ATTACHMENT C 36C10X24R0071 Answers.xlsx
XLSX spreadsheet 19 KB Posted
- Solicitation number
- 36C10X24R0071
About this file
This document is a set of questions and answers related to a Request for Proposal (RFP) for a federal contract opportunity to provide an Enterprise Mail Management (EMM) support solution for the Department of Veterans Affairs (VA).
The key details are:
- The VA plans to establish a lease-based contract vehicle to procure mail systems and standardize/integrate mailroom operations across the VA enterprise.
- The RFP solicitation number is 36C10X24R0071 and the NAICS code is 532420 (Office Machinery and Equipment Rental and Leasing).
- Proposals are due by 1:00 PM ET on 12/6/2024. Questions were due by 11/12/2024.
- The RFP is unrestricted, and evaluation will consider subcontracting to SDVOSB/VOSB firms.
- The incumbent providers are Pitney Bowes and Quadient.
- The VA requires a FedRAMP-authorized cloud-based SaaS mail management solution with enterprise-level visibility, reporting, and software maintenance capabilities.
View the file
Other files
| File | Type | Posted |
|---|---|---|
| 36C10X24R0071 0001_1.docx | DOCX document | |
| ATTACHMENT D 36C10X24R0071 REV 1 Conforming Copy.docx | DOCX document | |
| 36C10X24R0071 0001.pdf | ||
| ATTACHMENT A 36C10X24R0071_QUESTIONS_AND_ANSWERS_TEMPLATE.xlsx | XLSX spreadsheet | |
| 36C10X24R0071_1.docx | DOCX document | |
| Attachment I RFQ 36C10X24R0071 Final.docx | DOCX document | |
| Attachment B 36C10X24R0071 Past Performance Questionnaire PPQ.docx | DOCX document |
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Text version
Sheet1
| No. | Question | Solicitation Reference | Final Answer/Comments | ||
| 1 | Will the Government consider extending due dates? | N/A | The Government will not respond to requests to extend due dates unless there is a reasonable request that includes the circumstances surrounding the request. | ||
| 2 | When will responses to questions be posted? | N/A | The Government plans to post answers as soon as possible after the Q&A close date. | ||
| 3 | Are there Service Contract Labor Standards applicable to this action? | N/A | It is unlikely that it will be. However, the Contractor will be responsible for notifying the Contracting Officer of their intention to quote SCLS positions within their quote. Notifications should included the local area in which the employee(s) will provide services. The Contracting Officer will provide the wage determination(s) that will be used in the contract. | ||
| 4 | Who is the incumbent | N/A | Pitney Bowes and Quadient | ||
| 5 | 1. | In section 7.6.7. Handheld Scanners it states, “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 at mailroom or facility” Any inbound package management solution scans carrier tracking barcodes and stores name and address data (PII). Does the VA require an on-premise inbound management software require a system security plan to protect PII audited by an independent government cyber security group? | 7.6.7 | If an on-premise inbound management software has any cloud capabilities then it requires FedRAMP Certification so a system security plan to protect PII audited by an independent government cyber security group will be required. See FedRAMP requirements at Performance Work Statement (PWS) Section: 7.5 Mailing and Shipping Software Requirements. | |
| 6 | 2. | In section 7.6.7. Handheld Scanners it states, “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 at mailroom or facility” On many occasions, an enterprise cloud solution including inbound package management software is deployed on a VISN level. On premise inbound management solutions will not be able to share chain of custody of packages between sites without sending data to the cloud. Does the VA require the inbound management software be a cloud-based SaaS solution provide VISN level visibility and reporting of all packages? | 7.6.7 | If an on-premise inbound management software has any cloud capabilities then it requires FedRAMP Certification. See FedRAMP requirements at PWS Section: 7.5 Mailing and Shipping Software Requirements. | |
| 7 | 3. | In section 7.6.7. Handheld Scanners it states, “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 at 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.” On many occasions, an enterprise cloud solution including inbound package management software is deployed on a VISN level. Standalone/On premise solutions do not have the scalability of a cloud-based solution. The solution will need to deployed at each individual location while being maintained and updated onsite, creating an IT and Security burden. Does the VA require the inbound management software be a cloud-based SaaS solution to provide enterprise scalability and software maintenance? | 7.6.7 | Yes, the VA requires the inbound management software to be a cloud-based SaaS solution to provide enterprise scalability and software maintenance that is FEDRAMP authorized. See FedRAMP requirements at PWS Section: 7.5 Mailing and Shipping Software Requirements. | |
| 8 | 4. | In section 7.5.5. Software shall be a web-based cloud solution 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. Will the VA allow use of cellular hot spots to bypass connection on VA networks and system security while a vendor is working through an ATO with the VA? | 7.5.5 | Cellular hot spots that bypass network connection and system security are not authorized. Added the following statement at PWS Section 7.5 Mailing and Shipping Software Requirements: "The use of cellular hot-spots, or any other technology, used to bypass the VA network connection and/or VA IT system security is not authorized. | |
| 9 | 5. | In section 7.6.7. Handheld Scanners it states “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 at 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.” In order for an inbound package management software to work on handheld scanners it must be downloaded. Will the VA allow the use of cellular hot spots to bypass network connection and system security to allow the software application to be downloaded and maintained on handheld scanners? | 7.6.7 | Cellular hot spots that bypass network connection and system security are not authorized. Added the following statement at PWS Section 7.5 Mailing and Shipping Software Requirements: "The use of cellular hot-spots, or any other technology, used to bypass the VA network connection and/or VA IT system security is not authorized. | |
| 10 | 6. | In section 7.6.7. Handheld Scanners it states “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 at 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.” Any software including on premise solutions have cloud components in order for the solution to work that differ from vendor to vendor. Does the VA require any solution with cloud components be FedRAMP authorized? | 7.6.7 | If an on-premise mail management software has any cloud capabilities then it requires FedRAMP Certification. See FedRAMP requirements at PWS Section: 7.5 Mailing and Shipping Software Requirements. | |
| 11 | 7. | In section 7.5.6. Mailing and Shipping Software Requirements it states “Contractor shall provide an enterprise cloud solution for VA. The enterprise clouds 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 shall be consistent to the format as described in Section 7.3.8.” Will the VA allow use of cellular hot spots to bypass connection on VA networks and system security while working through an ATO with the VA? | 7.5.6 | Cellular hot spots that bypass network connection and system security are not authorized. Added the following statement at PWS Section 7.5 Mailing and Shipping Software Requirements: "The use of cellular hot-spots, or any other technology, used to bypass the VA network connection and/or VA IT system security is not authorized. | |
| 12 | Will the VA grant an extension of 14 business days after questions are answered? | N/A | The deadline for proposal submittal is extended to 12/6/2024 | ||
| 13 | Due to the fact that 11/11, 11/28, and 11/29 are company holidays and multiple members of our team take additional time off for the week of Thanksgiving, can VA extend the due date for questions five business days and the due date of the Response 10 business days to allow us to provide the most thorough response possible? | 1. Introduction "Contractors are advised that any and all questions concerning this solicitation must be sent via email to derek.devine@va.gov and carey.Kauzlarich@va.gov. Questions are due by 1:00 PM (ET) November 12, 2024, and shall be submitted utilizing Attachment B. Questions received after that date and time may not be answered. Quotes shall be emailed to derek.devine@va.gov and carey.Kauzlarich@va.gov. Quotes received after 1:00 PM Eastern time on the due date indicated in SAM.gov may not be accepted. " | The deadline for proposal submittal is extended to 12/6/2024 | ||
| 14 | This process is oftentimes dependent on the USPS, therefore vendors cannot be held to the timeline described. Would VA remove this specific timeframe? | 7.3.11. 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. | No, if there are delays vendors will need communicate with the COR and CO at the Task Order level. | ||
| 15 | Under this contract vehicle, can awardees subcontract to an SDVOSB by having task orders made out directly to SDVOSBs who are authorized re-sellers for the OEM contract holder? | 3. FACTOR EVALUATION, C. SUBCONTRACTING CONSIDERATION | No. | ||
| 16 | If an offeror has one of the products for one of the item numbers automatically included in the cost for one of the other Item Numbers, should they note this and mark the included item as a $0 cost? | B.4 APPENDIX B - PRICE/COST SCHEDULE | Note that the product is included with the other line item. If the product can be purchased separately (stand alone) from the other product also provide a separate price. | ||
| 17 | Is the intention for awardees to have a full contract catalog with the individual pricing for all of the available options under each of the Item Numbers so individual Task Orders can be tailored to each VA location's needs? | B.4 APPENDIX B - PRICE/COST SCHEDULE | Yes. However, the catalog shall be tailored to products related to the Mail Room solutions. | ||
| 18 | Certain products may have a longer timeframe for delivery, installation, configuration, testing than 30 calendar days. Can VA amend this requirement to allow for longer timeframes as long as that timeframe is communicated in response to the Task Order? | 7.8.2. 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’s name(s), address(s), telephone number(s), and prioritized delivery locations at time of TO award. | Yes. The requirement and at PWS 7.8.2 states: "Not to Exceed (NTE) thirty calendar days after TO award or as defined at the TO level." | ||
| 19 | USPS only provides tracking for packages qualifying as Parcels. Can VA remove the requirement for letter/flat tracking? | 7.5.4. Software shall provide a web-based/online end-to-end tracking of letters/flats/packages | No, Tracking must be available for all USPS products and services. | ||
| 20 | We would like to confirm that the requirements is for a mail sorting machine that will sort large amounts of mail and automatically sort and route mail to its destination using large automated conveyors and equipment. We would see this requirement in the previous TOPR's for VA Medical Centers that simply do not have the space for this type of equipment. Can you give us more clarification of what type of equipment is necessary to meet this accessory requirement? | 7.6.3. 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 shall define their individual overall requirements. | Mailrooms shall define their individual overall requirements at the Task Order level. | ||
| 21 | Is leasing the only acquisition option available under this contract, or maybe awardees offer purchase options with annual postage meter rental/software/maintenance renewals? | 2. SCOPE OF WORK The contractor shall provide all-inclusive mail/shipping solution(s) or “mail system” lease equipment. | Leasing is the only option. | ||
| 22 | Due to their remote nature and the travel required, are vendors be allowed to add additional cost and potential exceptions for support when responding to TOPRs in the following locations: US Virgin Islands, Philippines, Guam, and American Samoa? | 5. PLACE OF PERFORMANCE Tasks under this PWS shall be performed in VA facilities located at: | |||
| • | Continental United States | ||||
| • | Hawaii | ||||
| • | Alaska | ||||
| • | US Virgin Islands | ||||
| • | Puerto Rico | ||||
| • | Philippines | ||||
| • | Guam | ||||
| • | American Samoa | Yes | |||
| 23 | Under Table 1, the volumes for the small, medium, and large mail room sizes only mention flats/day and parcels/day, can VA please update this with the numbers of letters per day anticipated at each size? | 7.2 Mail System Requirements - Table 1 | Table 1 show the various sizes of the mailrooms for reference purposes. The actual anticipated throughput will be addressed at the individual Task Order level. | ||
| 24 | Can VA please expand on the expected capabilities using the USPS EPS? | 7.3.5 "Transaction activity can be linked to existing Enterprise Payment System (EPS)." | This should reference USPS requirements for EPS - VA can not define this section. | ||
| 25 | Due to USPS regulations, vendors cannot remove postage meters belonging to another vendor. Can VA please clarify that you mean the expectation is the contractor shall be responsible for the removal of their own equipment? | 7.3.10. 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 after the expiration or cancellation of TO’s or IDIQ contract. | Yes, the expectation is the contractor shall be responsible for the removal of their own equipment. | ||
| 26 | Our fee to the GSA for our MAS is 0.75%, does VA have any flexibility for a lower percentage SLA fee more comparable to that? | The current SLA which applies to this contract action is 3.0% . This SLA Fee shall be imbedded in the awarded contract/agreement price(s) and offers submitted in response to this solicitation shall include this SLA Fee in the price of every line item offered | No | ||
| 27 | We would like to confirm that the requirements is for a mail sorting machine that will sort large amounts of mail and automatically sort and route mail to its destination using large automated conveyors and equipment. We would see this requirement in the previous TOPR's for VA Medical Centers that simply do not have the space for this type of equipment. Can you give us more clarification of what type of equipment is necessary to meet this accessory requirement? | 7.6.3. 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 shall define their individual overall requirements. | Mailrooms shall define their individual overall requirements at the Task Order level. | ||
| 28 | In which volume would VA like contractors to include their QASP? | 10. QUALITY ASSURANCE SURVEILLANCE PLAN or CONTRACT PERFORMANCE | Volume One | ||
| 29 | We have multiple configurations with different product codes included for each of the Item Numbers, should we price out the cost for an average configuration, minimum configuration, or the maximum configuration? | B.4 APPENDIX B - PRICE/COST SCHEDULE | Yes | ||
| 30 | Is the VA interested in offers from SDVOSB/VOSB prime vendors/authorized resellers? | This is an unrestricted solicitation and proposal my be submitted by any business regardless of socio-economic status without preference. | |||
| 31 | What role does "full credit" play in regard to evaluation procedures for SDVOSB prime offerors? | C.13 VAAR 852.215-70 (B) | "Full credit" means small business will be considered to meet the evaluation criteria for Evaluation Factor 3: Subcontracting Consideration | ||
| 32 | Do "other than small businesses" or large businesses need to submit a subcontracting plan? | See Factor 3: Subcontracting Consideration |
_x000D_&1#&"Calibri"&10&K000000 Pitney Bowes - Confidential
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