Digital Mailing Machine for Marion County BCF Office

The West Virginia Department of Health and Human Resources, Bureau of Children and Families, Marion County Office issued an Abbreviated Request for Quotation (ARFQ BCF16015) for the lease of a digital mailing machine and related postal equipment on a 12-month monthly basis. The procurement encompasses five line items: a Pitney Bowes DM575 digital mailing machine or equivalent capable of processing a minimum of 160 envelopes per minute with semi-automatic feeding and automatic postage label application; a 15 to 30 pound postal scale; a semi-automatic feeder deck; an end stacker; and comprehensive installation, maintenance, and repair services. All equipment must be new, not remanufactured or used, and vendors must provide on-site training for three users, manufacturer manuals, 24-hour customer service support, and semi-annual user assessments for additional training needs. The contract will be awarded to the vendor offering the lowest overall grand total cost based on monthly rental rates annualized over 12 months, with all shipping, delivery, training, maintenance, setup expenses, and vendor travel costs included in quoted prices. Vendors were required to submit written questions by January 7, 2016 at 4:00 PM EST, with quotation responses due by January 15, 2016 at 4:00 PM EST to the Marion County BCF Office Financial Clerk at 416 Adams Street, Suite 307, Fairmont, West Virginia 26554. Inquiries regarding the solicitation were directed to Mary (Susie) Teel at (304) 558-1294 or susie.m.teel@wv.gov, with procurement folder number 173604.

The solicitation documents indicate that this procurement is partially or wholly funded by federal funds, requiring all bidders to acknowledge and adhere to Provisions Required for Federally Funded Procurements. A Vendor Preference Certificate was included in the solicitation package, establishing preference policies and set-aside considerations for eligible vendors, though specific eligibility criteria and percentage preferences are detailed within that foundational policy document. The procurement does not identify any incumbent vendors or current contractors in the available documentation, nor does it specify current infrastructure or technology requiring integration beyond the general postal processing and mail-handling operational needs of the Marion County BCF Office. No explicit award value or budget range is disclosed in the solicitation materials, though the monthly lease structure and 12-month annualized cost evaluation methodology indicate the government's intent to control expenditures through competitive pricing mechanisms. The Marion County BCF Office reserved the right to reject any or all quotations and was not obligated to award to the lowest bidder, maintaining procurement discretion in final vendor selection.