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FBO DAILY - FEDBIZOPPS ISSUE OF JUNE 29, 2018 FBO #6062
DOCUMENT

W -- BPA Mail Processing Systems - Attachment

Notice Date

6/27/2018
 

Notice Type

Attachment
 

NAICS

532420 — Office Machinery and Equipment Rental and Leasing
 

Contracting Office

Department of Veterans Affairs;NETWORK 23 CONTRACTING OFFICE;1303 5th St, Suite 300;Coralville IA 52241
 

ZIP Code

52241
 

Solicitation Number

36C26318Q9642
 

Response Due

7/10/2018
 

Archive Date

7/25/2018
 

Point of Contact

Harry R Grambo III
 

E-Mail Address

8-3614<br
 

Small Business Set-Aside

N/A
 

Description

DEPARTMENT OF VETERANS AFFAIRS (VA) High Volume Mailing Systems 52.215-3 -- Request for Information or Solicitation for Planning Purposes (Oct 1997) This is a Request for Information only and that we are not soliciting and quotes or offers at this time. FAR 31.205-18 (e) (3) applies, the VA does not intend to award a contract or pay for the information we are soliciting except as an allowable cost in an awarded contract if it is deemed allowable. The VA is seeking interested parties for a contract to provide High Volume Mailing Systems (See Included descriptions) for the Black Hills VA Health Care System for a period of a base year plus four (4) Option Years. Potential vendors who are SDVOSBs or VOSBs need to be verified in VIP pre award or will not be considered for award when appropriate. Interested offerors should contact Harry Grambo by mail or email no later than 2:00 PM CDT, July 10th, 2018, at the following address: Department of Veterans Affairs Network Contracting Office 23 (NCO 23)-Iowa City Attn: Harry R. Grambo NCO 23 Contract Specialist 1303 5th Street, Suite 300 Coralville, IA 52241 Phone: (319) 688-3614; Fax: (319) 358-6430 harry.gramboiii@va.gov Interested offerors should include the following information: Name of business, point of contact information for site visit, VIP verification if applicable, capabilities statement. Active SAM registration, DUNS number and NAICS code registration to be included RESPONDENTS ARE ADVISED THAT THE VA ASSUMES NO RESPONSIBILITY TO AWARD A CONTRACT UPON RESPONSES TO THIS ADVERTISEMENT. STATEMENT OF WORK The VA Black Hills Health Care System (VABHHCS), Fort Meade & Hot Springs SD, is dedicated to providing quality health care to Veterans using the abilities of all employees supported by our commitment to education and research. We are recognized locally, regionally, and nationally as a leader in quality patient care, positive customer service, medical/allied health education, health-related research and employment opportunities. We seek to be the provider of choice for Veterans and the community by offering an efficient, integrated quality health care system capable of providing a full range of primary, specialty and chronic health care services in a system that is readily accessible and responsive to change. Our key business drivers are quality, financial integrity, patient satisfaction and employee satisfaction. The VABHHCS, Fort Meade and Hot Springs campus Mailroom sections are responsible for processing all incoming and outgoing letters, parcels, and packages (Mailroom operations do not include Freight ). Responsibility includes the prompt and accurate delivery of all incoming mail throughout the hospital. It is also responsible for the preparation of outgoing mail to include postage metering and distribution. Incoming mail is delivered to the mailroom at various times daily. The mail is sorted and delivered on campus during the daily scheduled runs. All outgoing mail must be accurately meter stamped prior to pick up from the USPS or other mail delivery company. All outgoing mail must be accurately meter stamped prior to taking to the Post Office. The Logistics Service at VABHHCS, Fort Meade and Hot Springs campus need to replace the current mail processing systems. Postage machines help save on postage costs, improve the efficiency of our mailing processes and give outgoing mail a more professional appearance. In Fiscal Year (FY) 2018, postage operations included USPS First Class mail and UPS small parcel/package and Fed Ex parcel & package. Part of overall healthcare management includes regular communications with Veterans regarding appointments; special services; medical diagnostics; preventative health management; prescription refills; prosthetic devices; education services; events opportunities. The Logistics Service at VABHHCS, Fort Meade and Hot Springs campus has identified a requirement for mail sorting, folding/inserting, mailing and envelope sealing equipment. The VABHHCS is seeking proposals from Federal Supply Schedule/General Services Administration contractors for a 12-month lease period with three (3) option years for mail processing equipment. I. BACKGROUND VABHHCS Medical Media Service (Media Services) is responsible for processing outgoing mail for the VABHHCS. Media Services processes the VABHHCS mail in Room in Fort Meade Rm 134 bldg. 145, which is 20 x 40 area (machine space) area and in Hot Springs DB02 Bldg. 12 which is an 9 x 2 area, (machine space). Recurring mail jobs in Ft. Meade are estimated at 300,458 pieces annually and average approximately 3,458 pieces per day. Recurring mail jobs in Hot Springs are estimated at 265,659 pieces annually and average approximately 1,022 pieces per day. Media Services are not need at either facility. Current processed mail includes the following: 1. An approximant daily total of 4,400 patient appointment/schedule letters (processed in Ft. Meade and Hot Springs, including 1-3 tri-folded sheets of paper). 2. An approximant daily total of 3,000 patient result letters (processed in Ft. Meade and Hot Springs, including 1-3 tri-folded sheets of paper). 3. Approximately 5,000 satisfaction surveys sent out per month throughout the Veterans Integrates Service Network (VISN). Such mailings are inclusive of 1 sheet of paper that is a tri-folded cover letter with a survey on the back in Ft. Meade and Hot Springs, with a standard business reply envelope as an insert. 4. Seasonally, a flu shot clinic mailing approximately numbering 5,000 to VABHHCS patients notifying them of a flu shot clinic which mailing is processed in Ft. Meade and Hot Springs, #10 envelopes and tri-folded. 5. Research solicitations an approximately weekly total of 3,500 to participate in various VABHHCS projects which are processed using 1 sheet of paper, tri-folded in a #10 envelope with a standard business reply envelope as an insert. II. Objectives/Requirements 1. The Contractor shall provide 2 high-volume mailing systems for lease and include the maintenance plan for both the Fort Meade and Hot Springs campus. The processing equipment shall be capable of handling the current and projected mail volume requirements that shall meet or exceed the following capabilities: Equipment must be from USPS approved manufacturer via authorized distribution channels; automatically feeds and seals heavy stacks of assorted size mail and pieces up to.75 thick; include an external weighing platform for processing oversized mail pieces, media and parcels (70lb or higher); dynamic scale weigh in motion and differential weighing; capable of allocating mailing and shipping costs to an unlimited number of accounts or departments; supports all FedEx, UPS and USPS services, including GSA negotiated rates offered to federal agencies pursuant to the US Postal Service GSA Schedule 48 Contract United Parcel Service GSA Schedule 48 Contract and FedEx GSA Schedule 48 Contract rates; provides real time shipping address validation; auto downloaded carrier rate updates; capable of sorting carrier services by delivery date/time; stage batch mail by account and class; batch/dynamic mail processing; operational efficiency of the processing speed not less than *220 l pm or better in weigh in motion mode (batch); internal postage label-dispenser; thermal label printer; provides carrier compliant shipping labels; supports USPS Intelligent Mail Parcel Barcode (IMpb); automatic mail class inscriptions; date stamp incoming mail; power stacker conveyor; provide mixed mail feeder that processes nested and non-nested envelopes of any size or thickness; provide automated shipment tracking across all carriers; measures carrier on-time delivery performance; generate management and presort reports; adjustable jet-spray sealing system; multi-directional (i.e., backward/forward/left/right/up/down, etc.,) height-adjustable touch screen; include a full keyboard; and includes all necessary software. Must include the letter folder and envelope inserter for both Ft. Meade and Hot Spring Campuses. 2. Vendor will provide any equipment that is required to operate the equipment-namely meters, pcs, thermal label printers, in addition to anything that was asked for above for Ft. Meade only, this is not needed in Hot Springs. 3. Collate, Fold, Stuff and Seal. Provide equipment that will collate and fold letters; and stuff and seal envelopes appropriately to protect patient privacy for Ft. Meade only, this is not needed in Hot Springs. 4. Equipment must have a minimum of 2 feeders. 1 feeder designated for insert feeding, and 3 intelligent (reading) feeder folders for Ft. Meade only, this is not needed in Hot Springs. 5. Equipment must have the ability to process at speeds up to 4500 envelopes/hour with a monthly rated capacity of 300,000 per month. 6. Required Size of Envelopes and Double Detect Capability. The mail processing equipment must be capable of stuffing business size envelopes which are 9 ½ x 4 3/16 window or non-window and up to 10 x 13 size envelopes with long edge flap. The equipment must have a double detect alert capability, for Ft. Meade only, this is not needed in Hot Springs. 7. 2D Data Matrix Marks and Software Capability. The equipment must be capable of utilizing 2D Data Matrix marks to collate individual/specific sheets. As outlined in Section 3, this capability will add a potential 1,200,000 pieces per year of BHVAMC mailings 8. Premise Based Output Management Software Ability to generate and print VABHHCS mailings with Bar Code Reader markings all while interfacing to current closed-loop approve OI&T verification software. a. Must be able to support current jobs of two types of appointment letters and result letter. b. Ability to postal cleanse files to allow for discounted mail rates c. Internal ability to change layout of documents without costly change order requests. d. 64-bit technology e. Multi-Threaded to process more than on application at the same time f. Access through browser locally for access for unlimited users g. On-site training available if required or requested h. Must meet all regulatory security requirements i. Wi-Fi wireless 4G capability standalone service with Verizon in Ft. Meade if the provider if non-serviceable, or connectivity fails contractor must provide a DSL line as a substitute. Hot Springs requires a DSL connection. 9. Quote needs to include two like units of equipment for work sharing and redundancy. a. Must have the ability to process pack thicknesses up to 10mm thick. b. Must be able to store insert finger settings so that they change automatically when the job is chosen. To further increase productivity and reduce stoppages due to the operator misadjusting the fingers. c. Each machine must have a large color touch screen which can be viewed by operators of different height without the need to raise or lower the machine or table. This ergonomic design will further increase productivity. d. Must come with supplied furniture e. Insert feeders must be capable of holding approximately 240mm (9.5 ) of media 10. Quote needs to include two like units of mailing equipment for the processing and metering of outgoing mail a. Must have the ability to process mail pieces at a speed of up to 300 letters per minute (LPM). b. Must have the ability to weigh individual mail pieces at a speed of up to 160 LPM c. Must have the ability to process envelopes up to.8 in thickness d. Must have large touch screen for operator ease of use e. Mailing systems to include 30lb external scale for weighing items that cannot be run through the machine f. Must have a powered conveyor stacker at the end of the machine to stack finished mail pieces g. Differential weighing capability III. Installation, Maintenance, Training and On-going Support. a. Contractor shall accomplish complete installation, configuration, setup, and testing of all equipment and software, and provide all updates to software and machines as per postal regualtions. (1) The vendor shall be responsible for determination of, and compliance with federal and state or local code requirements; and other factors necessary to install the items at the desired location. (2) The system will not require any new construction, space, special wirings etc. The Contractor will not have access to patient-derived data. IV Training. The contractor will provide initial 5 day on-site equipment training to BHVAMC employees immediately upon completion of equipment set-up. Training will be provided between the hours of 7:00 a.m. to 3:30 p.m. Monday through Friday (except Government Holidays). Such training will include, at a minimum, instruction to independently operate, troubleshoot, and perform first echelon/operator maintenance for the configured equipment. The contractor will provide regularly scheduled refresher training every six (6) months after the equipment is installed. On-demand training for new staff will be offered, but not more than three (3) times annually. The training by vendor shall be provided at no additional cost. a. Equipment Maintenance. The contractor will provide a 2-4 hour onsite response time for maintenance for any problem with the equipment. Preventive maintenance will be provided four (4) times annually (once per quarter) and will include cleaning and trouble shooting. b. NOTE: VABHHCS IS REQUIRED BY LAW TO USE 30% POST-CONSUMER MATERIALS. MAIL PROCESSING OPERATIONS ARE CONDUCTED IN ROOM 134 bldg. 145 in Fort Meade & Room DB02 Bldg 12 in Hot Springs. EQUIPMENT MUST BE CAPABLE OF PROCESSING MATERIAL USED BY THE BHVAMC, E.G. Envelopes, Paper and Cardstock. V. ADDITIONAL CAPABILITIES The mail processing equipment should be able to perform the following: a. Ability to maintain logs of jobs (i.e., reports, statistics, etc.) for specific mailings and for indefinite periods of time. b. The equipment should be capable of determining a valid address lines. VI. PROPOSALS Vendors are to propose new equipment that meets or exceeds the minimum requirements for a lease to VABHHCS for a minimum of Five (5) years. The proposal should contain brochures or technical capabilities in narrative form and pricing. Any additional notations that affect employee labor should be included (e.g., time spent to change modules for jobs with differing size envelopes). Vendors are to include as OPTION CAPABILITIES AND PRICING any features that would enhance Medical Media s mail processing system with the intent to further support VABHHCS customer mailing requests, for labor savings, and mailing cost savings. Vendor is reminded of the 20 x 40 space in Ft. Meade and a 9 x 2 space in Hot Springs footprint space. See Attachment 1. VII. DESIGNATION OF CONTRACTING OFFICER'S TECHNICAL REPRESENTATIVE (COR) a. A Technical Representative of the Contracting Officer (COR) will be designated to represent the Contracting Officer in furnishing technical guidance and advice under this contract. The foregoing is not to be construed as authorization to interpret or furnish advice and information to Contractor relative to the financial or legal aspects of the contract. Those matters are the responsibility of the Contracting Officer and shall not be delegated.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/ICVAMC584/ICVAMC584/36C26318Q9642/listing.html)
 

Document(s)

Attachment
 

File Name: 36C26318Q9642 36C26318Q9642.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=4433685&FileName=36C26318Q9642-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=4433685&FileName=36C26318Q9642-000.docx

 

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

Record

SN04970990-W 20180629/180627231036-5e8d7c8a687b73ea82f98eff438b53a5 (fbodaily.com)
 

Source

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

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