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 (SS) for market research to identify potential sources for the lease, installation, and maintenance of a Postal Metering Machine at Shaw AFB, SC. This notice is for planning purposes only and does not constitute a solicitation. Responses are due by May 11, 2026, 4 PM EST. The anticipated requirement is expected to be a Total Small Business Set-Aside.
Scope of Work
The anticipated requirement involves furnishing all equipment, materials, consumables, labor, and coordination for a Postal Metering Machine. Hardware Capabilities:
- High-end mailing system (up to 300 letters/minute, 800 monthly/10K annual volume).
- Feeder for mail up to 1-inch thick.
- Weigh In Motion (WIM) Scale and one 70 lb external scale.
- Remote label and report printers, conveyor stacker, and all required peripherals (PC, screen).
- Must operate on standard USA voltage and fit within an 8.8ft x 2.6ft workspace. Software ("Smart Software") & IT Cybersecurity:
- Cloud-based software for accounting, shipping, mailing, reporting, and tracking (up to 6 concurrent users).
- Auto-import of USPS and other carrier rates, "Best way shipping" analysis, data export, and email alerts.
- PC and software to connect via standard commercial internet.
- Cloud solutions must meet federal security standards (e.g., FedRAMP) if processing Government data. Services & Support:
- Installation, smart configuration, and "Smart training" for government personnel.
- Ongoing meter rental and annual software care/updates.
- Annual service and maintenance with an on-site SLA (same day virtually or physically) for inoperable equipment.
- Standard consumables (ink, meter tape) will be provided by the government.
Contract & Timeline
- Type: Sources Sought (Market Research)
- Anticipated PoP: 12-month Base Year + four (4) 12-month Option Years
- Anticipated Set-Aside: Total Small Business Set-Aside (FAR 19.5)
- Response Due: May 11, 2026, 4 PM EST
- Published: May 6, 2026
Submission Instructions
Interested vendors must submit a capability statement addressing:
- Company Name, Address, CAGE Code, SAM UEI, and Main Point of Contact.
- Demonstration of ability to meet hardware, software, and service requirements.
- Business socio-economic status.
- IT/Cybersecurity Posture (FedRAMP status, DoD network compatibility).
- Accessibility (VPAT/Section 508 compliance).
- Feedback, recommendations, commercial constraints, or questions regarding draft requirements. Responses must be emailed to TSgt Allan Zajac (allan.zajac@us.af.mil) and MSgt Max Wazny (max.wazny@us.af.mil) with "Sources Sought – Postal Metering Machine – Shaw AFB" in the subject line.
Additional Notes
This is for market research only; it is not a request for proposal or a commitment to issue a contract. No reimbursement will be made for response costs.