Production Black and White Photocopier/Printer/Scanner Device and Color Multifunction Printer – Purchase Basis

STATE OF NEW HAMPSHIRE
DEPARTMENT OF EMPLOYMENT SECURITY
Production Black and White Photocopier/Printer/Scanner Device and Color
Multifunction Printer - Purchase Basis
RFP 2026-03

SECTION 1 - Overview and Schedule
A. Goal of this procurement/Business needs:
The purpose of this Request for Proposal is to procure one production black and white
photocopier/printer/scanner device and one color multifunction printer, on a purchase basis, with
a full-service maintenance agreement for a period of five (5) years.
This RFP is published in conjunction with RFP NHES 2026-04 Production Black and White
Photocopier/Printer/Scanner and Color Multifunction Printer, Lease-to-Own Basis. Vendors may
submit responsive proposals to either RFP NHES 2026-03 Production Black and White
Photocopier/Printer/Scanner and Color Multifunction Printer, Purchase Basis, RFP NHES 2026-
04 Production Black and White Photocopier/Printer/Scanner and Color Multifunction Printer,
Lease-to-Own Basis, or both.
Whether Vendor submits a proposal in response to RFP NHES 2026-03 Production Black and
White Photocopier/Printer/Scanner and Color Multifunction Printer, Purchase Basis, RFP NHES
2026-04 Production Black and White Photocopier/Printer/Scanner and Color Multifunction
Printer, Lease-to-Own Basis, or both, proposals will only be considered responsive if they
include technical and price proposals for both the production black and white
photocopier/printer/scanner device and color multifunction printer. Responsive proposals
must also include a 5-year maintenance proposal for both devices.
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.
B. Schedule
The following table provides a Schedule of Events for this RFP through contract finalization and
approval. The Agency reserves the right to amend this Schedule at its sole discretion and at any
time through a published Addendum.
EVENT DATE LOCAL
TIME
RFP Released (Advertisement)
Vendor Inquiry Period Ends 4:30 PM
Final Agency Responses to Inquiries 4:30 PM
Proposal Due 4:30 PM
C. Description of Agency or Program issuing the Request for Proposals
NHES administers unemployment benefits, collects the taxes from employers which fund those
benefits, and oversees programs assisting unemployed and employed individuals in finding and
gaining employment.
NHES is seeking proposals from qualified vendors for the acquisition of a production black and
white photocopier/printer/scanner device and a color multifunction printer, either on a purchase
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or lease-to-own basis, along with full-service maintenance services for said devices. NHES is
seeking to enter a five-year contract for full-service maintenance services.
In this RFP, "Agency" or "NHES" means the Department of Employment Security. "Vendor"
means a person or entity who offers products or services for sale. "Selected vendor" means the
qualified Bidder which has been identified by the Agency as having received the best score for
its proposal according to the criteria set forth in this RFP.
D. Vendor Instructions
Interested vendors must read the entire RFP and submit the required documents in the manner
specified in the RFP. Vendors are responsible for reviewing the most updated information related
to this RFP before submitting proposals.
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SECTION 2 - Requirements and Scope of Work
A. PRODUCTION BLACK & WHITE PHOTOCOPIER/PRINTER/SCANNER DEVICE
1. NHES seeks to acquire a production black & white photocopier/printer/scanner device,
either on a purchase or lease-to-own basis. Vendor shall provide a device in full
compliance with the following specifications:
a. Device shall include, but not be limited to, all parts, boards, and Multifunction
Device internal software to enable all photocopier, print, and scan function;
b. Device shall not be a discontinued Multifunction Device model or a Multifunction
Device model no longer in production at the time of bid opening;
c. Device shall be a Digital Monochrome Multifunction Device only;
d. Device shall have a touch screen control panel interface;
e. Device shall have a minimum monthly duty cycle of 1,000,000;
f. Device shall include a minimum of five (5) adjustable paper drawers (not
including bypass) handling a range of 8-1/2" x 11" to 12" x 18" paper sizes;
i. Three (3) paper drawers must have vacuum feed;
ii. All drawers must be online at the same time;
iii. Minimum total capacity of 7,500 sheets 20 lb. bond;
g. Device shall accept and output paper weight ranges of 70-300 gsm (20 lb. bond to
100 lb. cover);
h. Device shall include 100 sheet capacity for RADF, ERDH or Duplex Single Pass
Feeder with 1:2, 2:1 and 2:2 features to copy and scan a minimum range of 5-1/2"
x 8-1/2" to 12" x 18" paper sizes;
i. Device shall provide the ability to designate default tray access and automatically
detect correct paper size of output;
j. Device shall allow the restriction of pc desktop access to Device based on
network authentication; user name and password;
i. Passwords must allow for a minimum of 10 characters in length to contain
a combination of upper and lowercase characters and at least one number
or special character not defined as letters or numerals such as @, &, !;
k. Device shall allow the option to restrict "walk-up" access (End User is physically
at the Device) to authenticated End Users via username, password, or user code or
a combination of such;
l. Device must have ability to be shared amongst End Users through a network
environment as a peripheral device;
m. Device shall run on a 220 volt, 25 amps maximum electrical supply. Device shall
be Energy Star complaint and feature automatic power saving modes to conserve
power when printer has not been active for maximum of ten (10) minutes;
n. Device shall be able to print without difficulty on recycled paper having 30%
postconsumer waste content. New Hampshire state law requires the use of
recycled paper whenever possible.
2. Photocopier
a. Monochrome Digital imaging systems only;
b. Device shall provide a minimum of 600 x 600 dpi imaging;
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c. Device shall produce 8-1/2" x 11" 20 lb. bond simplex copies at a minimum
speed of 105 pages per minute;
d. Device shall produce 8-1/2" x 11" 20 lb. bond duplex copies at a minimum speed
of 52.5 pages per minute;
i. Device shall provide exact duplex registration and image shifting
capabilities;
e. Minimum Halftone: 125 lines per inch;
f. Device shall copy a minimum range of 5-1/2" x 8-1/2" to 12" x 18" paper sizes;
g. Device shall include a minimum of five (5) adjustable paper drawers (not
including bypass) handling a range of 8-1/2" x 11" to 12" x 18" paper sizes;
i. Three (3) paper drawers must have vacuum feed;
ii. All drawers must be online at the same time;
iii. Minimum total capacity of 7,500 sheets 20 lb. bond;
h. Device shall accept and output paper weight ranges of 70-300 gsm (20 lb. bond to
100 lb. cover).
3. Printer
a. Print Controller RIP
i. Device shall support a minimum of TIFF, PDF, PCL6, Adobe Postcript
Level 3 CSII, VIPP/Postscript, PPML and AFP;
ii. Device shall not convert to proprietary language. Open architecture and
true PDF;
iii. Device shall have a minimum 10 GB hard drive;
iv. Device shall have a minimum 1.5 GB RAM;
v. Print drivers must be upgradable and included as a normal function of
FSMA preventive maintenance;
b. Monochrome print systems only;
c. Device shall produce 8-1/2" x 11" 20 lb. bond simplex copies at a minimum
speed of 105 pages per minute;
d. Device shall produce 8-1/2" x 11" 20 lb. bond duplex copies at a minimum speed
of 52.5 pages per minute;
i. Device shall provide exact duplex registration and image shifting
capabilities;
e. Device shall provide a minimum of 1200 x 1200 dpi print resolution;
f. Minimum Halftone: 125 lines per inch;
g. Device shall include a minimum of five (5) adjustable paper drawers (not
including bypass) handling a range of 8-1/2" x 11" to 12" x 18" paper sizes;
i. Three (3) paper drawers must have vacuum feed;
ii. All drawers must be online at the same time;
iii. Minimum total capacity of 7,500 sheets 20 lb. bond;
h. Device shall accept and output paper weight ranges of 70-300 gsm (20 lb. bond to
100 lb. cover);
i. Device shall provide both secure and on-demand printing described as follows:
i. Secure printing: Holds the print job and shall not print unless the End User
chooses to print;
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ii. On-demand printing: Allows for immediate print directly from the End
Users pc desktop;
j. Device shall allow End User the option to print simplex or duplex from pc
desktop;
k. Device shall allow End User the ability to view and alter other print features
including, but not limited to, paper size, paper tray selection, paper orientation
and any other user generated feature made available through the Device;
l. Device shall allow the End User the ability to view print status via pc desktop;
m. Device shall allow the End User the option to cancel print job(s) from pc desktop
as well as directly from Device;
4. Scanner
a. Scans shall not be recorded as a meter click from allotted volume. Meter clicks
shall be restricted to printed material only which includes copies made and print
output materials only;
b. Color functionality (color image for scanned document);
c. Minimum 600 x 600 dpi imaging with 8 bit grey;
d. Device shall produce 8-1/2" x 11" 20 lb. bond simplex scans at a minimum speed
of 60 IPM 200 DPI;
e. Device shall provide End User options for scan to print, scan to FTP, scan to
email; scan to pc desktop, scan to network share using Active Directory
authentication;
i. Device shall allow NH DoIT staff the ability to remotely test
configurations for scan to network;
f. Device shall permit scanning from platen as well as through ERDH, RADF, or
Duplex Single Pass system(s);
g. Device shall provide automatic scanning of two sided originals;
h. Device shall provide automatic creation of multiple paper scanned documents to
PDF with setups for automatic file compressions;
i. Device shall provide the ability for user to save scans to PDF, TIFF, or JPEG
formats;
j. Device shall provide the following image editing capabilities:
i. Cropping;
ii. Skew Adjustments;
iii. Edge Erasing;
iv. Document Rotation;
v. Image Shifting;
vi. Page Numbering;
vii. Watermarks;
viii. Date Stamps;
k. Device shall allow End User the option to cancel scan job(s) direct from Device.
5. Finishing
a. Layouts:
i. 2 up to 16 up;
ii. Booklet;
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iii. Perfect Booklet;
iv. Custom Layouts;
v. Zoom reduction/enlargement: variable minimum range 50-400%
b. Device shall include a 100 sheet inline stapler/finisher allowing the option of 1 or
2 staples corner or flat;
c. 2 and 3 hole punch capable online and offline;
d. Offset collator;
e. Post sheet inserter;
f. Booklet Maker: Able to produce fifty (50) 11" x 17" sheets (200 page) 20 lb.
bond, folded, saddle stapled, and face trimmed;
g. Online and offline folder that can letterfold and fold in half 8-1/2" x 11", double
parallel fold 8-1/2" x 14" and fold in half 11" x 17".
6. Technology
a. Device must allow network connectivity through LDAP authentication with
Active Directory domain credentials;
b. Device must use only one network connection for network printing and scanning;
c. Device must allow RJ 45 interface
d. Device must include 500 MB memory with upgrade ability;
e. Minimum protocol support: TCP/IP, HTTP, and SMTP;
f. Minimum Operating System Compliance: Windows XP, Windows Vista,
Windows 7, future Windows operating system, Windows Server 2003, Windows
Server 2008, future Windows Servier operating systems MAC (PPD File) 9.x to
10.7 and future MAC operating systems;
g. Device shall allow designated and authorized End User Network Administrators
the ability to view all job queues for Device across the network to include all
authenticated users;
h. Any hard drive device used to store documents within the Device or accessory
option(s) shall have overwrite capabilities to prevent unauthorized access to
stored documents;
i. Any memory device used to store documents with the Device or accessory
option(s) shall have a manual and automatic clear feature to prevent unauthorized
access to stored documents.
7. Delivery
a. Vendor shall deliver, install, and maintain the Device at:
Repro Center
New Hampshire Employment Security
45 South Fruit Street
Concord, NH 03301
b. Delivery shall be made within twenty (20) working days after receipt of order;
c. Device and any accessories shall be shipped or delivered to the installation site
securely and properly packaged, skidded, tied, etc., according to responsible and
accepted commercial practices without extra charge for same. Packages shall be
clearly marked with purchase order number, delivery address and any other
pertinent information;
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d. All good thus delivered shall be in brand new condition and if found to be
otherwise, shall be promptly relaced by Vendor.
8. Installation
a. Before installation is undertaken, Vendor shall notify New Hampshire
Department of Information Technology ("DoIT") of the proposed installation and
set a date and time for them to be present for Device activation and network
integration;
b. After deliver of the print engine and all related parts and accessories, Vendor will
unpack all pieces, and assemble them into a fully operation Device;
c. When installed, the Device and all its subsystems and parts shall be in perfect
working condition. Any part or system not meeting this standard shall be brought
into compliance with all possible speed;
d. Vendor shall coordinate with NH DoIT to make sure a DoIT staff person is
present at the time of system activation to perform network integration.
9. Training
a. Within three (3) working days after the Device has been established as fully
operational, Vendor shall provide on-site training in the operation of the machine
for up to three (3) operators;
b. Training session(s) shall be of sufficient number, duration, and content to impart
proficiency of operation to the end users at NHES, to their complete satisfaction.
Training shall be expected to take no more than one full business day;
c. Upon completion of the trainings, NHES shall accept the installation of the
Device as being complete and will sign off on it. Vendor shall consider the date of
sign-off to be the date of commencement of the 60-month contract period;
d. If needed, Contractor shall provide additional spot training upon request any time
within the term of the contract at no additional charge.
10. Vendor Cooperation with NH DoIT Staff
a. Vendor shall work cooperatively with the State's designated Information
Technology personnel and shall coordinate installation of the Device with them
before the equipment is installed;
b. Vendor shall contact DoIT staff via a help desk request called in to (603) 271-
7555 or emailed to helpdest@nh.gov. When doing so, Vendor will reference a
work order ticket number that will be provided on the contracting purchase order;
c. Vendor shall consult with DoIT regarding the IT aspects of installation at least ten
(10) working days prior to the intended date of Device activation;
d. Over the life of the contract, Vendor shall confer with DoIT personnel in advance
regarding any contemplated technical repairs or maintenance to the Device that
might affect network function, security, or any other technology infrastructure.
Vendor will not undertake any such work without first receiving explicit DoIT
approval;
e. Vendor shall provide DoIT with step-by-step training and documentation for the
operation, configuration, and all enabled functionality of the Device, and any
attachments or accessories;
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f. Contractor shall notify DoIT's authorized contact person(s) before the Device is
to be removed from its location for any reason;
g. At the time of removal of the Device for any reason, Vendor shall either:
i. Remove the hard drive from the machine and leave it with NHES to
destroy, or;
ii. Sanitize all data on the hard drive in accordance with NIST SP 800-88r1,
using either the Purge or the Destroy method as specified in Section 5 of
NIST SP 800-88r1, and subject to verification by a designated DoIT
employee;
h. Vendor shall set the default condition of all USB ports on the device as disabled.
USB function will only be enabled by the end-use when needed;
i. Vendor shall update the device firmware to the latest version and disable
automatic firmware updates;
j. Vendor shall disable all unnecessary protocols not required to perform functions
as needed, such as FTP, Telnet, and WiFi;
k. Vendor shall disable or change default SNMPv1 and SNMPv2 community
strings;
l. Vendor shall disable all management protocols except HTTPS and SNMPv3;
m. Vendor shall remove all unnecessary application from the device. Vendor shall
review all application that allow connectivity to a cloud platform with NHES
before removal;
n. Vendor shall enable audit logging;
o. Vendor shall enable DoIT personnel to change and set their own administrative
passwords;
p. If possible, Vendor shall set device to encrypt print files written to the device hard
drive and automatically clear those files from the disk after the files have been
uploaded;
q. Vendor shall ensure that , upon reboot or power on/off, system does not go back
to defaults.
B. COLOR MULTIFUNCTION PRINTER
1. NHES seeks to acquire a color multifunction printer, either on a purchase or lease-to-own
basis. Vendor shall provide a device in full compliance with the following specifications:
a. Device shall be sheetfed and shall form images on paper by toner-based
electrophotography;
b. Device shall be able to digitally scan, copy, and print and will include all parts,
boards and internal software necessary to do so;
c. Device shall be able to print and photocopy at a speed of 60 pages per minute or
faster at 8-1/2" x 11" page size;
d. Device shall have a rated duty cycle of at least 500,000 pages per month;
e. Device shall be able to print without difficulty on recycled paper having 30%
postconsumer waste content. New Hampshire state law requires the use of
recycled paper whenever possible;
f. Device and all its subsystems and parts shall be brand new. No demos,
refurbished, remanufactured or used equipment will be included;
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g. Device shall not be a discontinued model or a model no longer in production at
the time of bid submission;
h. Device shall run on a 220 volt, 25 amps maximum electrical supply;
i. Device shall be Energy Star or Rohs complaint and feature automatic power
saving modes to conserve power when printer has not been active for a period of
time;
j. Device shall have or be provided with sufficient dedicated surge protection to
protect against substantial power surges or shall be able to adequately protected
by NHES's own two ESP Power Managers.
2. Technology Requirements
a. Device shall have a minimum of 12 GB of RAM;
b. Device shall have a hard disk drive with minimum 1 TB capacity;
c. Device shall require only one network connection in order to perform workgroup
printing and scanning through the network environment;
d. Device shall accommodate Ethernet 1000-Base-T, 100-BaseTX, 10-Base-T and
USB connections;
e. Device shall offer operating system compliance to Windows 8.1, Windows 10,
Windows Server 2008, Windows Service 2012, Windows 11 Enterprise, and any
other future Windows operating systems.
f. Device shall support the following page description languages: Adobe Postscript
3, PDF 1.7, TIFF, PPML, PCL5c, PCL XL;
g. Device shall support the following data formats: PDF, TIFF, JPEG, XPS;
h. Device shall be able to print Postscript and IPDS;
i. Printer drivers shall be upgradeable and such upgrades shall be routinely included
as a normal part of Full-Service Maintenance;
j. Device makeready software shall offer a rich set of control features including the
following: combine originals, paper select, copy density control, post inserting,
re-size, image centering, frame center erase, non-image-area erase, adjust page
margin, proof, interrupt copying, job list, reserve job, page rotation, simplex,
duplex, stamp, paginate, insert tab.
3. Scanner Requirements
a. Device shall have an integral black and white/color scanner that permits manual
scanning from a platen as well as automatic duplex scanning through a duplexing
automatic document feeder ("DADF") or a reversing automatic document feeder
("RADF");
b. Device automatic document feeder shall be able to handle originals with standard
sizes of 5-1/2" x 8-1/2", 8-1/2" x 11", 8-1/2" x 14" and 11" x 17";
c. Device automatic document feeder shall have a capacity of 100 sheets or more;
d. Device shall be able to scan at a resolution of at least 600 x 600 dpi with other
resolution settings also available;
e. Device shall be able to handle 1:2, 2:1, and 2:2 page imposition formats;
f. Device shall not count scans as chargeable "clicks" on the impression count.
4. Photocopier Requirements
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