Final Postage PD 03-20-24.docx

PURCHASE DESCRIPTION

OPTION YEAR 1

OPTION YEAR 2

The product must include the following salient characteristics:

· Approved licensed vendor by the United States Postal Service.

· Software and products must be compatible with Windows 10 operating system, Microsoft Office 2016, Microsoft Edge browser, and McAfee Host Base Security System.

· Online solution that provides user-friendly software, and robust reporting capabilities.

· A solution is considered user-friendly if the system has a help tab for questions, easy to manipulate, provides guidance throughout, warns if address is incorrect, provides suggested address, easy login, easy setup with scale connectivity to the computer for accurate postage, be able to set permissions, and the ability to delete users. Additionally, the solution must have a reporting metrics that is capable of reporting by mail class, daily, weekly, monthly, quarterly, year to date, last year, and custom range.

· Capability to print stamps, postage labels, order supplies and schedule delivery pick-ups from the desktop.

· Ensure that postage amount is always loaded.

· Webinar training that is accessible 24/7 available.

· Customer assistance phone number for technical issues.

· Control mechanisms over postal usage and over multiple locations from a central location.

· Enhanced detailed reporting capabilities with advance permissions and features and web reporting and management control.

· Complete accountability and visibility across the Agency, administrative controls, and timely customer support.

· Provides customer support/instructional materials about how to create the postage for a variety of parcels, postage types and options to meet DCAA’s mailing requirements.

· Provides the ability to create mailing lists from our online address-book software.

· Provides ability to print the outbound address on the envelope with the postage, which saves time and the potential for error.

· Ability to print shipping labels using our own printers. Compatible with existing DCAA printers. DCAA printers include Konica, Minolta, and Xerox.

· Being aware of the necessary USPS forms and provides them in the digital format. Reporting capability that allows for enterprise administrator and users to monitor and track postage spending to the penny by mail class, location, and user. Additionally, the customer must be able to run reports based on this postage tracking that can be customized.

· Must provide a monthly mail expenditure report that provides management with the cycle’s most recent 24 month look back period.

· The look back capability must have the capability to provide monthly postage usage; mail by class; and number of mailing materials (thin envelopes, boxes, etc.).

· Reports should be easily exportable to excel which will allow the mail personnel to quickly gather and reconcile postage spending data.

· Provide a software that has an Enterprise Reports tool which allows agency mail managers the visibility into all accounts and track user meter balances. This is important that account administrators can monitor postage balances because it will allow them to monitor how much postage the agency spends while taking into account factors such as postage refunds and credits. Additionally, the reporting capabilities should track the overall cost including supply purchases, account fees and insurance cost and report/analyze postage prints by location, department, user or even mail class to see how our postage is being spent.

· The software must provide the capability to customize reports to be able to change the reporting duration and the period and transactional views that show individual purchases, prints, or expenses.

· The software needs to have the capability to allow the Agency Admin to set user permissions and controls which include: postage purchases, postage print limits, meter balance, and supplies purchase.

· Software needs to allow the agency admin to assign cost codes to track expenses by project, be able to view user information and make changes to the locations and accounts.

· The software needs to support security controls, expense tracking and data integrity.

· The software needs to support all mail classes and special services such as: First class mail, Priority mail, Express Mail, Parcel Post, Media Mail, International mail, International Express, certified mail, and registered mail.

· The account administrators must be able to analyze postage prints by location, department, and user or even mail class to see how postage is being spent. These reports must be able to be customized to change the reporting period and display multiple views. This will allow for both aggregate graphical views such as trend and pie charts, as well as transactional views that show individual purchases, prints or expenses. All reports can be exported into excel spreadsheets.

· The software must have the capability for account administrators to have centralized control over all users including the ability to add and delete users at any given time, lock-out or limit access, set spending limits and thresholds across the entire enterprise or by division, by location, by users, etc. Additionally, the account administrators must be able to update user accounts by adding and deleting users who no longer need access, including users input by the vendor.

· There will be one scale per location.

· FedRAMP is not required for shipping/mailing system.

DELIVERY INFORMATION:

Defense Contract Audit Agency 8725 John J. Kingman Blvd., Suite 2135 Fort Belvoir, VA 22060

· Listing of 130 locations and DCAA POC information to be provided immediately after contract award.

· Scales to be delivered within 15 days after contract award to each location.

· Training to be provided within 15 days after contract award on date to be agreed upon by DCAA and vendor.

Page | 2