Judicial Branch Mailing Machines

The Maine Judicial Branch is requesting quotations for rental services on 44 postage meters and 14 mail machines distributed across 40 locations statewide under a three-year term, with the RFQ revised October 15, 2008 and due October 27, 2008.

The scope spans machines categorized by volume: two very-high-volume machines (300+ mailings daily), 12 high-volume machines (100+ mailings daily), 17 medium-volume machines (50–100 mailings daily), and 13 low-volume machines (under 50 mailings daily). All equipment must include scales with minimum 5-pound capacity and postage-by-phone account capability. Bidders must submit three separate pricing scenarios for B700 machines — without feeders, with semi-automatic feeders, and with automatic feeders. The Judicial Branch currently operates primarily Pitney Bowes B700 and B900 models and some IP00 models across courts in Augusta, Bangor, Portland, Lewiston, and other municipalities, with the Violations Bureau in Lewiston identified as the highest-volume location at 623 estimated mailings per day.

Pricing must be submitted as a single monthly invoice itemized by location, including meter rental, machine rental, supply costs based on usage estimates, equipment adjustments for postage increases, and maintenance and service charges. An addendum requires two separate cost proposals: one for onsite delivery, installation, and training across all locations, and an alternative for delivery, installation, and training at a single central location only. The State will evaluate bids using a "best value" methodology considering pricing, equipment features, functionality, and service quality.

Service response requirements mandate that repairs be completed by close of business the day following a service call, with loaner or replacement machines provided by close of business the following business day if equipment is irreparable. Bidders must identify the number and qualifications of available service technicians and the locations and number of their service offices. The contract includes no penalties for early equipment removal should locations close prior to expiration. Historical spending across locations ranges from $1,000 to $70,000 annually, with FY07 and FY08 data provided as baseline metrics.