digital mailing machine for Taylor Co

The State of West Virginia Department of Health and Human Resources, Bureau of Children and Families, issued an Automated Request for Quotation (ARFQ BCF 16-18) on behalf of Taylor County for the rental of digital mailing equipment and related services. The procurement seeks a 60-month lease of a Pitney Bowes DM525 or equivalent digital mailing machine capable of processing a minimum of 150 envelopes per minute, along with ancillary equipment including a 15-pound postal scale, feeder deck, end stacker, and barcode scanner for certified mail processing. The vendor must provide all equipment as new (not refurbished), on-site training for three users, manufacturer manuals, 24-hour local customer service dispatch, ongoing phone support, and comprehensive maintenance and repair services with all costs incorporated into the monthly rental rate, including shipping, delivery, setup, and anticipated travel expenses. The machine must accommodate flats up to 10" x 13" with sealing thickness up to 5/8 inch and operate in closed flap mode, with in-motion weighing and report printer functionality not required. Questions were due March 15, 2016, at 1:00 PM EST, and sealed bids were due March 30, 2016, at 1:00 PM EST, submitted either electronically through the West Virginia OASIS system or by mail/facsimile to the Taylor County office at 235 Barrett Street, Grafton, WV 26354. Award will be made to the vendor offering the lowest overall grand total cost, with pricing structured as monthly rates multiplied by 60 months to establish total contract cost.

All vendors must be registered with the West Virginia Purchasing Division and must acknowledge receipt of all issued addenda to avoid bid disqualification. The procurement includes vendor preferences for small, women-owned, and minority-owned businesses as outlined in the Vendor Preference Certificate, though no set-aside amounts or incumbent contractor information is specified in the solicitation documents. Vendors are required to obtain commercial general liability insurance of $1,000,000 and workers' compensation insurance of $1,000,000 per incident prior to contract award, and pricing must remain firm for the entire 60-month contract life unless otherwise authorized by the State in writing. The contract is funded in part or in whole by federal funds, requiring all bidders to comply with mandatory provisions for federally funded procurements and prevailing wage requirements. Contact information for inquiries is provided through Mary (Susie) Teel at (304) 558-1294, with technical support for the OASIS submission system available at (304) 558-6708. No specific budget amount, award value range, or incumbent vendor information is disclosed in the solicitation documents.