DFAS Mailroom Equipment Lease and Maintenance Services

Statement of Work (SOW) Defense Finance and Accounting Service (DFAS) Cleveland, Ohio Mailroom Equipment Lease and Maintenance Services 1.0 INTRODUCTION The purpose of this Statement of Work (SOW) is to acquire, through a sixty (60) month lease-to- own (LTO) arrangement, a digital mailing system for the Defense Finance and Accounting Service (DFAS) Cleveland mailroom. This acquisition includes postage meters, folding/inserting machines, an Intelligent Mail Package Barcode (IMpb) system, and all associated peripherals. The Contractor shall also provide comprehensive preventative and corrective maintenance, software updates, operator training, and technical support services for the duration of the 60- month performance period. The requirement includes continued maintenance and support services for existing folding/inserting machines currently in use, as well as inbound and outbound mail tracking capabilities. Additionally, modem and connectivity services are required to support postage refills, system updates, and compliance with United States Postal Services (USPS) requirements. 2.0 BACKGROUND DFAS Cleveland currently operates tabletop mailing systems that are approximately four to six years old and process an estimated 200,000 mail pieces annually (approximately 16,000 per month). To maintain operational efficiency and compliance with current USPS regulations and evolving postal and cloud-based software requirements, DFAS requires the acquisition or lease of an updated digital mailing system. The existing folding/inserting machines remain operational and will continue to be utilized; therefore, this requirement includes ongoing maintenance and support services for this equipment rather than replacement. 3.0 SCOPE OF WORK The Contractor shall provide all labor, equipment, software, peripherals, installation, maintenance, warranty, and training necessary to furnish a fully operational digital mailing and inserting system capable of meeting United States Postal Service (USPS) regulations and DFAS mission requirements. The system shall support inbound and outbound mail processing, accountable mail tracking, postage accounting, and intelligent mail package barcode (IMPB) functionality. The contract includes maintenance for existing equipment transitioning off a current lease and modem services for postage updates. 4.0 PLACE OF PERFORMANCE All work under this contract shall be performed at the following location: DFAS Cleveland -- 1 of 13 -- Statement of Work (SOW) Defense Finance and Accounting Service (DFAS) Cleveland, Ohio Mailroom Equipment Lease and Maintenance Services Federal Office Building (FOB) 1240 East 9th Street Cleveland, OH 44199-2055. 5.0 PERIOD OF PERFORMANCE 5.1 The period of performance shall consist of a one (1) year base period with four (4) additional option periods. 5.2 The contract shall include delivery, installation, initial acceptance, and comprehensive warranty and maintenance coverage. As detailed in Section 6.3, this coverage shall commence upon Government acceptance and remain active for the entire duration of the funded contract, up to a maximum of sixty (60) months if all option periods are exercised. 5.3 Delivery of all equipment shall occur within thirty (30) calendar days of contract award. This contract shall be structured as a sixty (60) month lease-to-own arrangement in accordance with the CLIN schedule and SOW Section 6.0. 6.0 TASKS AND REQUIREMENTS 6.1 Digital Mailing System (Quantity: 2) See minimum Technical Specifications Attachment 1 The Contractor shall provide, deliver, and install two (2) high-volume production digital mailing systems under a lease-to-own arrangement. Each system shall be capable of continuous, high- speed processing and weighing large volumes of mail with minimal interruption. The digital mailing systems required under this contract shall be acquired under a lease-to-own arrangement. Title to the equipment shall be transferred to the Government upon completion of the lease term, in accordance with the terms and conditions of the contract. The systems shall be designed to support enterprise-level mailroom operations and meet or exceed the following minimum requirements: • Postage Security: Include a Postage Security Device (PSD) or meter that is capable of remote resets and software/firmware upgrades. The Postal Security Device (PSD) must be integrated as an integral and essential component of the postage metering equipment itself. • Processing Throughput: Each system shall be capable of processing a minimum of 120– 150 pieces per minute (ppm) in a mixed mail environment and support sustained high- volume production operations without degradation in performance. -- 2 of 13 -- Statement of Work (SOW) Defense Finance and Accounting Service (DFAS) Cleveland, Ohio Mailroom Equipment Lease and Maintenance Services • Weighing System: Provide an integrated scale with both differential and continuous weighing capabilities to accurately process mail pieces of varying weights in a high- volume production environment. USPS Compliance: Ensure all postage processing is fully compliant with current United States Postal Service (USPS) standards. • User Interface: Include a user-friendly, color touchscreen interface to support efficient system operation and management in a production setting. • Mail Handling: Include a power stacker and conveyor system capable of supporting continuous, high-volume mail processing with minimal operator intervention. Accounting & Reporting: Provide integrated accounting and reporting functionality supporting a minimum of 100 separate accounts, with the ability to export data via external devices. • Barcode & Tracking: Support USPS electronic return receipt scanning and be fully integrated to print Intelligent Mail Package Barcodes (IMPB). • Connectivity: Be equipped with LAN connectivity for network integration and operational updates. (Note: A dedicated DSL line will be required for operation). • Proc…