meters and accounting

The State of Maine's Division of Purchases is requesting quotations for the replacement and lease of mailing machines, meters, shipping systems, and accounting software across two locations in Augusta with a due date of August 31, 2009.

The scope encompasses two equipment options. Option I includes five mailing machines with integrated meters, scales, stackers, and tables at 68 Sewall Street; one mailing machine at 45 Commerce Drive; one shipping station at 68 Sewall Street capable of processing USPS, FedEx, and UPS commercial rates; two meters for Pitney Bowes 8 Series inserters at each location; spare meters; and centralized accounting software. Option II provides four mailing machines at the primary location and three shipping stations instead of one. All equipment must feature scales with 70-pound minimum capacity, communicate over the State of Maine LAN, support barcode scanners for billing codes and job numbers, and include replenishment capabilities via LAN or phone line.

The contract term is four years with no early-termination penalties if locations close before expiration. Pricing must be all-inclusive, covering meter and machine rentals, delivery, installation, equipment adjustments for postage increases, supplies based on usage estimates, and all maintenance and service. Billing is quarterly and itemized by location. Vendors must provide on-site initial staff training, auto-replenishing supplies with a minimum 60-day inventory, and a toll-free emergency supply number. Service response time must not exceed four hours from service-call placement, with a trained technician on-site within four hours and a loaner or replacement machine available by close of business the following day if equipment is irreparable. Two missed service responses within 30 days trigger a 1% quarterly payment reduction per occurrence; continued non-compliance over three months permits the State to remove and replace equipment at the vendor's cost.

Evaluation criteria are weighted at 50% price, 25% service, and 25% equipment. Awards are made to the lowest responsible bidder offering best value. The State reserves the right to reject any or all bids and increase or decrease quantities by up to 10 percent.