bid_3003_25.pdf

Bidder Initials_______

Date___________

NEW HAMPSHIRE DEPARTMENT OF ADMINISTRATIVE SERVICES

DIVISION OF PROCUREMENT AND SUPPORT SERVICES

REQUEST FOR BID FOR GENERATOR MAINTENANCE SERVICES

3003-25

DUE DATE 3/3/2025 10:00 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. GOVERNING TERMS AND CONDITIONS:

10. INSTALLATION REQUIREMENTS:

11. CONTRACT TERM:

12. CONTRACT AWARD:

13. NOTIFICATION AND AWARD OF CONTRACT(S):

14. LIABILITY:

15. PUBLIC DISCLOSURE OF BID OR PROPOSAL SUBMISSIONS:

16. TERMINATION:

17. VENDOR CERTIFICATIONS:

18. BID PRICES:

19. AUDITS AND ACCOUNTING:

20. Account Representative:

21. ESTIMATED USAGE:

22. USAGE REPORTING:

23. ESTABLISHMENT OF ACCOUNTS:

24. ELIGIBLE PARTICIPANTS:

25. TERMS OF PAYMENT:

26. VENDOR RESPONSIBILITY:

27. IF AWARDED A CONTRACT:

28. SPECIFICATIONS:

29. SPECIFICATION COMPLIANCE:

30. SITE VISITATION:

31. SCOPE OF SERVICES:

32. Annual Minor and major rate for term of contract scope of services

33. Service rates (repair and emergency services scope of work

34. Record of inspection:

35. State responsibilities:

36. ADDITIONAL REQUIREMENTS:

37. WARRANTY REQUIREMENTS:

38. OBLIGATIONS AND LIABILITY OF THE VENDOR:

39. NON-EXCLUSIVE CONTRACT:

40. DISASTER RECOVERY:

41. ENVIRONMENTALLY FRIENDLY PRODUCTS:

42. OFFER:

43. VENDOR’S BALANCE OF PRODUCT LINE ITEMS:

44. VENDOR CONTACT INFORMATION:

45. DELIVERY LOCATIONS:

46. ATTACHMENTS:

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

STATE OF NEW HAMPSHIRE TRANSMITTAL LETTER

Date___________

1. PURPOSE:

1.1. The purpose of this bid invitation is to establish a contract for generator 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 James Poulin at James.M.Poulin@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: 2/5/2025 Last day for questions, clarifications, and/or requested changes to bid: 2/21/2025

States response to questions, clarifications, and/or requested changes to bid: 2/27/2025

Bid Closing (Eastern Time): 3/3/2025 10:00 AM mailto:NH.Purchasing@DAS.NH.Gov https://apps.das.nh.gov/bidscontracts/bids.aspx

Date___________

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.

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 DIVISION OF PROCUREMENT AND SUPPORT SERVICES RULESAPPLY 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. GOVERNING TERMS AND CONDITIONS:

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

9.2. 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.

9.3. 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.

10. INSTALLATION REQUIREMENTS:

10.1. Successful Vendor shall be required to supply, deliver, uncrate, set into place, make all of the final connections, start-up and test all of the equipment (turn-key) awarded in accordance with Bid Specifications.

11. CONTRACT TERM:

11.1. The term of the contract shall commence on September 1, 2025, or upon approval of the Governor and Executive Council whichever is later, through August 31, 2030, a period of approximately five (5) years.

11.2. 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.

12. CONTRACT AWARD:

12.1. The award shall be made to the Vendor(s) meeting the criteria established in this RFB and providing the lowest cost per county. The State reserves the right to reject any or all bids or any part thereof and add/delete items/locations to the contract. All award(s) shall be, in the form of a State of New Hampshire Contract(s).

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12.2. The State of New Hampshire reserves the right to add or delete locations/equipment throughout the term of a resultant contract. For the addition of new locations or new equipment, a requesting agency through the Division of Procurement and Support Services shall submit a request for quote (RFQ) including a detailed scope of work to the successful contractor. Quotes shall be consistent with pricing and service requirements contained herein and no service shall be performed until documented acceptance by the State is received. Any addition of new locations/equipment which constitutes a material change or increase in the assigned price limitation shall be effective upon approval of a contract amendment. Changes which do not constitute material change in scope of service or increased contract price limitation shall be effective upon written approval of the requesting agency.

12.3. 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.

13. NOTIFICATION AND AWARD OF CONTRACT(S):

13.1. 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).

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

13.3. 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.

14. LIABILITY:

14.1. 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.

15. PUBLIC DISCLOSURE OF BID OR PROPOSAL SUBMISSIONS:

15.1. 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.

15.2. 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:

15.3. 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 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.

15.4. 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.

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15.5. 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.

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

15.6.1. 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;

15.6.2. 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

15.6.3. 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.

16. TERMINATION:

16.1. The State of New Hampshire shall have the right to terminate any resultant contract at any time with a thirty

(30) day written notice to the successful Vendor.

17. VENDOR CERTIFICATIONS:

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

17.2. 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).

17.3. 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/.

17.4. 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.

17.5. 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.

18. BID PRICES:

18.1. 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.

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

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18.2. 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”.

18.3. Price decreases shall become effective immediately as they become effective to the general trade or the Vendor’s best/preferred customer.

19. AUDITS AND ACCOUNTING:

19.1. 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.

19.2. 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.

20. ACCOUNT REPRESENTATIVE:

20.1. 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:

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

20.1.2. Provide recommended process and productivity improvements related to potential cost savings to the

State for consideration quarterly.

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

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

21. ESTIMATED USAGE:

21.1. 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.

22. USAGE REPORTING:

22.1. 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 Purchase and Property, James Poulin and sent electronic to James.M.Poulin@DAS.NH.Gov. At a minimum, the Report shall include:

22.1.1. Contract Number

22.1.2. Utilizing Agency and Eligible Participant

22.1.3. Services/Products Purchased (showing the manufacturer, item, part number, and the final cost.)

22.1.4. Rebate amounts

22.1.5. 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:

22.1.5.1. Percentage of recycled materials contained within finished products

22.1.5.2. Percentage of waste recycled throughout the manufacturing process

22.1.5.3. Types and volume of packaging used for transport

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

22.1.5.5. Green Certifications for each product sold

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

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

22.1.7. In Excel format

23. ESTABLISHMENT OF ACCOUNTS:

23.1. 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.

24. ELIGIBLE PARTICIPANTS:

24.1. 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.

25. TERMS OF PAYMENT:

25.1. Payment shall not be due until 30 days after the invoice has been received at the agency business office or all items have been delivered, inspected, and accepted by the agency, whichever is later.

25.2. 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.

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. SPECIFICATION COMPLIANCE:

29.1. Vendor's offer shall meet or exceed the required specifications as written. The State of New Hampshire shall be the sole determining factor of what meets or exceeds the required specifications.

29.2. Unless otherwise specified by the Bureau of Purchase and Property in this bid invitation document, all equipment and items offered by the Vendor shall be new (and of the current model year, if applicable); shall not be used, rebuilt, refurbished; shall not have been used as demonstration equipment, and shall not have been placed anywhere for evaluation purposes.

30. SITE VISITATION:

30.1. 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.

31. SCOPE OF SERVICES:

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

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

31.3. All generator maintenance and repair services shall be completed within fourteen (14) calendar days (or within another mutually agreed upon timeframe) after a request by a state agency.

31.4. For semi-annual or annual services, the successful Vendor(s) shall submit a proposed service schedule to each state agency requiring the services at least ten (10) calendar days prior to each semi-annual or annual period.

31.5. All services performed under this Contract(s) shall be performed between the hours of 7:00 A.M. and 4:00 P.M unless other arrangements are made in advance with the state agency. Any deviation in work hours shall be pre-approved by the Business Administrator or his or her designee. The State requires a ten-day advanced notice in order to provide security and access to respective work areas.

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

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31.6. The successful Vendor(s) shall promptly report all deficiencies to the using agency or his/her designated representative. Request to repair and/or replace parts shall be approved in advance by the Business Administrator or his/her designated representative prior to any actual work being performed by the successful Vendor(s). Parts, materials and labor shall be invoiced separately. The State reserves the right to request the successful Vendor(s) supply the State with invoices from suppliers documenting the successful Vendor’s actual cost.

31.7. Throughout the duration of the contract, the successful Vendor(s) shall maintain an inventory of (or have readily available) spare parts to support the described systems.

31.8. The successful Vendor(s) shall provide only replacement parts that are new and of the same quality and brand name as that being replaced. Substitutions will be permitted only with prior written authorization of the Business Administrator or his/her designated representative.

31.9. All repair services shall be conducted in full compliance with all specified standards in a manner equal to or greater than the normal safety and security procedures and standards established by the State, and at no time shall state facilities or its occupants be placed in jeopardy.

31.10. The successful Vendor(s) agrees that any damage or injury to buildings, materials, equipment or to other property during the performance of this service will be repaired at their own expense. The State shall require correction of defective work or damages to any part of a building or its appurtenances when caused by the successful Vendor’s employees, equipment or supplies. The successful Vendor(s) shall correct all defective work and damages to the State’s satisfaction. If the successful Vendor(s) does not proceed promptly with the necessary corrections, the State may withhold payments to the Vendor in the amount necessary to correct the defective work and/or damages.

31.11. All work must be performed in such a manner as not to inconvenience building occupants. The successful Vendor(s) shall determine the State’s normal working conditions and activities in progress and shall conduct the work in the least disruptive manner.

31.12. The successful Vendor(s) shall employ a sufficient number of trained technicians so that all service calls are answered promptly. The work staff shall consist of qualified persons completely familiar with the products and equipment being serviced.

31.13. The successful Vendor(s) shall furnish all personnel with uniforms, which shall be neat and clean in appearance with picture identification that is visible at all times.

31.14. The successful Vendor(s) shall make service available twenty-hour (24) hours per day, seven (7) days per week for emergency repairs.

31.15. All services shall comply with applicable standards as set forth by the National Fire Protection Association (NFPA) 110: Standard for Emergency and Standby Power Systems and any state or local fire codes.

31.16. The successful Vendor(s) must produce documentation when biocide additive is added to the fuel storage tank with quantity and ratio of additive.

31.17. The successful Vendor(s) shall present a written summary of the work performed after each scheduled or emergency call and before leaving the job site, and obtain the State’s signature thereon.

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

31.19. 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.

31.20. The successful Vendor(s)’ personnel shall observe all regulations or special restrictions in effect at the state agency.

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

31.22. The State reserves the right to require the Vendor(s) to train, counsel or reassign any employee the State 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.

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32. ANNUAL MINOR AND MAJOR RATE FOR TERM OF CONTRACT SCOPE OF SERVICES

32.1. Major Inspection to be performed one (1) time per calendar year. This major inspection includes parts, lubricants, coolants, material or labor used in any of the above service level maintenance programs. Service to include but is not limited to:

32.1.1. Ignition

32.1.1.1. Change all spark plugs

32.1.1.2. Change points

32.1.1.3. Change condenser

32.1.1.4. Check distributor cap and rotor and replace if necessary

32.1.1.5. Check all ignition wires and replace, if necessary

32.1.1.6. Check start solenoid terminals

32.1.1.7. Check and adjust choke, when applicable

32.1.2. Engine

32.1.2.1. Change lube oil

32.1.2.2. Change lube oil filter

32.1.2.3. Tighten valve covers

32.1.2.4. Fill governor sump with lube oil, when applicable

32.1.2.5. Lubricate governor linkage

32.1.2.6. Service oil bath air cleaner, when applicable

32.1.2.7. Check entire unit for noticeable oil leaks

32.1.3. Cooling System

32.1.3.1. Test coolant protection

32.1.3.2. Test coolant alkalinity

32.1.3.3. Check water hoses – both upper and lower

32.1.3.4. Check bypass hoses

32.1.3.5. Check fan belts

32.1.3.6. Check engine block heater for operation, when applicable

32.1.3.7. Check louver operation

32.1.3.8. Check water filters

32.1.3.9. Change antifreeze solution (annually). For pricing purposes, this service is limited to two (2) times per life of contract. Additional antifreeze solution changes will be subject to a charge.

32.1.4. Exhaust System

32.1.4.1. Check flexible section for cracks or leaks

32.1.4.2. Drain condensation trap, when applicable

32.1.4.3. Check exhaust flange gaskets

32.1.4.4. Check exhausts muffler and drain, when applicable

32.1.4.5. Visually inspect entire exhaust system for leaks

32.1.5. Fuel System

32.1.5.1. Change primary and secondary fuel filter (diesel only)

32.1.5.2. Check injector fuel lines diesel only

32.1.5.3. Check flex fuel sections

Date___________

32.1.5.4. Check fuel pump

32.1.5.5. Check fuel connections and tighten

32.1.5.6. Check fuel solenoid

32.1.5.7. Check day tank float

32.1.5.8. Check regulator (Gas)

32.1.5.9. Add biocide additive to fuel storage tank

32.1.6. Battery

32.1.6.1. Load test battery

32.1.6.2. Check specific gravity of battery

32.1.6.3. Check battery voltage

32.1.6.4. Clean battery cables and replace

32.1.6.5. Clean battery terminal on cables

32.1.6.6. Clean battery posts and coat same

32.1.6.7. Check fluid level and fill Recharge and /or replace

32.1.7. Starting System

32.1.7.1. Check starter motor solenoid terminal

32.1.7.2. Check starter motor

32.1.7.3. Check charge rat rate on alternator or internal charge circuit

32.1.7.4. Check alternator belt

32.1.8. Electrical

32.1.8.1. Check exciter

32.1.8.2. Check voltage regulator

32.1.8.3. Check rotating diodes

32.1.8.4. Check rectifiers

32.1.8.5. Check brushes

32.1.8.6. Clean collector rings

32.1.8.7. Clean carbon deposits

32.1.8.8. Check SCRS

32.1.8.9. Check control panel relays

32.1.8.10. Check wiring and terminals

32.1.8.11. Check solid-state boards for connections

32.1.9. Operational Checks

32.1.9.1. Start generator and conduct safety shutdown tests for the following:

32.1.9.1.1. Low oil pressure High water temperature

32.1.9.1.2. Over speed High air temperature, air-cooled sets only

32.1.9.1.3. Check voltage output

32.1.9.1.4. Check frequency (Hz)

32.1.9.1.5. Record hour meter reading, when applicable

32.1.9.1.6. Check unit for vibration and any unusual noises

32.1.9.1.7. Run unit full building load-minimum of 30 minutes

Date___________

32.1.10. Automatic Switch

32.1.10.1. Inspect contactor assembly and connections

32.1.10.2. Check exerciser clock and time setting

32.1.10.3. Check time delays

32.1.10.4. Check battery charger for proper output

32.1.10.5. Check selector switch

32.1.10.6. Check voltage sensors for visual condition

32.1.10.7. Start and stop generator from transfer switch

32.1.11. Automatic Transfer Switches (ATS)

32.1.11.1. Check connections

32.1.11.2. Inspect or test for evidence of overheating and excessive contact erosion

32.1.11.3. Remove dust and dirt Inspect and/or replace contacts when required

32.1.11.4. Infrared testing/inspection under load

32.1.12. Final Check

32.1.12.1. Check field breaker is in the ON position

32.1.12.2. Check that selector switch is in the automatic mode

32.1.12.3. Start and stop generator using generator controls

32.1.12.4. Start and stop generator using the switch controls

32.1.12.5. Start and stop generator using exerciser clock

32.1.13. General Inspection of the Site

32.1.13.1. Inspect site for any debris or obstructions, which could cause a potential problem or may be hazardous to the operation or surrounding area.

32.1.13.2. Report any problems to the Agency Contact Person.

32.2. Minor Inspection to be performed one (1) time per calendar year, approximately six (6) months after the Major Inspection

32.2.1. Visually check and subsequently operate the system under full load conditions for a minimum of 30 Minutes, after informing the residential staff that the test will be performed.

32.2.2. Confirm that all circuits powered by the system are functioning fully and make any required deficiency repairs

32.2.3. Verify that all safety devices are functioning properly.

32.2.4. Verify that the governor/controller is adjusted for proper voltage and frequency.

32.2.5. For additional service, other than above, an hourly repair rate will be utilized.

32.2.6. Any parts, coolants or materials unrelated to the inspection, must be approved by the Agency Contact

32.3. Load testing with Load Bank will be performed at the request of the location agency. This is intended to reduce Wet Stacking within the exhaust system.

32.3.1. The bid price and test minimum will be based on the standards specified in the 2019 NFPA 110 Section 8.4.2.3

32.3.1.1. This minimum will follow any amendments or modifications that NFPA may make over the term of the contract.

32.3.2. Additional run times and load percentages may be requested by the agency or suggested by the Vendor or based on manufacturer recommendations. The additional service may be established on the monthly generator exercise requirements specified in 2019 NFPA 110 8.4 and manufacturer recommendations.

Date___________

32.3.3. Load Testing Services shall be fully discussed and mutually agreed upon by the utilizing agency and Vendor prior to any work commencing.

33. SERVICE RATES (REPAIR AND EMERGENCY SERVICES SCOPE OF WORK

1.1.1. Repair Services:

1.1.1.1.Vendor(s) shall quote the standard hourly rate, per county of Attachment 1: Offer Sheet, for all parts, labor (per hour/person) for generator repair services that are not covered under the major and minor inspections.

1.1.1.2. All labor rates shall start when Vendor’s personnel arrives at the work site and end when Vendor’s personnel leaves the work site.

1.1.1.3.State Agencies may elect to have ATS repair/emergency work completed by the original manufacturer or another ATS specialized contractor.

1.1.1.4. Repair/Emergency service rates will apply to generator locations not listed on this bid.

1.1.2. Emergency Services:

1.1.2.1.Vendor(s) shall quote standard hourly rate, 4:01 P.M. to 6:59 A.M., Saturday, Sunday, and Holiday.

1.1.2.2.All labor rates shall start when Vendor’s personnel arrive at the work site and end when Vendor’s personnel leaves the work site.

1.1.2.3.Mileage and travel expenses for repair/emergency services shall be built into the repair/emergency services hourly rate in Section B of the Attachment 1: Offer Sheet.

1.1.2.4. No mileage or travel expenses can be added separately to the invoice.

1.1.3. Repair Parts Discount

1.1.3.1. Repair parts used for repair shall be no more than ten percent (10%) over cost and held firm.

34. RECORD OF INSPECTION:

34.1. Upon completion of each scheduled testing and inspection service, the successful Vendor(s) shall provide a report of work performed to the respective Maintenance Supervisor or his/her designee. The report shall contain specific information regarding testing/inspection results of the identified equipment and/or devices within the system. The report shall be submitted no later than ten (10) calendar days after completion of scheduled service and a duplicate copy shall accompany the testing/inspection invoice.

34.2. The successful Vendor(s) shall be completely responsible for their work, including any damages or breakdowns caused by their failure to make/take appropriate action. Any expenses associated with repairs shall be assessed to the Vendor(s).

34.3. The successful Vendor(s) shall provide one (1) dispatch phone number that shall be available 24/7 for emergencies.

34.4. The successful Vendor(s) shall respond to the State by telephone to all emergency service calls within fifteen

(15) minutes of reported occurrence.

34.5. The successful Vendor(s) shall physically respond to the site for all emergency service calls within four (4) hours after report of occurrence with the following exceptions:

34.5.1. Exceptions include:

34.5.1.1. Coos County Superior Court - acceptable response time is six (6) hours

34.5.1.2. NH Fish and Game Berlin Fish Hatchery – acceptable response time one (1) hour

34.5.1.3. NH Fish and Game Warren Fish Hatchery – acceptable response time one (1) hour

Date___________

34.5.2. Note: If a facility generator at a turnpike location is still not operable within eight (8) hours of initial notification, the successful Vendor(s) shall supply a quote for a rental generator and associated hook-up costs. The State reserves the right to procure a rental generator from another source. Turnpike generators shall be fixed within one (1) week after being notified by the Agency, if not fixed within that time frame the successful Vendor(s) will be responsible for all rental cost thereafter

35. STATE RESPONSIBILITIES:

1.1.4. The State shall be responsible to provide reasonable means of access to all equipment covered by the contract and promptly notify the successful Vendor(s) of any malfunction in the system(s) that comes to the State’s attention. It is NOT the State’s responsibility to provide transportation to any of the generator locations.

1.1.5. Please note: some locations are Hike Access only, ATV Access only

36. ADDITIONAL REQUIREMENTS:

36.1. 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 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.

36.2. 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).

36.3. 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.

36.4. 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.

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

36.6. 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.

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

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

36.9. 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.

37. WARRANTY REQUIREMENTS:

37.1. The successful Vendor shall be required to provide warranties on all equipment and service 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.

38. OBLIGATIONS AND LIABILITY OF THE VENDOR:

38.1. 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

Date___________ 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.

38.2. 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.

38.3. 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.

39. NON-EXCLUSIVE CONTRACT:

39.1. 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.

40. DISASTER RECOVERY:

40.1. 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)

40.2. If yes, please include hard copy and/or link to website for further information.