CountyNH
Posted
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Nov 19, 2026
REQUEST FOR PROPOSAL LED OVERBED LIGHTS
REQUEST FOR PROPOSAL LED OVERBED LIGHTS INSTRUCTIONS TO BIDDERS RFP# 17-2027 Notice is hereby given that the Hillsborough County Nursing Home is seeking proposals for (50) LED Overbed Lights. GENERAL TERMS AND CONDITIONS 1. Any questions regarding interpretations of this RFP shall be in writing or by email at geoffrey.mcallister@hcnh.gov and directed to Geoff McAllister, Purchasing Manager, and open to public review. Responses will also be in writing and open to public review. 2. Bids should be mailed to 400 Mast Rd. Goffstown, NH 03045 or emailed to geoffrey.mcallister@hcnh.gov. Bids are due no later than 10:00 AM, Thursday, November 19th, 2026. 3. Bid Response. A person authorized to legally obligate the bidder must sign bid. Said signature shall signify that the bidder accepts all Hillsborough County general conditions, contract terms and conditions and all other requirements of the proposal, and accompanied by a certificate stating the signatory is authorized to bind the Provider. 4. Specification Compliance. Bidder's offer must meet the required specifications as written. Submission of a bid indicates the Bidder's acceptance of the conditions contained in the RFP unless specifically noted in the proposal and clearly confirmed in the contract between the County and the successful bidder. 5. Bid Prices. Bid prices for this service should be quoted as "not to exceed". 6. Proposal Preparation Cost. By submitting a proposal, the Bidder agrees that the County shall not be either responsible for or held liable for any costs incurred by a Bidder in the preparation of or in connection with the Proposal, or for work performed prior to the Effective Date of a resulting Contract. 7. Validity of Proposal. Proposals must be valid for one hundred and eighty (180) days following the deadline for submission of Proposals or until the Effective Date of any resulting Contract, whichever is later. 8. RFP Addendum The County reserves the right to amend this RFP at its discretion, prior to the Proposal submission deadline. In the event of an addendum to this RFP, the County, at its sole discretion, may extend the Proposal submission deadline, as it deems appropriate. 9. Non-Collusion The Bidder's signature on a Proposal submitted in response to this RFP guarantees that the prices, terms and conditions, and work quoted have been established without collusion with other Bidders and without effort to preclude the County from obtaining the best possible competitive Proposal. 10. Property of the County All material received in response to this RFP shall become the property of the County and will not be returned to the Bidder. Upon contract award, the County reserves the right to use any information presented in any Proposal. 11. Public Disclosure The information submitted in response to this RFP (including all materials submitted in connection with it, such as attachments, exhibits, addenda, and presentations), any resulting contract, and information provided during the contractual relationship may be subject to public disclosure under RSA 91-A 12. Non-Commitment All proposals are subject to the provisions of all applicable federal, state and local general laws. The Hillsborough County Board of Commissioners reserves the right to accept or reject any and all bidders and proposals and to waive or disregard minor irregularities, informalities, or deficiencies. The Hillsborough County Board of Commissioners reserves the right to amend this Request for Proposals at any time prior to the receipt of bids. The Hillsborough County Board of Commissioners further reserves the right to cancel this Request for Proposals, in whole or in part, at any time. The Hillsborough County Board of Commissioners shall be the sole determining factor as to what constitutes an acceptable bid. In addition, the bidder recognizes the right of the County to accept alternates in any order or combination and to determine the lowest proposal on the basis of the sum of the base bid and the alternates accepted. It is the intent of the County to conform to NH RSA 28:8-e to award a contract to the lowest responsible bidder, provided the proposal has been submitted in accordance with the requirements of the Bidding Documents, is judged to be reasonable, and does not exceed the funds available. 13. Non-Exclusive Condition. (if applicable). Any Contract resulting from this RFP will be a non-exclusive Contract. The County reserves the right, at its sole discretion, to retain other contractors to provide any of the services or deliverables identified in this RFP and make an award by item, part or portion of an item, group of items or total Proposal. 14. Contractual Obligations. Any successful Vendor awarded a contract by Hillsborough County is required to execute an agreement that includes the Standard Terms and Conditions outlined below. In no event shall a Vendor submit its own terms and conditions as a replacement for the County's terms in response to this RFP. To the extent that a vendor believes that exceptions to the County contract terms will be necessary for the Vendor to enter into the contract, the vendor must note those issues in its RFP response. 15. Standard Terms and Conditions: All contracts entered into by Hillsborough County are required to contain the clauses outlined below: A. VENDOR INSURANCE AND INDEMNIFICATION. General Vendor agrees to maintain in full force and effect: i. Comprehensive General Liability insurance on an occurrence form, including completed operations coverage, personal injury liability coverage, broad form property damage liability coverage, and contractual liability coverage insuring the agreements contained herein. The minimum limits of liability carried on such insurance should be $1,000,000 each occurrence and where applicable, in the aggregate combined single limit for bodily injury and property damage liability; $3,000,000 annual aggregate personal injury liability. ii.Automobile liability insurance for owned, non-owned, and hired vehicles with a minimum limit of liability of $1,000,000 each accident, combined single limit for bodily injury and property damage. iii. Worker's Compensation insurance as required by law. iv. Professional liability and malpractice insurance with limits of not less than $1,000,000 per individual occurrence and $3,000,000 aggregate professional liability and malpractice insurance. v.Any deductible on the above-described insurance policies shall be assumed by the Bidder. Vendor shall furnish certificates of the above referenced insurance to the County. Vendor's current certificate of liability must be provided to the County to maintain on file through the duration of the Contract, as well as renewal certificates as needed. Vendor shall list the County as an additional Insured. Copies of the Certificates of Insurance shall be forwarded the County on or before the commencement of this agreement. Failure to provide said certificate of insurance shall result in this agreement being null and void. The Vendor agrees to the fullest extent allowed by law, to protect, defend, indemnify and hold harmless the County, its elected officials, employees, agents, officers and servants ("Indemnified Parties") from and against any and all liabilities, losses, obligations, claims, liens, demands and causes of action of every kind and character, including but not limited to, attorney fees, the amounts of judgments, penalties, interest, court costs, legal fees and all other expenses incurred by the County arising in favor of any party (including injuries sustained by employees of the County) death, damage to property without limitation by enumeration, all other claims or demands of every character, occurring in any way incident to, in connection with , or arising directly or indirectly out of this Agreement. The Vendor agrees to investigate, handle, respond to, provide defense for and defend any such claims, demands or suits at the Vendor's sole expense. The Vendor also agrees to bear all other costs and expenses related thereto, even if the claim or claims alleged are groundless, false or fraudulent. This provision is not intended to create any cause of action in favor of any third party against the Vendor or the County or to enlarge in any way the Vendor's liability but is intended solely to provide for indemnification of the County from liability for damages or injuries arising from this agreement. In addition, and regardless of respective fault, Vendor shall defend, indemnify and hold harmless the Indemnified Parties for any costs, expenses and liabilities arising out of a claim, charge or determination that Vendor's officers, employees, contractor, subcontractor or agents are employees of the County, including but not limited to claims or charges for benefits, wages, feed, penalties, withholdings, damages or taxes brought in connection with laws governing workers compensation, unemployment compensation, social security, Medicare, state or federal taxation, and/or any other similar obligation associated with an unemployment relationship. Vendor shall defend and indemnify the County against all demands, claims, actions and proceedings at law or in equity seeking any relief, damages, remedies, penalties, costs or interest arising from or related to the Vendor's breach of this Agreement, violations of law or negligent provision of services under this Agreement. The indemnification obligation shall survive the term of the Agreement. Vendor shall provide the defense with qualified legal counsel acceptable to the County and shall not settle any matters or concede any liability or responsibility on behalf of the County without the County's express written consent. The County will not insure or indemnify the Vendor. The County is situated in New Hampshire and will not submit to application of foreign law or jurisdiction in forums outside New Hampshire. Limitations of County damages and remedies shall not establish a floor that is less than the required insurance limits. The County shall not waive its right to access courts in the State of New Hampshire, however, it may agree to good faith mediation as a precondition to litigation. Vendor's obligation to defend, indemnify and hold harmless the County, its employees, agents, officers and servants shall survive the term of this agreement. B. NON - APPROPRIATION. The parties agree that the County is obligated to pay only such contracts amounts that can lawfully be made from funds budgeted and appropriated for that purpose during Hillsborough County's then - current fiscal year, subject to annual approval by the Hillsborough County Delegation. Should the County fail to budget, appropriate, or otherwise make available funds to male payments under this contract, such contract shall be deemed terminated at the end of the Fiscal Year funding. The County agrees to deliver prompt notification after any decision for non-appropriation, but failure to give such notice will not extend the term beyond the fiscal year. C. SERVICE FEES AND INVOICING. The County will compensate the Vendor for the individual items purchased at the costs specified in the Bid Response. Vendor shall submit invoices on the 1st day of each month to the following electronic mailing address: INVOICING EMAIL: geoffrey.mcallister@hcnh.gov INVOICING CONTACT: Geoff McAllister INVOICING ADDRESS: 400 Mast Rd. Goffstown, NH 03045 All amounts invoiced shall be due and payable within thirty (30) days from the date of the invoice. The County's preferred payment is via check payment. The County will send all payments to the address set forth on the invoice. If any portion of an amount billed by the Vendor under this Agreement is subject to a good faith dispute between the Parties, County shall give written notice to Vendor of the amounts it disputes ("Disputed Amount") upon the discovery of the billing dispute and include in such written notice the specific details and reason for disputing each item. Written notice of dispute must be provided within fourteen (14) days from the date of the invoice, or the invoice amount is presumed to be valid. County shall pay by the due date all undisputed amounts. D. TERM AND TERMINATION OF AGREEMENT. The term of this Agreement shall be from the date of execution until June 30, 2027, and is subject to early termination as provided herein. Either party may terminate this Agreement with or without cause upon thirty (30) days prior written notice to the other party. Upon termination of this Agreement, all finished or unfinished work prepared by Vendor pursuant to this Agreement shall become the property of the County E. INDEPENDENT CONTRACTOR. The parties agree that the Vendor is an independent contractor. Nothing in this Agreement shall be construed to create a principal/agent, employer/employee, master/servant, lessor/lessee, partnership or joint venture relationship between the Vendor and the County. The consideration set forth in this Agreement shall be the sole consideration due Vendor for the services rendered under this Agreement. The Vendor acknowledges and agrees that it shall have no claim under this unemployment compensation, vacation pay, sick leave, retirement benefits, Social Security benefits, disability insurance benefits, or any other employee benefits. The County will not withhold on behalf of the Vendor, pursuant to this Agreement, any sums for income tax, unemployment insurance, social security, or any other withholding pursuant to any law or requirement of any government agency. All such withholding shall be the sole responsibility of the Vendor. F. QUALIFICATIONS AND WARRANTY OF SERVICES. Vendor hereby warrants and represents that in performing the services outlined in the Request for Proposals and Vendor's Proposal, that Vendor has a) obtained all requisite licenses and permits to perform the services; b) will conform to the highest professional standards of care and practice customarily expected of firms or individuals engaged in performing comparable work; c) is qualified and competent to perform the services to be performed under the Agreement d) will comply with all applicable local, state and federal laws, regulations and ordinances in the performance of their obligations under this Agreement; and d) will not violate any intellectual, proprietary or other rights. Vendor warrants that the services conform in all material respects with the specifications outlined in this Agreement and the RFP. G. ACCESS TO RECORDS. Pursuant to Section [86](v)(1)(1) of the Social Security Act with respect to any service furnished under the terms of this agreement, providing the value or cost is twenty-five thousand dollars ($25,000) or more over a twelve (12) month period and until the expiration of four (4) years after the furnishing of such services, the Provider shall make available upon written request by the Secretary of Health and Human Services, or upon request to the Comptroller General of the United States Accounting Office or any of their duly authorized representatives, a copy of this contract and such books, documents and records as are necessary to certify the nature and extent of the costs of the services provided under this agreement. H. NON - DISCLOSURE. Except as required by applicable law, Vendor agrees to retain as confidential all information relating to the policies, procedures and records of the County. All confidential and/or proprietary information of any kind in any form disclosed or learned by the Vendor in connection with this Agreement shall be deemed "CONFIDENTIAL INFORMATION." CONFIDENTIALITY INFORMATION shall not be disclosed for any purpose except in connection with the provision of services hereunder and may not be disclosed under any circumstances in whole or in part to any third party except to 3rd parties engaged in the provision of services hereunder, only on a need to know basis, who agree to maintain the confidentiality of the information and to the extent necessary to comply with law or a valid order of a court of competent jurisdiction. I. MODIFICATION OF AGREEMENT. Any modification, additions, deletions or amendments to this Agreement shall be in writing, signed by both parties. J. WAIVER OF RIGHTS. Neither the failure nor any delay on the part of either party to exercise any right, remedy, power of privilege under this Agreement shall operate as a waiver thereof. No waiver shall be effective unless it is in writing and signed by the party asserted to have granted such waiver. K. ENTIRE AGREEMENT. This Agreement including the RFP and accepted Bid constitutes the entire Agreement and understanding of the Parties and supersedes all other verbal and written agreements and negotiations by the Parties relating to the services in this Agreement. L. CONTROLLING LAW. This Agreement shall be governed in all respects by the laws of the State of New Hampshire. M. ASSIGNMENT. The Vendor may not transfer, assign, or otherwise subcontract his rights to obligations under this agreement without prior written consent of the County. N. NON - DISCRIMINATING STATEMENT. The County, as a recipient of federal funds, agrees that it will not directly, or through this contractual arrangement, subject an individual to discrimination on the basis of race, color, national origin, handicap or age in admission or access to, or treatment or employment in, it's programs or activities. Scope of Services 1. Project Overview The Hillsborough County Nursing Home seeks proposals from qualified vendors for the purchase and delivery of fifty (50) LED Overbed Lights. The basis-of-design product is the Maxwell Thomas® Williamsburg Collection 3' LED Overbed Light with Night Light - Switch: 4-Way Chain - Finish: Hemlock 2. Product Specifications x Fixture shall provide LED illumination suitable for patient reading and bedside activities. x Fixture shall include an integrated night light for nighttime visibility. x Lighting functions shall be controlled by a 4-way chain switch. x Fixture finish shall be Hemlock or similar light wood. x Fixture shall be designed for durable, long-term use in healthcare and institutional environments. x All electrical components shall comply with applicable electrical safety standards and codes. x Must be 3' in length 3. Submittal Requirements x Manufacturer's name and model/product identification. x Manufacturer's product data sheet. x Fixture dimensions and mounting requirements. x LED specifications and rated service life. x Confirmation of 4-way chain switch configuration. x Confirmation of Hemlock or similar light wood finish. x Picture of sample product quoted. x Delivery lead time 4. Pricing Requirements Bidders shall provide unit pricing, extended pricing, shipping/freight costs, and applicable taxes, as applicable. 5. Compliance All proposed products shall meet or exceed the specifications outlined herein. Any deviations, substitutions, or alternate products must be clearly identified in the bid submission and are subject to approval by the owner prior to award. This Section Intentionally Left Blank BID RESPONSE FORM LED OVERBED LIGHTS Bid# 17-2027 OFFER: The undersigned certifies under penalties of perjury that this submission has been made in good faith and without collusion or fraud with any other person. In submitting this bid the Bidder agrees that no person acting for or employed by the county, has a direct or indirect financial interest in the proposal or in any portion of the profits, which may be derived there from. As used in this certification, the word "person" shall mean any natural person, business, partnership, corporation, union, committee, club, or other Bidder, entity or group of individuals. The undersigned further certifies that he/she has executed this proposal in his/her individual capacity or, where indicated, as a representative of the Bidder duly authorized to bind the Bidder to the terms and conditions of this proposal. (50) LED Overbed Lights PRICE PER UNIT $_______________ TOTAL PRICE QUOTED NOT TO EXCEED $_______________ FREIGHT NOT TO EXCEED $_______________ Vendor Name: ________________________________________ (print name) Authorized Signature: ________________________________________ Email Address: ________________________________________ Telephone #: ________________________________________ Date: ________________________________________ END OF BID #17-2027
