Contract: Propane Supply and Delivery

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)
Page 1 of 19
Bidder Initials_______
Date___________

Table of Contents
1. PURPOSE: ........................................................................................................................................................................................ 3
2. INSTRUCTIONS TO VENDOR: ..................................................................................................................................................... 3
3. BID SUBMITTAL: ........................................................................................................................................................................... 3
4. BID INQUIRIES: .............................................................................................................................................................................. 3
5. BID DUE DATE: .............................................................................................................................................................................. 3
6. ADDENDA: ...................................................................................................................................................................................... 3
7. TIMELINE: ....................................................................................................................................................................................... 3
8. TERMS OF SUBMISSION: ............................................................................................................................................................. 4
9. CONTRACT TERM: ........................................................................................................................................................................ 4
10. CONTRACT AWARD: .................................................................................................................................................................... 4
11. NOTIFICATION AND AWARD OF CONTRACT(S): ................................................................................................................... 4
12. LIABILITY: ...................................................................................................................................................................................... 5
13. PUBLIC DISCLOSURE OF BID OR PROPOSAL SUBMISSIONS: ............................................................................................. 5
14. TERMINATION: .............................................................................................................................................................................. 5
15. VENDOR CERTIFICATIONS: ........................................................................................................................................................ 6
16. BID PRICES: .................................................................................................................................................................................... 6
17. PRICE ADJUSTMENTS: ................................................................................................................................................................. 6
18. AUDITS AND ACCOUNTING: ...................................................................................................................................................... 6
19. ACCOUNT REPRESENTATIVE: ................................................................................................................................................... 7
20. ELIGIBLE PARTICIPANTS: ........................................................................................................................................................... 7
21. ESTABLISHMENT OF ACCOUNTS: ............................................................................................................................................ 7
22. ESTIMATED USAGE: ..................................................................................................................................................................... 7
23. USAGE REPORTING: ..................................................................................................................................................................... 7
24. PAYMENT: ...................................................................................................................................................................................... 8
25. INVOICING: .................................................................................................................................................................................... 8
26. VENDOR RESPONSIBILITY: ........................................................................................................................................................ 9
27. IF AWARDED A CONTRACT: ...................................................................................................................................................... 9
28. TRANSITION OF AWARDED LOCATIONS AT CONTRACT INCEPTION: ............................................................................ 9
29. SPECIFICATION COMPLIANCE: ................................................................................................................................................. 9
30. PRODUCT TESTING: ................................................................................................................................................................... 10
31. SPECIFICATIONS: ........................................................................................................................................................................ 10
32. SCOPE OF WORK: ........................................................................................................................................................................ 10
33. DELIVERY POLICY ..................................................................................................................................................................... 10
34. DELIVERY - "WILL CALL" OR "AUTOMATIC": .................................................................................................................... 12
35. DELIVERY - AUTOMATIC REQUIREMENTS - VENDOR RESPONSIBILITIES: ................................................................ 12
36. DELIVERY - AUTOMATIC REQUIREMENTS - STATE AGENCY RESPONSIBILITIES: ................................................... 12
37. DELIVERY TIME: ......................................................................................................................................................................... 12
38. DELIVERY LOCATIONS: ............................................................................................................................................................ 12
39. WARRANTY REQUIREMENTS: ................................................................................................................................................. 13
40. OBLIGATIONS AND LIABILITY OF THE VENDOR: .............................................................................................................. 13
41. NON-EXCLUSIVE CONTRACT: ................................................................................................................................................. 13
42. DISASTER RECOVERY: .............................................................................................................................................................. 13
43. ENVIRONMENTALLY FRIENDLY PRODUCTS: ..................................................................................................................... 13
44. OFFER: ........................................................................................................................................................................................... 14
45. SOLICITATION PRICING FORMAT: FIXED PRICE BASED BID FORMAT: ........................................................................ 14
46. SOLICITATION PRICING FORMAT: INDEXED BASED BID FORMAT: .............................................................................. 14
47. VENDOR'S BALANCE OF PRODUCT LINE ITEMS: ............................................................................................................... 14
48. VENDOR CONTACT INFORMATION: ...................................................................................................................................... 15
49. ATTACHMENTS: .......................................................................................................................................................................... 15
50. NOTE: TO BE CONSIDERED, BID TRANSMITTAL LETTER SHALL BE SIGNED IN THE SPACE PROVIDED. ........... 15
51. THE BID OPENING IS OPEN TO THE PUBLIC ONLINE AT THE FOLLOWING: ................................................................ 15
APPENDIX A .......................................................................................................................................................................................... 16
STATE OF NEW HAMPSHIRE TRANSMITTAL LETTER ................................................................................................................ 19
Page 2 of 19
Bidder Initials_______
Date___________

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,
5/6/2026
and/or requested changes to bid:
States response to questions, clarifications,
5/12/2026
and/or requested changes to bid:
Bid Closing (Eastern Time): 5/14/2026 11:00 AM
Page 3 of 19
Bidder Initials_______
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 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.
Page 4 of 19
Bidder Initials_______
Date___________

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.
Page 5 of 19
Bidder Initials_______
Date___________

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.
Page 6 of 19
Bidder Initials_______
Date___________

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
Page 7 of 19
Bidder Initials_______
Date___________

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
Page 8 of 19
Bidder Initials_______
Date___________

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.
Page 9 of 19
Bidder Initials_______
Date___________

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.
Page 10 of 19
Bidder Initials_______
Date___________