Specifications ARFQ BCF 18-22.docx

REQUEST FOR QUOTATION

Mailing Machine Rental

ARFQ BCF 18*22

SPECIFICATIONS

1. PURPOSE AND SCOPE: The West Virginia Department of Health and Human Resources, Bureau of Children and Families, Pendleton County office is soliciting bids to establish a contract for Mailing Machine Rental services. This request is covered in part or in whole by federal funds. All bidders will be required to acknowledge and adhere to Attachment 1- “Provisions Required for Federally Funded Procurements.” NOTE: The WVDHHR has developed an EEOP Utilization Report and it is available at: http://intranet.wvdhhr.org/ops/EEO/forms/H1.5%20Utilization%20Report%20and%20EEO%20policy.pdf

2. DEFINITIONS: The terms listed below shall have the meanings assigned to them below. Additional definitions can be found in section 2 of the General Terms and Conditions.

2.1 “Contract Services” means rental of mailing machine and accessories as more fully described in these specifications.

2.2 “Pricing Page” means the pages, contained wvOASIS or attached hereto as Exhibit A, upon which Vendor should list its proposed price for the Contract Services.

2.3 “Solicitation” means the official notice of an opportunity to supply the State with goods or services that is published.

3. QUALIFICATIONS: Vendor, or Vendor’s staff if requirements are inherently limited to individuals rather than corporate entities, shall have the following minimum qualifications: N/A

4. MANDATORY REQUIREMENTS:

4.1 Mandatory Contract Services Requirements and Deliverables: Contract Services must meet or exceed the mandatory requirements listed below.

4.1

4.1.1 Mailing Machine

4.1.1.1 Mailing machine must be Pitney Bowes DM125 or equal digital mailing machine system.

4.1.1.2 Mailing machine rental equipment must include 5 lb scale, postage on call, RCP (rate change protection), meter rental.

4.1.1.3 Mailing machine must be semiautomatic. It must be able to process mixed mail.

4.1.1.4 Mailing machine must be capable of processing a minimum of 65 envelopes per minute with scale interfaced to meters capable of weighing letters and packages up to 5 pounds.

4.1.1.5 Mailing machine must have an automatic tape dispenser.

4.1.1.6 Mailing machine must provide a low-ink indicator.

4.1.1.7 Mailing machine must be new. Remanufactured, refurbished, used, or demo machines will not be acceptable.

4.1.1.8 Prices shall include all shipping, delivery, training, maintenance, and set up expenses.

4.1.1.9 Mailing machine must have ability to manually set date for pre-posting of mail.

4.1.1.10 Vendor must provide on-site training for the three users in the operation of the system and the procedures involved in preventive maintenance and trouble-shooting and must be completed to the satisfaction of the WVDHHR Pendleton Co Office. Vendor will contact the WVDHHR Pendleton County Office users every six months to see if additional training is needed for current or replacement users. Vendor must provide all manufacturer user manuals.

4.1.1.11 Vendor must provide assistance to WVDHHR Pendleton County Office via phone help operator as needed to provide information and direction to remedy service issues and avoid unnecessary down time. Vendor must dispatch local Customer Service Representative within 24 hours should avoidance steps given through phone help not be able to correct situation.

4.1.1.12 Contract is inclusive of all maintenance.

4.1.1.13 Vendor should provide with their bid a copy of any hardware or software licensing and/or support terms and conditions to which the State of West Virginia or the Agency must agree to or accept, either in writing or digitally, in order to order and receive the commodities or services offered as part of this contract. Written terms will be required prior to the award of any contract resulting from this solicitation. Failure to provide additional terms and conditions may result in disqualification of the vendor’s bid.

5. CONTRACT AWARD:

5.1 Contract Award: The Contract is intended to provide Agency with a purchase price for the Contract Services. The Contract shall be awarded to the Vendor that provides the Contract Services meeting the required specifications for the lowest overall grand total cost as shown on the Pricing Page.

5.2 Pricing Page: Vendor should complete the Pricing Page by listing monthly rental rate of each item in Column C. Then multiply the amount in Column C by 60 and put the amount in Column D. This should be done for each item listed. If the cost of any item is included in the cost of the machine, indicate this by putting the word “included” in Column C and then put zero in Column D. Once this has been completed, add the cost of each item as indicated in Column D and put this total on the last line of Column D next to Grand Total. Vendor should complete the Pricing Page in full as failure to complete the Pricing Page in its entirety may result in Vendor’s bid being disqualified.

Vendor should type or electronically enter the information into the Pricing Pages through wvOASIS, if available, or as an electronic document.

6. PERFORMANCE: Vendor and Agency shall agree upon a schedule for performance of Contract Services and Contract Services Deliverables, unless such a schedule is already included herein by Agency. In the event that this Contract is designated as an open-end contract, Vendor shall perform in accordance with the release orders that may be issued against this Contract.

7. PAYMENT: Agency shall pay monthly rental fee, as shown on the Pricing Pages, for all Contract Services performed and accepted under this Contract. Vendor shall accept payment in accordance with the payment procedures of the State of West Virginia.

8. TRAVEL: Vendor shall be responsible for all mileage and travel costs, including travel time, associated with performance of this Contract. Any anticipated mileage or travel costs may be included in the flat fee or hourly rate listed on Vendor’s bid, but such costs will not be paid by the Agency separately.

9. FACILITIES ACCESS: Performance of Contract Services may require access cards and/or keys to gain entrance to Agency’s facilities. In the event that access cards and/or keys are required:

9.1. Vendor must identify principal service personnel which will be issued access cards and/or keys to perform service.

9.2. Vendor will be responsible for controlling cards and keys and will pay replacement fee, if the cards or keys become lost or stolen.

9.3. Vendor shall notify Agency immediately of any lost, stolen, or missing card or key.

9.4. Anyone performing under this Contract will be subject to Agency’s security protocol and procedures.

9.5. Vendor shall inform all staff of Agency’s security protocol and procedures.

10. VENDOR DEFAULT:

10.1. The following shall be considered a vendor default under this Contract.

10.1.1. Failure to perform Contract Services in accordance with the requirements contained herein.

10.1.2. Failure to comply with other specifications and requirements contained herein.

10.1.3. Failure to comply with any laws, rules, and ordinances applicable to the Contract Services provided under this Contract.

10.1.4. Failure to remedy deficient performance upon request.

10.2. The following remedies shall be available to Agency upon default.

10.2.1. Immediate cancellation of the Contract.

10.2.2. Immediate cancellation of one or more release orders issued under this Contract.

10.2.3. Any other remedies available in law or equity.

11. MISCELLANEOUS:

11.1. Contract Manager: During its performance of this Contract, Vendor must designate and maintain a primary contract manager responsible for overseeing Vendor’s responsibilities under this Contract. The Contract manager must be available during normal business hours to address any customer service or other issues related to this Contract. Vendor should list its Contract manager and his or her contact information below.

Contract Manager: ______________________ Telephone Number: ________________________ Fax Number: ______________________________ Email Address: ____________________________

Revised 10/27/2014