CONTRACT: Coos County Vehicle Glass Replacement and Installation Service

"Per 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\u201d.\n\nPrice decreases shallbecome effective immediately as they become effective to the general trade.\nUpdated Published Price List MUST be e-mailed to PurchasingAgent@DAS.NH.Gov.\n\nAUDITS AND ACCOUNTING:\n\nThe successful Vendor shall allow representatives of the State of New Hampshire to have complete access to all\nrecords forthe purpose of determining compliance with the terms and conditions of this bid invitation and in\ndetermining the award and for monitoring any resulting contract.\n\nAt intervals during the contract term, and prior to the termination of the contract, the successful Vendor may be\nrequired to provide acomplete and accurate accounting of all products and quantities ordered by each agency\nand

institufion and by political sub-divisions and authorized non-profit organizations.\n\nESTIMATED USAGE:\n\nThe quantities indicated in the offer section of this bid invitation are an estimate only for the State of New\nHampshire's annual requirements. These quantities are indicated for informational purposes only and shall not be\nconsidered minimum or guaranteed quantities, nor shall they be considered maximum quantiities. These quantities\ndo not include any eligible participant usage.\n\nUSAGE REPORTING:\nThe successful Vendor shall be required to submit a quarterly and annual usage report for analysis for each state\nagency oreligible participant. Reports are due no later than 30 days after each end of each calendar quarter\nBureau of Procurement Services, Claudia Roy and sent electronic to Claudia.l.\u201aRoy@das.nh.gov. At a minimum,\nthe Report shall include:\nContract Number\nUtilizing Agency and Eligible Participant\nServices/Products Purchased (showing the manufacturer, item, part number, and the final cost.)\nRecycling documentation with respect to content used in the manufacture, development and distribution\nprocess of goods and services sold. This report shall include but not be limited to:\n\noPercentage of recycled materials contained within finished products\n\noPercentage of waste recycled throughout the manufacturing process\n\noTypes and volume of packaging used for transport\n\noAny associated material avoided and/or recycled as applicable under contract\n\noA standardized reporting form will be provided after contract award\n\u00abe Total Cost of all Services/Products Purchased. Ability to sort by agency/eligible participant.\n\u00abe Preferredin Excel format\n\nESTABLISHMENT OF ACCOUNTS:\n\nEach State of New Hampshire agency shall have its own individual customer account number. There may also be\ninstances where divisions or bureaus within an agency will need their own individual customer account numbers.\nShould any State of New Hampshire agency place an order under the contract, the successful Vendor agrees to\nestablish an account within three business days from the date the order is placed. However, there shall be no delay\nin any shipment; the agency shall receive the items ordered in accordance with the delivery time required under\nthis bid invitation, as if an account already exists forthe agency.\n\nELIGIBLE PARTICIPANTS:\n\nPolitical sub-divisions (counties, cities, towns, school districts, special district or precinct, orany other governmental\norganization), or any nonprofit agency under the provisions of section 501c of the federal intemal revenue code,\nare eligible to participate under this contract whenever said sub-division or nonprofit agency so desires. These\nentities are autonomous and may participate at their sole discrefion. In doing so, they are entitled to the prices\nestablished under the contract. However, they are solely responsible for their association with the successful Vendor.\nThe State of New Hampshire assumes no liability between the successful Vendor and any of these entities.\n\nPage 6 of 15\nContractor Initials\nDate\n" "PAYMENT:\nPayment method (P-Card or ACH). Payments shall be made via ACH or Procurement Card (P-card = Credit\nCard) unless otherwise specified by the State of New Hampshire. Use the following link to enroll with the State\n\nTreasury for ACH payments: https://www.nh.gov/treasury/state-vendors/index.htm Eligible participants shall\nnegotiate their own payment methods with the successful Vendor.\n\nINVOICING:\nInvoices shall be submitted to the corresponding State agency after completion of work.\n\nTERMS OF PAYMENT:\nPayment shall be made in full within thirty (30) days after receipt of the invoice and acceptance of the\ncorresponding goods and/or services to the State's satisfaction.\n\nVENDOR RESPONSIBILITY:\nThe successful Vendor shall be solely responsible for meeting all terms and conditions specified in the bid, and\nany resulting contract.\n\nAll State of New Hampshire bid invitations and addenda to such bid invitations are adverfised on our website\nat: https://apps.das.nh.gov/bidscontracts/bids.aspx\n\nlt is a prospective Vendor's responsibility to access our website to determine any bid invitation under which the\nVendeor desires to participate. It is also the Vendor's responsibility to access our website for any posted\naddenda.\n\nThe website is updated several times per day; it is the responsibility of the prospective Vendor to access the\nwebsite frequently to ensure that no bidding opportunity or addendum is overlooked.\n\nlt is the prospective Vendor\u2019s responsibility to forward a signed copy of any addendum requiring the Vendor\u2019s\nsignature to the Bureau of Purchase and Property with the bid response.\n\nIn preparation of a bid response, the prospective Vendor shall:\n\u00abe Provide pricing information as indicated in the \u201cOffer\u201d section; and\n\u00ab Provide all other information required for the bid response (if applicable); and\ne Complete the \u201cVendor Contact Information\u201d section; and\ne Complete the company information on the \u201cTransmittal Letter\u201d page, and sign under penalty of\nunsworn falsification in the space provided on that page.\n\nlt is the responsibility of the Vendor to maintain any awarded contract and New Hampshire Vendor Registration\nwith up to date contact information.\n\nContract specific contact information (Sales contact, Contractor contract manager, etc.) shall be sent to the\nState\u2019s Contracting Office listed in Box 1.9 of Form P-37.\n\nAdditionally, all updates i.e., telephone numbers, contact names, email addresses, W9, tax identification\nnumbers are required to be current through a formal electronic submission to the Bureau of Purchase and\n\nProperty at: https://www.das.nh.gov/purchasing/vendorresources.aspx\n\nIF AWARDED A CONTRACT:\nThe successful Vendor shall complete the following sections of the attached Agreement State of New\nHampshire Form #P-37:\n\nSection 1.3 Contractor Name\nSection 1.4 Contractor Address\nSection 1.11 Contractor Signature\n\nSection 1.12 Name & Title of Contractor Signatory (if Vendor is not a sole proprietor)\n\n\u00abe Provide certificate of insurance indicating the coverage amounts required by Section 14 of the Form\nNumber P-37.\nPage 7 of 15\nContractor Initials\nDate\n" "\u00abe Provide proof of sufficient workers\u2019 compensatfion insurance coverage or evidence of exemption from\nRSA Chapter 81-A.\n\ne Ifthe successful Vendor is a corporation, limited liability company, or other limited liability business\nentity, then provide a certificate of good standing issued by the NH Secretary of State or, for a newly\nincorporated, formed, orregistered entity, a copy of the appropriate registration document certified\nby the NH Secretary of State.\n\nSPECIFICATIONS:\n\nComplete specifications required are detailed in the SCOPE OF SERVICES section of this bid invitation. In\nresponding to the bid invitation, the prospective Vendor shall address all requirements for information as outlined\nherein.\n\nSITE VISITATION:\n\nPrior to bidding, it is each Vendors responsibility t0 become thoroughly familiar with the sites of the intended\nservice, to determine everything necessary to accomplish the services. Failure of the Vendor to make a site visit\ndoes not relieve the Vendor of responsibility to fully understand what is necessary to accomplish a successful\nand complete services.\n\nSCOPE OF SERVICES:\nVendor shall supply all labor, tools, transportation, materials, equipment and permits as necessary and required\nto perform services as described herein.\n\nRetreading truck fires, sizes 11R22.5 tubeless and 11R24.5 tubeless. This will include supplying Grade A, virgin\ncasings, complete with the specified tread pattern requirements withing this bid. Only pre-cure retreads of the\nBandag BDR-W2 tread design process will be accepted.\n\nVENDOR QUALIFICATIONS:\nBids willbe accepted only from vendors using retread manufacturers having a Cooperalive Tire Qualification\nProgram (CTQP), and belonging to tire industry association (TIA).\n\nAll materials, workmanship and retread shop practices shall conform to the most recent edition of federal\nspecifications ZZ-T-381 and ZZ-T-441. Certificates of compliance shall be submitted with bid response.\n\nAdditional Requirements:\nUnless otherwise stated in the Scope of Services, all services performed under this Contract(s) shall be performed\n\nbetween the hours of 7:30 A.M. and 3:00 P.M. for State business days, unless other arangements are made in\nadvance with the State. Any deviation in work hours shall be pre-approved by the Contracting Officer. The\nState requires ten-day advance knowledge of said work schedules to provide security and access to respective\nwork areas. No premium charges shall be paid for any off-hour work.\n\nThe Vendor shall not commence work until a conference is held with each agency, at which representatives of\nthe Vendor and the State are present. The conference shall be arranged by the requesting agency (State).\n\nThe State shall require correction of defective work or damages to any part of a building or its appurtenances\nwhen caused by the Vendor's employees, equipment or supplies. The Vendor shall replace in satisfactory\ncondition all defective work and damages rendered thereby or any other damages incurred. Upon failure of\nthe Vendor to proceed promptly with the necessary corrections, the State may withhold any amount necessary\nto correct all defective work or damages from payments to the Vendor.\n\nThe work staff shall consist of qualified persons completely familiar with the products and equipment they shall\nuse. The Contracting Officer may require the Vendor to dismiss from the work such employees as deems\nincompetent, careless, insubordinate, or otherwise objectionable, or whose continued employment on the work\nis deemed to be contrary to the public interest or inconsistent with the best interest of security and the State.\n\nThe Vendor or their personnel shall not represent themselves as employees or agents of the State.\n\nPage 8 of 15\nContractor Initials\nDate\n" "While on State property, employees shall be subject to the control of the State, but under no circumstances shall\nsuch persons be deemed to be employees of the State.\n\nAll personnel shall observe all regulations or special restrictions in effect at the State Agency.\n\nThe Vendor\u2019s personnel shall be allowed only in areas where services are being performed. The use of State\ntelephones is prohibited.\n\nIf sub-contractors are to be utilized, please include information regarding the proposed sub-contractors\nincluding the name of the company, their address, contact person and three references for clients they are\ncurrently servicing. Approval by the State must be received prior to a sub-contractor starting any work.\n\nWARRANTY REQUIREMENTS:\n\nThe successful Vendor shall be required to provide warranties on all equipment provided by the Vendor for a\nperiod of not less than one (1) year or the manufacturer's standard warranty period, whichever is greater,\ncommencing on the date that the equipmert is received, inspected, and accepted by the State of New\nHampshire. The warranty shall cover 100% of repair or replacement costs, including all parts, shipping, labor,\ntravel, lodging, and expenses.\n\nOBLIGATIONS AND LIABILITY OF THE VENDOR:\n\nThe successful Vendor shall perform all work and fumish all materials, tools, equipment and safety devices\nnecessary to perform the requested services in the manner and within the time hereinafter specified. The\nVendor shall provide said services to the satisfaction of the State and in accordance with the specifications and\nat the price set forth herein. All work to be performed and all equipment to be furnished pursuant to the Scope\nof Services included herein shall be performed and furnished in strict accordance with the specifications\nincluded herein, the terms of any contract awarded as a result of this solicitation, any associated contract\ndrawings, and the directions of State representatives as may be given from time to time while the work is in\nprogress.\n\nThe successful Vendor shall take full responsibility for the work to be performed pursuant to the Scope of Services\nincluded herein; for the protection of said work; and for preventing injuries to persons and damage to property\nand utilifies on or about said work. The Vendor shall in no way be relieved of such responsibility by any authority\nof the State to give permission or issue orders relating to any part of the work, by any such permission given or\norders issued, or by any failure of the State to give such permission or issue such orders. The successful Vendor\nshall bear all losses accruing to the Vendor as aresult of the amount, quality, or character of the work required,\nor because the nature or characteristics of the work location is different from what the Vendor estimated or\nexpected, or due to delays or other complications caused by the weather, elements, or other natural causes.\n\nThe successful Vendor agrees that any damage or injury to any buildings, materials, equipment, or other\nproperty resulting from the Vendor's performance of the requested services shall be repaired at the Vendor\u2019s\nown expense so that such buildings, materials, equipment, or other property are satisfactorily restored to their\nprior condition.\n\nNON-EXCLUSIVE CONTRACT\n\nAny resulting Contract from this RFB will be a non-exclusive Contract. The State reserves the right, at its\ndiscretion, to retain other Contractors to provide any of the Services or Deliverables identified under this\nprocurement or make an award by item, part or portion of an item, group of items, or total Proposal.\n\nDisaster Recovery\nDo you provide emergency preparedness plan to aid the State during an emergency or disaster recovery with\nspecifics as to response time, avallability of supplies and goods and services offered? Yes or No\n\nPage 9 of 15\nContractor Initials\nDate\n" "If yes, please include hard copy and/or link to website for further information. This information is not considered\npart of award criteria and is considered informational only.\n\nOFFER:\nThe bidder offers to sell to the state of New Hampshire the commodities or services indicated at the price or\nprices quoted and in compliance with the requirements and specifications of the bid.\n\nThe quantities indicated in the offer section of this bid invitation are an estimate only for the State of New\nHampshire's annual requirements. These quantities are indicated for informational purposes only and shall not be\nconsidered minimum or guaranteed quantities, nor shall they be considered maximum quantities. These\nqauantities do not include any eligible parficipant usage.\n\nPlease see Attachment 1 Offer Sheet\nVENDOR CONTACT INFORMATION:\n\nPlease provide contact information below for a person knowledgeable of and who can answer questions\nregarding, this Did response.\n\nContact Person Local Telephone Number Toll Free Telephone Number\nE-mail Address Company Website\nVendor Company Name Vendor Address\n\nDELIVERY LOCATIONS:\n\nThe following are the current State of New Hampshire agency/institution locations which, if you are awarded a\ncontract, you are expected to service. The State of New Hampshire reserves the right to add locations to this list at\nthe contract prices orto delete locations, as needed. This listing does not include any eligible participants.\n\nIf required, please see NH District Map for clarifications.\nhitps://www.nh.gov/dot/org/operations/highwaymaintenance/documents/DistrictEngineersMap-August2015.pdf\n\nATTACHMENTS:\n\nThe following attachments are an integral part of this bid invitation:\nAttachment A: Sample P-37 Form\nAttachment 1: Offer Sheet\n\nThe Bid Opening is open to the public online at the following:\n\nMicrosoft Teams meeting\n\nJoin on your computer, mobile app or room device\nClick here to join the meeting\n\nMeeting ID: 252 282 480 125\n\nPasscode: DjF35A\n\nDownload Teams | Join on the web\n\nJoin with a video conferencing device\nnhgov@m.webex.com\n\nVideo Conference ID: 119 224 730 4\n\nAlternate VTC instructions\n\nOr call in (audio only)\n\n+1 603-931-4944, 424975261# United States, Concord\nPhone Conference ID: 424 975 261#\n\nPage 10 of 15\nContractor Initials\nDate\n"