Digital Mailing Machine for Webster County DHHR

The West Virginia Department of Health and Human Resources (WVDHHR), Bureau of Children and Families, is seeking a procurement for a digital mailing machine for the Webster County DHHR office through a Request for Quotation (RFQ). The specific procurement is for a Pitney Bowes DM400 or equivalent digital mailing machine system with a 30 lb scale, feeder deck, postage on call, meter rental, and stacker. The machine must be capable of processing a minimum of 90 envelopes per minute and include a tape dispenser for larger flats and packages. Vendor requirements include providing annual on-site training, phone support, and comprehensive maintenance throughout the contract period. The contract will be a 60-month rental term, with an effective start date of October 1, 2016, through September 30, 2021. Key submission deadlines include a question submission cutoff of August 25, 2016, at noon EST, and a final bid response deadline of September 1, 2016, at 1:00 PM EST. The contract will be awarded to the vendor providing the required mailing machine at the lowest overall grand total cost.

The procurement offers vendor preference opportunities under West Virginia's vendor preference program, which allows qualifying vendors to receive a 2.5%, 3.5%, or 5% preference based on residency status, employment of state residents, or veteran-owned business classification. The contract is partially or wholly funded by federal funds, which means vendors must comply with extensive federal procurement provisions outlined in 2 CFR 200, including administrative remedies, Davis-Bacon Act requirements, and anti-lobbying regulations. While specific budget details are not explicitly stated, vendors are required to complete a pricing page detailing monthly rental rates and total 60-month costs for the mailing machine and accessories. The agency will be responsible for monthly rental fees, with the vendor covering all associated mileage and travel costs. No incumbent vendor information is provided, and the solicitation does not specify any specific set-aside designations beyond the vendor preference program. The procurement is open to vendors who can meet the technical specifications and comply with state and federal contracting requirements.