Shaw AFB Postal Metering Machine - Sources Sought

Title: Sources Sought – Postal Metering Machine – Shaw AFB
Notice Type: Sources Sought (SS)
Response Date: 4 PM EST 8 May 2026

1. INTRODUCTION
This Sources Sought (SS) is issued solely for market research purposes to determine potential sources and industry capabilities. This notice does not constitute a Request for Proposal (RFP), Request for Quotation (RFQ), or Invitation for Bid (IFB) and is not to be construed as a commitment by the Government to issue an order or otherwise pay for the information solicited, nor is it a guarantee of a forthcoming solicitation or contract. No reimbursement will be made for any costs associated with providing information in response to this announcement. It is the responsibility of potential respondents to monitor SAM.gov for additional information pertaining to this requirement.

2. PURPOSE AND ANTICIPATED SCOPE
The Government anticipates a requirement for the lease, installation, and maintenance of a Postal Metering Machine at Shaw AFB. The anticipated Period of Performance (PoP) is a 12-month Base Year with four (4) 12-month Option Years. Note: This requirement is for equipment, software, and maintenance only; the Government will fund actual postage separately.

3. DESCRIPTION OF REQUIREMENT
The contractor shall furnish all equipment, materials, consumables, labor, and coordination required for the complete installation and ongoing operation of a Postal Metering Machine meeting the following minimum requirements:

A. Hardware Capabilities:

• High-end range Mailing System capable of processing up to 300 letters per minute. (Estimated base volume: 800 Monthly/10K Annual Mail Volume.
• Feeder that accommodates mail up to 1-inch thick.
• Weigh In Motion (WIM) Scale and one (1) 70 lb external scale.
• Remote label printer and report printer.
• Conveyor stacker.
• All required peripherals, including PC and screen.
• Physical Constraints: Equipment must operate on standard [USA voltage standard and USA type A/B plugs] power and fit within a [ 8.8ft x 2.6ft] workspace.

B. Software ("Smart Software") & IT Cybersecurity:

• Cloud-based software for accounting, shipping, mailing, reporting, and tracking supporting up to [6 Users] concurrent users.
• Auto-import of all carrier rates from the United States Postal Service (USPS) and other carriers.
• "Best way shipping" analysis feature, standard data export options, and email alerts with delivery verification reports.
• Network: The provided PC and software will connect via [standard commercial internet line (spectrum)]
• Cybersecurity: Cloud-based solutions must meet federal security standards (e.g., FedRAMP authorization) if processing Government data.

C. Services & Support:

• Installation, smart configuration of the system, and "Smart training" for government personnel.
• Ongoing meter rental and annual software care/updates.
• Annual service and maintenance, to include an on-site Service Level Agreement (SLA) of [Same day either virtually or physically] for inoperable equipment.
• Provision of standard consumables (e.g., ink, meter tape) required for operation [Provided by the government].

4. SUBMISSION INSTRUCTIONS
Interested vendors capable of meeting these requirements must submit a capability statement addressing the following:
a. Company Name, Address, CAGE Code, SAM UEI, and Main Point of Contact.
b. A Capability Statement demonstrating the ability to meet the hardware, software, and service requirements outlined above.
c. Specify your business socio-economic status (e.g., Large Business, Small Business, 8(a), SDVOSB, WOSB, etc.).
d. IT/Cybersecurity Posture: Briefly describe your software's FedRAMP authorization status and ability to operate on DoD networks (if applicable).
e. Accessibility: Confirm if your software possesses a Voluntary Product Accessibility Template (VPAT) in compliance with Section 508.
f. Feedback: Provide any recommendations, identify commercial constraints, or ask questions regarding the draft requirements that would clarify a future solicitation.

All responses shall be received by 4 PM EST 11 May 2026. No extension to the response date will be considered.

Send responses via e-mail to both the Contract Specialist (CS) TSgt Allan Zajac, allan.zajac@us.af.mil, and the Contracting Officer (CO) MSgt Max Wazny max.wazny@us.af.mil, by the response date.

Please identify “Sources Sought – Postal Metering Machine – Shaw AFB” in the email subject line.

Any questions regarding this Sources Sought can be directed to both the CS and CO listed above.