SOURCES SOUGHT
75 -- Mailing System (VA-20-00038810)
- Notice Date
- 4/1/2020 11:38:37 AM
- Notice Type
- Sources Sought
- NAICS
- 561431
— Private Mail Centers
- Contracting Office
- 256-NETWORK CONTRACT OFFICE 16 (36C256) RIDGELAND MS 39157 USA
- ZIP Code
- 39157
- Solicitation Number
- 36C25620Q0482
- Response Due
- 4/8/2020 12:00:00 AM
- Archive Date
- 04/18/2020
- Point of Contact
- Oney Kelly Oney.kelly@va.gov
- E-Mail Address
-
Oney.Kelly@va.gov
(Oney.Kelly@va.gov)
- Awardee
- null
- Description
- Department of Veterans Affairs Network Contracting Office 16 - HOUSTON In Support of the Michael E. DeBakey VA Medical Center (MEDVAMC) REQUEST FOR INFORMATION 36C25620Q0482 BACKGROUND: MEDVAMC has a requirement for one (1) Mailing Meter System and four (4) Computer Packaging System needed for daily operation within Research Service at Southeast Louisiana Veterans Health Care System, New Orleans, LA 70119: Required: Statement of Work (SOW) MAIL METERING EQUIPMENT RENTAL AND MAINTENANCE 1. PURPOSE OF CONTRACT This procurement request encompasses the acquisition of rented mail meters, a rented folder/inserter, and maintenance services and software/rate change updates for mail metering systems used at the U.S. Department of Veterans Affairs Overton Brooks VA Medical Center 510 E. Stoner Shreveport, Louisiana 71101. 2. BACKGROUND Overton Brooks, a division of the United States Government s Department of Veterans Affairs (VA), requires the leasing of digital mail metering systems to process postage for postcards, letters, and parcels, along with equipment for folding documents and inserting them into envelopes (at Shreveport VAMC 510 East Stoner location only). The United States Postal Service's (USPS) final rule (39 CFR Part 111) issued on November 27, 1992 called for all federal agencies to establish a system of direct accountability (DA) of the agency s actual postage expenditures. All postal equipment must be able to give a detailed report of outgoing mail, including the service line or department within U.S. Department of Veterans Affairs Overton Brooks VA Medical Center from which it came. All digital mail metering equipment must be equipped with a printer for reports. 3. SCOPE One(1) digital mail meter system for the mailroom with and high-volume folder/inserter, along with maintenance service, are required for rental by U.S. Department of Veterans Affairs Shreveport VAMC. The digital mail metering system provided for use at the U.S. Department of Veterans Affairs Shreveport site must process at least 170 letters per minute (LPM), handle mail up to � inch thick, with a 70lb. dynamic weight scale which measures mail and determines, sets, and prints the appropriate postage (175 LPM w/o dynamic weight scale in use), W.O.W. Process at least 120,000 mail pieces per month. Process up to 5,400 letters per hour. The ability to read 2D page barcodes to determine the number of pages going into each envelope. The inserter must be programmable up to 24 jobs, or number of towers. The inserter must be able to read 2D barcodes. The meter must have a scanner and labeler for certified mail. 15-inch-high resolution monitor with touchscreen input capability for the meter, but inserter also requires monitor to show paper jams, etc. Wireless keyboard. Unit will need to connect to the Internet via a high-speed data connection. The digital mail metering system provided for use at the 510 E. Stoner Ave. 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. Integrated compliant label printer. Max envelope thickness processing and sealing of at least � inch or better with W.O.W. Mail Machine must have capability to interface to the Relay 7000 folder/inserter. Ability to support both wet and dry application of continuous roll gummed pressure sensitive postage tape as an integrated part of the mail machine. Integrated IMpb compliant label printer. Proposed equipment must be able to fund two postage metering account to cover all US Postal Service transactions processed by all equipment at this location. Ability to interface to SendPro 3000 mail machine. Ability to read 2D page barcodes to determine the number of pages going into each envelope. Automatic Light Sensor Double Document Detection on all feeders. Ability to process 9x12 flats. Customized software that automates all tasks related to the document processes. Must be able to capture data streams from almost any source. Must be able to ensure data or digital documents can be sent over a LAN/WAN to desktop, multifunctional and/or Production printer, folders, FTP sites, e-mail or fax recipients and more. Must be able to connect to file-based processing software for mail piece production tracking. Software must be able to archive files after processing. Logistics service reproduction section and the Pharmacy service will be the only departments needing access to software. Must be able to set rules to split single jobs into several data streams based on values or characters found in the data. Must be able to provide a compact, highly reliable scan with the highest level of integrity for barcoding. High capacity sheet feeder that can hold up to 1,000 pages, for the inserter. Flat envelope feeder able to hold 100 -9x12 or 10x13 envelopes. Ability to switch between 6 x 9.5 or #10 envelopes or flat envelopes depending on page count without starting a new job. Vertical power stacker. Bottom address inverter. Automatic Light Sensor Double Document Detection on all feeders. High volume color ink jet printer, with the following capabilities: Uses cool flat dry process to allow for transfer to Folder/Inserter for optimal processing. 120 color images per minute Print up to 2,000 24lb. bond sheets without having to load input feeder. Can hold at least 2000 printed 24lb bond sheets without having to empty output stacker Must be Energy Star Must use a 110V outlet Must utilize oil-based ink Must be compatible with Windows 10. File types from the existing VA output is to be received TXT. No cloud solution Must have the capability to produce meter strip within 1 minute. Need to provide 2 inbound management tracking systems which includes CPU, monitor, printer, software maintenance, docking stations, and a total of 4 handheld scanners, which will be connected to WIFI. A Total of 4 users will need to have access. Main users will be the Mail Center, and Warehouse personnel, for this standalone solution. All components must include support tables. The vendor should include customized software that is configured to integrate with the existing VA output files associated with generating the current patient appointment letters. Software should be able to provide proof of receipt or damage Any proposal must offer solutions which meet or exceed these specifications. 4. GENERAL REQUIREMENTS This contract is planned as a base year beginning on Award date 1, 2020, with four (4) option years thereafter. The contractor will provide a pricing schedule for maintenance and meter rental beginning in the Base Year through Option Year IV. Contractor maintenance will include preventative maintenance at manufacturer-recommended intervals, or at a minimum two preventative maintenance visit per year. The contractor may perform repair work, at its option, at the government site, or at the contractor s local service branch. If the contractor removes the equipment from the government site for repair, the contractor will provide a comparable machine to the government for temporary use at the time the contractor removes the equipment for repair. The contractor must provide a single toll-free telephone service number for the use of U.S. Department of Veterans Affairs Overton Brooks VA Medical Center personnel to use. This number will also be available to use for general questions regarding machine operation/maintenance and warranty. Government personnel must be able to access the number Monday through Friday between the hours of 7:30 AM and 4:00 PM, local prevailing time. This telephone number must include access to help desk personnel for hearing impaired customers. The contractor will provide on-site response to service calls at the government facility where the equipment is located within two working hours after receipt of the call. The contractor must provide service during normal government working hours for the office site where the equipment is located. If the contractor cannot repair the equipment on-site within two working hours of the initial service request, the contractor must provide a comparable temporary machine until the equipment is operational. The contractor will maintain a record of all service calls, including the following information: Date and time the service call is received. Location of equipment. A unique identifier for the office and person handling the service call. Name and phone number of the person reporting the problem. Equipment serial number. Description of the problem reported. The response times. Meter balance at the time the problem was reported. The final diagnosis of the problem. Date and time of the final corrective action. The report must be in EXCEL format, with all service codes defined and each particular action explained. The contractor will provide these records to the government monthly or within five working days of the Contracting Officer s Representative s (COR) request. If a device is not repairable, the contractor will, with the COR s approval, replace the equipment with an identical model or with a machine with features and capabilities that meet or exceed those of the device that is replaced. The contractor may replace machines at reasonable intervals (upon COR approval) with identical equipment or machines with features and capabilities that meet or exceed those of the device that is replaced, in order to avoid what it considers excessive maintenance costs. The replacement equipment will be covered under the maintenance meter rental contract (i.e., the replacement would not be treated as new installation, and maintenance and other charges paid for the old equipment would apply to the replacement equipment, etc.). If equipment is replaced, the contractor will provide with the replacement, at no additional charge, a three-month supply of supplies needed to operate that equipment, as if it were a new installation. The contractor must give a minimum of 30 days written notice to the COR for replacement of the equipment under this provision. The contractor will be responsible for identifying patterns of machine overuse that result in excessive service calls. The contractor will document patterns of overuse and notify the COR when they occur. The contractor will be responsible for submitting the equipment s service history reports to support its claim that the equipment is being overused. Upon contractor notification of excessive use, the government will evaluate, and if necessary, arrange to remove the equipment from service. 5. METER RENTAL INVOICES The Contractor shall submit invoices directly to the Austin Finance Center via the Tungsten Network electronic invoicing system (or similar procedure if the government changes its invoicing and payment system). Invoices shall be submitted monthly, and there shall be only one invoice per month which includes separate line items for each piece of equipment or service provided under the contract. The invoice shall be provided within 15 calendar days after the end of each established billing period, but no earlier than the day after the last day of the billing period (monthly), and shall contain: Vendor name, invoice number, and date Vendor Identification Number (Tax ID) Remittance address (address where the payment is to be issued) Complete purchase order number assigned by the VA facility placing the order for goods or services. Itemized description of goods or services, dates of services provided, quantity, and unit price Total dollar amount of invoice Discount or net terms Accuracy of all invoices is extremely important. Noted invoice discrepancy(s) by the government during any monthly processing periods shall be rejected by U.S. Department of Veterans Affairs Overton Brooks VA Medical Center and resubmitted by the Contractor within seven days from receipt date for continuous processing in accordance with Prompt Payment Act (USC, Title 31, 3903(a) and Office of Management and Budget (OMB) Circular A-125, Prompt Payment, as revised. All monthly discrepancies will be documented and will serve as official documentation in the evaluation of the Contractor s past performance. 6. Shipping System Pharmacy Shreveport VAMC a division of the United States Government s Department of Veterans Affairs (VA), requires the leasing of four (4)computer Packaging systems for processing multi-carriers. Software must be capable of processing multi-carrier (USPS/UPS/FedEx) shipment and carrier rate comparisons (rate shopping). Postal discounts software must have address validation capability and be IMpb compliant to capture USPS commercial base pricing discount on packages. Software must be able to provide detailed reports of outgaining mail and statistics. Software must be capable od supporting multiple simultaneous users (a minimum of 3). Integrated IMpb compliant label printer. 100 lb. Tabletop Scale Weighing Packages Barcode Scanning Postage Mailing of Patient Medications. 7. EQUIPMENT RENTALS All equipment must have remote setting capability installed and operating on an analog phone line. The contractor will be responsible for all costs associated with establishing and maintaining postage meter connectivity with the vendor for downloading postage, software upgrades, and rate changes on all equipment provided under this contract. The contractor will be responsible for those costs for the entire duration of the contract. The contractor will provide the COR with copies of all pertinent documents relative to equipment delivery, installation, operation, licensing, and servicing. The COR and the contractor will mutually agree upon such documents after award. 8. PERIOD OF PERFORMANCE The period of performance for this intended acquisition will be as follows: Base Period: award date, 2020 through April 30, 2021. Option Period I (if exercised) shall be : Award 1, 2021 through September 30, 2022. Option Period II (if exercised) shall be: Award 1, 2022 through September 30, 2023. Option Period III (if exercised) shall be: Award 1, 2023 through September 30, 2024. Option Period IV (if exercised) shall be: Award 1, 2024 through September 30, 2025. 9. TECHNOLOGY SUBSTITUTION The government s requirement for the delivery of equipment extends over several years, perhaps exceeding the technological life of the equipment proposed. It may be in the mutual best interest of the government and the contractor to substitute equipment of a newer technology than proposed, or some portion thereof, if the conditions below are satisfied: The item(s) substituted must be fully compatible with the originally provided equipment. The item(s) substituted must meet or exceed the technical capability of the original provided equipment. The item(s) substituted must be field proven and in their off the shelf configurations. The price of the items(s) substituted, including maintenance services, must be equal to or lower than that originally proposed and current GSA pricing for the same equipment. The contractor will agree to all terms and conditions, equal to or more favorable to the government for the substituted item(s). The substitution of item(s) will be by mutual agreement. 10. DELIVERY The contractor shall deliver all equipment, devices, supplies, and other items needed to perform the work envisioned under this contract to the appropriate rooms/work areas at the U.S Department of Veterans Affairs Overton Brooks VA Medical Center Shreveport, LA 71101. 11. INSTALLATION, TRAINING, and ON-GOING SUPPORT/MAINTENANCE 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 at the U.S. Department of Veterans Affairs Overton Brooks VA Medical Center Shreveport, LA . Vendors will provide separate, detailed, and on-site end-user training for: Office Operations/Reproduction (on all equipment, software, and procedures). As requested, ongoing detailed, and on-site end-user training will be provided at no additional charge. Mail Manager and other identified staff (on Mail Output / Document Management Software Solution, Browser-Based, Multi-Carrier Integrated Shipping System) Vendors will also provide separate, detailed, and on-site administrative training and detailed documentation for key personnel (on administration, maintenance, and configuration). As requested, ongoing detailed, and on-site end-user training will be provided at no additional charge All scheduled and periodic maintenance required by equipment manufacturers will be included in the proposal, said maintenance to be performed by certified individuals. REQUESTED RESPONSES: The intent of this Request for Information is to establish sources to define the procurement strategy (e.g set-aside, sole source, unrestricted) for a solicitation that VA intends to post soon. Interested contractors are requested to respond in accordance with the following: Please respond to this RFI if you can provide the name products listed in section above. In the response please cite your business size status. If you have an existing GSA or VA, Federal Supply Schedule contract, please include the contract details in your response. DISTRIBUTORS: You must provide proof that you are an authorized distributor. VA does not accept grey market items. Please respond to this RFI if you can provide supplies that may be determined EQUIVALENT to the products listed in the table in the background section above. Please provide details on the proposed EQUIVALENT products such as Manufacturer Name, Part Number, and Description. If you have an existing GSA or VA, Federal Supply Schedule contract, please include the contract details in your response. DISTRIBUTORS: You must provide proof that you are an authorized distributor. VA does not accept grey market items. Please note that VA is particularly interested in determining the availability of Small Business Manufacturers. If your company is a small business manufacturer of potentially equivalent items, please respond to this RFI. Vendors are requested to submit estimated market research pricing with their responses. The estimated pricing will be considered when determining the procurement strategy for the future solicitation. (e.g. if CO determines that capable small businesses cannot provide fair and reasonable pricing, then the solicitation will not be set-aside). Please note that if no responses to this notice are received, from either authorized distributors of the cited brand name nor from manufacturers marketing a potentially equivalent brand, then this action will be sole sourced to the manufacturer cited in the Background section above. CONTACT INFORMATION AND RESPONSE DUE DATE: Please email all responses to Oney.kelly@va.gov. Please respond to this RFI no later than April 08, 2020 by 1300 CST. DISCLAIMER: This RFI is issued solely for informational and planning purposes and does not constitute a solicitation. Responses to this notice are not offers and cannot be accepted by the Department of Veterans Affairs to form a binding contract. Respondents are solely responsible for all expenses associated with responding to this RFI.
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- Record
- SN05607802-F 20200403/200401230148 (samdaily.us)
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