Full-Service Maintenance & Parts Agreement for HP 5100XL Wide Format Printer & Scanner(s)

The New Hampshire Department of Transportation is requesting bids on a full-service maintenance and parts agreement for HP 5100XL wide format printer and scanner equipment, with bids due August 26, 2026 at 11:00 a.m. Eastern Time and the final question deadline August 18, 2026.

The scope covers maintenance and support for one HP PageWide 5100XL wide format engineering multifunction printer with integral 36-inch B&W/color scanner (serial number MY488ABQ003, 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 vendor shall 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. Services must be delivered during standard business hours (8:00 a.m. to 4:00 p.m.) on state business days unless pre-approved otherwise. All replacement parts must be new and of the same quality as equipment being replaced, and the vendor must provide a one-year warranty covering 100 percent of repair or replacement costs including parts, shipping, labor, travel, and lodging.

The contract term commences upon gubernatorial approval 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 state reserves the right to add or delete locations and equipment throughout the contract term. 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 and 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. The vendor 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. The contract is non-exclusive and subject to state termination with 30 days' written notice.