MAIL METER Sources sought notice.docx

Sources Sought Notice

2032H525R00006 Postage Machine and Certififed Mail Software

Period of Performance: Base plus 4 Option Years

The purpose of this System for Award Management (SAM) announcement is to seek business sources capable of competing for this requirement. Please send all capability statements to the Contracting Officer, Michelle, via email Michelle.A.Greene@irs.gov. Please ensure that the email subject line contains the solicitation number, 2032H525R00006.

This is not a request for proposal. The Request for Proposal (RFP) is expected to be posted in March. The RFP and any amendments, and other related items for this procurement will be posted here at SAM.gov. Interested offerors are required to download the RFP and all related documents from SAM.gov. It is the responsibility of the potential offerors to monitor this site for updates. No printed copies of the RFP and associated documents will be available.

If you have any questions regarding this notice, please contact the Contracting Officer, Michelle, via email Michelle.A.Greene@irs.gov. Please ensure that the email subject line contains the solicitation number, 2032H525R00006.

1. BACKGROUND

The Department of the Treasury is the executive agency responsible for promoting economic prosperity and ensuring the financial security of the United States. Our mission is to maintain a strong economy and create economic and job opportunities by promoting the conditions that enable economic growth and stability at home and abroad, and strengthen national security by combating threats, protecting the financial system's integrity, and managing the U.S.

Government’s finances and resources effectively. The mission highlights the Treasury’s role as the steward of U.S. economic and financial systems and an influential participant in the world economy.

Treasury Operations (TOs) uses the MD400 series postage machine with the “Information Based Indicia” (IBI) meter technology. Effective December 31, 2024, the USPS will decertify all IBI meter technology and regard them as non-compliant. To remain compliant and avoid service disruption, mailers and mail centers must switch to the “Intelligent Mail Indicia” (IMI) meter technology solution. USPS is implementing the new IMI mailing technology solution that replaces outdated IBI performance standards with the newer, more sophisticated technology meter mailing solution that provides the USPS with much more detailed real-time transaction data. The move to IMI provides USPS with more data that supports tracking mail with an auditable chain of custody. It reduces lost or misdirected mail and makes delivery dates more predictable. Additionally, the IMI enables the USPS to automate operations that are faster, more accurate, detailed, real-time transaction data for pricing and reporting, employ improved security standards, and ensure correct postage is used. The IMI is effective and beneficial for both the senders and recipients of mail and packages. The IMI requires more powerful processing capabilities and not a simple software update.

39 Code of Federal Regulations authorized the Postal Service to withdraw all authorizations to distribute (decertify) Postage Evidencing System (PES) that are not producing compliant “Intelligent Mail Indicia” (IMI) on December 31, 2024. All “Information Based Indicia” (IBI) will become decertified Postage Evidencing Systems on December 31, 2024

2. SCOPE OF WORK

TOs requires a high-volume postage mail meter machine that is an intelligent mail system compliant with the USPS IMI technology solution. This fully digital packages/accountable-mail receiving, tracking, and delivery system solution will be utilized by Treasury Operations mail center personnel for daily mail operation at Main Treasury. The machine requires greater connectivity with a dedicated MYFI connection to ensure a constant link, which enables faster updates and postage refills. Additionally, this digital mail system must have large screen display, intuitive, with a simple icon-driven menu and all-in-one mailing and shipping solutions with automated feeding that makes operation easy and processing fast. This postage mail meter technology solution must have reports, accounting capabilities, USPS system-compliant requirements, and certified mailing software. Treasury Operations is looking to lease the mail meter machine.

3. DELIVERABLES

Training for Postage Machine and Software. The successful offerer should include sufficient training for all appropriate personnel to fully and knowledgeably operate all applications of the postage machine and software. This training should be based upon hands-on demonstrations and teaching to ensure a working knowledge and ability to operate and troubleshoot expected challenges. Also, describe what training materials are utilized and what documentation the system provides.

Equipment Maintenance and Technical Support. The successful offerer shall provide a detailed description of available maintenance options, their related costs, and the cost of implementing annual maintenance agreements. Include what the maintenance will cover and provide a time to renew the maintenance agreement. Maintenance costs should include all system upgrades, including software, and indicate response time after a service call is placed with customer service. Describe available technical support options, available hours, and success.

The successful offerer should fully describe data management, storage Capabilities, and postage machine connectivity. Provide best practice guidelines for data storage, retention, recovery, and Data storage limitations. Describe how this digital machine will securely connect to the Treasury’s network through the Internet for effective operation.

4. GOVERNMENT-FURNISHED EQUIPMENT AND GOVERNMENT-FURNISHED INFORMATION

The government will not furnish the successful offer with any equipment or information.

5. PLACE OR PERFORMANCE

The place of performance for this action is as follows:

Main Treasury Building 1500 Pennsylvania Avenue NW Washington DC 20220

6. PERIOD OF PERFORMANCE

The performance period for this requirement is a Base plus four option years.

7. INSPECTION AND ACCEPTANCE

Overall visual inspection of the mail meter machine functionality and components. Examine the machine to determine conformance to the requirements in the solicitation, purchase documents, and manufacturer’s published technical specifications. Documenting that it conforms to the requirements of the solicitation or purchase document terms and conditions.

8. WORK HOURS

The contractor is not required to perform services on the following holidays: Eleven Federal holidays are set by law (USC Title 5 Section 6103). Under current definitions, five are set by date:

New Year's Day January 1 Juneteenth June 19

The following six federal holidays are set by a day of the week and month:

HOURS OF OPERATION

N/A

9. SECURITY

For non-routine circumstances, with 25 hours advance notice, request special ingress/egress arrangements as needed from the Logistical Branch Support Services Supervisor.

Material Delivery Process

a. Access Form to be submitted to Treasury COR with 25 hours advance notice. The electronic Access form is to be emailed to FacilitiesServiceDesk@Treasury.gov by the Logistical Branch Support Services Supervisor.

b. All deliveries must go to the Remote Delivery Site (RDS) for vehicle inspection and scanning. The address is.

JBAB Visitor Center 256 McGuire Avenue Washington, DC 20032 Hours of Operation Monday through Friday (6 AM—2:30 PM), by appointment only through the Logistical Branch Support Services Supervisor before coming to the Main Treasury. The United States Secret Service (USSS) will then escort the truck to the Main Treasury complex, where it may be canine swept and/or EOD inspected.

c. c. Materials may or may not require further inspection at the building entrance. The UD Officer at the post makes the judgment call.

d. All deliveries to Main Treasury are to be made during normal working hours unless special arrangements have been approved by the Logistical Branch Support Services Supervisor.

e. Deliveries shall be unloaded in a timely, responsive manner so as not to cause congestion in the Moat or alley.