bid_2877_24.pdf

Bidder Initials_______

Date___________

NEW HAMPSHIRE DEPARTMENT OF ADMINISTRATIVE SERVICES

DIVISION OF PROCUREMENT AND SUPPORT SERVICES

REQUEST FOR BID

FOR

SURVEILLANCE EQUIPMENT, INSTALLATION, MAINTENANCE AND REPAIR SERVICES

2877-24

DUE DATE 6/4/2024 1:30:00 PM (EASTERN TIME)

Date___________

Table of Contents

1. PURPOSE:

2. INSTRUCTIONS TO VENDOR:

3. BID SUBMITTAL:

4. BID INQUIRIES:

5. BID DUE DATE:

6. ADDENDA:

7. TIMELINE:

8. TERMS OF SUBMISSION:

9. CONTRACT TERM:

10. CONTRACT AWARD:

11. NOTIFICATION AND AWARD OF CONTRACT(S):

12. LIABILITY:

13. PUBLIC DISCLOSURE OF BID OR PROPOSAL SUBMISSIONS:

14. TERMINATION:

15. VENDOR CERTIFICATIONS:

16. BID PRICES:

17. AUDITS AND ACCOUNTING:

18. ACCOUNT REPRESENTATIVE:

19. ESTIMATED USAGE:

20. USAGE REPORTING:

21. ESTABLISHMENT OF ACCOUNTS:

22. ELIGIBLE PARTICIPANTS:

23. PAYMENT:

24. INVOICING:

25. TERMS OF PAYMENT:

26. VENDOR RESPONSIBILITY:

27. IF AWARDED A CONTRACT:

28. SPECIFICATIONS:

29. SCOPE OF SERVICES:

30. ADDITIONAL REQUIREMENTS:

31. PERFORMANCE GUARANTEES:

32. WARRANTY REQUIREMENTS:

33. OBLIGATIONS AND LIABILITY OF THE VENDOR:

34. NON-EXCLUSIVE CONTRACT:

35. DISASTER RECOVERY:

36. ENVIRONMENTALLY FRIENDLY PRODUCTS:

37. OFFER:

38. VENDOR’S BALANCE OF PRODUCT LINE ITEMS:

39. VENDOR CONTACT INFORMATION:

40. DELIVERY LOCATIONS:

41. ATTACHMENTS:

42. THE BID OPENING IS OPEN TO THE PUBLIC ONLINE AT THE FOLLOWING:

STATE OF NEW HAMPSHIRE TRANSMITTAL LETTER

Date___________

1. PURPOSE:

The purpose of this bid invitation is to establish a contract for surveillance equipment, installation, maintenance and repair services to the State of New Hampshire with services indicated in the SCOPE OF SERVICES and OFFER sections of this bid invitation, in accordance with the requirements of this bid invitation and any resulting contract.

2. INSTRUCTIONS TO VENDOR:

2.1. Read the entire bid invitation prior to filling it out. Complete the pricing information in the “Offer” section (detailed information on how to fill out the pricing information can be found in the “Offer” section); complete the “Vendor Contact Information” section; and finally, fill out, and sign the bid transmittal letter.

3. BID SUBMITTAL:

3.1. All bids shall be submitted on this form (or an exact copy), shall be typed, or clearly printed in ink, and shall be received on or before the date and time specified on paragraph 7 of this bid under “Bid Closing”. Interested parties may submit a bid to the State of New Hampshire Bureau of Purchase and Property by email to NH.Purchasing@DAS.NH.Gov. All bids shall be clearly marked with bid number, date due and purchasing agent’s name.

3.2. IF YOU ARE EXPERIENCING DIFFICULTIES EMAILING YOUR BID OR YOU WISH TO VERIFY THAT YOUR

BID RESPONSE HAS BEEN RECEIVED, PLEASE CALL (603) 271-2201.

4. BID INQUIRIES:

4.1. Any questions, clarifications, and/or requested changes shall be submitted by an individual authorized to commit their organization to the Terms and Conditions of this bid and shall be received in writing at the Bureau of Purchase and Property no later than 4:00 PM on the date listed in the timeline below. Questions shall not be submitted to anyone other than the Purchasing Agent or his/her representative. Bidders that submit questions verbally or in writing to any other State entity or State personnel shall be found in violation of this part and may be found non-compliant.

4.2. Questions shall be submitted by email to Lincoln Adams at Lincoln.J.Adams@DAS.NH.Gov

4.3. Submissions shall clearly identify the bid Number, the Vendor’s name and address and the name of the person submitting the question.

5. BID DUE DATE:

5.1. All bid submissions shall be received at the Bureau of Purchase and Property no later than the date and time shown on the transmittal letter of this bid. Submissions received after the date and time specified shall be marked as “Late” and shall not be considered in the evaluation process.

5.2. All offers shall remain valid for a period of one hundred eighty (180) days from the bid due date. A vendor’s disclosure or distribution of bids other than to DAS, Bureau of Purchase and Property may be grounds for disqualification.

6. ADDENDA:

6.1. In the event it becomes necessary to add to or revise any part of this bid prior to the scheduled submittal date, the NH

Bureau of Purchase and Property shall post on our web site any Addenda. Before your submission and periodically prior to the RFB closing, Vendors are required to check the site for any addenda or other materials that may have been issued affecting the bid. The web site address is: https://apps.das.nh.gov/bidscontracts/bids.aspx.

7. TIMELINE:

7.1. The timeline below is provided as a general guideline and is subject to change. Unless stated otherwise, consider the dates below a “no later than” date.

Bid Solicitation distributed on or by: 5/22/2024 Last day for questions, clarifications, and/or requested changes to bid: 6/3/2024 Bid Closing (Eastern Time): 6/4/2024 1:30:00 PM

8. TERMS OF SUBMISSION:

8.1. All material received in response to this bid shall become the property of the State and shall not be returned to the Vendor.

Regardless of the Vendors selected, the State 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(s) has been awarded.

8.2. A responding bid that has been completed and signed by your representative shall constitute your company’s acceptance of all State of New Hampshire terms and conditions and shall legally obligate your company to these terms and conditions.

8.3. A signed response further signifies that from the time the bid is published (bid solicitation date and time) until a contract is awarded, no bidder shall offer or give, directly or indirectly, any gift, expense reimbursement, or honorarium, as defined by RSA 15-B, to any elected official, public official, public employee, constitutional official, or family member of any such official or employee who shall select, evaluate, or award the RFB.

mailto:NH.Purchasing@DAS.NH.Gov https://apps.das.nh.gov/bidscontracts/bids.aspx

Date___________

8.4. Furthermore, a signed response signifies that any terms and/or conditions that may be or have been submitted by the Vendor are specifically null and void and are not a part of this bid invitation or any awarded purchase order, even if said terms and/or conditions contain language to the contrary.

8.5. The form P-37 Contract attached hereto shall be part of this bid and the basis for the contract(s). The successful Vendor and the State, following notification, shall promptly execute this contract form, which is to be completed by incorporating the service requirements and price conditions established by the vendor’s offer.

8.6. CHAPTER ADM 600 PROCUREMENT AND PROPERTY RULES APPLY TO AND ARE MADE A PART HEREOF.

8.7. Complete bids shall be filled out on the original documents and format that are a part of this bid invitation. Vendors may submit additional paperwork with pricing, but all pricing shall be on the documents provided with this bid invitation and in the State’s format.

9. CONTRACT TERM:

9.1. The term of the contract shall commence August 1, 2024, or upon execution by the Commissioner of the Department of

Administrative Services, whichever is later (the “effective date”) and shall continue thereafter for a period of approximately three (3) years.

9.2. The contract may be extended for up to an additional three (3) years thereafter under the same terms, conditions, and pricing structure upon the mutual agreement between the successful Vendor and the State with the approval of the Commissioner of the Department of Administrative Services.

10. CONTRACT AWARD:

10.1. The award shall be made to the Vendor meeting the criteria established in this RFB and providing the lowest cost in total.

The State reserves the right to reject any or all bids or any part thereof and add/delete items/locations to the contract. The award shall be, in the form of a State of New Hampshire Contract.

10.2. Successful Vendor shall not be allowed to require any other type of order, nor shall the successful Vendor be allowed to require the filling out or signing of any other document by State of New Hampshire personnel.

10.3. Successful Vendor shall not be allowed to require any other type of order, nor shall the successful Vendor be allowed to require the filling out or signing of any other document by State of New Hampshire personnel.

11. NOTIFICATION AND AWARD OF CONTRACT(S):

11.1. Bid results shall not be given by telephone. For Vendors wishing to attend the bid closing, the names of the vendors submitting responses and pricing shall be made public. Other specific response information shall not be given out. Bid results shall be made public after final approval of the contract(s).

11.2. Bid results may also be viewed on our website at https://apps.das.nh.gov/bidscontracts/bids.aspx.

11.3. For Vendors wishing to attend the bid closing: Names of the Vendors submitting responses and pricing shall be made public. In lieu of in person public bid openings the State shall conduct openings via electronic means until further notice.

12. LIABILITY:

12.1. The State shall not be held liable for any costs incurred by Vendors in the preparation of bids or for work performed prior to contract issuance.

13. PUBLIC DISCLOSURE OF BID OR PROPOSAL SUBMISSIONS:

13.1. Generally, the full contents of any proposal (including all materials submitted in connection with it, such as attachments, exhibits, addenda, and vendor presentations) become public information upon completion of final contract or purchase order negotiations with the selected vendor. Certain information concerning proposals, including but not limited to scoring, is generally available to the public even before this time, in accordance with the provisions of NH RSA 21-G:37.

13.2. Confidential, commercial, or financial information may be exempt from public disclosure under RSA 91-A:5, IV. Any and all information contained in or connected to a bid or proposal that a Bidder considers confidential shall be clearly designated in the following manner:

13.3. If the Bidder considers any portion of a submission confidential, they shall provide a separate copy of the full and complete document, fully redacting those portions by blacking them out and shall note on the applicable page or pages of the document that the redacted portion or portions are “confidential.” Use of any other term or method, such as stating that a document or portion thereof is “proprietary”, “not for public use”, or “for client’s use only”, is not acceptable. In addition to providing an additional fully redacted copy of the bid submission to the person listed as the point of contact on Page one

(1) of this document, the identified information considered to be confidential must be accompanied by a separate letter stating the rationale for each item designated as confidential. In other words, the letter must specifically state why and under what legal authority each redaction has been made. Submissions which do not conform to these instructions by failing to include a redacted copy (if required), by failing to include a letter specifying the rationale for each redaction, by

Date___________ failing to designate redactions in the manner required by these instructions, or by including redactions which are contrary to these instructions or operative law may be rejected by the State as not conforming to the requirements of the bid or proposal. Marking or designating an entire proposal, attachment, or section as confidential shall neither be accepted nor honored by the State. Marking an entire bid, proposal, attachment, or full sections thereof confidential without taking into consideration the public’s right to know shall neither be accepted nor honored by the State.

13.4. Notwithstanding any provision of this request for submission to the contrary, proposed pricing shall be subject to public disclosure REGARDLESS of whether or not marked as confidential.

13.5. If a request is made to the State by any person or entity to view or receive copies of any portion of a proposal, the State will assess what information it believes is subject to release; notify the Bidder that the request has been made; indicate what, if any, portions of the proposal or related material shall be released; and notify the Bidder of the date it plans to release the materials. To halt the release of information by the State, a Bidder must initiate and provide to the State, prior to the date specified in the notice, a court action in the Superior Court of the State of New Hampshire, at its sole expense, seeking to enjoin the release of the requested information.

13.6. By submitting a proposal, Bidders acknowledge and agree that:

13.6.1. The State may disclose any and all portions of the proposal 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 RFP;

13.6.2. The State is not obligated to comply with a Bidder’s designations regarding confidentiality and must conduct an independent analysis to assess the confidentiality of the information submitted in your proposal; and

13.6.3. 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 a Bidder.

14. TERMINATION:

14.1. The State of New Hampshire shall have the right to terminate the contract at any time with a thirty (30) day written notice to the successful Vendor.

15. VENDOR CERTIFICATIONS:

15.1. All Vendors shall be duly registered as a vendor authorized to conduct business in the State of New Hampshire.

15.2. STATE OF NEW HAMPSHIRE VENDOR APPLICATION: To be eligible for a contract award, a Vendor must have a completed Vendor Application Package 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).

15.3. NEW HAMPSHIRE SECRETARY OF STATE REGISTRATION: To be eligible for a contract award, a Vendor that is a corporation, limited liability company, or other limited liability business entity (this excludes sole proprietors and general partnerships) must be registered to conduct business in the State of New Hampshire AND in good standing with the NH Secretary of State. Please visit the following website to find out more about the requirements for registration with the NH Secretary of State: https://sos.nh.gov/corporation-division/.

15.4. CONFIDENTIALITY & CRIMINAL RECORD: If Applicable, any employee or approved subcontractor of the Vendor who will be accessing or working with records of the State of New Hampshire shall be required to sign a Confidentiality and Non-Disclosure Agreement and a Release of Criminal Record Authorization Form. These forms shall be returned to the designated State agency prior to commencing any work.

15.5. CERTIFICATE OF INSURANCE: Prior to being awarded a contract the Vendor shall be required to submit proof of comprehensive general liability insurance coverage prior to performing any services for the State. The coverage shall insure against all claims of bodily injury, death, or property damage in amounts of not less than $1,000,000 per occurrence and $2,000,000 aggregate. Coverage shall also include State of New Hampshire workers’ compensation insurance to the extent required by RSA Chapter 281-A.

16. BID PRICES:

16.1. Bid prices shall remain firm for the entire contract period and shall be in US dollars and shall include delivery and all other costs required by this bid invitation. Special charges, surcharges (including credit card transaction fees), or fuel charges of any kind (by whatever name) may not be added on at any time. Any and all charges shall be built into your bid price at the time of the bid. Unless otherwise specified, prices shall be F.O.B. DESTINATION, (included in the price bid), which means delivered to a state agency's receiving dock or other designated point as specified in this contract or subsequent purchase orders without additional charge. Shipments shall be made in order to arrive at the destination at a satisfactory time for unloading during receiving hours.

16.2. Per Administrative Rule 606.01(e) “if there is a discrepancy between the unit price and the extension price in a response to an RFP, RFB or RFQ, the unit price shall be binding upon the vendor”.

https://das.nh.gov/Purchasing https://sos.nh.gov/corporation-division/

Date___________

16.3. Price decreases shall become effective immediately as they become effective to the general trade.

16.4. Updated Published Price List MUST be e-mailed to Lincoln.J.Adams@DAS.NH.Gov

17. AUDITS AND ACCOUNTING:

17.1. The successful Vendor shall allow representatives of the State of New Hampshire to have complete access to all records for the purpose of determining compliance with the terms and conditions of this bid invitation and in determining the award and for monitoring any resulting contract.

17.2. At intervals during the contract term, and prior to the termination of the contract, the successful Vendor may be required to provide a complete and accurate accounting of all products and quantities ordered by each agency and institution and by political sub-divisions and authorized non-profit organizations.

18. ACCOUNT REPRESENTATIVE:

18.1. The Contractor shall assign a dedicated account representative and a backup in their absence who will be responsible for the daily administration of this Contract. The account representative shall be familiar with all Contract requirements to ensure compliance with the terms of the Contract. The account representative shall respond by phone or email to Client Agency inquiries within 24 hours of initial contact or the next business day if after normal business hours. The account representative’s responsibilities shall include but not be limited to:

18.1.1. Coordinate business review meeting(s) either virtually or on-site with the State held at a cadence requested by the State.

18.1.2. Provide recommended process and productivity improvements related to potential cost savings to the State for consideration quarterly.

18.1.3. Provide information and product offerings to bring the latest industry ideas and trends to the State as applicable.

18.1.4. Provide training on the use of the Contractor’s portal as needed with no charge to the State.

19. ESTIMATED USAGE:

19.1. The quantities indicated in the offer section of this bid invitation are an estimate only for the State of New Hampshire's annual requirements. These quantities are indicated for informational purposes only and shall not be considered minimum or guaranteed quantities, nor shall they be considered maximum quantities. These quantities do not include any eligible participant usage.

20. USAGE REPORTING:

20.1. The successful Vendor shall be required to submit a quarterly and annual usage report for analysis for each state agency or eligible participant. Reports are due no later than 30 days after each end of each calendar quarter to Bureau of Procurement Services, Lincoln Adams and sent electronic to Lincoln.J.Adams@DAS.NH.Gov At a minimum, the Report shall include:

20.1.1. Contract Number

20.1.2. Utilizing Agency and Eligible Participant

20.1.3. Services/Itemized Products Purchased (showing the manufacturer, each item purchased, detailed item description, part number, hourly rate of service, type of repair/service performed, quantity, unit cost of each item, extended cost and the final total cost).

20.1.4. Recycling documentation with respect to content used in the manufacture, development and distribution process of goods and services sold. This report shall include but not be limited to:

20.1.4.1. Percentage of recycled materials contained within finished products

20.1.4.2. Percentage of waste recycled throughout the manufacturing process

20.1.4.3. Types and volume of packaging used for transport

20.1.4.4. Any associated material avoided and/or recycled as applicable under contract

20.1.4.5. A standardized reporting form will be provided after contract award

20.1.5. Total Cost of all Services/Products Purchased. Ability to sort by agency/eligible participant.

20.1.6. In Excel format

21. ESTABLISHMENT OF ACCOUNTS:

21.1. Each State of New Hampshire agency shall have its own individual customer account number. There may also be instances where divisions or bureaus within an agency will need their own individual customer account numbers. Should any State of New Hampshire agency place an order under the contract, the successful Vendor agrees to establish an account within three business days from the date the order is placed. However, there shall be no delay in any shipment; the agency shall receive

Date___________ the items ordered in accordance with the delivery time required under this bid invitation, as if an account already exists for the agency.

22. ELIGIBLE PARTICIPANTS:

22.1. Political sub-divisions (counties, cities, towns, school districts, special district or precinct, or any other governmental organization), or any nonprofit agency under the provisions of section 501c of the federal internal revenue code, are eligible to participate under this contract whenever said sub-division or nonprofit agency so desires. These entities are autonomous and may participate at their sole discretion. In doing so, they are entitled to the prices established under the contract. However, they are solely responsible for their association with the successful Vendor. The State of New Hampshire assumes no liability between the successful Vendor and any of these entities.

23. PAYMENT:

23.1. Payments shall be made via ACH or Procurement Card (P-card = Credit Card) unless otherwise specified by the State of

New Hampshire. Use the following link to enroll with the State Treasury for ACH payments:

https://www.nh.gov/treasury/state-vendors/index.htm Eligible participants shall negotiate their own payment methods with the successful Vendor. If the Agency is enrolled in the P-Card Program, payments will be made via P-card. The resulting contract will have mandatory P-Card usage for agencies enrolled in the P-Card Program.

24. INVOICING:

24.1. Invoices shall be submitted to the corresponding State agency after completion of work.

25. TERMS OF PAYMENT:

25.1. Payment shall be made in full within thirty (30) days after receipt of the invoice and acceptance of the corresponding goods and/or services to the State’s satisfaction.

25.2. The Vendor shall track manufacturer discounts and/or rebates offered and provide a credit on the State’s next invoice. The

Vendor shall submit reports quarterly to Lincoln Adams Lincoln.J.Adams@DAS.NH.Gov at the Bureau of Purchase and Property detailing manufacturer discounts and/or rebates paid out to the State.

25.3. The Vendor shall provide prompt payment discounts offered for invoice payments prior to the State’s standard 30-day due date for payments. Orders $10,000.00 and above will receive a 0.50% discount off invoice.

Payment Time Discount % 30 Days Standard Payment Terms

Within 20 Days 0.25% Within 10 Days 0.50%

26. VENDOR RESPONSIBILITY:

26.1. The successful Vendor shall be solely responsible for meeting all terms and conditions specified in the bid, and any resulting contract.

26.2. All State of New Hampshire bid invitations and addenda to such bid invitations are advertised on our website at https://apps.das.nh.gov/bidscontracts/bids.aspx.

26.3. It is a prospective Vendor’s responsibility to access our website to determine any bid invitation under which the Vendor desires to participate. It is also the Vendor’s responsibility to access our website for any posted addenda.

26.4. The website is updated several times per day; it is the responsibility of the prospective Vendor to access the website frequently to ensure that no bidding opportunity or addendum is overlooked.

26.5. It is the prospective Vendor’s responsibility to forward a signed copy of any addendum requiring the Vendor’s signature to the Bureau of Purchase and Property with the bid response.

26.6. In preparation of a bid response, the prospective Vendor shall:

26.6.1. Provide pricing information as indicated in the “Offer” section; and

26.6.2. Provide all other information required for the bid response (if applicable); and

26.6.3. Complete the “Vendor Contact Information” section; and

26.6.4. Complete the company information on the “Transmittal Letter” page, and sign under penalty of unsworn falsification in the space provided on that page.

26.7. It is the responsibility of the Vendor to maintain any awarded contract and New Hampshire Vendor Registration with up to date contact information.

26.8. Contract specific contact information (Sales contact, Contractor contract manager, etc.) shall be sent to the State’s

Contracting Office listed in Box 1.9 of Form P-37.

https://www.nh.gov/treasury/state-vendors/index.htm

Date___________

26.9. Additionally, all updates i.e., telephone numbers, contact names, email addresses, W9, tax identification numbers are required to be current through a formal electronic submission to the Bureau of Purchase and Property at:

https://www.das.nh.gov/purchasing/vendorresources.aspx.

27. IF AWARDED A CONTRACT:

27.1. The successful Vendor shall complete the following sections of Appendix A (Agreement State of New Hampshire Form #P-

37):

Section 1.3 Contractor Name Section 1.4 Contractor Address Section 1.11 Contractor Signature Section 1.12 Name & Title of Contractor Signatory (if Vendor is not a sole proprietor)

27.2. Provide certificate of insurance indicating the coverage amounts required by Section 14 of the Form Number P-37.

27.3. Provide proof of sufficient workers’ compensation insurance coverage or evidence of exemption from RSA Chapter 81-A.

27.4. If the successful Vendor is a corporation, limited liability company, or other limited liability business entity, then provide a certificate of good standing issued by the NH Secretary of State or, for a newly incorporated, formed, or registered entity, a copy of the appropriate registration document certified by the NH Secretary of State.

28. SPECIFICATIONS:

28.1. Complete specifications required are detailed in the SCOPE OF SERVICES section of this bid invitation. In responding to the bid invitation, the prospective Vendor shall address all requirements for information as outlined herein.

29. SCOPE OF SERVICES:

29.1. Vendor shall supply all labor, tools, transportation, materials, equipment and permits as necessary and required to perform services as described herein.

29.2. Vendor shall be responsible for the on-going IT security patching, firmware updates, and general maintenance of any hardware or software connected to the State of New Hampshire network.

29.3. The scope of work shall include Video (Internet Protocol “IP” Cameras) and Closed Circuit Television (“CCTV”) Surveillance Equipment, Install, Maintenance & Repair, to all agencies/locations as needed for the entire State of New Hampshire for both hardware and software related to the State’s current Video and CCTV systems. No vendor shall install any of the equipment on the prohibited technologies list, some of which is specifically video equipment and networking.

https://www.doit.nh.gov/sites/g/files/ehbemt506/files/inline-documents/sonh/prohibited-technologies.pdf

29.4. Agencies should coordinate any services, hardware, and/or software implementation with their assigned DoIT IT Lead .

Any Telecomm Service Request (TSR) for the installation of Data Drops needs to be sent to the Agency DoIT IT Lead to gain DoIT Approval prior to submission to Telecomm. Any equipment that connects to the State Network requires a data drop which will require a TSR be DoIT approved and submitted to Telecomm.

29.5. A Request for Quote (RFQ) and Statement of Work (SOW) shall be issued to each successful contractor where work is being requested. The Individual projects shall be awarded to the contractor with the lowest not to exceed quotes based on contract rates meeting the RFQ/SOW requirements. Emergency projects will be based upon the repair rates specified in the offer section.

29.6. The Vendor shall perform all IP and CCTV operations, tests, inspections, maintenance, alterations, and repairs in accordance with manufacturer recommendations.

29.7. Hardware and/or software can only be attached to the State of New Hampshire network upon the Department of Information Technology (DoIT) review and approval. Vendors must adhere to all State of New Hampshire information technology security policies and standards.

29.8. The Vendor shall respond to all IP and CCTV emergencies and will be expected to arrive at the site of any IP and CCTV emergency within three (3) hours, or five (5) hours for Coos County, from the initial request and quotes, when required, shall be provided within twenty-four (24) hours. Emergency services shall be provided twenty-four (24) hours, seven (7) days a week including weekends and holidays.

29.9. The Vendor shall provide the State with a toll-free number available twenty-four (24) hours per day, seven (7) days a week, 365 days a year.

29.10. All pricing for replacement parts must be submitted as FOB Destination. Shipping expenses shall be built into the unit cost;

no additional charges shall be billed to the State. The Vendor shall be responsible for obtaining materials at the best possible price and charge the State no more than cost +10%. The Vendor shall supply copies of itemized invoices with its billing to the State for verification of costs. Lack of itemized invoices shall result in the State’s refusal to accept Vendor bills.

https://www.das.nh.gov/purchasing/vendorresources.aspx https://www.doit.nh.gov/sites/g/files/ehbemt506/files/inline-documents/sonh/prohibited-technologies.pdf

Date___________

29.11. Each site shall have one (1) annual maintenance visit per year. Maintenance and Repair Services shall include but not be limited to:

29.11.1. The Vendor shall annually inspect, test, check, clean, and make minor adjustments of system for optimal performance;

29.11.2. The Vendor shall check history of IP or CCTV system since last maintenance visit;

29.11.3. The Vendor shall diagnose any potential system issues, and make recommendations for repair or alterations.

29.11.4. Check each camera for any viewing issues. This shall include but not limited to: outages, out of focus cameras, out of home position cameras, obstructed view by dirty or damaged lenses or housing windows;

29.11.5. Retrain on the use of the IP or CCTV if necessary;

29.11.6. Visually inspect, and test, all major security components including cabling and connections where accessible for signs of deterioration or damage;

29.11.7. Check all control equipment (servers, workstations) for proper operation. This shall include a health alert status on the hard drives and storage utilization;

29.11.8. Check and clean camera lenses and housing. The cleaning shall include wiping the dome and/or camera housing internally and externally. Deteriorating weather seals and latches shall be cleaned or replaced as necessary;

29.11.9. Check lenses for correct field of view and correct focusing;

29.11.10. Inspect brackets, bolts, housings, and associated fittings for signs of corrosion or damage;

29.11.11. Repair minor faults;

29.11.12. Checking recording and playback quality. This shall include but not limited to, changing camera settings or server settings for the best quality for optimization and system performance;

29.11.13. Implement any software or firmware updates;

29.11.14. Provide a report after every inspection based on findings of the inspection to the agency; and

29.11.15. Provide a current status of the IP or CCTV system, and recommendation for new equipment and technology for improvement for the IP or CCTV system.

29.11.16. The Vendor shall complete routine maintenance on any panic alarms that are tied into the IP or CCTV system.

29.11.17. The Vendor shall complete an annual site audit for any panic alarms that are tied into the IP or CCTV system.

29.12. In addition to the above scope of services, the Department of Corrections (“DOC”) requires the following:

29.12.1. Service is to be completed at the Transitional Housing Units (“THUs”):

29.12.2. North End House (“NEH”), 1 Perimeter Road, Concord, NH

29.12.3. Shea Farm 60 Iron Works Road, Concord, NH

29.12.4. Calumet, 126 Lowell Street, Manchester, NH

29.12.5. Women’s State Prison, 42 Perimeter Road, Concord, NH

29.13. Service hours are 7 AM to 3 PM, Monday through Friday.

29.14. Unscheduled, emergency, and act of vandalism services are required twenty-four (24) hours, seven (7) days a week, 365 days a year.

29.15. The agency requires the ability to have these service calls answered by an answering service or on-call staff. Answering machines or voicemail shall not be an accepted form of communication.

29.16. Major on-call services shall require an estimate for work to be provided at no charge. These services need to be approved by the Administrator of Logistics or designee prior to any work being performed.

29.17. Preventative maintenance provided on holidays shall require prior approval by the Administrator of Logistics or designee.

29.18. All work performed by the Vendor shall be under the supervision of a Department’s maintenance employee or designee.

29.19. If damage to a component and/or part is/are determine by mutual agreement of the DOC and the Vendor to be an act of vandalism, the following procedures shall apply:

29.20. The component(s)/part(s) shall be turned into the Control Room for evidence and shall be accompanied by all information needed for billing the responsible party. Within forth-eight (48) hours a bill shall be faxed to the Administrator Logistics or designee at (603) 271-6181 with the expected costs related to vandalism.

Date___________

29.21. The Vendor must furnish the required tools and equipment inclusive of computer hardware necessary to provide the requested services of the Contract. Any tools, containers, and vehicles the Vendor needs to provide the required services must be inventoried before entering and leaving the facility and are subject to search by the DOC security staff at any and all times while on NH DOC facility grounds.

29.22. Vendor tool lists and operations bulletins are to provide one (1) to two (2) days in advance of any visit.

29.23. The Vendor shall agree to comply with all rules and regulations of the NH DOC.

29.24. The Vendor shall be responsible for obtaining a criminal background check to include finger printing on all potential employees assigned by the Vendor and/or Subcontractors to provide services to NH DOC. Upon award of a Contract, the NH DOC will notify the selected Vendor the procedures to obtain background checks and fingerprinting. Vendor and/or subcontractor employee hiring status shall be contingent upon receipt of a criminal background check and fingerprinting report(s), from the NH Department of Safety, and procedural review of said reports by the NH DOC.

29.25. In addition, the Vendor and/or subcontractor shall not be able to hire employees meeting the following criteria:

29.25.1. Individuals convicted of a felony shall not be permitted to provide services;

29.25.2. Individuals with confirmed outstanding arrest warrants shall not be permitted to provide services;

29.25.3. Individuals with a record of a misdemeanor offense(s) may be permitted to provide services pending determination of the severity of the misdemeanor offense(s) and review of the criminal record history by the Administrator of Logistics or designee of the NH DOC;

29.25.4. Individuals with restrictions on out-of-state and/or State of NH professional licenses and/or certifications;

29.25.5. Individuals who professional licenses and/or certification have been revoked and reinstated from other States and/or the State of NH;

29.25.6. Individuals with a history of drug diversion;

29.25.7. Individuals who were a former State of NH employee and/or former Vendor employee that was dismissed for cause;

29.25.8. Individuals previously employed with the NH DOC without prior approval of the NH DOC; and

29.25.9. Relatives of currently incarcerated felons may not be permitted to provide services without prior approval by the

NH DOC.

29.26. In performing its obligations under any awarded contract, the Vendor may gain access to information of the inmates/patients/non-adjudicated residents including confidential information. The Vendor shall not use information developed or obtained during the performance of, or acquired or developed by reason of the Contract, except as is directly connected to and necessary for the Vendor’s performance under the Contract.

29.27. The Vendor agrees to maintain the confidentiality of and to protect from unauthorized use, disclosure, publication, reproduction and all information of the inmate/patient/non-adjudicated residents that becomes available to the Vendor in connection with its performance under the Contract.

29.28. In the event of unauthorized use of disclosure of the inmate/patient/non-adjudicated resident information, the Vendor shall immediately notify the NH DOC.

29.29. All material developed or acquired by the Vendor, as a result of work under the Contract shall become the property of the State of New Hampshire. No material or reports prepared by the Vendor shall be released to the public without prior written consent of the NH DOC.

29.30. The Vendor must comply with the Prison Rape Elimination Act (“PREA”) of 2003 (Federal Law 42 U.S.C. 15601 et. seq.), with all applicable Federal PREA standards, and with all State policies and standards related to PREA for preventing, detecting, monitoring, investigating, and eradicating any form of sexual abuse within facilities/programs/offices owned, operated, or contracted. Vendor acknowledges that, in addition to self-monitoring requirements, the State will conduct compliance monitoring of PREA standards which may require an outside independent audit.

29.31. The Vendor must comply with any applicable NH DOC Administrative Rules, Policies, Regulations, and Policy and Procedure Directives (“PPD’s”) to include but not limited to, PPD 5.08: Staff Property Permitted in and Restricted from Prison Facilities.

30. ADDITIONAL REQUIREMENTS:

30.1. Unless otherwise stated in the Scope of Services, all services performed under this Contract(s) shall be performed between the hours of 8:00 A.M. and 4:00 P.M. for State business days, unless other arrangements are made in advance with the State. Any deviation in work hours shall be pre-approved by the Contracting Officer. The State requires ten-day advance

Date___________ knowledge of said work schedules to provide security and access to respective work areas. No premium charges shall be paid for any off-hour work.

30.2. The Vendor shall not commence work until a conference is held with each agency, at which representatives of the Vendor and the State are present. The conference shall be arranged by the requesting agency (State).

30.3. The State shall require correction of defective work or damages to any part of a building or its appurtenances when caused by the Vendor’s employees, equipment, or supplies. The Vendor shall replace in satisfactory condition all defective work and damages rendered thereby or any other damages incurred. Upon failure of the Vendor to proceed promptly with the necessary corrections, the State may withhold any amount necessary to correct all defective work or damages from payments to the Vendor.

30.4. The work staff shall consist of qualified persons completely familiar with the products and equipment they shall use. The Contracting Officer may require the Vendor to dismiss from the work such employees as deems incompetent, careless, insubordinate, or otherwise objectionable, or whose continued employment on the work is deemed to be contrary to the public interest or inconsistent with the best interest of security and the State.

30.5. The Vendor or their personnel shall not represent themselves as employees or agents of the State.

30.6. While on State property, employees shall be subject to the control of the State, but under no circumstances shall such persons be deemed to be employees of the State.

30.7. All personnel shall observe all regulations or special restrictions in effect at the State Agency.

30.8. The Vendor’s personnel shall be allowed only in areas where services are being performed. The use of State telephones is prohibited.

30.9. If sub-contractors are to be utilized, please include information regarding the proposed sub-contractors including the name of the company, their address, contact person and three references for clients they are currently servicing. Approval by the State must be received prior to a sub-contractor starting any work.

31. Performance Guarantees:

31.1. Contractor shall meet the following performance metrics and objectives, and report outcomes to the State quarterly in April for the period of January 1st through March 31, in July for the period of April 1st through June 30th, in October for the period of July 1st through September 30th, and in January for the period of October 1st through December 31st.

31.2. Failure to meet any one or more of the performance guarantees shall result in a 2% rebate of the sum of the total orders made by the State for the reporting period in which the failure occurred. Any penalties due to the State shall be remitted on a separate check to the corresponding agency business office, and not as an invoice credit, no later than sixty (60) days after the close of the period in which the failure occurred.

32. WARRANTY REQUIREMENTS:

32.1. The successful Vendor shall be required to provide warranties on all equipment provided by the Vendor for a period of not less than one (1) year or the manufacturer’s standard warranty period, whichever is greater, commencing on the date that the equipment is received, inspected, and accepted by the State of New Hampshire. The warranty shall cover 100% of repair or replacement costs, including all parts, shipping, labor, travel, lodging, and expenses.

33. OBLIGATIONS AND LIABILITY OF THE VENDOR:

33.1. The successful Vendor shall perform all work and furnish all materials, tools, equipment, and safety devices necessary to perform the requested services in the manner and within the time hereinafter specified. The Vendor shall provide said services to the satisfaction of the State and in accordance with the specifications and at the price set forth herein. All work to be performed and all equipment to be furnished pursuant to the Scope of Services included herein shall be performed and furnished in strict accordance with the specifications included herein, the terms of any contract awarded as a result of this solicitation, any associated contract drawings, and the directions of State representatives as may be given from time to time while the work is in progress.

33.2. The successful Vendor shall take full responsibility for the work to be performed pursuant to the Scope of Services included herein; for the protection of said work; and for preventing injuries to persons and damage to property and utilities on or about said work. The Vendor shall in no way be relieved of such responsibility by any authority of the State to give permission or issue orders relating to any part of the work, by any such permission given or orders issued, or by any failure of the State to give such permission or issue such orders. The successful Vendor shall bear all losses accruing to the Vendor as a result of the amount, quality, or character of the work required, or because the nature or characteristics of the work location is different from what the Vendor estimated or expected, or due to delays or other complications caused by the weather, elements, or other natural causes.

Date___________

33.3. The successful Vendor agrees that any damage or injury to any buildings, materials, equipment, or other property resulting from the Vendor’s performance of the requested services shall be repaired at the Vendor’s own expense so that such buildings, materials, equipment, or other property are satisfactorily restored to their prior condition.

34. NON-EXCLUSIVE CONTRACT:

34.1. Any resulting Contract from this RFB will be a non-exclusive Contract. The State reserves the right, at its discretion, to retain other Contractors to provide any of the Services or Deliverables identified under this procurement or make an award by item, part or portion of an item, group of items, or total Proposal.

35. DISASTER RECOVERY:

35.1. Do you provide emergency preparedness plan to aid the State during an emergency or disaster recovery with specifics as to response time, availability of supplies and goods and services offered? Yes or No (circle one)

35.2. If yes, please include hard copy and/or link to website for further information. This information is not considered part of award criteria and is considered informational only.

36. ENVIRONMENTALLY FRIENDLY PRODUCTS:

36.1. In accordance with State of New Hampshire RSA 9-C, the Bureau of Purchase and Property has an obligation to put into practice the interdependent principles of waste reduction, recycling, and recycled products purchasing. Contractors should supply environmentally preferable materials that meet performance requirements wherever practical in the fulfillment of this regulation. Environmentally preferable products and services have characteristics that include, but are not limited to, the following:

36.1.1. Energy or water efficient

36.1.2. Reusable

36.1.3. Recyclable

36.1.4. Contains postconsumer recycled materials

36.1.5. Produces fewer polluting byproducts or safety hazards during manufacture, use, or disposal

36.1.6. Certified by an independent, third-party eco-label (e.g., Green Seal, EcoLogo, etc.)

36.2. Suppliers citing environmentally preferred product claims shall follow the Federal Trade Commission’s Green Marketing Guidelines and provide proper certification or detailed information on environmental benefits, durability, and recyclable properties as an attachment with their bid submission.

1. Whenever possible, Contractors shall eliminate PVC or polystyrene due to environmental and human health concerns.

Contractors must notify the State if a product contains mercury and/or PFAS.

2. To promote fuel efficiency and reduce greenhouse gases and air pollution, Contractors are encouraged to use a SmartWay Transport/Carrier Partner for the shipment or transport of products. A list of SmartWay Transport partners can be found here: https://www.epa.gov/smartway/smartway-partner-list.

37. OFFER:

37.1. Vendor hereby offers to perform the services to the State of New Hampshire as specified at the prices quoted below, in complete accordance with the general and detailed specifications included herewith.

37.2. The quantities indicated in the offer section of this bid invitation are an estimate only for the State of New Hampshire's annual requirements. These quantities are indicated for informational purposes only and shall not be considered minimum or guaranteed quantities, nor shall they be considered maximum quantities. These quantities do not include any eligible participant usage.

37.3. If product(s) listed are not environmentally sustainable, the bidder shall list the closest sustainable alternative to the item(s) listed in this bid.

37.4. OFFER SHEET WILL BE ATTACHMENT 1 (SEPARATE FROM THIS DOCUMENT).

38. VENDOR’S BALANCE OF PRODUCT LINE ITEMS:

38.1. The items in the Offer Section include the items most commonly purchased by State of New Hampshire agencies and shall be used for award purposes. During the term of contract, the State may purchase other items that relate to the product/categories represented herein from the successful Vendor’s Balance of Product Line. All items ordered shall include all shipping/charges as specified above in “Bid Prices”.

39. VENDOR CONTACT INFORMATION:

39.1. Please provide contact information below for a person knowledgeable of and who can answer questions regarding this bid response.

https://www.epa.gov/smartway/smartway-partner-list

Date___________

Contact Person Local Telephone Number Toll Free Telephone Number

E-mail Address Company Website

Vendor Company Name Vendor Address

Vendor Number (given by State of NH) DUNS and/or SAM.GOV Number

40. DELIVERY LOCATIONS:

40.1. The following are the current State of New Hampshire agency/institution locations which, if you are awarded a contract, you are expected to service. The State of New Hampshire reserves the right to add locations to this list at the contract prices or to delete locations, as needed. This listing does not include any eligible participants.

Department of Corrections Location Address

North End House (“NEH”) 1 Perimeter Road, Concord, NH Shea Farm 60 Iron Works Road, Concord, NH Calumet 126 Lowell Street, Manchester, NH Women’s State Prison 42 Perimeter Road, Concord, NH

Department of Transportation Location Address

NHDOT 641 Main Street, Lancaster, NH Department of Transportation – Bureau of Rail & Transit

Location Address Concord Bus Terminal/Park & Ride Lot 30 Stickney Avenue, Concord, NH Dover Bus Terminal/Park & Ride Lot 23 Indian Brook Drive, Dover, NH Exit 4. Londonderry Bus Term/Park & Ride 2 Garden Lane, Londonderry, NH Exit 5. Londonderry Bus Term/Park & Ride 4 Symmes Drive, Londonderry, NH Londonderry Bus Maintenance 2 Jacks Bridge Road, Londonderry, NH Nashua Bus Terminal/Park & Ride Lot 8 North Southwood Drive, Nashua, NH New London Park & Ride Lot 275 NH 103A, New London, NH Portsmouth Bus Terminal/Park & Ride Lot 185 Grafton Drive, Portsmouth, NH Salem Bus Terminal/Park & Ride Lot 10 Raymond Avenue, Salem, NH

Department of Transportation – Bureau of Turnpikes Location Address

Hooksett Ramp Toll Plaza I-93 Exit 11 I-93 Exit 11 Hooksett Ramp Main Toll Plaza I-93 I-93 Merrimack Industrial Exit 10 Toll F.E. Everett North Exit 10 Toll F.E.