A05 - SOW_BFSU MailCenter Lease.pdf
PDF 111 KB Posted
- Attached to
- Mail-Center Postage Meter Lease
- Solicitation number
- SS-75H70926BAO_044
About this file
This is a Statement of Work (SOW) for the lease of a MailCenter system for the Blackfeet Service Unit (BFSU) at PHS Browning Hospital in Browning, Montana. The current mailing system has reached end-of-life and no longer receives repairs, technical support, or security updates, creating compliance risks with HIPAA requirements for secure handling of protected health information contained in daily mail and packages. The required MailCenter system is a high-volume, all-in-one mailing and shipping solution with postage-metering capabilities that automates envelope folding, sealing, weighing, and franking to reduce manual labor and ensure accurate postage rates.
The contractor must remove the existing machine, install and set up the new equipment according to manufacturer guidelines, train staff on operations including startup, shutdown, and troubleshooting procedures, and perform calibration and establish a regular maintenance schedule. Equipment delivery must occur within 45 days of award and coincide with the time of award. The place of performance is Mailroom 105A at PHS Browning Hospital, 760 Hospital Circle, Browning MT 59417. The period of performance consists of a base year from May 1, 2026 through April 30, 2027, with three optional one-year renewal periods (May 1, 2027–April 30, 2028; May 1, 2028–April 30, 2029; and May 1, 2029–April 30, 2030), contingent on availability of funds. No IT or security clearance is required, and contractors will not be involved in patient care. Applicable documents include the SOW, quote, IGCE, and technical specifications.
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Text version
Template: Statement of Work (SOW)
1. PROJECT TITLE: BFSU MAILCENTER SYSTEM LEASE
1. BACKGROUND/PURPOSE: The Blackfeet Service Unit’s current mailing system has reached "end-of-life," and the supplier will no longer provide repairs, technical support, or security updates. Operating with this system poses a significant risk to the hospital.
Due to the high volume of daily mail and packages containing protected health information (PHI), an un-supported system jeopardizes our compliance with HIPAA, which requires secure and traceable handling of patient records. To avoid service disruptions and potential data security breaches, it is imperative that we approve a new lease agreement for an upgraded, secure, and supported mailing system.
2. SCOPE: An in-house MailCenter system acts as a high-volume, all-in-one mailing and shipping, postage-metered solution designed to streamline the processing of letters and packages. Provides a one-stop, automated solution to prepare, send, and track mail efficiently. Handles folding, sealing, weighing, and franking (postage stamping) envelopes, reducing manual labor, cutting costs, ensuring accurate postage rates, and speeding up processing times
3. APPLICABLE DOCUMENTS: SOW, Quote, IGCE and Technical Specifications.
4. SPECIFIC TASKS: Removal and Replacement of the BFSU MailCenter Machine, located at PHS Browning Hospital, Browning MT 59417.
a) Removal of Old Machine: Safely decommission and remove existing machine.
b) Installation and Setup: Install new machine according to manufacturer's guidelines, test machine’s performance, connect to the network, and verify that all software and firmware, including postage rates, are updated.
c) Training & Safety: Train staff on new operations, including startup, shutdown, and troubleshooting procedures.
d) Testing & Maintenance: Perform calibration for weighing and printing, establish an end-user regular maintenance schedule. (proactive plan designed to keep equipment operating optimally).
5. DELIVERABLES AND DELIVERY SCHEDULE: Ensuring the equipment arrives in good condition and meets specifications. Delivery shall occur to coincide with the time of award and not to exceed 45 days after award.
6. GOVERNMENT-FURNISHED EQUIPMENT AND INFORMATION: N/A
7. PLACE OF PERFORMANCE: Mailroom 105A, PHS Browning Hospital, Blackfeet Service Unit, 760 Hospital Circle, Browning MT 59417.
8. PERIOD OF PERFORMANCE: Base year plus three option years. (Option Years based on availability of funds.)
Base Year: 05/01/2026 – 04/30/2027 Option One: 05/01/2027 – 04/30/2028 Option Two: 05/01/2028 – 04/30/2029 Option Three: 05/01/2029 – 04/30/2030
9. SECURITY: This work will not require IT or Security Clearance. Contractors will not be involved in patient care.
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