REQUEST FOR QUOTATION

ARFQ DCR2600000115

Mailing machine rental

SPECIFICATIONS

1. PURPOSE AND SCOPE: The West Virginia Department of Homeland Security, Division of Administrative Services (DAS) on behalf of Huttonsville Correctional Center & Jail is soliciting bids to establish a term contract for mailing machine rental.

2. DEFINITIONS: The terms listed below shall have the meanings assigned to them below. Additional definitions can be found in section 2 of the General Terms and Conditions.

2.1 “Contract Item” or “Contract Items” means the list of items identified in Section

3.1 below and on the Pricing Page.

2.2 “Pricing Page” means the schedule of prices, estimated order quantity, and totals contained in wvOASIS or attached hereto as Exhibit A, and used to evaluate the Solicitation responses.

2.3 “Solicitation” means the official notice of an opportunity to supply the State with goods or services that is published by the WV Division of Administrative Services.

2.4 “Business Hours" means Monday – Friday 8:00 AM to 5:00 PM EST excluding weekends and Federal and State holidays, which are as follows

• New Year’s Day (January 1)

• Martin Luther King Day (Third Monday in January)

• President’s Day (Third Monday in February)

• Memorial Day (Last Monday in May)

• Juneteenth (June 19)

• West Virginia Day (June 20)

• Independence Day (July 4)

• Labor Day (First Monday in September)

• Columbus Day (Second Monday in October)

• Veterans Day (November 11)

• Thanksgiving (Fourth Thursday in November)

• Day After Thanksgiving (Fourth Friday in November)

• Christmas Day (December 25)

3. GENERAL REQUIREMENTS:

3.1 Contract items and Mandatory Requirements: contract items must meet or exceed the mandatory requirements as shown below:

3.1.1 Contract item #1 – One new Quadient IX-7 mailing system with dynamic weigh platform and 30 lbs scale or equal

3.1.1.1 Must have a wide deck with automatic feeding.

3.1.1.2 Must be able to process stacks of mixed size/weight mail without sorting.

3.1.1.3 Must have a United States Postal Service (USPS) Intelligent mail

Indicia in compliance with the latest USPS requirements.

3.1.1.4 Must have a minimum of one instant weight-to-rate conversion platform for letters, large envelopes or packages including dimensional weight.

3.1.1.5 Must have a minimum of one large touch screen control panel.

3.1.1.6 Must have an envelope sealer to secure envelope contents.

3.1.1.7 Must have in-line dynamic scale that measures, classifies, weighs and rates mail pieces.

3.1.1.8 Must include a minimum of one catch tray.

3.1.1.9 Must be able to process a minimum envelop thickness of 5/8 inches.

3.1.1.10 Must have a processing speed of 140 letters per minute minimum.

3.1.1.11 Must have self-adhesive postage labels with automatic dispenser.

3.1.1.12 Must be able to connect to LAN standard and Wireless LAN.

3.1.1.13 Must provide Electronic Return Receipt application for easier processing of certified mail returns.

3.1.2 Contract item #2 – One new Omation 210 letter opener or equal

3.1.2.1 Must have a minimum of one self-adjusting feeder that automatically processes stacks of mixed mail and rigid overnight packs.

3.1.2.2 Must have a minimum of one resettable digital counter to keep a running total of pieces processed.

3.1.2.3 Must have an adjustable cut depth with a minimum of three variances.

3.1.2.4 Must have a minimum of one output tray.

3.1.2.5 Must have a large capacity chip bin that accommodates a minimum of

3500 envelopes.

3.1.2.6 Machine must safeguard envelope contents and produce a soft edge.

3.1.3 Contract item #3 – One new quadient 70 lbs weigh platform for shipping or equal

3.1.3.1 Must be designed to accommodate a minimum of 70 lbs.

3.1.3.2 Must be compatible with IX-7 mailing system.

3.1.3.3 Must have a USB interface for seamless integration with computers.

3.1.3.4 Must have mechanical overload protection.

3.1.4 Contract item #4 – Quadient SMART Online shipping software or equal

3.1.4.1 Must provide ability to create compliant 4x6 USPS shipping labels directly from desktop.

3.1.4.2 Must provide ability to print shipping labels using an inkjet printer, laser printer or a thermal label printer.

3.1.4.3 Must provide access to deeply discounted USPS merchant rates and free insurance for priority and ground advantage services.

3.1.4.4 Must provide consolidated view of all shipments.

3.1.4.5 Must have real-time ship to address validation.

3.1.4.6 Must allow the importing and storing of a minimum of 1,000 records in the address book.

3.1.4.7 Must automatically send email tracking alerts to the shipper.

3.1.4.8 Must produce management reports to analyze shipping activity and expenses.

3.1.5 Contract item #5 – Quadient NeoStats app for departmental accounting or equal

3.1.5.1 Application must collect data from the meter automatically and upload it to the portal.

3.1.5.2 Application must provide trend and detail formats

3.1.5.3 Application must provide standard and user-defined time period analysis.

3.1.5.4 Application must provide combined reports.

4. CONTRACT AWARD:

4.1 Contract Award: The Contract is intended to provide Agency with a purchase price on all Contract Items. The Contract shall be awarded to the Vendor that provides the Contract Items meeting the required specifications for the lowest overall total cost as shown on the Pricing Page.

4.2 Confidentiality Policies and Information Security Accountability: Vendor agrees to adhere to the Confidentiality Policies and Information Security Accountability Requirements Which can be found at:

https://www.state.wv.us/admin/purchase/privacy/ At the Agencies discretion, the Agency can require the Vendor and its employees to execute the Confidentiality Agreement.

4.3 Pricing Page: Vendor should complete the Pricing Page. Vendor should complete the Pricing Page in their entirety as failure to do so will result in Vendor’s bids being disqualified.

The Pricing Page contain a list of the Contract Items and estimated purchase volume. The estimated purchase volume for each item represents the approximate volume of anticipated purchases only. No future use of the Contract or any individual item is guaranteed or implied.

Vendor should electronically enter the information into the Pricing Page through wvOasis, if available, or as an electronic document. In most cases, the Vendor can request an electronic copy of the Pricing Page for bid purposes by sending an email request to the following email address:

Wassef.maazaoui@wv.gov

5. PERFORMANCE

5.1 Vendor and Agency shall agree upon a schedule for performance of Contract

Services and Contract Services Deliverables, unless such schedule is already included herein by Agency. In the event that this Contract is designated as an open-end contract, vendor shall perform in accordance with the release orders that may be issued against this contract.

6. PAYMENT:

6.1 Payment: Vendor shall accept payment in accordance with the payment procedures of the State of West Virginia.

7. VENDOR DEFAULT

mailto:Wassef.maazaoui@wv.gov

7.1 The following shall be considered a vendor default under this Contract.

7.1.1 Failure to provide Contract Items in accordance with the requirements contained herein.

7.1.2 Failure to comply with other specifications and requirements contained herein.

7.1.3 Failure to comply with any laws, rules, and ordinances applicable to the

Contract Services provided under this Contract.

7.1.4 Failure to remedy deficient performance upon request.

7.2 The following remedies shall be available to Agency upon default.

7.2.1 Immediate cancellation of the Contract.

7.2.2 Immediate cancellation of one or more release orders issued under this

Contract.

7.2.3 Any other remedies available in law or equity.

8. MISCELLANEOUS:

8.1 No Substitutions: Vendor shall supply only Contract Items submitted in response to the Solicitation unless a contract modification is approved in accordance with the provisions contained in this Contract.

8.2 Vendor Supply: By signing its bid, Vendor certifies that it can supply the Contract Items contained in its bid response.

8.3 Reports: Vendor shall provide quarterly reports and annual summaries to the

Agency showing the Agency’s items purchased, quantities of items purchased, and total dollar value of the items purchased. Vendor shall also provide reports, upon request, showing the items purchased during the term of this Contract, the quantity purchased for each of those items, and the total value of purchases for each of those items. Failure to supply such reports may be grounds for cancellation of this Contract.

8.4 Contract Manager: During its performance of this Contract, Vendor must designate and maintain a primary contract manager responsible for overseeing Vendor’s responsibilities under this Contract. The Contract manager must be available during normal business hours to address any customer service or other issues related to this Contract. Vendor should list its Contract manager and his or her contact information below.

Contract Manager:

Telephone Number:

Fax Number:

Email Address: