2026-003 Police Department Office Furniture

Requests for Proposals
Salem NH Police Department
Office Furniture
RFP 2026-003
Town of Salem NH
SALEM PURCHASING
Gia Faccadio, Purchasing Agent
Nicole McGee, Finance Director
Joseph R. Devine, Jr., Town Manager
Prepared for and in coordination with:
Salem NH Police Department
Chief Joel Dolan
jdolan@salempd.com

TOWN OF SALEM NH
RFB 2026-003
SALEM NH POLICE DEPARTMENT
OFFICE FURNITURE
The Town of Salem NH, in coordination with the Salem NH Police Department is seeking proposals
for office furniture for the new Salem Police Department Headquarters at 9 Veterans Memorial
Parkway in accordance with the specifications, terms, and conditions listed in RFB 2026-003 which
can be obtained at https://www.salemnh.gov/bids. The Police Department is requesting bids from
qualified companies to provide the completed bid forms of the requested brand and makes of
furniture with a delivery date of August 10, 2026. All bids must be received by April 14, 2026,
at 12:00 PM EST. Late proposals will not be considered. Three (3) h a r d copies and
one (1) electronic copy (PDF format on USB drive) of the bid package m ust be submitted
in a sealed envelope, plainly marked:
Town of Salem NH
ATTN: Purchasing Division
RFB 2026-003
PD Office Furniture
33 Geremonty Drive
Salem, NH 03079
Qualified companies requiring additional information or clarification relative to the contents of
the bid may direct inquiries to Gia Faccadio, Purchasing Agent, gfaccadio@salemnh.gov.
The Town reserves the right to reject any or all bids or any part thereof, to waive any informality in
the bidding, and to accept the bid considered to be in the best interest of the Town. The Town also
reserves the right to conduct reasonable negotiations with low bidders and sole bidders. Failure
to submit all information may disqualify a bid.
SCOPE OF SERVICES
The Salem NH Police Department is requesting bids from qualified companies to provide the
completed bid forms of the requested brand and make of furniture with a delivery date of August 10,
2026. Vendors should include all costs requested on the Bid Sheet and include the specifications as
noted. Substitutions for products will be considered as additional alternates only and at the sole
discretion of the Town's acceptance. Please include specification cut sheets for all proposed
alternates along with a separate excel document formatted similarly to the Bid Sheet with prices and
totals.
DELIVERY/INSTALLATION
Furniture delivery and installation is projected for August 10, 2026, to the newly constructed Police
Station, located at 9 Veterans Memorial Parkway in Salem, NH. All products are to be delivered to
the site at one-time, with the earliest projected delivery date of August 10, 2026. Dealers are
required to include warehousing of all received products prior to the one-time delivery. Include any
projected storage charges in the Bid. Please include a schedule, including lead times and delivery
dates for all products based on the projected delivery date of August 10, 2026.

REFERENCES
Bidders must demonstrate evidence and examples of similar projects of scope, size, and budget
along with two (2) references included in the submitted bid documents.
PRICING
Please indicate if any of the products are eligible for a discount through the following state and/or
other purchasing contracts, and if your discount structure meets or exceeds the program discount.
* NH State Bid
* MHEC
* Omnia
* Sourcewell
WARRANTY
Dealer shall be responsible for service of all installed products during the full term of the applicable
warranty periods.
BID DELIVERABLES
1. All proposals/bids must be received by Tuesday, April 14, 2026, at 12:00 PM EST.
2. BID Sheet completed in full and correct with pricing. The TOTAL BID will be all prices listed
under Total added together.
3. All bids must include the specifications as notes.
4. Specification cut sheets for all proposed alternates for substitutions for products will be
considered as additional alternates only and at the sole discretion of the Town's acceptance.
Please utilize the same format as the excel spreadsheet provided in your response.
LINK ATTACHMENTS ON WEBSITE
Refer to the website: https://www.salemnh.gov/bids for the following Bid
Package documentation including:
1. BID SHEET by Room
2. FURNITURE SPEC BOOK
3. SPREADSHEET BOOK BY PRODUCT
4. FLOOR PLANS
5. ENLARGED DRAWINGS & BOMS

GENERAL TERMS AND CONDITIONS
*These are General Terms and Conditions for all Request for Bids, and some items thereof may not
be applicable to this bid.
PREPARATIONS OF BIDS/PROPOSALS: Proposals shall be submitted on the forms provided and
must be signed by the Bidder or his authorized representative. The person signing the proposal shall initial
any corrections to entries made on the attached forms.
Vendors must provide pricing on all items appearing on the bid forms unless specific directions in the
advertisement, on the bid form or in the special provisions allowed for partial bids. Failure to provide
pricing on all items may disqualify the bid. Alternative bids will be considered, unless otherwise stated,
only if the alternate is described completely, including, but not limited to, sample, if requested and
specifications sufficient so that a comparison to the request can be made.
Any questions or inquiries must be submitted in writing and must be received by the Purchasing
Department no later than seven (7) calendar days before the Request for Proposal due date to be considered.
Any changes to the Request for Proposal will be provided to all bidders of record.
The name of manufacturer, trade name, or catalog number mentioned in this request for bid description is
for the purpose of designating a minimum standard of quality and type. Such references are not intended
to be restrictive, although specified color, type of material and specified measurements may be mandatory.
Proposals will be considered for any brand that meets or exceeds the quality of the specifications listed. On
all such proposals, the bidder shall specify the product they are proposing and shall supply sufficient data
to enable a comparison to be made with the particular brand or manufacturer specified. Failure to submit
the above may be sufficient grounds for rejection of the proposal.
SUBMITED BIDS/PROPOSALS: Proposals must be submitted as directed in the Notice to Qualified
Firms, and on the forms provided unless otherwise specified. Proposals must be typewritten or printed in
ink. Proposals must be mailed or delivered in person. Proposals that are faxed or emailed will not be
accepted.
WITHDRAWING BIDS/PROPOSALS: Proposals may be withdrawn prior to the opening date and
time upon written request of the Proposer. Negligence on the part of the Proposer in preparing his/her
proposal shall not constitute a right to withdraw a proposal subsequent to the proposal opening.
PROPOSAL EVALUATION:
The Town reserves the right to reject any and all proposals received for the following reasons including
but not limited to:
* Fails to adhere to one or more of the provisions established in the proposal.
* Fails to submit its proposal at the time or in the format specified herein or to supply the minimum
information requested herein.
* Fails to meet the minimum evaluation criteria specified in this proposal.
* Fails to submit its proposal to the required address on or before the deadline date established by
the Town.
* Misrepresents its services, experience and personnel by providing demonstrably false information
in its proposal or fails to provide material information.
* Fails to submit its cost on the enclosed bid form.
* Refuses a reasonable request for an interview.
* Refuses to provide clarification requested by the Town.

RECEIPT AND OPENING OF PROPOSALS:
Proposals shall be submitted prior to the time fixed in the Request for Sealed Bids/RFP. Proposals received
after the time so indicated shall be returned unopened.
PROPOSAL RESULTS:
All sealed bids received will be considered confidential and not available for public review until after
the bid opening is conducted. Bid and RFP openings will be scheduled and opened accordingly. Results
will not be given over the phone. Please send your request in writing or send an email to
gfaccadio@salemnh.gov to receive sealed bid results after the public opening. All Bids, RFP's, and
RFQ's will remain unofficial and if applicable confidential until the award has been posted on the Town
website.
KNOWLEDGE AND EXPERIENCE: If and as requested per document, provide a description of the
firm's knowledge and experience in the industry. Highlight your company's experience to provide the
highest quality and effective product and reliable service and support.
REFERENCES: If and as requested per document, projects within the past ten years best illustrating current
qualifications for this project.
AWARD OF BID: It is the policy of the Town of Salem, NH that bids are awarded only to responsible
bidders. In order to qualify as responsible, a prospective vendor must meet the following standards as
they relate to this request:
* Have adequate financial resources for performance or have the ability to obtain such
resources as required during performance.
* Have the necessary experience, organization, technical and professional qualifications, skills
and facilities.
* Be able to comply with the proposed or required time of completion or performance schedule; and
* Have a demonstrated satisfactory record of performance.
* Adhere to the specifications of this bid and provide all documentation required of this bid.
The bid will be awarded to a responsive & responsible bidder based on the best cost, qualifications
and experience of the bidder, the quality of the equipment/product /materials/services to be provided
and the support that the bidder offers during the duration of the contract terms. The Town reserves its right
to award based on its best interest understanding the volatility of current market conditions including
excessive lead times, build dates, delivery dates, recalls, and specification uncertainty. Exceptions can and
will be made thereof should they be warranted.
EXECUTION OF AGREEMENT:
The successful proposer shall sign (execute) the necessary agreements for entering into the contract and
return such signed agreements to the town within ten (10) calendar days from the date mailed or otherwise
delivered to the successful Proposer.
APPROVAL OF AGREEMENT:
Upon receipt of the agreement that has been fully executed by the proposer, the owner will complete the
execution of the agreement and return the agreement to the contractor. The Agreement accompanied by a
Town issued purchase order will be delivered to the contractor and will constitute a mutual approval and
agreement by both parties to abide by the terms and conditions of the agreement.
FAILURE TO EXECUTE AGREEMENT:
Failure of the successful proposer to execute the agreement at the date and time agreed upon by the Town
and the successful Proposer shall be just cause for cancellation of the award and forfeiture of all deposits.

CONTRACT TERMINATION:
If at any time the proposer fails to provide proper services during the contract period, the Town of Salem,
NH will have the option to terminate the contract at any time without notice.
RIGHT TO REJECT BIDS: The Town reserves the right to reject any and all sealed bids, should the
Town deem it to be in the best interest of the public.
INSURANCE CERTIFICATES:
Prior to award of this contract, the Contractor shall submit insurance certificates indicating coverage
for all vehicles, public liability and property damage in the following amounts:
Comprehensive General Liability $1,000,000/$ 1,000,000
Auto Liability: Property Damage $1,000,000/$ 1,000,000
Personal Injury $ 1,000,000/$ 1,000,000
Workmen's Compensation as required by the State of New Hampshire
PRICING: Unless otherwise specified all prices listed are firm for the term of the contract. All prices
should include all labor and material costs, and any discounts offered. All fuel surcharges, delivery charges
and miscellaneous charges that are not part of the terms and conditions of this contract will only hold up
payment if they are added to the submitted invoice.
INVOICING:
Invoices must be physically mailed and/or submitted (emailed invoices unacceptable) to Accounts
Payable at:
Town of Salem
c/o Accounts Payable
33 Geremonty Drive
Salem NH 03079.
The invoice must include an itemization of all items, supplies, repairs, labor furnished, including unit list
pricing, and net pricing, as identified in the bid award. The total amount due shall be clear and apparent on
the invoice for proper payment. Payment terms are net thirty (30) days from the date of the invoice. General
terms as allowable: Invoices received before the twentieth of each month should get processed for said
month with payment available through said month check disbursement.
TAX:
The Town is exempt from all sales and federal excise taxes. Our exemption number is 026000817
Please Invoice less these taxes.
DELIVERY: Deliveries are to be made only to the department or division indicated on the order and in
accordance with accepted commercial practices, without extra charge for packing or containers.
GUARANTEES AND WARRANTIES: All parts and labor related to agreements must be guaranteed
and include a warranty. If any work is unable to be guaranteed, the contractor must inform the Town, in
writing, prior to the delivery of an item or any work being performed.
FORCE MAJEURE: Neither party shall be liable for any inability to perform its' obligations under any
subsequent agreement due to war, riot, insurrection, civil commotion, fire, flood, earthquake, storm or any
other act of God.

SIGNATORY DECLARATION
I, the undersigned, acknowledge completion and receipt of the Authorized Signatory
Declaration Form, and fully understand my responsibility as an Authorized Signatory on this
document and all subsequent forms thereof requiring signature. In particular I understand rules
regarding the referencing, checking, and verification as necessary for disclosure to award this
bid or proposal as requested and defined within this document. The bid document as submitted
has not been altered knowing all information must be filled out correctly for consideration. It is
hereby understood that the Town of Salem reserves the right to reject any and all proposals or
parts of proposals; to waive any defects, information, and minor irregularities; to accept
exceptions to these specifications; to award contracts, or to cancel this request, if it is in the
Town's best interest to do so.
Written Name of Authorized Signatory:
Title:
Signature:
Date:
Company:
Address:
Phone:
Email:
Contract Contact Name & Email:

NON-COLLUSION STATEMENT
By Submission of the Bid or Proposal, the Bidder Certifies that:
1. This bid or proposal has been independently arrived at without collusion with any other
competitor or potential competitor;
2. This bid proposal has not been knowingly disclosed and will not be knowingly disclosed
prior to the opening of bids or proposals for this project, to any other bidder, competitor, or
potential competitor;
3. No attempt has been made to induce any other person, partnership or corporation to submit
or not to submit a bid or proposal;
4. The person signing this bid or proposal certifies that he has fully informed himself regarding
the accuracy of the statements contained in this certification, and under the penalties of perjury,
affirms the truth thereof, such penalties being applicable to the bidder as well as to the person
signing in its behalf;
5. That attached hereto (if a corporate bidder) is a certified copy of a resolution authorizing the
execution of the certificate by the signatory of this bid or proposal on behalf of the corporate
bidder.
Signature:
Date: _
Name of Business:

INDEMNIFICATION AGREEMENT
The successful vendor agrees to indemnify, investigate, protect, defend, and save harmless the
Town of Salem, NH, it's officials, officers, agents, and employees from any and all claims and
losses accruing or resulting to any and all contractors, subcontractors, suppliers, laborers and
any other person, firm or corporation furnishing or supplying work, services, materials,
equipment or supplies in connection with the performance of this contract and from any and all
claims and losses accruing or resulting to any person, firm or corporation which may be injured
or damaged by the vendor in the performance of this contract. In any case, the forgoing
provisions concerning indemnification shall not be construed to indemnify the Town for
damage arising out of bodily injury to persons or damage to property caused by or resulting
from the sole negligence of the Town or its employees. This indemnification shall survive the
expiration or early termination of this contract.
Signature:
Date:

NO BID QUESTIONNAIRE
If you choose not to bid, please complete the questionnaire below and return it with your
response by the bid opening date. Your assistance in helping us to analyze no bid rationale is
very much appreciated.
A no bid is submitted in reply to the Town of Salem, NH invitation in reference to:
Given the following:
Item not supplied by our company
Bid Specification (Provide reason)
Profit Margin too low
Past experience with the Town of Salem (Provide reason)
Insufficient time allowed to prepare and respond to bid request
Bid requirements (Provide reason)
Priority of other business opportunities limits time.
Other reason(s):
Signature:
Date: _