SOURCES SOUGHT
W -- Equipment Lease and Maintenance for Mailing, Shipment Tracking, Proof of delivery Receiving Services for Mailroom and Warehouse.
- Notice Date
- 12/20/2024 10:10:21 AM
- Notice Type
- Sources Sought
- NAICS
- 532420
— Office Machinery and Equipment Rental and Leasing
- Contracting Office
- 262-NETWORK CONTRACT OFFICE 22 (36C262) Gilbert AZ 85297 USA
- ZIP Code
- 85297
- Solicitation Number
- 36C26225Q0288
- Response Due
- 1/10/2025 11:00:00 AM
- Archive Date
- 02/09/2025
- Point of Contact
- Anette Doan, Contracting Officer, Phone: 562-766-2200
- E-Mail Address
-
Anette.Doan@va.gov
(Anette.Doan@va.gov)
- Awardee
- null
- Description
- Page 2 of 2 THIS REQUEST FOR INFORMATION (RFI) IS ISSUED SOLELY FOR INFORMATION AND PLANNING PURPOSES ONLY AND DOES NOT CONSTITUTE A SOLICITATION. THE SUBMISSION OF PRICING, CAPABILITIES FOR PLANNING PURPOSES, AND OTHER MARKET INFORMATION IS HIGHLY ENCOURAGED AND ALLOWED UNDER THIS RFI IN ACCORDANCE WITH (IAW) FAR 15.201(e). DISCLAIMER This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. IAW FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI. SOURCES SOUGHT DESCRIPTION This is NOT a solicitation announcement. This is a sources sought/RFI only. The purpose of this sources sought/RFI is to gain knowledge of potential qualified sources and their size classification relative to NAICS 532420 (size standard of $40 Million). Responses to this sources-sought will be used by the Government to make appropriate acquisition decisions. After review of the responses to this sources-sought, a solicitation announcement may be published. Responses to this sources-sought synopsis are not considered adequate responses for a solicitation announcement. The Department of Veterans Affairs (VA), VISN 22 Network Contracting Office, is seeking sources that can provide equipment lease and maintenance for mailing, shipment tracking, proof of delivery, and receiving services for mailroom and warehouse for the VA Loma Linda Health Care System (VALLHCS). The contractor shall provide and be responsible for the shipment and delivery (if applicable) to VA Loma Linda Health Care System at 11201 Benton Street, Loma Linda, CA 92357. SCOPE OF WORK Lease of Mail Metering Machines and Package Tracking Equipment/Software. The Jerry L Pettis VA Medical Center, Loma Linda, California is seeking prospective contractors who may be interested in competing for the leasing of a digital mailing system with new shaped based rating system to replace aging digital mailing system for assigning postage to a variety of mail processed by the Support Services Mail Room. Additionally, both campuses require package tracking equipment and software. 1. Background: The intent of this Proposal is to lease with a base year and four option years, for the new mailing system equipment and associated service contract, including all required hardware, software, maintenance and services necessary to manage mail operations for the Loma Linda VA mail rooms that meet all USPS, Federal and VA mail processing requirements including Intelligent Mail package barcode (IMpb) compliant. c. Periods of performance: Base period: April 1, 2025 through March 31, 2026 Option Year 1: April 1, 2026 through March 31, 2027 Option Year 2: April 1, 2027 through March 31, 2028 Option Year 3: April 1, 2028 through March 31, 2029 Option Year 4: April 1, 2029 through March 31, 2030 2. Mail Meter Equipment Features a. Features of digital mailing system seeking to lease: b. 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 on a daily basis. c. Ensure continuity of mailing operations in the event emergency equipment maintenance or repairs are required. d. One USPS Shape Based Compliant mail metering systems to address our daily mail volume needs. Schedule 48 pricing implemented. The ability to weigh the mail piece and determine its shape in line while processing is required (WOW). The Topeka mail room meter capacity shall be up to 50,000 pieces of mail every month. e. The meter/equipment will require the following features for each campus (total footprint not to exceed 112 inches): Mailing system that can process outgoing mail and flats with a mixed mail feeder. Stand-alone meter with federal funding capability. Stand-alone IMPB processing for priority mail, first class parcels, and package services that includes computer, label printer, and >70-pound scale. Schedule 48 rates are required. 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 - 125 letters per minute. Power stacking. Interfaced scale automatically setting meter for correct postage. SSL encrypted communication. An additional separate, integrated/interfaced 70 lb. scale for larger items. Departmental/Categories Accounting with report printer. Open/closed flap sealing. Fifteen-inch touch screen display. Automatic gum label dispenser. 4-color text messaging system with ability for local personnel to customize message and Quick Response (QR) barcode/graphics printing. 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. Provide operational stand/table. 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). Must be FIPs and ATO Compliant Equipment IX9CONVEYOR IX-9 Conveyor Stacker 2 IX9DWM PKG IX-9 Dynamic Weighing Module 2 IX9C iX-9C 300 LPM Base Puffy Postcard Feeder w/Wireways 2 IXWP30 IX 30lb Weighing Platforms 2 IXDU300 300 Department Upgrade 2 DS85I-INTE3HCF 3 Station Expert: 2 Auto Fdrs + 1 HCDF, CIS Scanner, Multi License 1 IDSTC51 Zebra TC52 Scanner w/camera 10 IDSTCWALLCHAR TC52/57 Power Supply/wall charger 10 IDSTC- 5156CABLE TC52/57 Charging Cable - power supply not included. 10 IDSTC-5156BOOT TC52/57 Protective Boot 10 IDSTC-5156BATT TC52/57 4300 mAh Battery 10 IDSTCSTYLUS3PK TC52/57 Stylus 3 pack 4 IDSWS-N Wireless Barcode Scanner 3 IDSTC- 5SLOTCRAD TC51/56 5-Port Charging Cradle. 3 Intra Enterprise Software Subscription by SC Logic. g. 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 at VALOM. 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). Response from an on-site repair technician within 4 hours of placing a service call. 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). Training for staff including initial training and any ongoing training determined to be necessary by the Contracting Officer s Technical Representative (COTR) at no additional cost (not to exceed 5 formal on-site trainings for the remainder of the Contract). Meter will be re-located by the vendor selected, including to a different facility, when needed as determined by the COTR at no additional cost to the facility. 3. Parcel Tracking Equipment Features a. The parcel tracking software will require the following features for each campus: 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 b. 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. c. Repairs. Vendor will repair or up to 2 mobile units per year and will ship a spare unit within 1-2 days (shipped via UPS/FedEx) providing calls have been received before 2 pm CST. The original unit will be repaired & returned providing it is deemed repairable by vendor at no additional cost. Repairs cover normal wear & tear as well as repairs to displays, touch screens, plastics, keypad exit windows internal and other external components damaged through accidental breakage. Consumables such as batteries & stylus are not covered. Item Information: Brand Name or Equal ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 0001 12.00 MO __________________ __________________ Equipment lease for mailroom mail processing. Postage meter machine, inbound, outbound, and proof of delivery services for both mailroom and warehouse. 0002 12.00 MO _________________ Software lease for mailroom mail processing. Postage meter machine, inbound, outbound and proof of delivery services for both mailroom and warehouse. Intra Enterprise Software Subscription by SC Logic. __________________ 0002 12.00 MO ___________________ Servicing and maintenance of equipment __________________ GRAND TOTAL __________________ The information identified above is intended to be descriptive, not restrictive and to indicate the quality of the supplies that will be satisfactory. It is the responsibility of the interested source to demonstrate to the government that the interested parties can provide the product that fulfills the required specifications. If you are interested and capable of providing the sought-out supplies, please provide the requested information as well as the information indicated below. Response to this notice should include company name, address, point of contact, size of business pursuant to the following questions: (1) Please indicate the size status and representations of your business, such as but not limited to: Service-Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB), HUBZone, Woman Owned Small Business (WOSB), Large Business, etc. (2) Is your company considered small under the NAICS code (532420) identified under this RFI? (3) Are you the manufacturer or distributor of the items being referenced above (or equivalent product/solution)? What is the manufacturing country of origin of these items? (4) If you re a small business and you are an authorized distributor/reseller for the items identified above (or equivalent product/solution), do you alter; assemble; modify; the items requested in any way? If you do, state how and what is altered; assembled; modified? (5) Does your company have an FSS contract with GSA or the NAC or are you a contract holder with NASA SEWP or any other federal contract? If so, please provide the contract type and number. (6) If you are an FSS GSA/NAC or NASA SEWP contract holder or other federal contract holder, are the referenced items/solutions available on your schedule/contract? (7) If possible, please provide general pricing for your products/solutions for market research purposes. (8) Please submit your capabilities in regard to the salient characteristics being provided and any information pertaining to equal to items to establish capabilities for planning purposes? *** Submissions addressing Section (8) should show clear, compelling, and convincing*** evidence that all equal to items"" meet all required salient characteristics. Responses to this notice shall be submitted via email to Anette.doan@va.gov. Telephone responses shall not be accepted. Responses must be received no later than 01/10/2025, at 11:00 a.m. Pacific Standard Time (PST). If a solicitation is issued it shall be announced later, and all interested parties must respond to that solicitation announcement separately from the responses to this request for information. Responses to this notice are not a request to be added to a prospective bidders list or to receive a copy of the solicitation.
- Web Link
-
SAM.gov Permalink
(https://sam.gov/opp/827e8f7de6004a0aa7c1c424d84827b6/view)
- Place of Performance
- Address: Department of Veterans Affairs The Jerry L Pettis VA Medical Center 11201 Benton Street, Loma Linda 92357
- Zip Code: 92357
- Zip Code: 92357
- Record
- SN07299409-F 20241222/241220230118 (samdaily.us)
- Source
-
SAM.gov Link to This Notice
(may not be valid after Archive Date)
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