36C10X19Q0086-0002000.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) 04-02-2019 Strategic Acquisition Center - Frederick Department of Veterans Affairs 321 Ballenger Center Drive, Suite 125 Frederick

MD

21703 Strategic Acquisition Center - Frederick Department of Veterans Affairs 321 Ballenger Center Drive, Suite 125 Frederick

MD

21703 To all Offerors/Bidders

36C10X19Q0086

X X X ** HOUR & DATE for Receipt of Offers is EXTENDED to:

X

The purpose of this Amendment 0002 is to:

1- Answer questions from potential quoters for the subject RFQ 2- Extend the quotes due date through 4-4-2019 at 10:00 AM EST

SEE CONTINUATIONPAGE FOR MORE DETAILS

Allen L. Smith Contracting Officer

CONTINUATION PAGE

SOLICITATION NO.: 36C10X19Q0086

MAIL SORTING EQUIPMENT WITH MAINTENANCE

QUESTIONS AND RESPONSES

1.1.1 MINIMUM REQUIREMENTS:

E. 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.

This is restrictive to one vendor as AIMS software is a brand name Neopost software

Question 1: This spec is restrictive to one manufacture. In order to allow for fair and open competition will the government change this requirement to Automated Insertion Management System (AIMS) or equal as AIMS software is a brand name Neopost software?

Response: Requirement is revised as follows: E. 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 or Equal.

1.0 REQUIREMENTS

Letters are processed in window #10 envelopes, including 1-2 tri-folded sheets of paper in variable page sets.

F. Quote needs to include two like units of equipment for “work sharing” and redundancy.

1. Must have the ability to process pack thicknesses up to 2.5 mm thick.”

Question 2: To allow for fair and open competition will the government please remove the thickness requirements, as it is restrictive to one vendor or can the VA provide samples of the material that requires these spec’s so it can be tested to validate if it will work?

Response: The following requirement has been removed:” Must have the ability to process pack thicknesses up to 2.5 mm thick.”

F. Quote needs to include two like units of equipment for “work sharing” and redundancy.

2. 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.

There is nothing inherently superior or more efficient in a “touch screen” utilized primarily by Neopost versus touch “buttons” utilized primarily by Pitney Bowes to control the functions of the folder/inserters. Both technologies allow the same ease of use of the systems with a single finger tap. Pitney Bowes offers the touch button on their high-volume folder inserters to allow user in a production environment to operate the machine with a single finger tap even if wearing safety gloves. This has been accepted at many other VA as equal technology.

Question 3: Would the government accept folder inserters with touch buttons?

Response: Yes

Question 4: In order to allow for fair and open competition will the government remove this requirement?

This is a spec meant to be restrictive to one manufacture. Having the ability to raise or lower the whole machine will allow the operators to easily reach the feeders to load material which will increase productivity and reduce the possibility of accidents or workers comp due to shorter operators having to use a stool to reach the feeder or larger operators having to bend down to load material.

Response: The requirement has been removed.

Question 5: Under section 1.1.1 (minimum requirements) parts D, E, and 2 are requesting software solutions that require annual support and renewals. Currently the pricing structure requested only allows for annual maintenance. Where should the associated annual software costs be shown?

Response: If the software is not imbedded with the hardware, suggest vendors provide software cost and maintenance for accompanying software. A separate CLIN should be added at the time of award to capture the software and annual maintenance. We can’t delete this requirement not knowing what software is compatible with proposed equipment.

6: The RFQ is currently unrestricted which allows anyone to respond. Although the bid clearly states price will be the main factor in deciding which solution/offer is deemed most suitable for the VA, we would like to know if the VA will evaluate any small disabled veteran owned small businesses (SDVOSB) responses before others.

Response: No socio-economic preference will be used to evaluate quotes.

7. Please see revised sections E and F (highlighted) of the Statement of Need below:

REVISED STATEMENT OF NEED

1.0 MINIMUM REQUIREMENTS:

0. Collate, Fold, Stuff and Seal appropriately. Equipment shall collate and fold letters; and stuff and seal envelopes to protect patient privacy.

0. Equipment must have a minimum of 3 feeders. Three (3) multifunctional feeders that can process full size documents and 1/3-page inserts.

0. Equipment shall be capable to process at speeds up to 4,300 envelopes/hour with a monthly rated capacity of 60,000 per month.

0. 2D Data Matrix Marks and Software Capability. The equipment shall be capable of utilizing 2D Data Matrix marks to collate individual/specific sheets.

0. 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 or Equal.

0. Must be able to support current jobs of two types of appointment letters and result letter.

0. Ability to postal cleanse files to allow for discounted mail rates

0. Internal ability to change layout of documents without costly change order requests.

0. 64-bit technology

0. Multi-Threaded to process more than on application at the same time

0. Access through browser locally for access for unlimited users

0. On-site training available if required or requested

0. Must meet all regulatory security requirements

0. Quote needs to include two like units of equipment for “work sharing” and redundancy.

0. Must have a processing speed at least 4,300 pieces/hour

0. Must have feeders that can process both full sheets of paper and inserts (1/3 page) from the same feeder

0. Must have a document divert area for misfed documents

0. Machine must be able to read a 2D Datamatrix barcode

0. 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 through 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.

0. 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 through 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.

0. 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: Package ___ of ___. (e.g., Package 1 of 3) image1.png