Mail Sorting Equipment with Maintenance Services
Page 13 of 13 DESCRIPTION This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a separate written solicitation will not be issued. Solicitation Number: 36C10X19Q0086. This BRAND NAME OR EQUAL solicitation is issued as a request for quotation (RFQ) using simplified and commercial item procedures identified in FAR Parts 13.5 (Simplified Procedures for Certain Commercial Items) and 12 (Acquisition of Commercial Items). The solicitation document and incorporated provisions and clauses are those in effect tough Federal Acquisition Circular 2005-94 and 2005-95 effective January 19, 2017 and the Veterans Affairs Acquisition Regulations (VAAR). The complete text of any of the clauses and provisions may be accessed in full text at http://farsite.hill.af.mil. This requirement is Unrestricted. Any business capable of meeting the requirement as described in the statement of need below can submit a quote. The following NAICS Code 423420 Mailing machines merchant wholesalers is applicable to this requirement. Statement of Need: REQUIREMENTS The Department of Veteran s Affairs (VA) Financial Service Center (FSC) has a requirement for 2 mail sorting, folding, and inserting equipment to support mailouts. VA-FSC is responsible for processing outgoing mail for various departments -- mail is processed in the VA FSC mailroom. Recurring mail jobs are estimated at 400,000 pieces annually and average approximately 1,500 pieces per day. Letters are processed in window #10 envelopes, including 1-2 tri-folded sheets of paper in variable page sets. The assessment and authorization requirements do not apply, and a Security Accreditation Package is not required. MINIMUM REQUIREMENTS: Collate, Fold, Stuff and Seal. Equipment shall collate and fold letters; and stuff and seal envelopes appropriately to protect patient privacy. Equipment must have a minimum of 3 feeders. Tee (3) multifunctional feeders that can process full size documents and 1/3-page inserts. Equipment shall be capable to process at speeds up to 4,300 envelopes/hour with a monthly rated capacity of 60,000 per month. 2D Data Matrix Marks and Software Capability. The equipment shall be capable of utilizing 2D Data Matrix marks to collate individual/specific sheets. Premise Based Output Management Software Ability to generate and print VA FSC mailings with Bar Code Reader (BCR) markings all while interfacing to current closed-loop Automated Insertion Management System (AIMS) verification software. Must be able to support current jobs of two types of appointment letters and result letter. Ability to postal cleanse files to allow for discounted mail rates Internal ability to change layout of documents without costly change order requests. 64-bit technology Multi-Teaded to process more than on application at the same time Access tough browser locally for access for unlimited users On-site training available if required or requested Must meet all regulatory security requirements Quote needs to include two like units of equipment for work sharing and redundancy. Must have the ability to process pack thicknesses up to 2.5 mm thick. 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 be aimed at further increase productivity. Must have a processing speed at least 4,300 pieces/hour Must have feeders that can process both full sheets of paper and inserts (1/3 page) from the same feeder Must have a document divert area for misfed documents Machine must be able to read a 2D Datamatrix barcode TRAINING. The contractor shall provide initial on-site equipment install and training to VA employees immediately upon completion of equipment set-up. Training will be provided between the hours of 8:00 a.m. to 4:30 p.m. Monday tough Friday (except Government Holidays). Training shall include at a minimum instruction to independently operate, troubleshoot, and perform first echelon/operator maintenance for the configured equipment. Optional CLIN: the contractor agrees to provide refresher training if required after the equipment is installed. EQUIPMENT MAINTENANCE. The contractor shall provide a 4-hour on-site response time for maintenance for any problem with the equipment from the time the repair order is received; Monday tough Friday, 8:00 am to 4:30 pm except during Government Holidays. Preventive maintenance will be provided four (4) times annually and will include cleaning, inspection, and trouble shooting. SHIPMENT OF HARDWARE OR EQUIPMENT Inspection: Destination Acceptance: Destination Free on Board (FOB): Destination Ship To and Mark For: Primary: TBD Address: 7600 Metropolis Dr., Bldg. 5 Austin, TX 78744 Email: TBD Voice: TBD Alternate: TBD Address: 7600 Metropolis Dr., Bldg. 5 Austin, TX 78744 Email: TBD Voice: TBD Special Shipping Instructions Prior to shipping, the Contractor shall notify Site POCs, by phone followed by email, of all incoming deliveries including line-by-line details for review of requirements. The Contractor cannot make any changes to the delivery schedule at the request of Site POC. Contractors must coordinate deliveries with Site POCs before shipment of mail sorting, folding, and inserting equipment to ensure sites have adequate storage space. All shipments, either single or multiple container deliveries, shall bear the VA Purchase Order number on external shipping labels and associated manifests or packing lists. In the case of multiple container deliveries, a statement readable near the VA PO number will indicate total number of containers for the complete shipment (ex. Package 1 of 2 ), clearly readable on manifests and external shipping labels. Packing Slips/Labels and Lists shall include the following: IFCAP PO # ____________ (PO Number provided with award) Total number of Containers:A Package ___ of ___.A (e.g., Package 1 of 3) PRICE/COST SCHEDULE BASE PERIOD Period of Performance: 05/10/2019 - 05/09/2020 ITEM DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE TOTAL PRICE 0001a Sorter/Folding Machines 2 EA $----- $----- Sub-Total $----- 0001b Initial Training See SOW; Section 1.2 (Training) 1 EA $----- $----- 0001c Equipment Maintenance As required- See SOW; Section 1.3 (Equipment Maintenance) MO $----- $----- 0001d Refresher Training 1 JB $----- $----- Sub-Total $----- Base Period Total $----- OPTION PERIOD ONE Period of Performance: 05/10/2020 - 05/09/2021 ITEM DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE TOTAL PRICE 1001 Maintenance As required- See SOW; Section 1.3 (Equipment Maintenance) MO $----- $----- 1002 Refresher Training 1 JB $----- $----- Option Period One Total $----- OPTION PERIOD TWO Period of Performance: 05/10/2021 - 05/09/2022 ITEM DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE TOTAL PRICE 1001 (Optional) Refresher Training Maintenance As required- See SOW; Section 1.3 (Equipment Maintenance) MO $----- $----- 1002 (Optional) Refresher Training 1 JB $----- $----- Option Period Two Total $----- OPTION PERIOD THREE Period of Performance: 05/10/2022 - 05/09/2023 ITEM DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE TOTAL PRICE 3001 Maintenance As required- See SOW; Section 1.3 (Equipment Maintenance) MO $----- $----- 3002 (Optional) Refresher Training 1 JB $----- $----- Option Period Tee Total $----- ITEM DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE TOTAL PRICE 4001 Maintenance As required- See SOW; Section 1.3 (Equipment Maintenance) MO $----- $----- 4002 (Optional) Refresher Training 1 JB $----- $----- Option Period Four Total $----- OPTION PERIOD FOUR Period of Performance: 05/10/2023 - 05/09/2024 GRAND TOTAL: _______________________________ Note: The Optional CLIN will be priced but not included in the Grand Total. QUOTE SUBMISSION INSTRUCTIONS The provision at 52.212-1, Instructions to Offerors -- Commercial Items applies to this acquisition. Addenda to the provision are as follows: INSTRUCTIONS TO QUOTERS Submission of quote: Submit your company s quote via email to the Contract Specialist Jacky Jean-Jacques (Jacky.Jean-Jacques@va.gov) and Contracting Officer Allen L. Smith (Allen.Smith3@va.gov) prior to the deadline below. You may submit more than one quote. If you do, the Government will evaluate each separately. Submission deadline: The Government must receive your quote via email by 12:00PM ET on April 01, 2019. The Government will not consider any quote that it receives after the deadline unless it receives it before issuing an order and considering it will not delay the purchase. The Government email system will not accept file sizes that exceed 5MB. It is the contractor s responsibility to submit all parts of its quote no later than the date and time specified in the RFQ. In case of an emergency that delays operations and makes submission or receipt of your quote impossible, the Government may extend the deadline by one working day at its sole discretion. Questions: Submit any questions electronically to the email addresses above on or before 4:00PM ET on March 27, 2019. Questions submitted after this date and time may not receive a response. Terms and content of your quote: Your quote must be based on the terms of this RFQ. The Government may reject any quote that is not based on these terms in every respect. Quoters are hereby advised that any quoter-imposed terms and conditions and/or assumptions which deviate from the Government s material terms and conditions established by the solicitation, may render the offeror s quote unacceptable, and thus ineligible for award. Your quote must contain all of the information described below. Issuance of an award: Your quote should contain your best terms. The Contracting Officer may reject any or all quotes. The Contracting Officer intends to issue a contract to the responsible quoter with the lowest price technically acceptable. Any award resulting from this solicitation will be issued on a Standard Form 1449. Information to be submitted: Place the following information on the first (non-cover) page of your quote: (1) RFQ number 36C10X19Q0086; (2) Your company name, address, DUNS number and telephone number; (3) Your CLIN prices by completing unit and total price of the following (must price all CLINs for Base and Options): 4) Acknowledgement of any amendments to this RFQ; and (5) A statement that you assent to all terms of this RFQ. Beginning on the next page of your quote, provide the following information: System for Award Management (SAM): You must be registered in SAM at time of quote submission and must remain registered toughout performance until final payment. Go to https://www.acquisition.gov for information on SAM registration and annual confirmation. DUNS Number (Data Universal Numbering System Number): Place the annotation DUNS or DUNS+4 next to your name and address on the first page of your quote as required above. If you do not have a DUNS number, contact Dun and Bradstreet to obtain one. If you are located within the United States, you may contact Dun and Bradstreet by calling 1-866-705-5711 or via the internet at http://fedgov.dnb.com/webform. If you are located outside the United States, you must contact the local Dun and Bradstreet office for a DUNS number. Tell Dun and Bradstreet that you are a quoter for a Government contract when contacting the local Dun and Bradstreet office. The DUNS+4 is the DUNS number plus a 4-character suffix that you may use at your discretion to establish additional SAM records for identifying alternative Electronic Funds Transfer (EFT) accounts (see FAR Subpart 32.11) for your company. SOLICITATION PROVISIONS I.1 FAR 52.212-2 EVALUATION COMMERCIAL ITEMS (OCT 2014) The Government intends to award a contract resulting from this solicitation to the responsible Offeror whose quote conforming to the solicitation will be most advantageous to the Government. The Government has determined that best value will be achieved by using a Lowest Priced Technically Acceptable approach to determine best value. The following factors shall be used to evaluate quotes: A. Product Acceptability; B. Price Options. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s). A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer's specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award. Additional evaluation information: Product acceptability- Government will review the proposed product to determine whether or not it meets the salient characteristics in accordance with the Statement of Need requirements. In addition, the offeror must indicate that they will provide training in according with the SOW. Price- Price will not be evaluated adjectivally or assigned a score. Price will be evaluated to determine whether it is fair and reasonable. For a price to be reasonable, it must represent a price to the Government that a prudent person would pay when consideration is given to prices in the market. The Government expects that price reasonableness will be established tough adequate price competition, but it may also determine price reasonableness tough price analysis techniques as described in FAR 13.106-3. The process of selection will be the following: The Government will evaluate all price quotes first to determine completeness with regard to Price.A After determination of completeness with regard to Price, the Government will rank the quotes from lowest to highest price. Once the price quotes are ranked, the Government will evaluate the lowest price Offeror s proposed product acceptability. If that Offeror is determined to be Acceptable, the Government will select that Offeror as the awardee. If the lowest price Offeror is determined to be unacceptable, the Government will evaluate the next lowest price Offeror and will continue this process until the LPTA quote from a responsible vendor is identified. Although Past Performance is not evaluated as a separate evaluation element, the Government will consider past performance when performing its responsibility determination of the apparent awardee. Offerors are advised to include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications -- Commercial Items, with its quote if it does not wish to have the Government rely on its Representations and Certifications in SAM. If submitting Reps and Certs, Offerors should submit a separate volume from the information requested above. Additional Provision(s): The following additional Provisions are incorporated by reference: VAAR 852.270-1 REPRESENTATIVES OF CONTRACTING OFFICERS (JAN 2008) 52.203-18 PROHIBITION ON CONTRACTING WITH ENTITIES THAT REQUIRE CERTAIN INTERNAL CONFIDENTIALITY AGREEMENTS OR STATEMENTS REPRESENTATION (JAN 2017) 52.203-98 PROHIBITION ON CONTRACTING WITH ENTITIES THAT REQUIRE CERTAIN INTERNAL CONFIDENTIALITY AGREEMENTS REPRESENTATION (DEVIATION) (FEB 2015) 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (JUL 2013) 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS COMMERCIAL ITEMS (JAN 2017) 52.225-18 PLACE OF MANUFACTURE (MAR 2015) SERVICE OF PROTEST (SEP 2006) VAAR 852.233-70 PROTEST CONTENT/ALTERNATIVE DISPUTE RESOLUTION (JAN 2008) VAAR 852.273-74 AWARD WITHOUT EXCHANGES (JAN 2003) A. SUBCONTRACTING COMMITMENTS - MONITORING AND COMPLIANCE: The contractor is advised in performing contract administration functions, the CO may use the services of a support contractor(s) retained by VA to assist in assessing the contractor's compliance with the limitations on subcontracting or percentage of work performance requirements specified in the clause. To that end, the support contractor(s) may require access to contractor's offices where the contractor's business records or other proprietary data are retained and to review such business records regarding the contractor's compliance with this requirement. All support contractors conducting this review on behalf of VA will be required to sign an Information Protection and Non-Disclosure and Disclosure of Conflicts of Interest Agreement to ensure the contractor's business records or other proprietary data reviewed or obtained in the course of assisting the CO in assessing the contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs. Furthermore, if VA determines any services the support contractor(s) will perform in assessing compliance are advisory and assistance services as defined in FAR 2.101, Definitions, the support contractor(s) must also enter into an agreement with the contractor to protect proprietary information as required by FAR 9.505-4, Obtaining access to proprietary information, paragraph (b). The contractor is required to cooperate fully and make available any records as may be required to enable the CO to assess the contractor's compliance with the limitations on subcontracting or percentage of work performance requirement. SOLICIATIONS CLAUSES The clause at 52.212-5, Contract Terms and Conditions Required To Implement Statutes Or Executive Orders -- Commercial Items, applies to this acquisition. The following are applicable to the acquisition: 52.203-6, Restrictions on Subcontractor Sales to the Government (Sept 2006), with Alternate I (Oct 1995) (41 U.S.C. 4704 and 10 U.S.C. 2402) 52.204-10, Reporting Executive compensation and First-Tier Subcontract Awards (Oct 2016) (Pub. L. 109-282) (31 U.S.C. 6101 note) 52.209-6, Protecting the Government's Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment. (OCT 2015) (31 U.S.C. 6101 note) 52.209-9, Updates of Publicly Available Information Regarding Responsibility Matters (Jul 2013) (41 U.S.C. 2313) 52.217-9 Option to Extend the Term of the Contract (Mach 2000) 52.222 19, Child Labor Cooperation with Authorities and Remedies (OCT 2016) (E.O. 13126) 52.222-21, Prohibition of Segregated Facilities (APR 2015) 52.222 26, Equal Opportunity (SEP 2016) (E.O. 11246) 52.222-36, Equal Opportunity for Workers with Disabilities (JUL 2014) (29 U.S.C. 793) 52.222-40, Notification of Employee Rights Under the National Labor Relations Act (DEC 2010) (E.O. 13496) 52.222-50, Combating Trafficking in Persons (MAR 2015) (22 U.S.C. chapter 78 and E.O. 13627) 52.222-60, Paycheck Transparency (Executive Order 13673) (OCT 2016) 52.223-18, Encouraging Contractor Policies to Ban Text Messaging while Driving (Aug 2011) (E.O. 13513)52.225-1, Buy American Supplies (MAY 2014) (41 U.S.C. chapter 83)52.225-13, Restrictions on Certain Foreign Purchases (Jun 2008) (E.O. s, proclamations, and statutes administered by the Office of Foreign Assets Control of the Department of the Treasury) 52.232-33, Payment by Electronic Funds Transfer System for Award Management (Jul 2013) (31 U.S.C. 3332) Additional Clauses included by Reference 52.212-4 CONTRACT TERMS AND CONDITIONS COMMERCIAL ITEMS (JAN 2017) 52.203-19 PROHIBITION ON REQUIRING CERTAIN INTERNAL CONFIDENTIALITY AGREEMENTS OR STATEMENTS (JAN 2017) 52.203-17 CONTRACTOR EMPLOYEE WHISTLEBLOWER RIGHTS AND REQUIREMENT TO INFORM EMPLOYEES OF WHISTLEBLOWER RIGHTS (APR 2014) VAAR 852.203-70 Commercial Advertising (JAN 2008) FAR 52.211-6 BRAND NAME OR EQUAL VAAR 852.232-72 Electronic submission of payment requests (NOV 2012) FAR 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000) ***********************END OF ADDENDA TO 52.212-4 ********************** Additional contract requirement(s) or terms and conditions: None CONTRACT ADMINISTRATION DATA (WILL BE PROVIDED AT TIME OF AWARD) For information regarding the solicitation, please contact Mr. Jacky Jean-Jacques at Jacky.Jean-Jacques@va.gov or via phone at (240) 215-1652 or Allen L. Smith at Allen.Smith3@va.gov.
36C10X19Q0086 Department of Veterans Affairs Strategic Acquisition Center Frederick
3/25/19, 1:55 PM Mail Sorting Machines with Maintenance Services
SOURCES SOUGHT NOTICE DESCRIPTION The purpose of this Request For Informati0on (RFI) is to conduct market research to determine if responsible sources exist and to assist in determining if this effort can be competitive and/or a total Service Disabled Veteran-Owned Small Business (SDVOSB) or Small Business Set-Aside. The applicable NAICS Code 423420 Mailing machines merchant wholesalers. Responses are due NO LATER THAN March 13, 2019 at 4:30 p.m. EST via email to: Jacky Jean-Jacques at Jacky.Jean-Jacques@va.gov. Please respond ONLY if you can meet the Government s needs as described below: The Department of Veteran s Affairs (VA) Financial Service Center (FSC) has a requirement for two (2) mail sorting, folding, and inserting machines to support mailouts. Recurring mail jobs are estimated at 400,000 pieces annually and average approximately 1,500 pieces per day. Letters are processed in window #10 envelopes, including 1-2 tri-folded sheets of paper in variable page sets. Procurement shall include preventative maintenance services and intervening services on mailroom equipment. This will be an inclusive order for service calls, technical phone support, parts, software updates, labor, material, transportation and related costs. Service calls shall be performed Monday tough Friday during normal duty hours (8:00 am 4:30 pm) except holidays. This is a Brand Name or Equal procurement action. Minimum Requirements: Collate, Fold, Stuff and Seal. Equipment shall collate and fold letters; and stuff and seal envelopes appropriately to protect patient privacy. Equipment must have a minimum of 3 feeders. Tee (3) multifunctional feeders that can process full size documents and 1/3-page inserts. Equipment shall be capable to process at speeds up to 4,300 envelopes/hour with a monthly rated capacity of 60,000 per month. 2D Data Matrix Marks and Software Capability. The equipment shall be capable of utilizing 2D Data Matrix marks to collate individual/specific sheets. Premise Based Output Management Software Ability to generate and print VA FSC mailings with Bar Code Reader (BCR) markings all while interfacing to current closed-loop Automated Insertion Management System (AIMS) verification software. Must be able to support current jobs of two types of appointment letters and result letter. Ability to postal cleanse files to allow for discounted mail rates Internal ability to change layout of documents without costly change order requests. 64-bit technology Multi-Teaded to process more than on application at the same time Access tough browser locally for access for unlimited users On-site training available if required or requested Must meet all regulatory security requirements Quote needs to include two like units of equipment for work sharing and redundancy. Must have the ability to process pack thicknesses up to 2.5 mm thick. 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 be aimed at further increase productivity. Must have a processing speed at least 4,300 pieces/hour Must have feeders that can process both full sheets of paper and inserts (1/3 page) from the same feeder Must have a document divert area for misfed documents Machine must be able to read a 2D Datamatrix barcode Salient Characteristics Processing speed Up to 4,300 envelopes_/_hour 10" Color touch screen Automatic settings FlexFeed multi-format feeder Multi-sheet feeding Cascade from all feeder Document and insert feeders Up to 7 Full page CIS scanner Barcode Recognition (BCR) Optical Mark Recognition (OMR) Optical Character Recognition (OCR) Job memory 50 Manual feed High-capacity feeder Up to 725 sheets (20 lb.) FlexFeed capacity 325 MaxiFeeder capacity 1,200 sheets (20 lb.) Fold types: Letter, z-fold, single, double parallel, no fold Document height 3.5" - 14" Document width 5.1" - 9" Document weight 16 - 66 lbs. Envelope length 3.5" - 6.3" Envelope width 6.3" - 9.7" Maximum set thickness 2.5 mm Accumulate before folding Tip-to-tip sealing AIMS closed loop piece verification Different exits: vertical stacker, side exit Output Management Software (OMS) Versa Feeder Insert Feeder If you have questions, please contact Mr. Jacky Jean-Jacques: Phone: 202-815-9495 Jacky.Jean-Jacques@va.gov.
36C10X19Q0086 Department of Veterans Affairs Strategic Acquisition Center Frederick
3/11/19, 2:22 PM