Attach 2- SON Mailroom Refresh.pdf

TENTATIVE REQUIREMENT

Mailroom REFRESH - Statement of Need (SON) DoD – DFAS – Cleveland, Office

Inserter Folding Machine & System, IMPB, Digital Mailing System with continuous Weigh through Process, Meter Rental

1.0. Project: Buy or 60-Month Lease of Mailing Systems: Digital Mailing Machine and, Folding/Inserting Machine System with Inbound and Outbound Mail tracking including peripherals, provide maintenance on 2017 Lease-to-own machine, and modem rental for mail systems.

2.0. Objective: The objective is to provide DFAS Cleveland with the ability to continue its mission with a high-quality mail delivery system and meet all USPS regulations and have a supporting MEF – Mission Essential Function system.

3.0. Background: The current tabletop mailing systems are four to six years old with Pitney Bowes. DFAS Cleveland mailroom is processing approximately 200K (16,000+ per month estimate) The purchase(s)/lease(s) of newer/updated mail and inserter systems is needed to ensure there is no degradation in service and confirms to new postal and cloud-based software services.

4.0. Scope: The contract will include all components necessary to fold, insert, meter and prepare correspondence for mailing and tracking accountable mail. The mailing system will include accounting software, electronic return receipt w/scanner, maintenance, console table(s), Postage Security Device (meter), Postage Resets, meet all USPS regulations, and support Intelligent Mail Package Barcode hardware and inbound/outbound specifications.

5.0. Skills Required: The Contractor will furnish all training, training materials, delivery and installation to DFAS Cleveland.

6.0. Place of Performance: All work shall be completed at DFAS Cleveland, Federal Office Building (FOB) 1240 East 9th Street, Cleveland, OH 44199-2055.

7.0 Requirements:

7.1. Mail Machine (Qty 2): including Postage Security Device (meter), postage resets, interfaced weighing options, differential weighing, color touch screen, power stacker, 50 to 70lb capacity scale, scale software updates, multiple speed options, adhesive/gummed tape, rate change software, accounting system, seal/unseal modes, open or closed flap sealing, digital stamping, ability to process mail up to ½” thick, laser printer, external USB report printer, stacking options, business Apps, USPS E-services and 25’ LAN cable and a console table. System to incorporate Intelligent Mail Package Barcode integrated system with Federal Schedule 48 postal rates. *DSL LINE IS REQUIRED

FOR THE EQUIPMENT TO OPERATE*

7.2. Mailing Inserter (2): 3000-5000 envelopes per hour, letter & flats processing, automated fold capability, fold types: No fold, C fold, Z fold, Single fold and Double fold. Continuous loading, portrait or landscape feeding, accepts address window in all positions, support wide range of envelope sizes, multiple sheet feeder, high-capacity sheet feeder with extended hopper, resettable meter, automatic setup for recurring jobs, scalable platform, reporting system and a table.

7.3 IMPB™ (1) Intelligent Mail Package Barcode integrated system: with associated handheld scanners, camera, PC, barcode printer to inserter system(s).

8.0. Deliverables: The Contractor shall provide the following deliverables:

8.1. Digital Mailing System with Mail Machine and Inserter for continuous Weigh through Process - Digital Mailing System, to include (but not limited to) the following features: Base Unit, Folding Unit, conveyer and a Postage Security Device (Mail Meter).

The system will also contain accounting software and must meet ALL United States Postal Service (USPS) requirements.

8.2. Inserter Machine, to include (but not limited to) the following features: Base Unit, High-Capacity sheet Feeder(s), insert tray and table.

8.3. IMPB (2) - Intelligent Mail Package Barcode integrated system for Accountable Mail: with associated 5-hand held scanners, 1- camera for pictures of damaged envelopes, 2-PC, 1-barcode printer with interface tracking/inbound package tracking to inserter system(s) for items that do not have a barcode.

8.4. Maintenance for existing machine coming off PB Lease on 9/19/26.

8.5. Modem for postage updates. (Awaiting IT Technical Specifications)

8.6. Five-year warranty to include all parts and labors charges through 60- month lease.

8.7. On-Site training and training material upon hardware/software delivery and installation.

8.8. Technical Specifications: Similar to the below. Will be fully updated prior to

RFQ.

TECHNICAL SPECIFICATIONS

Digital Mailing System with continuous Weighing through Process Base unit, Folding Unit, Conveyer & Postage Security Mail Meter Digital Mailing System/Inserter - Required Features for Quoted Item:

Mixed Size Envelopes & Weight/Postage Letters Per Minute - 130+ Letters per Minute (LPM); Minimum 200+LPM

Letter Size Mail - Seal, Print Postage, .75" Thickness - 330+ Letters per Minute (LPM) Speed - Uniform Mail - 200+ Letters per Minute (LPM) Shipping - USPS, with IMPB - With USPS Adhesive Label Printer internal to mail machine Shipping - Integrating FedEx, UPS - Integrated Scale and Label Printer internal to mail machine

Envelope Sealing System - Open and Closed Flap Feeding, Seal and Pump-Fed, Send Tracking Log Package Tape Dispenser Printing - Adhesive and Gummed Roll Tape

LCD Display Console - Color Touch Unlimited # of Programmable Jobs Queue - 15" High-Res Color

Envelope Options - Portrait or Landscape Orientation Address Verification with USPS

Graphic, Logos & Texts to Print Directly on Envelopes - 25+ Standard Slogans, plus unlimited customizable text.

Integrated Printer - Postal Indicia and Inscriptions Integrated Color Printer - Black and 4-Color Process USPS Electronic Return Receipt with Scanner Envelope/Media Size Dimensions - 2.5" x 5" to 10" x 14" Maximum Envelope Thickness for sealing - 3/4" Digital Mailing System with continuous Weighing Self-Aligning Feed Deck including Extra wide for flats Power Stacker includes finished item conveyor Manage Integrated Posting/Shipping Accounting - 100+ accounts Postage Security Device - Meter with Resets/Upgrades

Incoming Mail Date Stamp & Date Advance Console Stand / Table Dimensions Training: Online (inclusive); Onsite (4Hrs), as needed/No Travel Costs Shipping, Installation & Maintenance Service/No Travel Costs

Emergency Offsite Availability - MEF Mission Essential Function Folding & Inserting Mailing System - Required Features for Quoted Item:

Throughput - 5,000+ per hour Monthly Capacity - 110,000+ pieces Fold Options - C, Z, Half, Double, No Fold Envelope/Media Size Dimension, include #11 and flats - 5" W x 5.3" H to 9'8" W x 14" H Bottom Address Inserter Control Panel Console - 20+ Stored Jobs Standard Sheet Feeder Capacity - 350 Sheets

Inserter Feeder Capacity - 350 Inserts

High-Capacity Sheet Feeder Capacity-2 Feeders with 1,000 sheets each with ability to grow to 4,000 sheets Letter Envelope 500 Envelopes Number of Sheet Feeders with hopper - 6 (2 High-Capacity Sheet and 4 Sheet Inserters) plus envelope feeder; 25 sheets per flat

Resettable Meter Adjustable Table for Tower (4) High-Capacity Sheet Feeders; 6 Feeders Total Shipping, Installation & Maintenance Service/No Travel Costs

Interface with Mailing System: Mail Machine/Inserter Emergency Offsite Availability - MEF Mission Essential Function IM™pb - Intelligent Mail Package Barcode Affix compliant label, 65-bar Postal Service (tm) to commercial parcels IM (tm) Barcode Print off compliant label to USPS, FEDEX, UPS, others as TBD Simultaneously use either (UPS, FEDEX, USPS, Extra Services) while scanning.

Provide mail-stream visibility and accountability from date of shipment

United States Mailing and Domestic mail Delivery Hardware to support the IM™pb; Printer, Handheld Scanners, PC, Interface

Full-Service Bar Code - Extra Service for Certified, Insurance, Delivery, Confirmation, Signature Confirmation, etc.

Inbound Package Tracking System Scan and take picture of inbound parcel/package/envelope Ability to Scan Inbound parcel/package/envelope for Shipping & Receiving Track Date sensitive Receipt with history Barcode, Sort and Track Letters, including legal documentation Federal Network Security Compliance

Optional: Compliant with Federal Security Systems as evidenced with listing on FedRAMP Marketplace

Optional if included: Ability to copy/scan inside of flat - legal documentation for upload of envelope picture or contents

9.0. Travel: Contractor will not be reimbursed for any travel expenses resulting from this contract.

10.0. Period of Performance: Full product warranty following delivery and acceptance of the mailing and inserting systems will continue for five (5) years. Delivery will be made within 30 days of contract award. Lease to Own.

11.0. Government Facility Entrance: All Contractor personnel or any representative of the Contractor entering any Government facility or Government leased facility shall abide by all security regulations and be subject to security checks. Access to the DFAS Cleveland mailroom must be coordinated with the Subject Matter Expert (SME) listed in Paragraph 14.0 below.

12.0. Data Security: Official correspondence for and by DFAS Cleveland is considered “Sensitive” and the information contained therein is protected under current “Privacy Act” requirements. As such, adequate safeguards will be established and in place to protect the correspondence from either misuse or from natural or man-made disasters.

13.0. Proprietary Information: Information acquired by the Contractor pursuant to the performance of the tasks under this SON – Statement of Need, shall not be disclosed by the Contractor to others outside the approved Contractor team members and the oversight staff without prior approval by the COR or SME.

14.0. Contracting Officer Representative (COR) and Subject Matter Expert (SME): The COR/SME for this contract will be Terry Cash or Donna Jenkins, DFAS Cleveland Mail Manager. A separate WAWF acceptor will be assigned for payment.

15.0. Terms of Service: Contractor will be expected to be on-site within 24 hours following a request for repair or to perform routine maintenance.

16.0. Subcontracting: The Contractor shall not engage sub-contractors to perform any of its duties or responsibilities under this contract without the prior written approval from the DFAS Contracting Officer. If the Contractor’s proposal leading to this contract requests approval for use of named or designated sub-contractors and if the DFAS Contracting Officer has accepted that proposal, the sub-contractor shall be deemed approved and further approval shall not be needed.

17.0. Inspection and Acceptance: Inspection and acceptance of all work completed will be performed by the COR/SME the listed in Paragraph 14.0 above. After acceptance, a copy of the signed acceptance documentation shall be sent to the Contracting Officer. The Government will notify the Contractor of any service that is unacceptable within seven (7) days. The Contractor will correct any deficiency within fifteen (15) calendar days of notification of an unacceptable service.

18.0 Payment: Payments shall be made in advance before services rendered quarterly. Payable Net 30 days after the invoice date.

19.0 Invoices: Payment: Payment is to be made using Wide Area Workflow and invoices shall be submitted to the COR or (Acceptor-listed on final contract document) as a 2-in-1 invoice via the internet using the Government provided Wide Area Workflow (WAWF) Receiving/Acceptance System at https://wawf.eb.mil. (Ref. clause 252.232-7003). When the 2-in-1 is received by the COR acceptor listed on the final contract document via WAWF, the COR or acceptor listed on the final contract document will review the document and, if it is correct, accept it electronically and forward it for payment. Web Base Training is available at www.wawftraining.com and for more information go to www.dod.mil/dfas and click the e-commerce link.