Shaw AFB Postal Metering Machine - Sources Sought
Overview
Buyer
Place of Performance
NAICS
PSC
Set Aside
Original Source
Timeline
Qualification Details
Fit reasons
- NAICS alignment with historical contract wins in similar service areas.
- Scope strongly matches core technical capabilities and delivery model.
Risks
- Past performance thresholds may require one additional teaming partner.
- Potential clarification needed on staffing minimums before bid/no-bid.
Next steps
Validate eligibility requirements, assign capture owner, and schedule partner outreach to confirm teaming strategy before submission planning.
Quick Summary
The Department of the Air Force is conducting a Sources Sought for a Postal Metering Machine at Shaw AFB, SC. This market research aims to identify potential sources capable of providing the lease, installation, and maintenance of a high-volume postal metering system. Responses are due by May 11, 2026, at 4 PM EST.
Scope of Work
The requirement is for the lease, installation, and ongoing maintenance of a Postal Metering Machine. The anticipated Period of Performance is a 12-month base year with four (4) 12-month option years. The Government will fund actual postage separately.
Key requirements include:
- Hardware: High-end mailing system processing up to 300 letters per minute, accommodating mail up to 1-inch thick, with Weigh In Motion (WIM) and 70 lb external scales, remote label/report printers, conveyor stacker, and all necessary peripherals (PC, screen). Equipment must operate on USA voltage and fit within an 8.8ft x 2.6ft workspace.
- Software: Cloud-based "Smart Software" for accounting, shipping, mailing, reporting, and tracking, supporting up to 6 concurrent users. Must auto-import carrier rates (USPS and others), offer "best way shipping" analysis, data export, and email alerts with delivery verification. Cloud solutions must meet federal security standards (e.g., FedRAMP) if processing Government data.
- Services: Installation, smart configuration, "Smart training" for government personnel, ongoing meter rental, annual software care/updates, and annual service/maintenance with an on-site Service Level Agreement (SLA) for same-day response for inoperable equipment. Consumables (ink, meter tape) will be provided by the government.
Contract & Timeline
- Type: Sources Sought (Market Research)
- Anticipated Duration: 1 Base Year + 4 Option Years
- Set-Aside: Total Small Business Set-Aside (FAR 19.5)
- Response Due: May 11, 2026, 4 PM EST
- Published: May 1, 2026
Submission Instructions
Interested vendors must submit a capability statement addressing:
- Company Name, Address, CAGE Code, SAM UEI, and Main Point of Contact.
- Demonstrated ability to meet hardware, software, and service requirements.
- Business socio-economic status (e.g., Small Business, 8(a), SDVOSB, WOSB).
- IT/Cybersecurity Posture: FedRAMP authorization status and ability to operate on DoD networks.
- Accessibility: Confirmation of Voluntary Product Accessibility Template (VPAT) for Section 508 compliance.
- Feedback: Recommendations, commercial constraints, or questions regarding draft requirements.
Responses must be emailed to both TSgt Allan Zajac (allan.zajac@us.af.mil) and MSgt Max Wazny (max.wazny@us.af.mil) with the subject line "Sources Sought – Postal Metering Machine – Shaw AFB" by the deadline.
Additional Notes
This notice is for market research only and does not constitute a solicitation or commitment by the Government. No reimbursement will be made for information provided.