36C24818Q0101-003.docx

Performance Work Statement VA Medical Center Lease of Mailroom Mailing System

1. Background: The VAMC and Community Based Outpatient Clinics provide healthcare and services to Veterans and provide assistance to caregivers and families. Part of overall healthcare management includes regular communications with Veterans regarding appointments; special services; medical diagnostics; preventative health management; prescription refills; prosthetic devices; education services; events opportunities; Outreach initiatives and also includes communications with employees, vendors, partners, and other VA and Federal agencies.

The VAMC facility’s Mail Room Section is responsible for processing all incoming and outgoing letters, parcels, and packages (Mail Room operations do not include “Freight”). In FY 2016, this section handled 1,310,000 pieces of outgoing mail items. FY 2016 postage operations included USPS First Class mail and small parcel/package. The VAMC is seeking a more cost-effective method of managing and processing mail.

2. Objective: The intent of this Proposal is to lease with a base year and four option years, for the period April 1, 2018 through March 31, 2019, new and cost-saving Metered Mailing System equipment with Supplies, Updates and Service contract, including all required hardware, software, maintenance and services necessary to manage mail operations for the VAMC and Outpatient Pharmacy that meet all USPS, Federal and VA mail processing requirements.

3. Performance Period:

4. Statement of work:

A. Technical Specifications -The Contractor must provide:

Equipment must be from USPS-approved manufacturer via authorized distribution channels. (http://www.usps.com/postagesolutions/post_mtr.htm)

· Effective November 2014, the Department of Veterans Affairs is scheduled to deactivate its File Transfer Protocol (FTP) Port 21. The Contractor shall acknowledge Secure File Transfer Protocol (SFTP) Port 22 will be used in lieu of FTP 21.

Government Needs

Four LCD 15” touch screen monitor to include following characteristics:

· Media Size of large 15” full-color & intuitive touch screen with applications below:

· Address correction feature.

· USPS tracking feature.

· USPS Postal Advisor feature.

· Order supplies from mail machine.

· View and print details of the account.

· Set up service calls from mail machine.

· Remote diagnostics and support.

· Windows 7 PC w/Flat Panel Monitor – 64 bit.

One High Volume Mail Machine for Lake Nona facility to include following characteristics:

· 205 letters per minute or better while using weight and size based metering based on 1oz #10 envelopes.

· 310 letter per minute or better in batch mode based on 1oz #10 envelopes.

· Max envelope thickness processing and sealing of at least 3/4 inch or better.

· 15 inch High resolution monitor with touchscreen input capability

· Wireless Keyboard.

· Integrated weighing platform must accommodate up to 70 pounds weights and measures approved with differential weighing and external display.

· Electronic Return Receipt automated processing and tracking.

· Ability to support both wet and dry application of continuous roll gummed pressure sensitive postage tape.

· Power stacker for the machine.

· •500 department linked web accounting, reporting and printing capability.

· Integrated IMpb compliant label printer.

· The equipment and associated technology must be able to take advantage of

USPS Commercial Based Pricing Discounts and the other full IMpb benefits offered by the USPS including:

· Providing end-to-end tracking information.

· Get status from every scan point.

· Commercial Base Pricing Discounts.

· Free Insurance on Priority Mail and Priority Mail Express.

· Keeping you compliant for future USPS features, products ,and services.

· Proposed equipment and associated technology shall allow the Government to fund one postage metering account to cover all US Postal Service transactions processed by all equipment at this location

· Equipment and associated technology shall meet US Federal Government Mandate to be 1Pv6 compliant.

· Unit will need to connect to the Internet via a high speed High speed connection – LAN, DSL, PC, Wi-Fi and 3G.

· Digital Meter System.

· Ability to access the program from different computers

· Programmable access to postage account.

Three Mid-Volume Mail Machine (One for Brevard. One for Lake Baldwin, and One for Daytona facility) to include following characteristics:

· 115 letters per minute or better while using weight and size based metering based on 1oz #10 envelopes.

· 180 letters per minute or better in batch mode based on 1oz #10 envelopes.

· Max envelope thickness processing and sealing of at least 3/4 inch or better.

· Unit will need to connect to the Internet via a high speed data connection.

· 15 inch High resolution monitor with touchscreen input capability

· Wireless Keyboard.

· Integrated weighing platform must accommodate up to 30 pounds weights and measures approved with differential weighing and external display.

· Electronic Return Receipt automated processing and tracking.

· Ability to support both wet and dry application of continuous roll gummed pressure sensitive postage tape.

· Power stacker for the machine.

· 500 department web accounting, reporting and printing capability

· Integrated IMpb compliant label printer.

· Providing end-to-end tracking information.

· Free Insurance on Priority Mail and Priority Mail Express.

· Keeping you compliant for future USPS 9 features, products, and services.

· Proposed equipment and associated technology shall allow the Government to fund one postage metering account to cover all US Postal Service transactions processed by all equipment at this location.

· Equipment and associated technology shall meet US Federal Government Mandate to be 1Pv6 compliant.

· High speed connection – LAN, DSL, PC, Wi-Fi and 3G.

Two Mid Volume Folder Inserter (One for Brevard, One for Lake Baldwin facility)

· High speed connection – LAN, DSL, PC, Wi-Fi and 3G.

· Conveyor/stacker.

· Must process at least 20,000 pieces per month.

· Must process up to 3,000 letters per hour.

· Must have 2 sheet feeders and 1 insert feeder.

· Insert feeders must have the ability to hold at least 350 #9 return envelopes.

· Standard Sheet feeders must have the ability to hold at least 350.

· Ability to link feeders so when one empties it will automatically start. pulling from next feeder.

· Outer envelope feeder must hold at least 250 #10 or 6 x 9.5 envelopes.

· Fold type requirements C, Z, Half (V), Double Parallel, No Fold,/ Flats.

· Automatic Light Sensor Double Document Detection on All Feeders.

· Automatic Light Sensor Document Measurement on All Feeders.

· Feed, fold and insert up to 10 pages into 6 x 9.5, 9” x 12” (landscape). 10” x 13” (landscape) envelope at a speed of up to 5400 pieces an hour.

· User friendly software with wizard like job set ups.

· High capacity feeder up to 2000 sheet (2 feeders).

· Total of 10 sheet feeders available for large jobs.

· Unlimited programmable jobs.

· Envelope feeder that holds 800 envelopes.

· Flat envelope feeder capacity 500.

· Thick Insert ability up to 6 mm w/standard high capacity versatile feeder.

· Half fold up to 10 sheets.

· Double fold up to 8 sheets.

· Trifold up to 8 sheets.

· Accumulate and fold technology.

· Flats inserting feature up to 35 sheets.

· OMR or Barcode Scanner.

· Flats inserting feature up to 50 sheets.

· Double Document Detection w/Electromechanical & infrared light.

· Envelope Sealing tip-to-tip sealing.

· Linked cascading feeders.

· Swift start – Load-n-Go.

· Batch counter.

· Tray break management for postal trade switching.

· Vertical power stacker that holds up to 500 envelopes.

· Job library system to hold up to 20 common job settings.

· Vertical power stacker allows you to load and unload on the fly.

Arrival Inbound Receiving and Tracking System must include:

· Email notification.

· Access to tracking data through network.

· Tracking system to identify when delivered and who received package by obtaining a signature.

· Maintain a historical electronic database for easy tracking.

Postal Barcoding and Address Correction Software:

· USPS National Directory.

· Validate street, suite, number, city, state, and zip code.

· Corrects misspelled words.

· Add directional when needed or provide suggestions.

· Creates USPS Intelligent Mail Barcode for faster and accurate service and postage discounts.

· Import/Export files into the system.

· Prints USPS CASS certified reports.

· PAVE certified.

· Presorting.

· Duplicate detection.

· Supports network environment.

· Stop print at zip code breaks, tray breaks and prints labels for trays.

· Corrects non-deliverable addresses, corrects spelling and adds Zip+4 codes.

· Ads carrier route information for lower rates.

· Address maintenance – add, delete or edit database.

· Mailing Assistant – built in checklist that organizes your regular mailings and projects.

B: All hardware and software shall be compatible with the VA’s Information Technology (IT) infrastructure and business operations. This includes, but is not limited to the Veterans Health Information System and Technology Architecture (VISTA). The contract shall include consumable supplies, labor, materials, tools, and transportation necessary to deliver, install, configure, and support the devices. The contractor shall meet all requirements of the Performance Work Statement.

B (1) Installation Plan, Training, and On-going Support/Maintenance.

· Vendors must provide complete installation plan with Quote Submission. Configuration, setup, and testing of all equipment and software, including integration with and configuration for data streams and document types processed at the VAMC will need to be included with your installation plan.

· Project starting date will be April 1, 2018, however configuration, setup, and testing of all equipment and software, including integration with and configuration for data streams and document types processed at the VAMC will need to take place after award to have the facility ready on or before April 1, 2018.

· Vendors will provide separate, detailed, and on-site end-user training for the Centers staff (on all equipment, software, and procedures).

· Mail Manager and other identified staff (on Mail Output / Document Management Software Solution, Browser-Based, Multi-Carrier Integrated Shipping System) Vendors will also provide separate, detailed, and on-site administrative training and detailed documentation for key VAMC Service personnel (on administration, maintenance, and configuration).

· All scheduled and periodic maintenance required by equipment manufacturers will be included in the proposal, said maintenance to be performed by certified individuals.

B (2) Information Protection Requirements.

· The contractor and their personnel shall be subject to the same Federal laws, regulations, standards and VA policies as VA personnel, regarding information and information system security. These include, but are not limited to Federal Information Security Management Act (FISMA), Appendix III of OMB Circular A-130, and guidance and standards, available from the Department of Commerce's National Institute of Standards and Technology (NIST). This also includes the use of common security configurations available from NIST's Web site at: http://checklists.nist.gov.

· To ensure that appropriate security controls are in place, contractors must follow the procedures set forth in "VA Information and Information System Security/Privacy Requirements for IT Contracts" located at the following Web site: http://www.iprm.oit.va.gov.

· These provisions shall apply to all contracts in which VA sensitive information is stored, generated, transmitted, or exchanged by VA, a contractor, subcontractor or a third-party, or on behalf of any of these entities regardless of format or whether it resides on a VA system or contractor/subcontractor's electronic information system(s) operating for or on the VA's behalf.

· Clauses a) and b) shall apply to current and future contracts and acquisition vehicles including, but not limited to, job orders, task orders, letter contracts, purchase orders, and modifications. Contracts do not include grants and cooperative agreements covered by 31 U.S.C. §6301 et seq.

· Hard Drives and other data storage devices remain the property of the Saginaw VAMC at the end of the contract, and may not be removed from VA premises for any reason (including warranty work).

· Contractor supplied service personnel shall be required to pass a background and fingerprints check.

5. VAMC facility provided items:

Unless otherwise indicated, the facility will be responsible for providing:

· OI&T.

Network connections (from network closet to WLAN/Internet.

· Security software for servers (Anti-Virus, Firewall, etc.)

· Ongoing support of OS and all VA- provided software

· Hard Drive is property of the VA Facility

· Engineering o Appropriate electrical connections with power filters.

· Network connections (cable from closet to equipment location)

· Logistics.

Contracting Officer’s Representative.

· Key personal/staff attendance for installation and training

6. Evaluation Criteria:

6.1 Technical approach to performing work.

(The following Technical factors will be equally rated)

· The vendor’s proposal clearly identifies and addresses the VAMC’s need for a total mail management system, including equipment, software, and processes?

· Does all the postage metering equipment in the proposal meet USPS requirements?

· Is the deployment of the proposed solution possible and are aligned with VAMC’s mail management needs and business processes?

· Two hour on site repair response time (prior to 1pm Eastern Standard Time). After 1pm EST, next business day prior to Noon.

· Print head replacement is the responsibility of the vendor as needed.

6.2 Past successful performance with work similar in scope and magnitude.

· Has the vendor provided a description of their company’s history?

· Has the vendor documented past work with similar size, scope, and complexity solutions?

· Does the vendor have a certified service representative within 50 miles of all sites?

6.3 Price.

· Does the vendor’s proposal include terms, conditions, and pricing to lease (with all support and maintenance included)?

· Is the price most reasonable for VA?

7. Method of Payment:

7.1 Invoices.

It is the contractor's responsibility to make sure each invoice has the following information included:

· Vendor name.

· Invoice number.

· Date.

· Remit address.

· Complete purchase order number.

· Itemized description of goods or services, quantity, and unit price.

· Total dollar amount.

· Discount or net terms.

· The contractor will need to call the assigned COR to verify purchase order numbers before sending invoices, to ensure timely payment.

· Facility shall be invoiced monthly and in arrears on the same invoice.

7.2 Electronic Payment Methods.

The VAFSC can also accommodate electronic data interchange (EDI); electronic funds transfer (EFT), and web-based electronic payments. The VAFSC maintains an On-line Vendor Inquiry System that allows vendors direct access to payment status. For more information, please contact our customer support help desk at the VAFSC Vendor Website at www.vis.fsc.va.gov/login.aspx or call our toll free customer support number at (877) 353-9791.