Production Black and White Photocopier/Printer/Scanner Device and Color Multifunction Printer – Lease-to-Own Basis

The New Hampshire Department of Employment Security is requesting proposals for one production black and white photocopier/printer/scanner device and one color multifunction printer on a lease-to-own basis with full-service maintenance agreements under RFP NHES 2026-04, with proposals due July 8, 2026 at 4:00 p.m.

Equipment shall be delivered, installed, and maintained at the Repro Center in Concord, New Hampshire within twenty working days of order receipt. Delivery includes unpacking, assembly, installation coordination with the New Hampshire Department of Information Technology, and on-site training for up to three operators within three working days of full operability. The resulting contract will be not-to-exceed for a five-year term (60 months) commencing upon signed installation acceptance and is contingent upon Governor and Executive Council approval.

Vendors may submit proposals in response to this lease-basis RFP, a companion purchase-basis RFP (RFP NHES 2026-03), or both. Responsive proposals must include technical and price proposals for both devices plus five-year maintenance proposals. Pricing shall include all equipment, peripherals, toner, parts, labor, and travel costs with no additional charges to the state. The maintenance proposal shall be structured with quarterly base charges and click-based overage rates for the black and white device (150,000 clicks quarterly) and the color multifunction printer (30,000 color clicks and 5,000 black and white clicks quarterly).

Evaluation is weighted 60 points for the technical proposal (30 points for relevant experience and qualifications in maintenance and repair services, 30 points for service availability during business hours Monday through Friday, 8:00 a.m. to 5:00 p.m.) and 40 points for the price proposal (25 points for lease-to-own pricing, 15 points for maintenance pricing). Vendors must comply with New Hampshire standard contract terms (Form P-37), provide background checks for employees, obtain a Certificate of Good Standing from the New Hampshire Secretary of State, and adhere to federal, state, and local regulations including the Americans with Disabilities Act and Davis-Bacon Act requirements if applicable. The vendor inquiry period ends June 23, 2026, with final agency responses due June 26, 2026.