Conference Facility(ies) With Meals and Options for Lodging

State of New Hampshire, Department of Justice: RFB DOJ 2022-01 Conference Facility(ies) With Meals And Options For Lodging Page 1 of 12 STATE OF NEW HAMPSHIRE BID TRANSMITTAL LETTER Date: October 1, 2021 Company Name: Address: Point of Contact: Danielle Snook Department of Justice, Office of Victim/Witness Assistance, 33 Capitol Street, Concord NH 03301 Telephone: 603-271-3671 E-mail: Danielle.m.Snook@DOJ.NH.Gov Bid Invitation Name: Conference Facility(ies) With Meals And Options For Lodging. Bid Number: DOJ 2022-01 Date of Bid Opening: October 22, 2021 Time of Bid Opening: 1:00pm EST Dear Danielle Snook: [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# DOJ 2022-01 for Conference Facility(ies) With Meals And Options For

Lodging. 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 Opening 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 bidder certifies that neither the bidder 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 implementing; 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 debarment; 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: ZIP: On the day of _, 2021, 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) mailto:Danielle.m.Snook@DOJ.NH.Gov State of New Hampshire, Department of Justice: RFB DOJ 2022-01 Conference Facility(ies) With Meals And Options For Lodging Page 2 of 12 State of New Hampshire; Department of Justice Office of Victim/Witness Assistance; Request for Bid (RFB) Conference Facility(ies) With Meals And Options For Lodging SUMMARY OF BID REQUEST The intent of this RFB is to obtain a Conference Facility/Facilities to conduct a two (2) day training conference entitled “2022 Partnering for a Future Without Violence”. This will include facility space, meals and audiovisual services. Lodging options should also be included. SCHEDULE OF EVENTS EVENT DATE LOCAL TIME RFB Released 10/1/21 Proposer Inquiry Period Ends 10/12/21 4:00 p.m. Final Agency Responses to Proposer Inquiries 10/15/21 4:00 p.m. Bids due 10/22/21 10:00 am Date of Bid Opening 10/22/21 1:00 p.m. NOTE TO VENDORS Read and follow these instructions carefully. Many bid responses are submitted incorrectly due to Vendor failure to read and follow all instructions. Should there be any questions, please refer to the instructions entitled "RFB Inquiries". SPECIFICATION COMPLIANCE Bidder's offer must meet the required specifications as written in this RFB. LOCATION The proposed location must be in New Hampshire and within 25 miles of Manchester-Boston Regional airport. CONTRACT AWARD The bid response sheet will request multiple conference room pricing structures. The contract will be awarded based on the overall lowest price to include the conference rooms chosen, audiovisual expenses, parking, and dates. RFB INQUIRIES Inquiries must be submitted by an individual authorized to commit their organization to the Terms and Conditions of this RFB. Submissions must clearly identify the RFB Number, the Vendor’s name, address and the name of the person submitting the question. All inquiries or proposed changes to this RFB must be submitted in writing and received by the Sole Point of Contact at least five business days prior to the bid opening. Inquiries must be submitted by E-mail to Sole Point of Contract Danielle Snook at the following address: Danielle.m.Snook@DOJ.NH.Gov ADDENDUM In the event it becomes necessary to add to or revise any part of this RFB prior to the scheduled submittal date, the NH mailto:Danielle.m.Snook@DOJ.NH.Gov State of New Hampshire, Department of Justice: RFB DOJ 2022-01 Conference Facility(ies) With Meals And Options For Lodging Page 3 of 12 Department of Justice will post on the NH Purchase and Property web site any Addenda. Before your submission, always check the site for any addenda or other materials that may have been issued that would affect the RFB. The web Site address is http://www.admin.state.nh.us/purchasing/bids_posteddte.asp TERMS OF SUBMISSION; RETURN OF COMPLETE ORIGINAL RFB Vendors must submit a complete response to this RFB. It is mandatory that the Vendor conform and respond in accord with the RFB instructions, requirements and rules with completeness and clarity of content. SUBMISSION OF BID RESPONSE The RFB response MUST conform to the following criteria to be considered for award: • All responses must show : o Vendor’s Name and Address o RFB Number o BID Due Date o Indicated as “SEALED BID” o Entitled: “Conference Facility(ies) With Meals And Options For Lodging” • The response must include in the following order: o The entire Original RFB with completed and signed State of New Hampshire Bid Transmittal Letter. o Completed Vendor Bid Response Sheet. Please Note: The response sheet accompanying this bid is the only response that will be accepted. • The response package must emailed to: OVWA@doj.nh.gov Proposals must be clearly marked in the subject line of the email as follows: STATE OF NEW HAMPSHIRE RESPONSE TO RFB DOJ 2022-01 Any package delivered to any other location of the State will not be honored as received. • All responses must be received at the Department of Justice on or before the bid due date and time stated on the first page of this bid (State of New Hampshire Bid Transmittal Letter). Vendors mailing their responses must allow for sufficient time for delivery by the deadline. Bids received later than the specified date and time at the Department of Justice will not be considered. VENDOR ATTENDANCE AT OPENING OF RFB If Vendors wish to attend the opening of the RFB, only the names of the Vendors submitting responses will be made public. Bid information will be published on the Purchase and Property web site if and when an award is made. VENDOR CERTIFICATIONS All bidders must be duly registered as a Vendor authorized to conduct business in the State of New Hampshire. In order to become duly registered, the following processes must be completed: • State of New Hampshire Vendor Application: Bidders must have a completed Vendor Application and W-9 Form on file with the NH Bureau of Purchase and Property. See the following website for information on obtaining and filing the required forms http://admin.state.nh.us/purchasing/Vendor.asp (no fee is required to obtain this form). Do not submit these documents as part of your bid submission. • New Hampshire Secretary of State Registration: A person or persons conducting business under any name other than his/her own legal name must register with the NH Secretary of State. Businesses are classified as 'Domestic' (in- state) or 'Foreign' (out-of-state). Please visit the following website to find out more about the requirements and filing fees for both classifications: http://www.nh.gov/sos/corporate http://www.admin.state.nh.us/purchasing/bids_posteddte.asp http://admin.state.nh.us/purchasing/vendor.asp http://www.nh.gov/sos/corporate State of New Hampshire, Department of Justice: RFB DOJ 2022-01 Conference Facility(ies) With Meals And Options For Lodging Page 4 of 12 SUBVENDORS The Vendor shall be solely responsible for meeting all requirements, terms and conditions specified in this RFB, its response and any resulting contract. The Vendor must describe in its bid any intended use of third (3rd) parties or Subvendors. The State must approve any use of Subvendors. CANCELLATION OF RFB The State reserves the right to cancel this solicitation at any time prior to contract award in which case all responses will be rejected. BID RESULTS Bid results may be viewed on the Purchase and Property web site at: http://www.admin.state.nh.us/purchasing/bids_posteddte.asp PUBLIC DISCLOSURE A. Introduction The State of New Hampshire has made it a priority through the Right-to-Know law (RSA 91-A), the TransparentNH initiative, and other statutes and practices to ensure that government activity is open and transparent. In general, these requirements allow for public review, disclosure and posting of government and public records. As such, the State is obligated to make public the information submitted in response to this RFB, any resulting contract, and information provided during the contractual relationship. The Right-to-Know law obligates the State to conduct an independent analysis of the confidentiality of the information submitted, regardless of whether it is marked confidential. In addition, the Governor and Council (G&C) contract approval process more specifically requires that pricing be made public and that any contract reaching the G&C agenda for approval be posted online. B. Disclosure of Information Submitted in Response to RFB Information submitted in response to this request for bid (RFB) is subject to public disclosure under the Right-to- Know law . Notwithstanding the Right-to-Know law, no information concerning the contracting process, including but not limited to information related to bids, communications between the parties or contract negotiations, shall be available until the contract is approved by the governor and executive council, or, if the contract does not require approval from the governor and executive council, until the contract has been actually awarded as determined by the issuing agency, except information required to be posted pursuant to RSA 21-G:37, I-III. Confidential, commercial or financial information may be exempt from public disclosure under RSA 91-A:5, IV. If you believe any information submitted in response to this request for bid should be kept confidential, you must specifically identify that information where it appears in your submission in a manner that draws attention to the designation. You must also provide a letter to the person listed as the point of contact for this RFB, identifying the specific page number and section of the information you consider confidential, commercial or financial and providing your rationale for each designation. Marking or designating an entire bid, attachment or section as confidential shall neither be accepted nor honored by the State. Pricing and other information that relates to your contractual obligations in your bid or any subsequently awarded contract shall be subject to public disclosure regardless of whether it is marked as confidential. Notwithstanding a bidder’s designations, the State is obligated by the Right-to-Know law to conduct an independent analysis of the confidentiality of the information submitted in a bid. If a request is made to the State by any person or entity to view or receive copies of any portion of your bid, the State shall first assess what information it is obligated to release. It will then notify you that a request has been made, indicate what, if any, information the State has assessed is confidential and will not be released, and specify the planned release date of the remaining portions of the bid. To halt the release of information by the State, a bidder must obtain and provide to the State, prior to the date specified in the notice, a court order valid and enforceable in the State of New Hampshire, at its sole expense, enjoining the release of the requested information. By submitting a bid, you acknowledge and agree that: http://www.admin.state.nh.us/purchasing/bids_posteddte.asp State of New Hampshire, Department of Justice: RFB DOJ 2022-01 Conference Facility(ies) With Meals And Options For Lodging Page 5 of 12 • The State may disclose any and all portions of the bid or related materials which are not marked as confidential and/or which have not been specifically explained in the letter to the person identified as the point of contact for this RFB; • The State is not obligated to comply with your designations regarding confidentiality and must conduct an independent analysis to assess the confidentiality of the information submitted in your bid; and • The State may, unless otherwise prohibited by court order, release the information on the date specified in the notice described above without any liability to you. C. Electronic Posting of Resulting Contract RSA 91-A obligates disclosure of contracts resulting from responses to RFBs. As such, the Secretary of State provides to the public any document submitted to G&C for approval, and posts those documents, including the contract, on its website. Further, RSA 9-F:1 requires that contracts stemming from RFBs be posted online. By submitting a bid you acknowledge and agree that, in accordance with the above mentioned statutes and policies, (and regardless of whether any specific request is made to view any document relating to this RFB), any contract resulting from this RFB will be made accessible to the public online via the State’s website without any redaction whatsoever. State of New Hampshire, Department of Justice: RFB DOJ 2022-01 Conference Facility(ies) With Meals And Options For Lodging Page 6 of 12 NON-EXCLUSIVE RFB OR ANY RESULTING CONTRACT This is a Non-Exclusive RFB with price and term limitations as set forth in any resulting Contract. The State may, at its sole discretion, retain other contractors to provide Conference Facility(ies) with meals and options for lodging. CONTRACT TERMS AND CONDITIONS The form contract P-37 included as Sample shall be part of this bid per section 8.1. The successful bidder(s) 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 in the bidder's offer. REQUIRED DOCUMENTS OF WINNING BIDDER Upon receipt of contract award notification, the successful bidder must furnish the following:  A signed and completed General Provisions Terms and Conditions Form P-37 (Provided by the Department of Justice at award of bid. See Sample).  Signed copy of a Certificate of Vote/Authority: This must provide evidence authorizing the individual executing the contract to bind the business organization as of the date the individual signs the contract. Such certificates shall not be self-authenticating if other than a Vendor who is contracting in his/her individual capacity.  Certificate of Comprehensive General Liability Insurance in the amount of $2 million or more for each occurrence. This must be stated on the certificate in the per claim or occurrence section under General Liability. The certificate must identify the State of New Hampshire, Department of Justice, 33 Capitol Street, Concord NH 03301.  Proof of Worker’s Compensation for the State of New Hampshire to cover the contracted Vendor, any Subvendors of the contracted Vendor (if applicable) and any employees of the contracted Vendor for any services provided. The State shall not be responsible for payment of any Workers’ Compensation premiums or for any other claim or benefit for Vendor, or any Subvendor or employee of Vendor which might arise under applicable State of New Hampshire Workers’ Compensation laws in connection with the performance of any service.  Certificate of Good Standing from the State of New Hampshire Department of State dated on or after April 1, 2021. ADDITIONAL INFORMATION The State reserves the right to make a written request for additional information in writing from a Vendor to assist in understanding or clarifying a Bid. NOTE: BID MUST BE SIGNED ON FRONT COVER SHEET (STATE OF NEW HAMPSHIRE BID TRANSMITTAL LETTER) TO BE CONSIDERED.