bid_2911_24.pdf

Bidder Initials_______

Date___________

NEW HAMPSHIRE DEPARTMENT OF ADMINISTRATIVE SERVICES

DIVISION OF PROCUREMENT AND SUPPORT SERVICES

REQUEST FOR BID FOR

LAUNDRY EQUIPMENT PREVENTATIVE MAINTENANCE (PM) SERVICES

2911-24

DUE DATE 5/16/2024 AT 10:30 AM (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. PRICE ADJUSTMENTS:

18. ACCOUNT REPRSENTATIVE:

19. ESTIMATED USAGE:

20. ESTABLISHMENT OF ACCOUNTS:

21. ELIGIBLE PARTICIPANTS:

22. PAYMENT:

23. INVOICING:

24. TERMS OF PAYMENT:

25. VENDOR RESPONSIBILITY:

26. IF AWARDED A CONTRACT:

27. SPECIFICATIONS:

28. SITE VISITATION:

29. SCOPE OF SERVICES:

30. ADDITIONAL AGENCY REQUIREMENTS:

31. ADDITIONAL REQUIREMENTS:

32. WARRANTY REQUIREMENTS:

33. OBLIGATIONS AND LIABILITY OF THE VENDOR:

Date___________

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: .............................................................................. Error! Bookmark not defined.

40. DELIVERY LOCATIONS:

41. ATTACHMENTS:

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

43. STATE OF NEW HAMPSHIRE TRANSMITTAL LETTER

Date___________

1. PURPOSE:

1.1. The purpose of this bid invitation is to establish a contract for Laundry Equipment Preventative Maintenance 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 Carrie Martin at Carrie.L.Martin@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: 5/10/2024 Last day for questions, clarifications, and/or requested changes to bid:

5/14/2024

Bid Closing (Eastern Time): 5/16/2024 @ 10:30 AM

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

Date___________ 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.

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 approval of the Governor and Executive Council whichever is later through July 31, 2029, and shall continue thereafter for a period of approximately four (4) years.

9.2. The contract may be extended for up to an additional two (2) 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 Governor and Executive Council.

9.3. The maximum term of the contract (including extensions) cannot exceed six (6) years.

9.4. The Contract may be amended, by agreement of the parties, without further approval needed by the executive council if the price limitation is unchanged or decreased as a result of the new or deleted location.

10. CONTRACT AWARD:

10.1. It is the intent of the state to enter into contracts with up to two (2) vendors with the lowest cost per location for laundry equipment preventative maintenance services. The State reserves the right to reject any or all bids or any part thereof and add/delete items/locations to the contract. All awards shall be, in the form of a State of New Hampshire Contracts.

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.

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

Date___________ 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 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 working with 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. See Section 31 for additional requirements.

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 two years and may be adjusted once every two years on the anniversary date and shall be in US dollars and shall include delivery and all other costs required by this bid invitation. Special charges, https://das.nh.gov/Purchasing https://sos.nh.gov/corporation-division/

Date___________ surcharges (including credit card transaction fees), or fuel charges, trip charges, or labor or supplies 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”.

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 Carrie.L.Martin@DAS.NH.Gov.

17. PRICE ADJUSTMENTS:

17.1. Vendor shall be permitted to request price increase every two years on the anniversary date of this contract, the successful

Vendor(s) may request price adjustment, either upward or downward, keyed to the industry changes or general trade.

Written notice of an impending price increase, including substantiation for it, must be submitted in writing to Bureau of Purchase & Property, 25 Capitol Street, Rm. 102, Concord, NH 03301, no less than one-hundred and twenty (120) days prior to the effective date of said price increase. Documentation of the increase from the manufacturer must accompany the request to support the percentage amount of the requested increase.

17.2. The increase for any item shall not exceed 2% and in no case shall it exceed the documented percentage of increase levied on the vendor by the manufacturer. Requests for price increases may only be based on increased manufacturers prices and not on fuel costs, regulatory charges or any other type of surcharge or administrative cost.

17.3. Vendor shall also pass on to the State any price decreases and shall become effective immediately as they become effective to the general trade.

17.4. The State reserves the right to reject any price increases it deems unreasonable. If parties to the contract cannot agree on renewal terms, it is hereby understood that the contract will be rebid.

18. Account Representative:

18.1. The Vendor 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:

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

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

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

18.5. Provide training on the use of the Vendor’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. ESTABLISHMENT OF ACCOUNTS:

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

21. ELIGIBLE PARTICIPANTS:

21.1. 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

Date___________ 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.

22. PAYMENT:

22.1. 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.

23. INVOICING:

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

24. TERMS OF PAYMENT:

24.1. 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. VENDOR RESPONSIBILITY:

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

25.2. 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.

25.3. 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.

25.4. 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.

25.5. 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.

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

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

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

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

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

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

25.8. 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.

25.9. 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.

26. IF AWARDED A CONTRACT:

26.1. 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)

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

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

A.

26.4. 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.

https://www.nh.gov/treasury/state-vendors/index.htm https://www.das.nh.gov/purchasing/vendorresources.aspx

Date___________

27. SPECIFICATIONS:

27.1. 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.

28. SITE VISITATION:

28.1. Prior to bidding, it is each Vendor's responsibility to become thoroughly familiar with the sites of the intended service, to determine everything necessary to accomplish the services. Failure of the Vendor to make a site visit does not relieve the Vendor of responsibility to fully understand what is necessary to accomplish a successful and complete services.

29. SCOPE OF SERVICES:

29.1. Vendor shall supply all labor, tools, transportation, materials, equipment, permits and technician certification as necessary and required to perform services for washers and dryers described herein. The preventative maintenance and repairs shall be in compliance with the manufacturer’s specifications and the following at a minimum. The Vendor shall create a recommended schedule for preventative maintenance and send electronically to the respective State site representative.

29.2. Person performing the maintenance on all washers and dryers shall be manufacturer certified.

29.3. Vendor shall provide inspection report for each location using any types of washers and standard dryers, related parts, and components.

29.4. The vendor must obtain authorization from the administrator of each facility prior to conducting repairs or preventative maintenance.

29.5. Contractor must respond to telephone calls from any agency withing twenty-four (24) hours.

29.6. The vendor must submit an estimate for repair service needed for any defects found through service completed.

29.7. Request for repairs and/or replace parts will need to be submitted with detailed quote and shall be approved in advance by the State representative. Materials shall be invoiced not to exceed 10% above Vendor’s cost. All replacement parts shall be new and of the same quality as that being replaced. All supplies such as oils and refrigerants shall be as specified by the equipment manufacturer. Substitutions will be permitted only with prior authorization of the State representative.

29.8. Each Agency will choose the frequency of the service to be performed.

29.9. Service to be performed

Washer PM Dryer PM

Generator Checklist: Perform safety inspection of dryer and connections

Inspect generator ozone output Verify all guards are in place

Check electrical connections and components. Download/record error history if applicable

Run generators and inspect airflow. Take pictures of dryer and installation prior to service

Clean lint screens. Exhaust size:

Inspect hose fittings Does exhaust venting meet manufacturers specifications

Check air preparation system-desiccant. Is an assist fan in use (Circle)? Yes or No

Check valve inspection-yearly replacement Make up air opening:

dielectric tube cleaning/inspection Does the make-up air opening meet manufacturers specifications

Aqua Wing Checklist (if wing is present) If safe, test run dryer. Document issues

Inspect hose fittings. Disconnect power and disassemble dryer for PM service

Clean and inspect Aqua Wing processor. Remove all lint build up in/on dryer and its components

Remove and inspect lint strainer and lid Inspect all wear parts (belts, pulleys, bearings, etc.)

Remove and inspect lint strainer and lid Remove, clean, and inspect burner tubes and manifold

Lubricate lid O-rings. Clean and inspect burner box

Date___________

Spare basket and brush present Reassemble dryer for testing

Remove inlet fitting and inspect impellor Power input:

OMA Washer Checklist: Amperage:

Inspect door lock and interlock before starting operation Heat source (Circle): Natural Gas, Electric or Steam

Check doors unlock solenoid for proper operation Input pressure:

Check (adjust/clean) left/right hand door switch/magnet for proper operation Manifold pressure:

Check that all safety mechanisms are working according to manufacturer’s specifications Static back pressure:

Check door gasket for proper seal Verify no gas leaks present with electronic sniffer/ fluid solution.

Check incoming water hoses for leaks/bubbles/corrosion, fill time, and drain time.

Does the static back pressure exceed manufacturers’ specifications Yes or No

Inspect water inlet valves Test run dryer-Verify all safeties are operating

Inspect belts for excessive wear Make needed adjustments (flame, pressures, belt tensions, etc.)

Check chemical dosages, beginning Ph, bleach ppm, beginning/middle/end of bleach bath Test dryer. Test with a load if available

Bleach ppm. during first rinse Confirm all dryer programming is correct for use

Final Ph of Fabric Take pictures of completed job

29.13 The Vendor shall provide Yearly Refurbishing at each service location that has Ozone equipment.

29.14 At a minimum include: All Parts and Labor

Generator Checklist

1. Inspect variable ozone controls – where applicable

2. Check electrical connections and components

3. Run generators and inspect airflow

4. Clean lint screens

5. Inspect hose fittings

6. Check air preparation system max pressure

Chemistry Checklist

1. Check Chemical Dosages

2. Check Wash

3. Check Bleach

4. Check Bleach PPM

a. Beginning of Step

b. End of Step

5. Check Final Temp

6. Check for Residue

Date___________

Washer Checklist

1. Inspect door lock & interlock before starting operation

a. Check door unlock solenoid for proper operation

b. Check LH door switch/ Magnet for proper operation

c. Check that all safeties are working according to mfg specs

2. Check door gasket for proper seal

3. Check incoming water hoses for leaks/bubbles/corrosion

4. Fill times

5. Drain times

6. Inspect water inlet valves

7. Inspect belts for excessive wear

8. Check and clean AC drive box filter fan ( If Appl.)

9. Inspect machine for leaks

30. ADDITIONAL AGENCY REQUIREMENTS:

Department of Corrections:

30.1. Administrative Rules, Policies, Regulations and Policy and Procedure Directives

Vendor shall comply with any applicable NH Department of Corrections Administrative Rules, Policies, Regulations and Policy and Procedure Directives (PPD) to include but not limited to PPD 371 (formerly 5.08): Staff Personal Property Permitted In and Restricted from Prison Facilities. Additional information can be located as a separate link:

https://www.corrections.nh.gov/resources/bids-contracts/rfp-resources.

30.2. Protected Health Information (PHI)

Vendor shall safeguard any and all PHI according to the terms of the Health Information Portability and Accountability Act of 1996, Public Law 104-191 and the Standards for Privacy and Security of Individually Identifiable Health Information, 45 CFR Parts 160, 162 and 164 and amendments.

30.3. Health Insurance Portability and Accountability Act (HIPAA) Vendor agrees to comply with the Health Insurance Portability and Accountability Act, Public Law 104-191 and with the Standards for Privacy and Security of Individually Identifiable Health Information, 45 CFR Parts 160 and 164. As defined herein, “Business Associate” shall mean the Vendor and sub-vendor(s) and agents of the Vendor that receive, use, or have access to protected health information under this Agreement and “Covered Entity” shall mean the State of New Hampshire, Department of Health and Human Services. Additional information can be located as a separate link:

https://www.corrections.nh.gov/resources/bids-contracts/rfp-resources.

30.4. Prison Rape Elimination Act (PREA) of 2003 & Acknowledgement of PREA Act Education/Information Vendor shall 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. Additional information can be located as a separate link: https://www.corrections.nh.gov/resources/bids-contracts/rfp-resources.

30.5. Criminal Justice Information Services (CJIS) Security Policy, if applicable The essential premise of the CJIS Security Policy is to provide appropriate controls to protect the full lifecycle of CJI, whether at rest or in transit. The CJIS Security Policy provides guidance for the creation, viewing, modification, transmission, dissemination, storage, and destruction of CJI. This Policy applies to every individual vendor, private entity, noncriminal justice agency representative, or member of a criminal justice entity with access to, or who operate in support of, criminal justice services and information. Vendor shall comply with the CJIS policy and is located as a separate link:

https://www.corrections.nh.gov/resources/bids-contracts/rfp-resources.

30.6. Vendor Employee Information/Background Checks

https://www.corrections.nh.gov/resources/bids-contracts/rfp-resources https://www.corrections.nh.gov/resources/bids-contracts/rfp-resources https://www.corrections.nh.gov/resources/bids-contracts/rfp-resources https://www.corrections.nh.gov/resources/bids-contracts/rfp-resources

Date___________

The Vendor (including each employee and any approved sub-contractor working in a NHDOC facility) will be required to sign the State of New Hampshire’s Confidentiality Form and Criminal Record Authorization Form, prior to placing an individual in a state facility, all prospective personnel must receive clearance from the NHDOC. Said clearance shall be obtained by submitting a Criminal Record Release Authorization Form on behalf of all personnel/employees and sub-contractor to the NHDOC.

30.7. The NHDOC reserves the right to conduct a procedural review of all criminal background checks and fingerprinting reports of all potential Vendor and/or sub-contractor employees to determine eligibility status.

30.8. The NHDOC will notify the Vendor of any potential Vendor and/or sub-contractor employee who does not comply with the criteria identified below.

30.9. in addition, the Vendor and/or sub-contractor shall not be able to hire employees meeting the following criteria.

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

30.9.2. Individuals with confirmed outstanding arrest warrants.

30.9.3. 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 Commissioner, or designee, of the NHDOC.

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

30.9.5. Individuals whose professional licenses and/or certification have been revoked and reinstated from other States and/or the State of NH.

30.9.6. Individuals with a history of drug diversion.

30.9.7. Individuals who were former State of NH employees and/or former contract employees that were dismissed for cause.

30.9.8. Individuals previously employed with the NHDOC without prior approval of the NHDOC; and

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

NHDOC.

31. ADDITIONAL REQUIREMENTS:

31.1. Unless otherwise stated in the Scope of Services, all services performed under this Contract(s) shall be performed.

between the hours of 7:00 A.M. and 3:00 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 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.

31.2. 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).

31.3. 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.

31.4. 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.

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

31.6. 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.

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

Date___________

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

31.9. 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.

32. WARRANTY REQUIREMENTS:

32.1. The successful Vendor shall be required to provide a 60-day warranty on all service work provided by the Vendor.

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.

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 Vendors s 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. Vendors 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:

36.2. Energy or water efficient

36.3. Reusable

36.4. Recyclable

36.5. Contains postconsumer recycled materials

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

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

36.8. 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.

Date___________

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

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

36.10 To promote fuel efficiency and reduce greenhouse gases and air pollution, Vendors 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 2 (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.

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 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.

40.2. SEE OFFER SHEET FOR EQUIPMENT BY LOCATION.

41. ATTACHMENTS:

41.1. The following attachments are an integral part of this bid invitation:

41.1.1. Attachment 1: P-37

41.1.2. Attachment 2: OFFER SHEET

42. The Bid Opening is open to the public online at the following:

Join the meeting now Meeting ID: 237 257 523 556 https://www.epa.gov/smartway/smartway-partner-list https://teams.microsoft.com/l/meetup-join/19%3ameeting_MGE2YjgxNzktZTgxYS00MzQwLThmMjQtMTJhNzI0NWQ4N2Uw%40thread.v2/0?context=%7b%22Tid%22%3a%22992deae9-1c4c-42c8-a310-5088af55ba74%22%2c%22Oid%22%3a%225960e20d-ef02-4095-919a-656fb9a129af%22%7d

Passcode: atTaJD

Dial-in by phone +1 603-931-4944,,58783593# United States, Concord Find a local number Phone conference ID: 587 835 93# Join on a video conferencing device Tenant key: nhgov@m.webex.com Video ID: 113 293 869 6 tel:+16039314944,,58783593 https://dialin.teams.microsoft.com/f7a647af-ea74-46b0-81b7-19cbfe838a27?id=58783593

ATTACHMENT 1

SAMPLE FORM TO BE COMPLETED UPON AWARD

FORM NUMBER P-37 (version 2/23/2023)

AGREEMENT

The State of New Hampshire and the Contractor hereby mutually agree as follows:

GENERAL PROVISIONS

1. IDENTIFICATION.

1.1 State Agency Name

1.2 State Agency Address

1.3 Contractor Name

1.4 Contractor Address

1.5 Contractor Phone Number 1.6 Account Unit and

Class

1.7 Completion Date 1.8 Price Limitation

1.9 Contracting Officer for State Agency 1.10 State Agency Telephone Number

1.11 Contractor Signature

Date:

1.12 Name and Title of Contractor Signatory

1.13 State Agency Signature

Date:

1.14 Name and Title of State Agency Signatory

1.15 Approval by the N.H. Department of Administration, Division of Personnel (if applicable)

By: Director, On:

1.16 Approval by the Attorney General (Form, Substance and Execution) (if applicable)

By: On:

1.17 Approval by the Governor and Executive Council (if applicable)

G&C Item number: G&C Meeting Date:

Notice: This agreement and all of its attachments shall become public upon submission to Governor and Executive Council for approval. Any information that is private, confidential or proprietary must be clearly identified to the agency and agreed to in writing prior to signing the contract.

2. SERVICES TO BE PERFORMED. The State of New Hampshire, acting through the agency identified in block 1.1 (“State”), engages contractor identified in block 1.3 (“Contractor”) to perform, and the Contractor shall perform, the work or sale of goods, or both, identified and more particularly described in the attached EXHIBIT B which is incorporated herein by reference (“Services”).

3. EFFECTIVE DATE/COMPLETION OF SERVICES. 3.1

Notwithstanding any provision of this Agreement to the contrary, and subject to the approval of the Governor and Executive Council of the State of New Hampshire, if applicable, this Agreement, and all obligations of the parties hereunder, shall become effective on the date the Governor and Executive Council approve this Agreement, unless no such approval is required, in which case the Agreement shall become effective on the date the Agreement is signed by the State Agency as shown in block 1.13 (“Effective Date”).

3.2 If the Contractor commences the Services prior to the Effective Date, all Services performed by the Contractor prior to the Effective Date shall be performed at the sole risk of the Contractor, and in the event that this Agreement does not become effective, the State shall have no liability to the Contractor, including without limitation, any obligation to pay the Contractor for any costs incurred or Services performed.

3.3 Contractor must complete all Services by the Completion Date specified in block 1.7.

4. CONDITIONAL NATURE OF AGREEMENT.

Notwithstanding any provision of this Agreement to the contrary, all obligations of the State hereunder, including, without limitation, the continuance of payments hereunder, are contingent upon the availability and continued appropriation of funds. In no event shall the State be liable for any payments hereunder in excess of such available appropriated funds. In the event of a reduction or termination of appropriated funds by any state or federal legislative or executive action that reduces, eliminates or otherwise modifies the appropriation or availability of funding for this Agreement and the Scope for Services provided in EXHIBIT B, in whole or in part, the State shall have the right to withhold payment until such funds become available, if ever, and shall have the right to reduce or terminate…