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RFP - Lease of Two (2) City Hall Postage Machines - Responses due 10-27-23

BID #: 179

ISSUED: 9/29/2023

DUE: 10/27/2023

VALUE: $44,000

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Executive Summary

The City of Summit is soliciting proposals for the multi-year lease of two new postage machines for City Hall. The machines will be located in the Police Department and Tax Collector's office, with specific size and functional requirements outlined in the RFP. The lease term is not to exceed five years, and the equipment must be fully operational between January 15, 2024 and January 26, 2024. Proposals, including detailed cost breakdowns, vendor contact information, and system descriptions, must be submitted to the Purchasing Agent by October 27, 2023, at 4:30 PM.

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Bid Postings • RFP - Lease of Two (2) City Hall Postage Mach
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Bid Title:
RFP - Lease of Two (2) City Hall Postage Machines - Responses due 10-27-23
Category:
City of Summit
Status:
Closed
Publication Date/Time:
9/29/2023 6:00 AM
Closing Date/Time:
10/27/2023 4:30 PM
Related Documents:
RFP - Lease of Two CIty Hall Postage Machines - Responses due 10-27-23
RFP Clarification No 1 - 2 Postage Machine Leases 10-5-23
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Contact Us
City Hall
512 Springfield Avenue
Summit, NJ 07901
Phone:
908-277-9400
Regular Hours:
Monday through Friday
8:30
am
to 4:30
pm
Government Websites by
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Document Text

--- Document: RFP - Lease of Two CIty Hall Postage Machines - Responses due 10-27-23 ---
Specs\RFPs\RFP - CIty Hall Postage Machines PD & TC responses due 10-27-23
THE CITY OF SUMMIT
N E W
J E R S E Y
PURCHASING AGENT CITY HALL
512 SPRINGFIELD AVENUE
SUMMIT, NJ 07901
(908) 277-9423
September 29, 2023
REQUEST FOR PROPOSAL
LEASE FOR TWO (2) CITY HALL POSTAGE MACHINES– MULTI-YEAR OPTION/S
The City of Summit is seeking written proposals for one multi-year lease of two (2) new postage machines, including
meter rental and all other accessories required for normal equipment operation, both to be located at City Hall, 512
Springfield Avenue, Summit, NJ 07901, for a term not to exceed five (5) years. Both machines must be fully
operational no earlier than Monday, January 15, 2024 and no later than Friday, January 26, 2024.
Equipment will be used on a daily basis on all business days year-round.
The following list includes, but is not
limited to, the minimum performance/capabilities expected of the equipment.

Areas to be located:
o Police Department (“PD”) – 1st floor, maximum available area: 40” wide x 20” deep, no height restriction
o Tax Collector (“TC”) - 2nd floor, maximum available area: 44” wide by 30” deep, no height restriction

First class pre-set meter rates for postcards, standard (#10) envelopes, and oversize/large envelopes (flats)

Certified pre-set rates (all sizes)

Return receipt pre-set rates (all sizes)

Postage printing – both direct printing and label printing

Dynamic scale/automatic feed

Manual scale for oversize/overweight

Manual postage amount entry for automatic feed or label printing

Standard envelope sealing including seal-only option

Manual date adjustment

Batch totals

Low funds threshold/stop action

Minimum quantities of annual mailings:
PD
TC
Postcards
n/a
8,000
Standard (#10) envelopes
300
30,000
Large envelopes (flats)
24
100
Proposal should contain a detailed description of all costs with breakdown (per location, equipment lease, meter
lease, etc.), billing cycle amount and increment (quarterly preferred), the full term of the proposed lease in months
and/or years not to exceed a sixty (60) month/five (5) year lease, any additional service, repair labor, repair parts,
warranties, routine maintenance/cleaning services with frequency per year, and supplies (ink, labels, etc.) that are
included in the lease.
Current pricing should also be provided for any item/service listed above that are NOT
included in lease.
Proposals must be submitted to Michelle Caputo, Purchasing Agent, 512 Springfield Avenue, Summit, NJ 07901 by
4:30 pm prevailing time, Friday, October 27, 2023. Proposals should contain full vendor contact information and
indicate responses to the above listed criteria, as well as a physical description of the system (picture, promotional
brochure, etc. may be included), expiration of proposed pricing, and NJ State Contract or approved New Jersey
cooperative pricing system contract number and Vendor number if applicable.
The City may or may not award a contract as a result of this Request for Proposal and reserves the right to pursue
alternative procurement methods pursuant to Local Public Contracts Law, N.J.S.A. 40A:11-1 et seq.
If awarded, successful vendor will be required to comply with the requirements of any and all applicable Federal,
State and local laws, regulations and requirements, including but not limited to: N.J.S.A. 10:5-31 et seq. and
N.J.A.C. 17:27 (Affirmative Action); 42 USC S12101 et seq. (Americans w/ Disabilities Act); N.J.S.A. 52:32-44
(Business Registration), and any subsequent amendments thereto; and the City’s adopted minimum standard
insurance requirements.
Inquiries regarding this RFP must be submitted to mcaputo@cityofsummit.org no later than Wednesday, October
18, 2023.




--- Document: RFP Clarification No 1 - 2 Postage Machine Leases 10-5-23 ---
RFP CLARIFICATION #1
CITY OF SUMMIT
PROJECT:
Lease for Two (2) City Hall Postage Machines-Multi-Year Option/s
DEPARTMENT:
Purchasing
TO:
Prospective Responders
DATE:
Thursday, October 5, 2023
FROM:
Michelle Caputo, Purchasing Agent
This document serves as clarification to the Request for Proposal for the above referenced
project with responses due by 4:30 pm prevailing time, Friday, October 27, 2023.
The
clarification is as follows:
Four (4) questions were received from a prospective responder. City of Summit response/s
are in italics below each question or part of as applicable.
Question 1: Will there be a public opening?
Answer 1:
No, this is not a formal sealed process that requires a public
opening. Based on current lease costs, the estimated maximum aggregate for
two 60 month leases is not anticipated to exceed the current $44,000.00 bid
threshold and may be awarded without a formal process under Local Public
Contracts Law.
Question 2: What happens after the 60-month lease expires and what is the plan for the
future?
Answer 2:
There is no way to predict how the City will be addressing its
postage needs in five years.
Question 3: Is it acceptable to provide advanced features as selectable options?
Answer 3: Yes.
Question 4: Please explain your current process for batch totals and whether you are
looking to assign them to a specific department or account code.
Answer 4: The two machines being sought are for specific departments’ use
only.
Batch totals, department assignments, and account codes are not
needed.