Information Systems: Advertising Mailing Stuffers

Location:	New Hampshire
Posted:	Mar 10, 2026
Due:	Apr 7, 2026
Agency:	City of Manchester
Type of Government:	State & Local
Category:	74 - Office Machines R - Professional, Administrative and Management Support Services
Solicitation No:	FY26-500-41
Publication URL:	To access bid details, please log in.

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CITY OF MANCHESTER

Information Systems Department

100 Merrimack St.

Manchester, NH 03101

REQUEST for PROPOSAL

Sealed bids will be received at the Information Systems Department until 2:00 PM on the 7th

day of April 2026 for the following items:

ADVERTISING MAILING STUFFERS

FY26 – 130 – 41

Date of Issue – March 09, 2026

Request for Proposals and specifications will be available at the Information Systems

Department, 100 Merrimack St. Manchester, NH or online at:

www.manchesternh.gov/bids

Questions regarding this request should be directed to: Richard Martinez, Director of

Information Services via e-mail at: RMartinez@manchesternh.gov or at 603 624-6577.

The Director of Information Services reserves the right to waive any irregularities, reject any or

all bids, and to accept the bid that appears to be in the best interest of the City. Failure to submit

all information called for may be sufficient for disqualification.

Richard Martinez

Director of Information Services

GENERAL:

1. Proposals will be received by the City of Manchester, New Hampshire at the place and

until the time specified in the Request for Proposal. NO PROPOSALS WILL BE

ACCEPTED AFTER TIME AND DATE SPECIFIED.

2. The following meanings are attached to the defined works when used in this document:

a. The word "City" means City of Manchester, New Hampshire.

b. The word "Proposer" means the person, firm, or corporation submitting a

proposal on these specifications or any part thereof.

c. The word "Contractor" means the person, firm, or corporation with

whom the Contract is being made by carrying out the provisions of this

Sealed Proposal Request and the Contract.

d. The words "firm price" shall mean a guarantee against price increase

during the life of the Contract.

3. Strict compliance with the requirements of the Request for Proposal, terms and

conditions, and the instructions printed is necessary. All blank spaces must be filled in.

Any changes and/or corrections shall be marked in red and initialed by the person making

such corrections. Signatures of the responsible owner/representative of the firm must be

in ink. No reproduction/duplications/copies will be accepted.

4. Each Proposal must give the full business address of Proposer and be signed by him with

his usual signature. Proposals by partnerships must furnish the full names of all partners

and must be signed with the partnership name by one of the members of the partnership

or by an authorized representative, followed by the signature and title of the person

signing. Proposals by corporations must be signed with the legal name of the

corporation, followed by the state of incorporation and by the signature and title of

president, secretary, or other person authorized to bind it in the matter. The name of each

person signing shall also be typed or printed below the signature. A Proposal by a person

who affixes to his signature the word "president", "secretary", "agent", or other title

without disclosing his principal may be held to be the Proposal of the individual signing.

When requested by the City, satisfactory evidence of the authority of the officer signing

on behalf of the corporation shall be furnished. All Proposals must be signed by an

authorized, responsible officer or employee having the capacity to enter into contracts.

5. Proposals must be bound or contained in a single volume, (facsimile or electronic

submissions will not be accepted) addressed and marked on the outside as follows:

FY26-130-41, Advertising Mailing Stuffers

The entire solicitation document is to be returned when submitting a proposal, unless

otherwise directed by the solicitation document. Failure to return all pages may result in

a determination that the submittal is non-responsive.

PLEASE NOTE: THE CITY OF MANCHESTER IS NOT RESPONSIBLE FOR PROPOSALS NOT

PROPERLY MARKED.

6. It will be the responsibility of the Proposer to ensure that their proposal is received by the

Information Systems Department as specified.

7. Each proposal is received with the understanding that the acceptance in writing by the

City of the proposer to furnish any or all of the products/services described therein or as

otherwise negotiated shall constitute a contract between the Proposer and the City.

8. A contract agreement that is customarily employed by the City will be used and will

incorporate the original solicitation with all terms, condition and specifications of the

sealed proposal. A copy of the contract agreement is attached hereto.

9. Proposals may be withdrawn upon written or electronic request received from Proposers

prior to the time affixed for opening. Negligence on the part of the Proposer in preparing

the Proposal confers no right for the withdrawal of the Proposal after it has been opened.

10. The solicitation document maintained by the Highway Purchasing Division, in the

proposal file folder, shall be considered the official copy. In the case of any

inconsistency between Proposal documents submitted to the City, but not clearly listed on

the exception page of the document or as an exception by the Proposer, the language of

the official copy shall prevail. Furthermore, any exception or changes to the

specifications made by the Proposer may be cause to disqualify your Proposal.

11. Award will be made according to procedures outlined in the Request for Proposal, using

the criteria published therein. Upon making an award, or giving notice of intent to award,

the City will place appropriate notice on the Purchasing Website:

www.manchesternh.gov/bids

12. No oral interpretations will be made to any Proposer as to the meaning of the

specifications or terms and conditions of this sealed Proposal Request. Every request for

such interpretation or request for a change in the specifications or terms and conditions

shall be made in writing to: Richard Martinez, Director of Information Services.

Email: RMartinez@manchesternh.gov

Subject: Advertising Mailing Stuffers

Fax: (603) 603 624-6320

All questions must be received no later than Friday, April 3rd by 12pm. Any questions

received after that time will not be answered.

The City of Manchester will post questions and answers on its website:

www.manchesternh.gov/bids

as an addendum no later than five (5) business days before Proposals are due. It is the

responsibility of the Proposer to check for any addendums that have been issued. Any

such addendums will then become part of the complete RFP.

13. If issued, addenda to this solicitation will be posted in the Purchasing Department’s

website: www.manchesternh.gov/bids. It is the Proposers responsibility to check the

website prior to the submittal deadline to ensure that the Proposer has a complete, up-to-

date package.

14. Proposals that are incomplete, not properly endorsed or signed, or otherwise contrary to

these instructions may be rejected as informal by the City. The Proposal must be filled

out completely and accurately.

15. Any changes and/or corrections shall be marked in red and initialed by the person making

such corrections. Signatures of the responsible owner of the firm must be in ink.

16. Unless otherwise negotiated, no additional charges shall be passed to the City, including

any applicable taxes, delivery or surcharges.

17. The apparent silence of these specifications and any supplemental specifications as to any

detail or the omission from the specifications of a detailed description concerning any

point shall be regarded as meaning that only the best commercial practices are to prevail

and correct type, size and design are to be used. All interpretations of these

specifications shall be made on the basis of this statement.

18. The Proposer must certify that no official or employee of the City or State of New

Hampshire has a pecuniary interest in the Proposal or in the Contract that the Proposer

offers to execute or in the expected profits to arise there from, and that this Proposal is

made in good faith without fraud or collusion or connection with any other person

submitting a Proposal.

19. The City reserves the right to waive any informality in Proposals, to reject any and all

Proposals wholly or in part, and to make awards in a manner deemed in the best interest

of the City. If a Proposer desires to Proposal on “all or nothing” basis, they shall so

indicate on the Proposal schedule. When “all of nothing” Proposal is submitted the

Proposer must Proposal on every item on Proposal schedule.

20. The Proposer, if awarded an order or contract, agrees to defend, indemnify, and hold

harmless the City from all damages to life and property arising out of the performance of

this Contract due to the Proposer's negligence, that of his employees, subcontractors, etc.,

or due to the negligence of the City, its employees, representatives, agents, etc.

21. The City of Manchester may withhold acceptance of or reject any merchandise which is

found, upon examination, not to meet the specification requirements. When rejected, it

shall be removed by the Contractor within ten (10) days after notification of rejection.

22. Assignment of Contract: A contract shall not be assignable by the Contractor in whole or

in part without the written consent of the City of Manchester designee.

23. The Revised Statutes Annotated of the State of New Hampshire, the Charter of the

City, and all City Ordinances insofar as they apply to the laws of competitive Proposals,

contracts and purchases are made a part hereto.

24. All deliveries of commodities hereunder shall comply in every respect with all applicable

laws of the Federal Government and/or the State of New Hampshire.

25. The Proposer to whom a contract is awarded guarantees to the City that all warranties of

merchantability and fitness for a particular purpose as provided for in New Hampshire

382A-2-314 and 2-314 shall remain in force and will not be disclaimed.

26. Payment Terms: The successful vendor will pay the City in single annual payments. The

annual payment must be made prior to the first mailing of the contract year.

27. The City may terminate the contract for breach by the Contractor of any of the provisions

of the contract by giving the Contractor ten (10) days notice by registered mail.

FAILURE TO COMPLY WITH THESE REQUIREMENTS COULD RESULT IN THE

CANCELLATION OF AN ORDER OR CONTRACT

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.