Sole Source - Rental and maintenance of postal meters and mail handling equipment

DESC: NOTICE OF INTENT TO SOLICIT AND NEGOTIATE WITH ONLY ONE SOURCE, Pitney Bowes Global Financial Services LLC, to provide rental and maintenance of postal equipment for 144 reserve centers located throughout the United States and Puerto Rico UNDER AUTHORITY OF FAR 6.302. Pitney Bowes Global Financial Services LLC, 27 Waterview Dr., Shelton, CT 06484-4301. The value of the contract is expected to be under $26,500.00. Contract will be a firm-fixed price bridge contract for the rental and maintenance of postal equipment for 144 reserve centers located throughout the United States and Puerto Rico for a period of two months, 01OCT2015 through 30NOV2015. Award of the bridge contract will allow for procurement of a long-term solution on a competitive basis while minimizing any lapse in service. This Notice of Intent is not a request for Expressions of Interest (EOIs), proposals or quotations. No telephone inquiries will be accepted. No contract award will be made on the basis of EOIs, proposals or quotations received in response to this notice. Interested persons may identify their interest and capability to respond to the requirement, and should furnish detailed data concerning their capabilities to provide the services sought including pricing data and technical data sufficient enough to determine that a comparable source to the government is available. The Government will be the sole determiner regarding an offeror's ability to meet all requirements. A determination by the government not to compete this proposed contract based upon responses to this notice is solely within the discretion of the government. Information received will be considered solely for the purpose of determining whether to conduct a competitive procurement. EOIs sent via the U.S. Postal Service should be sent via email to brian.theisen@usmc.mil and copy tammy.demille@usmc.mil. EOIs may be submitted via facsimile to Attn: Sgt Brian Theisen and/or Tammy DeMille at 504-697-9742. The facsimile transmission must clearly identify this notice and the name of the contracting officer on the first page. Submitters bear the burden of ensuring that the EOI reaches the designated contracting officer on time and should allow a reasonable time for facsimile transmissions to be completed. All pages of the transmission must reach the office before the deadline specified and pages of a facsimile transmission that arrive in the office after the specified deadline will not be considered. The submitter bears the risk of non-receipt of facsimile transmissions and should confirm by telephone that any facsimile was received. All responses are due no later than Wednesday, September 30, 2015, at 1:00PM CDT. This purchase will be under Simplified Acquisition Procedures, FAR 13; Commercial Items, FAR 12; and Other Than Full and Open Competition as authorized under FAR 6.302-1. The anticipated award date is October 1, 2015. Points of contact for this procurement are Sgt Brian Theisen, brian.theisen@usmc.miland Tammy DeMille, tammy.demille@usmc.mil . PERFORMANCE WORK STATEMENT 1. Objective. The objective of this statement of work (SOW) is to obtain United States Postal Service support for postal operations for the Marine Forces Reserve (MARFORRES). 2. Background. The MARFORRES Postal Operations System (POS) for MARFORRES includes 144 sites that require direct postal support. The mail rooms at each of these locations vary in capacity and are governed by Title 39, U.S. Code, DoD Instruction 4525.6-M, and Marine Corps Orders 5110.4A and P5110.6B that require reporting, accountability, and fiscal responsibility. All system requirements must be fully operational and functional no later than the beginning of the business day on 01 January 2011. 3. Scope. The POS shall be functional at all sites. Sites are located throughout 48 continental states and Puerto Rico with collective historical throughput of over 1,000,000 pieces of mail annually. Approximately 90 percent of mail throughput is first class mail and 10 percent is accountable mail. As required, expedited mail will also be utilized on a limited basis. 3.1 Definitions (Qty 103) Small sites require support for one unit that typically negotiates 150 to 200 pieces of mail per month. (Qty 27) Medium sites require support for at least two sites that typically negotiate 1000 pieces of mail per month with frequent mass mail-outs. (Qty 14) Large sites require support for multiple units that typically negotiate over 2000 pieces of mail per month. 4. System Requirements. The postal solution for daily postage must accommodate postage throughput as defined by sites in paragraph 3.1. Web-based functions in part or total require Marine Corps Enterprise Network - NIPRnet (MCEN-N) access and compliance throughout the life of the system. Compliance must be completed by full operational capability. The proposed system: 4.1 Shall provide the ability to select and print postage at each reserve site per the requirements of each location; 4.2 Shall provide hierarchical reporting as explained in paragraph 6 and tracking of postage activity including, but not limited to costs and package sizes. Hierarchical reporting provides data, information, and reports available and accessible from using site, through the chain of organizational units, and to MARFORRES. 4.3 Shall provide organizational management of funds locally and/or remotely with hierarchical control measures. 4.4 Shall provide a web-based catalog for ordering consumables that are directly related to the postal system. Costs for these consumables will be absorbed by the individual site and will not be part of the contract. 5. Functional Requirements. The system shall: 5.1 Calculate postage (by weight multiplied by dimensions or by utilization of an integrated scale). 5.2 Have the capability to utilize any and all postage options authorized by the USPS. 5.3 Have funds remotely capped by the Program Manager, who must have the ability to adjust funding as needed. 6. Reporting Requirements. The government desires that the system be capable of capturing and reviewing all postal operation activities, including spending trends, postage debits, usage and the number of each type of letter (First Class, Certified, etc.) posted at each reserve site. Due to the fact that MARFORRES is the program manager for all sites, MARFORRES must have the ability to view each site's activity from a master account. Conversely, each site has to have the ability to view its own activity via their own account in order to internally manage their postal operations. 7. Security Requirements. The system/service provider shall: 7.1 Allow individual unit postage funds to be capped monthly or quarterly (amount to be determined by the Program Manager based on historic usage). 7.2 Utilize PIN code or password access for each reserve site in order for those sites to add postage funds. 7.3 Under no circumstance establish an account for any individual reserve site not included in the basic contract, or enhance the service at an existing reserve site unless authorized via a contract modification issued by the Regional Contracting Office, Marine Forces Reserve, 4400 Dauphine Street, New Orleans, LA 70146. 7.4 Under no circumstance replace any serialized equipment without first notifying the Program Manager. 8. Service Requirements. The service provider: 8.1 Shall have a network of qualified technicians that are readily available for consultation concerning repair or replacement of malfunctioning equipment and/or associated software. 8.2 Shall provide service and maintenance as needed, included as part of the contract so that individual units are not required to utilize local funding for repairs and/or service. 8.3 Shall inspect equipment annually for operational capability. 8.4 Shall provide service, as needed, within 48 hours with replacement of equipment, as needed, within 72 hours 8.5 Shall perform preventive maintenance annually. 9. Training Requirements. The Government desires that the service provider: 9.1 Provide complete user manuals for the system and/or all equipment at each reserve site. 9.2 Within the first 30 days after contract award, provide on-site training for at least one person at each reserve site. 9.3 Offer on-line training for at least one person for each reserve site and 10 persons at MARFORRES. 9.4 Provide on-site training for new system users resulting from personnel turnover as requested by MARFORRES.