Purchase Description_Postage FY26.docx

Purchase Description

Background: The INNG requires an online postage solution to ship packages and mail envelopes, improve overall business efficiency, provide control and visibility, workspace savings, be both easy to use, and flexible enough, to adapt to the required project(s), but also powerful enough to meet day-to-day mailings on an ongoing basis, all the way up to the largest postage projects.

Website/software/equipment subscription/lease shall be for 12 months, beginning 01 April 2026 and ending 31 March 2027.

A. Postage requirement shall meet or exceed the following specifications:

1. Vendor shall provide web/computer-based software to purchase postage for multiple users situated throughout 8 current locations.

2. Site addresses shall be pre-loaded and are to be within USPS standards.

3. Software shall calculate and display the lowest available postage rates for letters, flats, and USPS parcels.

4. Software shall have a current Army Certificate of Net worthiness (CoN) at time of implementation.

5. Two user logons per site are required in addition to no more than five program administrator accounts.

6. Website and software shall allow administrative control over subaccounts regarding the purchase of expendable items including postage.

7. Website and software must include administrative capability to allow for IN ARNG personnel to track expenditures down to the penny for audit purposes and limit postage download amounts by location, department, or account.

8. Website and software must have ability to gather historical data up to 6 months before the date of report. Reports must show daily and monthly piece counts, usage and spending by location, department or account.

9. Shall have the ability to purchase postage within a set of administrator customizable policies and limits at all locations/accounts.

9.1. The administrative policies need to allow for setting max number of items and maximum cost amount of each package shipped. Locations that need to exceed the policy limits need to be able to send request to administrators in a timely fashion to request an exception to policies.

9.2. One main IN ARNG account with ability by the IN ARNG to disseminate funds into subaccounts (specific Army Guard locations). Shall have multiple (2) sub accounts at each location totaling 16. These subaccounts must be able to be changed at any time by IN ARNG personnel in case of turnover. Subaccounts must be set up with individual and unique username and passwords to differentiate expenditure of postage.

9.3. Consolidated recipient address repository for all items shipped that is accessible to all users, and the ability to perfect and print address labels that qualify for USPS discounts for presorting and commercial based pricing schemes.

10. Provide electronic certified mail capabilities to each site.

11. Ensure that software is capable of functioning within at least the last two major revisions of the latest Microsoft Edge, Firefox, and Chrome internet browsers currently in the marketplace.

12. Ensure that software is capable of functioning within at least the last two major revisions of the latest version of any required internet browser plug-in services (i.e. Java, Adobe Flash, etc.).

13. Website and software shall be Intelligent Mail Barcode (IMB) and Intelligent Mail Package Barcode (IMpB) compliant.

14. Website and software Shall contain the USPS GSA Schedule 48 discounted rates.

B. Equipment/scales:

1. Shall provide scales to calculate weight of items to be shipped. Scales included must be compatible with software, connect via USB and must weigh packages up to 30lbs.

2. Shall provide required expendable items (special printer paper, labels, etc.) upon award, and be locally available for same day shipping when ordered.

C. Support:

Shall provide real time Technical/Customer service that shall be available during business hours (See 2.4) to subaccounts either via telephone or through online means at no additional cost.

D. Training:

Contractor shall provide web-based user training for all site users.

E. Places of Performance:

Locations (8) where equipment/supplies are listed below, all locations shall require 1 meter and 2 administrators, unless in bold, then 2 meters and 5 administrators shall be required.