36C24420Q0507-0002001.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) 04-27-2020 none 00244 Department of Veterans Affairs Network Contracting Office 4

00244 Department of Veterans Affairs Network Contracting Office 4

To all Offerors/Bidders

36C24420Q0507 04-27-2020

X X X

5/4/20 11:59pm EST X This amendment to the above solicitation is to do the following:

1. Provide answers to questions (refer to continuation pages)

2. Update the Statement of Work, replaces prior two (refer to continuation pages)

3. Extend the solicitation due date to 5/4/20 11:59pm EST.

All other terms and conditions remain the same.

Questions Asked and the Answers

What equipment models are currently being used? This will assist vendor's with better understanding your current needs and requirements?

1 Relay 3000 inserter, 1 Sendpro 3000 mail machine with 40 lb. scale that needs to be hooked up to a dsl line, 2 DM 125`s one at each clinic and 1 Send Suite Tracking system with 3 replacements with scanners hand held delivery devices and printers all of which must be vetted by the I.T. dep.

What is meant by 2,500 mailings per annum? Is this 2,500 mail pieces over the course of the entire year? Is it 2,500 mailings, each mailing containing 100's or 1,000's of letters? Is this for 1 unit or all 3 units? This information would be helpful in understanding the volume of mail being processed?

The large mail machine runs appx.120 to 145 thousand per year the smaller ones at the clinics will do appx 2500 to 3000 per year.

What is the monthly metered mail volume at the high volume locations vs. the medium volume locations?

The large mail machine runs appx.10 to 12 thousand pieces per month the smaller machines are only as needed if it can’t be done here hence the smaller numbers

What specifications does the VA consider a "high volume" mail machine to have? A typical high volume mail machines include these specifications: 15" side to side adjustable ergonomic keyboard that provides easy operator interface; mixed mail feeder that holds up to 6; mail stack reducing time spent refilling; ink tank that yields 100,000 imprints for low cost per impression; envelope thickness up to 0.8" allows more envelopes to be processed through machine vs. using external weigh platform; USPS shape based dynamic scale eliminates having to measure the width, height, thickness and weight of each mailpiece; remote label dispenser that improves package processing efficiency; jet spray sealing mechanism with 5 adjustable settings that provides an exact tip to tip seal; high speed letter per minute processing of up to 300 envelopes per minute in batch mode and 160 LPM in dynamic mode reduces time spent metering. Please modify the RFQ "Technical Must Have's" with these specifications for a High Volume Mail Machine?

All that plus a minimum of a 40-pound scale, a computer that can hold at least 120 mail codes, the ability to do weekly and monthly expense reports and print them by weight, type (i.e. Letters packages …) and courier and must run off a DSL line.

The solicitation “Additional Instructions to Offerors” will remain the same.

There is conflicting information between B.2 Part 1 Introduction?

(VAMC Coatesville Mailroom (high volume), Newtown Square CBOC (medium volume), and Spring City (medium volume) CBOC’S) and section B.3 price schedule where the Item information, item number 0002 describes "lease of two low volume mail machines.

The response includes the verbiage "the ability to do weekly and monthly expense reports and print them by weight, type (i.e. Letters packages …) and courier". By "courier" does the VA mean items shipped by carriers other than the United States Postal Service? Does this mail machine need to include Multi Carrier shipping capabilities?

Yes, we have an account with UPS also. Latest SOW (per this amendment addresses this question).

B.2 Statement of Work (SOW)

Part I: General Information

1. Introduction The Coatesville VA Medical Center (CVAMC) has a requirement to initiate a lease and maintenance agreement for three mail postage machines (VAMC Coatesville Mailroom (high volume), Newtown Square CBOC (medium volume), and Spring City (medium volume) CBOC’S. The mail postage machines shall be used for the daily processing of letters, postcards and parcels historically equating to 2,500+ mailings per annum. The use of these mail postage machines is mission critical to administrative operations. The contractor shall be required to ensure that the necessities described herein are provided to meet the requirements of the organization. The contractor must maintain the unit yearly, and if there are any break downs, the contractor must fix the unit during the contract period prior to invoicing the CVAMC. After the contract period (5-year period), the vender will pick up the unit. The VA does not want to “Lease to Own.” The VA would like the best technology available for mail processing equipment.

2. Scope The lease agreement shall include a new mail postage machines, full-service maintenance, and preventative maintenance. The machine should be able to process USPS postage, UPS postage, DHL, and FedEx postage transactions. The contractor shall provide training to the key operator within 7 days of completed installation. The contractor shall ensure networking functionality and security accreditation along with technical and network installation capability. If the machine breaks down, during the contracting period, we would like to have a service person dispatched to repair the unit within the business day.

3. Applicable Documents The mail postage machines utilized by the CVAMC shall comply with the following regulations:

Architectural and Transportation Barriers Compliance Board’s Electronic and Information Technology Accessibility Standards (36 CFR 1194)-http://www.gpo.gov/fdsys/search/pagedetails.action?browsePath=Title+36%2FChapter+Xi%2FP art+1194&granuleId=CFR-2011-title36-vol3-part1194&packageId=CFR-2011-title36-vol3&collapse=true&fromBrowse=true Executive Order 13123, Greening the Government through Efficient Energy Management http:// www1.eere.energy.gov/femp/pdfs/eo13123.pdf Executive Order 13221, Energy-Efficient Standby Power Devices http://www1.eere.energy.gov/femp/pdfs/eo13221.pdf Section 508 of the Rehabilitation Act (29 U.S.C. 794d) Amendments of 1998-http://www.section508.gov/Section-508-Of-The-Rehabilitation-Act

4. Definitions: For the purpose of this acquisition, the following definitions apply.

Backup: The mail postage machine installed in place of the malfunctioning machine to provide temporary relief until repairs are made or a replacement is installed.

Contracting Officer (CO): The Government representative who possesses the overall responsibility of the successful performance/completion of the contact/lease agreement.

Technical POC: The individual who may be designated by the CO to have responsibility for performance of all technical aspects of the contract.

Key Operator (facility mailroom employee): The Department of Veterans Affairs, Coatesville, PA employee who is specifically designated and trained to deal with day-to-day operations and unexpected issues and other minor events for the mail postage machine.

Replacement: The mail postage machine intended to remain in place for the remainder of the delivery order lease term. The replacement mail postage machine shall be at least the functional equivalent of the mail postage machine they replace.

Part II: Work Requirements The specifications and features provided herein represent the CVAMC’s best effort to capture the functions, size capability, and features of the required mail postage machines and maintenance agreement. The CVAMC intends to make an award of this procurement without discussions so contractors must submit their best initial quotation.

The lease shall include delivery and installation of the mail postage machine, associated equipment listed herein, operating software, the provision of the operating supplies, and maintenance (both preventative and reparative), to ensure the machine is in constant working order. Contractor technicians shall have the ability to communicate in English.

The contractor shall flow down all pertinent terms and conditions of this contract to its subcontractors, including all requirements involving deliveries, installation, and maintenance.

1. Technical Must Have’s Minimum required characteristics for smaller Mail Postage Machine:

o 45 letters per minute o Envelope min – 3” x 5”/ max. 11” X 13” o Maximum envelope thickness up to 3/8” o Envelope orientation – Landscape and Portrait / Landscape o Weighing platform 30lb o Automatic Rate Download o Low-ink alerts o Minimum of 10 programmable jobs o 25 dept accounting Required Operating Features:

o Contain no asbestos or polychlorinated biphenyls (PCBs), nor beryllium, lithium, or other compounds o Conform to the requirements of the American National Standards Institute (ANSI) And Underwriters Laboratories (UL) o Include an Operator's Manual for each specific piece of equipment o Accept recycled paper/post cards of up to 50% post-consumer materials o Contain an internal self-diagnostic system indicating, as a minimum, the following conditions: "needs toner", "mis-feed or jam", or "call for service" o Provide an "on/off” signal light or panel indicator.

o Power off automatically after a period of non-usage.

o In compliance with "Energy Star" or "Environmental Choice" standards o Utilize digital technology o Employ automated features for the following capabilities: less than 30 seconds warm-up time.

2. Deliverables Initial acceptance will be at the discretion of the Technical POC during the delivery. All items required shall be fully functional, present, and compatible as required.

o Include an Operator's Manual for each specific piece of equipment o The contractor shall demonstrate that the machine is properly functioning upon completion of installation. This demonstration shall be accomplished pursuant to the operating instructions furnished with the mail postage machine and in the presence of the specific key operator

3. Maintenance Maintenance should be included as part of the lease payment.

The contractor shall perform all mail postage machine maintenance (both preventive and reparative). This maintenance includes all parts and labor. The contractor shall respond to all maintenance requests within (12) hours or less of notification. Any portion of the mail postage machine that cannot be repaired shall be replaced within 2 days. Only qualified personnel, materials, spare parts, tool, hardware/software and network components necessary to perform the service shall be provided by the contractor.

The vendor help desk telephone number must be provided so the Key Operator can call for field technical support assistance. The contractor shall respond to written/oral requests from the Key Operator for all service calls.

The contractor shall repair the machine within (12) working hours after the request for the service call during the hours of 8:00 a.m. to 4:00 p.m. (EST), Monday through Friday (excluding Federal holidays).

3.1 Preventative Maintenance

The contractor shall regularly and systematically examine, clean, lubricate, test, adjust the equipment, and as conditions warrant, repair or replace equipment included under the contract. The contractor shall ensure that the mail postage machines operate as originally designed and installed throughout the entire awarded contract period.

3.2 Replacement

For purposes of this contract, the minimum acceptable levels of performance for these mail postage machines are 90% uptime. The Government's definition of uptime is the full functioning of all the features available on the unit simultaneously. Malfunctioning (downtime), even if the mail postage machine still functions after an original is placed on the platen, includes the nonfunctioning of the feeder, weighing platform and anything else that is necessary for the full functioning of the features available on the unit simultaneously. The failure of the mail postage machine to meet the uptime standard of 90% in one 60-day period will result in a determination by the identified by the technical PO whether to replace mail postage machines. As an alternative, the Technical POC may certify on the repair that sufficient repairs have been made to preclude additional abnormal breakdowns. If in the 30 days after such certification, the mail postage machine continues to function below the 90% uptime threshold, the contractor shall replace the mail postage machine with the concurrence of the CO and at no additional cost to the Government. The contractor shall deliver and install a replacement mail postage machine within two (2) working days after the replacement determination.

3.3 Backup

The Contractor shall have an adequate working inventory of components in order to provide backup support for all volume bands. When a malfunctioning mail postage machine cannot be repaired within the on-site repair time, the CVAMC will have the option to request a backup component. The contractor shall supply such a backup component within eight (8) working hours after notification by the key operator or Technical POC. Backup components shall meet or exceed the capabilities of the components to be replaced. The contractor's charge for use of the backup components shall be the same as and in lieu of the charges for the mail postage machine being replaced. For this purpose, only, remanufactured equipment may be used until a replacement mail postage machine is delivered.

Backup components are generally expected to remain in place for five (5) working days or less, but in unusual cases, a backup component may remain in place for as long as thirty (30) days. If the original mail postage machine has not been repaired and reinstalled at the end of thirty (30) days, the contractor shall provide a replacement mail postage machine equal to or superior to the original mail postage machine. The Contractor shall supply the model number, serial number and location of the replacement machine to the Technical POC. In such circumstances, the mail postage machine may become the replacement mail postage machine, and another unit shall be designated for future backup requirements.

The contractor shall maintain the entire service history of the CVAMC mail postage machine as indicated. The report must include make, model, serial number, location, install date, and volume. The Inventory Report shall be provided to the key operator on an annual basis with a final report to be provided within 10 days of the conclusion of contract performance.

A Service History Report shall be issued to the appropriate Key Operator for the leased mail postage machine on a yearly basis. The report shall include make, model, serial number, location, and description of each problem and the response time to repair requests.

4. Supplies

4.1 Consumable Supplies

The Contractor shall provide initial start-up consumable supplies in accordance with the lease agreement/contract terms and conditions. The VA will be responsible for the order and cost of ink, tapes/labels and sealing solution.

The Contractor shall deliver supplies to the key operator/TECHNICAL POC during the hours of 7:30:00 a.m., through 4:00 p.m. (EST), Monday through Friday, excluding Federal holidays.

The Contractor shall label all shipped consumable supplies with the name and address (including building number, room number, and mail code) of the CVAMC, key operator.

The key operator may make urgent requests for consumable supplies verbally, with written confirmation by the TECHNICAL POC. The contractor shall process and ship these requests within twenty hours (24) hours, excluding Saturdays, Sundays and Federal holidays Part III: Supporting Information

1. Government Security Requirements and Responsibilities

1.1 The TECHNICAL POC will guide the contractor through the security access process in order to gain entrance and access to the facility within the building. The contractor will have access to the facility to provide the following: preventive maintenance, repairs, replenishing and installing supplies, and conducting meter reads.

1.2 The VA Office of Security and Law Enforcement will provide the necessary forms to the contractor after receiving a list of contractor employees' names and addresses.

1.3 Upon receipt, the VA Office of Security and Law Enforcement will review the completed forms for accuracy and forward the forms to the Office of Personnel Management (OPM) to conduct the background investigation.

1.4 The VA will pay for investigations conducted by the Office of Personnel Management (OPM) in advance.

1.5 The VA Office of Security and Law Enforcement will notify the Technical POC and contractor after adjudicating the results of the background investigations received from Office of Personnel Management (OPM).

1.6 The Technical POC will ensure that the contractor provides evidence that investigations have been completed or are in the process of being requested.

2. Place of Performance

2.1 Hours of Operation: All work shall be completed during the site’s normal operating hours of 7:30 AM to 4:00 PM Monday through Friday excluding federal holidays. Federal holidays are New Year’s Day, Martin Luther King Jr. Day, President’s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day.

3. Special Considerations

4.1 Training: The contractor shall provide training in the English language to the key operator within 7 days of completed installation. Training shall consist of equipment operation (mail postage machine, high capacity letter feeder, operating panel and weighing platform), processing software, and installed software packages.

4.2 Information Technology (IT) Information Security Requirements:

Information security is critically important to the Department of Veterans Affairs, and all measures of protection are strictly enforced. Although the requirements elsewhere in this solicitation require the removal of the hard drive whenever the mail postage machine is removed from the CVAMC, for any reason, if the contractor can demonstrate that their quoted mail postage machine model possesses the capability of automatically removing any and all footprints from the hard drive, or any other device that captures information, is encouraged to demonstrate this feature.

4.3 Liquidated Damages for Late Delivery

If the contractor fails to deliver equipment, replacement equipment, maintenance/ service(s) calls, or supplies within the time specified in this contract, or any extensions granted by the Contracting Officer, the contractor shall, in place of actual damages, pay to the Government as fixed and agreed, liquidated damages for each calendar day of delay, the sum of one-twentieth (1/20) of the anticipated monthly lease price for the mail postage machine for which delivery or service is not performed. However, the total of liquidated damages assessed shall not exceed the monthly lease cost of the mail postage machine. In the event of conflict between this provision and the laws and standards promulgated by the Financial Accounting Standards Board regarding the accounting treatment of leases, the latter shall govern.

The contractor, at the Government's option, shall not be assessed with liquidated damages when the delay in delivery or performance arises out of causes beyond the control and without the fault or negligence of the contractor. The contractor shall submit reasons for such non-performance to the Technical POC and Contracting Officer in writing within 3 business days of such delay.

Additional Information

Vendor will come to VA site for Mail postage machine installation and maintenance only. Vendor must be escorted at all times by Mail Clerk or Acquisition Utilization Specialist. Mail Clerk will be present all time and will assist Vendor with this installation. Mail Postage Machine must be installed and maintained in accordance with all VA security and configuration requirements.

The Mail Postage Machine will be connected to separate DSL Line. Mail Postage Machine is not going to connect VA network any time. Contractor will not have access to VA sensitive information or information systems under this contract. No vendor computer equipment can be connected to the VA Network at any time.

When Vendor needs to come onto VAMC ground, they will be required to comply with physical security guidelines if entering the building by either checking in with the VA Police each time they come on-site to perform contracted services or by obtaining a VA Contractor ID badge from the VA Police.

End of Document