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THE STATE of NEW HAMPSHIRE DEPARTMENT of TRANSPORTATION ! De11artmen1 Uftram111ortalioii

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THE STATE of NEW HAMPSHIRE DEPARTMENT of TRANSPORTATION ! De11artmen1 Uftram111ortalioii JUN07'11l PM 1•07 DAS UL 0 ~ THE STATE OF NEW HAMPSHIRE DEPARTMENT OF TRANSPORTATION ! De11artmen1 ufTram111ortalioii Victoria F. Sheehan William Cass, P.E. Commissioner Assistant .Commissioner His Excellency, Governor Christopher T. Sununu Bureau of TSMO and the Honorable Council May l7, 2018 State House Concord, New Hampshire 03301 I I I I I I REQUESTED ACTION Authorize the Department of Transportation to enter into contra:ct with R & R Communication, Inc. (Vendor #154891), Swanzey, NH in the amount of $178,625.00 for the purpose of providing statewide service and.repairs to the Department's land mobile radio system and amber alert message board battery systems from the date of Governor and Council approval through June 30, 2020. 78% Highway Funds, 21 % Turnpike and 1% General I . Fun.d i I Funding is available as follows for FY 2019 and is contingent upon the availability and continued appropriation of funds for FY 2020, with the ability to adjust encumbrances through the Budget Office between State Fiscal Years if needed and justified: I FY: 2019 FY2020 04-96-96-960515-3007 Highway Maintenance Bureau 024-500225 Contract Repairs; Machine, Equip. $69,875.50 $69,875.50 04-96-96-961017-7027 Central Turnpike Maintenance 024-500225 Contract Repairs; Machine, Equip. $1 i,262.72 $8,542.72 I L 04-96-96-961017-7032 Blue Star Memorial Highway Maintenance 024-500225 Contract Repairs; Machine, Equip. $3;417.40 $3,257.40 04-96-96-961017-7037 Spaulding Turnpike Maintenance 024-500225 Contract Repairs; Machine, Equip. $3J656.88 $6,536.88 04-96-96-960515-3052 Transportation Management Center i· 024-500225 Contract Repairs; Machine, Equip. $500.00 $500.00 I 04-96-96-964010-2107 Aeronautics 024-500225 Contract Repairs; Machin-Equip $600.00 $600.00 Total $89,312.50 $89,312.50 EXPLANATION The Department of Transportation operates a statewide radio cotnmunications network that consists ofmountain top repeaters, dispatch centers, control (base) stations, and land mobile radios that link toll, bridge maintenance, traffic operations, and highway maintenance facilities with field staff. For the longevity and viability of this communication system it is necessary that maintenance be perfqrmed. This contract is established to provide regular maintenance inspections to the equipment as well as provide unscheduled and emergency maintenance, as needed at the contract prices bid. ; A bid invitation was advertised in the Manchester Union Leade~ on April 22, 2018 and the newspaper advertisement was mailed to 5 service providers that had expressed interest to the Department for these contracted services. R & R Communications, Inc. and Ossipee Mountain Electronics, Inc. responded to the request for bids. The successful bid was received from R & R Communications, :Inc., and was lower than the Department estimate by $10,202.50 per year. Attached is a copy of the bid tabulatio~. The Department is satisfied that the bid prices are reasonable and that R & R Communications, Inc. is capablejpf performing the required work. ,. This contract has been approved by the Attorney General as to form and execution and the Department has verified that the necessary funds are available. Copies of the fully executed contract are on file at the Secretary of State office and the Department of Administrative Services office, and subsequent to Governor and Council approval will be on file at the Department of Transportation. · Your approval of this contract is respectfully requested. 1. Sincerely, Victoria F. Sheehan Commissioner Attachments EXHIBIT-8 R&R Ossipee Mountain Department Section-8 Bid Tabulation Table Communications, Electronics, Inc. Estimated Costs Inc. Annual contract amounts $ 89,312.50 $ 184,810.00 $ 99,515,00 FORM NUMBER P-37 (version 5/8/15) Notice: This agreement and all of its attachments shall become public upon submissl.on to Governor and Executive Council for approval. Any information that is private, confidential or proprietary must be clearly identified to the agency and agreed to in writing prior to signing the contract. AGREEMENT The State of New Hampshire and the Contractor hereby mutuaJly agree as follows: GENERAL PROVISIONS 1. IDENTIFICATION. 1.1 State Agency Name . 1.2 State Agency Address NH Department of Transportation Seven Hazen Drive, Concord NH 1.3 Contractor Name 1.4 Contractor Address R & R Communications Inc. 526 Old Homestead Highway, Swanzey, NH 03446 1.5 Contractor Phone 1.6 Account Number I. 7 Completion Date 1.8 Price Limitation Number (603) 352-1825 Multiple, Accounts See June 30, 2020 $178,625.00 Attached . 1.9 Contracting Officer for State Agency I. I 0 State Agency Telephone Number David Rodrigue, PE, Director of Operations NHDOT, Bureau ofTS)\10, TMC, (603) 271-6862 1.11 Contractor Signature 1.12 Name and Title of Contractor Signatory Jeffery Barden, President , d-a~ ~ ~~ ··~~~~~~~~~~~~~~~~~~~~~_.L~~~~~~~~~~~~~~~~~~~~~~--l · ·3 Acknowledgement: State of Nl-1 , County of CNG'Si-11/2.G 1· o: J / 16" J18 · , before the undersigned officer, personally appeared the person identified in block 1.12, or satisfactorily proven to be the person whose name is signed in block 1.11, and acknowledged that s/he executed this document in the capacity indicated in block 1.12. 1.13.l Signature of Notary Public or Justice of the Peace [Seal] 1.13.2 Name and T#Ie of Notary or Justice of the Peace ~J .+t-i .St,t.Je..e. ~~ ;J 6)-/; ':.j 1.14 State Agency Signature 1.15 Name and Title of State Agency Signatory ~-- -· Date: 5/ 'LJl ft <J Direc~~:~:tlons 1.16 Approval by the N.H. Department of Administration, Division of Personnel (if applicable) By: Director, On: 1.17 Approval by the Attorney General (Form, Substance and Execution) (if applicable) On: U/LJ../ l~ 1.18 Approval by the Governor and Executive Council (if applicable) By: On: Page 1of4 2. EMPLOYMENT OF CONTRACTOR/SERVICES TO 5.3 The State reserves the right to offset from any amounts BE PERFORMED. The State ofNew Hampshire, acting otherwise payable to the Contractor under this Agreement through the ~gency identified in block 1.1 ("State"), engages those liquidated amounts required or permitted by N .H. RSA contractor identified in block 1.3 ("Contractor") to perform, 80:7 through RSA 80:7-c or any other provision oflaw. and the Contractor shall perform, the work or sale of goods, or 5.4 Notwithstanding any provision in this Agreement to the both, identified and more particularly described in the attached contrary, and notwithstanding unexpected circumstances, in EXHIBIT A which is incorporated herein by reference no event shall the total of all payments authorized, or actually ("Serviees"). made hereunder, exce1ed the Price Limitation set forth in block 1.8. 3. EFFECTIVE DATE/COMPLETION OF SERVICES. 3 .1 Notwithstanding any provision of this Agreement to the 6. COMPLIANCE BY CONTRACTOR WITH LAWS contrary, and subject to the approval of the Governor and AND REGULATIONS/ EQUAL EMPLOYMENT Executive Council of the State of New Hampshire, if OPPORTUNITY. applicable, this Agreement, and all obligations of the parties 6.1 In connection with the performance of the Services, the hereunder, shall become effective on the date the Governor Contractor shall comply with all statutes, laws, regulations, and Executive Council approve this Agreement as indicated in and orders of federal, state, county or municipal authorities block 1.18, unless no such approval is required, in which case which impose any obligation or duty upon the Contractor, the Agreement shall become effective on the date the including, but·not limited to, civil rights and equal opportunity Agreement is signed by the State Agency as shown in block laws. This may include the requirement to utilize auxiliary 1.14 ("Effective Date"). aids and services to ensure that persons with communication 3.2 If the Contractor commences the Services prior to the disabilities, including vision, hearing and speech, can Effective Date, all Services performed by the Contractor prior communicate with, receive information from, and convey to the Effective Date shall be performed at the sole risk of the information to the Contractor. In addition, the Contractor Contractor, and in the event that this Agreement does not shall comply with all applicable copyright laws. become effective, the State ~hall have no liability to the 6.2 During the term of this Agreement, the Contractor shall Contractor, including without limitation, any obligation to pay not discriminate against employees or applicants for the Contractor for any costs incurred or Services performed. employment because ofrace, color, religion, creed, age, sex, Contractor must complete all Services by the Completion Date handicap, sexual orientation, or national origin and will take specified in block I. 7. affirmative action to prevent such discrimination. 6.3 If this Agreement is funded in any part by monies of the 4. CONDITIONAL NATURE OF AGREEMENT. United States, the Contractor shall comply with all the Notwithstanding any provision of this Agreement to the provisions of Executive Order No. 11246 ("Equal contrary, all obligations of the State hereunder, including, Employment Opportunity"), as supplemented by the without limitation, the continuance of pa0nents hereunder, are regulations of the United States Department of Labor (41 contingent upon th.e availability .and continued appropriation C.F.R. Part 60), and with any rules, regulations and guidelines of funds, and in no event shall the State be liable for any as the State of New Hampshire or the United States issue to payments hereunder in excess of such available appropriated implement these regulations. The Contractor further agrees to funds. In the event of a reduction or termination of permit the State or United States access to any of the appropriated funds, the State shall have the right to withhold Contractor's books, records and accounts for the purpose of payment until such funds become available, if ever, and shall ascertaining compliance with all rules, regulations and orders, have the right to terminate this Agreement immediately.upon and the.covenants, terms and conditions of this Agreement.
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