DFAS Mailroom Equipment Lease and Maintenance Services

The Defense Finance and Accounting Service (DFAS) is seeking a comprehensive mailroom equipment and maintenance solution for its Cleveland facility under a firm-fixed-price, lease-to-own arrangement spanning 60 months. The contractor must deliver, install, configure, and provide operator training for two new high-capacity digital mailing systems capable of processing 120–150 pieces per minute in a mixed mail environment, along with all associated peripherals including postage meters, folding/inserting machines, and an Intelligent Mail Package Barcode (IMpb) system. These systems must be fully integrated with the Government’s IT infrastructure, including modem services that adhere to strict security protocols, and require a 60-month warranty covering all components. Simultaneously, the contractor is responsible for uninterrupted preventative and corrective maintenance, software updates, and technical support for the Government’s existing Pitney Bowes equipment and mail tracking systems throughout the entire performance period. The contract structure includes a one-year base period with four optional one-year extensions, bringing the maximum contract duration to five years, with all performance occurring at DFAS Cleveland, 1240 East 9th Street, Cleveland, OH 44199-2055. All equipment delivery must occur within 30 calendar days of award, and acceptance criteria require successful visual inspection, system power-up, network connectivity, postage updates, and a live test processing 100 mixed-mail pieces. The solicitation is evaluated using the Lowest Price Technically Acceptable (LPTA) process, meaning award will go to the most cost-effective offeror whose proposal meets all technical requirements. A critical pass/fail requirement is compliance with Cybersecurity Maturity Model Certification (CMMC) Level 1, which mandates the contractor complete a self-assessment in the Supplier Performance Risk System (SPRS) prior to award. Contractors must also comply with security provisions including Basic Safeguarding of Covered Contractor Information Systems and DFARS requirements for Federal Contract Information (FCI), which includes work schedules, maintenance logs, and technical documentation, though Controlled Unclassified Information (CUI) is not involved. Contractor personnel must be U.S. citizens or nationals, and those without a Tier 1 background investigation must undergo escorted access coordination, submit DFAS Form 9035, OF306, fingerprints, and a written request for restricted access. All submissions must be via email to Terri Davis and Miranda Rogers by 4:00 PM EST on June 26, 202