Inactive

Page 2 of 25 THIS REQUEST FOR INFORMATION IS ISSUED SOLELY FOR INFORMATION AND PLANNING PURPOSES ONLY AND DOES NOT CONSTITUTE A SOLICITATION. This is a Request for Information (RFI), this is not a Req... Page 2 of 25 THIS REQUEST FOR INFORMATION IS ISSUED SOLELY FOR INFORMATION AND PLANNING PURPOSES ONLY AND DOES NOT CONSTITUTE A SOLICITATION. This is a Request for Information (RFI), this is not a Request for Quotes (RFQ) or Request for Proposals (RFP). No formal solicitation document exists at this present time. This is not a solicitation announcement. The purpose of this Sources Sought notice is for market research to gain knowledge of potential vendors qualified under NAICS code search for MWV Mail Room Processing Streamline Lease 561431 under PSC W074 mail lease equipment. The requirement period of performance may be planned for a base year only. Responses to this Sources Sought notice will be utilized by the Government to make appropriate acquisition decisions. After review of the responses to this Sources Sought notice, a solicitation announcement may or may not be published in FedBizOpps (FBO) or GSA ebuy. REQUESTED INFORMATION If you are interested, and can provide the required supplies/services, please provide the requested information as indicated below. Responses to this Sources Sought notice shall also include: company name, address, point of contact, size of business: - Is this item on contract with your GSA, SEWP, other federal contract, or the NAC contract? Please provide the contract type, contract number, category(s), sin, and source code. - Please indicate business size status and representations for the above NAIC and PSC code, such as but not limited to: Service-Disabled Veteran Owned Small Business (SDVOSB) or Veteran Owned Small Business (VOSB) with an active registration in VETBIZ, HUBZone, Woman Owned Small Business (WOSB), Small Business, Large Business, etc.). Please provide copy authorized seller letter if you are not the manufacturer. Provide estimated delivery date. NOTES SOW SCOPE This Performance Work Statement (PWS) and associated task order (TO) describes the requirements in providing the Department of Veterans Affairs (VA) Mail System solutions. The Martinsburg Veterans Affairs Medical Center (VAMC) intend to lease a digital mailing system equipment, software and services required to meter mail, provides best cost shipping options, allows for accurate reporting, accountability of volume and expenditures and traceability of mail and parcels. All applicable hardware, software and support services must adhere to the United States Postal Service (USPS) Domestic Mail Manual (DMM) www.usps.gov, and shipping partners rules and regulations of those as United Parcel Service (UPS), Federal Express (FedEx), DHL, etc. BACKGROUND The Martinsburg VAMC mail facilities are responsible for processing all incoming and outgoing letters, parcels, and packages. In FY19, 114,449 pieces of outgoing mail items and 21,461 parcels were processed via postage machines. Additionally, the facility processed 8,705 UPS packages for transit. The facility is seeking a comprehensive method of managing and processing mail as well as the ability to track packages once they arrive at their final destination. Leased services shall include all mail processing equipment, web-based browser software, scalable cloud-based software solution for data hosting (with web-portal access), mail facility processing accessories, handheld scanners all supported by maintenance and support services to keep all systems fully operational. Lease services additionally includes delivery, set-up, configuration, user training, complete functionality testing, thirty (30) day quantity of operating supplies and removal of old equipment (where applicable). PERIOD OF PERFORMANCE The Period of Performance shall be for 60 months from date of contract award. This individual task order shall not extend further 60 months from the date of task order award. CONTRACT TYPE This is a firm fixed price task order. MAIL ROOM ITEMS NOT ON IDIQ CONTRACT For administrative convenience, open market items that are at or below the micro-purchase threshold, when combined for an individual order, are allowable. The Ordering Contracting Officer (OCO) may add items not on the IDIQ to an individual task order if: (1) All applicable acquisition regulations pertaining to the purchase of the items not on the IDIQ have been followed; (2) All clauses applicable to items not on the IDIQ are included in the order; (3) The ordering CO has determined the price for the items not on the IDIQ are fair and reasonable; (4) The items are clearly labeled as open market items in the order. PLACE OF PERFORMANCE Equipment and services provided under this PWS shall be performed at the following locations: 510 Butler Ave, Martinsburg, WV 25405 in the Main Mail Room, Satellite Mail Room and warehouse. HOURS OF OPERATION Contractor shall respond to service calls during normal working hours (Monday through Friday 8:00 AM to 4:00 PM add time zone) excluding holidays observed by the Federal Government. RECOGNIZED HOLIDAYS The Contractor shall provide services during the facility hours of operation, except for the following federal holidays set by law (5 U.S.C. §6103), or as approved by the OCO. The following are recognized United States (US) federal holidays: New Year s Day, Martin Luther King, Jr. s Birthday, President s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veteran s Day, Thanksgiving Day and Christmas Day. TRAVEL OR SPECIAL REQUIREMENTS This PWS includes all travel to perform the tasks associated within this task order, which includes travel to and from the mail facilities for equipment delivery, implementation, training, maintenance support, services and transition activities through the period of performance. All travel costs are to be included in the firm-fixed price line items. These costs will not be directly reimbursed by the Government. APPLICABLE DOCUMENTS (TBD) MAIL SYSTEM REQUIREMENTS The below chart depicts mail facility by size (Small, Medium and Large) based on average mail facility processing volumes. The model provides users of the IDIQ and industry the ability to estimate requirements and proposed configurations. Qty. Mail Facility Size Mailroom Volume (approx.) Equipment/Software Requirements are in the following sections Small 500-1000 flats/day 10-100 parcels/day Mail Metering Machine (5.1, 5.2) Scalable Cloud Based Data Hosting (5.1) Mail Metering Software (5.3) Web-Based Mail Machine Software (5.3) Medium 1000-2500 flats/day 100-200 parcels/day Large 2500-5000+ flats/day 200+ parcels/day MAIL SYSTEM REQUIREMENTS Martinsburg VAMC requires a cost effective leased, digital metered mail system, associated USPS certified postal funds meter capability for mail facilities. Equipment is to be of the latest technologies associated with mail processing. The postage metering capability shall meet the performance and volume/throughput demands of the individual facility or facilities as defined in the requirements. The digital mail metering system provided for use at Martinsburg VAMC must process at least 110 letters per minute (LPM), handle mail up to 5/8-inch 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 Martinsburg VAMC site must process at least 140 LPM, handle mail up to 3/4-inch 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 Martinsburg VAMC location must process 4000 sheets per hour (SPH) in stacks of at least 500 sheets of 20# paper. POSTAGE METER AND SYSTEM REQUIREMENTS Mail facility requires an associated USPS certified postal funds meter capability for describe mail facilities. Mail systems shall accurately scan, weigh, rate, meter, and account for all outbound mail and parcels. All equipment supplied shall have postage meters with remote capability which permit postage replenishment, usage and balance reporting and software upgrades. Postage metering capability shall meet requirements as defined in the Government Publishing Office (GPO) Code of Federal Regulations 41 CFR 102 192 Mail Management, Department of Treasury s requirement for using depositaries to hold public money, Chapter 4100 Section 4130. Mail system shall support VA carrier negotiated rates for USPS, UPS and FedEx. This includes but not limited to discounted rates these carriers have on the GSA Schedule 48 as well as any VA carrier negotiated rate for the term of the lease agreement. Additional requirements include: Mailing system that can process outgoing mail and flats with a mixed mail feeder. Stand-alone meter with federal funding capability. Stand-alone Intelligent Mail Package Barcode (IMPB) processing for priority mail, first class parcels, and package services that includes computer, label printer, and >70-pound scale. Multi-carrier capability (i.e., USPS, and UPS) to allow for rate shopping and to ensure continuity of operations for package shipments. Electronic return receipt (ERR) as processed through the mail machine which includes certified barcode scanning. Automatic and manually selectable date advance. Minimum processing speed of letters per minute. Power stacking. Interfaced scale automatically setting meter for correct postage. Secure Sockets Layer (SSL) encrypted communication. Departmental/Categories Accounting with report printer. Open/closed flap sealing. Touch screen display. Automatic gum label dispenser. Ability to export, both locally and digitally, encrypted customized reports. Weigh on the Way (WOW)/in-line weighing to include shape-based rating. Online services for tracking packages and viewing accounting information to include monthly reporting of number of pieces processed and dollar amount. Must be configured to allow for best rate selection (i.e., Priority Mail Commercial base and Priority Mail Commercial Plus). USPS approved Information Based Indicia (IBI) system capability (printed indicia and mail system must be capable of providing USPS Commercial Base Pricing on Priority and Express Mail). MAILING AND SHIPPING SOFTWARE REQUIREMENTS Software shall be delivered and maintained at the contractors most current version. Software and application(s) shall support seamless processing of all carriers through automatic rate shopping. Software shall automatically determine the most economical delivery method for letters, flats, and parcels by examining criteria such as applied business rules, delivery time, priority, and transportation method. Upon identifying the most economical delivery method, the system shall produce the carrier compliant label. Software shall have the ability to capture and download postage, track and determine how much postage has been downloaded; determine postage remaining on the meter, and report daily/monthly/yearly spending from the meter. Software shall be web-based allowing local and remote access to mail machines. Mail machines shall have locally stored data which includes United States and International volumes and expenditures for USPS letters/flats/packages in all mail classes; and commercially provided expedited services in all shipping classes. MAIL SYSTEM ACCESSORY REQUIREMENTS Handheld Scanners Handheld scanners and parcel tracking software shall process all types of mail with barcoded technology that allows traceability of items which are sent and received a mailroom or facility. Scanners shall be downloadable to a receipt/delivery program which can be standalone or integrated technology that allows storage of information, printability, and allows for ease of data downloads and research. Receiving program should have editable fields that can be created for ease of sorting by the following methods: Tracking number, Facility/VA Purchase Order Number, Item number, Address (Sender/Receiver), date, or other identifying methods as required by the facility. Tracking features shall include: 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 Mail Openers and Extractors Shall cut, open, extract letters or packs of different X-dimensions and X-thickness. Openers shall have adjustable cutters and options for single/multiple envelope cuts. Processing X-letters per minute/hour Folders/Inserters Shall provide X-volume document and envelope feeders with multi-sheet collation and fold modes to meet mailroom specification requirements. Shall process X-letters per minute/hour. Sorters Shall count the number of pieces in a postal tray and have the ability to sort X-number of pieces per day. Sorters shall leverage postal discounts and report mailing cost statistics. Stackers Facility requirements X- letters per minute/hour Stackers shall provide X-volume envelope handlers which clears stamped mail from the mail machine. Stackers shall have X-volume holding trays to stackers which are power driven to move stamped mail form the mail machine area. Digital Scale Digital scales shall provide the ability to electronically weigh postal and parcel items for shipping. Scales shall be USB capable for downloading weight to a computer or other connected devices. Facility processing requires scales able to handle weight ranges from X-XXX lbs. Printers Printers shall provide X-pages/minute, X-size, X-thickness, X-resolution and X-type of media (such as: extra-thick card stock, polyester, magnetic media, transparency films). MAINTENANCE SUPPORT REQUIREMENTS The contractor shall perform all mail system maintenance (both preventive and reparative). This maintenance includes all parts and labor. The contractor shall respond to all maintenance requests within 24-hours of notification. Any portion of the mail system 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 mail system within 24-hours 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 mail system operates as originally designed and installed throughout the entire awarded contract period. Contractor maintenance shall include preventative maintenance at manufacturer-recommended intervals. The contractor shall provide complete remedial and preventive maintenance for the components of the installed solution. The contractor shall provide all replacement component parts as required to meet original equipment performance at no additional cost to VA. The contractor shall provide an affixed label to equipment which identifies equipment make, model, device serial number, mail meter serial number and equipment service support and contact information. Manuals, handbooks or brochures shall be provided in hard copy, soft copy or with electronic access instructions, consistent with standard industry practices for the equipment or device. DELIVERY, INSTALLATION, OPERATIONAL READINESS AND TRANSITION REQUIREMENTS The contractor shall install and make fully operational the mailing solution, including all accessories as ordered. The contractor shall complete delivery, installation, configuration, testing and operational readiness. The contractor shall establish internet connectivity to the postage meter for replenishment, rate change updates, etc. If applicable, contractor is to fully test remote diagnostics and troubleshooting as part of operational readiness. The contractor shall provide shipping of mail equipment to the mail facility or facilities at no cost to VA. VA will not reimburse contract for shipping or freight costs. The contractor shall remove trade-in components, old or discarded equipment from the installation site immediately after the new solution is installed and fully operational. This is done at no cost to VA. MATERIAL AND SUPPLY REQUIREMENTS The contractor shall provide, at time of delivery, an initial thirty business day stock of supplies sufficient for the installed Mailing System. The 30-day stock of supplies shall include ink, meter tape, sealing solution and any other system specific supplies sufficient for 30 business days of average use for the Mailing System installed. TRAINING REQUIREMENTS The contractor shall provide training at User site(s) to at least one key operator and one alternate for each solution installed. The contractor shall provide and complete key operator training within two business days of the solution s installation. The contractor shall schedule training in coordination with the local Mail Manager or COR. Training shall cover, at a minimum, the following operations: proper operation of the solution component(s), replacement and ordering of supplies, performance of routine tasks such as daily maintenance, adding postage to the meter, reporting of mail volumes and costs, locating a component s model and serial numbers, meter serial number, and placing a service call. LINE ITEM: The Contractor shall submit the following items to the Contracting Officer Representative (COR), according to the schedule below. For all the written deliverable products, electronic copies in Microsoft Office suite shall be submitted. Schedule of deliverables Task # Description Delivery Date CONTRACTOR PERFORMANCE GOVERNMENT-FURNISHED EQUIPMENT (GFE)/GOVERNMENT-FURNISHED INFORMATION (GFI)