36C10X19R0012-0003001.docx

PAGE 1 OF

1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

DUNS:

DUNS+4:

PHONE:

FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER 18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only) 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________. YOUR OFFER ON SOLICITATION

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER) 30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. 2/2012)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

36C10X19R0012 04/24/2019 Derek Devine 240-215-1628 05-30-2019 4:00 PM Eastern 21703 Strategic Acquisition Center - Frederick Department of Veterans Affairs

5202 Presidents Court, Suite 103 Frederick MD 21703 x

532420 $32.5 Million

X

N/A

36C10X U.S. Department of Veterans Affairs OPAL | Strategic Acquisition Center

5202 Presidents Court, Suite 103 Frederick MD 21703 36C10X Strategic Acquisition Center - Frederick Department of Veterans Affairs

5202 Presidents Court, Suite 103 Frederick MD 21703

VAFSC

U.S. Department of Veterans Affairs Financial Services Center

PO BOX 149971

(see Section B.3 invoicing/payment) Austin TX 78714-8917 1-(877)-489-6135

See CONTINUATION Page Enterprise Mail Management IDIQ

See CONTINUATION Page

Carey M. Kauzlarich Contracting Officer

36C10X19R0012 0003

Table of Contents

SECTION B – CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR: TBD

b. GOVERNMENT: Contracting Officer 36C10X Strategic Acquisition Center - Frederick Department of Veterans Affairs 5202 Presidents Court, Suite 103 Frederick MD 21703

The IDIQ CO is responsible for providing overall scope oversight, maintaining communication between contractors and VA, ensuring contract compliance, administering base contract and modifications, and ensuring that annual performance evaluations are completed at the base contract level. Each task order (TO) will have an identified CO who will be responsible for ensuring that task orders are within the scope of the IDIQ base contracts, administering all task order awards, overseeing payment or rejection of invoices, and ensuring that annual performance evaluations are completed at the TO level.

The CO reserves the right to designate a Contracting Officer’s Representative (COR) at the IDIQ contract or individual task order level. The CO will issue a designation letter to the COR and the contractor to ensure that all parties understand the limited authority of the COR.

2. Task Order Procedures

a. Contractors under this IDIQ shall provide services as requirements are identified throughout the ordering period. Requirements will specify details as they relate to deliverables, performance and other technical items.

(1) The IDIQ will follow ordering procedures as outlined in FAR 16.505. In accordance with FAR 16.505(b)(2), all awardees will be provided fair opportunity to be considered for all task order awards which exceed the micro-purchase threshold, unless an exception applies.

Should one of these exceptions exist, the CO will execute the task order as a sole-source task order, seeking proper justifications in accordance with the FAR and agency procedures.

(2) As requirements are defined, the CO will issue a Task Order Proposal Request (TOPR) in accordance with the procedures as outlined below. Contractors unable to perform the requirements as stated in a TOPR must submit a “no-bid” to the CO with a brief, yet specific, explanation.

(3) Each TOPR will include, at a minimum:

1. the due date and instructions for proposal submission,

1. a Statement of Work (SOW), Statement of Objectives (SOO), or Performance Work Statement (PWS) with a description of the requirements, including deliverables, minimum qualifications, and applicable information,

1. the place and period of performance, and

1. any additional information deemed necessary by the CO.

(4) Each task order requirement will have a unique evaluation plan that will be developed by the CO and detailed in the TOPR.

1. The task order proposals will be evaluated in accordance with the evaluation criteria as set forth in each TOPR. The CO is not required to prepare formal evaluation plans, evaluate offers, post notice on the Federal Business Opportunities webpage or hold discussions or negotiations with each offeror. The CO will, however, maintain an internal record of the award decision and supporting information.

1. In accordance with FAR 16.5, the CO has broad discretion in determining which contractor should receive a task order. The CO will issue a task order to the contractor whose proposal is most advantageous to the Government considering the evaluation factors specified in the TOPR. The CO reserves the right to withdraw or cancel the TOPR. In such event, the contractor will be notified, via email, of the CO’s decision. This decision shall be final and conclusive and shall not be subject to the Disputes Clause or the Contract Disputes Act.

1. Upon TO award, the TO will be sent via email to the contractor. The contractor is not authorized at any time to commence TO performance prior to issuance of a signed TO or other written approval provided by a CO. The contractor’s failure to begin performance within the time frame required may result in termination of the task order and reconsideration of the other task order proposals received in response to the TOPR.

1. In accordance with FAR 16.505(b)(6), contractors may request a post-award debriefing for orders exceeding $5 million. The TO CO will conduct post-award debriefings in accordance with FAR 16.505(b)(6)(ii) and FAR 15.506. Issues arising from the placement of orders are not protestable to the Government Accountability Office unless the protest alleges that the order exceeded the value, scope or period of the contract or in the case where a single task order exceeds $10 million.

1. Task orders may only be modified by written modification, executed by a warranted CO. The contractor shall not perform or provide services that are not expressly stated in the contract or TO. A Contracting Officer’s Representative (COR) does not have the authority or means to obligate the Government or change the terms and conditions of the contract or TO.

b. Minimum Guaranteed Amount and Maximum Value

1. The minimum guaranteed amount for this contract is $1,000.00, which will be obligated at the time of IDIQ award. Orders beyond the minimum will be determined by department needs and the results of fair opportunity competitions, other than exceptions as noted in section B above. The Government has no obligation to award TOs beyond the minimum guaranteed amount.

1. The maximum aggregate value of all awards and task orders under this IDIQ is $28,000,000.00. This ceiling is neither divided nor multiplied by the number of awardees.

c. Options In accordance with FAR 17.2, task orders may contemplate the use of options. Inclusion of options at the task order level will be properly documented and approved in accordance with the FAR and agency procedures and will be clearly stated in the TOPR.

d. Invoicing All invoice instructions will be given at the order level.

B.2 PERFORMANCE WORK STATEMENT

1. Scope Pursuant to 44 U.S.C. § 2904, General Services Administration (GSA) has issued regulations requiring all Executive Agencies to adopt commercial payment processing to pay postage costs and to ensure that mail costs are identified at the agency program level. (See 41 C.F.R. § 102-192-50 et seq.)

To meet this requirement, the Department of Veterans Affairs (VA) intends to lease comprehensive mail/shipping solution(s) “Mail System.” For the purpose of this PWS, a mail system is defined as any mail processing equipment, web-based software solutions, scalable cloud data storage/hosting, and support services to maintain all systems fully operational. The scope of this PWS is to provide Mail System solutions for VA Business Offices, Administrations and Facilities.

1. Background VA consists of the Veterans Health Administration (VHA) which operates over 170 Medical Centers and 1063 Medical Clinics; the Veterans Benefits Administration (VBA) operates 56 Regional Benefit Offices and the National Cemetery Administration (NCA) operates over 136 National Cemeteries; and numerous staff offices such as the Veteran Administration Central Office (VACO). The VACO operates multiple facilities in Washington DC; Austin, TX; Frederick, MD; Denver, CO and other VA staff offices across the nation.

The VA Office of Information and Technology (OIT) and Enterprise Mail Management (EMM), is intent on establishing and streamlining a Lease Based contract vehicle to procure Mail Systems standardizing and integrating mailroom operations across the VA enterprise.

The EMM office has established strategic objectives related to mailroom operations:

· Modernize and standardize Mail Systems across the enterprise

· Establish, enhance and advance mail management reporting through web-accessible, cloud-based data hosting services to optimize mail operations and funding efficiencies across the enterprise

· Establish and advance centralized management and oversight of agency mail managers, mail operations and accomplishment of emerging strategic objectives

VA Administrations and Offices require equipment and services for its mailrooms across the enterprise to standardized mail services, technology, processes and accountability. VA requires equipment and services which meters mail, provides best cost shipping options, allows for accurate reporting, accountability of volume and expenditures and traceability of mail and parcels. All applicable hardware, software and support services must adhere to the United States Postal Service (USPS) Domestic Mail Manual (DMM) www.usps.gov, and shipping partners rules and regulations of those as United Parcel Service (UPS), Federal Express (FedEx), DHL, etc.

1. Period of Performance (POP) The Period of Performance shall be for sixty (60) months. Individual task orders shall not extend further 60 months from the date of task order award.

2. Contract Type This contract is a Multi-Award Indefinite-Delivery Indefinite-Quantity (IDIQ) Contract Task Orders associated with this IDIQ shall be awarded on a competitive basis as an enterprise, group or individual basis in accordance with each Task Orders (TO) specific requirements. Task orders shall be firm fixed price.

2. Mail Room Items Not on IDIQ Contract For administrative convenience, open market items that are at or below the micro-purchase threshold, when combined for an individual order, are allowable. The Ordering Contracting Officer (OCO) may add items not on the IDIQ to an individual TO if:

1. All applicable acquisition regulations pertaining to the purchase of the items not on the IDIQ have been followed;

1. All clauses applicable to items not on the IDIQ are included in the order;

1. The ordering CO has determined the price for the items not on the IDIQ are fair and reasonable;

1. The items are clearly labeled as open market items in the order.

2. Place of Performance Services provided under this PWS may be performed at the following locations:

· Continental United States

· Hawaii

· Alaska

· US Virgin Islands

· Puerto Rico

· Philippines

· Guam

· America Samoa

2. Hours of Operation The Contractor shall assume the Core work hours/schedule the Government utilizes unless otherwise directed in the terms and conditions of each TO award. The Contractor shall also be prepared to provide maintenance support services to meet requirements and to support the peak mailroom processing needs.

2. Recognized Holidays The Contractor shall provide services during the facility hours of operation, except for the following federal holidays set by law (5 U.S.C. §6103), or as approved by the Ordering Contracting Officer. The following are recognized United States (US) federal holidays:

· New Year’s Day: January 1st

· Martin Luther King, Jr.’s Birthday

· President’s Day

· Memorial Day

· Independence Day: July 4th

· Labor Day

· Columbus Day

· Veteran’s Day: November 11th

· Thanksgiving Day

· Christmas Day: December 25th

2. Travel Task Orders shall include all travel to and from the VA facilities for equipment delivery, implementation, training, maintenance support, services and transition activities.

Travel required outside of the approved Task Order(s) by Contractor personnel in the performance of this contract must be pre-approved by the ordering Contracting Office and the Contracting Officer’s Representative (COR) five business days in advance. Travel shall be reimbursed in accordance with Federal Acquisition Regulations 31.205-46 as well as Federal Travel Regulations. Each Contractor invoice shall include copies of all receipts which support the travel costs claimed in the invoice. Trip Reports shall be submitted to the COR within five business days after trip completion. General and Administrative (G&A) expenses are prohibited and will not be reimbursed.

Contractor travel within the local commuting area will not be reimbursed. Local travel within a fifty (50)-mile radius from the Contractor's facility or assigned Government provided facility is considered the cost of doing business and will not be reimbursed. This includes travel, subsistence, and associated labor charges for travel time. Travel performed for personal convenience and daily travel to and from work at the Contractor's facility or Government assigned facility will not be reimbursed.

1. Applicable Documents The following documents shall be used in the performance of the tasks in this Performance Work Statement:

Mail Legislation, Directives and Handbooks 39 U.S.C. § 601 - Letters carried out of the mail 40 U.S.C. 121 - Administrative (Title 39 Postal Service) 39 CFR Part 310 - ENFORCEMENT OF THE PRIVATE EXPRESS STATUTES 39 CFR Part 320 - SUSPENSION OF THE PRIVATE EXPRESS STATUTES Domestic Mail Manual - Mailing Standards of the USPS Official Mail Accounting System (OMAS) GSA Federal Management Regulation: Subchapter G - Administrative Programs Part 102-192-Mail Management VA 6340 Directive/Handbook - Mail Management Procedures/Notices VA 6609 Directive - Mailing Sensitive Personal Information

Records Management Legislation, Directives and Handbooks 44 U.S.C Chapter 29 - Records Management by the Archivist of the United States Public Law 94-575 FRM - H.R.13828 - An Act to amend title 44 U.S.C.

36 CFR Chapter XII, Subchapter B - RECORDS MANAGEMENT VA Directive 6300, Records and Information Management, February 26, 2009 VA Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules VA Handbook 6500.1, Electronic Media Sanitization VA Directive 7179, Mandatory Use of The Federal Strategic Sourcing Initiative for Domestic Delivery Services for Express and Ground Small Package Shipments and Express Heavyweight Shipments

Security, Privacy, Fraud Legislation, Directives and Handbooks 38 U.S. Code § 5725 - Contracts for data processing or maintenance 44 U.S.C. § 3541, “Federal Information Security Management Act (FISMA) of 2002”;

Homeland Security Presidential Directive 7: Critical Infrastructure Identification, Prioritization, and Protection 45 CFR Parts 160 and 164, Subparts A and C, the Security Standard (“Security Rule”) VA Directive and Handbook 0710, Personnel Suitability and Security Program

Reference Documents Trusted Internet Connections (TIC) Reference Architecture Document, Version 2.0, Federal Interagency Technical Reference Architectures, October 1, 2013 Federal Information Processing Standard (FIPS) Publication 140-2, (FIPS PUB 140-2) Use of Software-as-a-Service (SaaS), Managed Services, and Cloud-Based Native Technologies and Approaches Use of VA Enterprise Cloud (VAEC) to Host Applications Use of VA Enterprise Cloud (VAEC) for New Development

1. Mail System Requirements This IDIQ provides maximum flexibility for VA mailroom facilities to meet their local geographic and operational needs. The IDIQ will be based on the below example of mailroom characteristics with the opportunity for each mailroom facility to further describe Mail System requirements in their individual TO.

The below chart depicts mailroom facility by size (Small, Medium and Large) based on average mailroom processing volumes. The model provides users of the IDIQ and industry the ability to estimate requirements and Mail System proposed configurations.

· 10-100 parcels/day Mail Metering Machine (5.1, 5.2) Scalable Cloud Based Data Hosting (5.1) Mail Metering Software (5.3) Web-Based Mail Machine Software (5.3) Scanner Tracking Software (5.3.4) Mail Opener (5.4.1) Letter Folder (5.4.2) Letter Inserter (5.4.2) Sorter (5.4.3) Mail Stacker (5.4.4) Digital Scale (5.4.5) Laser Printer (5.4.6) Thermal Printer (5.4.6) Hand-Held Scanner (5.4.7)

· 100-200 parcels/day

· 200+ parcels/day

4. Mail System Global Requirements Global requirements shall be applied across all Mail System components and services.

Leased services shall include all mail processing equipment, web-based browser software, scalable cloud-based software solution for data hosting (with web-portal access), mailroom processing accessories, handheld scanners all supported by maintenance and support services to keep all systems fully operational. Lease services additionally includes: delivery, set-up, configuration, user training, complete functionality testing, thirty (30) day quantity of operating supplies and removal of old equipment. If required by the ordering activity, third party Contractor or Government owned equipment can only be processed with the authority and approval of the Task Order COR in writing.

0. VA will lease only new, unused, non-refurbished, non-remanufactured, Mail System equipment. This applies to all components of the equipment, replacement parts, associated accessories and supplies.

0. VA locations may initiate TO’s to lease hardware, software or both when necessary to meet the Mail System solution requirements. Only new equipment procurement is authorized to procure additional maintenance beyond the initial warranty period; legacy equipment is only authorized to procure software to update that respective equipment. The utilization of existing compatible components is a requirement to conserve VA fiscal resources.

0. The Mail System shall include password protected security features to prevent unauthorized use. The software application connecting all the Mailing Systems for reporting purposes must be FIPS compliant and support active directory sign on authentication.

0. Contractor shall offer an option to upgrade machine technologies as it becomes available, and, if required, replace machines as the technology demands. Existing equipment shall be forwards and backwards compatible with new equipment introduced into the mail center.

0. Postage meters must have the ability to stamp and postmark mailings, charging postage costs to the meter balance. Meters should be able to provide exact shipping costs, deducted from the meter and have the ability to utilize postage discount rates assigned by the USPS.

0. Postage meters shall be compatible will all major shippers and have the ability to work with, and process mail formats associated to USPS DMM products, services and shipping partner rules and regulations.

0. Software shall have the ability to electronically capture, store and make accessible mail management data for VA use. Data captured and stored shall be identifiable and referenced by Serial Number of each individual piece of equipment generating such data. Data shall include United States and International volumes (No. Pieces) and expenditures for USPS letters/flats/packages in all mail classes; and commercially provided expedited services in all shipping classes. (Reference Appendix A – VA Agency Mail Data Requirements)

0. An equipment naming convention shall identify each mail machine by Serial Number, Agency, Administration, Region, Station Identification Number, Account Owner, Facility and Physical Location. The following format shall be used in all service and financial documentation. (Reference: VA Directive 7179 and Station Identification Number Reference: https://www.va.gov/directory/guide/rpt_fac_list.cfm)

Example:

Equipment

SN.

ID

Account Owner

0. Contractor shall be responsible for removal of machines, mail meters and accessories confirmed and approved with the COR Not Later Than (NLT) ten business days of the expiration or cancellation of TO’s or IDIQ contract.

0. The contractor shall ensure all unused mail meter postage funds are returned to VA, in a method reported, confirmed and approved with the COR NLT four to six weeks of expiration or cancellation of TO’s or IDIQ contract.

0. Media (i.e. hard drives, flash drives, memory devices) must be removed from the equipment, secured and managed with return authorization approved by the COR NLT five business days within expiration or cancellation of TO’s or IDIQ contract.

4. Postage Meter and System Requirements

VA requires a cost effective leased, metered mail system, associated USPS certified postal funds meter capability for all VA operated mailroom facilities. The postage metering capability shall meet the performance and volume/throughput demands of the individual facility or facilities as defined in the TO requirements. Equipment is to be of the latest technologies associated with mail processing.

1. Mail Systems must support the requirements as defined in the Government Publishing Office (GPO) Code of Federal Regulations 41 CFR 102 – 192 – Mail Management. All physical and virtual postage meters must meet the Department of Treasury’s requirement for using depositaries to hold public money, Chapter 4100 Section 4130.

1. The Mail Systems shall accurately scan, weigh, rate, meter, and account for all outbound mail and parcels. All equipment supplied shall have postage meters with remote capability which permit postage replenishment, usage and balance reporting.

1. The Mail Systems shall accommodate network connectivity for downloading postage, software upgrades, updating rate changes, data collection, reporting and maintenance. It is the contractor’s responsibility to meet VA security requirements of all contractor supplied equipment and software.

1. The Mail Systems shall provide rate shopping and produce UPS, FedEx and USPS compliant bar codes through standard thermal label printer(s). No specialized label stock will be acceptable and must meet USPS regulations.

1. Mail Systems shall support VA carrier negotiated rates for USPS, UPS and FedEx. This includes but not limited to discounted rates these carriers have on the GSA Schedule 48 as well as any VA carrier negotiated rate for the term of the lease agreement. Contractor shall sign Nondisclosure Agreements to ensure confidentially of VA negotiated rates and services.

4. Mailing and Shipping Software Requirements

2. Mail System shall support seamless processing of all carriers through automatic rate shopping. Software shall automatically determine the most economical delivery method for letters, flats and parcels by examining criteria such as applied business rules, delivery time, priority and transportation method and then produce the carrier compliant label.

2. Software shall be delivered and maintained at the contractors most current version. The contractor shall deliver software that is operational/functional at the level specific to each new or legacy piece of equipment and scalable across the VA enterprise to facilitate maximum web-based access across the enterprise.

2. The software utilities shall provide access and identity controls to prevent unauthorized access or use.

2. Software shall provide a web-based/online end-to-end tracking of letters/flats/packages throughout the delivery process. The software shall also be capable of Resource visibility, management reporting, throughput efficiencies and Workload or Resource distribution. This software shall be available across the VA Enterprise, for new equipment under this contract vehicle.

2. Software shall be web-based allowing remote access to mail machines. Mail machines shall have locally stored data which includes United States and International volumes (No. Pieces) and expenditures for USPS letters/flats/packages in all mail classes; and commercially provided expedited services in all shipping classes.

2. Contractor shall provide an enterprise cloud solution for VA. The enterprise cloud solution shall allow compatible VA mailroom equipment to automatically transmit data to the cloud. Based on equipment compatibility, data shall be transmitted to the cloud hosting service on a transactional basis, within twenty-four (24) hours of transaction completion or manually based in equipment compatibility. Cloud stored data will be consistent to the format as described in Section 5.1.9.

2. The enterprise cloud solution shall provide web-based portal for accessing the cloud stored data. Cloud stored data shall be accessible and downloadable to VA systems for local and enterprise data analysis and reporting.

2. Software shall have the ability to capture and download postage, track and determine how much postage has been downloaded; determine postage remaining on the meter, and report daily/monthly/yearly spending from the meter

2. Data shall be accessible to VA for the term of the IDIQ and at no additional cost delivered to VA at the expiration of the IDIQ. The comprehensive consolidated data file shall be delivered NLT thirty days prior to the end of the contract’s Period of Performance (POP). Both the thirty-day cycle data and the comprehensive consolidated file shall be in a government designated medium, format and configuration for delivery.

2. No software is to be loaded to a VA computer unless otherwise approved at the order level.

4. Mail System Accessory Requirements

3. Mail Openers/Extractors – shall cut, open and extract mail letters or overnight packs of different dimensions and thickness. Openers shall have adjustable cutters and options for single or multiple envelope cuts. Mailroom requirements range from processing a few letters per minute/hour to several thousands of letters per hour. Mailrooms will define their individual overall requirements.

3. Folders/Inserters – shall provide low to high volume document and envelope feeders with multi-sheet collation and fold modes to meet mailroom specification requirements. Mailroom requirements range from processing a few letters per minute/hour to several thousands of letters per hour. Mailrooms will define their individual overall requirements.

3. Sorters – shall count the number of pieces in a postal tray and have the ability to sort several hundreds to thousands of pieces per day. Sorters shall leverage postal discounts and report mailing cost statistics. Mailrooms will define their individual overall requirements.

3. Stackers – shall provide low to high volume envelope handlers which clears stamped mail from the mail machine. Based on mailroom requirements stackers may be minimum volume holding trays to stackers which are power driven to move stamped mail form the mail machine area. Mailroom requirements range from processing a few letters per minute/hour to several thousands of letters per hour. Mailrooms will define their individual overall requirements.

3. Digital Scale – shall provide the ability to electronically weigh postal and parcel items for shipping. Scales shall be USB capable for downloading weight to a computer or other connected devices. Typical mailroom processing requires scales able to handle weight ranges from 0-70 lbs. Mailrooms will define their individual overall requirements.

5.4.6 Printers –shall provide options for various mailroom requirements to meet mail addressing, barcoding and postage printing. Each mailroom will specify their pages/minute, size, thickness, resolution and type of media such as: extra-thick card stock, polyester, magnetic media, transparency films pages should conform with industry standards.

5.4.7 Handheld scanners – shall be able to be used to receive and process all types of mail with barcoded technology that allows traceability of items which are sent and received a mailroom or facility. Scanners shall be downloadable to a receipt/delivery program which can be standalone or integrated technology that allows storage of information, printability, and allows for ease of data downloads and research. Receiving program should have editable fields that can be created for ease of sorting by the following methods: Tracking number, Facility/VA Purchase Order Number, Item number, Address (Sender/Receiver), date, or other identifying methods as required by the facility.

4. Maintenance Support Requirements

All technology, hardware, software and associated components of contractor provided solution(s) shall include maintenance and support services.

4. Contractor maintenance shall include preventative maintenance at manufacturer-recommended intervals. Contractor shall submit a planned/projected maintenance schedule to be complied with and monitored by the COR.

4. The contractor shall follow standard commercial practices to furnish manual(s), handbook(s) or brochure(s) containing operation, installation, and maintenance instructions, including pictures or illustrations, schematics, and complete repair/test guides, as necessary, for technical equipment and devices, and/or other technical and mechanical equipment. The manuals, handbooks or brochures shall be provided in hard copy, soft copy or with electronic access instructions, consistent with standard industry practices for the equipment or device. Where applicable, the manuals, handbooks or brochures will include electrical data and connection diagrams for all utilities. The documentation shall also contain a complete list of all replaceable parts showing part number, name, and quantity required.

4. The contractor shall provide complete remedial and preventive maintenance for the components of the installed solution.

4. The contractor shall provide all replacement component parts as required to meet original equipment performance at no additional cost to VA.

4. The contractor shall provide an affixed label to equipment which identifies equipment make, model, device serial number, mail meter serial number and equipment service support and contact information.

4. The contractor shall employ Field Service Engineers (FSE) that are fully trained, qualified and certified to provide maintenance services and shall maintain personnel in sufficient numbers to provide service and maintenance support in accordance with the submitted maintenance schedule.

4. The contactor shall be available to handle general questions regarding machine operation, maintenance, warranty, service and related issues. VA personnel shall be able to access contractor service technicians via a toll-free number, Monday through Friday business days between the hours of 8:00 AM and 8:00 PM, Eastern Standard Time. Specific Service Level Agreement (SLA) requirements will be defined with individual TO awards.

4. The contractor shall maintain a record of all service calls, including the following minimum level of information: Date and time the service call is received/resolved, location of equipment, name and phone number of the person reporting the problem, meter serial number, equipment serial number, description of the problem reported, response time, meter balance, final diagnosis of the problem and date and time of the final corrective action.

4. When a pattern of excessive repairs or other frequent operational problems/malfunctions occur, the contractor shall replace the malfunctioning equipment, accessory, or software component. The term “excessive repairs” means two or more service calls in a single month, not including preventative maintenance calls.

4. Delivery, Installation, Operational Readiness and Transition Requirements

The contractor shall install and make fully operational the mailing solution, including all accessories as ordered. The contractor shall be responsible for all costs associated with relocating or re-shipping any misdelivered solution components. At the expiration or termination of the lease the contractor shall at no cost to the Government, remove and pick-up equipment from the Government facility. Media (i.e. hard drives, flash drives, memory devices) must be removed from the equipment, secured and managed with return authorization approved by the COR NLT five business days within expiration or cancellation of TO or IDIQ contract.

5. The contractor shall complete delivery, installation, configuration, testing and operational readiness Not to Exceed (NTE) thirty calendar days after TO award or as defined at the TO level. (The government COR or local government Mailroom Manager shall provide the contact name(s), address(s), telephone number(s), and prioritized delivery locations at time of TO award.)

5. The contractor shall at time of operational readiness ensure the implementation of the equipment naming convention as defined in Section 5.1.10 of this PWS.

5. The contractor shall contact the receiving site Mail Manager or COR to schedule delivery and installation as defined at the order level.

5. The contractor shall install and make fully operational the mailing solution(s), including all accessories as ordered.

5. The contractor shall establish internet connectivity to the postage meter for replenishment, rate change updates, etc. If applicable, contractor is to fully test remote diagnostics and troubleshooting as part of Mail System operational readiness.

5. The contractor shall provide one hard copy and an electronic version of the operator’s manual and job aid(s).

5. The contractor shall remove trade-in components, old or discarded equipment from the installation site immediately after the new solution is installed and fully operational. This is done at no cost to VA. Any equipment to be removed from a VA facility will be identified at the TO level.

5. Transition activities and equipment shall have associated authorities and signed receipts which can be reconciled, noted and administrated to protect all parties. Media (i.e. hard drives, flash drives, memory devices) must be removed from the equipment, secured and managed with return authorization approved by the COR NLT five business days within expiration or cancellation of TO or IDIQ contract.

4. Material and Supply Requirements

6. The contractor shall provide, at time of delivery, an initial thirty business day stock of supplies sufficient for the installed Mailing System. The 30-day stock of supplies shall include ink, meter tape, sealing solution and any other system specific supplies sufficient for 30 business days of average use for the Mailing System installed.

6. The contractor shall have access to an inventory of parts and consumable supplies in quantities sufficient to perform under resulting order. The contractor must have an inventory system and delivery system for the parts and consumable supplies.

4. Training Requirements

7. The contractor shall provide training at User site(s) to at least one key operator and one alternate for each solution installed.

7. The contractor shall provide and complete key operator training within two business days of the solution’s installation.

7. The contractor shall schedule training in coordination with the local Mail Manager or COR. Training shall include ad-hoc and web-based opportunities.

7. Training shall cover, at a minimum, the following operations: proper operation of the solution component(s), replacement and ordering of supplies, performance of routine tasks such as daily maintenance, adding postage to the meter, reporting of mail volumes and costs, locating a component’s model and serial numbers, meter serial number, and placing a service call.

4. Enterprise Cloud Authority to Operate

The VA Enterprise Cloud (VAEC) Cloud Service Providers (CSP) environments shall have a US Federal Risk and Authorization Management Program (FedRAMP) High Certified VA Authority to Operate (ATO). The ATO for an application residing in the VAEC is separate from the VAEC CSP Environment ATO. The Contractor shall provide all Assessment and Authorization (A&A) support and documentation required to achieve and maintain full A&A certification for an application level ATO using the process specified in the EPMO Website and in VA’s A&A Standard Operating Procedure (SOP). Obtaining an ATO based on FedRAMP controls versus FISMA controls is acceptable. After ATO is achieved, the Contractor shall update and maintain the ATO documentation as required to ensure compliance. FedRAMP certification is not required at the time of award, however the contractor will be required to move forward in FedRAMP certification.

8. The contractor shall be fully responsible and accountable for ensuring compliance with all HIPAA, Privacy Act, FISMA, National Institute of Standards and Technology (NIST), FIPS, and VA security and privacy directives. This includes conducting compliant risk assessments, routine vulnerability scanning, system patching and change management procedures, and the completion of an acceptable contingency plan for each system. The contractor’s security control procedures must be equivalent, to those procedures used to secure VA systems.

8. The contractor shall ensure adequate security controls for collecting, processing, transmitting, and storage and removal of Personally Identifiable Information (PII) and Personal Health Information (PHI), as determined by the VA Privacy Service, must be in place, tested, and approved by VA prior to hosting, operation, maintenance, or use of the information system, or systems by or on behalf of VA.

8. The contractor shall ensure these security controls are to be assessed and stated within the PIA and if these controls are determined not to be in place, or inadequate, a Plan of Action and Milestones (POA&M) shall be submitted and approved prior to the collection of PII and PHI.

8. The contractor shall perform monthly reviews of the contractor developed POAM with the VA PM/COR to ensure backlog is scheduled and prioritized for remediation, and to verify that defined milestones will be achieved.

8. The contractor shall perform monthly reviews of Risk Based Decisions with the VA PM/COR to ensure remediation to outstanding risks or path forward is identified and achievable.

8. The contractor shall support documentation of a Data Use and Reciprocal Support Agreement (DURSA)/Memorandum of Understanding (MOU)/IS) between the solution environment and VA.

4. Post Award Meeting Within ten business days after contract award, the COR shall schedule a Post-Award ‘Kick-Off’ meeting to be held with the Government and contractor representatives. The intent of the meeting is to initiate the communication process between the Government and contractor to ensure an open line of communication is established between key personnel (i.e. contractor contract representative, Contractor Technical Staff, Contract Mailroom Lead and government COR).

4. Deliverables

Deliverable associated to this PWS are the following:

1. Contract activities: The Prime Contractor shall report new TO awards, TO cancellations or any modification to TO/contract status – due NLT five business days beginning of each month.

1. Monthly Service and Maintenance Calls roll-up report (identified by device serial number) for the preceding month – due NLT five business days beginning of each month.

1. Risk and Issue Report of overall contractor provided equipment (identified by device serial number), services and support – due NLT five business days beginning of each month.

1. Overall invoice detail and roll-up of all costs associated to this IDIQ and TOs of overall contractor provided equipment, services and support – due NLT five business days beginning of each month.

1. Fielding Schedule – The contractor shall develop, establish, provide for government approval and implement/execute (upon CO approval) an enterprise new equipment fielding schedule, only to be modified by the receiving local mail center. The enterprise fielding schedule shall include the following data elements; mail center provided new equipment/software, mail center point of contact, date of actual delivery, date initially scheduled for delivery, number of pieces of new equipment, each new piece of equipment’s serial number and TO number associated with the new equipment delivery.

1. The contractor shall provide 100% of government owned data at the end of each thirty-day billing cycle and a comprehensive consolidated file with 100% of all government data acquired throughout the life of the contract. The comprehensive consolidated data file shall be delivered NLT thirty days prior to the end of the contract’s POP. Both the thirty-day cycle data and the comprehensive consolidated file shall be in a government designated medium, format and configuration for delivery.

1. 1.) Enterprise Cloud Authority to Operate Plan of Action and Milestones 2.) Enterprise Cloud Authority to Operate Assessment and Authorization and Authority to Operate Package

The contractor shall provide all deliverables identified in the PWS and individual TOs using Microsoft Office formats. All deliverables shall be compliant with Section 508, 1998 Amendment to the Rehabilitation Act of 1973 according to the requirements for each such deliverable.

1. Contractor Performance The contract performance will be monitored by the COR, who ensures all contractual obligations are being met. Any issues or contractual disputes will be forwarded to the CO via the COR.

The contractor’s performance on this PWS and all TOs will be reported to the Contractor Performance Assessment Reporting System (CPARS) on an annual basis. The CO and COR will make use of information from Task Order Performance Evaluations, as well as any additional knowledge and information available to them with respect to the contractor’s performance, to complete the CPARS. Contractors shall familiarize themselves with the CPARS process and be prepared to respond to reports entered by the CO and COR.

1. Government-Furnished Equipment (GFE)/Government-Furnished Information (GFI) GFI/GFE if required, those items may be facilitated at the order level.

B.3 APPENDIX A – VA AGENCY MAIL DATA REQUIREMENTS

United States Postal Service - Letters/Flats

United States Postal Service - Packages

Expedited Services - FedEx

Expedited Services - UPS

Other Services

B.4 APPENDIX B – PRICE/COST SCHEDULE[footnoteRef:1] [1: All prices are inclusive of the SAC Service Level Fee in IAW Clause SAC 18-01 (Reference C.1.12)]

* Annotates required item for all IDIQ holders

(IAW - In accordance with)

SECTION C – CONTRACT CLAUSES

C.1 ADDENDUM TO FAR 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL ITEMS

Clauses that are incorporated by reference (by Citation Number, Title, and Date), have the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available.

The following clauses are incorporated into FAR 52.212-4 as an addendum to this contract:

Clauses Incorporated by Reference

C.1.1 FAR 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es):

http://www.acquisition.gov/far/index.html http://www.va.gov/oal/library/vaar/

(End of Clause)

Clauses Incorporated by Full Text

C.1.2 FAR 52.216-19 ORDER LIMITATIONS (OCT 1995)

(a) Minimum order. When the Government requires supplies or services covered by this contract in an amount of less than $100.00, the Government is not…