Bids on 2 MLOCR'S

The State of Maine's Division of Purchases is requesting quotations for the lease of two Mail Logistics and Optical Character Recognition Systems (MLOCRs), with bids due November 17, 2009. Award will be made to the lowest responsible bidder based on best value, with in-state preference applied in tie situations.

The scope comprises one MLOCR capable of sorting at least 20,000 letters per hour with a minimum of 32 bins for delivery to 45 Commerce Drive in Augusta, and a second MLOCR capable of sorting at least 35,000 letters per hour with a minimum of 80 bins (60 designated for incoming mail) for delivery to 68 Sewall Street in Augusta. Both units must be new, not refurbished, and operate using identical software to ensure operator interchangeability. Maximum footprints are 56 feet by 32 feet at the first location and 58 feet by 23 feet at the second location. The lease term is five years with an option for extension by mutual agreement. Installation of the second unit cannot commence until the first unit is operational and processing mail.

Evaluation criteria are price (50 percent), service quality (25 percent), and equipment specifications (25 percent). Bidders must commit to four-hour or less response times for service calls, with quarterly payment reductions of 1 percent per missed response time after the second occurrence within 30 days and potential equipment replacement after three months of continued failures. Vendors must provide comprehensive technical and electrical specifications, detailed service plans with certified technician availability, auto-replenishing supplies with a minimum 60-day buffer, toll-free emergency and help desk numbers, preventative maintenance schedules, and implementation support for Full Service IMB barcodes and USPS Move Update requirements at no additional cost. A comprehensive client reference list detailing specific equipment usage, inbound sorting capabilities, and on-site service availability is required; failure to provide this list may result in bid disqualification. Pricing must be submitted on a quarterly invoice basis, inclusive of all equipment adjustments, supplies, maintenance, shipping, delivery, and setup costs.