Sources Sought_Mail Metering Equipment Lease and Smart Lockers

WPAFB, OMC May 20, 2026 1 Wright Patterson Air Force Base Official Mail Center Statement of Work For Mail Metering Machine Lease -and- Smart Locker Purchase -- 1 of 14 -- WPAFB, OMC May 20, 2026 2 I. Mail Metering Machine Lease 1.0 SCOPE: This Statement of Work (SOW) defines the effort required for mail metering at the Wright-Patterson AFB (WPAFB) Official Postal Center (OPC), hereinafter referred to as the WPAFB OPC, located at Wright-Patterson AFB, Ohio. The lease requirement shall be in accordance with (IAW) this SOW. Background. The WPAFB OPC requires the services of metered postage for mail processed through two high-volume postage meters and machines for use in the Official Postal Center. All users lease meters, and postage meters are only compatible when used on postal equipment manufactured by the same vendor. Therefore, postage metering equipment and meters must be leased from United States Postal Service (USPS) certified vendors. The Government requires the equipment to maintain a 97% operational rate. Further, the Government requires currency on all USPS changes made to rates and methods/types of mailing. These changes are mandated and authorized by the USPS Board of Governors for all commercial mailers, and all vendors require USPS certification prior to implementing the USPS-mandated changes. APPLICABLE DOCUMENTS & TRAINING The Contractor shall make available operational handbooks on all leased equipment at the start of the contract. In lieu of printed handbooks, the contractor shall advise the government Contracting Officer Representative (COR) of the online source for operational assistance. The Contractor shall provide initial training by a factory-trained technician on the postal metering equipment, software capabilities, and report creation and generation when equipment is delivered and be available to respond to questions throughout the life of the contract. Further, training shall be provided by technicians who are trained in all aspects of equipment usage and software capabilities and must be available for further training as changes occur throughout the life of the contract at no additional cost to the Government. REQUIREMENTS The contractor shall provide lease equipment to meet the requirements specified in this SOW. Equipment and Software Postage metering equipment shall be modular in design. -- 2 of 14 -- WPAFB, OMC May 20, 2026 3 All postage metering equipment and software shall be USPS compliant and have the ability to accept GSA Schedule 48 pricing. Further, all future changes to terminology or rates the USPS enacts throughout the life of the contract shall be provided through updated software at no additional cost to the Government. All postage metering equipment and software must be capable of interpreting P-39 barcode symbology and translating that information to the reports management system. The software shall be able to generate Intelligent Mail Indicia (IMI), which provides the highest standard of integrity and security, ensuring information is securely transmitted to and from postage evidencing systems, making mail flow more efficiently. The contractor shall provide two (2) high-volume leased digital Postage Meters with dynamic weighing modes, differential weighing, and integrated weighing platforms capable of processing letters and flats simultaneously, specifically, mixed mail. High-volume postage metering equipment shall be capable of processing a minimum of 300 letters per minute, with a minimum size of 3.5” x 5” and a maximum size of 13” x 15”. High-volume postage metering equipment shall be capable of automatically adjusting the thickness required for processing mixed mail with a minimum thickness of 0.25” and a maximum thickness of 0.75”. High-volume postage metering equipment shall be capable of processing 1,500 pieces of mail per day for maximum productivity. The contractor shall provide two (2) remotely connected weighing platforms for each high- volume postage metering machine capable of weighing mail up to a minimum of 70 lbs. The contractor shall provide five (5) new standalone computer workstations that will utilize the contractor’s web-based software to process USPS mail. The contractor shall provide five (5) new desktop computers with the most current version of the Windows operating system. The desktop computers will have a minimum of one (1) VGA input, one (1) HDMI input, one (1) ethernet port, and five (5) USB ports, with the following specs: Intel® Core™ Ultra 5-225 processor (10 Cores, 20MB Total Cache, 3.3GHz), 16 GB (1 x 16 GB, DDR5, 5600 MT/s), and a 512 GB, M.2, PCIe NVMe, SSD. The contractor shall provide five (5) Zebra model ZD421D printers with a print speed of four seconds and 300 DPI print quality. The contractor shall provide five (5) USB-connected weighing platforms for each standalone station capable of weighing mail up to 70 lbs. -- 3 of 14 -- WPAFB, OMC May 20, 2026 4 The contractor shall provide five (5) wired keyboards with numerical keypads and five (5) wired mice. (2) Handheld scanners All postal metering equipment shall include the capability to print postage meter tapes and allow users to manually generate meter tape for postage rate corrections. The Contractor shall provide the OPC supervisor with the capability to assign individual user logins for 20 personnel and 3 admin logins. The contractor shall provide two (2) Thermal printers for the postage meters. The contractor shall provide two (2) wired keyboards with numeric keypads and two (2) mice for the meters. All postal metering equipment and software must be capable of processing multiple batches of mail at one time while applying billing to 100+ different accounts. The contractor shall provide postal metering equipment and software capable of allowing user-defined reports. Reports must be able to capture specific periods of time, for example, from a begin date to an end date. The contractor shall provide two (2) external laser printers to be used…