Postal Meter Rental and Maintenance

1. THIS IS A SOURCES SOUGHT ANNOUNCEMENT TO BE USED FOR MARKET ANALYSIS IN DETERMINING THE AVAILABILITY OF POTENTIALLY INTERESTED PARTIES (1,000 employees under NAICS 532490), AS WELL AS POTENTIAL SMALL BUSINESS STATISTICS. NO AWARDS WILL BE MADE FROM THIS SOURCES SOUGHT. NO SOLICITATION IS AVAILABLE AT THIS TIME. THEREFORE, DO NOT REQUEST A COPY OF A SOLICITATION. ALL RESPONSES WILL BE USED TO DETERMINE THE APPROPRIATE ACQUISITION STRATEGY FOR THE FUTURE ACQUISITION. 2. Ellsworth AFB, SD is seeking sources interested in a possible contract to provide postal meter leasing and maintenance for Pitney Bowes manufactured equipment. The current postage meter equipment (shell) and supplies were purchased in 2006 from Pitney Bowes. Each meter is made up of a shell that houses the main system the meter itself is leased from the manufacturer. We are currently leasing 1 GALAXY/DM POWER STACKER, 1 70/150 LB SCALE PLATFORM, 1 DM900 WOW BASE, 1 LASER PRINTER, 1 TRACKING ASSISTANT PDT, 1 PROGRAMMABLE LASER SCANNER, 1 SMA ARRIVAL, 1 SOFTGUARD FOR DM900 and 1 LOW COST PSD all from Pitney Bowes. The period for the lease and maintenance is 1 October or date of award, whichever is later, through 30 septemver 2012. 3. All interested parties are invited to provide the following information about your company/institution, or any teaming or joint venture partners. Interested parties are requested to submit a statement of capability outlining past work relative to this requirement. The statement of capability shall include: a) Contractor Name - Address - Point of Contact (POC) - POC phone number(s) and email addresses - CAGE Code - Website, if applicable - State if your company is registered under NAICS Code 811490 or not b) Description of Relevant Contract Experience (Government and Commercial) - Contract number - Description of the requirement - Dollar Value - POC for the requiring activity - POC address, e-mail, phone number(s), fax number, and the company's web page, if applicable This information shall be no more than 5 pages (one-sided, 12 pitch, Times New Roman). 4. Contractors capable of providing these services should submit a Statement of Capability containing the above referenced information via e-mail to the person(s) stated below in paragraph seven (7). Any information provided by industry to the Government as a result of this sources sought synopsis is strictly voluntary. Responses will not be returned. No entitlements to payment of direct or indirect costs or charges to the Government will arise as a result of contractor submission of responses, or the Government's use of such information. The information obtained from industries responses to this notice may be used in the development of an acquisition strategy and future RFP. 5. ORGANIZATIONAL CONFLICT OF INTEREST (OCI) The Federal Acquisition Regulation (FAR) Part 9.5 requires that action to avoid, neutralize, or mitigate potential organizational conflict of interest be accomplished. Potential Offerors will notify the Contracting Officer (CO) in writing within 5 days of the receipt of the actual RFP (RFP to be released at a later date) regarding any actual/potential OCI and provide applicable mitigation plans. 6. Responses are due no later than 1200 MST, Friday,2 September 2011, and shall be electronically submitted to all of the following: Contract Administrator, SrA Aaron Brandt, aaron.brandt@ellsworth.af.mil, the Contracting Officer, SSgt Adam Barnes,adam.barnes@ellsworth.af.mil and the Flight Chief, Mr. Steve Gustaf, steven.gustaf@ellsworth.af.mil. 7. Questions relative to this market research should be sent electronically to SrA Aaron Brandt. NO PHONE INQUIRIES. All communications shall be in writing by referencing "Postal Meter Rental and Maintenance". DO NOT MAIL. Place of Performance: Ellsworth AFB, SD, United States. Primary Point of Contact: SrA Aaron Brandt, Contract Administrator, aaron.brandt@ellsworth.af.mil, Fax: 605-385-1741. 8. THIS IS A NOTICE FOR SOURCES SOUGHT ONLY. THIS IS NOT A REQUEST FOR PROPOSAL OR INVITATION FOR BID. THERE IS NO BID PACKAGE, SOLICITATION, SPECIFICATIONS OR DRAWINGS AVAILABLE WITH THIS ANNOUNCEMENT. IT DOES NOT CONSTITUTE A PROCUREMENT COMMITMENT BY THE U.S. AIR FORCE, IMPLIED OR OTHERWISE. NO CONTRACT WILL BE AWARDED FROM THIS SOURCES SOUGHT. RESPONSE IS STRICTLY VOLUNTARY; NO REIMBURSEMENT WILL BE MADE FOR ANY COSTS ASSOCIATED WITH PROVIDING INFORMATION IN RESPONSE TO THIS SYNOPSIS OR ANY FOLLOW-UP INFORMATION REQUESTS. THE GOVERNMENT SHALL NOT BE LIABLE FOR OR SUFFER ANY CONSEQUENTIAL DAMAGES FOR ANY IMPROPERLY IDENTIFIED INFORMATION. STATEMENT OF WORK Mail Equipment Rental and Maintenance 1. Service provided: Contractor shall provide all transportation, labor, and supplies for maintenance and service of the same items or equal, mail equipment as follows: 1. Pitney Bowes 1 Machine Act # 1901-0724-86-2 2. MP49 70/150 Ib scale platform 3. DVOO DM900 WOW Base 4. U7PS Galaxy/DM Power Stacker 5. 1AOO Postal Security Device 6. 1000 Intellilink Interface Rental and maintenance agreement for these machines are for the period of 1 October 2011 to 30 September 2012. 2. Location of equipment: 28 CS/SCOK OMC 610 Twining Street Ellsworth AFB, SD 57706 3. Hours of service: Monday thru Friday, 7:00am - 4:00 pm excluding federal government holidays. 4. Frequency of service: monthly lease and maintenance as required. 5. Payments: To be made monthly based upon work accomplished and an itemized invoice submitted in Wide Area Workflow. 6. Safety: The contractor and contractor representatives shall comply with Air Force safety Standards at all times while on government property. These include, but are not limited to: a. Wearing of seatbelts/shoulder harness at all times while driving on Ellsworth AFB. b. Observice maximum speed limits, 25 MPH unless otherwise posted on Ellsworth AFB. c. No cell phone use while driving on Ellsworth AFB. Meter Machine Specification Meter Machine Mailing Materials: - The meter machine needs to meet the following requirements for mailing materials: - Minimum envelope dimensions - 3.5 inches x 5 inches (89 mm x 127 mm) - Postcard - Maximum envelope dimensions - 13 inches x 15 inches (330 mm x 381 mm) - Minimum envelope flap depth - 1 inch (25.4 mm) - Maximum envelope flap depth - 3-7/8 inches (98 mm) - Minimum envelope thickness - 0.007 inches (0.18 mm) - Maximum envelope thickness - o 3/4 inch (18 mm) - Acceptable envelope materials: - Standard envelope paper - Disc mailers - Self-mailers - Onion skin / air mail - Tyvek and plastic (only with printing coating) - Tri-fold mail - Pre-sealed envelopes Envelope flap profiles: - Commercial (square and baronial) - Executive - Monarch Tape rolls width: - 1-1/17 inches (36 mm) wide - 4.5 or 5 inch rolls Meter Machine General Equipment Specifications The meter machine needs to meet the following requirements for general equipment specifications: - Compliant with USPS requirements - Mail processing speed - About 300 pieces per minute - Keypad available for specific options: - Alpha-numeric keypad - A locking mode using a PIN - Arrow keys - Select mail class - Menu options - Main screen preset - View/set-up custom presets - Lock meter head - Stop action key - Confirm key (i.e. Enter, select, confirm) - Reset meter head - Start mail processing - Print postage - Clear contents or go to previous screen - Mode select - View accounts - View specific funds - Help key - 15 programmable job presets - Allow set-up for maximum of 50 accounts - Shape-based pricing - Advertisement storage - At least 10 advertisements - Inscription storage - At least 20 inscriptions - USB attached scale for parcels that can hold up to - Ability to connect to a PC to track, analyze and manage postal expenditures - Adjust font type - Postage to be applied to parcels, the postage is automatically printed on a self-adhesive stamp - Ability to key in desired postage - Direct port for printer device to print specific information from either the connected PC or meter machine - Detachable meter head - Ability to hold sealant solution for envelopes - Automatically update with current USPS prices Specific General Options for the Meter Machine Department Accounts: - Create at least 50 separate accounts - Edit account names - Account names can be alpha-numeric - Ability to password protect certain accounts - View current accounts Job Presets: - Program up to 15 different job presets - Edit job preset names - Job presets can be alpha-numeric - Delete job presets - Apply current job setting as a job preset Alpha-Numeric Keypad: - Alpha-numeric keys, including symbols (i.e. Comma, period, question mark, etc.) and shift key Menu Options: - Option to key in desired postage amount - Option to weigh first mail piece and apply same amount of postage for each piece afterward - Option to weigh each piece as it processes - Manually enter weight of mail piece to print off proper postage - Seal envelopes - with this option it will also count how many envelopes went through the meter; no postage is applied. Reset Meter Head: - Instead of removing and reattaching the meter head to the machine, a button is available to reset the machine View Specific Funds: - View the following items: - Available in meter - Funds used - Total pieces processed - Quick refill of $10,000 - Refill of amount other than $10,000 - Get postage by contacting manufacturer - View pending downloaded rates Detachable Meter Head: - Meter head should be detachable from meter machine. Meter head is a very accountable piece of equipment and must be kept in the safe. Reports: - View the following reporting options for the month: - View individual accounts total applied postage - View all accounts total applied postage - View last 5 refills - View receipt of last refill - View report of funds used, available, total pieces processed, etc.