Bureau of Graphic Services

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The Bid Process:

OBTAINING BIDS: In order to obtain bids, you must first be registered with the Bureau of Graphic Services or the Bureau of Purchase and Property. If you are only registered with the Bureau of Purchase and Property, you must also fill out a profile sheet for Graphic Services.

Bids are sent either via mail or by fax (in rush situations). Responses must be received back before the 'Time' and 'Date' indicated on the cover sheet by mail, or fax (followed up by hard copy within 5 days). Unsigned bids (both hard copy and faxed) cannot be considered for award.

Bids are normally sent to the vendor of record (if the job was previously done by them without a problem), the next two or three previous low bidders and two or three other printers who are qualified to do the work. In addition, vendors may send their representatives in to the Bureau of Graphic Services office at 12 Hills Avenue in Concord, NH to review the Bid Book and obtain copies of those bids for which they are qualified to do.

NOTE: Vendor representatives will be required to sign in and state which company they represent before being allowed to review the Bid Book or obtain copies of any bid specifications. If we do not have a record (written authorization) of a person being a representative of your company, they will not be allowed to obtain bids until such time as their status is verified.

BID AWARDS: Upon opening the bids, and determining the low bidder(s), the state contracting agent will telephone the vendor(s) to verify their pricing. Once pricing is verified by the vendor the state agency will be notified to determine if the contract is to be awarded and in what amounts.

NOTIFICATION: Notification of award is only official upon receipt of a Purchase Order or Purchase Order Number from the Bureau of Graphic Services. Any work done prior to official notification of award is at the risk of the vendor. If an award is not made, the State is not liable for any charges incurred due to the vendor beginning work without proper authorization.

Bids are awarded based on lowest unit price to the vendor who meets all of the specifications unless other criteria are specifically stated in the bid specifications.

BID SUMMARIES/BID RESULTS: (All bid openings are open to the public!) Bid results may be obtained by attending the bid opening, or by submitting a self-addressed, stamped envelope with the bid. Summaries will be mailed out at the time they are compiled. Also, if you wish to request the results of bids previously awarded, you may send in a self-addressed, stamped envelope with your request, but the Proposal Number, Date and Time of bid opening must be included in your request. This summary will be sent to you as time allows. BID SUMMARIES WILL NOT BE GIVEN OUT OVER THE TELEPHONE!

STATE LAW:
According to New Hampshire RSA 21-I:14-a, III, effective December 31, 1998, "printing and writing papers purchased by or for state agencies shall contain no less than postconsumer waste material." Vendors who wish to offer alternate quotes or bids on papers with less than postconsumer fiber content should do so only in addition to their principal quotes or bids on 30% PCW recycled paper, unless project specifications specifically note that a lower recycled standard will be allowed.

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