Digital Mailing Machine for Marion County BCF Office

The State of West Virginia, Department of Health and Human Resources, Bureau of Children and Families, is seeking a qualified vendor to provide a digital mailing machine rental system for the Marion County BCF Office located at 416 Adams Street, Suite 307, Fairmont, WV 26554. This Request for Quotation (ARFQ BCF16032) solicits pricing for a 12-month lease arrangement for a Pitney Bowes DM575 digital mailing machine or equivalent equipment capable of processing a minimum of 160 envelopes per minute, along with a 0 to 30-pound postal scale, automatic feeder deck, end stacker, and comprehensive installation, maintenance, and repair services. The equipment must be new, not remanufactured or used, with automatic capability to feed mixed mail and seal both open and closed flap envelopes. Required vendor deliverables include on-site training for three users, ongoing technical support via phone, on-site customer service within 24 hours when needed, all manufacturer user manuals, and assumption of all maintenance, shipping, delivery, setup, and training costs. The award will be made to the vendor submitting the lowest overall grand total cost meeting all mandatory specifications, with pricing submitted on a monthly basis for 12-month calculation. The deadline for submission of questions is July 11, 2016, at 4:00 PM EST, with responses due by July 18, 2016, at 4:00 PM EST. Responses should be directed to Mary (Susie) Teel, Financial Clerk, at (304) 558-1294 or susie.m.teel@wv.gov.

The procurement includes provisions for West Virginia vendor preference consideration through the Vendor Preference Certificate (WV10), which may provide preference eligibility to in-state vendors and resident businesses meeting defined residency and operational requirements within the state. This contract is funded in part or in whole by federal funds, requiring all bidders to acknowledge and comply with provisions for federally funded procurements as outlined in the Federal Funded Procurements documentation. Vendors must complete and submit an Addendum Acknowledge Form as part of their bid package to demonstrate receipt and review of all issued addenda, failure to do so may result in bid rejection or disqualification. All vendors must designate a primary contract manager available during normal business hours and are responsible for all mileage, travel costs, and facility access card management. Vendors must provide copies of any hardware or software licensing terms and conditions requiring State acceptance prior to contract award, and vendor default can result in immediate contract cancellation. No specific incumbent vendor information or award value amounts are disclosed in the available procurement documents; however, the contract structure establishes a fixed-amount agency contract with unit pricing for each equipment component and service line item.