Mailing machine lease - Huttonsville Correctional

The West Virginia Department of Homeland Security, Division of Administrative Services, on behalf of Huttonsville Correctional Center & Jail, is soliciting bids for a mailing machine lease contract through an Automated Request for Quotation (ARFQ) process, identified as Solicitation Number ARFQ 0608 DCR2600000115. The procurement seeks five specific deliverables: one new Quadient IX-7 mailing system with dynamic weigh platform and 30-pound scale (or equal) capable of processing mixed size and weight mail at a minimum of 140 letters per minute with USPS Intelligent Mail Indicia compliance; one new Omation 210 letter opener (or equal) featuring a self-adjusting feeder and 3,500-envelope chip bin capacity; one new Quadient 70-pound weigh platform for shipping (or equal) compatible with the IX-7 system; Quadient SMART Online shipping software (or equal) with USPS merchant rates access and address validation capabilities; and Quadient NeoStats app for departmental accounting (or equal) with automated data collection and reporting functions. Sealed bids must be submitted electronically through wvOASIS or in signed physical form by April 24, 2026, at 10:30 a.m., with vendor questions due in writing by 2:00 p.m. on April 17, 2026. A non-mandatory pre-bid meeting will be held on April 17, 2026, at 2:00 p.m., with attendance strongly encouraged. The contract will be awarded to the vendor providing all required items at the lowest overall total cost, with contract pricing required to be firm for the entire contract life. Vendors must acknowledge receipt of all addenda through the Addendum Acknowledgement Form, maintain Commercial General Liability Insurance of at least $1,000,000 per occurrence with the State listed as additional insured, obtain a two-year maintenance bond, and designate a primary contract manager available during normal business hours; vendors must also provide quarterly reports and annual summaries documenting items purchased throughout the contract term.

The solicitation documents do not explicitly identify set-aside designations or restrictions on the types of organizations eligible to respond, nor do they list any incumbent vendors or current contractors. The contract term extends for five years with potential renewal upon mutual written consent of both the Agency and Vendor, with renewal requests to be submitted thirty days prior to contract expiration. Vendors must comply with all applicable federal, state, and local laws, West Virginia's Confidentiality Policies, and Information Security Accountability Requirements, and they are prohibited from charging additional fees beyond those expressly provided in the solicitation. Payment will be made in arrears only after delivery and acceptance of goods or services, with vendors required to accept payment by electronic funds transfer or P-Card. The solicitation documents do not specify an overall budget range or possible award value; however, the pricing structure requires vendors to submit unit prices and extended costs for each of the five line items on the agency-provided Exhibit A Pricing Page, with failure to provide complete pricing resulting in automatic disqualification. Equipment is to be shipped to and invoiced at Huttonsville Correctional Center, PO Box 1, RT 250 South, 109 HCC Boulevard, Huttonsville, West Virginia.