bid_3019_25.pdf

Bidder Initials_______

Date___________

NEW HAMPSHIRE DEPARTMENT OF ADMINISTRATIVE SERVICES

DIVISION OF PROCUREMENT AND SUPPORT SERVICES

REQUEST FOR BID FOR ROOFING SERVICES

3019-25

DUE DATE 4/2/2025 9:00 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. ORDER TERMS

26. TERMS OF PAYMENT:

27. VENDOR RESPONSIBILITY:

28. IF AWARDED A CONTRACT:

29. SPECIFICATIONS:

30. SPECIFICATION COMPLIANCE:

31. SCOPE OF SERVICES:

32. STANDARDS

33. OTHER HAZARDOUS MATERIALS OR CONDITIONS:

Date___________

34. EMERGENCY REPAIRS:

35. OTHER REPAIRS / REPLACEMENTS (NON-EMERGENCY):

36. ADDITIONAL REQUIREMENTS:

37. ADDITIONAL AGENCY REQUIREMENTS – DEPARTMENT OF CORRECTIONS

38. ADDITIONAL AGENCY REQUIREMENTS

39. WARRANTY REQUIREMENTS:

40. OBLIGATIONS AND LIABILITY OF THE VENDOR:

41. NON-EXCLUSIVE CONTRACT:

42. DISASTER RECOVERY:

43. ENVIRONMENTALLY FRIENDLY PRODUCTS:

44. OFFER:

45. VENDOR’S BALANCE OF PRODUCT LINE ITEMS:

46. VENDOR CONTACT INFORMATION:

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 roofing 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 Abbie Poole at Abigail.F.Poole@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: 3/14/2025 Last day for questions, clarifications, and/or requested changes to bid: 3/20/2025

States response to questions, clarifications, and/or requested changes to bid: 3/25/2025

Bid Closing (Eastern Time): 4/2/2025 9:00 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 November 1, 2025, or upon approval of the Governor and Executive Council, whichever is later, through October 31, 2028, a period of approximately three (3) 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 responsible Vendor(s) meeting the criteria established in this RFB and providing the lowest cost gross hourly rate offered per county as indicated in the “offer” section. It is the State’s intent to award a primary contract to the vendor offering the lowest gross hourly rate offered per county as listed in the offer section and secondary contract to the vendor offering the second lowest gross hourly rate offered per county

Date___________ as listed in the offer section. The State reserves the right to reject any or all bids or any part thereof and add/delete locations to the contract. If an award is made it shall be, in the form of a State of New Hampshire Contract(s).

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 Vendor. 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.

Date___________

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.

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/

Date___________

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 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 48 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 Vendor’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, Abbie Joy and sent electronic to Abigail.F.Poole@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. 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:

22.1.4.1. Percentage of recycled materials contained within finished products

22.1.4.2. Percentage of waste recycled throughout the manufacturing process

22.1.4.3. Types and volume of packaging used for transport

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

22.1.4.5. Green Certifications for each product sold

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

Date___________

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

22.1.6. 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. ORDER TERMS

25.1. Upon the expiration or termination of any resultant contract, no new Purchase Orders may be issued and the parties’ rights and obligations under any outstanding Purchase Orders shall continue. Notwithstanding the expiration or termination of any resultant contract, the terms and conditions of the contract shall continue to govern any outstanding Purchase Orders.

25.2. Notwithstanding the expiration or termination of any resultant contract awarded hereunder, the terms and conditions of the contract shall survive and continue to govern each and every outstanding Purchase Order.

25.3. All Orders shall be placed prior to the expiration (or earlier termination) of this Agreement. In the event that a timely Order made by an Authorized Purchaser and accepted by Vendor contemplates performance or deliverables beyond the expiration or termination of this Agreement, the terms and conditions of this Agreement shall survive and continue to govern the Parties respective rights and obligations under the Order until all performance obligations and deliverables called for in the Order are complete.

26. TERMS OF PAYMENT:

26.1. 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.

26.2. 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.

27. VENDOR RESPONSIBILITY:

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

27.2. 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.

27.3. 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.

27.4. 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.

27.5. 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.

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

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

Date___________

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

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

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

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

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

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

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

27.9. 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.

28. IF AWARDED A CONTRACT:

28.1. The successful Vendor shall complete the following sections of Appendix A (Agreement State of New Hampshire

Form #P-37):

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

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

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

28.4. 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.

29. SPECIFICATIONS:

29.1. 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.

30. SPECIFICATION COMPLIANCE:

30.1. 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.

30.2. 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.

30.3. The manufacturer(s) and/or model(s) indicated in this bid are equivalent to the type and quality required. You may bid different make(s) and model(s); however, your offer shall match or exceed the one(s) indicated and you shall demonstrate to the satisfaction of the purchasing Agency that they meet or exceed the minimum standards.

Items that do not meet the minimum standards shall not be accepted. Product literature and specifications may be enclosed.

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.

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

Date___________

31.2. Work consists of assisting the State in identifying the cause of, recommending and performing repairs and maintenance services to roofing, flashing, and associated structure to eliminate water infiltration problems in State owned/occupied buildings.

31.3. Standard products most utilized by State agencies include but are not limited to the following:

Item Spec Sect.

Title Description

1 7260 Vapor Retarders Vapor seal for the building enclosure and gaps between adjacent materials forming wall and roof openings.

2 7270 Air Barriers Air seal for the building enclosure and seal between adjacent materials or components forming wall or roof openings.

3 7311 Asphalt Shingles Organic mat or glass fiber felt asphalt composition shingles, mineral granule surfaced, over sloped nailable roof deck surface, with eave (ice dam) protection, flashings, and underlayment.

4 7510 Built-Up Bituminous Roofing

Multiple ply built-up roofing of asphalt or coal tar bitumen and felts.

5 7511 Built-Up Asphalt Roofing

Multiple ply built-up roofing of asphalt bitumen and felts.

6 7512 Protected Membrane

Built-Up Asphalt Roofing

Multiple ply built-up roofing of asphalt bitumen and felts, placed directly on a structural deck with loose laid insulation; gravel, paver, or concrete ballast over insulation.

7 7515 Built-Up Coal-Tar Roofing

Multiple ply built-up roofing of coal tar bitumen and felts.

8 7530 Elastomeric Membrane Roofing

Single ply roof membranes of various types, fully adhered, loose laid or mechanically attached, with insulation, ballast cover or colored coating finish. To include torch down work if needed.

9 7531 Single Ply Roofing - Fully Adhered

Single ply roof membranes of various types, fully bonded to substrate, exposed to view without ballast cover.

10 7532 Single Ply Roofing - Loose Laid Ballasted

Single ply roof membranes of various types, loose laid over insulation surfaces, with aggregate or paver ballast cover.

11 7533 Single Ply Roofing - Mechanically Attached

Single ply roof membranes of various types, placed over insulation surfaces and mechanically attached, with aggregate or paver ballast cover or colored coating finish.

12 7550 Modified Bituminous Membrane Roofing

Single or double ply roofing of reinforced composite membrane of modified asphalt bitumen, adhered over an insulation substrate with a protective covering.

13 7591 Preparation For Re-roofing

Removal of part or all of existing membrane roofing in preparation for replacing the roof membrane system.

14 7610 Sheet Metal Roofing Metal roofing, formed to flat, standing, or battened seams; metal gutters and downspouts and eave (ice dam) protection.

15 7620 Sheet Metal Flashing and Trim

Sheet metal work, gutters and downspouts, flashings, and trim associated with roofing and waterproofing membranes.

16 7900 Joint Sealers Gunnable and pourable sealants, compressible foam sealers, and gaskets for sealing static and dynamic joints and joints between differing materials and components.

Date___________

31.4. GENERAL

31.4.1. All roofing repair work is to be completed in accordance with the requirements set forth herein. The scope of services includes the removal, transport, and disposal of roofing materials located at state facilities. Work is to be completed in accordance with the schedules state herein, in the contract documents, and as designated by the State of New Hampshire. It is essential that all work be phased and scheduled as required to facilitate the State of New Hampshire’s renovation and upgrade work.

31.4.2. All work is to be completed in strict accordance with applicable federal, state, and local laws, ordinances, rules, regulations, and codes, including but not limited to the Occupational Safety & Health Administration (OSHA), Environmental Protection Agency (EPA), State of New Hampshire Building Code per RSA 155-A, and New Hampshire State Fire Code per RSA 153 governing the provision of services under any contract resulting from this solicitation.

31.5. EQUIPMENT

31.5.1. All specialized rental equipment (personnel lifts, scaffolding, cranes, compressors, etc.) required to access the work is to be provided by the successful vendor. Costs for the equipment are to be dated invoice rate receipt, plus 10 percent.

31.6. MATERIALS

31.6.1. Rates for new materials utilized to complete the roofing repairs shall be verified by the dated receipts, referencing the specific location. Invoicing shall be done by the dated cost receipt plus 10 percent.

31.7. VENDOR USE OF PREMISES

31.7.1. General: The Vendor shall limit the use of the site to the work indicated, so as to allow for the State of New Hampshire operations and general construction activity. Confine operations at the site to the specified work areas of the specification. Take all precautions necessary to protect the site, buildings, any occupants, and surrounding areas from work-related hazards during the construction period.

Maintain building in a safe and structurally sound condition throughout the work. Provide additional barriers and site security as needed to accommodate such access.

31.7.2. Install solid barriers to prevent unauthorized access and visibility from adjacent, public or State of New Hampshire- occupied areas as designated by the State of New Hampshire and using materials and construction methods approved by applicable regulations. Vendor shall work in cooperation with, and coordinate all work with the State of New Hampshire project supervisor.

31.8. STOP WORK

31.8.1. If the State of New Hampshire presents a written or verbal stop work order immediately and automatically stop all work. Do not recommence work until authorized in writing by the State of New Hampshire.

32. STANDARDS

32.1. Applicability of Standards: It is the Vendor's responsibility to complete all work in accordance with (or exceeding) all applicable industry standards and guidelines including manufactures published specifications and installation instructions, applicable ASTM Standards, the National Roofing Contractors Association Roofing and Waterproofing Manual, FM Global, and UL standards where applicable. Except where Contract Documents include more stringent requirements, all applicable construction industry standards have the same force and effect as if bound or copied directly into Contract Documents. Standards are made a part of the Contract Documents by reference. Where compliance with an industry standard is required, comply with the most current standards in effect as of date of Contract Documents.

32.2. Comply with applicable standards including, but not limited to, American National Standards Institute (ANSI) standards and American Society for Testing and Materials (ASTM) standards.

32.3. Conflicting Requirements: Where compliance with two or more standards is specified, and they establish different or conflicting requirements for minimum quantities or quality levels, the most stringent requirement will be enforced, unless the Contract Documents indicate otherwise. Refer to the State of New Hampshire project

Date___________ supervisor any requirements that are different or conflicting; outline the more stringent requirement before proceeding.

32.4. STATE AND LOCAL AGENCIES:

32.4.1. Send written notification as required by state and local regulations prior to beginning any work on

Asbestos-containing materials. At least 10 working days prior to the start of work, submit appropriate notification to the New Hampshire Department of Environmental Services, Air Resource Division, 29 Hazen Drive, Concord, NH 03302. Post notifications at job site.

32.4.2. Notify all local emergency agencies of the abatement work to be completed as required. Obtain all necessary building permits as required.

32.5. FIRST AID:

32.5.1. Comply with governing regulations and recognized recommendations within the construction industry regarding first aid supplies.

32.6. FIRE EXTINGUISHERS:

32.6.1. Fire Extinguishers: Provide type "ABC" dry chemical extinguishers, or a combination of several extinguishers of NFPA recommended types for the exposures in each case.

32.7. WORKER PROTECTION:

32.7.1. Comply with respiratory protection requirements as specified in this specification and applicable regulations. Provide worker protection as required by the most stringent OSHA and/or EPA regulations and industry standards applicable to the work. The following procedures are minimums to be adhered to regardless of fiber count in the Work Area.

32.8. Respiratory Protection:

32.8.1. Provide sufficient respiratory protection in accordance with applicable OSHA requirements in addition to ANSI, NIOSH, and MSHA standards. Select proper level of protection based on personnel exposure monitoring and the applicable OSHA Permissible Exposure Limits.

32.9. CONTROL ACCESS:

32.9.1. Safety and Warning Devices: Provide units with the following safety and warning devices:

32.9.2. Isolate the Work Area to prevent building occupants and the public into work area or surrounding controlled areas. Notify the State of New Hampshire of all doors and other openings that must be secured to isolate work area. Access to building exits must be maintained as indicated by the State of New Hampshire and State of New Hampshire’s representatives.

32.9.3. Construct work area barriers as required allowing for State of New Hampshire operations and as approved by the State of New Hampshire and State of New Hampshire’s representatives.

32.9.4. Secured Access: Arrange Work Area so that the only access into Work Area is through securable barriers.

32.9.5. Construction Barriers: Provide construction barriers as indicated by the State of New Hampshire to prohibit unauthorized access by adjacent occupants and public. At a minimum provide barriers as necessary to isolate all work areas where roofing repairs are conducted during periods of operation.

32.9.6. Provide Warning Signs at each door and barrier leading to work area reading as follows:

DANGER

KEEP OUT

BEYOND THIS POINT

CONSTRUCTION WORK IN PROGRESS

33. OTHER HAZARDOUS MATERIALS OR CONDITIONS:

33.1. Immediately notify the State of New Hampshire and other vendors at the site of any other hazardous or potentially hazardous materials or conditions encountered during the work. For torch down work, the Vendor shall provide a “fire watch” with proper fire extinguishers to extinguish any fires.

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33.2. Vendor shall provide material safety data sheets with the delivery of any and all products covered by RSA 277-A, the “Worker’s Right to Know Act.”

33.3. The Vendor must have any applicable licenses required to work in the State of New Hampshire, have a minimum of Five (5) years’ verifiable commercial experience in providing roofing services.

34. EMERGENCY REPAIRS:

34.1. Emergency repairs are defined as urgent, have impacted the safety of personnel, or impacted the operational capability of the State and are needed within 24 – 48 hours of notification to the vendor. The awarded Vendor(s) shall provide repair rates at the hourly rates for the State facilities listed herein. Agencies shall request services by issuing a Request for Quote (RFQ) with scope of work detailing as much information about the repair as available.

34.2. Requests for emergency repairs and/or replace parts shall be approved in advance by the State representative.

Materials beyond those identified in a resultant contract shall be invoiced not to exceed 10% above Vendor’s cost.

Invoices for materials billed using this markup are required to accompany any invoice submission to the State.

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.

34.3. The Vendor shall, after each scheduled or emergency call and before leaving the job site, present a written summary of the work performed and obtain signature thereon from the State representative.

34.4. The Vendor shall make service available twenty-four (24) hours per day, seven (7) days per week. The Vendor shall employ a sufficient number of trained and certified technicians so that calls of any emergency nature can be answered promptly with the mechanic arriving at the job site no later than three (3) hours after the call is entered unless alternative arrangements are agreed upon with the requesting agency. Vendor shall provide a not to exceed estimate before starting any work. If overtime is necessary and is determined to be caused by the Vendor, the State may at their discretion deduct a portion of the additional time.

35. OTHER REPAIRS / REPLACEMENTS (NON-EMERGENCY):

35.1. The awarded Vendor(s) shall provide repair rates at the hourly rates for the State facilities listed herein for other repairs that are not a part of preventative maintenance and are not emergency repairs. Agencies shall request services by issuing a Request for Quote (RFQ) with scope of work detailing as much information about the repair as available.

35.2. Requests for emergency repairs and/or replace parts shall be approved in advance by the State representative.

Materials beyond those identified in a resultant contract shall be invoiced not to exceed 10% above Vendor’s cost.

Invoices for materials billed using this markup are required to accompany any invoice submission to the State.

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.

35.3. The Vendor shall, after each visit and before leaving the job site, present a written summary of the work performed and obtain signature thereon from the State representative.

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

Date___________

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. All work is to be performed by competent workers completely familiar with the products and equipment they shall use. Competent workers are personnel trained in accordance with industry and manufacturers’ standards in the use of materials and installation to be provided., with at least three (3) years’ experience in performing the work, or under the direct supervision of personnel meeting this requirement. 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. ADDITIONAL AGENCY REQUIREMENTS – DEPARTMENT OF CORRECTIONS

37.1. Administrative Rules, Policies, Regulations and Policy and Procedures Directives

Vendor shall comply with any applicable NH Department of Corrections (NHDOC) Administrative Rules, Policies, Regulations and Policy and Procedure Directives (PPD’s) 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: http://www.nh.gov/nhdoc/business/rfp_bidding_tools.htm

37.2. Prison Rape Elimination Act (PREA) of 2003 and 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:

http://www.nh.gov/nhdoc/business/rfp_bidding_tools.htm

37.3. Vendor Employee Information/Background Checks

37.3.1. Vendor shall be responsible for obtaining a criminal background check from NHDOC to include fingerprinting on all potential employees assigned by Vendor and/or sub-contractors to provide services to NHDOC. Upon award of a contract, NHDOC Director of Medical and Forensics, or designee, shall notify the selected Vendor the procedures to obtain background checks and fingerprinting. Vendor and/or sub-contractor employee’s hiring status shall be contingent upon receipt of a criminal background check and fingerprinting report(s) from the NH Department of Safety to NHDOC and a procedural review of said reports by NHDOC.

37.3.2. NHDOC reserves the right to conduct a procedural review of all criminal background checks of all potential Vendor and/or sub-contractor(s) employees to determine eligibility status.

37.3.3. NHDOC shall notify Vendor of any potential Vendor and/or sub-contractor employee(s) who does not comply with the criteria identified below.

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

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

http://www.nh.gov/nhdoc/business/rfp_bidding_tools.htm http://www.nh.gov/nhdoc/business/rfp_bidding_tools.htm

Date___________

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

37.3.4.3. 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 Commissioner, or designee, of NHDOC;

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