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Mail Center Equipment,Operation and Maintenance

District Of Columbia, United States
Government : Federal
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The U. S. Office of Personnel Management (OPM), Facilities, Security & Emergency Management (FSEM), Facilities Management Branch (FMB) provides mail service for the Theodore Roosevelt Building located at 1900 E Street, NW, Washington DC, 20415, White House Fellowship, 29 external Field locations, and other Agency customers.


In support of its mission, the FMB Mail Center requires a contractor to provide equipment in order to assure continued performance of daily incoming and outgoing mail operations in support of a U.S. Government Headquarters Building in Washington, D.C. The lease of such products/equipment shall include all necessary software licenses, upgrades and full maintenance for the duration of the contract. The mail center, which supports various different internal Government entities, performs the following functions, and thus equipment will be used in order to accomplish the following mission:

• Directing and administering daily mail center activities, which include collecting, handling, processing and distributing mail for all OPM internal organizations;
• Accepting incoming mail from the United States Postal Service (USPS) and other external sources;
• Distributing materials from external government agencies, entities, internal offices (interoffice mail);
• Accepting and signing for certified mail, registered mail, and accountable mail; and
• Distributing materials using office distribution lists and; processing outgoing mail and parcels.


All required software licenses, upgrades and full maintenance of equipment shall be included.


Not applicable. (N/A)



5.1. Equipment #1: Postage Meter Machine (Mailing System) - Summary Requirements

• Monthly Lease must include full maintenance service on all equipment and rate change protection.
• Meter rental included in monthly lease.
• Automatic software update, automatic downloads of new postage rate.
• Meter rental included in monthly lease.
• Unlimited onsite service for equipment, travel time, parts, labor, cleaning, scheduling and unlimited maintenance calls and service throughout the 12 month leasing.
• Two hour response time for maintenance calls.
• At least a three speed choice for processing mail.
• Processing 200-300 letters per minute.
• Yearly mail processing amount 600,000 -800,000 pieces
• Machine must have auto sealer for unsealed letters.
• Print reports regarding postage usage data from each machine, for various internal OPM customers.
• Able to calculate each departments spending according to amount put into system and able to print a notice when spending limits nears $200 minimum.
• Print reports on postage usage and cost for different type of mailing (certified, express first class etc.) by department.
• Identify any standard industry discount rate.


5.1.1 Ancillary Equipment Required Postage Meter Machine (Mailing System)
• To support all services as noted above

Quantity / Description
2 Mailing System:
2 Weighing Scales
2 Touch Screen Monitors
2 Keyboards
2 Printers
2 Meter Rentals
2 Hardware/Software

5.2 Equipment #2: Web Tracking System (WTS) - Summary Requirement

• Monthly Lease must include full Maintenance service on all equipment.
• Track inbound and outbound packages and accountable mail (certified, express, priority etc.).
• Tack signature, date and time items were delivered.
• Track date and time package and accountable mail received in Mail Center and where packages are located.
• Access to track package on line after delivery has been made to capture who accepted/signed for each item.

5.2.1 Ancillary Equipment Required for WTS (Web Tracking System)

Quantity / Description

• 1 - touch screen monitor
• 1 - key board
• 1 - hardware/software
• 1 - printer
• 2 - scanners and charging docks

5.3. Delivery:

The contractor shall be responsible for the delivery and installation of all equipment as well as the removal of any associated debris or packing material.

The contractor shall deliver equipment, and perform installations during regular business hours: Monday-Friday, 7:00a.m.-4:30 p.m. The contractor shall notify the Contracting Officer's Representative (COR) at least 48 hours prior to delivery.

5.4. Training

Upon delivery and installation of equipment, the contractor shall coordinate with the COR and provide operational training to OPM Mail Center personnel until the personnel are able to operate the equipment independently.

The contractor shall provide a telephone number for technical support for use by OPM Mail Center personnel to obtain assistance regarding problem solving and/or the operation of the Postage Meter (Mailing System and the Web Tracking System (WTS) and any other equipment being leased to OPM.

5.5 Instruction/Manuals

The contractor shall provide instruction/manuals for each piece of equipment that OPM leases.

5.6. Maintenance/Service on all Equipment

For each piece of equipment leased by OPM, the contractor shall:

• Respond within two hours to OPM request for service, support, and assistance;
• Provide a schedule to perform routine maintenance of all equipment

• Replace parts within forty-eight (48) hours unless otherwise specified.


The period of performance will be for five years (one (1) 12 month base year and four (4) 12 months option periods. Award of option periods are at the discretion of the Government.


All work will be conducted at Office of Personnel Management Theodore Roosevelt Building 1900 E Street NW, Washington, D.C. 20415. Mail Center, Room Number B-431, Washington, DC 20415.


The Point of Contact is Ms. JoAnn Elsey 202 606 2065 and


A firm fixed priced delivery order for the mail center equipment.


The Government shall monitor the maintenance/service on the equipment according to the Summary of Requirements paragraph 5.6.



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