STATE OF NEW HAMPSHIRE
BUREAU OF GRAPHIC SERVICES
PRINTING PROJECT REQUEST FOR BID
BID NUMBER: 0543-19
BID TITLE: RDMV 378 & 379 Permanent and Temporary Disability Parking Permits
CLIENT: NH Dept. of Safety
SUBMISSION DEADLINE: 11:00 a.m. EST Wednesday, November 7, 2018
E-MAIL BIDS TO: Printing.Bids@das.nh.gov
Cover Page ……………………………………………………………………………...
Instructions for Correct Bid Submission …………………………………………...
Additional Information About Bids and Bid Submission ………………………. 3 – 4
Public Disclosure of Bid Information ………………………………………………
Bid Transmittal Letter ………………………………………………………………...
Contract Language: General Conditions and Instructions ……………………...
Contract Language: Contract Terms and Conditions ……………………………. 8 – 9
Project Specifications ………….……………………………………………………... 10 – 12
Vendor’s Bid Offer …………………………………………………………………….
INSTRUCTIONS FOR CORRECT BID SUBMISSION
In order to submit a bid that we can consider, you must fill out and return the “State of New
Hampshire Bid Transmittal Letter” found on page 6 of this bid document, as well as the “Vendor’s Bid
Proposal” page found after the specifications.
The following requirements also apply to bids and/or bidders:
1) STATE OF NEW HAMPSHIRE VENDOR APPLICATION: Vendors must have a completed Vendor
Application Package on file with the NH Bureau of Purchase and Property prior to receiving a
contract award. See the following website for information on obtaining and filing the required
forms (no fee): https://das.nh.gov/purchasing/vendorresources.asp. Contact us at (603) 271-3205
or write to Jill.Foster@das.nh.gov if you need assistance.
2) SUBMIT YOUR BID ON TIME – The date and time given for the submission deadline is a hard and fast
cutoff. If your bid arrives one minute after that time, it will definitely be disqualified.
3) PUT A PROPER SIGNATURE ON THE “STATE OF NEW HAMPSHIRE BID TRANSMITTAL LETTER” – This form must
be signed by an official of your company who has the authority to obligate the company in a
binding contract, usually a senior officer of the company. The signature certifies that your
company agrees to be contractually bound by all our terms and conditions and project
specifications in the event that we award you the project. Note that notarization is not required of
all bidders, but only of the winning bidder, after receipt of notification from us.
4) SUBMIT YOUR BID ON OUR FORM – Your bid proposal must be made on our “Vendor’s Bid Proposal”
page. A house quote sheet will not be accepted in lieu of a properly executed bid.
5) DO NOT STIPULATE TERMS AND CONDITIONS – We are unable to accept a bid that stipulates any
terms and conditions other than our own or that takes exception to any of ours.
6) BID ON THE SPECIFICATIONS – We can only award on a bid proposal that offers to meet or exceed
the official specifications. Alternate bids will not have standing to be considered alongside
compliant bids. We welcome suggestions of cost-saving alternate constructions, but we cannot
accept any alternate proposal without first publishing an addendum or doing a re-bid to give all
bidders the same opportunity.
ADDITIONAL INFORMATION ABOUT BIDS
AND BID SUBMISSION
1) HOW OUR BIDDING WORKS – Bids are kept confidential until the submission deadline. The lowest
qualified bid takes the order, assuming all things work out and an award is made. There is no
second-round opportunity to sway the award decision by making an improved offer after first-
round results are known.
2) NO PREFERENCES –State of New Hampshire procurement policies generally do not allow any vendor
to receive preferential treatment for any reason. Bid awards are simply made on the basis of
lowest delivered price from a qualified bidder. That means that in-state businesses, women-
owned businesses, minority-owned businesses, veteran-owned businesses, and businesses that
have a favorable past performance record are on equal footing with all other competitors. The
only exception to this principle is in the case of a tied bid, as described below.
3) TIED BIDS – In the case of an exact tie, if one of the tied bidders is a New Hampshire business and
the other(s) are from another state, then the tie will be automatically decided in favor of the in-
State bidder. If the tie is between two or more New Hampshire businesses, or between two or
more out-of-state bidders, then the tie will be decided by a coin toss.
4) BROKERING/SUBCONTRACTING – Brokering or subcontracting for print or bindery services is generally
allowed on most State of New Hampshire print work and may be assumed to be allowed unless
the bid specifications explicitly prohibit it.
In any case where the State’s contract awardee is brokering or subcontracting, that vendor shall
be solely and entirely responsible to the State to meet all terms and conditions, specifications,
deadlines and reasonable product quality expectations for the contract, the same as if they were
producing the entire job themselves. The contract awardee shall also handle all communication,
coordination, transportation, accountability and financial arrangements with its subcontractors;
the State shall not have to interact with any subcontractor for any reason.
5) APPROVED BID TRANSMISSION METHODS – E-mail is now the preferred method of bid submission.
Send bids to Printing.Bids@das.nh.gov. If necessary, bids may also be faxed, hand-delivered, or
sent by common carrier. A hard copy bid is only required of the winning bidder, upon notification,
so that we have “live” signatures and notarization on the bid transmittal letter on which the award
6) LATE BIDS – All bids that arrive late will be disqualified. This includes late bid arrivals caused by
couriers stuck in traffic jams, lost mail, slow carriers, fax bids delayed by busy telephone lines (ours
or yours) or other technical glitches outside our control. In the event of a discrepancy between
our fax machine’s date and time stamp and yours, ours prevails. We will, of course, keep our fax
machine set to the correct time.
7) ATTENDING THE BID OPENING – Bids will be opened and reviewed at the offices of NH Bureau of
Graphic Services, 12 Hills Ave., Concord, NH, at the date and time given as the submission
deadline. Interested parties may attend these openings and hear the prices offered.
8) TENTATIVE BID AWARD DETERMINATION – Upon opening and reviewing all bids, we will identify the
lowest qualified bidder. If there are any questions that need to be resolved in order to make this
determination, we may contact one or more of the bidders to request a clarification of their
9) CONTRACT AWARD – Upon completing the review of all bids and making the low bid determination,
we contact the client agency for approval to award the contract. The agency may elect to
award the order as originally bid, but it also has the option to cancel the order or request a re-bid
with changed specs, as best suits their purposes and budget. If they choose to go ahead with the
project as bid, we will issue a purchase order.
Our issuance of a State of NH purchase order establishes the contract and officially certifies to the
recipient that they have been contracted and may begin chargeable work with full confidence
of remuneration. If a vendor incurs costs by performing work or buying materials for a State of NH
project before our purchase order has been issued to them, they do so at their own risk. In the
event that the purchase order does not get issued for some reason, such costs will go
uncompensated. The State of New Hampshire does not expect vendors to take this risk.
10) RIGHT TO CANCEL A BID – The State reserves the right to cancel a bid at any time. Neither initiating
nor completing a RFB process obligates the State in any way to make a purchase.
11) BID RESULTS – After we have issued a purchase order for the contract, we will post a bid summary
at our bid website. Bid results will not be given over the telephone at any time. When ready, the
bid summary may be found online as follows:
A. Go: http://das.nh.gov/purchasing/bids_posteddte.asp?sort=PostedDate%20DESC
B. Type the bid number in the “Search by Bid #” field, then click on “Search”.
C. The bid listing is displayed. In the “Status/Bid Results” column, click on “Closed”.
D. A PDF file opens listing all the bidders and their offers. These will be listed in order from lowest to
highest with the first being the winner. You can view, save or print this document.
E. The bid results document remains permanently available at this location and can be accessed
much later to inform bidding strategy in the event the project comes to bid again for a reprint.
PUBLIC DISCLOSURE OF BID INFORMATION
DURING THE OPEN BIDDING PERIOD – Notwithstanding the State of NH’s Right to Know Law, RSA 91-A:4, no
information shall be available to the public, or to the members of the general court or its staff concerning specific
responses to this bid invitation from the time this bid is published until the closing date for responses.
FROM BID CLOSING TO AWARD – The time from the closing date of the bid until the award is made is considered
“quiet time.” Bidders may not discuss their bid or anything specifically pertaining to the bid with any State entity
other than personnel from the Bureau of Graphic Services. If found in violation of this part, the bidder shall be
deemed non-compliant and will no longer be allowed to proceed in the award process.
AFTER AWARD -- Generally, the full contents of any bid or proposal (including all materials submitted in connection
with it, such as attachments, exhibits and addenda) become public information upon completion of final contract
or purchase order negotiations with the selected vendor. Certain information concerning bids, including but not
limited to pricing or scoring, is generally available to the public even before this time, in accordance with the
provisions of RSA 21-G: 37. However, to the extent consistent with applicable state and federal laws and regulations,
as determined by the State, including, but not limited to, RSA Chapter 91-A (the “Right-to-Know” Law), the State will,
after completion of final negotiations with the selected vendor, attempt to maintain the confidentiality of portions
of a bid or proposal that are clearly and properly marked by a Vendor as confidential.
Confidentiality Marking – Any and all information contained in or connected to a bid or proposal that a Vendor
considers confidential must be clearly designated in the following manner:
1. If the Vendor considers a portion of a page of a submission to be confidential, it shall highlight those portions of
the page in yellow and note “confidential” beside the highlighting. Use of any other term, such as
“proprietary”, “not for public use”, or “for client’s use only”, is not acceptable.
2. If a Vendor considers one or more full pages of a submission confidential, it may either highlight and mark
those pages as noted above or, in the alternative, place those pages in a separate envelope marked
“confidential,” clearly noting to which section or part of the bid or proposal the segregated materials pertain.
Marking an entire bid, proposal, attachment or full sections thereof as confidential without taking into
consideration the public’s right to know will neither be accepted nor honored by the State.
3. Bids containing content marked as confidential must also include a letter to the person listed as the point of
contact for the RFB. This letter must identify the specific page number(s) and section(s) of the information to be
deemed as confidential and provide the rationale for each designation.
The State shall have no obligation to maintain the confidentiality of any portion of a bid, proposal or related
material, which is not marked in accordance with the foregoing instructions.
Unmarked or Improperly Marked Submissions – It is specifically understood and agreed that the Vendor waives
any claim of confidentiality over any portion of a bid or proposal that is not marked as indicated above, and that
unmarked or improperly marked submissions may be disseminated to any person without limitation. Also, bids or
proposals submitted with markings not in conformity with the foregoing provisions, or submitted without an
explanation of the Vendor’s rationale for a confidentiality designation, may be deemed not to comply with the
requirements of the bid or proposal (but subject to correction and cure).
Disclosure of Price Information – Notwithstanding any RFB or RFP provision to the contrary, Vendors’ price
proposals are subject to public disclosure regardless of whether or not they have been marked as confidential.
Handling of Disclosure Requests – If a request is made to the State by any person or entity to view or receive
copies of any portion of a bid, proposal or other related materials that have not been marked as confidential,
and if disclosure is not prohibited under RSA 21-G:37 or any other applicable law or regulation, then Vendors
acknowledge and agree that the State may disclose such materials.
If the State receives a request to disclose information in a bid containing portions marked as confidential, the
State is not obligated to comply with the Bidder’s designations regarding confidentiality. The State will assess
what information it believes is subject to release. It will then notify the Bidder that the disclosure request has been
made; will indicate which, if any, portions of the proposal or related material will not be released; and it will tell
the Bidder the planned date of release to the requestor. The State may release the information it considers
subject to release on the date specified in the notification without any liability to the Bidder unless the Bidder
obtains and provides to the State a court order enjoining the release of the requested information. Such court
order would be at the Bidder’s own sole expense, must be valid and enforceable in the State of New Hampshire,
and must be received by the State prior to the specified release date.