FAQs for the Office of Business Operations

Frequently Asked Questions (FAQs)
1. What happens to the documentation included in a response to a Request for Proposals (RFP)? Is confidential information submitted with a proposal subject to public disclosure?
2. Can an RFP submission deadline be extended?
3. Will DHHS accept a proposal that offers an alternative to the requirements of the RFP?
4. Is there an appeal process for vendors not selected to be awarded a contract?
5. How do I find an RFP relating to Information Technology for DHHS?
6. What is a Certificate of Good Standing and how can one be obtained?
7. When the vendor selected for a contract is not incorporated in NH, is a Certificate of Good Standing required to execute the contract?
8. Is a vendor expected to provide insurance when their bid is accepted? Are there any exceptions to required insurance coverage?
9. Can a vendor recoup start-up costs incurred prior to the contract start date?

Questions & Answers:
1. What happens to the documentation included in a response to a Request for Proposals (RFP)? Is confidential information submitted with a proposal subject to public disclosure?	Back to top
Information provided in a proposal becomes the property of the State of New Hampshire. Normally, proposal information is only available to DHHS staff involved in the procurement process and is kept confidential. When information in a specific proposal becomes subject to the Right to Know law, the NH Attorney General's office responds to all requests for proposal related information. When proprietary information will be included in a proposal, legal advice about how to protect a product or service might best be obtained from a vendor's attorney.

2. Can an RFP submission deadline be extended?	Back to top
Generally, no. DHHS may need to extend the submission deadline for RFP responses; however, this is rare. Deadlines are not extended at vendor request.

3. Will DHHS accept a proposal that offers an alternative to the requirements of the RFP?	Back to top
Proposals must address all the requirements and specifications exactly as they appear in the RFP. As part of a proposal submission, a vendor could submit additional information or an alternative solution, or suggest new technologies or additional services. However, these additions do not replace requirements detailed in the RFP. Proposals are evaluated and contracts are awarded based on the quality of responses to the required items as indicated in the RFP.

4. Is there an appeal process for vendors not selected to be awarded a contract?	Back to top
There is no formal appeal process. However, if a vendor concludes that the evaluation of their submission is unfair, the vendor may contact DHHS to discuss their dissatisfaction with the evaluation of their submission. DHHS staff will review the evaluation and non-selection of the proposal with the vendor.

5. How do I find an RFP relating to Information Technology for DHHS?	Back to top
DHHS publishes summaries of information technology related RFPs on its website at http://www.dhhs.nh.gov/dhhs/obo/library/rfp. RFPs with an information technology component are listed on the Office of Information Technology website at http://www.nh.gov/oit/internet/vendors.php. General information for any technology related RFP is also available by calling (603) 271-4030.

6. What is a Certificate of Good Standing and how can one be obtained?	Back to top
A Certificate of Good Standing is a document issued by the NH Secretary of State that certifies that a vendor is registered to conduct business in NH, having filed required return(s) and paid required fees in accordance with NH Statutes. This certificate is required for a contract to be executed; it is not required as part of a proposal in response to an RFP. A certificate may be obtained by calling the NH Secretary of State, Corporate Division at 603-271-3244 or by writing to the Secretary of State, Corporate Division, 25 Capitol Street � 3^rd Floor, Concord, NH 03301. For more information, visit http://www.sos.nh.gov/corporate/Forms.html.

7. When the vendor selected for a contract is not incorporated in NH, is a Certificate of Good Standing required to execute the contract?	Back to top
A Certificate of Good Standing is required for a non-NH incorporated vendor to execute a contract with NH DHHS. Even though a vendor does not have to be incorporated in NH to execute a contract with DHHS, a vendor is required to be certified to do business in NH. Accordingly, the Certificate of Good Standing is required for non-NH incorporated vendors as well as for NH incorporated vendors.

8. Is a vendor expected to provide insurance when their bid is accepted? Are there any exceptions to required insurance coverage?	Back to top
All vendors and providers are required to show insurance coverage for Worker's Compensation, General Liability (minimum $2,000,000 per occurrence and $250,000 per claim). Fire and extended coverage on all property received from the State of NH (DHHS) or purchased with funds provided under a DHHS contract may also be required. The State of NH or DHHS must be named as the certificate holder on the insurance certificate. Generally, there are no exceptions to insurance coverage requirements. However, waiver requests to reduce required amount minimums for non-social service contracts are sometimes, albeit rarely, considered by the Attorney General�s Office. Professional liability coverage may be acceptable in lieu of comprehensive general liability coverage in certain circumstances.

9. Can a vendor recoup start-up costs incurred prior to the contract start date?	Back to top
Generally, no. The start date of a contract is the date specified in the contract or the date of the Governor & Executive Council approval (G&C), whichever is later. In rare circumstances, G&C will approve reimbursement retroactive to the contract start date. However, such approval is rare and results in cases of exceptional circumstance. Delayed paperwork processing is not an acceptable cause for retroactive reimbursement approval.