CA DMV postage system rental and support

The California Department of Motor Vehicles (DMV) has issued Request for Quotation (RFQ) #FOD24-2103 for a comprehensive postage system rental and support contract covering locations throughout California, specifically targeting Sacramento County and San Francisco City. The procurement seeks to acquire 183 postage systems: 109 systems capable of processing at least 60 pieces per minute for Grade I-III offices and 74 systems processing at least 95 pieces per minute for Grade IV-V offices. Required systems must comply with USPS Intelligent Mail Indicia (IMI) technology standards, include integrated digital scales, automatic feeders, and digital meters. The contract, spanning 25 months with an initial transition period, requires comprehensive support including equipment rental, maintenance, repairs, delivery, setup, removal, and all associated labor and logistical costs. Evaluation will be conducted using a 500-point scoring system, with primary emphasis on cost. Quotes are due by February 10, 2025, at 10:00 AM PST, with a public cost opening scheduled for February 11, 2025, and anticipated contract start dates of either March 1 or April 1, 2025.

The RFQ includes provisions for small business preference (5%) and Disabled Veteran Business Enterprise (DVBE) incentives (up to 5%), indicating a commitment to supporting diverse business participation. Bidders must submit separate technical and cost proposals and are prohibited from subcontracting 100% of the work. The procurement requires comprehensive reporting on equipment data, monthly meter balances, and consumable supplies, with initial equipment installation including two ink cartridges and meter strips per location at no additional cost. Subsequent consumable supplies will be purchased at manufacturer's published rates minus 10%. Contractors must adhere to strict service level agreements, with potential pro-rated payment reductions for non-performance. While specific budget ranges are not explicitly stated, the extensive system requirements and statewide deployment suggest a significant contract value. The DMV will require vendors to maintain service during standard business hours (Monday through Friday, 8:00 am - 5:00 pm) and comply with all USPS regulations regarding postage system usage and printing.