addendum-1-rfp-nhes-2026-03.pdf
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- Solicitation number
- RFP NHES 2026-03
- Issued by
- Merrimack County, New Hampshire
About this file
This is an addendum to a Request for Proposal issued by the State of New Hampshire Department of Employment Security (NHES) for the purchase of production imaging equipment, specifically documenting responses to eight vendor inquiries submitted prior to the June 23, 2026 inquiry deadline for RFP #NHES 2026-03. The RFP seeks one production black and white photocopier/printer/scanner device and one color multifunction printer on a purchase basis with a five-year full-service maintenance agreement. Proposals are due July 8, 2026 at 4:00 PM, and equipment must be delivered and installed at the NHES Repro Center in Concord, New Hampshire within twenty working days of order receipt. The resulting contract is not to exceed five years commencing from the signed-off date of installation acceptance, subject to Governor and Executive Council approval. Vendors may submit responsive proposals to either this purchase-basis RFP or a concurrent lease-to-own RFP (NHES 2026-04), or both.
Key clarifications from the vendor inquiries address equipment specifications and operational requirements. The addendum clarifies that square back folding with the booklet maker is not required; walk-up access without third-party software integration such as Papercut is acceptable, though user tracking capability is beneficial but not mandatory. Perfect booklet functionality refers to a layout option enabling print jobs ready for Perfect Binding on separate NHES-owned equipment, distinct from saddle booklet creation by the proposed device. The addendum confirms that devices must ingest XPS and IPDS data formats, accommodate glossy and coated paper including 60 lb. Hammermill color copy cover, and operate independently on their installed Windows operating system without requirement for backward compatibility. For lease-to-own pricing calculations, total yearly cost represents the sum of annual lease payments while total purchase price represents the cumulative sum of all lease payments across the contract term. NHES intends to retain serviceable equipment beyond the five-year term rather than return it.
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Text version
STATE OF NEW HAMPSHIRE
DEPARTMENT OF EMPLOYMENT SECURITY
REQUEST FOR PROPOSAL
RFP# NHES 2026-03
PRODUCTION BLACK AND WHITE PHOTOCOPIER/PRINTER/SCANNER DEVICE
AND COLOR MULTIFUNCTION PRINTER – PURCHASE BASIS
ADDENDUM #1
RESPONSES TO RFP # NHES 2026-03, PROPOSAL INQUIRIES.
New Hampshire Employment Security received the below inquiries prior to the deadline of June
23, 2026 published in the Request for Proposal Please note, inquiries are recited as received from the inquiring party verbatim. NHES’s response follows each inquiry.
Inquiry #1: It is a requirement to have “Square back folding” with the booklet maker and face trim.
NHES Response #1: No.
Inquiry #2: Are you looking for the ability of the copiers to integrate with a third-party software like “Papercut” for the user log in and tracking of copies. Do you currently have a third-party software like papercut. If no do you want that included In the bid response. Or do you just want the user to walk up to the copier and log in with an account code. Also is it a requirement to track prints by user.
NHES Response #2: NHES does not currently and does not anticipate using a third-party application such as Papercut to manage print jobs. Per Sections 2.A.1.k and 2.B.6.b, both devices shall allow “walk-up” access. The ability to track prints by user would be beneficial but is not a requirement of a responsive proposal.
Inquiry #3: Page 7 iii. Perfect Booklet. Can you please let me know the difference between a perfect booklet and a saddle booklet? I understand the booklet maker specs, 200 pages etc., by definition a Perfet bound book, involves a glued cover around individual sheets, technically not a booklet. Is your definition of a perfect booklet, a perfect bound book which is glued?
NHES Response #3: Perfect Booklet is a layout option that enables NHES to produce print jobs that are ready for Perfect Binding on a separate NHES-owned machine. A Saddle Booklet is created solely by the device included in Vendor’s proposal.
Inquiry #4: Page 28. I am trying to wrap my head around the total yearly cost opposed to total purchase price. Is the total yearly cost the sum of the lease payments? Is the total purchase price, the purchase price of the machine, which is combining RFP 2026-3 with RFP 2026-
4? “Vendors may submit responsive proposals to EITHER OR BOTH RFP NHES 2026-03
Purchase Basis AND/OR RFP NHES 2026-04 Production Black and White
Photocopier/Printer/Scanner and Color Multifunction Printer, Lease-to-Own Basis (“RFP NHES
2026-04 Lease Basis”).”
NHES Response #4: Total Yearly Cost is the sum of all lease payments made in one calendar year. Total Purchase Price is the sum of all lease payments. For example, if the machine is leased for a 5 year term with monthly payments of $100, then the Total Yearly Cost would be $1,200
($100 x 12 monthly payments) and the Total Purchase Price would be $6,000 ($100 x 60 monthly payments).
Inquiry #5: Lease to own vs Straight Lease. On page 2 it states. “The resulting contract will be
Not to Exceed for the term of five (5) years from the date of approval of the Governor and
Executive Council.” We consider a lease to own a $1.00 purchase option lease. If you plan on keeping the machine under contract past 5 years, this could make sense, however if you end the contract at 60 months a Fair Market Value lease is less expensive and would save the State of
New Hampshire money. The only stipulation, you are required to send back the equipment which costs $350.00 per machine. Which is less than having to dispose of the equipment at the end of the term. Most write a provision into the RFP, saying in winning vendor is required to remove and return the equipment at the end of 5 years.
NHES Response #5: Provided the equipment is still serviceable, NHES intends to retain the equipment at the conclusion of the five-year term.
Inquiry #6: I have a couple options that will work, are you using any glossy/coated paper?
NHES Response #6: NHES occasionally uses glossy/coated paper. Our most typical is 60 lb.
Hammermill color copy cover.
Inquiry #7: Are the devices required to ingest XPS and IPDS data formats?
NHES Response #7: Yes. Please see Section 2.B.2.g-h.
Inquiry #8: Would the device be required to format and run Windows 8 and Windows 10 if it is formatted for Windows 11?
NHES Response #8: No.
End of Proposal Inquiries.
Please include a signed copy of this signature page with your proposal.
Vendor________________________ Address__________________________________
By: ________________________ _________________________________________
(This document must be signed) (Title)
________________________ Tel.No.___________________________________
(Please print or type name)
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