Digital Mailing Machine for Webster County DHHR

The State of West Virginia, Department of Health and Human Resources, Bureau of Children and Families, is issuing an Automated Request for Quotation (ARFQ BCF 17.06) for digital mailing machine rental services on behalf of Webster County DHHR. The procurement seeks equipment rental services for a 60-month lease period, with specific deliverables including a Pitney Bowes DM400 digital mailing machine or equivalent, a 30-pound scale, a feeder deck, a stacker, and comprehensive maintenance and repair services. The equipment must be new and capable of processing a minimum of 90 envelopes per minute, and the vendor must provide initial installation training, annual on-site training thereafter, manufacturer user manuals, 24-hour customer service response capabilities, and phone support for troubleshooting. All shipping, delivery, training, maintenance, setup expenses, and travel costs must be included in the monthly rental pricing. The RFQ was posted on August 19, 2016, with a question submission deadline of August 25, 2016, at noon EST, a response due date of September 1, 2016, at 1:00 p.m., and a contract effective start date of October 1, 2016, continuing through September 30, 2021. Award will be made to the vendor submitting the lowest overall grand total cost based on a 60-month pricing calculation, with pricing submitted on a monthly unit rate basis for each of the five line items.

The procurement incorporates West Virginia's vendor preference framework under W. Va. Code 5A-3-37, which allows qualified bidders to receive preference discounts ranging from 2.5 to 5 percent based on residency and employment criteria, including preferences for West Virginia resident individuals, resident partnerships and corporations with four years of continuous state headquarters location, vendors with qualifying state-based affiliates or subsidiaries, vendors certifying 75 percent employee residency during contract performance, qualified veterans, and certified small, women-, and minority-owned businesses. All bidders must submit a completed Purchasing Affidavit certifying under penalty of law that they and related parties owe no debts exceeding one thousand dollars to the state or its subdivisions and are not in employer default status, and must comply with all applicable federal procurement provisions as the contract is partially or wholly federally funded, including compliance with the Solid Waste Disposal Act, Davis-Bacon Act, Contract Work Hours and Safety Standards Act, Clean Air Act, Federal Water Pollution Control Act, Byrd Anti-Lobbying Amendment, and Equal Employment Opportunity requirements. The apparent successful vendor must obtain performance bonds and labor/material payment bonds, maintain Commercial General Liability Insurance of at least $250,000 and Workers' Compensation Insurance of at least $100,000, provide proof of required licenses and certifications prior to award, and maintain registration with the West Virginia Purchasing Division. No specific budget range or estimated award value is disclosed in the solicitation documents; however, the contract structure and specific funding details should be obtained directly from the DHHR Regional Comptroller at the Region IV office in Mercer County or from Tammy Garten at the WVDHHR Region IV office in Princeton, West Virginia.