DHHS Statewide Postage Meter Specs (2).doc
DOC document 25 KB Posted
- Attached to
- District Operations Postage Meter Machines
- Solicitation number
- RFQ - 10A - 12011100000000000624
- Issued by
- Maine
About this file
This specifications document outlines the Department of Health & Human Services (DHHS) statewide postage meter and mail machine requirements for Maine. DHHS seeks to procure postage meter/mail machines for sixteen locations across five districts, with equipment tiered by volume capacity: three very high-volume machines (500+ mailings daily), three medium/high-volume machines (200-300 mailings daily), two medium-volume machines (150-200 mailings daily), six low-volume machines (30-100 mailings daily), and two very low-volume machines (fewer than 30 mailings daily). The contract award is intended for a two-year period with equipment placement at all specified locations. There are no early termination penalties if any locations close prior to contract expiration. All pricing must remain firm throughout the entire two-year contract period.
Billing will be consolidated into five monthly invoices—one per district manager—with itemized line items for each location. Pricing shall include mail machine equipment cost, meter rental, USPS postage rate change protection, and hardware and software support. Vendors must provide separate quotes for configurations with and without sealing capability. Payment terms allow forty-five days from invoice date via credit card or the State's Advantage ME electronic funds transfer system. All equipment specifications require built-in scales of at least 5 pounds capacity or equivalent separate scales included in pricing, postage-by-phone capability, e-certified capability, and differential weighing or weigh-on-the-go options as appropriate for volume levels. Service response must be prompt with equipment restored to operational status by end of business the following business day; loaner or replacement machines of equivalent capability must be provided at the location by end of business the following business day if repair is not feasible. Vendors must submit three current references. Award evaluation is weighted equally between service performance and references (50 points) and cost (50 points). The vendor retains equipment ownership and responsibility for all taxes, fees, and filing costs associated with the leased equipment.
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Other files
| File | Type | Posted |
|---|---|---|
| Conditions and Instructions to Bidders.doc | DOC document | |
| Postage Meter Locations and Volume (2).xls | XLS spreadsheet |
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Text version
Department of Health & Human Services Statewide Mailing Machines Specifications/Requirements
I. The Department of Health & Human Services (DHHS) has currently sixteen (16) locations that require postage meter/mail machines, as per the attached spreadsheet. Each location differs in their requirements and is summarized below:
· 3 Very High volume machines (average 500+ mailings per day)
· 3 Medium/High volume machines (average 200-300 mailings per day)
· 2 Medium volume machines (average 150-200 mailings per day)
· 6 Low volume machines (average 30-100 mailings per day)
· 2 Very Low volume machines (average less than 30 mailings per day)
II. Billing
· Each of the five (5) district managers (as identified on the attached spreadsheet) shall receive a single monthly invoice, itemized by each location within the particular district and covered under the agreement.
· Pricing shall include: mail machine equipment cost, meter rental, USPS Postage rate change protection, and hardware and software support.
· Invoices shall be able to be paid via credit card or via the State’s Advantage ME system (electronic funds transfer) and shall be given up to forty-five (45) days from the date of invoice to be paid without penalty.
· Please include quotes for both with and without sealing capability, if these are in addition to the machine.
III. Other Requirements
· Meters/Machines with scales built-in must be 5lb scale capacity or greater. If the Meter/Machine does not have a built-in scale, a separate scale of 5lb capacity or greater must be included in the cost.
· Postage by phone accounts capability is required.
· Response for service/repairs to equipment must be made promptly and machines are to be made operable no later than the close of business on the business day following the date of the call for service/repair.
· A ‘loaner’ or replacement machine (equivalent to the original machine) must be made available in the event that a machine is irreparable. Replacement machines must be at the appropriate location by the close of business on the following business day.
· E-certified capability must be available on all machines.
· Differential weighing (Low and Very Low volume machines) and weigh-on-the-go (Medium to Very High volume machines) options are preferred and should be included in the pricing.
· The award for this bid is made with the intent of placing all equipment listed in locations as per the attached specifications for a two (2) year time period. However, if any of the locations are to close prior to the end of the two (2) year period, there are to be no penalties for early removal of the equipment.
· All pricing is to remain firm throughout the entire two (2) year contract period.
· Equipment remains the property of the vendor and vendor will be responsible for all taxes, fees, and filing costs related to the use of the leased equipment.
IV. References
· Vendor must give/submit (3) three references with contact information that are currently using this mailing equipment.
V. Evaluation Scoring
· This bid will be awarded by the following criteria:
i. Service Performance & References (50 points)
ii. Cost (50 points)
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