DFAS Mailroom Equipment Lease and Maintenance Services

Solicitation / RFP / RFQ

This solicitation is for Lease and Maintenance Services for Mailroom Equipment at the Defense Finance and Accounting Service (DFAS)-Cleveland facility. The government is procuring a comprehensive mailroom equipment and maintenance solution.

• Lease-to-own arrangement for new, high-capacity digital mailing systems, including delivery, installation, configuration, and operator training, with a 60-month warranty.

• Uninterrupted preventative and corrective maintenance for existing on-site Pitney Bowes mailroom equipment, including parts and software updates.

• Compliance with Cybersecurity Maturity Model Certification (CMMC) Level 1 requirements for safeguarding Federal Contract Information (FCI).

• A single Firm-Fixed-Price (FFP) contract is anticipated.

• Period of Performance: Twelve (12) month Base Period plus four (4) twelve (12) month Option Periods.

• All services will be performed on-site at the DFAS-Cleveland facility.

• Quotations are due by email by 4:00 PM EST on June 26, 2026.

• Questions regarding the solicitation are due by 4:00 PM EST on June 19, 2026.

• Award will be made on a Lowest Price Technically Acceptable (LPTA) basis.

• Technical Approach will be evaluated on an Acceptable/Unacceptable basis.

• Quotes must remain valid for a minimum of sixty (60) days.

• Offerors must have an active entity registration in SAM.gov.

• This requirement is solicited as full and open competition.

• NAICS Code: 532420

• Small Business Size Standard: $40M

• The solicitation includes SF 1449, Statement of Work (SOW), and Solicitation Instructions.

• Offerors must acknowledge adherence to all personnel background vetting and on-site escort requirements.

• CMMC Level 1 self-assessment is a condition of contract award.

Statement of Work (SOW)

To acquire a sixty (60) month lease-to-own (LTO) arrangement for a digital mailing system for the Defense Finance and Accounting Service (DFAS) Cleveland mailroom. This includes postage meters, folding/inserting machines, an Intelligent Mail Package Barcode (IMpb) system, and associated peripherals. The contract also requires comprehensive maintenance, software updates, operator training, and technical support.

• Provide, deliver, and install two (2) high-volume production digital mailing systems capable of continuous, high-speed processing and weighing large volumes of mail.

• Systems must support inbound and outbound mail processing, accountable mail tracking, postage accounting, and IMpb functionality.

• Includes maintenance for existing folding/inserting machines and modem services for postage updates.

• The contract includes a lease-to-own arrangement, with title transferring to the Government upon completion of the lease term.

• Period of Performance: One (1) year base period with four (4) additional option periods, totaling up to sixty (60) months.

• Place of Performance: DFAS Cleveland, Federal Office Building, 1240 East 9th Street, Cleveland, OH 44199-2055.

• Delivery of all equipment within thirty (30) calendar days of contract award.

• Digital Mailing System: Minimum processing throughput of 120-150 pieces per minute (ppm), integrated postage security device, weighing system, USPS compliance, user-friendly interface, mail handling capabilities, accounting/reporting functionality, barcode/tracking support, LAN connectivity, and ability to process mail up to ½ inch thick.

• Intelligent Mail Package Barcode (IMpb) System: Comprehensive system for tracking inbound and outbound mail and packages, including hardware (printers, scanners, camera, PCs), software integration, and tracking/sorting capabilities.

• Maintenance and Support: Annual maintenance for all new and existing equipment (two Pitney Bowes Relay 7000 systems), including preventive and corrective maintenance. Comprehensive warranty for new equipment.

• Service Level Agreement (SLA): On-site response within twenty-four (24) hours for repairs or maintenance. All costs for maintenance are firm-fixed-price and included in lease CLINs.

• Modem Services: Required for postage updates and system functionality, adhering to Government IT specifications.

• Deliverables: Digital mailing systems, installation reports, user acceptance test reports, training materials, performance verification reports, IMpb system reports, transition and phase-in plan, signed maintenance agreement, monthly maintenance reports, and modem installation/compliance reports.

• Security: Compliance with Cybersecurity Maturity Model Certification (CMMC) Level 1 requirements for Federal Contract Information (FCI). Contractor personnel require escorted access and must meet specific security requirements including background checks and fingerprinting.

• Invoicing: Payment via Wide Area Workflow (WAWF).

• Data Protection: Compliance with CMMC Level 1 safeguarding requirements.

Wage Determination

This document is the Service Contract Act Wage Determination No. 2015-4727, Revision 29, last revised on May 13, 2026. It establishes the minimum wage rates and benefits required for various occupations performing services on federal contracts within the state of Ohio, specifically in the counties of Cuyahoga, Geauga, Lake, Lorain, and Medina.

• Applicability: This wage determination applies to contracts subject to the Service Contract Act.
• Occupational Listings: The document provides a comprehensive list of occupations with corresponding wage and fringe benefit rates. Bidders must ensure their proposed wages and benefits meet or exceed these minimums.
• Executive Orders:
  • Executive Order (EO) 13706 (Establishing Paid Sick Leave) applies to contracts awarded on or after January 1, 2015, requiring 1 hour of paid sick leave for every 30 hours worked, up to 56 hours per year.
  • Executive Order 13658 applies to contracts subject to the Service Contract Act awarded on or between January 1, 2015, and January 29, 2020 (or extended on or after January 30, 2020), requiring a minimum wage of $13.65 per hour (or the applicable wage rate listed).
• Benefits:
  • Health & Welfare: $5.55 per hour ($222.00 per week or $962.00 per month).
  • Health & Welfare (EO 13706): $5.09 per hour ($882.27 per week).
• Vacation: 2 weeks paid vacation after 1 year of service, 3 weeks after 5 years, and 4 weeks after 15 years.
• Holidays: A minimum of eleven paid holidays per year.
• Conformance Process: Procedures are outlined for requesting authorization of additional classifications and wage rates not listed in the determination, using Form SF-1444.

This document has undergone numerous revisions, with Revision 29 being the most recent as of May 13, 2026. Previous revisions date back to February 9, 2017.

Solicitation / RFP / RFQ

This solicitation is for DFAS-CL Mailroom Equipment Lease and Maintenance Services. The government is procuring lease-to-own mail equipment, software integration services, and maintenance for existing equipment.

• Lease-to-own arrangement for two new digital mailing systems, including delivery, installation, calibration, OEM warranty, and preventative/corrective maintenance.

• Software integration services for the Intelligent Mail Package Barcode (IMpb) system and digital mailing systems, including licenses, interface integration, updates, and support.

• Full-service preventative and emergency maintenance for two existing Government-owned Pitney Bowes Relay 7000 inserting systems, including labor, parts, and materials.

• The North American Industry Classification Standard (NAICS) code is 532420.

• The estimated value is USD 40,000,000.00.

• The period of performance spans multiple years, with a base year from July 1, 2026, to June 30, 2027, and includes several option periods extending through June 30, 2031.

• The solicitation issue date is June 15, 2026.

• The offer due date is June 26, 2026, at 04:00 PM.

• The solicitation is an Invitation for Request for Quote (RFQ).

• Evaluation criteria are not detailed in the provided pages.

• This acquisition is unrestricted.

• The document includes numerous FAR and DFARS clauses incorporated by reference and in full text, covering areas such as contract administration, payment instructions (WAWF), cybersecurity requirements (CMMC), and special contract requirements.

• Attachments include a Statement of Work (SOW), Solicitation Instructions, and a Wage Determination.