Purchase or Lease of SENDPRO+ Postage Meter Machine or Equivalent

The City of Warwick, Rhode Island, located in Kent County, is seeking to procure a SENDPRO+ Postage Meter Machine or an equivalent device through a competitive bid process (Bid2026-201). The procurement offers vendors the option to submit proposals for either purchasing or leasing the postage machine, with specific requirements including mid-volume mailing capabilities, processing capacity of up to 1,000 pieces per mailing, and integrated features such as a 15lb scale and shipping label printer. The machine must be capable of accessing rates from USPS, UPS, and FedEx, and meet precise dimensional and functional specifications. Sealed bids are due by 11:00 AM on September 17, 2025, at the Warwick Purchasing Division, with vendors required to provide comprehensive pricing information covering purchase price, warranty terms, annual service contract costs, and lease pricing for both annual and five-year terms. The City reserves the right to award the contract in part or full and may consult additional purchasing consortiums like the RI State MPA, NASPO, and MHEC for comparative pricing. Evaluation will be based on the lowest responsive bid price, with the successful bidder required to comply with all applicable City, State, and Federal regulations.

The bid does not explicitly mention specific set-aside designations for disadvantaged enterprises. For leasing proposals, vendors must provide a Certificate of Insurance for General Liability with a minimum coverage of $1 million, with the City of Warwick named as an additional insured. While specific budget ranges are not detailed in the documentation, the procurement allows for flexibility in acquisition method, offering both purchase and lease options. The five-year lease option includes service, which may provide additional cost predictability for the city. No incumbent vendor information is provided in the solicitation, and there are no explicit restrictions on the types of organizations that can respond to the bid. The City's approach suggests an open competitive process designed to secure the most advantageous postage metering solution for municipal mailing needs, with potential integration into existing city infrastructure and workflow systems.