SOW for Postage Meter Lease.pdf

Statement of Work (SOW)

1. PROJECT TITLE: Postage Meter Lease

2. BACKGROUND/PURPOSE: The Crow Service Unit (CSU) located at One Hospital Loop, Crow Agency MT 59022, and its two (2) satellite clinics, require Postage Meters for daily mail processing requirements. The CSU intends to lease meters that encompass the mail processing in one step. Maintenance for the meters shall be included in the lease terms.

3. SCOPE: The Contractor Shall provide CSU a lease for three (3) Postage Meters for daily mail processing requirements of the Hospital and Satellite Clinics. The contractor shall provide all labor, equipment, material, supervision, tools and transportation necessary to provide and install the Postage Meter system. This includes refresher and/or software change training as part of periodic maintenance visits. Regular period maintenance shall be performed by the contractor on a scheduled basis and through call, as needed when unexpected issues arise.

4. APPLICABLE DOCUMENTS: NA

5. TASKS: The Contractor Shall Provide Postage Meters for the three (3) Crow Service Unit locations. The contractor shall provide equipment and customer training for postage metering equipment.

6. DELIVERABLES AND DELIVERY SCHEDULE:

One (1) lease that includes three (3) postage meters, training, and preventative maintenance:

a. Locations:

i. Crow / Northern Cheyenne Hospital (CNCH);

One Hospital Loop, Crow Agency, MT 59022

ii. Lodge Grass Clinic;

418 Hardin Ave, Lodge Grass, MT 59050

iii. Pryor Clinic;

2 Pryor Gap Road, Pryor, MT 59066

b. Postage Meter Requirements

• Poster Meter shall print USPS Intelligent-Meter-package-barcodes (IMpb) label in order to be compoiant with the USPS IMpb requirements.

o To mail out packages with USPS IMpb compliant shipping label, the mail machine shares data with the USPS system which includes the recipient’s name and address which the Government consider Personally Identifiable Information (PII). To protect PII and

Government’s data, the IHS requires the solution to be FedRAMP authorized.

• Minimum processing speed of 70 letters per minute based on standard #10 envelopes using weight and size-based metering 145 letters-per-minute based on standard #10 envelopes in batch mode.

• Automatic envelopes feeder

• Ability to automatically process mail of mixed sizes, mixed weights, and thickness and apply the correct postage requirement for each mail piece.

• Envelopes sealing up 5/8” thick.

• Ability to ship packages via USPS/UPS/FedEx from the mail machine with IMpb-compliant label without the need of a separate computer.

• Shall have the capability to print USPS 1st-class stamps and Priority IMpb labels as backup option outside of the mail metering machine in case the machine is inoperable.

• Outbound and inbound processing capability

b. Lodge Grass Clinic – one (1) high-volume postage meter system

• Postage Meter setup at Lodge Grass Clinic, 418 Hardin Ave, Lodge Grass, MT 59050

• Poster Meter shall print USPS Intelligent-Meter-package-barcodes (IMpb) label in order to be compoiant with the USPS IMpb requirements.

o To mail out packages with USPS IMpb compliant shipping label, the mail machine shares data with the USPS system which includes the recipient’s name and address which the Government consider Personally Identifiable Information (PII). To protect PII and Government’s data, the IHS requires the solution to be FedRAMP authorized.

• Minimum processing speed of 70 letters per minute based on standard #10 envelopes using weight and size-based metering 145 letters-per-minute based on standard #10 envelopes in batch mode.

• Automatic envelopes feeder

• Ability to automatically process mail of mixed sizes, mixed weights, and thickness and apply the correct postage requirement for each mail piece.

• Envelopes sealing up 5/8” thick.

• Ability to ship packages via USPS/UPS/FedEx from the mail machine with IMpb-compliant label without the need of a separate computer.

• Shall have the capability to print USPS 1st-class stamps and Priority IMpb labels as backup option outside of the mail metering machine in case the machine is inoperable.

• Outbound and inbound processing capability

c. Pryor Clinic – one (1) high-volume postage meter

• Postage Meter setup at Pryor Clinic, 2 Pryor Gap Road, Pryor, MT 59066

• Poster Meter shall print USPS Intelligent-Meter-package-barcodes (IMpb) label in order to be compoiant with the USPS IMpb requirements.

o To mail out packages with USPS IMpb compliant shipping label, the mail machine shares data with the USPS system which includes the recipient’s name and address which the Government consider Personally Identifiable Information (PII). To protect PII and Government’s data, the IHS requires the solution to be FedRAMP authorized.

• Minimum processing speed of 70 letters per minute based on standard #10 envelopes using weight and size-based metering 145 letters-per-minute based on standard #10 envelopes in batch mode.

• Automatic envelopes feeder

• Ability to automatically process mail of mixed sizes, mixed weights, and thickness and apply the correct postage requirement for each mail piece.

• Envelopes sealing up 5/8” thick.

• Ability to ship packages via USPS/UPS/FedEx from the mail machine with IMpb-compliant label without the need of a separate computer.

• Shall have the capability to print USPS 1st-class stamps and Priority IMpb labels as backup option outside of the mail metering machine in case the

7. REQUIREMENTS

7.1 Postage Meter Requirements

• Poster Meter shall print USPS Intelligent-Meter-package-barcodes (IMpb) label in order to be compoiant with the USPS IMpb requirements.

o To mail out packages with USPS IMpb compliant shipping label, the mail machine shares data with the USPS system which includes the recipient’s name and address which the Government consider Personally Identifiable Information (PII). To protect PII and Government’s data, the IHS requires the solution to be FedRAMP authorized.

• Minimum processing speed of 70 letters per minute based on standard #10 envelopes using weight and size-based metering 145 letters-per-minute based on standard #10 envelopes in batch mode.

• Automatic envelopes feeder

• Ability to automatically process mail of mixed sizes, mixed weights, and thickness and apply the correct postage requirement for each mail piece.

• Envelopes sealing up 5/8” thick.

• Ability to ship packages via USPS/UPS/FedEx from the mail machine with IMpb-compliant label without the need of a separate computer.

• Shall have the capability to print USPS 1st-class stamps and Priority IMpb labels as backup option outside of the mail metering machine in case the

7.2 Repair & Preventative Maintenance Requirements:

• The contractor shall furnish all personnel, materials, labor, parts, supplies, travel, supervision and equipment required to perform work under the resulting contract, to include but not limited to tools and expendable items.

• The contractor shall provide one designated point of contact (POC) to the government’s designated representative for coordination of parts delivery, and/or maintenance. The POC will be empowered to make daily decisions to ensure that the contract implementation and day-to-day maintenance meets the terms and conditions of the resulting contract.

• The Contractor shall be responsible for performing all routine maintenance and repair work required to maintain the equipment in the condition prescribed by the original equipment manufacturer’s recommended guidelines and/or warranty requirements where the warranty remains in force. The Contractor shall provide at least one (1) preventive maintenance call per year. The contractor shall examine, lubricate, test, adjust the equipment, and as conditions warrant, repair or replace parts in accordance with original equipment manufacturer standards. Contractor shall maintain the leased mail equipment in at levels necessary to provide the specified functions to meet the manufacturer’s current equipment specifications.

• Service calls: The contractor shall provide a toll-free telephone number for service calls, which must be answered during at least eight working hours, between 8:00 am and 4:30 pm, Monday through Friday. The contractor shall respond to service calls during normal working hours, Monday through Friday, excluding holidays observed by the Federal Government.

The contractor shall respond to verbal service calls and is expected to complete the repairs within ten (10) working hours after notification of malfunction. The response time on a service call starts when the service call is placed to the contractor. The service technician shall report to the service requestor and notify of his/her arrival and verify the problem for which the service call was made. If the service call is not completed, the service technician shall contact the government’s designated representative and provide a detailed explanation as to why the mail equipment was not repaired and provide an estimated time for completion of the required repairs.

• Parts/Supplies Availability: The contractor shall have an inventory of parts and supplies in quantities sufficient to effectively service the resulting contract. The contractor shall have an internal inventory system and delivery system for the parts and supplies. The inventory and delivery system must be sufficient to service the contract.

8. PERIOD OF PERFORMANCE: 08/01/2025 through 7/31/2030

Base Year: 08/01/2025 – 7/31/2026 Option Year 1: 08/01/2026 – 7/31/2027 Option Year 2: 08/01/2027 – 7/31/2028 Option Year 3: 08/01/2028 – 7/31/2029 Option Year 4: 08/01/2029 – 7/31/2030

9. SECURITY: NA