Mail Management Services
Added: Apr 21, 2015 9:42 am
Agency: Department of Veterans Affairs
Office: SAO East, Program Contract Office
Notice Type: Posted Date:
Sources Sought April 21, 2015
Response Date:
April 27, 2015
Original Set Aside:
TBD
Classification Code:
R604-Support-Administrative: Mailing/Distribution
NAICS Code:
541860
Synopsis:
THIS IS NOT A SOLICITATION. This is a Request for Information (RFI)/Sources Sought notice issued in accordance with FAR 15.201(e) to conduct market research. This RFI is issued solely for information and planning purposes - it does not constitute a Request for Quote (RFQ) - or a promise to issue a RFQ in the future. This request for information does not commit the Government to contract for any supply or services whatsoever. The Department of Veterans Affairs (VA) is not, at this time, seeking proposals and will not accept unsolicited costs incurred in response to this RFI; all costs associated with responding to this RFI will be solely at the interested vendor's expense. Not responding to this RFI does not preclude participation in any future RFQ, if any is issued. Any information submitted by respondents to this RFI is strictly voluntary. All submissions become Government property and will NOT be returned. This announcement is based upon the best information available and is subject to future modification.
Contracting Office Address
Department of Veterans Affairs (VA), Health Administration Center (HAC)
3773 Cherry Creek Dr. North, Denver, CO, 80209
Point of Contact:
Pedro Arritola, (303) 398-7157, Pedro.Arritola2@va.gov
Overview:
CBOPC at HAC in Denver Colorado has a requirement for the following: Contractor will furnish all necessary supervision, labor, equipment and materials to provide mail processing service, utilizing Automation Compatible (Auto), First Class Presort, Full Rate First Class Permit, Presort Flats, Certified (Irregular; all certified mail will be pre-logged at Chief Business Office Purchased Care (CBOPC), International, Priority/Express, and special standard mail (letter size) located at CBOPC, 3773 Cherry Creek North Drive, Denver CO 80209. See SOW on continuing pages for complete description.
Please respond to this RFI if your company can perform this requirement in accordance with FAR Part 52.219-14 Limitations on Subcontraction (Nov 2011).
As prescribed in 19.508(e) or 19.811-3(e), insert the following clause:
Limitations on Subcontracting (Nov 2011)
(a) This clause does not apply to the unrestricted portion of a partial set-aside.
(b) Applicability. This clause applies only to-
(1) Contracts that have been set aside or reserved for small business concerns or 8(a) concerns;
(2) Part or parts of a multiple-award contract that have been set aside for small business concerns or 8(a) concerns; and
(3) Orders set aside for small business or 8(a) concerns under multiple-award contracts as described in 8.405-5 and 16.505(b)(2)(i)(F).
(c) By submission of an offer and execution of a contract, the Offeror/Contractor agrees that in performance of the contract in the case of a contract for-
(1) Services (except construction). At least 50 percent of the cost of contract performance incurred for personnel shall be expended for employees of the concern.
(2) Supplies (other than procurement from a nonmanufacturer of such supplies). The concern shall perform work for at least 50 percent of the cost of manufacturing the supplies, not including the cost of materials.
(3) General construction. The concern will perform at least 15 percent of the cost of the contract, not including the cost of materials, with its own employees.
(4) Construction by special trade contractors. The concern will perform at least 25 percent of the cost of the contract, not including the cost of materials, with its own employees.
(End of clause)
This is only an overview/summary does not include all requirements to complete Performance Work Statement (PWS).
Specific Response Instructions: Please submit your RFI response in accordance with the following: 1) No more than 15 pages (excluding transmittal page). Include the name, email address and phone number of the appropriate representative of your company; 2) Submit your response via email to Pedro.Arritola2@va.gov
3) Submit your response by 5:00 P.M. (EST) on April 24, 2015; 4) Mark your response as "Proprietary Information" if the information is considered business sensitive. 5) NO MARKETING MATERIALS ARE ALLOWED AS PART OF THIS RFI. The government will not review any other information or attachments included, that are in excess of the 15 page limit.
Information Requested from Industry:
In response to the RFI, interested contractors shall submit the following information:
1. Company Information / Socio-Economic Status
1. Provide the company size and POC information.
2. VA has identified the appropriate North American Industry Classification System (NAICS) Code 541860 Direct Mail Advertising, which has a size standard of $15 Million for this RFI. Please identify and explain any other NAICS codes your company believes would better represent the predominated work included in the attached PWS/SOW.
3. Indicate whether your company, subcontractors, teaming partners, joint ventures have a Federal Socio-Economic Status, e.g., Small Business, Service-Disabled Veteran Owned Small Business, Veteran Owned Small business, Women-Owned Small Business, Disadvantaged Small business, and Hub Zone. If Service Disabled or Veteran Owned Small business, is your company and or partners registered in VA's VetBiz repository?
2. Teaming Arrangements - Description of Teaming Partners, Joint Ventures that your company would consider to perform work.
3. Price Information - Provide your commercial price history and rough order of magnitude for the same or similar products/solutions.
4. Other Market Information - Provide any other relative information, this information must be included within the 15 page limitation.
5. Other Federal Experience - Identify the federal contract vehicles
6. GSA Contract information, if applicable - Provide GSA contract number with dates of contract.
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STATEMENT OF WORK -MAIL SERVICES
Period of Performance
Period of performance shall be One (1) year from the date of award with Two (2) option years.
Scope of Work
Contractor will furnish all necessary supervision, labor, equipment and materials to provide mail processing service, which includes manifesting and tracking from the CBOPC mail room located at, 3773 Cherry Creek North Drive, Denver CO 80209.
Mail Processing
The contractor shall pick-up at CBOPC, 3773 Cherry Creek North Drive, Denver CO 80209, all 8"X10" and 9"X13" envelopes for presorting with same day processing for final delivery by the United States Post Office (USPS).
Contractor shall ensure complete control of mail picked up from the time of receipt until the time delivered to the USPS.
Contractor will notify Chief Business Office Purchase Care (CBOPC) representatives of any unexpected delays in the transit, with reason and recovery time.
Contractor shall pick up mail at an agreed upon time Monday through Friday, excluding government holidays. This time will be set after award. Please provide projected times in your quote.
Contractor shall provide a "Customer Control Record" for pick-ups. Control record shall indicate the date, customer name, time of pick-up, driver name, and number of trays, tubs, bags, and boxes.
Contractor provides all supplies to include Bill of lading slips, large and small yellow bags, ties, large and small boxes, domestic labels, and seals.
Contractor shall guarantee that the rate is per GSA Schedule at the additional discount.
Contractor shall process mail utilizing the most cost effective class of service available through the United States Postal Service.
Contractor shall provide an On-Call Customer Service Representative at no additional cost to assist with problem mailings or cost savings initiatives.
Security
All mail shall be processed in a secured area or building.
Data and information either provided to the contractor, or to any subcontractor or generated by activities under the proposed contract shall be privileged. The contractor, and any subcontractors, shall be restricted from duplicating using or disclosed such data or information, in whole or in part, outside the contract for any purpose other than the fulfillment of the requirements of this contract.
All information collected by the contractor, such as statistics regarding the number of pieces of mail received from customers, customer lists, and other private information will be maintained in a confidential manner. The Privacy Act of 1974, and other regulations, prohibits disclosure of this information without prior consent.
Paper records will be locked in file cabinets in a locked space during non-office hours, and any information stored in a computer system will be properly secured, computer discs will be maintained in locked container.
Contingency
Contractor shall have a working contingency plan in the event of mail equipment malfunction/ breakdown to ensure mail is processed without delay.
Contractor shall ensure pick-up and delivery of mail is not delayed due to motor vehicle repairs or unavailability of drivers.
Quality
Contractor shall be certified by the United States Postal Service in Mail Processing Total Quality Management (MPTQM).
Contractor shall ensure correct postage is applied to all mail prior to delivery to the United States Postal Service. Contractor shall be liable for all postage costs incurred for "Postage Due" mail processed by contractor.
Contractor shall ensure mail-metering strips are securely attached to prevent mail delays.
Training
Contractor shall provide new and updated mail procedures training to select CBO PC Staff on an as needed basis.
Training shall include but not be limited to the following areas:
Any and all Postal changes made during the contract period, automation benefits, bar- coding, OCR/bar-coding reading, and automation design standards to include labels and Stickers, window envelops and inserts, incompatible materials and sealing methods and mail piece dimensions, automation addressing and Business Reply mail standards.
Billing
Postage shall be billed in arrears on a monthly basis and attached to the invoice. Invoices shall be submitted to Department of Veterans Affairs, Financial Service Center electronically. Invoices shall identify types of mail service, i.e., machine presort, machine rejected, fee adjustments, permit postage and fees, postage affixed by meter, and hand sorted to include the break down within one ounce, two ounce, certified, priority, international, and parcels.
Undeliverable mail due to contractor error:
Compliance with all USPS requirements shall be the responsibility of the contractor. Any excess charges from the USPS or any other additional costs to the Government caused by the mailings improperly prepared and/or presented by the contractor, mailings not accompanied by the proper documentation, and any mailings returned or rejected by the USPS through the fault or negligence of the contractor shall be the responsibility of the contractor to resolve these issues with the USPS.
Contractor will be fully liable for any additional postage required due to the late delivery to the USPS.
Contractor will be responsible for any postage or other costs required to deliver mail that was not picked up in accordance with daily schedules and/or mail that the contractor failed to process within the same day after pick-up.
Undeliverable mail due to CBO PC error:
CBO PC will be responsible for any penalties or additional postage levied by the USPS arising from preparation errors by the CBO PC. In these cases, the contractor shall upon discovery of the error in postage immediately contact the CBO PC for further directions concerning the disposition of the mail.
CBO PC shall have the option to have this type of mail returned to them prior to 12:00 pm of the following business day after the original pick-up date, or corrected and expeditiously processed by the contractor who will then bill back for only the additional postage required to process the mail.
VA74115N0116 Department of Veterans Affairs
4/21/15, 9:42 AM