SAM Meter Reader RFI.pdf

REQUEST FOR INFORMATION (RFI) /

SOURCES SOUGHT NOTICE

Title: Provide Virtual and Physical Postage and Meter Services Procurement Identification / Reference: W912K6-RFI-POSTAGE-2026 Agency: Department of the Army – National Guard Bureau (NGB) Contracting Activity: United States Property and Fiscal Office (USP&FO) for Arkansas Place of Performance: Camp Joseph T. Robinson, North Little Rock, AR 72199-9600 and 19 Virtual Locations across Arkansas Anticipated North American Industry Classification System (NAICS) Code: 532420 – Office Machinery and Equipment Rental and Leasing (Alternate: 491110 / 541519) Product Service Code (PSC): 7490 – Miscellaneous Office Machines (or W074 – Lease/Rental of Office Devices) Anticipated Period of Performance: July 19, 2026 – July 18, 2031 (One 12-Month Base Year plus four 12-Month Option Years)

1.0 DISCLAIMER & SPECIAL NOTICE

This announcement is a Request for Information (RFI) / Sources Sought Notice issued by the USP&FO for Arkansas in accordance with Federal Acquisition Regulation (FAR) 52.215-3 and FAR 15.201(e).

This is NOT a Request for Proposals (RFP), Invitation for Bids (IFB), or Request for

Quotations (RFQ).

This notice does not constitute a commitment, implied or otherwise, that the Government will issue a formal solicitation or ultimately award a contract.

The Government will not pay or reimburse any costs incurred by respondents in the preparation or submission of information in response to this notice.

Responses to this notice are strictly voluntary and will be used by the Arkansas Army National Guard (AR ARNG) for market research, acquisition strategy formulation, and small business capability assessment.

Proprietary information, if submitted, should be clearly marked as such. The Government will handle proprietary submissions in accordance with applicable federal statutes and regulations.

2.0 PURPOSE & PROGRAM BACKGROUND

The Arkansas Army National Guard (AR ARNG) has an upcoming requirement to procure Virtual and Physical Postage and Meter Services to replace the current five-year contract expiring July 2026.

The objective of this requirement is to establish a seamless, centralized postage management framework providing:

1. One (1) High-Volume Physical Postage Meter Machine located at the Official Mail Distribution Center (OMDC), Building 5302, 3rd Street & Kansas, Camp Joseph T.

Robinson, North Little Rock, AR.

2. Nineteen (19) Virtual Postage Meter Accounts (17 active and 2 in reserve) serving armories and detachments across the State of Arkansas.

3. Automated Package Tracking System with handheld barcode scanning, electronic signature capture, and electronic return receipt capabilities.

4. Centralized Web-Based Administrative Management Portal for real-time fund allocations, sub-account limits, tracking, and Wide Area Workflow (WAWF) consolidated billing.

3.0 SUMMARY OF TECHNICAL REQUIREMENTS & SCOPE

The contractor must have the technical capability and authorization to supply, install, configure, maintain, and support the following components:

3.1 Physical Postage Meter System (Camp Robinson OMDC)

Turnkey Equipment: High-volume mailing system consisting of meter, meter head, sorter, feeder, stacker, digital scale, barcode scanner, and label printer.

Throughput & Processing: Minimum streamline speed of 185 letters per minute (lpm) and processing speed of at least 105 lpm with Weigh-on-the-Way (WOW).

Capacity & Handling: Variable-size and weight auto-feed up to 13 oz; auto-sealing capacity up to 1/3 inch thick; equipped with a minimum 600-piece auto stacker.

Scale & Metering: Minimum 5 lb digital scale; capable of standard meter/roll tape and direct envelope printing. High-capacity ink cartridge (minimum 42,100 impressions).

Intelligence & Indicia: United States Postal Service (USPS) Intelligent Mail Indicia (IMI) approved; differential weight mode; auto oversize charge; anti-skew alignment; low ink and low postage alerts.

Security & Storage: Minimum 100 MB internal memory; at least 10 programmable jobs;

200 programmable/traceable accounts; secured via 8-character password security (no PIN-only access).

Maintenance & Response: Complete maintenance agreement covering parts, software, and labor. Vendor must provide a 4-hour phone response window and next-business-day on-site restoration (Mon–Fri, 0700–1630). Lemon replacement clause applies (replacement after 3 tickets for identical failure).

3.2 Package Tracking System

Handheld barcode scanner and electronic signature pad.

Capable of tracking USPS incoming/outgoing delivery, Certified Mail, Priority Mail, and

Electronic Return Receipt (ERR).

Integration/synchronization capability with MS Outlook for recipient email notifications.

Operational capability as a standalone system or integrated within the Army Enterprise network environment.

3.3 Virtual Postage Meter Network (Statewide)

Master/Sub-Account Hierarchy: Centralized master online account governing 19 sub-accounts across statewide units (e.g., 1-142d, 1-153d, 1-206th, Recruiting & Retention, RMTC, JFHQ, etc.).

Web-Based Fund Administration: Centralized administrator portal allowing funds transfers between groups/subgroups, setting meter download caps, downloading audit reports (Excel/PDF), and real-time balance queries.

Zero Client-Base Footprint: 100% web browser-based application requiring zero client-side local software or local drivers installed on government client workstations.

Authentication: Dual sign-on access control (primary and alternate users) with administrative governance delegated to AR ARNG DCSIM.

Network & Information Assurance: Must comply with DoD and Department of the Army (DA) Certificate of Networthiness (CON) / cybersecurity standards and operate securely over Reserve Component Automation System (RCAS) networks.

3.4 Implementation, Training, & Consumables

Initial site survey and network coordination with AR ARNG J6/DCSIM prior to installation.

Full deployment of all physical and virtual locations within 30 days of award / coordination.

Delivery of on-site classroom instruction at Camp Robinson, followed by on-demand web/video training modules.

Commercial ordering repository (web and phone) for consumables (ink, tapes, stamp sheets compatible with office multi-function devices) billable via Government Purchase Card (GPC).

Invoicing for recurring lease/rental fees conducted quarterly through Wide Area Workflow (WAWF) itemized by virtual account billing codes.

3.5 Estimated Workload Data

Physical Meter Volume: ~10,000 pieces annually

Virtual Meter Volume: ~1,500 pieces annually

Package Processing: ~5 USPS packages daily at OMDC

4.0 REQUESTED INFORMATION / CAPABILITY STATEMENT

FORMAT

Interested industry partners are requested to provide a Capability Statement addressing the areas outlined below. Submissions must be organized into the following sections:

Section A: Company Information

1. Company Name, Address, Website, and Point of Contact (Name, Title, Phone, Email).

2. Unique Entity Identifier (UEI) and CAGE Code.

3. Business Size and Socio-Economic Status under NAICS 532420 (e.g., Small Business, 8(a), HUBZone, Service-Disabled Veteran-Owned Small Business, Women-Owned Small Business, Large Business).

4. Existing Government Contract Vehicles (e.g., GSA Multiple Award Schedule (MAS), NASA SEWP, Army CHESS, or other GWACs). Include schedule number and expiration date if applicable.

Section B: Technical & Operational Capability

1. Physical Meter System: Identify make, model, and specifications of proposed equipment that meets or exceeds the required 185 lpm streamline / 105 lpm WOW processing speeds, USPS IMI standards, and automated stacking/weighing requirements.

2. Package Tracking Solution: Describe your handheld barcode tracking hardware, signature capture device, and automated email notification workflow.

3. Web-Based Virtual Management: Describe your browser-based software platform, administrative rights management, sub-account fund routing, and confirm whether the platform operates without local client software installations.

4. Cybersecurity & Compliance: Describe your platform's DoD/Army information assurance posture, hosting environment (e.g., FedRAMP certification levels, DoD Impact Levels 2/4/5), and compliance with Army Enterprise network policies.

5. Maintenance & Statewide Reach: Detail your technical field support capabilities throughout Arkansas to maintain next-business-day on-site response times without third-party subcontractor delays.

Section C: Commercial Practices & Acquisition Feedback

1. Contract Structure: Commercial recommendations regarding Lease vs. Rental vs.

Subscription models for combined physical and virtual hardware/software maintenance agreements.

2. PWS Review / Clarifications: Provide industry feedback, recommendations, or questions regarding the draft PWS requirements, timelines, or performance standards.

3. Rough Order of Magnitude (ROM): (Optional) Provide non-binding rough-order-of-magnitude estimates or typical commercial pricing structures for a comparable 1 Base + 4 Option Year requirement.

Section D: Past Performance

Provide up to three (3) references for relevant contracts performed within the past three (3) years for DoD, Federal Civilian, or state military departments involving dual physical and virtual postage solutions. Include:

Customer Agency / Organization

Contract Number & Title

Total Contract Dollar Value

Period of Performance

Brief description of scope and similarity to this requirement

5.0 SUBMISSION INSTRUCTIONS

1. **Submission Format:** Electronic format only (Adobe PDF or Microsoft Word). Pages must be standard 8.5 \times 11 inches with 1-inch margins and standard 11-point font or larger. 2. **Page Limit:** Submissions should not exceed ten (10) pages (excluding title page and table of contents). 3. **Submission Deadline:** Responses are requested by ** 10/21/2026- standard 14 ]**, at **16:00 CST**. 4. **leonard.d.roberson.civ@army.mil:** Responses must be submitted via email with the subject line *"Response to RFI: Virtual and Physical Postage Services - \[Company Name\]"* to the following Points of Contact: * **Contracting Officer:** USP\&FO Contracting Office, Camp Robinson, AR *Email:* leonard.d.roberson.civ@army.mil

6.0 ATTACHMENTS (FOR INFORMATIONAL PURPOSES)

Attachment 1: Draft Performance Work Statement (PWS) – Postal Services NGAR (Virtual and Physical Meters)