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FBO DAILY - FEDBIZOPPS ISSUE OF OCTOBER 27, 2017 FBO #5817
DOCUMENT

W -- Sources Sought Metered Mail Lease - Attachment

Notice Date

10/25/2017
 

Notice Type

Attachment
 

NAICS

532420 — Office Machinery and Equipment Rental and Leasing
 

Contracting Office

Department of Veterans Affairs;Network Contracting Office 2;James J. Peters VA Medical Center;130 West Kingsbridge Road;Bronx NY 10468-3904
 

ZIP Code

10468-3904
 

Solicitation Number

VA24217N1110
 

Response Due

11/1/2017
 

Archive Date

12/31/2017
 

Point of Contact

Josie Tuitt
 

E-Mail Address

josie.tuitt@va.gov
(Josie.Tuitt@va.gov)
 

Small Business Set-Aside

N/A
 

Description

Solicitation Number: N/A Sources Sought: VA24217N1110 Response Date: November 1, 2017 NAICS Code: 532420 Please note that this is not a request for quotes or proposals, the Government is seeking information for market research purposes only. The Department of Veterans Affairs, James J. Peters VA Medical Center, Bronx, NY, is conducting market research to find qualified vendors to provide the following service: The contractor shall provide all resources necessary to accomplish the deliverables. Contractor will deliver to each VA Hudson Valley Campus by lease, 2 Mail Center Station with inbound and outbound tracking systems as well as provide seven (7) individual free standing mail station with postage meter, one for each of the Community Based Outpatient Clinics (CBOCs) in VA Hudson Valley to send out mail/packages to our veterans. This lease includes on-call Service and maintenance as well as provide supplies (for purchase) to run all of the mail centers. All funding and supplies for these meters will be from one central account for ease of tracking meter fund usage. Contractor will conduct the training for both campuses for the mail staff at VA Hudson Valley. Contractor should offer up-to-date mail center capabilities. Services should include verifying addresses, simplifying mail options utilizing a computer interface and system tools, system updates via internet connection, transfer pre-determined funds to outlining (CBOC) and Post Office via system interface, presort savings and services, an outlet for purchasing needed supplies, postage scale, incoming and outgoing package tracking accompanying the mail system. In addition, their customer service would need to be accessible and exceptional during our normal business hours. We should be able to utilize discounts which are often offered to private sector mail centers. An ability to track accountable inbound and outbound packages which can be monitored daily and after delivery information is stored in the system along with electronic signatures, with the mail systems at both campuses. The electronic system must identify exact dates, delivery time, show delivery delays and can store package identifiers for years exceeding statutory requirements. Free standing individual mail station with postage scales should be able to connect to the main mail station or contractor system to receive software updates and receive transferred funds from Postage lock box. The lease of two (2) Mail Center Machines should be offered to be delivered for training purposes for 30 days. Once all staff is trained, we would then turn over live. Contractor will conduct the training for both campuses for the mail staff at VA Hudson Valley. The mail systems will be delivered and installed by the contractor within 30 calendar days of award, unless otherwise specified. Required: 60 month lease for (2) mail systems to be billed quarterly 60 month lease of (2) Arrival Inbound Tracking systems. 60 month lease of (2) Outbound Tracking Systems, 60 month lease of (7) Mail station Meter/Scale packages. To be billed quarterly. Supplies and service required to operate meters. To meet needs of the Agency, the following minimum specifications must be met. Primary Mailing System, Digital System with two-dimensional IBIP metering To maximize throughput, the system must be capable of processing both sealed and unsealed material. This feature is required to insure speed and accuracy of processing. Must include delivery, installation, project management and training Must include 10-lb integrated scale, 100-departmental accounting software standard, and 15 color monitor LCD display on machine must be in color and high resolution for easier viewing. Must include a 15 monitor. No feeder adjustments. The system must accept up to a full 7 stack, or 5 pounds of mail automatically without having feeder, side guides or thickness adjustments. System must be capable of sealing envelopes up to and including 5/8 thick. Minimum length and depth 5 x3 1/2, Max. Flap 4, Max length and depth 10 x14. Envelope sealing system must be Pump-fed pad; closed flap feeding. Seal only mode. The system must process similar weight material at a minimum of 160 pieces per minute and 95 pieces per minute using Weigh-On-The-Way; the processing of mixed mail (weight, size, thickness) at a minimum speed of pieces of mail per minute without operator intervention. Mail system should have interchangeable tape and produce pre moistened, dry tapes at on command, as well as tapes with a peel-off backing. We will except stripped peeled tape or pressure seal. Direct website links for access to sites to verify postage account balance, place service calls and review status, order supplies, access product inventory information. System must have ability to view detailed postage on-line Single point web package tracking for instant access to package tracking for all major carriers. Access to USPS Address validation and standardization site The system must have at least 20 job presets for running specific projects to further speed up operation and prevent duplication of effort. System must be able to automatically add in the class/fee list the system must automatically determine if a one ounce letter requires an extra fee for oversized mail. System must provide for on-the-fly address correction as packages are processed. System must communicate to the carriers to report to the Agency on delivery status of all carriers. System must have delivery objective information by carrier that is update by the vendor on a quarterly basis. Inbound System System must be able to sync with the portable data collectors. Portable data collector to be able to store combined record look up tables. Portable data collector to be able to store up to 250 receipt transactions. Portable data collector to be able to store up to 250 delivery transactions with signatures. Portable data collector not to exceed 9 oz in weight and have integrated laser scanners. Portable data collector to have a drop test up to 4 feet. If required, the tracking solution must be able to be installed on our servers behind our firewall so it can be subject to our internal IT rules surrounding security, back up and redundancy. The solution provided must have a Web-based system administration that does not require an instance of the software to manage simple items that required admin to stop production in order to update the system, therefore allowing updates to take place and employee files to be updated while still in operation. The tracking solution provided must have a single instance of the software that can be used by other locations that can share the same application and database servers for consolidation of history and ease in updating. The tracking solution provided must have the ability to import data, including email addresses, on a scheduled automated basis to ensure accuracy of recipient data bases. Data bases within the tracking solution need to support SQL or comparable. The solution provided must have the ability to support email notification of employees utilizing SMTP, directly from device if desired. The tracking solution provided must provide workstation access via Smart Client for security purposes with no business logic resident within the workstation and communicate via WebServices to server connecting only when needed. Workstation must include: 100-lb scale, cordless scanner, Tracking Assistant with Single Bay cradle, counter signature pad Must include delivery, installation, project management and training Workstations do not need to be shut down to archive data If desired, the system must be able to accommodate a viewing workstation in the office for viewing of package history and activity. The solution provided must have a simple reporting module to easily generate and design reports The tracking solution provided must use standard windows and Android drivers for any peripherals provided to be installed and maintained easily. Tracking devices provided must have the ability to scan carrier barcodes and determine a delivery count. Tracking devices provided must be able to read 1 and 2 D barcodes Tracking devices provided must be able to receive packages from a carrier, assign a recipient and deliver packages without having to go to the software. Must have the ability for the tracking devices to switch seamlessly between delivery and pickup Accounting System System must be able to produce meter discrepancy report with supplied accounting system. This is critical for mail facility in order to prevent unauthorized use of postage. The accounting system upon start up and initialization is to verify funds are correct in the postage meters and display an error message to the operator in the case of a discrepancy. Discrepancy to be cleared only by supervisor level authorization. Connectivity between the accounting system and the postage meters is to be an electronic lock. Postage must not be able to be processed by the postage equipment without a valid charge back account number. The operator is to enter an account number into the accounting system for the item (s) to be processed. Meter unlocks and pieces processed and then the meter automatically electronically re-locks. Accounting System must be able to identify accounts with up to 64 characters, alpha numeric fields. Accounting System must be able to report mail center performance by tracking results by job, operator or machine I.D. With the volume of mail that is processed daily, efficiency and effectiveness of all employees is required. Accounting System should be able to track actual expenses versus budget by reporting status to department managers, or by locking out an account when budgets are exceeded. Accounting System must have unlimited transaction capability Accounting System must have an automated search capability to insure quick and accurate charge back to accounts. Accounting System must have multiple level password accessed security levels to insure the protection of postal revenues. System must be able to search and printout of transaction detail for any time frame. System must provide a time-start and time-end stamping of each transaction. This will provide agencies with accountability of their request. Electronic USPS Services The system must be able to process all services, including electronic return receipt A barcode scanner must be included to scan USPS labels A file must be accessed each week including the actual signature in a PDF format 7. None 8. Security System should have password protected system log on. Responses to this notice must be submitted in writing via email and must be received not later than Wednesday, November 1, 2017 at 9:00AM. Email: Josie.Tuitt@va.gov. (Include VA24217N1110 Lease Mail Meters in the subject line). No telephone inquiries will be accepted. Interested parties MUST provide company/individual name, a capability statement, examples of same or similar work performed at other facilities, DUNS number and address, point of contact and socio-economic category. Responses to this notice will be used by the Government to make appropriate acquisition decisions. If your firm is a Service-Disabled Veteran Owned or Veteran Owned Small Business, you must be CERTIFIED in VetBiz (see internet site: http://vip.vetbiz.gov ). Contractor must be registered in System for Award Management (SAM) (see internet site: http://www.sam.gov ). ). A solicitation is not currently available. If a solicitation is issued, it will be announced on Federal Business opportunities website http://www.fbo.gov at a later date, and all interested parties must respond to that solicitation announcement separately from the responses to this announcement.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/BroVANAP/VAMD/VA24217N1110/listing.html)
 

Document(s)

Attachment
 

File Name: VA242-17-N-1110 VA242-17-N-1110.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=3872173&FileName=VA242-17-N-1110-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=3872173&FileName=VA242-17-N-1110-000.docx

 

Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
 

Place of Performance

Address: James J. Peters VA Medical Center;130. Kingsbridge Road;Bronx

Zip Code: 10468
 

Record

SN04722609-W 20171027/171025231031-702487099433d668bc07a3ec51a17637 (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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