USPS RFI 3A-25-A-0035 Postmarking Machine in Retail Space Final JL v1.pdf

USPS Request for Information (RFI) – 3A-25-A-0035 Self-service Postmarking and Cancellation Machine in Retail Space

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This Request for Information (RFI) is for planning purposes only. It provides an opportunity for the industry to verify the reasonableness and feasibility of the program objectives, as well as to promote competition. This RFI is not to be construed as a commitment by the U.S. Postal Service (“Postal Service” or “USPS”), nor will the Postal Service pay for the development of information submitted in response.

The Postal Service does not intend to award a contract on the basis of this RFI or to pay for the information requested. This RFI is issued for the purpose of obtaining market information regarding the Self-service Postmarking and Cancellation Machine in Retail Space.

Background

The Postal Service is evaluating the feasibility of a Self-service Postmarking and Cancellation Machine in Retail Space for letter and flat mail. The machine will be used in the Retail Test Lab at Postal Service Merrifield, VA facility. The purpose is to assess the feasibility of a secure, efficient, and fully self-service option for customers to postmark their own for letter and flat mail at Postal Service retail locations.

Requirements

The technical requirements and objectives of the project are described in the attached Statement of Objectives (“SOO”), “Self-service Postmarking and Cancellation Machine in Retail Space” dated February 21, 2025, Rev. 1. Respondents should review the SOO and applicable documents listed in the SOO to understand the technical scope and requirements as specifically defined.

The Postal Service is seeking to identify proven integration respondents interested in providing the Self-service Postmarking and Cancellation Machine in Retail Space. The Postal Service will evaluate the information received to establish a sustainability plan and/or sourcing approach.

Information provided in response to this RFI will be reviewed, and respondents who provide a feasible solution may be considered for a potential future formal Request for Proposal (RFP). However, the contracting officer has the authority to extend invitations to compete to additional respondents if it is in the best interest of the Postal Service.

Responding to this RFI

Respondents to this RFI are to provide information that addresses the requirements described in the SOO and shall include, at a minimum, the following:

• Written technical response as to how the supplier can meet the System Objectives/Goals identified in the SOO, including, but not limited to, the following:

o Design or upgrade or replacement equipment to address performance, life expectancy and maintainability concerns.

o Develop the software necessary to integrate the new componentry into the Self-service Postmarking and Cancellation Machine in Retail Space to the Postal Service with, at a minimum, unlimited rights to the underlying intellectual property o Take full responsibility for identifying how the current componentry is integrated into

2 of 3 USPS RFI 3A-25-A-0035 Postmarking Machine in Retail Space Final JL v1 the Self-service Postmarking and Cancellation Machine in Retail Space and develop subsystem interfaces that encompass all the new componentry and how it is integrated into the Self-service Postmarking and Cancellation Machine in Retail Space and database.

• Supplier information, history, and experience o Company information to include company name, any subsidiaries or associated companies, company address, company website, company overview, and Point of Contact name and phone number/email address.

o Information detailing the supplier’s current and past experience in providing the offered technology/solution

• Financial capability information o Information to sufficiently demonstrate the supplier’s financial and organizational capability, including relevant past performance and information demonstrating the financial strength (e.g., balance sheets or income statements) and resources available to manage and execute the development and production of the solution. Dun & Bradstreet information and rating should be included.

• Estimated cost proposal and lead time for each proposed upgrade/replacement option.

• Provide a written report detailing recommendations for potential upgrade or replacement options. This report shall include the rationale for decisions made regarding the options including the pros/cons of each option.

Additional Information

Proprietary information, if any, should be kept to a minimum and MUST BE CLEARLY MARKED. Please be advised that all submissions become Postal Service property and will not be returned.

A purchasing team will review and evaluate information submitted by interested respondents who timely respond to this RFI. Please note that this RFI does not in any way commit the Postal Service to make any award.

Any questions pertaining to this RFI should be directed to Kevin Wang at yun.wang@usps.gov and Jane Liu at jingjie.liu@usps.gov no later than 5:00 PM Eastern Standard Time (EST) on Monday, March 17, 2025. All questions received timely will be consolidated, and the Postal Service will respond to all questions in an amendment to this RFI that all respondents can view on Monday, March 24,2025 . The USPS will not provide separate individual responses to respondents’ questions.

Final submissions in response to this RFI must be received via email no later than 5:00 PM EST on Monday, March 31, 2025. The requested information must be submitted via email electronically via PDF or PowerPoint to:

Kevin Wang Purchasing and Supply Management Specialist Email: yun.wang@usps.gov 8403 Lee Highway – Dewey Building Merrifield, VA 22082-8150 mailto:@usps.gov mailto:jingjie.liu@usps.gov mailto:@usps.gov

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Jane Liu Contracting Officer & Team Leader, Mail Protection & Letter Technology Email: jingjie.liu@usps.gov 8403 Lee Highway – Dewey Building Merrifield, VA 22082-8150

This RFI does not commit the Postal Service in any way to make an award, to test or purchase any equipment, or to pay for the information requested as a result of this publication and notice. Information received in response to this RFI/market research will be used for internal business case evaluation and to determine the viability of future procurement opportunities. Information submitted under this request will only be used internally by the Postal Service and will not be disclosed publicly unless such information is already determined to be in the public domain.

Applicable RFI Provisions

The following standard Postal Service RFI provisions apply:

Provision A-1: Restriction on Disclosure and Use of Data (March 2006) (MODIFIED)

Respondents that include in their submissions data they do not want used or disclosed by the Postal Service for any purpose other than proposal evaluation may take the following steps:

a. Include on the title page or in the introductory material of their submission the following: “This submission includes data that may not be duplicated, used, or disclosed outside the Postal Service

— in whole or in part — for any purpose other than to evaluation. If, however, a contract is awarded to this offeror as a result of — or in connection with — the submission of such data, the Postal Service will have the right to duplicate, use, or disclose the data to the extent provided in the resulting contract. This restriction does not limit the Postal Service’s right to use information contained in the data if it is obtained from another source without restriction. The data subject to this restriction are contained in sheets (Respondent insert numbers or other identification of sheets).”

b. Mark each sheet of data they wish to restrict with the following legend: “Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this submission.”

Provision A-2: RFI for Information or Planning Purposes (March 2006) (MODIFIED)

a. The Postal Service does not intend to award a contract based on this RFI or to pay for the information requested.

b. This RFI is issued for the purpose of gathering market information to purchase the Self-service Postmarking and Cancellation Machine in Retail Space.

mailto:jingjie.liu@usps.gov