rfb-dos--2027-02---grounds-care-at-fire-training-campus.pdf

RFB DOS 2027-02

STATE OF NEW HAMPSHIRE

Department of Safety NH Fire Standards & Training & EMS

REQUEST FOR BIDS

FOR:

Lawn Care Services for the

NH Fire Standards & Training & EMS – Raymond S. Burton Training Facility North Campus Garage 30 Ray Burton Drive Bethlehem NH

Classroom 80 Ray Burton Drive Bethlehem NH

For a Term of up to 3 years

ISSUED: July 6, 2026

BIDS DUE NO LATER THAN:

July 21, 2026

CONTENTS:

Section 1: Overview and Requirements Section 2: Terms and Conditions

Section 3: Bid Submission Instructions Section 4: Bid Response Documents

SECTION 1: OVERVIEW & REQUIREMENTS

OVERVIEW:

The State of New Hampshire, Department of Safety, Division Fire Standards and Training & EMS is issuing this Request for Bids (RFB) to solicit competitive responses from qualified vendors to provide weekly lawn care services and one Fall and one Spring Grounds Maintenance Services.

The purpose of this RFB is to establish a contract for a term of three (3) years from the date of approval by the Governor and Executive Council. The contract term may be extended for an additional period of up to two (2) years at the sole option of the State, subject to the parties' prior written agreement and all required governmental approvals, including approval by the Governor and Executive Council.

CONTRACT LOCATIONS

NH Fire Standards & Training & EMS – Raymond S. Burton Training Facility North Campus

Classroom -80 Ray Burton Road Bethlehem NH

Garage - GSP address 660 Trudeau Road

SECTION 2: TERMS & CONDITIONS

SPECIFICATIONS:

REQUIREMENTS

The Contractor shall provide all labor, equipment, materials, and supervision necessary to perform weekly turf maintenance during the growing season. Services shall include, but are not limited to, the following:

Mow all turf areas once per week throughout the growing season to maintain a healthy, uniform appearance.

Trim grass and weeds around buildings, sidewalks, curbs, signs, light poles, trees, utility boxes, fences, and other obstacles not accessible by mowing equipment.

Edge all sidewalks, curbs, parking lot islands, and landscape bed borders to maintain clean, well-defined edges.

Remove all litter, debris, and foreign materials from turf and landscaped areas prior to mowing.

Blow or sweep all grass clippings and debris from sidewalks, curbs, parking lots, drive lanes, and other paved surfaces immediately following mowing and trimming operations.

Leave the site in a clean, neat, and safe condition after each service visit. No grass clippings, debris, or equipment shall remain on-site upon completion of work. Sweeping and cleanup of paved sidewalks, walkways, and parking lots.

Removal and lawful disposal of all debris generated during the performance of services.

All work shall be performed in a professional manner and in accordance with industry standards.

Upon completion of services, all areas shall be left in a clean, neat, and presentable condition.

The Contractor shall be responsible for repairing any damage to turf, landscaping, irrigation components, sidewalks, curbs, or other property caused by maintenance operations at no additional cost to the Owner.

The Contractor shall furnish all labor, supervision, equipment, tools, materials, transportation, disposal services, and incidentals necessary to perform the work required under this contract.

CONTRACT ADMINISTRATOR:

Contract Administrator:

James Minery Department of Safety

DELIVERABLE SCHEDULE:

The Contractor shall provide Weekly Grounds Maintenance Services during the Months of April to

November.

The Contractor shall also provide one Fall and one Spring Grounds Maintenance Services identified below.

FY27 Weekly Maintenance

07/01/2026-06/30/2027

FY28 Weekly Maintenance

07/01/2027 -06/30/2028

FY29 Weekly Maintenance

07/01/2028-06/30/2029

Fall Cleanup: October 1 – November 30, 2026 Spring Cleanup: April 1 – May 31, 2027

Fall Cleanup: October 1 – November 30, 2027 Spring Cleanup: April 1 – May 31, 2028

Fall Cleanup: October 1 – November 30, 2028 Spring Cleanup: April 1 – May 31, 2029

VENDOR CERTIFICATIONS:

ALL bidders MUST be duly registered as a vendor authorized to conduct business in the State of New Hampshire.

STATE OF NEW HAMPSHIRE VENDOR APPLICATION: Bidders MUST have a completed Vendor Application and Alternate W-9 Form which MUST be 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://www.das.nh.gov/purchasing/vendorresources.aspx

NEW HAMPSHIRE SECRETARY OF STATE REGISTRATION: A bid award, in the form of a purchase order or contract, will ONLY be awarded to a vendor who is CURRENTLY registered to do business AND in good standing with the State of New Hampshire. 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-ucc-securities/corporation/online-business-services/

VENDOR RESPONSIBILITY:

The successful vendor shall be solely responsible for meeting all terms and conditions specified in the RFB, their bid, and any resulting contract. Any subcontracted vendor shall first be approved by the State. The vendor shall remain wholly responsible for performance under the contract and will be considered the sole point of contact with regard to all contractual matters, including payment of any and all charges resulting from any contract.

Regardless of the vendors selected, DOS 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 has been awarded.

LIABILITY:

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

CERTIFICATE OF INSURANCE:

Prior to performing any services for the State, vendors awarded a contract shall be required to:

Submit proof of comprehensive general liability insurance in accordance with Section 14 of the P-37 contract. The coverage shall have appropriate riders against all claims of bodily injury, death or property damage, in amounts of not less than $1,000,000.00 per occurrence and $2,000,000.00 aggregate.

Certify compliance with, or exemption from, the requirements of NH RSA 281-A, Workers’ Compensation, in accordance with Section 15 of the P-37 contract.

CONTRACT TERMS AND CONDITIONS:

The form contract P-37 included herein shall be part of this bid and the basis for contract discussions. The successful vendor and the State, following notification of award, shall promptly execute this form of contract, which is to be completed by incorporating the service requirements and price conditions established by the vendor’s offer.

https://www.das.nh.gov/purchasing/vendorresources.aspx https://sos.nh.gov/corporation-ucc-securities/corporation/online-business-services/

BID INQUIRIES/CLARIFICATIONS:

All questions regarding this RFB Scope of Service contact:

Jim Minery at James.c.minery@dos.nh.gov

Vendor Inquiry Period ends Monday July 16 , 2026 @ 9:00 am Final Agency Responses to Inquiries will be by Monday July 20, 2026 @ 2:00 p.m.

Vendor must include complete contact information including the vendor's name, telephone number and fax number and e-mail address.

Verbal communications shall not be considered binding. Only written responses issued by the State shall be considered official and become part of this RFB.

Vendor must include complete contact information including the vendor's name, telephone number and fax number and e-mail address.

ADDENDUM:

In the event it becomes necessary to add or revise any part of this bid prior to the scheduled Bid Opening/Due Date, the Department of Safety, shall post any Addenda on the website. It is a vendor’s responsibility to access the website to ensure no bidding opportunity or addenda are overlooked which may impact this bid. The web address is The web address is Bids

BID OPENING/DUE DATE:

All bid submissions must be received at the Department of Safety, no later than 2:00 p.m. on Tuesday July 21, 2026. Submissions received after the date and time specified will be marked as late and will not be eligible for consideration in the evaluation process. There will be no exceptions to this requirement.

The Agency will conduct an initial screening step to verify Vendor compliance with the submission requirements set forth in the RFB and the minimum substantive content and bid format set forth within this RFB. The Agency may waive or offer a limited opportunity to cure immaterial deviations from the RFB requirements if it is determined to be in the best interest of the State. A bid that fails to satisfy content, format or submission requirements may be rejected without further consideration.

All offers shall remain valid for a period of one hundred and twenty (120) days from the Bid Due Date. A vendor’s disclosure or distribution of proposals other than to Department of Safety, Division of Motor Vehicles, will be grounds for disqualification. No more than one (1) bid per respondent should be submitted.

mailto:James.c.minery@dos.nh.gov%0d mailto:James.c.minery@dos.nh.gov%0d https://apps.das.nh.gov/NHProcurement/Bid

BID RECEIPT AND OPENING:

In accordance with RSA 21-G:37 I and II(a), to preserve the integrity of the bidding process, a public bid opening will be held at which it shall disclose the name of the bidders which submitted timely bids and the prices offered.

AWARD CONSIDERATION:

The contract award shall be made to a Vendor meeting all terms and conditions of this RFB and providing the lowest total cost for the services.

The State reserves the right to cancel all or any part of this RFB at any time. Cancellation of this RFB, in whole or in part, shall not bar the State from issuing an RFB for the same services or from purchasing the same services through other means. Any resulting contract(s) shall become effective on the date approved by Governor and Executive Council for the State of New Hampshire.

If necessary, the vendor agrees to submit a properly executed State agreement form P37 and provide required supporting documentation/certifications within ten (10) business days of being notified they were the lowest bidder. Any agreement(s) that may result from this RFB shall not be binding on either party until final approval.

NOTIFICATION AND AWARD OF CONTRACTS:

Department of Safety, Division of Fire Standards & Training, shall provide written notification to a vendor who is awarded a contract relative to this RFB. Public announcements or news releases pertaining to any contract awarded shall not be made without the written permission of the Department.

Bid results will not be given by telephone. Bid results will be made public at the time of bid award which occurs upon the approval of the Governor & Council. Bid results may be viewed on our website at www.nh.gov/safety/commissioner/procurement/index.htm

INVOICING AND PAYMENT:

Invoices shall be submitted via email to the Department of Safety upon completion of services to the equipment. Payment of said invoices shall be paid in full within thirty (30) days after receipt of properly documented invoices and acceptance of the work to the State’s satisfaction.

Invoices shall be Emailed to: Accountspayable@dos.nh.gov

If e-mail is not possible, they shall be mailed to:

NH Department of Safety

33 Hazen Drive

Attn: Accounts Payable

Concord, NH 03305 http://www.nh.gov/safety/commissioner/procurement/index.htm

SECTION 3: BID SUBMISSION INSTRUCTIONS

INSTRUCTIONS:

All vendors must summarize their prices in Section 4

All vendors must have a certificate of good standing from NH Secretary of State, a certificate of authority/vote and a certificate of lability insurance.

All vendors must be registered as a NH State vendor with a NH vendor identification number.

Once the bidder is selected, the contract will go to the Governor and Council for final approval to award the contract.

BID SUBMISSION:

Vendors shall submit bid in its entirety via hand-delivery, mail (address below), or electronically to Doscontracts@dos.nh.gov

Mailing Address:

Name (First and Last) Annie Bullis NH Department of Safety 33 Hazen Drive Concord, NH 03305

Hand-Delivered:

Name (First and Last) Annie Bullis NH Department of Safety 33 Hazen Drive Concord, NH 03305

Responses shall be marked as:

State of New Hampshire RFB DOS 2027-02 Due Date: Friday, July 17, 2026, 2:00 p.m.

SECTION 4: BID RESPONSE DOCUMENTS

OFFER:

The bidder hereby offers to provide Weely lawn maintenance and additional Spring and Fall cleanup as described in RFB DOS-2027-02

QUALIFICATION OF CONTRACTORS:

The contractor shall provide at least 2 clients currently being serviced and that the clients listed demonstrate successful services for the makes and types of services listed within this bid.

Client Name____________________, Contact Person____________________

Phone # ___________________

Client Name____________________ _ , Contact Person____________________

Client Name____________________ _ , Contact Person____________________

BIDDER CONTACT INFORMATION:

VENDOR NAME:

VENDOR ADDRESS:

CONTACT NAME:

CONTACT EMAIL:

TEL. #_______________________________________ FAX#________________________________________

EMERGENCY RESPONSE #

REMIT ADDRESS: __________________________________________________________________________

REMIT CITY, STATE ZIP:

RFB No.: _______________________________ Vendor Name: ____________________________ Vendor Address: __________________________ Contact Person: __________________________ Telephone: ______________________________ Email: __________________________________

Service FY27 Price

07/01/2026- 06/30/2027

FY28 Price

07/01/2027 - 06/30/2028

FY29 Price

07/01/2028- 06/320/2029

Weekly Price per Visit

Spring Cleanup

Fall Cleanup

Total Annual Price

Three-Year Total: $____________________

Certification Authorized Signature: _________________________________ Printed Name: _______________________________________ Title: ______________________________________________ Date: _______________________________________________

Certification