Inactive

THIS IS NOT A SOLICITATION. This is a Sources Sought Notice only and is issued to conduct market research and gain knowledge of current market capabilities. Responses to this notice are not offers and... THIS IS NOT A SOLICITATION. This is a Sources Sought Notice only and is issued to conduct market research and gain knowledge of current market capabilities. Responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. This notice is issued solely for information and planning purposes and does not constitute a solicitation or a guarantee to issue a solicitation in the future. This notice does not commit the Government to contract for any supply or service. All information submitted in response to this announcement is voluntary; the Government will not pay for information requested nor will it compensate any respondent for any cost incurred in developing information provided to the Government. Not responding to this notice does not preclude participation in any future solicitation, if issued. This announcement is based on the best information available at this time and is subject to future amendment. The Department of Veterans Affairs, Network Contracting Office 4, is conducting a market survey to identify potential sources to perform a firm fixed price contract, to include a base year and four possible option years, as follows: DESCRIPTION OF REQUIREMENT (NOT COMPREHENSIVE) The Pittsburgh VA Medical Center, Pittsburgh, PA is in need of Leased Mailing System components and services consisting of mail meter, folder/inserter, all needed software/rate change, and cloud-based software solutions for data hosting (with web-portal access), mailroom processing accessories to include hand-held scanners, and all supported maintenance and support services to ensure all systems are fully operational. The leased equipment will be located at the main campus at University Drive (UD) and the additional site at Heinz (HZ) in Aspinwall. Equipment must be installed and operational to commence full service by 05/01/2021. Background The Pittsburgh VA facilities mail rooms are responsible for processing all incoming and outgoing letters, parcels, and packages (mail room operations do not include freight ). In FY19, 265,000 pieces of outgoing mail items and 42,004 parcels were processed via postage machines. The facility is seeking a comprehensive method of managing and processing mail as well as the ability to track express packages once they arrive on campus. The operating lease agreement shall begin on effective date of award with a base year and up to four option periods. New mailing system equipment and associated service contract, including all required hardware, software, maintenance and services necessary to manage mail operations for the Pittsburgh VA mail rooms that meet all USPS, Federal and VA mail processing requirements including Intelligent Mail package barcode (IMpb) compliant. Scope A total of two digital mail metering systems and one document folder/inserter, along with maintenance and support service, are required for lease by the Pittsburgh VA Healthcare System. This equipment will be divided between two locations: University Drive Campus and Heinz Campus. The digital mail metering system provided for use at the Main Mail Room site at the UD must process at least 110 letters per minute (LPM), handle mail up to 5/8inch thick, with a 35lb. dynamic weight scale which measures mail and determines, sets, and prints the appropriate postage (175 LPM w/o dynamic weight scale in use). The meter must have a scanner and labeler for certified mail. The digital mail metering system provided for use at the Satellite Mail Room at the HZ site must process at least 140 LPM, handle mail up to 3/4inch thick, with a 35lb. dynamic weight scale which measures mail and determines, sets, and prints the appropriate postage (300 LPM w/o dynamic weight scale in use). The meter must have a scanner and labeler for certified mail. The document folder/inserter equipment for use at the Main Mail Room location must process 4000 sheets per hour (SPH) in stacks of at least 500 sheets of 20# paper. A hand-held scanner and software will be located at both campuses to receive and process all types of mail with barcode technology that will allow traceability of items that are send and received by each mailroom. The contractor shall install the manufacturer s most current model equipment and provide operator training. Equipment and service must be in place and operational for full performance by 05/01/2021. These activities shall be coordinated with the COR. The make and model of the proposed equipment shall be provided in the capability statement and must be equal to or exceed the following: - Mail Meter Pitney Bowes SendPro 3000 or equivalent for UD - Mail Meter Pitney Bowes SendPro 2000 or equivalent for HZ - Folder Inserting System Pitney Bowes Relay 7000 or equivalent for UD Mail Meter Equipment Features Increase the efficiency and proper assignment of postage charges to a variety of mail in differing sizes and weights to a high volume of mail that is processed through the mailroom daily that utilizes the Weigh on the Way (WOW) inline weighing that utilizes the USPS Shape Based Compliant Mail metering system. Ensure continuity of mailing operations in the event emergency equipment maintenance or repairs are required. The meter/equipment will require the following features or equivalent for the main mail room at UD: Max processing speed (letters per minute) - Four WOW/Non-WOW pairings: Up to 105/165 LPM, 135/220 LPM, 170/270 LPM, 205/310 LPM Weigh-on-the-Way® (WOW®) - Standard: Up to 16 oz. (500 g). Shape based rating is automatic. Shipping: USPS-approved IMPB label printing - Standard: Print USPS shipping labels from attached adhesive label printer using Commercial Base Pricing discounts. Shipping: Integrated FedEx and UPS - Optional: FedEx and UPS with existing discounted business account. Print shipping labels from attached adhesive label printer Shipping: Desktop access - Optional: Integrated scale and printer attach to any PC with a USB connection. Receiving: Inbound Package Management - Included: Integrated software with reporting from base system. Optional: scanning hardware, number of recipients, email notification capability. Full color printing - Optional: print return address, custom logo, or promotional message. CMYK @ 1200 dpi Envelope sealing system - Pump-fed pad; open and closed flap feeding. Seal only mode. Weighing (large envelopes and packages) - Optional: 5-10-15 lb small platform with stand; 15-30 lb tabletop platform; 70-149 lb shipping platform. Differential weighing optional. Postage accounting - Optional: Up to 100, 500, 1000, 2000, 3000 max accounts for postal meter analytics. Expanded analytics - Optional: INVIEW® Analytics (web-based), Business Manager, SendSuite® shipping solutions Package tape printing - Adhesive roll tape or gummed roll tape (for large envelopes and packages using non-discounted USPS Retail rates) Color touch screen display - Standard: 10.2 (WSVGA); Optional: 15 detachable display (XGA) Peripheral hardware options- Account barcode scanner, laser report printer, P3000 flats feeding guide, power stacker, portrait flats kit for a power stacker, wireless keyboard (for quick alpha-numeric entries) Dimensions - 61.5 L x 25.5 D x 24 H (with Basic Apps Display). Drop Stacker adds 12 to L. Power Stacker adds 31 to L. Color adds 6.5 to L. 15 Display adds 2 to H. The meter/equipment will require the following features or equivalent for the mail room at the Heinz campus: Max processing speed (letters per minute) - Three WOW/Non-WOW pairings: Up to 70/145 LPM, 90/160 LPM, 110/180 LPM Weigh-on-the-Way® (WOW®) Standard: Up to 16 oz. (500 g). Shape based rating is automatic. Envelope processing Thickness: feed and seal up to 5 8 Media size: 3 ½ x 5 up to 10 x 14 Envelope flap depth: min. 1 , max. 3 7 8 Shipping: USPS-approved IMpb label printing -Standard: Print USPS shipping labels from attached adhesive label printer using Commercial Base Pricing discounts. Shipping: Integrated FedEx and UPS - Optional: FedEx and UPS with existing discounted business account. Print shipping labels from attached adhesive label printer. Shipping: Desktop access - Optional: Integrated scale and printer attach to any PC with a USB connection. Receiving: Inbound Package Management - Included: integrated software with reporting from base system. Optional: Scanning hardware, number of recipients, email notification capability. Full color printing Optional: Print return address, custom logo or promotional message. CMYK @ 1200 dpi Envelope sealing system Pump-fed pad; closed flap feeding. Seal only mode. Weighing (large envelopes and packages) Optional: 5-10-15 lb small platform with stand; 15-30 lb tabletop platform; 70-149 lb shipping platform. Differential weighing optional. Postage accounting - Optional: Up to 100, 500, 1000, 2000, 3000 max accounts for postal meter analytics. Expanded analytics - Optional: INVIEW® Analytics (web-based), Business Manager, SendSuite® shipping solutions Package tape printing - Adhesive roll tape (for large envelopes and packages using non-discounted USPS Retail rates) Color touch screen display Standard: 10.2 (WSVGA); Optional: 15 detachable display (XGA) Peripheral hardware options - Account barcode scanner, laser report printer, power stacker, portrait flats kit for a power stacker, wireless keyboard (for quick alpha-numeric entries) Dimensions 53 L x 25 D x 24 H (with Basic Apps Display). Drop Stacker adds 12 to L. Power Stacker adds 31 to L. Color adds 6.5 to L. 15 Display adds 2 to H. Installation, Training, and On-going Support/Maintenance as needed throughout the term of the lease including but not limited to: Vendors must provide complete installation, configuration, setup, and testing of all equipment and software, including integration with and configuration for data streams and document types processed. All postage rate updates provided at least 10 calendar days before the rate change takes effect. Periodic preventive maintenance necessary to avoid unexpected down times performed at least quarterly and more frequently if necessary. CONTRACTOR TO PROVIDE PARTS AND LABOR (including print heads). Ensure continuity of mailing operations in the event emergency equipment maintenance or repairs are required. (i.e., during potential downtime, contractor is to provide a replacement unit within 24 hours). Response from an on-site repair technician within 4 hours of placing a service call. CONTRACTOR TO PROVIDE PARTS AND LABOR (including print heads). Training for staff including initial training and any ongoing training determined to be necessary by the Contracting Officer s Representative (COR) at no additional cost (not to exceed 5 formal on-site trainings for the remainder of the Contract). Meters will be re-located by the vendor selected, including to a different facility, when needed as determined by the COR at no additional cost to the facility. Parcel Tracking Equipment Features The parcel tracking software will require the following features for each mail room: Parcel tracking software Counter Signature Pad Low to Mid Volume 4 in. Label Printer Cordless Scanner Single Bay Cradle/Battery Charger for handheld scanner (2 each) Basic Operator Training up to 4 Hrs. (2 Operators) PC w/ Flat Panel Monitor Windows 10 is required Technical Support. The vendor will supply telephone technical support during normal business hours Mon. Fri. 8am 8pm pm to include the following: Assistance with disaster recovery including viruses & hard disk failure. End user web ex and diagnostic assistance sessions. Inversion updates/ installation and debugging with scanners, mobile computers and printers. System configuration concerns & questions. Assistance with hardware system upgrades and recommendations for integration. Changes to software configuration, import recipient list, change user definable fields, new users, software backup recommendations. Direct access to software development staff, discounted on-site technical support. Methods to modify report templates to support management decision making. Maintenance The contractor shall perform all multipurpose universal machine maintenance (both preventive and reparative). This maintenance includes all parts and labor. The contractor shall respond to all maintenance requests within twenty-four (24) of notification. Any portion of the multipurpose universal machine that cannot be repaired shall be replaced within 2 days. Only qualified personnel, materials, spare parts, tool, hardware/software and network components necessary to perform the service shall be provided by the contractor. The contractor shall repair the machine within twenty-four (24) working hours after the request for the service call during the hours of 8:00 a.m. to 4:00 p.m. (EST), Monday through Friday (excluding Federal holidays). The contractor shall regularly and systematically examine, clean, lubricate, test, adjust the equipment, and as conditions warrant, repair or replace equipment included under the contract. The contractor shall ensure that the multipurpose universal machine operates as originally designed and installed throughout the entire awarded contract period. The contractor will provide a replacement if the on-site equipment cannot be repaired immediately. The original unit will be repaired and returned providing it is deemed repairable by the contractor at no additional cost. Repairs cover normal wear and tear as well as repairs to displays, touch screens, plastics, keypad exit windows internal and other external components damages through accidental breakage. Consumables such as batteries and stylus are not covered. Hours of Operation: All work shall be completed during the site s normal operating hours of 8:00 AM to 4:00 PM Monday through Friday excluding federal holidays. Federal holidays are New Year s Day, Martin Luther King Jr. Day, President s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day. Capabilities Statement and Documentation: Companies are invited to provide their capabilities, experience and knowledge in the provision of Leased Mail Management Equipment. Sources are asked to provide information to demonstrate their answers to the following items of information: 1. General information about your company to include: Company Name: Company Address: Socioeconomic Status: GSA Contract Number and Expiration Date (if applicable): Company DUNS: Company NAICS Code(s): Point of Contact Name: Point of Contact Phone Number: Point of Contact Email Address: Company Website (if available): 2. The North American Industry Classification System Code (NAICS) is 532420, Office Machinery and Equipment Rental and Leasing, and the Small Business Size Standard is $35 million. 3. Based on market response, the following clauses may be included in a resulting solicitation, should one be issued: VAAR 852.219-10, VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside VAAR 852.219-11, VA Notice of Total Veteran-Owned Small Business Set-Aside FAR 52.219-6, Notice of Total Small Business Set-Aside Accordingly, prospective contractors will be required at time of solicitation response to certify to the applicable limitation on subcontracting requirements in 13 CFR 125.6, with reference to the appropriate set-aside. Please include in the response to this sources sought notice your ability or inability to certify to the clause applicable to your organization. 4. Provide a summary of your firm s ability to provide the services described in this announcement. In addition to a Capability Statement, submissions can include specifications, brochures, and manuals as attachments. Interested vendors must indicate the equipment they propose to meet the requirement. Submit responses via email to thomas.cossentino@va.gov no later than 10:00 AM EST, 11/12/2020, with Sources Sought number 36C24421Q0090in the subject line. Telephone responses shall not be accepted. The government will not provide feedback in response to vendor questions about the requirement at this time. If you identify ambiguities or have concerns about anything in the description of the requirement, however, please include them with your response. Confirming receipt of the response is the responsibility of the contractor. Contact the contract specialist if the government does not confirm receipt of the sources sought response within 1 business day. Prospective Contractors are reminded that in accordance with FAR 4.11 they shall be registered in the System for Award Management (SAM) database and shall complete electronic annual representations and certifications in SAM prior to award of a contract. SAM is located at https://sam.gov/SAM/ and consolidated the capabilities of CCR/FedReg, ORCA, and EPLS. There is NO cost to use SAM. No solicitation document is available at this time; this notice is to acquire information only.