36C24925Q0240.pdf

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. UEI: EFT:

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. NOV 2021)

PREVIOUS EDITION IS NOT USABLE Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

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

603-25-3-4072-0017

36C24925Q0240 04-16-2025

Scott Dickey 615.255.6454 04-23-2025

11:00 CDT

Department of Veterans Affairs Network Contracting Office 9 (90C)

NCO 9

1639 Medical Center Parkway, Suite 204 Murfreesboro TN 37129

X

333310

1000 Employees

NET 30

N/A

See Section B.4. Delivery

90C

Network Contracting Office 9 Department of Veterans Affairs Network Contracting Office (90C) 1639 Medical Center Parkway Suite 204

90C

FSC e-Invoicing Payment http://www.fsc.va.gov/fsc/einvoice.asp Invoice Setup Information 1-877-489-6135 Invoice must be submitted electronically

Setup 1-877-489-6135

This solicitation is for the lease of a mail metering system for a one-year period with two, optional year periods.

The specific requirements of this are detailed in the Statement of Work.

Period of Performance (05/01/2025 through 04/30/2028):

Base Year 05/01/2025 - 04/30/2026 Option Year 1 05/01/2026 - 04/30/2027 Option Year 2 05/01/2027 - 04/30/2028

All questions pertaining to this solicitation shall be submitted via email to scott.dickey@va.gov no later than 04/21/2025 at 1100AM CST.

All quotes shall be submitted via email to scott.dickey@va.gov no later than 04/23/2025 at 1100AM CST.

X 1

Scott Dickey Contracting Officer

36C24925Q0240 Louisville VAMC Mail Metering Equipment Lease

Table of Contents

SECTION A

A.1 SF 1449 SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2. PERFORMANCE WORK STATEMENT

B.3 PRICE/COST SCHEDULE

ITEM INFORMATION

B.4 DELIVERY SCHEDULE

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES (NOV 2023)

C.2 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.3 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000)

C.4 VAAR 852.211-72 TECHNICAL INDUSTRY STANDARDS (NOV 2018)

C.5 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV

2018)

C.6 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020)

C.7 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.8 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (JAN 2025)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

D.1. SALIENT CHARACTERISTICS

SECTION E - SOLICITATION PROVISIONS

E.1 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (SEP 2023)

E.2 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS

AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (NOV 2021)

E.3 52.204-29 FEDERAL ACQUISITION SUPPLY CHAIN SECURITY ACT ORDERS—

REPRESENTATION AND DISCLOSURES (DEC 2023)

E.4 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998) (End of Addendum to 52.212-2)

E.6 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—

COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (MAY 2024)

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:

b. GOVERNMENT: Contracting Officer Scott Dickey, 36C249 Department of Veterans Affairs Network Contracting Office 9 (90C) NCO 9 1639 Medical Center Parkway, Suite 204

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

[X] 52.232-33, Payment by Electronic Funds Transfer—System for Award Management, or

[] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [X] Monthly in arrears

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

https://www.acquisition.gov/browse/index/far https://www.va.gov/oal/library/vaar/

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

AMENDMENT NO DATE

B.2. PERFORMANCE WORK STATEMENT

1.0 Scope

This Performance Work Statement (PWS) describes the requirements in providing the Department of Veterans Affairs (VA) Mail System solutions.

The Robley Rex VAMC intends to lease the digital mailing system equipment, software and services required to meter mail, which provides best price shipping options. The equipment and system must allow 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 it partner rules and regulations, such as those of The United Parcel Service (UPS), Federal Express (FedEx), and DHL, etc.

2.0 Background

The USPS mail facilities are responsible for processing all incoming and outgoing letters, parcels, and packages. Between October 1, 2022 and September 30, 2023, 435,790 parcels/ pieces of outgoing mail items were processed via our postage machine. Robley Rex VAMC Louisville, KY is seeking a comprehensive solution for this volume which affords a method of managing and processing mail as well as the ability to track outgoing packages once they arrive at their final destination.

Leased services shall include all mail processing equipment, web-based browser software, a scalable, cloud-based software solution for data hosting (with web-portal access), all mail facility processing accessories, and handheld scanners. All equipment must be supported by maintenance and support services to ensure all systems fully operational at all times. 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 (where applicable).

3.0 Period of Performance

The Period of Performance shall be for one Base Year, commencing 05/01/2025 and ending 04/30/2026, plus 2 Option Years.

3.1 Contract Type

This contract shall be a firm fixed price task order contract.

3.2 Place of Performance

All equipment and services provided under this Contract shall be performed at the following locations: Robley Rex VAMC 800 Zorn Ave. Louisville, KY 40206, ATTN: Mailroom Room A017

3.3 Hours of Operation

Contractor shall respond to service calls during normal working hours (Monday through Friday 7:00am to 3:30pm EST.

3.4 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 OCO. The following are recognized United States (US) federal holidays: New Year’s Day, Martin Luther King, Jr.’s Birthday, President’s Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving Day and Christmas Day.

3.5 Travel or Special Requirements

This PWS includes all travel to perform the tasks associated within this task order, which includes travel to and from the mail facilities for equipment delivery, implementation, training, maintenance support, services and transition activities through the period of performance. All travel costs are to be included in the firm-fixed price line items. These costs will not be directly reimbursed by the Government.

4.0 Records Management

A. Applicability- This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium within which the record exists. B. Definitions: A “Federal Record” as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.

The term Federal record:

1. includes Veterans Health Administration (VHA)/Robley Rex VAMC records.

2. Does not include personal materials.

3. Applies to records created, received, or maintained by Contractors pursuant to their VHA contract.

4. May include deliverables and documentation associated with deliverables.

Records-Requirements

1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

4. VA TVHS and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of VAMC Robley Rex or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to Robley Rex VAMC. The agency must report promptly to NARA in accordance with 36 CFR 1230.

5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the contract. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to VHA control, or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the contract vehicle. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

6. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts.

The Contractor (and any sub-contractor) is required to abide by Government and VHA/ Robley Rex VAMC guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with VHA policy.

8. The Contractor shall not create or maintain any records containing any non-public VHA information that are not specifically tied to or authorized by the contract.

9. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

10. The VHA/ VA RRVAMC owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which VHA shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

11. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take VHA-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training. [Note: To the extent an agency requires contractors to complete records management training, the agency must provide the training to the contractor.]

Flowdown of requirements to Subcontractors:

1. The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this contract, and require written subcontractor acknowledgment of same;

2. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.

5.0 Mail System Requirements

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

Qty.

Mail

Facility Size

Mailroom Volume (approx.)

Equipment/Software Requirements are in the following sections

Small • 500-1000 flats/day

• 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)

Medium • 1000-2500 flats/day

• 100-200 parcels/day

Large • 2500-5000+ flats/day

• 200+ parcels/day

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

The digital mail metering system provided for use at Robley Rex VAMC must process at least 140 LPM, handle mail up to 3/4-inch thick, with a 35lb. dynamic weight scale which measures mail and determines, sets, and prints the appropriate postage (300 LPM w/o dynamic weight scale in use). The meter must have a scanner and labeler for certified mail.

The document folder/inserter equipment for use at the Robley Rex VAMC must process 4000 sheets per hour (SPH) in stacks of at least 500 sheets of 20# paper.

5.1 Postage Meter and System Requirements

Mail facility requires an associated USPS certified postal funds meter capability for describe mail facilities. 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 and software upgrades. Postage metering capability shall meet requirements as defined in the Government Publishing Office (GPO) Code of Federal Regulations 41 CFR 102 – 192 – Mail Management, Department of Treasury’s requirement for using depositaries to hold public money, Chapter 4100 Section 4130. Mail system 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.

Additional requirements include:

• Mailing system must process outgoing mail and flats with a mixed mail feeder;

• A stand-alone meter with federal funding capability must be included;

• Stand-alone Intelligent Mail Package Barcode (IMPB) processing for priority mail, first class parcels, and package services that includes computer, label printer, and 70 pound scale;

• Multi-carrier capability (i.e., USPS, and UPS) to allow for rate shopping and to ensure continuity of operations for package shipments;

• Electronic Return Receipt (ERR) as processed through the mail machine which includes certified barcode scanning;

• Automatic and manually selectable date advance;

• Minimum processing speed of 110 letters per minute;

• Power stacking;

• Interfaced scale automatically setting meter for correct postage;

• Secure Sockets Layer (SSL) encrypted communication;

• Departmental/Categories Accounting with report printer;

• Open/closed flap sealing;

• Touch screen display

• Automatic gum label dispenser;

• Ability to export, both locally and digitally, encrypted customized reports;

• Weigh on the Way (WOW)/in-line weighing to include shape-based rating;

• Online services for tracking packages and viewing accounting information to include monthly reporting of number of pieces processed and dollar amount;

• Must be configured to allow for best rate selection (i.e., Priority Mail Commercial base and

Priority Mail Commercial Plus);

• USPS – approved Information Based Indicia (IBI) system capability (printed indicia and mail system must be capable of providing USPS Commercial Base Pricing on Priority and Express Mail);

5.2 Mailing and Shipping Software Requirements

The Contractor’s most current version of software shall be delivered and maintained at the contractors most current version. Software and application(s) shall support the 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. Upon identifying the most economical delivery method, the system shall produce the carrier-compliant label. 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. Software shall be web-based allowing local and remote access to mail machines. Mail machines shall have locally stored data which includes United States and International volumes and expenditures for USPS letters/flats/packages in all mail classes; and commercially provided expedited services in all shipping classes.

5.3 Folders/Inserters

• Shall provide 110 volume document and envelope feeders with multi-sheet collation and fold modes to meet mailroom specification requirements.

• Shall process 3000 letters per minute/hour.

5.4 Maintenance Support Requirements

The contractor shall perform all mail system maintenance (both preventive and reparative). This maintenance shall include all parts and labor. The contractor shall respond to all maintenance requests within 24-hours of notification. Any portion of the mail system 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 contractor shall repair the mail system within 24-hours after a request for service is made.

Access to the machinery and systems in order to perform necessary repair and/or maintenance shall be granted between the hours of 8:00 a.m. to 4:00 p.m. Eastern Time, Monday through Friday (excluding Federal holidays).

The contractor shall regularly and systematically examine, clean, lubricate, test, and adjust the equipment, in accordance with manufacturers specifications and, when notified of system failure, repair or replace any faulty system or piece of equipment included under this contract within 1 business day of notification. The contractor shall ensure that the mail system operates as originally designed and installed throughout the entire awarded contract period.

• Contractor maintenance shall include preventative maintenance at manufacturer-recommended intervals.

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

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

• 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.

• 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.

5.5 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 complete delivery, installation, configuration, testing and operational readiness.

• 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 operational readiness;

• The contractor shall provide shipping of mail equipment to the mail facility or facilities at no cost to VA. VA will not reimburse contract for shipping or freight costs;

• 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.

5.6 Material and Supply Requirements

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.

5.7 Training Requirements

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

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

• The contractor shall schedule training in coordination with the local Mail Manager or COR.

• 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.

a. All contractors and subcontractors requiring access to VA information and VA information systems shall successfully complete the following before being granted access to VA information and its systems:

(1) VA Privacy and Information Security Awareness and Rules of Behavior course (Talent Management System (TMS) #10176) initially and annually thereafter.

(2) Sign and acknowledge (electronically through TMS #10176) understanding of and responsibilities for compliance with the Organizational Rules of Behavior, relating to access to VA information and information systems initially and annually thereafter; and

(3) Successfully complete any additional cyber security or privacy training, as required for VA personnel with equivalent information system or information access [to be defined by the VA program official and provided to the VA CO for inclusion in the solicitation document – i.e., any rolebased information security training].

b. The contractor shall provide to the COR/CO a copy of the training certificates and certification of signing the Organizational Rules of Behavior for each applicable employee within five days of the initiation of the contract and annually thereafter, as required.

c. Failure to complete the mandatory annual training is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the required training is complete.

5.8 Deliverables

The Contractor shall submit the following items to the Contracting Officer Representative (COR), according to the schedule below. For all the written deliverable products, electronic copies in Microsoft Office suite shall be submitted.

Schedule of deliverables

Task # Description Delivery Date

6.0 Government-Furnished Equipment (GFE)/Government-Furnished Information (GFI)

A. A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees and subcontractors only to the extent necessary to perform the services specified in the solicitation or contract. This includes indirect entities, both affiliate of contractor/subcontractor and agent of contractor/subcontractor.

B. The contractor, subcontractor, their employees, or business associates shall immediately (within one hour) report suspected security / privacy incidents to the VA OIT’s Enterprise Service Desk (ESD) by calling (855) 673-4357 (TTY: 711). The ESD is OIT’s 24/7/365 single point of contact for IT-related issues. After reporting to the ESD, the contractor, subcontractor, their employees, or business associates shall, within one hour, provide the COR/CO the incident number received from the ESD.

C. If the contractor or any of its agents fails to protect VA sensitive personal information or otherwise engages in conduct which results in a data breach involving any VA sensitive personal information the contractor/subcontractor processes or maintains under the contract; the contractor shall pay liquidated damages to the VA as set forth in clause 852.211-76, Liquidated Damages— Reimbursement for Data Breach Costs.

7.0 Equipment

Item Number

Description of Supplies/Services Unit Unit Price

0001 Large Mail Room Meter Lease/Solution IAW (PWS Ref. # - 5.0, 5.1, 5.2, 5.5, 5.6 5.7 & 5.8)

EA

0002 Scalable Cloud Based Data Hosting IAW (PWS Ref. # - 5.1 & 5.9)

EA

0003 Virtual Mail Metering Software IAW (PWS Ref. # - 5.3)

EA

0004 Web-Based Mail IAW Machine Software (PWS Ref. # - 5.3)

EA

0005 Letter Folder IAW (PWS Ref. # - 5.4.2)

EA

0006 Letter Inserter IAW (PWS Ref. # - 5.4.2)

EA

0007 Laser Printer IAW (PWS Ref. # - 5.4.6)

EA

0008 Thermal Printer IAW (PWS Ref. # - 5.4.6)

EA

B.3 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

12.00 MO __________________ __________________

Large Mail Room Meter Lease/Solution IAW Performance Work Statement.

(PWS Ref. # - 5.0, 5.1, 5.2, 5.5, 5.6 5.7 & 5.8) Contract Period: Base POP Begin: 05-01-2025 POP End: 04-30-2026 PRINCIPAL NAICS CODE: 333310 - Commercial and Service Industry Machinery Manufacturing PRODUCT/SERVICE CODE: W075 - Lease or Rental of Equipment - Office Supplies and Devices

Scalable Cloud Based Data Hosting IAW Performance Work Statement

(PWS Ref. # - 5.1 & 5.9) Contract Period: Base POP Begin: 05-01-2025 POP End: 04-30-2026 PRINCIPAL NAICS CODE: 333310 - Commercial and Service Industry Machinery Manufacturing

Virtual Mail Metering Software IAW Performance Work Statement

(PWS Ref. # - 5.3) Contract Period: Base POP Begin: 05-01-2025 POP End: 04-30-2026 PRINCIPAL NAICS CODE: 333310 - Commercial and Service Industry Machinery Manufacturing

Web-Based Mail IAW Machine Software and Performance Work Statement

(PWS Ref. # - 5.3) Contract Period: Base POP Begin: 05-01-2025 POP End: 04-30-2026 PRINCIPAL NAICS CODE: 333310 - Commercial and Service Industry Machinery Manufacturing

Letter Folder IAW Performance Work Statement

(PWS Ref. # - 5.4.2) Contract Period: Base POP Begin: 05-01-2025 POP End: 04-30-2026 PRINCIPAL NAICS CODE: 333310 - Commercial and Service Industry Machinery Manufacturing

Letter Inserter IAW Performance Work Statement

(PWS Ref. # - 5.4.2) Contract Period: Base

POP Begin: 05-01-2025 POP End: 04-30-2026 PRINCIPAL NAICS CODE: 333310 - Commercial and Service Industry Machinery Manufacturing

Laser Printer IAW Performance Work Statement

(PWS Ref. # - 5.4.6) Contract Period: Base POP Begin: 05-01-2025 POP End: 04-30-2026 PRINCIPAL NAICS CODE: 333310 - Commercial and Service Industry Machinery Manufacturing

Thermal Printer IAW Performance Work Statement

(PWS Ref. # - 5.4.6) Contract Period: Base POP Begin: 05-01-2025 POP End: 04-30-2026 PRINCIPAL NAICS CODE: 333310 - Commercial and Service Industry Machinery Manufacturing

(PWS Ref. # - 5.0, 5.1, 5.2, 5.5, 5.6 5.7 & 5.8) Contract Period: Option 1 POP Begin: 05-01-2026 POP End: 04-30-2027 PRINCIPAL NAICS CODE: 333310 - Commercial and Service Industry Machinery Manufacturing

Scalable Cloud Based Data Hosting IAW Performance Work Statement

(PWS Ref. # - 5.1 & 5.9) Contract Period: Option 1 POP Begin: 05-01-2026 POP End: 04-30-2027 PRINCIPAL NAICS CODE: 333310 - Commercial and Service Industry Machinery Manufacturing

(PWS Ref. # - 5.3) Contract Period: Option 1 POP Begin: 05-01-2026 POP End: 04-30-2027 PRINCIPAL NAICS CODE: 333310 - Commercial and Service Industry Machinery Manufacturing

(PWS Ref. # - 5.3)

Contract Period: Option 1 POP Begin: 05-01-2026 POP End: 04-30-2027 PRINCIPAL NAICS CODE: 333310 - Commercial and Service Industry Machinery Manufacturing

(PWS Ref. # - 5.4.2) Contract Period: Option 1 POP Begin: 05-01-2026 POP End: 04-30-2027 PRINCIPAL NAICS CODE: 333310 - Commercial and Service Industry Machinery Manufacturing

(PWS Ref. # - 5.4.2) Contract Period: Option 1 POP Begin: 05-01-2026 POP End: 04-30-2027 PRINCIPAL NAICS CODE: 333310 - Commercial and Service Industry Machinery Manufacturing

(PWS Ref. # - 5.4.6) Contract Period: Option 1 POP Begin: 05-01-2026 POP End: 04-30-2027 PRINCIPAL NAICS CODE: 333310 - Commercial and Service Industry Machinery Manufacturing

(PWS Ref. # - 5.4.6) Contract Period: Option 1 POP Begin: 05-01-2026 POP End: 04-30-2027 PRINCIPAL NAICS CODE: 333310 - Commercial and Service Industry Machinery Manufacturing

(PWS Ref. # - 5.0, 5.1, 5.2, 5.5, 5.6 5.7 & 5.8) Contract Period: Option 2 POP Begin: 05-01-2027 POP End: 04-30-2028 PRINCIPAL NAICS CODE: 333310 - Commercial and Service Industry Machinery Manufacturing

Scalable Cloud Based Data Hosting IAW Performance Work Statement (PWS Ref. # - 5.1 & 5.9) Contract Period: Option 2 POP Begin: 05-01-2027 POP End: 04-30-2028 PRINCIPAL NAICS CODE: 333310 - Commercial and Service Industry Machinery Manufacturing

(PWS Ref. # - 5.3) Contract Period: Option 2 POP Begin: 05-01-2027 POP End: 04-30-2028 PRINCIPAL NAICS CODE: 333310 - Commercial and Service Industry Machinery Manufacturing

(PWS Ref. # - 5.3) Contract Period: Option 2 POP Begin: 05-01-2027 POP End: 04-30-2028 PRINCIPAL NAICS CODE: 333310 - Commercial and Service Industry Machinery Manufacturing

(PWS Ref. # - 5.4.2) Contract Period: Option 2 POP Begin: 05-01-2027 POP End: 04-30-2028 PRINCIPAL NAICS CODE: 333310 - Commercial and Service Industry Machinery Manufacturing

(PWS Ref. # - 5.4.2) Contract Period: Option 2 POP Begin: 05-01-2027 POP End: 04-30-2028 PRINCIPAL NAICS CODE: 333310 - Commercial and Service Industry Machinery Manufacturing

(PWS Ref. # - 5.4.6) Contract Period: Option 2 POP Begin: 05-01-2027 POP End: 04-30-2028 PRINCIPAL NAICS CODE: 333310 - Commercial and Service Industry Machinery Manufacturing

(PWS Ref. # - 5.4.6) Contract Period: Option 2 POP Begin: 05-01-2027 POP End: 04-30-2028 PRINCIPAL NAICS CODE: 333310 - Commercial and Service Industry Machinery Manufacturing

GRAND TOTAL __________________

B.4 DELIVERY SCHEDULE

Robley Rex VAMC ATTN: Mailroom Room A017 800 Zorn Ave.

Louisville, KY 40206

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL

PRODUCTS AND COMMERCIAL SERVICES (NOV 2023)

(a) Inspection/Acceptance. The Contractor shall only tender for acceptance those items that conform to the requirements of this contract. The Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. The Government may require repair or replacement of nonconforming supplies or reperformance of nonconforming services at no increase in contract price. If repair/replacement or reperformance will not correct the defects or is not possible, the Government may seek an equitable price reduction or adequate consideration for acceptance of nonconforming supplies or services. The Government must exercise its post-acceptance rights—

(1) Within a reasonable time after the defect was discovered or should have been discovered;

and

(2) Before any substantial change occurs in the condition of the item, unless the change is due to the defect in the item.

(b) Assignment. The Contractor or its assignee may assign its rights to receive payment due as a result of performance of this contract to a bank, trust company, or other financing institution, including any Federal lending agency in accordance with the Assignment of Claims Act (31 U.S.C. 3727). However, when a third party makes payment (e.g., use of the Governmentwide commercial purchase card), the Contractor may not assign its rights to receive payment under this contract.

(c) Changes. Changes in the terms and conditions of this contract may be made only by written agreement of the parties.

(d) Disputes. This contract is subject to 41 U.S.C. chapter 71, Contract Disputes. Failure of the parties to this contract to reach agreement on any request for equitable adjustment, claim, appeal or action arising under or relating to this contract shall be a dispute to be resolved in accordance with the clause at Federal Acquisition Regulation (FAR) 52.233-1, Disputes, which is incorporated herein by reference. The Contractor shall proceed diligently with performance of this contract, pending final resolution of any dispute arising under the contract.

(e) Definitions. The clause at FAR 52.202-1, Definitions, is incorporated herein by reference.

(f) Excusable delays. The Contractor shall be liable for default unless nonperformance is caused by an occurrence beyond the reasonable control of the Contractor and without its fault or negligence such as, acts of God or the public enemy, acts of the Government in either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, unusually severe weather, and delays of common carriers. The Contractor shall notify the Contracting Officer in writing as soon as it is reasonably possible after the commencement of any excusable delay, setting forth the full particulars in connection therewith, shall remedy such occurrence with all reasonable dispatch, and shall promptly give written notice to the Contracting Officer of the cessation of such occurrence.

(g) Invoice.

(1) The Contractor shall submit an original invoice and three copies (or electronic invoice, if authorized) to the address designated in the contract to receive invoices. An invoice must include—

(i) Name and address of the Contractor;

(ii) Invoice date and number;

(iii) Contract number, line item number and, if applicable, the order number;

(iv) Description, quantity, unit of measure, unit price and extended price of the items delivered;

(v) Shipping number and date of shipment, including the bill of lading number and weight of shipment if shipped on Government bill of lading;

(vi) Terms of any discount for prompt payment offered;

(vii) Name and address of official to whom payment is to be sent;

(viii) Name, title, and phone number of person to notify in event of defective invoice; and

(ix) Taxpayer Identification Number (TIN). The Contractor shall include its TIN on the invoice only if required elsewhere in this contract.

(x) Electronic funds transfer (EFT) banking information.

(A) The Contractor shall include EFT banking information on the invoice only if required elsewhere in this contract.

(B) If EFT banking information is not required to be on the invoice, in order for the invoice to be a proper invoice, the Contractor shall have submitted correct EFT banking information in accordance with the applicable solicitation provision, contract clause (e.g., 52.232-33, Payment by Electronic Funds Transfer—System for Award Management, or 52.232-34, Payment by Electronic Funds Transfer—Other Than System for Award Management), or applicable agency procedures.

(C) EFT banking information is not required if the Government waived the requirement to pay by EFT.

(2) Invoices will be handled in accordance with the Prompt Payment Act (31 U.S.C. 3903) and Office of Management and Budget (OMB) prompt payment regulations at 5 CFR part 1315.

(h) Patent indemnity. The Contractor shall indemnify the Government and its officers, employees and agents against liability, including costs, for actual or alleged direct or contributory infringement of, or inducement to infringe, any United States or foreign patent, trademark or copyright, arising out of the performance of this contract, provided the Contractor is reasonably notified of such claims and proceedings.

(i) Payment.—

(1) Items accepted. Payment shall be made for items accepted by the Government that have been delivered to the delivery destinations set forth in this contract.

(2) Prompt payment. The Government will make payment in accordance with the Prompt Payment Act (31 U.S.C. 3903) and prompt payment regulations at 5 CFR part 1315.

(3) Electronic Funds Transfer (EFT). If the Government makes payment by EFT, see 52.212- 5(b) for the appropriate EFT clause.

(4) Discount. In connection with any discount offered for early payment, time shall be computed from the date of the invoice. For the purpose of computing the discount earned, payment shall be considered to have been made on the date which appears on the payment check or the specified payment date if an electronic funds transfer payment is made.

(5) Overpayments. If the Contractor becomes aware of a duplicate contract financing or invoice payment or that the Government has otherwise overpaid on a contract financing or invoice payment, the Contractor shall—

(i) Remit the overpayment amount to the payment office cited in the contract along with a description of the overpayment including the—

(A) Circumstances of the overpayment (e.g., duplicate payment, erroneous payment, liquidation errors, date(s) of overpayment);

(B) Affected contract number and delivery order number, if applicable;

(C) Affected line item or subline item, if applicable; and

(D) Contractor point of contact.

(ii) Provide a copy of the remittance and supporting documentation to the Contracting Officer.

(6) Interest.

(i) All amounts that become payable by the Contractor to the Government under this contract shall bear simple interest from the date due until paid unless paid within 30 days of becoming due. The interest rate shall be the interest rate established by the Secretary of the Treasury as provided in 41 U.S.C. 7109, which is applicable to the period in which the amount becomes due, as provided in (i)(6)(v) of this clause, and then at the rate applicable for each six-month period as fixed by the Secretary until the amount is paid.

(ii) The Government may issue a demand for payment to the Contractor upon finding a debt is due under the contract.

(iii) Final decisions. The Contracting Officer will issue a final decision as required by 33.211 if—

(A) The Contracting Officer and the Contractor are unable to reach agreement on the existence or amount of a debt within 30 days;

(B) The Contractor fails to liquidate a debt previously demanded by the Contracting Officer within the timeline specified in the demand for payment unless the amounts were not repaid because the Contractor has requested an installment payment agreement; or

(C) The Contractor requests a deferment of collection on a debt previously demanded by the Contracting Officer (see 32.607-2).

(iv) If a demand for payment was previously issued for the debt, the demand for payment included in the final decision shall identify the same due date as the original demand for payment.

(v) Amounts shall be due at the earliest of the following dates:

(A) The date fixed under this contract.

(B) The date of the first written demand for payment, including any demand for payment resulting from a default termination.

(vi) The interest charge shall be computed for the actual number of calendar days involved beginning on the due date and ending on—

(A) The date on which the designated office receives payment from the Contractor;

(B) The date of issuance of a Government check to the Contractor from which an amount otherwise payable has been withheld as a credit against the contract debt; or

(C) The date on which an amount withheld and applied to the contract debt would otherwise have become payable to the Contractor.

(vii) The interest charge made under this clause may be reduced under the procedures prescribed in FAR 32.608-2 in effect on the date of this contract.

(j) Risk of loss. Unless the contract specifically provides otherwise, risk of loss or damage to the supplies provided under this contract shall remain with the Contractor until, and shall pass to the Government upon:

(1) Delivery of the supplies to a carrier, if transportation is f.o.b. origin; or

(2) Delivery of the supplies to the Government at the destination specified in the contract, if transportation is f.o.b. destination.

(k) Taxes. The contract price includes all applicable Federal, State, and local taxes and duties.

(l) Termination for the Government's convenience. The Government reserves the right to terminate this contract, or any part hereof, for its sole convenience. In the event of such termination, the Contractor shall immediately stop all work hereunder and shall immediately cause any and all of its suppliers and subcontractors to cease work. Subject to the terms of this contract, the Contractor shall be paid a percentage of the contract price reflecting the percentage of the work performed prior to the notice of termination, plus reasonable charges the Contractor can demonstrate to the satisfaction of the Government using its standard record keeping system, have resulted from the termination. The Contractor shall not be required to comply with the cost accounting standards or contract cost principles for this purpose. This paragraph does not give the Government any right to audit the Contractor's records. The Contractor shall not be paid for any work performed or costs incurred which reasonably could have been avoided.

(m) Termination for cause. The Government may terminate this contract, or any part hereof, for cause in the event of any default by the Contractor, or if the Contractor fails to comply with any contract terms and conditions, or fails to provide the Government, upon request, with adequate assurances of future performance. In the event of termination for cause, the Government shall not be liable to the Contractor for any amount for supplies or services not accepted, and the Contractor shall be liable to the Government for any and all rights and remedies provided by law. If it is determined that the Government improperly terminated this contract for default, such termination shall be deemed a termination for convenience.

(n) Title. Unless specified elsewhere in this contract, title to items furnished under this contract shall pass to the Government upon acceptance, regardless of when or where the Government takes physical possession.

(o) Warranty. The Contractor warrants and implies that the items delivered hereunder are merchantable and fit for use for the particular purpose described in this contract.

(p) Limitation of liability. Except as otherwise provided by an express warranty, the Contractor will not be liable to the Government for consequential damages resulting from any defect or deficiencies in accepted items.

(q) Other compliances. The Contractor shall comply with all applicable Federal, State and local laws, executive orders, rules and regulations applicable to its performance under this contract.

(r) Compliance with laws unique to Government contracts. The Contractor agrees to comply with 31 U.S.C. 1352 relating to limitations on the use of appropriated funds to influence certain Federal contracts; 18 U.S.C. 431 relating to officials not to benefit; 40 U.S.C. chapter 37, Contract Work Hours and Safety Standards; 41 U.S.C. chapter 87, Kickbacks; 49 U.S.C. 40118, Fly American; and 41 U.S.C. chapter 21 relating to procurement integrity.

(s) Order of precedence. Any inconsistencies in this solicitation or contract shall be resolved by giving precedence in the following order:

(1) The schedule of supplies/services.

(2) The Assignments, Disputes, Payments, Invoice, Other Compliances, Compliance with Laws Unique to Government Contracts, and Unauthorized Obligations paragraphs of this clause;

(3) The clause at 52.212-5.

(4) Addenda to this solicitation or contract, including any license agreements for computer software.

(5) Solicitation provisions if this is a solicitation.

(6) Other paragraphs of this clause.

(7) The Standard Form 1449.

(8) Other documents, exhibits, and attachments

(9) The specification.

(t) [Reserved]

(u) Unauthorized Obligations.

(1) Except as stated in paragraph (u)(2) of this clause, when any supply or service acquired under this contract is subject to any End User License Agreement (EULA), Terms of Service (TOS), or similar legal instrument or agreement, that includes any clause requiring the Government to indemnify the Contractor or any person or entity for damages, costs, fees, or any other loss or liability that would create an Anti-Deficiency Act violation (31 U.S.C. 1341), the following shall govern:

(i) Any such clause is unenforceable against the Government.

(ii) Neither the Government nor any Government authorized end user shall be deemed to have agreed to such clause by virtue of it appearing in the EULA, TOS, or similar legal instrument or agreement. If the EULA, TOS, or similar legal instrument or agreement is invoked through an “I agree” click box or other comparable mechanism (e.g., “click-wrap” or “browse-wrap” agreements), execution does not bind the Government or any Government authorized end user to such clause.

(iii) Any such clause is deemed to be stricken from the EULA, TOS, or similar legal instrument or agreement.

(2) Paragraph (u)(1) of this clause does not apply to indemnification by the Government that is expressly authorized by statute and specifically authorized under applicable agency regulations and procedures.

(v) Incorporation by reference. The Contractor’s representations and certifications, including those completed electronically via the…