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Postage Contract


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I am fairly new at the pre-award acquisition process and would love some input on a recent acquisition assigned to my co-worker. She asked for my advice and I need help.

She was asked to prepare a solicitation for the acquisition of postage for a government agency. Currently there is a monthly fee along with the actual postage cost. There are six locations that currently purchase there own postage with a government purchase card and they pay a minimal fee. They have been notified that the fee is going to increase substantially, taking it over thresholds for each location so they are looking at combining all locations into one contract that covers the fee and the postage.

The postage amount will be estimated based on the prior year usage in order to determine the amount, so really we are just looking for the best value for the fee portion. My question is, since the actual postage is based more on usage, how much information do we include on the soliciation? Obviously this is a very simplified acquisition and because of the simplicity, I think we are all very confused.

Additional information- Based on research, the vendor would set up an online account and add money to it so that all of the sites can print postage as they need to but the postage isn't a cost that would be negotiated or have an actual amount determined because that portion would be based on incurred cost. The only thing to determine is what the vendor charges for the service.

Does anyone have any suggestions or ideas on how to proceed with this acquistion?

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Well I think there may be information missing in the original post that might help for further discussion.....but as a first thought my mind went here

https://www.usps.com/business/welcome.htm

And then here

http://www.gsa.gov/portal/content/101046

And then here

http://www.abilityone.org/secure_mail.html

And then I thought I am probably missing something important that is not covered in the original post

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  • 2 weeks later...

We are buying only postage. They have had a meter on contract but are doing away with it. There are three websites that allow for a vendor to act as a go between for postage. Two of the three don't charge a fee so once again I come back to why are we even doing a contract for just postage. I don't believe that we would even use the actual postage dollars as a factor to determine a threshold, it would only be the cost of the service, right? Which if we go with one of the two, is ZERO dollars, so why would we even be doing a contract?

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