District Operations Postage Meter Machines

The State of Maine's Division of Purchases is requesting bids on postage meter machines for District Operations across sixteen locations in five districts, with bids due January 19, 2012.

The scope covers tiered equipment based on daily mailing volume: three very high-volume machines (500+ mailings daily), three medium/high-volume machines (200–300 mailings daily), two medium-volume machines (150–200 mailings daily), six low-volume machines (30–100 mailings daily), and two very low-volume machines (fewer than 30 mailings daily). All machines must include built-in scales of at least 5 pounds capacity or equivalent separate scales, postage-by-phone capability, e-certified capability, and differential weighing or weigh-on-the-go options appropriate for volume levels. Vendors must provide separate quotes for configurations with and without sealing capability. Service response requirements include equipment restoration to operational status by end of business the following business day; if repair is not feasible, a loaner or replacement machine of equivalent capability must be provided at the location by end of business the following business day.

The contract term is two years with all pricing firm throughout. Billing consolidates into five monthly invoices—one per district manager—with itemized line items for each location. Pricing shall include mail machine equipment cost, meter rental, USPS postage rate change protection, and hardware and software support. Payment terms allow forty-five days from invoice date via credit card or Maine's Advantage ME electronic funds transfer system. There are no early termination penalties if any locations close prior to contract expiration. The vendor retains equipment ownership and responsibility for all taxes, fees, and filing costs associated with the leased equipment.

Award evaluation weights service performance and references equally with cost (50 points each). Vendors must submit three current references. In case of tie bids, preference is given to in-state bidders or those offering commodities produced or manufactured in Maine. Electronic bid submission is mandatory. Questions due date is not specified in the source materials.