addendum-1-rfp-nhes-2026-04.pdf

STATE OF NEW HAMPSHIRE

DEPARTMENT OF EMPLOYMENT SECURITY

REQUEST FOR PROPOSAL

RFP# NHES 2026-04

PRODUCTION BLACK AND WHITE PHOTOCOPIER/PRINTER/SCANNER DEVICE

AND COLOR MULTIFUNCTION PRINTER – LEASE-TO-OWN BASIS

ADDENDUM #1

RESPONSES TO RFP # NHES 2026-04, 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)