Mailing machine lease - Huttonsville Correctional

This Agency Request for Quote (ARFQ) issued by the West Virginia Department of Homeland Security, Division of Administrative Services, on behalf of Huttonsville Correctional Center & Jail, seeks bids to establish a five-year term contract for mailing machine rental and related equipment services. The procurement encompasses five specific deliverables: one new Quadient IX-7 mailing system with dynamic weigh platform and 30 lbs scale (or equal) capable of processing mixed size/weight mail at 140 letters per minute minimum with USPS Intelligent Mail Indicia compliance; one new Omation 210 letter opener (or equal) featuring a self-adjusting feeder and 3,500-envelope capacity chip bin; one new Quadient 70 lbs weigh platform for shipping (or equal) compatible with the IX-7 system; Quadient SMART Online shipping software (or equal) providing USPS label generation and merchant rates access; and Quadient NeoStats app (or equal) for departmental accounting with automated data collection and reporting capabilities. Contract award shall be made to the vendor providing all items meeting required specifications for the lowest overall total cost. Vendors must designate a primary contract manager available during normal business hours (Monday-Friday, 8:00 AM to 5:00 PM EST) and provide quarterly reports and annual summaries documenting purchases and dollar values. The deadline for submittal of written questions is 2:00 PM on April 17, 2026, with a non-mandatory pre-bid meeting also scheduled for April 17, 2026 at 2:00 PM. Sealed bids must be submitted electronically through wvOASIS or as requested by April 24, 2026 at 10:30 AM, with all vendors required to acknowledge receipt of any addenda issued with the solicitation.

The solicitation documents do not explicitly identify set-aside designations, incumbent vendors, or restrictions on organizational types eligible to respond. However, vendors must comply with all applicable federal, state, and local laws and regulations and must accept payment by electronic funds transfer or P-Card without charging additional fees not expressly provided in the solicitation. The apparent successful vendor is required to provide proof of commercial general liability insurance in the amount of $1,000,000 per occurrence and a two-year maintenance bond covering the equipment prior to contract award. Pricing is firm for the life of the contract unless otherwise specified, with payment made in arrears after delivery and acceptance of goods or services. The contract is contingent upon funds being appropriated by the West Virginia Legislature, with the contract voiding effective July 1 if funding becomes unavailable for any fiscal year. No specific budget range, award value, or pricing information is disclosed in the solicitation documents, as vendors must complete the provided pricing page in its entirety with unit costs and extended costs for each of the five line items. Equipment is to be delivered to Huttonsville Correctional Center, located at PO Box 1, RT 250 South, 109 HCC Boulevard, Huttonsville, West Virginia, with the contract buyer contact listed as Wassef Maazaoui at 304-558-9093 or wassef.maazaoui@wv.gov.