Hardware and Software Maintenance - Pitney Bowes Equipment

The State of Colorado, Department of Personnel and Administration, is soliciting proposals for hardware and software maintenance services for Pitney Bowes equipment through a sole source procurement for Denver County and Denver City. The procurement covers maintenance and software support for the Integrated Document Solutions program, which includes one Pitney Bowes Flowmaster production inserter, one Pitney Bowes Olympus II letter sorter, one Pitney Bowes EZ Flats sorter, two Umove Software Licenses, two Pitney Bowes sorter software licenses, and one Pitney Bowes DC Server Package that collectively processes approximately 5,800,000 envelopes annually. The contractor must provide a two-hour response time during normal business hours (7:00 a.m. to 6:00 p.m., Monday through Friday), on-site repair services within twenty-four hours, an average on-site response time of four hours or less, and parts delivery within twenty-four hours of order placement, with weekend services available on an as-needed basis with advance scheduling. The contractor must also provide annual software license continuation including all available updates, patches, new releases, and help desk support. A mandatory requirement is authorized access to proprietary Pitney Bowes source code for the sorter software, and vendors must demonstrate this capability through written documentation. The contract is for one year effective July 1, 2018, with two potential one-year renewal options. Responses must be submitted to Larry Ryan at dpa_contracts@state.co.us or by hard copy to the State of Colorado Department of Personnel and Administration by June 1, 2018, at 11:00 A.M. MST/MDT.

This is a sole source procurement with no alternative proposals or terms and conditions permitted; responding vendors must accept the current contract terms, pricing, service specifications, and requirements without modification. No set-aside designations for disadvantaged enterprises or restrictions on organization types are identified in the procurement documents. The State will contact vendors demonstrating authorized access to proprietary Pitney Bowes source code to discuss service provision details and pricing for written acceptance. This procurement represents a continuation of existing services, indicating an incumbent contractor relationship, though no specific incumbent vendor name is disclosed in the available documentation. The specific award value or budget range is not disclosed in the posted procurement materials and will be determined during negotiations with the selected vendor.