rfb-dot-2027-02-award.pdf

This is an award document for a Request for Bid issued by the New Hampshire Department of Transportation for a full-service maintenance and parts agreement covering HP 5100XL wide format printer and scanner equipment. The scope of work encompasses maintenance and support services for one HP PageWide 5100XL wide format engineering multifunction printer with integral 36-inch B&W/color scanner (serial number MY488ABQ003 with 1,560,183.49 square feet of prints to date), one adjustable high-capacity stacker with 500-sheet capacity, one four-roll media draw, and one standalone 42-inch HP Pro B&W/color scanner with accessory output tray. The contract term commences upon gubernatorial approval and runs through September 30, 2029, with an option to extend for up to two additional years under the same terms and pricing with mutual agreement and gubernatorial approval. The final question deadline was August 18, 2026, with bids due August 26, 2026 at 11:00 a.m. Eastern Time. Services must be delivered during standard business hours of 8:00 a.m. to 4:00 p.m. on state business days unless pre-approved otherwise.

The vendor is required to provide unlimited onsite support, unlimited print volume, technician travel, preventative maintenance, all labor and repair parts, unlimited help desk support, software support and updates, and preventative maintenance service kits. Pricing must be submitted as an hourly rate for repair services, with materials invoiced at no more than 10 percent above the vendor's cost with no additional surcharges permitted. Payment terms are net 30 days after invoice receipt or item acceptance, whichever is later, via ACH or procurement card. The vendor must carry comprehensive general liability insurance of not less than $1,000,000 per occurrence and $2,000,000 aggregate, plus proof of workers' compensation coverage, and must be registered with the New Hampshire Secretary of State with a completed vendor application on file with the NH Bureau of Purchase and Property. All replacement parts must be new and of the same quality as equipment being replaced, with a one-year warranty covering 100 percent of repair or replacement costs including parts, shipping, labor, travel, and lodging. The contract is non-exclusive and subject to state termination with 30 days' written notice.