Mailing Machine Specifications FY12[1].doc
DOC document 72 KB Posted
- Solicitation number
- RFQ - 40A - 11090900000000000266
- Issued by
- Maine
About this file
This is a mailing machine specifications document for the Judicial Branch of Maine, establishing requirements for postage meter and mail machine equipment across 41 statewide court locations. The Judicial Branch requires machines at varying capacity levels to accommodate different volume needs: one very high volume machine (500+ mailings daily), two high volume machines (300+ daily), four medium/high volume machines (200-300 daily), two medium volume machines (150-200 daily), six medium/low volume machines (100-150 daily), nineteen low volume machines (30-100 daily), and seven very low volume machines (fewer than 30 daily). The contract is structured as a three-year agreement with implementation required by December 31, 2011, and includes provisions for early termination without penalty should any locations close before the contract term expires. All pricing is to remain firm throughout the entire contract period.
Billing is to be consolidated through a single quarterly invoice to the Administrative Office of the Courts, itemized by location, and must encompass mail machine equipment costs, meter rental, USPS postage rate change protection, and hardware and software support. Vendors must provide separate quotes for configurations with and without sealers. Equipment specifications require scales with a minimum 5-pound capacity and postage-by-phone account capability. Service and repair response must be provided promptly, with equipment restored to operational status by close of business the following business day; loaner or replacement machines must be available within the same timeframe if repair is not feasible. All taxes, fees, and filing costs related to leased equipment remain the vendor's responsibility, and equipment ownership remains with the vendor throughout the lease period.
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Other files
| File | Type | Posted |
|---|---|---|
| Cost Summary.doc | DOC document | |
| COURT LOCATION CHART(1).xls | XLS spreadsheet | |
| Postage machine_meter Bid Specifications(1).xls | XLS spreadsheet | |
| Conditions and Instructions to Bidders.doc | DOC document |
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Text version
Revised 7/5/11 For implementation no later than 12/31/11
Judicial Branch Statewide Mailing Machines
Specifications/Requirements
I. The Judicial Branch currently has 41 locations that require postage meter/mail machines, as per the attached color-coded spreadsheet. Each location differs in their requirements and is summarized below:
· 1 Very high volume machine (Average 500+ mailings per day)
· 2 High volume machines (Average of 300+ mailings per day)
· 4 Medium/High volume machines (Average 200-300 mailings per day)
· 2 Medium volume machines (Average 150-200 mailings per day)
· 6 Medium/Low -volume machines (Average 100-150 mailings per day)
· 19 Low volume machines (average 30-100 mailings per day)
· 7 Very low volume machines (average less than 30 mailings per day)
II. Billing
· Billing should be made by a single quarterly invoice sent to the Administrative Office of the Courts, PO Box 4820, Portland, Maine 04112, but must be itemized by each location covered under the agreement.
· Pricing should include: Mail machine equipment cost, meter rental, USPS Postage rate change protection, and hardware and software support.
· Please provide quotes for both with, and without sealers if these are an addition to the machine.
III. Other Requirements
· Meters/Machines with scales built-in must be 5 lbs scale capacity or greater.
· 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 close of business on the business day following the date of the call for repair.
· A ‘loaner’ or replacement machine must be made available in the event a machine is irreparable. Replacement machine must be at the appropriate location by close of business on the following business day.
This award has been made with the intent of placing all equipment listed in locations as per the attached specifications for a (3) year time period. However, if any of the locations are to close prior to the (3) year period there are to be no penalties for early removal of the equipment.
All pricing is to remain firm throughout the entire (3) year contract period. Equipment remains the property of the vendor. Vendor will be responsible for ALL taxes, fees and filing costs related to the use of the leased equipment.
File details come from the government source that posted it. Updated .