Michigan_County_Office_Postage_Machine_Statement_of_Work_v4.docx

Statement of Work (SOW) Project: Michigan County Office Postage Machines

GENERAL INFORMATION

1.0 Scope of Work: USDA sends a large quantity of official mail to program participants. This contract will allow USDA (located at 47 Service Center locations) to mail program related correspondence (including small packages under 15lbs) to program participants without having to travel to the local U.S. Post Office.

Installation, maintenance, repair and programing of postage machines will be performed by the vendor. Postage machines and/or support will be shared between Service Center Agencies (FSA, NRCS, RD). Postage machines must therefore be able to support multiple accounts which can be uniquely identified, and utilization tracked directly back to a specific agency. Postage machines shall include an accounting software application that will allow USDA to track, from a central location (dashboard), itemized postage costs back to respective agencies.

2.0 Background: The USDA Service Center Agencies (SCA) in Michigan, consisting of FSA, NRCS and RD, require rental of 47 postage machines for use throughout the State.

USDA has rented postage machines from various vendors for more than 15 years. The current vendor has been in place for approximately 6 six years. Having a postage machine available on-site that can be shared amongst SCA is an efficient way for the USDA to conduct business.

CONTRACTOR REQUIREMENTS

3.0 Technical Requirements/Tasks: USDA requires delivery, installation and availability of the service to take place within 15 business days of contract award. Vendor must plan for and include a period of transition whereby existing postage machines are removed and new machines installed without loss of service or availability. Vendor will deliver postage machines to the 47 locations specified below and provide instructions on how to self-install the device. Vendor will provide support and assistance to each location on usage and installation. The vendor will remotely provide software updates to machines to ensure the latest USPS rates are available and programed to the postage machines.

The vendor will submit invoices to USDA quarterly for the services via IPP.

Required service will be provided via a POSTBASE 30 ® or comparable model postage machine.

All pricing shall include maintenance (onsite if necessary) and customer service support for all equipment and/or software applications. Pricing shall include accounting software application that allows postage costs to be itemized back to each agency. The vendor will provide a chargeback capability for up to five (5) agencies or departments. USDA will be responsible for consumable supplies such ink.

USDA will purchase postage separately. All 47 postage machines will draw postage from a single postage due account. Postage account details shall be accessible on-line via the internet.

Software application must allow USDA to run reports by agency and/or location to track postage costs.

The following contact will work with vendor establish postage for each meter:

Troy Nichols 517-324-5124 troy.nichols@mi.usda.gov

4.0 Government Furnished: The Government will provide sufficient countertop space in each Service Center to store and operated the machine.

Access to 110v power supply and access to the USDA computer network will be available.

5.0 Deliverables / Schedule: The contractor must deliver any necessary machines to the following 47 locations:

6.0 Travel: None

7.0 Security Requirements: Each Service Center Agency shall be provided a unique access code (PIN) to limit user access to U.S. government employees only and to ensure postage costs are itemized and accounted for properly.