Digital Mailing Machine for Doddridge County BCF Office

The State of West Virginia Department of Health and Human Resources, Bureau of Children and Families, is issuing a Request for Quotation (RFQ) for the rental of digital mailing equipment and related services for the Doddridge County BCF Office. This procurement seeks bids for four line items on a 60-month lease basis: a Neopost IS-420 Digital Mailing Machine or equivalent, a 30-pound interfaced postage scale, electronic return receipt services, and installation, repair, and maintenance services for the mailing system. The digital mailing machine must be new (not refurbished or used) and equipped with an automatic label dispenser for self-adhesive labels, hand-fed capability, postage-on-call functionality, rate change protection, meter rental, catch tray, low-ink indicator, and the ability to manually set dates for pre-posting mail. Vendors must provide on-site training for users, complete manufacturer user manuals, phone support via help operator, and dispatch a local customer service representative within 24 hours if needed, with all shipping, delivery, training, maintenance, and setup expenses included in the monthly rental pricing. Pricing must be submitted on a monthly rental rate basis, with vendors multiplying the monthly rate by 60 to calculate the total cost over the contract period. The solicitation was issued on September 11, 2017, with written questions due by September 15, 2017, at 4:00 PM EST, and bid responses due on September 22, 2017, at 4:00 PM EST. Bids must be submitted through WVOASIS, by fax, or by mail to the Doddridge County BCF Office at 22 Herbert Avenue, Smithburg, WV 26436, with invoicing directed to the Ritchie County Office at 220 West Main Street, Harrisville, WV 26362. Award will be made to the vendor submitting the lowest overall grand total meeting all specifications, and all maintenance is included in the contract cost.

Vendors responding to this solicitation must comply with West Virginia Code 5A-3-10a by submitting a completed Purchasing Affidavit affirming under penalty of perjury that neither the vendor nor any related party owes debts exceeding one thousand dollars in aggregate or is in employer default status, with the affidavit requiring notary public authentication. Qualifying vendors may request preference consideration based on residency status through the Vendor Preference Certificate, with preferences available including a 2.5% preference for individual resident vendors or resident businesses with four years of continuous West Virginia residency, additional 2.5% preferences for resident vendors certifying that at least 75% of project employees are West Virginia residents with two years of continuous state residency, a 5% preference for vendors meeting multiple category requirements, and a 3.5% preference for resident veterans meeting residency standards. The solicitation is covered in part or in whole by federal funds, requiring all bidders to acknowledge and adhere to provisions for federally funded procurements. No incumbent vendor, current contractor, or specific budget allocation is identified in the available solicitation documents. Vendors must designate a primary contract manager available during normal business hours and shall be responsible for all mileage and travel costs associated with contract performance. The contract provides for default provisions allowing the agency to immediately cancel the contract or release orders upon failure to perform according to specifications or remedy deficient performance upon request.