the bid MUST be received no later than May 20, 2022 @2:30 eastern daylight savings time (EDT) • Optional vendor meeting will be held remotely via Microsoft TEAMS on May 18, 2022 TBA • The State of New Hampshire, Division of Motor Vehicles has until June 1, 2022 Close of Business to answer all bid questions • Bid submissions will be June 15, 2022 @2:30 eastern daylight saving time (EDT) • Please note that all bidders MUST have a completed vendor application and alternate W9 form on file with the NH Bureau of Purchase and Property as outlined in section 2.2 – VENDOR CERTIFICATIONS • Proof of comprehensive general liability insurance shall be submitted in accordance with section 2.6 CERTIFICATE OF INSURANCE • Proof of certificate of good standing shall be submitted • Proof of certificate of authority shall be submitted 3.2 BID SUBMISSION: Vendors shall submit their bid in its entirety via hand-delivery or mail (address below) to: Mailing Address: Lisa Lienhart NH Department of Safety Division of Motor Vehicles 23 Hazen Drive Concord, NH 03305 Hand-Delivered: Lisa Lienhart NH Department of Safety Division of Motor Vehicles 23 Hazen Drive Concord, NH 03305 Responses shall be marked as: State of New Hampshire RFB DOS 2022-017 Due Date: June 15 2022 2:30 EDT.