Second RFQ Questions Final.pdf

1. Processing Speed Definition

• Question: The SOW specifies a minimum processing speed of 130 letters per minute. Different manufacturers rate speed based on different document sizes — for example, some base it on a 6" postcard while others use a standard #10 envelope (9.5"). Could you clarify what document size or standard the 130 LPM requirement is based on?

• Answer:

The 130 letters per minute (LPM) requirement should be based on the standard for letter-size mail as defined by AR 25-51, which includes mail up to 6 1/8 inches by 11 1/2 inches, such as a standard #10 envelope.

2. Scale Capacity & Commercial Pricing Integration

• Question: The requirement calls for a 70 lb. scale capacity. We want to confirm whether the Government also requires integrated USPS Commercial Pricing capability for packages over 1 lb. or 3/4" thick, which offers significant postage discounts (20–50%) through compliant address label printing and tracking. This would affect both equipment selection and long-term postage costs. Alternatively, if the intent is to use postage meter tapes only, that would result in Retail pricing.

Please advise on the preferred approach.

• Answer:

The requirement for a 70 lb. scale capacity is firm. The solicitation also requires the vendor to provide 'Discounted rates for Federal customers as applicable.' Bidders should include pricing options for systems that provide integrated USPS Commercial Pricing for packages, allowing for compliant address label printing and tracking to achieve available postage discounts.

3. Cost Center / Department Tracking

• Question: Regarding the reporting requirements, how many cost centers or departments need to be tracked for outgoing mail?

• Answer:

A single cost center is required for tracking all outgoing mail for the Alaska Army National Guard.

4. Lease Structure

• Question: The SOW indicates a base year with four one-year options. Would the Government be open to a five-year lease structure with a non-appropriation clause to potentially reduce annual costs, or is the annual option structure firm?

• Answer: The annual option structure of a base year and four option years is firm.

Proposals must adhere to the lease structure as outlined in the SOW.

5. Pricing Inclusions & Mail Volume

• Question: For the all-inclusive pricing, please confirm whether supplies (ink, labels, etc.) are to be included in the firm-fixed-price or billed separately. Additionally, could you provide the approximate monthly or annual mail volume so we can accurately estimate supply requirements?

• Answer:

Per the Statement of Work, pricing shall be all-inclusive and must include all replacement supplies. The approximate outgoing mail volume is 34 pieces and 132 incoming per month.

6. Contract Pricing Vehicle

• Question: Should we base our pricing on Federal Government contract rates, NASPO State and Local contract rates, or the lower of the two?

• Answer: Pricing should be based on competitive open-market prices.

7. Reporting System Details

• Question: Could you confirm whether web-based reporting with redundant backup capability is a firm requirement or a preference? Also, are there any specific data export or integration requirements for the reporting system?

• Answer:

Per the SOW, web-accessible reporting is preferred, and a redundant reporting capability is desired, but they are not firm requirements. The system must, however, be capable of electronic data transmission to reconcile postage expenditures with the Official Mail Accounting System (OMAS), as required by DoD policy. The system must report on the weight in pounds/ounces, cost per piece, total postage costs, and the number of outgoing pieces. Standard data export formats such as CSV or PDF are sufficient.