Mail machines Statewide - RQS 091608.xls

This is a statewide mailing machine requirements document for the Maine Judicial Branch, detailing equipment needs across District Courts, Superior Courts, and other judicial facilities. The file provides a comprehensive inventory of current mailing machine equipment and usage metrics across 40 locations throughout Maine, including courts in Augusta, Bangor, Portland, Lewiston, and numerous other municipalities. The document categorizes locations by volume classification—low, medium, high, and very high—with the Violations Bureau in Lewiston identified as the highest volume user at 623 estimated mailings per day, followed by the Portland District Court at 325 mailings per day. Current equipment models include primarily B700 and B900 Pitney Bowes machines, with some IP00 models, and the document establishes baseline metrics for FY07 and FY08 spending and mailing volumes to inform equipment requirements and maintenance planning.

The document serves as a needs assessment tool rather than a formal bid solicitation, establishing average monthly and annual mailing volumes, current dollar expenditures, and specific meter or machine type recommendations for each location. Pricing data is presented as historical spending from FY07 and FY08, with location expenditures ranging from $1,000 to $70,000 annually depending on volume classification and current equipment status. The data indicates that some locations "should have" high-volume machines despite current low-volume designations, suggesting a gap between current equipment and actual operational needs. The document identifies equipment currently under maintenance agreements and provides the foundation for a statewide mailing systems procurement strategy to standardize equipment across the judicial branch and align machine capabilities with documented usage patterns.