DFAS Cleveland Mailroom 60 month Contract
Closed Pre-Solicitation Posted
- Solicitation number
- HQ0103517926
- Agency
-
Defense Finance and Accounting Service
Department of Defense
- Responses due
- Set-aside
- No set-aside
Opportunity facts
- NAICS code
- 532420 Office Machinery and Equipment Rental and Leasing
- PSC
- W074 Lease Or Rental Of Equipment- Office Machines, Text Processing Systems, And Visible Record Equipment
- Place of performance
- Cleveland, Ohio 44199, United States
- Points of contact
Notice details come from SAM.gov. Updated .
About this opportunity
The Defense Finance and Accounting Service (DFAS) Cleveland is conducting a Request for Information (RFI) to assess market capabilities for a comprehensive mailroom equipment lease and maintenance contract. The procurement seeks a 60-month lease for digital mailing systems, including a digital mailing machine and folding/inserting machine system with integrated mail tracking capabilities. Key contract objectives include maintaining USPS regulations compliance, supporting mission-essential functions, and refreshing the current mailroom technology infrastructure. Interested vendors must respond by April 18, 2025, at 12:00 p.m. Eastern, providing detailed information about their company, CAGE code, business size, previous service experience with Department of Defense agencies, and any existing federal government schedule contracts. The evaluation criteria will focus on vendor capabilities, technical specifications alignment, and potential to meet DFAS Cleveland's specific mailroom equipment requirements.
The solicitation does not have a specific small business set-aside designation, indicating the procurement is open to businesses of all sizes. The contract is structured with one base year and up to four potential option years, to be performed at the DFAS Cleveland Federal Office Building. While precise award values are not specified, the RFI seeks vendors capable of providing equipment with capabilities to process 3,000-5,000 envelopes per hour, including integrated barcode tracking, multiple fold options, and comprehensive maintenance services. Technical requirements include letter processing speeds of 130+ letters per minute, integrated shipping label printers, address verification systems, and an Intelligent Mail Package Barcode system with five handheld scanners, two PCs, and a barcode printer. The government emphasizes the need for a high-quality mail delivery system that supports the agency's mission-essential functions, with requirements for a five-year full product warranty and on-site maintenance within 24 hours of request.
Notice text
REQUEST FOR INFORMATION, DFAS-CLEVELAND
Please respond by: Friday, April 18, 2025, 12:00 p.m. Eastern.
The objective is to provide Defense Finance and Accounting Service (DFAS) Cleveland with the ability to continue its mission with a high-quality mail delivery system and meet all USPS regulations and have a supporting MEF – Mission Essential Function system.
DESCRIPTION:
DFAS- Cleveland is issuing this Request for Information (RFI) to determine how many capable vendors are interested in this requirement and to determine how many of these interested vendors are Small Businesses.
NOTE: This is NOT a Request for Quotation (RFQ); this is a Request for Information (RFI) ONLY. It is no mandatory to provide a quote at this time but quoting estimated pricing will assist in market research.
Highlights of expected requirement:
-The project is to buy or have a 60-Month Lease of Mailing Systems: Digital Mailing Machine and, Folding/Inserting Machine System with Inbound and Outbound Mail tracking including peripherals, provide maintenance on 2017 Lease-to-own machine, and modem rental for mail systems.
-The location of the machines and where service is to be performed is at the DFAS Cleveland, Federal Office Building (FOB) 1240 East 9th Street, Cleveland, OH 44199-2055.
-The period of performance is expected to be for one base plus up to four option years.
-The tentative Statement of Need and Schedule of Items are attached to this posting- please review for details.
PLEASE PROVIDE THE FOLLOWING INFORMATION IN YOUR RESPONSE (all of these are listed in the Schedule of Items attachment):
1) Your company’s name, address, email address, telephone number, and point of contact.
2) Provide your CAGE code.
3) Provide your business size (small, large, other).
4) Has your company provided this type of service before?
If yes, has your company provided this type of service to a Department of Defense Agency?
If yes, please note which agency or agencies, the award number(s), and the time period during which the service was provided.
5) Does your company have any existing Department of Defense or federal government (for example, GSA, NASA SEWP, etc.) schedules for this type of maintenance and service work?
If yes, please provide your schedule contract number(s) and note which Schedule the contract is on (GSA, NASA SEWP, etc.).
This RFI is being issued only to determine how many vendors in the open market are interested in and capable of providing the type of maintenance and service listed, the size of these businesses, and whether any of the responding businesses have existing contracts for this type of service on any Schedule contracts (like GSA, NASA SEWP, NIH, CHESS, etc.).
PLEASE NOTE: It is no mandatory to provide a quote at this time but will assist in market research.
SEND YOUR RESPONSE TO:
POC: Veronica Hay- Contract Specialist, DFAS-Columbus/CSD.
Email address: veronica.c.hay.civ@mail.mil
Please provide your response and any questions via email by Friday, April 18, 2025, 12:00 p.m. Eastern.
Files
| File | Type | Posted |
|---|---|---|
| Attach 2- SON Mailroom Refresh.pdf | ||
| Attach 1 - Schedule of Items Table.doc | DOC document |
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