bid-3132-27.pdf

Bidder Initials_______

Date___________

NEW HAMPSHIRE DEPARTMENT OF ADMINISTRATIVE SERVICES

DIVISION OF PROCUREMENT AND SUPPORT SERVICES

REQUEST FOR BID FOR PROPANE SUPPLY AND DELIVERY

3132-27

DUE DATE: 5/14/2026 11:00 AM (EASTERN TIME)

Table of Contents

1. PURPOSE:

2. INSTRUCTIONS TO VENDOR:

3. BID SUBMITTAL:

4. BID INQUIRIES:

5. BID DUE DATE:

6. ADDENDA:

7. TIMELINE:

8. TERMS OF SUBMISSION:

9. CONTRACT TERM:

10. CONTRACT AWARD:

11. NOTIFICATION AND AWARD OF CONTRACT(S):

12. LIABILITY:

13. PUBLIC DISCLOSURE OF BID OR PROPOSAL SUBMISSIONS:

14. TERMINATION:

15. VENDOR CERTIFICATIONS:

16. BID PRICES:

17. PRICE ADJUSTMENTS:

18. AUDITS AND ACCOUNTING:

19. ACCOUNT REPRESENTATIVE:

20. ELIGIBLE PARTICIPANTS:

21. ESTABLISHMENT OF ACCOUNTS:

22. ESTIMATED USAGE:

23. USAGE REPORTING:

24. PAYMENT:

25. INVOICING:

26. VENDOR RESPONSIBILITY:

27. IF AWARDED A CONTRACT:

28. TRANSITION OF AWARDED LOCATIONS AT CONTRACT INCEPTION:

29. SPECIFICATION COMPLIANCE:

30. PRODUCT TESTING:

31. SPECIFICATIONS:

32. SCOPE OF WORK:

33. DELIVERY POLICY

34. DELIVERY – “WILL CALL” OR “AUTOMATIC”:

35. DELIVERY - AUTOMATIC REQUIREMENTS – VENDOR RESPONSIBILITIES:

36. DELIVERY - AUTOMATIC REQUIREMENTS – STATE AGENCY RESPONSIBILITIES:

37. DELIVERY TIME:

38. DELIVERY LOCATIONS:

39. WARRANTY REQUIREMENTS:

40. OBLIGATIONS AND LIABILITY OF THE VENDOR:

41. NON-EXCLUSIVE CONTRACT:

42. DISASTER RECOVERY:

43. ENVIRONMENTALLY FRIENDLY PRODUCTS:

44. OFFER:

45. SOLICITATION PRICING FORMAT: FIXED PRICE BASED BID FORMAT:

46. SOLICITATION PRICING FORMAT: INDEXED BASED BID FORMAT:

47. VENDOR’S BALANCE OF PRODUCT LINE ITEMS:

48. VENDOR CONTACT INFORMATION:

49. ATTACHMENTS:

50. NOTE: TO BE CONSIDERED, BID TRANSMITTAL LETTER SHALL BE SIGNED IN THE SPACE PROVIDED

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

APPENDIX A

STATE OF NEW HAMPSHIRE TRANSMITTAL LETTER

1. PURPOSE:

1.1. The purpose of this bid invitation is to establish a contract for Propane Supply and Delivery to the State of

New Hampshire with product list and requirements indicated in the SCOPE OF WORK 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 Devin Lahey at Devin.M.Lahey@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: 4/24/2026 Last day for questions, clarifications, and/or requested changes to bid: 5/6/2026

States response to questions, clarifications, and/or requested changes to bid: 5/12/2026

Bid Closing (Eastern Time): 5/14/2026 11:00 AM mailto:NH.Purchasing@DAS.NH.Gov mailto:Devin.M.Lahey@DAS.NH.GOV https://apps.das.nh.gov/bidscontracts/bids.aspx

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 PROCUREMENT AND PROPERTY RULES APPLY TO AND ARE MADE A PART

HEREOF.

8.7. Complete bids shall be filled out on the original documents and format that are a part of this bid invitation.

Vendors may submit additional paperwork with pricing, but all pricing shall be on the documents provided with this bid invitation and in the State’s format.

9. CONTRACT TERM:

9.1. The term of the contract shall commence on August 1, 2026, or upon approval of the Governor and Executive

Council, whichever is later, through July 31, 2028, a period of approximately two (2) years.

9.2. The contract may be extended for up to an additional two (2) years thereafter under the same terms, conditions, and pricing structure upon the mutual agreement between the successful Vendor and the State with the approval of the Commissioner of the Department of Administrative Services.

9.3. The State of New Hampshire reserves the right to add or delete locations/equipment throughout the term of the contract. For the addition of a new location 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 contractor. Quotes shall be in accordance with pricing and service requirements contained herein and no service shall be performed until documented acceptance by the State is received. The Contract may be amended, by agreement of the parties, effective upon approval of the commissioner of the Department of Administrative Services or designee, without further approval needed by the Governor and Executive Council as long as the price limitation is unchanged or decreased as a result of the new or deleted locations/equipment.

10. CONTRACT AWARD:

10.1. The award shall be made to the Vendor(s) meeting the criteria established in this RFB and providing the lowest cost in total by District. The intent of this bid is to result in a multi-award scenario. You must bid on all locations in a district to be considered. 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).

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

11. NOTIFICATION AND AWARD OF CONTRACT(S):

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

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

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

12. LIABILITY:

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

13. PUBLIC DISCLOSURE OF BID OR PROPOSAL SUBMISSIONS:

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

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

13.3. If the Bidder considers any portion of a submission confidential, they shall provide a separate copy of the full and complete document, fully redacting those portions by blacking them out and shall note on the applicable page or pages of the document that the redacted portion or portions are stamped or otherwise marked with the notation “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.

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

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

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

13.6.1. The State may disclose any and all portions of the proposal or related materials which are not marked as confidential and/or which have not been specifically explained in the letter to the person identified as the point of contact for this RFP;

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

13.6.3. The State may, unless otherwise prohibited by court order, release the information on the date specified in the notice described above without any liability to a Bidder.

14. TERMINATION:

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

15. VENDOR CERTIFICATIONS:

15.1. All Vendors shall be duly registered with the NH Bureau of Purchase and Property as State of New Hampshire vendors. All Vendors that are corporations, limited liability companies, or other limited liability business entities (this excludes sole proprietors and general partnerships) shall be duly registered with the New Hampshire Secretary of State to conduct business in the State of New Hampshire.

15.2. STATE OF NEW HAMPSHIRE VENDOR APPLICATION: To be eligible for a contract award, a Vendor must have a completed Vendor Application Package on file with the NH Bureau of Purchase and Property.

See the following website for information on obtaining and filing the required forms (no fee:

https://DAS.NH.Gov/Purchasing).

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

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

These forms shall be returned to the designated State agency prior to commencing any work.

15.5. CERTIFICATE OF INSURANCE: Prior to being awarded a contract the Vendor shall be required to submit proof of comprehensive general liability insurance coverage prior to performing any services for the State.

The coverage shall insure against all claims of bodily injury, death, or property damage in amounts of not less than $1,000,000 per occurrence and $2,000,000 aggregate. Coverage shall also include State of New Hampshire workers’ compensation insurance to the extent required by RSA Chapter 281-A.

16. BID PRICES:

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

Shipments shall be made in order to arrive at the destination at a satisfactory time for unloading during receiving hours.

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

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

16.4. Updated Published Price List MUST be emailed to Devin.M.Lahey@das.nh.gov.

17. PRICE ADJUSTMENTS:

17.1. The State will allow increases or require decreases in the posted markup cost or the fixed price stated equal to the value of the fee or tax if such increases or decreases occur after the award of the contract and are instituted by the State of federal government. This shall also apply to the PERC fee.

17.2. The State of New Hampshire Department of Administrative Services shall provide a Certificate of Exemption with respect to State purchases to the Vendor in support of a claim for credit or payment under section 6427 of the Internal Revenue Code. The supplied exemption certificates shall not apply to entities that choose to participate under the RSA 21-I provision.

17.3. The State will accept pass-through costs for energy-based tariffs. Tariffs shall be listed as an itemized cost on all invoices. The State reserves the right to reject any invoices where tariff costs are included but not itemized.

18. AUDITS AND ACCOUNTING:

18.1. 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.

https://das.nh.gov/Purchasing https://sos.nh.gov/corporation-division/ https://sos.nh.gov/corporation-division/ mailto:Devin.M.Lahey@das.nh.gov

18.2. 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.

19. ACCOUNT REPRESENTATIVE:

19.1. 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:

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

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

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

20. ELIGIBLE PARTICIPANTS:

20.1. 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.

21. ESTABLISHMENT OF ACCOUNTS:

21.1. Each State of New Hampshire agency shall have its own individual customer account number. There may also be instances where divisions or bureaus within an agency will need their own individual customer account numbers. Should any State of New Hampshire agency place an order under the contract, the successful Vendor agrees to establish an account within three business days from the date the order is placed. However, there shall be no delay in any shipment; the agency shall receive the items ordered in accordance with the delivery time required under this bid invitation, as if an account already exists for the agency.

22. ESTIMATED USAGE:

22.1. 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.

23. USAGE REPORTING:

23.1. 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 Devin Lahey at The Bureau of Procurement & Support Services and sent electronically to Devin.M.Lahey@das.nh.gov. At a minimum, the Report shall include:

23.1.1. Contract Number

23.1.2. Utilizing Agency and Eligible Participant

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

23.1.4. Third-party sustainability certifications, environmental attributes, and documentation with respect to recycled content used in the manufacture, development and distribution process of goods and services sold. This report shall include but not be limited to:

23.1.4.1. Percentage of recycled materials contained within finished products

23.1.4.2. Percentage of waste recycled throughout the manufacturing process

23.1.4.3. Types and volume of packaging used for transport

23.1.4.4. Any associated material avoided and/or recycled as applicable under contract mailto:Devin.M.Lahey@das.nh.gov

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

23.1.4.6. Green Certifications for each product sold

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

23.1.6. In Excel format

24. PAYMENT:

24.1. Payments shall be made via ACH or Procurement Card (P-card = Credit Card) unless otherwise specified by the state of New Hampshire. Use the following link to enroll with the State Treasury for ACH payments:

https://www.nh.gov/treasury/state-vendors/index.htm. Eligible participants shall negotiate their own payment methods with the successful Vendor.

24.2. Payment shall not be due until 30 days after the properly itemized 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. INVOICING:

25.1. Invoices shall be submitted to the corresponding State agency after completion of work/acceptance of delivery.

25.2. Invoicing shall be done to the Agency Remit Account on the basis of each order completed. Invoices shall clearly indicate the quantity, description, packaging, date delivered, and contract price. Invoicing for eligible participants shall be in accordance with their individual requirements.

25.3. It will be the responsibility of the Vendor to see that all invoices are complete and priced accurately per the terms, conditions and format of the bid. Inaccurate or incomplete invoices will be returned to the Vendor with a request for a new accurate and complete invoice. The State will make all efforts to pay all accurate and complete invoices within the payment term stated within this bid; however, errors within the original invoice will relieve the State of the original net-30 term time frame for payment.

25.4. Vendors are allowed to pass on any discounts to the State of New Hampshire. Any invoices with pricing lower than the “OPIS Propane Daily” posting plus mark-up shall be considered a discount, unless notification to the agency, and a revised invoice, are not provided within 5 business days.

25.5. Invoices shall indicate all data stated below at minimum:

25.5.1. Proper remit address

25.5.2. Description of product delivered

25.5.3. Date of delivery

25.5.4. Tank I.D. number if available

25.5.5. Delivery location, agency and physical address

25.5.6. State contract reference number

25.5.7. Contract price per gallon, index price plus (mark up or fixed as stated in offer section), on date of delivery

25.5.8. PERC fee charged

25.5.9. Vendor may offer a cash discount for earlier payment on invoices

25.6. When deliveries are required on weekends invoices for those delivery dates will be calculated against the posted journal price on the previous Friday. Weekends are defined between the hours or 12:01 AM Saturday and 12:00 PM midnight Sunday. If deliveries occur on a holiday that falls in the middle of the week (EXAMPLE: THANKSGIVING IS OBSERVED ON A THURSDAY), invoices for those delivery dates will be calculated against the posted price on the previous business day. The State of New Hampshire observes the following holidays:

25.6.1. New Years Day

25.6.2. Martin Luther King Day

25.6.3. Presidents Day

25.6.4. Memorial Day

25.6.5. Independence Day

25.6.6. Labor Day

25.6.7. Veteran’s Day

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

25.6.8. Thanksgiving Day

25.6.9. Day after Thanksgiving

25.6.10. Christmas Day

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. 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. 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. 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. 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.

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

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

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

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

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

26.3. It is the responsibility of the Vendor to maintain this and any awarded contract and New Hampshire Vendor

Registration with up to date contact information. 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. 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 if awarded a contract of the Agreement State of

New Hampshire Form #P-37 see Appendix A (sample):

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)

27.1.1. Provide certificate of insurance indicating the coverage amounts required by Section 14 of the Form

Number P-37.

27.1.2. Provide proof of sufficient workers’ compensation insurance coverage or evidence of exemption from

RSA Chapter 81-A.

27.1.3. 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. TRANSITION OF AWARDED LOCATIONS AT CONTRACT INCEPTION:

28.1. The Vendor relinquishing the location to another vendor shall work with the agency affected to work out a schedule for picking up their tanks so as not to leave the agency without propane tanks and fuel. Upon picking up the tanks, the Vendor relinquishing the location shall weigh the tanks and credit the agency on their last invoice for any unused propane gas left in the tank at the time of pick up. For tanks too large to weigh, the Vendor shall credit the agency for the unused percentage of fuel in the tank at time of pick up. This credit process shall not apply to existing tanks that transfer ownership from the relinquishing Vendor to the new one.

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.

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

29.2. Unless otherwise specified by the Bureau of Purchase and Property in this bid invitation document, all equipment/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.

29.3. Successful Vendor(s) at their sole expense shall furnish, upon request by a using agency, an analysis from an approved laboratory of the fuel delivered to any State location.

30. PRODUCT TESTING:

30.1. The State reserves the right to test any product delivered to any of the fuel locations stated within this bid, or any locations added to the resulting contract over its term, for compliance to the product ordered or the specifications and standards herein. If the results of any such test performed determine that the product sold, furnished and delivered to any State location, does not meet the specifications of the product ordered or the specifications and standards established by the State of New Hampshire and/or the Federal Government, the Vendor responsible for the error will be reported to the NH Department of Environmental Services and held responsible for removing the incorrect product from the delivery location, cleaning of the tank if necessary, delivering the correct product and paying all charges associated with the error including the testing procedure.

While the error conditions exist, the State reserves the right to purchase said fuel elsewhere charging any additional cost to the Vendor. The Vendor would also be subject to the relative “default” conditions as stated in the Terms and Conditions section of this bid

31. SPECIFICATIONS:

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

31.2. The signature of state personnel on shipping documents shall signify the receipt but not the acceptance of the shipment signed for.

32. SCOPE OF WORK:

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

32.2. 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).

32.3. 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.

32.4. 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.

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

32.6. 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.

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

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

32.9. 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.

33. DELIVERY POLICY

33.1. State agencies shall contact successful vendor(s) and coordinate deliveries.

33.2. There will be no minimum order whether in item quantity or dollar value associated with any contract resulting from this bid.

33.3. Vendors that have multiple distribution sites (stores) from this bid will not transfer the management of a location from one store to another without giving the Bureau of Purchase and Property a fifteen (15) day advance written notice.

33.4. Some towns and cities may require permits to deliver/install tanks, please note, the agency requesting propane, shall be responsible for the payment of the permit.

33.5. Most underground tanks are equipped with 4" tight fill adapters. (Exception: above ground skid tanks.)

Delivery trucks should be equipped with appropriate hardware to seal delivery-lines to prevent over-fills and/or spills. If a spill should occur during delivery or Vendor should deliver the wrong product to tanks, the Vendor assumes all responsibility and liability for spill, clean - up and/or cleaning of tank and the delivery driver will report the incident to onsite agency personnel immediately.

33.6. Delivery personnel shall unload product at a reasonable pace and rate to allow the flapper valve to perform its function. Over filling of the tank will require the Vendor to return to the site, pump out the overfill and clean out the manhole. All cost associated with correcting the overfill will be the Vendors sole responsibility.

Violations of this requirement shall be reported to the State of New Hampshire Department of Environmental Services.

33.7. The State of New Hampshire will do everything possible to prevent over ordering, although if a tank is unable to take the full amount ordered, the ordering “agency” will attempt to place the fuel at another location where Vendor has a contract at no additional cost to the State.

33.8. All deliveries including tanker loads shall include a bill of lading and / or documentation to identify the type of product left at each delivery. Delivery and load slips must be left at each delivery site. Failure to leave delivery documentation at each delivery site may result in delayed payments for said deliveries.

33.9. Delivery slips shall be left at each delivery location. Delivery slip shall indicate at minimum all data stated below.

33.9.1. Quantity of product delivered;

33.9.2. Description of product delivered;

33.9.3. Date of delivery;

33.9.4. Tank I.D. number if available;

33.9.5. Delivery location, agency and physical address;

33.9.6. State contract number.

33.9.7. Delivery driver shall make reasonable effort to obtain signature by agency or interested party; if no one is available to sign, driver shall sign delivery slip to include date and time.

33.10. All delivery personnel will adopt the following safety procedures when making deliveries to any State location:

33.10.1. Exercise caution when maneuvering to avoid damage to containment walls.

33.10.2. Inspect tank, fittings and liquid level indicator prior to filling.

33.10.3. Place drip pans under all hose fittings prior to loading or unloading.

33.10.4. Block truck wheels before starting to load or unload.

33.10.5. Remain with the vehicle while loading or unloading.

33.10.6. Drain loading or unloading line to storage tank when loading or unloading is complete.

33.10.7. Verify that all drain valves are closed before disconnecting loading or unloading lines.

33.10.8. Inspect vehicle before departure to be sure all loading or unloading lines have been disconnected and vent valves are closed.

33.10.9. Immediately report any leakage or spillage to the onsite State personnel.

33.10.10. All delivery vehicles will be equipped with appropriate hardware to seal delivery-line to prevent over-fills and/or spills. If a spill should occur during delivery, the bidder assumes all physical and financial responsibility, as well as all liability for any spill. All corrective action will take place within 24 hours upon incident awareness.

33.10.11. Delivery personnel will shut off all electrical devices (cellular phones, pagers etc.) while unloading product.

33.11. Successful Vendor(s) are responsible for replacement of any State property that is damaged by the bidder(s) employees or equipment whether as the result of an incident at time of delivery or caused by heating system failure due to late delivery of fuel (building freeze ups). This stipulation applies to call in fuel requests exceeding the delivery time stated within and “automatic delivery” specified locations stated herein.

34. DELIVERY – “WILL CALL” OR “AUTOMATIC”:

34.1. There are locations stated on the attached location sheets that require “automatic delivery” and some do not. If they are not marked as automatic delivery, it shall be assumed they are will call locations.

34.2. Agencies wishing to change location delivery status from will call to automatic delivery shall contact the

Vendor in writing and request the delivery format change. Agencies shall also provide the necessary previous delivery history data.

35. DELIVERY - AUTOMATIC REQUIREMENTS – VENDOR RESPONSIBILITIES:

35.1. The successful Vendor shall manage the fuel levels in each automatic delivery required location. The tank(s) shall be managed in such a manner that the individual tank will not run out of fuel. If for any reason a tank runs dry, the successful bidder will be responsible to:

35.1.1. Immediately refuel tank.

35.1.2. Restart any or all boilers / furnaces and or water heaters affected and perform any boiler / furnace maintenance required due to the fuel outage.

35.1.3. Accept and process claims for damage caused to the building because of loss of heat such as, broken pipes, frozen coils, water damage, etc.

36. DELIVERY - AUTOMATIC REQUIREMENTS – STATE AGENCY RESPONSIBILITIES:

36.1. To assist in a smooth delivery operation (especially at the beginning of a new contract with a new delivery company), the ordering agency shall provide the Vendor with one (1) year’s previous delivery history data so the Vendor may provide the delivery service in an accurate and efficient manner. This history data is available by request from the previous contracted vendor.

36.2. Agencies shall monitor their fuel tank consumption for the first four (4) months of a new contract to be sure they do not run out while the “automatic delivery” program builds a consumption history.

37. DELIVERY TIME:

37.1. The successful Vendor shall be required to accomplish delivery of any item ordered under the contract within

72 hours from the placement of the order. If a delivery cannot be made within the 72 hours after order receipt, the Vendor will contact the ordering agency and work to achieve a mutually beneficial delivery time.

37.2. Weekends and holidays are NOT exempt from the stated delivery schedule and it is understood that bidders are a 365-day delivery operation.

37.3. Unless otherwise specified herein, all services/deliveries performed under this Contract(s) shall be performed between the hours of 7:30 AM and 4:00 PM 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.

37.4. The use of a private carrier to make delivery does not relieve the successful Vendor from the responsibility of meeting the delivery requirement.

37.5. Vendor(s) further agrees to deliver in less time in case of emergencies to the best of their ability. If delivery requirements are not met, the State reserves the right to purchase elsewhere, charging any additional costs back to the Vendor.

38. DELIVERY LOCATIONS:

38.1. The State reserves the right to make additions or deletions to the list of delivery points and to increase or decrease the estimated quantity of propane fuel, as it may deem necessary, during the contract period.

38.2. Attachment 1: Vendor Offer Sheet contains the current State of New Hampshire agency/institution locations which, if you are awarded a contract, you are expected to service. The State of New Hampshire reserves the right to add locations to this list at the contract prices or to delete locations, as needed. This listing does not include any eligible participants.

39. WARRANTY REQUIREMENTS:

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

40. OBLIGATIONS AND LIABILITY OF THE VENDOR:

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

40.2. The successful Vendor shall take full responsibility for the work to be performed pursuant to the Scope of Work 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.

40.3. 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.

41. NON-EXCLUSIVE CONTRACT:

41.1. 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.

42. DISASTER RECOVERY:

42.1. 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)

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

43. ENVIRONMENTALLY FRIENDLY PRODUCTS:

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

43.1.1. Energy or water efficient

43.1.2. Reusable

43.1.3. Recyclable

43.1.4. Contains postconsumer recycled materials

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

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

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

43.3. Whenever possible, Contractors shall eliminate PVC or polystyrene due to environmental and human health concerns. Contractors must notify the State if a product contains mercury and/or PFAS.

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

44. OFFER:

44.1. The bidder offers to sell to the state of New Hampshire the commodities or services indicated at the price or prices quoted and in compliance with the requirements and specifications of the bid. Quotes in lieu of a completed offer sheet will not be accepted.

44.2. Pricing offered under the fixed price format and the Indexed based format shall remain firm from the bidding opening date/time until 4:30 PM the next business day. The Bureau of Purchase and Property shall notify the apparent low bidder of their awarded locations based on the price format chosen within this period.

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

44.4. Additionally, Vendor shall provide pricing below for State temporary locations:

Department Location

Contact Person and Telephone

Physical Address

Remit Address

Tank Quantity

Tank Size

(Gallons)

Estimated Annual Usage

(Gallons)

Tank Supplied

By

Fixed Price/Gallon

(Excludes PERC Fee)

Varies Varies Varies Varies Varies Varies Varies 1,000 Department

45. SOLICITATION PRICING FORMAT: FIXED PRICE BASED BID FORMAT:

45.1. Under the fixed price format, Vendor shall offer a price per gallon minus the “PERC” fee.