Digital Mailing Machine for Webster County DHHR

The West Virginia Department of Health and Human Resources (DHHR), Bureau of Children and Families, issued Request for Quotation (RFQ) BCF 16-31 on behalf of Webster County to procure a digital mailing machine system on a rental basis. The solicitation seeks quotes for a Pitney Bowes DM400C or equivalent digital mailing machine equipped with a 30-pound scale, feeder deck, stacker, and all associated equipment capable of automatically feeding and sealing mixed open and closed flap envelopes while processing a minimum of 90 envelopes per minute. The vendor must provide installation, maintenance, repair services, annual on-site training, manufacturer user manuals, phone support for troubleshooting, and dispatch a local customer service representative within 24 hours if remote resolution is unsuccessful; all shipping, delivery, training, maintenance, and setup expenses must be included in the quoted monthly rental price. The five-year contract will be effective October 1, 2016, through September 30, 2021, with the digital mailing machine to be delivered to the Webster County Office in Webster Springs, West Virginia by October 3, 2016. Pricing shall be calculated on a monthly rental basis for each line item (digital mailing machine/meter, 30 lb scale, feeder deck, and stacker) multiplied by 60 months to determine the grand total cost, with pricing remaining firm for the life of the contract. The deadline for written questions was noon EST on July 15, 2016, and bid submissions were required by noon on July 25, 2016, directed to Tammy Garten at WVDHHR Region IV, 200 Davis Street, Princeton, West Virginia 24739, with award made to the lowest overall grand total bidder.

West Virginia resident vendors, small businesses, women-owned businesses, and minority-owned businesses may request vendor preference consideration, which can provide cost evaluation advantages ranging from 2.5% to 5% upon written certification and compliance with specific qualification requirements such as four-year West Virginia residency or employing at least 75% West Virginia resident employees. All vendors must execute a Purchasing Affidavit affirming that they and related parties do not owe debts exceeding one thousand dollars in aggregate to the state or its political subdivisions and are not in employer default status. Prospective vendors must provide proof of workers' compensation insurance of $100,000 or more and commercial general liability insurance of $250,000 or more prior to contract award, and must register with the West Virginia Purchasing Division. The solicitation incorporates the Agency Master Terms and Conditions from the West Virginia Purchasing Division by reference and includes Provisions Required for Federally Funded Procurements, as the contract is covered in part or in whole by federal funds, requiring compliance with applicable federal regulations including the Davis-Bacon Act, Contract Work Hours and Safety Standards Act, and the Byrd Anti-Lobbying Amendment. Vendors must submit copies of any hardware or software licensing and support terms and conditions that the state or agency must accept prior to contract award, with failure to provide such terms potentially resulting in bid disqualification. No incumbent vendor or budget amount was specified in the available documentation.