36C10E23Q0160 0001.docx

5. PROJECT NUMBER (if applicable)

CODE

7. ADMINISTERED BY

2. AMENDMENT/MODIFICATION NUMBER

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4. REQUISITION/PURCHASE REQ. NUMBER

3. EFFECTIVE DATE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED

PAGE OF PAGES

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED

BPA NO.

1. CONTRACT ID CODE

FACILITY CODE

CODE

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

E. IMPORTANT:

is extended,

(a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY is not extended.

12. ACCOUNTING AND APPROPRIATION DATA

(REV. 11/2016)

is required to sign this document and return ___________ copies to the issuing office.

is not, A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

15C. DATE SIGNED

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER

Contractor

16C. DATE SIGNED

14. DESCRIPTION OF AMENDMENT/MODIFICATION

16B. UNITED STATES OF AMERICA

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER

16A. NAME AND TITLE OF CONTRACTING OFFICER

15B. CONTRACTOR/OFFEROR

STANDARD FORM 30

PREVIOUS EDITION NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.243 (Type or print) (Type or print) (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

(Number, street, county, State and ZIP Code) (If other than Item 6) (Specify type of modification and authority) (such as changes in paying office, appropriation date, etc.)

(If required)

(SEE ITEM 11)

(SEE ITEM 13)

(X)

CHECK

ONE

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

(Signature of person authorized to sign) (Signature of Contracting Officer)

VA

00101 Department of Veterans Affairs Veterans Benefits Administration Acquisition Directorate 1800 G Street NW Washington

DC

20006 00101 Department of Veterans Affairs Veterans Benefits Administration Acquisition Directorate 1800 G Street NW Washington

DC

20006 To all Offerors/Bidders

36C10E23Q0160 07-27-2023

X X X

X

The purpose of this Amendment is to provide VBA's responses to the Request For Information (RFI) questions and to incorporate a Revised Statement of Work (SOW).

See attached for the RFIs and SOW

The proposal due date remains unchanged and are due No Later Than 12:00pm EST on August 24, 2023

Solicitation 36C10E23Q160 Atlanta Mail Equipment and Maintenance Request For Information (RFI) Responses August 14, 2023

1. The existing meter at the VA runs at 270 pieces per minute. The spec lists 175 as minimum. The volume of the mail at the ATL RO has decreased significantly and therefore only 175 pieces were listed as a minimum.

2. Can you confirm that both “Closed” AND “Open” flaps processing is required for sealing. Yes we need both open and closed for sealing purposes.

3. The bid states 300-500 departments for postage chargeback but then states 100 further in the bid. We will need support for 150 departments for postage chargeback.

4. Current meter uses a power stacker. Bid lists a drop stacker. A drop stacker is merely a plastic catch tray. Power stacker is preferred.

5. Current system uses a DA50 address printer. Is this not being replaced? Yes need to add the address printer.

6. There are no laser scanners or handheld scanners for tracking. A barcode scanner is listed under the mailing specs. Is this for parcel receiving or the postage meter. Current system utilizes handheld scanners for deliveries but not listed on bid. Handhelds for tracking purposes will be need.

7. Is a report printer required? Not on bid. Yes a printer is required.

8. A PC is being requested for tracking. Will the same PC be used for shipping? Yes this PC will be used for both functions.

9. How many label printers will be needed? One for the meter and one for the shipping/tracking PC? Two label printers will be needed.

10. 22mm printing path across full length of the envelope, top and bottom, front or back.

Q: Can you provide more detail as to how you intend to utilize mailing system to print top and bottom, front and back? We just need basic printing functions for address labels.

11. On screen keyboard Q: Our experience is that a touch-screen and wireless keyboard is a more efficient method for entering information allowing you to have a full screen without the need to compromise size for keyboard. Is this a suitable replacement for your needs? Yes, touchscreen and wireless keyboard will be sufficient.

12. System may utilize either a Windows operating system or an Android operating system. Must be FIPS 140-2 certified. Technology/Software solution(s) must be either “approved” or “approved with constraints” by the VA Technical Reference Model (TRM) to be acceptable. Cloud-based technical solutions are not acceptable.

Q: Industry trend is for utilization of secure and versatile Cloud-based technology due to it’s many advantages. Would the VBA consider a Cloud-based solution with a minimum status of FedRamp In Process? A cloud-based solution is permissible.

13. c. Pull updates over-the-air for postal rate updates and funds Q: Please define meaning of “over-the-air” Real time updates. Meaning the system will push updates automatically.

STATEMENT OF WORK (SOW)

Revised 8-14-2023

Atlanta Regional Office Lease of one All-in-One Postage Metering and Shipping Machine

Introduction

The Department of Veterans Affairs (VA) Atlanta Regional Office (RO) is replacing its Postage Metering and Shipping equipment located at 1700 Clairmont Road, Decatur, GA 30033. The parts for the current equipment will soon be unavailable.

Scope of Work

This scope of work is not intended to represent any single manufacturer. Bidders should use this SOW as a guide and use their judgement when proposing a solution and preparing bids.

Contractor will:

Provide all personnel, equipment, materials, tools, supervision, shipping, as well as transportation necessary to install the one (1) leased all-in-one postage metering and shipping equipment, mail opener, and sorter.

Duration. The term of this requirement will consist of a one (1) year base period with four (4) one (1) year option periods.

Provide routine scheduled maintenance and repairs for leased equipment once a year in person, as well as emergency repairs in person within four (4) hours of initiation by the Atlanta RO.

Provide training to personnel in the office.

Equipment Specifications:

An all-in-one mailing system and shipping equipment that meets the following minimum specifications:

· Equipment must be able to handle mid to high-level mail volumes while providing shipping, mailing, reporting, and tracking.

· Equipment must be digital with interface scale options and 1200-dpi HP powered ink-jet printing in process color or black postal-compliant red fluorescent

· All scales must interface with corresponding meter.

· 22mm printing path across full length of the envelope, top and bottom, front or back.

· Generate revenue by printing market message or transactional envelopes.

· Web connectivity

· WOW processing including automatic shape-based rating.

· speed options: 140 or 175 LPM in WOW/non- wow modes with the ability to process mixed size mail automatically at 175 letters per minute.

· Must use adhesive tape and gummed tape.

· Open or closed flaps for sealing.

· On screen keyboard

· Address printer

· Laser report and flexible printing.

· Report printer

· Two Label Printers

· PC for shipping and tracking

· Barcode handheld scanners for tracking

· Landscape or portrait envelope orientations

· Feeder side guide

· Low ink email alerts or notifications

· External weighting platforms up to 70 pounds

· Print graphics across the top of the envelopes with print shop quality.

· Wireless keyboard with trackball

· High speed LAN connectivity with postage refill

· A large color touchscreen with prompts and keys to make navigation and mail processing easier for users.

· Power stacker

· Differential weighting options

· Applications: My Account, Package Tracking, Address correction, Postal Tools, Mail Services

· Software options: Confirmation services and electronic return receipt, 150 department accounting, surcharge and weight-break capabilities, and energy star mode

· Mail meter must not be/or linked to OMAS (Official Mail Accounting System).

· System may utilize either a Windows operating system or an Android operating system. Must be FIPS 140-2 certified. Technology/Software solution(s) must be either “approved” or “approved with constraints” by the VA Technical Reference Model (TRM) to be acceptable. Cloud-based technical solutions are not acceptable.

· Processes up to 175 letters per minutes. Shape Base Compliant In-line weighing/rating scale 110 letters per minute (minimum), mixed mail feeder, weighing platform for up to 70 pounds, envelope sealer, automatic dispenser for postage meter tape, integrated full size keyboard, expandable catch tray, custom high-quality table to hold/place equipment, high resolution monitor (10” minimum), and barcode scanner. Track postage and cost for up to 150 departments.

· A dedicated PC unit (vendor provided) for outbound mail tracking and shipping. On-line automatic rate change updates. Automatically processes mail up to 5/8” thick.

· Must be able to handle all types of mail to include domestic and international rates, priority mail, and certified return receipt, e-services with electronic return receipt for USPS certified mail.

· Multi-Carrier Shipping/Accounting PC Based charge back system with ability to rate shop, 70-pound scale, SQL database, generate reports in excel format, capability to print reports with page breaks for departmental billing, shipping, and postage expense reports.

· USPS approved Bulk Mailing Software: Ability to process up to 1 Million address records, CASS Certified for address correction (Including DPV, LACS, and Suite processing), PAVE Certified postal presorting (First Class, Standard Mail, and Periodicals), 48-month NCOA service, adds missing postal data (ZIP + 4, carrier route, eLot, etc.), removes duplicates, provides for entry point discounts (SCF, BMC, ADC, and DDU), capability for enhanced sorts (Carrier 2 route, walk sequence, automation and non-automation), USPS documents and qualification reports (PS form 3553, 3602, 3541, and 3600), graphical mail piece designer, high-speed printer support and drivers, bar-coded sack and tray labels, Intelligent Mail barcode support, multiple user defined fields, job builder, live software updates, free online training and technical support, United States Postal Service Change of Address, Mail.dat file generation

· Package tracking for up to 1000 packages/items per day. Include one client workstation, quick count validation for carrier deliveries, multiple label formats, e-mail alerts for packages received, custom reports, walk routes for delivery, 10 custom fields, and master label for multiple packages.

· Government grade security. Technology must remain patched and operated in accordance with Federal and Department security policies and guidelines to mitigate known and future security vulnerabilities.

· Equipment and associated technology shall have the ability to process electronic certified with electronic return receipt.

· The label printer shall be IMpb approved.

· Ergonomic mail opener that processes up to 300 envelopes per minute and catch tray holds up to 80 envelopes.

· Letter folding and envelope assembly inserter that assembles up to 1,000 mail pieces in under an hour. Touch screen display and large catch tray. Feeder capacity up to 100 sheets.

It is a requirement that the reporting/accounting software can create one report that includes all mail run through the mail machine and all items processed through the multi-carrier shipping system that includes all information needed for quarterly reporting.

Service Requirements: Contractor is responsible for conducting business, between the hours of 8:00 AM – 4:00 PM, Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. Response time shall be within four (4) hours after initial call is made by authorized VBA employees

Vendors must provide evidence that they can comply with the following.

a. Vendor must set up at time of new equipment delivery after the current contractor removes the existing Pitney Bowes equipment.

b. Vendor must be able to provide a master postage account to service equipment.

c. Pull updates over-the-air for postal rate updates and funds

d. Vendor must be able to accept electronic fund transfers and/or credit card payment

e. Vendor must be able to service equipment at the installed location. Minimum 4-hour on-site response, all parts included (excl. ink and labels), remote diagnostics capability or guaranteed next day replacement unit whenever unit is down more than 24 hours. Provide routine scheduled maintenance and repairs for leased equipment once a year.

f. Vendor will provide all necessary user training.

g. Vendor will coordinate delivery of new equipment and ensure government personnel will be available to accept equipment.

In accordance with VA Handbook 6500 and 6500.3 the IT Certification and Accreditation requirements do not apply, and that a Security Accreditation Package is not required.