Mailing Machines/Postage Meters for Statewide Courts

The State of Maine, Division of Purchases, is requesting bids for mailing machines and postage meters to serve the Judicial Branch statewide courts at 41 locations, with proposals due September 22, 2011. Tie bids will be resolved with preference given to in-state bidders or those offering commodities produced or manufactured in Maine.

The scope encompasses postage meter equipment and mail machines across seven capacity tiers, from very high volume (500+ daily mailings) down to very low volume (fewer than 30 daily). Equipment specifications require scales with a minimum 5-pound capacity and postage-by-phone account capability. Vendors must provide separate quotes for configurations with and without sealers. Current machines in use include the DM100, DM300, DM400, DM525, and K700 models; the Violations Bureau in Lewiston and Portland District Court represent peak volume locations at 485 and 413 average daily pieces respectively.

The contract term is three years with implementation required by December 31, 2011, and early termination without penalty if any court location closes before the term expires. All pricing must remain firm throughout the contract period. Service and repair response must restore equipment to operational status by close of business the following business day, with loaner or replacement machines available within the same timeframe if repair is not feasible. Billing consolidates through a single quarterly invoice to the Administrative Office of the Courts, itemized by location, encompassing mail machine equipment costs, meter rental, USPS postage rate change protection, and hardware and software support. Equipment ownership remains with the vendor throughout the lease period, and all taxes, fees, and filing costs related to leased equipment are the vendor's responsibility.

Awards will be made to the lowest responsible bidder considering best value to the State. The Division reserves the right to reject any or all bids and to increase or decrease quantities by up to 10%. Cash discounts of 20 days or more will be considered in determining the lowest bidder. Questions are not separately dated; bids are due September 22, 2011.