Digital Mailing Machine for Pendleton County BCF Office

The State of West Virginia, Department of Health and Human Resources, Bureau of Children and Families is soliciting quotations for a 60-month lease of digital mailing equipment and related services for the Pendleton County office through Request for Quotation (RFQ) ARFQ BCF 18-22. The procurement encompasses five line items: an Automatic Postal Mailing Machine (Pitney Bowes DM125 or equivalent), postal scales rated for 5 pounds, a feeder deck, an end stacker, and comprehensive installation, maintenance, and repair services. The mailing machine must be new equipment capable of processing a minimum of 35 envelopes per minute (revised from 65 per the addendum), equipped with a 5-pound scale, low-ink indicator functionality, and an automatic tape dispenser (though the tape dispenser requirement was eliminated per Addendum 1). The vendor must provide on-site training for three users, conduct contact checks every six months regarding additional training needs, supply manufacturer user manuals, and offer 24-hour phone support with local customer service representative dispatch within 24 hours if needed. All shipping, delivery, setup, training, maintenance, and associated expenses must be included in quoted pricing, along with postage on call, rate change protection, and meter rental services. The contract will be awarded to the vendor submitting the lowest overall grand total cost meeting all mandatory specifications. The RFQ was issued November 8, 2017, with a deadline for written questions by November 14, 2017, at 1:00 PM, and bid responses due by November 21, 2017, at 1:00 PM. Bids may be submitted through WV OASIS, by fax, by mail, or by hand delivery to the Financial Clerk at the BCF Grant County Office in Petersburg, West Virginia, with equipment to be delivered to the Pendleton County Office in Franklin, West Virginia.

The solicitation does not specify particular set-asides or restrictions limiting responses to disadvantaged enterprises or specific organization types, though all bidders must be properly registered with the West Virginia Purchasing Division and licensed in good standing with applicable state and local agencies prior to contract award. Vendors must maintain Commercial General Liability Insurance in the amount of $1,000,000 and comply with workers' compensation insurance requirements. The procurement is designated as a fixed-amount agency contract with a term beginning January 1, 2018, with a five-year contract period. Because this procurement is covered in part or in whole by federal funds, all bidders must acknowledge and adhere to provisions required for federally funded procurements, including mandatory federal contract clauses related to civil rights compliance, labor standards, environmental regulations, nondiscrimination, prevailing wage requirements where applicable, Buy American Act provisions, and accessibility standards under the Americans with Disabilities Act. No incumbent vendor information, existing technology integration requirements, or specific budget values are disclosed in the solicitation documents. The contract operates on Net 30 payment terms with FOB Destination, and the State reserves the right to reject any bid and may cancel the contract with thirty days' written notice if materials or workmanship do not conform to specifications.