NHARNG Crane Inspections and Preventative Maintenance

DEPARTMENT OF MILITARY AFFAIRS AND VETERANS SERVICES TRANSMITTAL LETTER
Company Name:____________________________________ Date: ___________________
Address: __________________________________________
_________________________________________________
To: Point of Contact: Quinton Hawkins
Telephone: (603)-227-5094
Email: Procurement@Dmavs.nh.gov
RE: Bid Invitation Name: NHARNG Crane Inspections and Preventative Maintenance
Bid Number: RFB-DMAVS-2026-07
Bid Posted Date (on or by): 04/17/26 @ 3:00 PM (EST)
Bid Closing Date and Time: 05/17/26 @ 12:00 PM (EST)
Dear Vendors:
[Insert name of signor]_____________________________, on behalf of _____________________________
[insert name of entity submitting bid] (collectively referred to as "Vendor") hereby submits an offer as contained
in the written bid submitted herewith ("Bid") to the State of New Hampshire in response to BID # RFB DMAVS
2026-07 for Overhead Crane Inspections at the price(s) quoted herein in complete accordance with the bid.
Vendor attests to the fact that:
1. The Vendor has reviewed and agreed to be bound by the Bid.
2. The Vendor has not altered any of the language or other provisions contained in the Bid document.
3. The Bid is effective for a period of 180 days from the Bid Closing date as indicated above.
4. The prices Vendor has quoted in the Bid were established without collusion with other vendors.
5. The Vendor has read and fully understands this Bid.
6. Further, in accordance with RSA 21-I:11-c, the undersigned Vendor certifies that neither the Vendor nor any
of its subsidiaries, affiliates, or principal officers (principal officers refers to individuals with management
responsibility for the entity or association):
a. Has, within the past 2 years, been convicted of, or pleaded guilty to, a violation of RSA 356:2,
RSA 356:4, or any state or federal law or county or municipal ordinance prohibiting specified
bidding practices, or involving antitrust violations, which has not been annulled;
b. Has been prohibited, either permanently or temporarily, from participating in any public works
project pursuant to RSA 638:20;
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c. Has previously provided false, deceptive, or fraudulent information on a vendor code number
application form, or any other document submitted to the state of New Hampshire, which
information was not corrected as of the time of the filing a bid, proposal, or quotation;
d. Is currently debarred from performing work on any project of the federal government or the
government of any state;
e. Has, within the past 2 years, failed to cure a default on any contract with the federal government
or the government of any state;
f. Is presently subject to any order of the Department of Labor, the Department of Employment
Security, or any other state department, agency, board, or commission, finding that the applicant
is not in compliance with the requirements of the laws or rules that the department, agency, board,
or commission is charged with implementing;
g. Is presently subject to any sanction or penalty finally issued by the Department of Labor, the
Department of Employment Security, or any other state department, agency, board, or commission,
which sanction or penalty has not been fully discharged or fulfilled;
h. Is currently serving a sentence or is subject to a continuing or unfulfilled penalty for any crime or
violation noted in this section;
i. Has failed or neglected to advise the division of any conviction, plea of guilty, or finding relative
to any crime or violation noted in this section, or of any debarment, within 30 days of such
conviction, plea, finding, or debarment; or
j. Has been placed on the debarred parties list described in RSA 21-I:11-c within the past year.
Authorized Signor's Signature __________________________________
Authorized Signor's Title ______________________________________
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REQUEST FOR BID FOR OVERHEAD CRANE INSPECTIONS
THE DEPARTMENT OF MILTARY AFFAIRS AND VETERANS SERVICES
PURPOSE:
The purpose of this bid invitation is to establish a contract for NHARNG Crane Inspections and Preventative
Maintenance only to the Department of Military Affairs and Veterans Services with services or products indicated
in the SCOPE OF SERVICES and OFFER sections of this bid invitation, in accordance with the requirements of
this bid invitation and any resulting contract.
INSTRUCTIONS TO VENDOR:
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, sign, and notarize page one of the bid invitation.
BID SUBMITTAL:
All bids shall be submitted on the Bid Form attached herein (page 12), shall be typed or clearly printed in ink,
and shall be received on or before the date and time specified on page 1 of this bid under "Bid Closing". Interested
parties may submit a bid to the Department of Military Affairs and Veterans Services by email to
Procurement@Dmavs.nh.gov. All bids shall be clearly marked with bid number, date due, and Agency contact's
name.
NO BIDS WILL BE ACCEPTED AFTER THE SPECIFIED DATE AND TIME OF BID CLOSING
BID INQUIRIES:
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 Department of
Military Affairs and Veterans Services no later than 3:00 PM on the date listed in the timeline below. Questions
shall not be submitted to anyone other than the Department of Military Affairs and Veterans Services
representative identified below. Bidders that submit questions verbally or in writing to any other State entity or
Federal entity or State or Federal personnel shall be found in violation of this part and may be found non-
compliant.
Questions shall be submitted by e-mail to Quinton Hawkins at the following address:
Procurement@Dmavs.nh.gov Submissions shall clearly identify the bid Number, the Vendor's name and address
and the name of the person submitting the question.
BID DUE DATE:
All bid submissions shall be received at the Department of Military Affairs and Veterans Services 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.
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 the Department of Military Affairs and Veterans Services may be
grounds for disqualification.
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ADDENDA:
In the event it becomes necessary to add to or revise any part of this bid prior to the scheduled submittal date, the
NH Department of Military Affairs and Veterans Services 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/.
TIMELINE:
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.
04/17/2026 Bid Solicitation distributed by 3:00 pm
04/22/2026 Optional Site Visit in Concord and surrounding facilities
04/29/2026 Last day for questions, clarifications, and/or requested changes to bid 3:00 pm
05/06/2026 Agency Posts Responses to Vendors' questions
05/17/2026 Bid Closing 12:00 pm
TERMS OF SUBMISSION:
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.
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.
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.
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.
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.
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.
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CONTRACT TERM:
This contract shall commence upon approval by the Governor and Executive Council and shall remain in effect
for a period of three (3) years. The State of New Hampshire reserves the right, at its sole discretion, to extend the
contract for up to two (2) additional one-year terms. This contract may be terminated earlier in accordance with
the provisions set forth herein.
CONTRACT AWARD:
The award shall be made to the Vendor(s) meeting the criteria established in this RFB and providing the lowest
cost. 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).
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.
NOTIFICATION AND AWARD OF CONTRACT(S):
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).
Bid results may also be viewed on our website at https://apps.das.nh.gov/bidscontracts/bids.aspx
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.
PUBLIC DISCLOSURE OF BID OR PROPOSAL SUBMISSIONS:
Generally, the full contents of any bid or 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 with the selected vendor. Certain information concerning bids or proposals, including but not limited to
pricing or scoring, is generally available to the public even before this time, in accordance with the provisions of
NH RSA 21-G: 37.
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:
If the Bidder considers any portion of a submission confidential, they shall provide a separate copy of the full and
complete document, fully redacting those portions by blacking them out and shall note on the applicable page or
pages of the document that the redacted portion or portions are "confidential." Use of any other term or method,
such as stating that a document or portion thereof is "proprietary", "not for public use", or "for client's use only",
is not acceptable. In addition to providing an additional fully redacted copy of the bid submission to the person
listed as the point of contact on Page one (1) of this document, the identified information considered to be
confidential must be accompanied by a separate letter stating the rationale for each item designated as
confidential. In other words, the letter must specifically state why and under what legal authority each redaction
has been made. Submissions which do not conform to these instructions by failing to include a redacted copy (if
required), by failing to include a letter specifying the rationale for each redaction, by failing to designate
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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.
Notwithstanding any provision of this request for submission to the contrary, proposed pricing shall be subject to
public disclosure REGARDLESS of whether marked as confidential or not marked as confidential.
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.
By submitting a proposal, Bidder's acknowledge and agree that:
* 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;
* The State is not obligated to comply with a Vendor's designations regarding confidentiality and must
conduct an independent analysis to assess the confidentiality of the information submitted in your
proposal; and
* 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 Vendor.
TERMINATION:
The State of New Hampshire Department of Military Affairs and Veterans Services shall have the right to
terminate the contract at any time with a thirty (30) day written notice to the successful Vendor.
VENDOR CERTIFICATIONS:
All Vendors shall be duly registered as a vendor authorized to conduct business in the State of New Hampshire.
* 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).
* 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/.
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* DEBARMENT: The successful Vendor shall also meet the requirements of the Federal System for Awards
Management (SAM). Please see: https://www.sam.gov.
* 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.
* 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.
* CONTRACT SECURITY: The successful Bidder, at the time of the execution of the Contract, must deposit
with the Department Surety in the sum equal to one hundred percent (100%) of the amount of the Contract as
required by RSA 447:16. The form of Bond shall be that provided for by the Department and the Surety shall
be acceptable to the Department. The Contract Bond must be written by a Company licensed to do business
in New Hampshire at the time the policy is issued. In addition, the Company issuing the bond shall be listed
on the current list of "Surety Companies Acceptable on Federal Bonds" as published by the Treasury,
Financial Management Services, and Circular Number 570.
BID PRICES:
Bid prices shall remain firm for the entire contract period and shall be in US dollars and shall include delivery
and all other costs required by this bid invitation. Special charges, surcharges (including credit card transaction
fees), or fuel charges of any kind (by whatever name) may not be added on at any time. Any and all charges shall
be built into your bid price at the time of the bid. Unless otherwise specified, prices shall be F.O.B.
DESTINATION, (included in the price bid), which means delivered to a state agency's receiving dock or other
designated point as specified in this contract or subsequent purchase orders without additional charge. Shipments
shall be made in order to arrive at the destination at a satisfactory time for unloading during receiving hours.
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".
Price decreases shall become effective immediately as they become effective to the general trade or the Vendor's
best/preferred customer
Updated Published Price List MUST be e-mailed to Procurement@Dmavs.nh.gov.
AUDITS AND ACCOUNTING:
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.
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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.
PAYMENT:
Payment method ACH. Payments shall be made via ACH 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
INVOICING:
Invoices will be submitted by the contractor to:
The Department of Military Affairs and Veterans Services
Attn: State BA Office
1 Minuteman Rd Building #1
Concord, New Hampshire 03301
TERMS OF PAYMENT:
Payment shall be made in full within thirty (30) days after receipt of the invoice and acceptance of the
corresponding goods and/or services to the State's satisfaction.
VENDOR RESPONSIBILITY:
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 Department of Military Affairs and Veterans Services with the bid response.
In preparation of a bid response, the prospective Vendor shall:
* Provide pricing information as indicated in the "Offer" section; and
* Provide all other information required for the bid response (if applicable); and
* Complete the "Vendor Contact Information" section; and
* Complete the company information on the "Transmittal Letter" page, and sign under penalty of unsworn
falsification in the space provided on that page.
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It is the responsibility of the Vendor to maintain 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
DMAVS 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.
IF AWARDED A CONTRACT:
The successful Vendor shall complete the following sections of the attached Agreement State of New Hampshire
Form #P-37:
Section 1.3 Contractor Name
Section 1.4 Contractor Address
Section 1.11 Contractor Signature (witnessed by a Notary Public or Justice of the Peace)
Section 1.12 Name & Title of Contractor Signatory (if Vendor is not a sole proprietor)
* Provide certificate of insurance indicating the coverage amounts required by Section 14 of the Form Number
P-37.
* Provide proof of sufficient workers' compensation insurance coverage or evidence of exemption from RSA
Chapter 81-A.
* 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.
SPECIFICATIONS:
Complete specifications required are detailed in the SCOPE OF SERVICES section of this bid invitation. In
responding to the bid invitation, the prospective Vendor shall address all requirements for information as outlined
herein.
SITE VISITATION:
Bidders will ONLY be allowed to visit the site at the published date and time in the RFB. These are active military
installations and unscheduled site visits are not authorized. Whether or not a contractor attends a site visit, their
bid is a statement that they have ascertained pertinent local conditions, such as location, accessibility and general
character of the site or building, the character and extent of existing work within or adjacent to the site, and any
other work being performed thereon at the time of the submission of his bid.
A non-mandatory bidder's conference (walk-through) will be held on 8 APR 2026 at 9:00 am.
SCOPE OF SERVICES: See attachment B.
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All services performed under this Contract(s) shall be performed between the hours of 7:00 A.M. and 3:30 P.M
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.
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.
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.
The Vendor or their personnel shall not represent themselves as employees or agents of the State.
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.
All personnel shall observe all regulations or special restrictions in effect at the State Agency.
The Vendor's personnel shall be allowed only in areas where services are being performed. The use of State
telephones is prohibited.
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.
OBLIGATIONS AND LIABILITY OF THE VENDOR:
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.
The successful Vendor shall take full responsibility for the work to be performed pursuant to the Scope of Services
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.
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