36C25521Q0385 0001.pdf

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)

1 21 none

36C255

Department of Veterans Affairs Network Contracting Office (NCO) 15 3450 S 4th Street Trafficway

Leavenworth KS 66048

36C255

Department of Veterans Affairs Network Contracting Office (NCO) 15 3450 S 4th Street Trafficway

Leavenworth KS 66048

To all Offerors/Bidders

36C25521Q0385

X

X X

June 25, 2021 @11:59 pm CST.

See CONTINUATION Page

X one (1)

The purpose of Amendment A0001 to Solicitation 36C25521Q0385 is to change the Performance Work Statement in Section 1.

INTRODUCTION: The intent of this Scope of Work is to solicit bids for a Firm-Fixed -Price, Supplies and Service contract for the LEASE of a Mail Management System. Please the attached PWS.

Section 3. MAILING SYSTEM/EQUIPMENT generated serveral questions; that section has been modified to reflect the questions received through the site visit that was conducted. The remainder of the sections have beenaddressed through the answers to the questions.

All additional questions must be sent by Sunday, June 20, 2021 by 11:59 pm CST and sent to susan.miller99@va.gov.

An amendment will be published by COB on Monday, June 21, 2021 if any questions are recieved by the deadline.

Please see the attached schedule clarifylng the purpose for Line Items 5001 through 5005.

The due date to this solicitation has been extended to June 25, 2021 @11:59pm CST.

CONTINUATION PAGE

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

2.00 EA __________________ __________________

High-Volume Mailing Systems for the St. Louis VA HealthCare

System.

See Performance Work Statement for details.

Contract Period: Base POP Begin: 07-01-2021 POP End: 06-30-2022

8.00 EA __________________ __________________

Tracking systems capable of tracking mail volume requirements for the St. Louis VA Healthcare System Please see Performance Work Statement for details

Contract Period: Base

1.00 EA __________________ __________________

Document Folder System capable of documenting mail volume requirements for the St. Louis VA Healthcare System at the Jefferson Barracks Division reproduction area.

Please see Performance Work Statement for details

Contract Period: Base

Folder/Sorter System capable of folding/sorting letter volume requirements for the St. Louis VA HealthCare System.

Please see Performance Work Statement for details

Contract Period: Base

20.00 HR __________________ __________________

Annual support for software changes and design/layout of mail

Templates.

Please see Performance Work Statement for details

Contract Period: Base

System.

See Performance Work Statement for details.

Contract Period: Option 1 POP Begin: 07-01-2022 POP End: 06-30-2023 for the St. Louis VA Healthcare System Please see Performance Work Statement for details

Contract Period: Option 1 requirements for the St. Louis VA Healthcare System at the Jefferson Barracks Division reproduction area.

Please see Performance Work Statement for details

Contract Period: Option 1 requirements for the St. Louis VA HealthCare System.

Please see Performance Work Statement for details

Contract Period: Option 1

Templates.

Please see Performance Work Statement for details

Contract Period: Option 1

System.

See Performance Work Statement for details.

Contract Period: Option 2 POP Begin: 07-01-2023 POP End: 06-30-2024 for the St. Louis VA Healthcare System Please see Performance Work Statement for details

Contract Period: Option 2 requirements for the St. Louis VA Healthcare System at the Jefferson Barracks Division reproduction area.

Please see Performance Work Statement for details

Contract Period: Option 2 requirements for the St. Louis VA HealthCare System.

Please see Performance Work Statement for details

Contract Period: Option 2

Templates.

Please see Performance Work Statement for details

Contract Period: Option 2

System.

See Performance Work Statement for details.

Contract Period: Option 3

POP Begin: 07-01-2024 POP End: 06-30-2025 for the St. Louis VA Healthcare System Please see Performance Work Statement for details

Contract Period: Option 3 requirements for the St. Louis VA Healthcare System at the Jefferson Barracks Division reproduction area.

Please see Performance Work Statement for details

Contract Period: Option 3 requirements for the St. Louis VA HealthCare System.

Please see Performance Work Statement for details

Contract Period: Option 3

Templates.

Please see Performance Work Statement for details

Contract Period: Option 3

System.

See Performance Work Statement for details.

Contract Period: Option 4 POP Begin: 07-01-2025 POP End: 06-30-2026 for the St. Louis VA Healthcare System

Contract Period: Option 4 POP Begin: 07-01-2025 requirements for the St. Louis VA Healthcare System at the Jefferson Barracks Division reproduction area.

Please see Performance Work Statement for details

Contract Period: Option 4 requirements for the St. Louis VA HealthCare System.

Please see Performance Work Statement for details

Contract Period: Option 4

Templates.

Please see Performance Work Statement for details

Contract Period: Option 4

Option for 52.217-8, Option to Extend Services as determined by the Contracting Officer. Not to Exceed up to Six months: May be exercised on a month to month basis for up to six months maximum.

High-Volume Mailing Systems for the St. Louis VA HealthCare System.

See Performance Work Statement for details

Contract Period: Option 5 POP Begin: 07-01-2026 POP End: 01-31-2027 determined by the Contracting Officer. Not to Exceed up to Six months: May be exercised on a month to month basis for up to six months maximum.

Tracking systems capable of tracking mail volume requirements for the St. Louis VA Healthcare System Please see Performance Work Statement for details

Contract Period: Option 5 POP Begin: 07-01-2026 determined by the Contracting Officer. Not to Exceed up to Six months: May be exercised on a month to month basis for up to six months maximum.

Document Folder System capable of documenting mail volume requirements for the St. Louis VA Healthcare System at the Jefferson Barracks Division reproduction area.

Please see Performance Work Statement for details

Contract Period: Option 5

Option for 52.217-8, Option to Extend Services as determined by the Contracting Officer. Not to Exceed up to Six months:

May be exercised on a month to month basis for up to six months maximum.

Folder/Sorter System capable of folding/sorting letter volume requirements for the St. Louis VA HealthCare System.

Please see Performance Work Statement for details

Contract Period: Option 5

Option for 52.217-8, Option to Extend Services as determined by the Contracting Officer. Not to Exceed up to Six months:

May be exercised on a month to month basis for up to six months maximum.

Annual support for software changes and design/layout of mail Templates.

Contract Period: Option 5

POP End: 01-31-2027

Base: ___________

Option 1:_________

Option 2:_________

Option 3:_________

Option 4:_________

Option 5:_________

GRAND TOTAL __________________

D.1 PERFORMANCE WORK STATEMENT

MAIL MANAGEMENT LEASE EQUIPMENT

ST. LOUIS VA HEALTH CARE SYSTEM

1. INTRODUCTION

The intent of this Scope of Work is to solicit bids for a Firm-Fixed-Price, Supplies and Service contract for the lease of a Mail Management System, including all required hardware, software, and services necessary to manage mail operations at this location and to meet all USPS, Federal and VA mail processing requirements.

2.BACKGROUND

Project Justification

The St. Louis VA Health Care System provides healthcare to approximately 56, 000 United States Military Veterans throughout St. Louis bi-state region. A part of the overall healthcare management includes regular communications with Veterans regarding appointments;

special services; medical diagnostics; preventative health management; prescription refills;

prosthetic devices; and also includes communications with employees, vendors, partners, and other VA and Federal agencies.

St. Louis VA Health Care System, St, Louis, MO, Mail Room section, is responsible for processing all incoming and outgoing letters, parcels, and packages (Mail Room operations do not include “Freight”). This section consists of eight VA Employees including a Mail Processing Equipment Operator. In Mailroom handles estimate 400,000 outgoing mail items.

Postage operations (including USPS First Class mail and UPS small parcel/package shipping) is estimated to be 500,000 outgoing mail items.

In addition, the St. Louis VA Health Care System has two facilities, four CBOCs and two Annex’s. These organizations send all mailing requirements to either the John Cochran or the Jefferson Barracks division. The St. Louis VA Health Care System is seeking a more cost-effective method of managing and processing these locations.

3. SCOPE OF WORK

Contractor will provide:

Two (2) high-volume mailing systems capable of handling current and projected mail volume requirements for St. Louis VA Health Care System.

One system will be installed in the JB Division and one system installed in the JC division.

The systems should meet the following parameters:

MAILING SYSTEM/EQUIPMENT

Processing speed Up to 300 lpm Dynamic weighing speed Up to 160 lpm / 180 postcards 5.7" control panel Color touch screen Envelope thickness Up to 0.8"

Label dispenser Internal standard Preset jobs 15 Ad slogans 8 standard Personalized text messages 10 custom Adjustable water flow for sealer 5 levels standard Accounts/departments 100 standard Sealing system Dual pump, as long as the mailroom can control the amount of wetness(moisture).

Postal mail class inscriptions Automatic Permanent Print head, Standard, the government will not be charged if a print head needs replacement.

Postal rate change updates Via download Low ink email alerts Standard View postage usage online The VA is only allowed to use approved software from https://trm.oit.va.gov ($, pieces) Standard Options Weighing platforms 10, 30, 70 lb.

Dynamic scale Available Differential weighing Available Barcode Reader (BCR) Available USB mass storage Available Not a required feature.

External USB report printer Available External label dispenser Available ARM (Account Report Manager) Needs to be able to recreate reports based on usage and account that will complete the quarterly GSA reports that they currently do.

System Dimensions Length x Depth x Height 4’x 25’ x 4’ Accounts/department 500, 1,000 – up to 10,000 currently there are four accounts used

Additionally, we are requesting the following:

o Weighing Platform o Full keyboard o Dynamic Scale o Power Conveyor Stacker o Ergonomic Workstation o Sealing System o Mixed Mail Feeder

Eight (8) Tracking systems capable of tracking current and projected mail volume requirements for St. Louis VA Health Care System. JB & JC divisions will receive 4 systems each with the following parameters:

TRACKING SYSTEM:

Simple and intuitive user interface Auto-recognition of carrier tracking numbers Schedule delivery and pickup times Track mail pouches, multi-package containers Monitor full chain-of-custody details Capture images of delivered packages and mail Import employee databases Record image to capture proof of damaged goods Instant access to real-time package and accountable mail status Immediate identification of misrouted and undelivered items

One (1) Document folder system capable of documenting current and projected mail volume requirements for St. Louis VA Health Care System at the JB division’s reproduction area with the following parameters:

DOCUMENT FOLDER

A backlit display and intuitive control panel makes for easy setup and walk-up-and-use operation Stores up to 25 user-customized folds in memory for instant job recall Drop-in feed system has a loading capacity of 500 sheets with automatic paper size detection Self-centering side guides and skew adjustment ensure that paper is loaded and feeds squarely Accommodates 11", 14" and 17" paper sizes as well as documents up to 18" L by 12.25" W Insulated fold plates reduce operating noise while crisply folding up to 20,100 sheets per hour Fold plates auto-adjust simply by selecting a fold type or a custom job preset on the control panel Telescoping stacker holds up to 500 folded documents in neat and sequential order Pre-programmed fold types include C, V, Z, Gate, Fold-

Out and Double Parallel 6-digit counter keeps a running total or allows a pre-entered number of sheets to be folded

Two (2) Folder/Sorter system capable of folding/sorting current and projected letter volume requirements for St. Louis VA Health Care System. One system will be installed in the JB Division and one system installed in the JC Division. The systems should meet the following parameters:

FOLDER INSERTER

Processing speed Up to 4,300 envelopes / hour 10" Color touch screen Standard Automatic settings Standard Flex Feed multi-format feeder Standard Multi-sheet feeding Standard Cascade from all feeder Standard Document and insert feeders Up to 7 Full page CIS scanner Standard Barcode Recognition (BCR) Standard Optical Mark Recognition (OMR) Standard Optical Character Recognition (OCR) Standard Job memory 50 Manual feed Standard High-capacity feeder Up to 725 sheets (20 lb.)

Flex Feed capacity 325 Maxi Feeder capacity 1,200 sheets (20 lb.)

Fold types Letter, z-fold, single, double parallel, no fold Document height 3.5" - 14" Document width 5.1" - 9" Document weight 16 - 66 lbs.

Envelope length 3.5" - 6.3" Envelope width 6.3" - 9.7" Maximum set thickness 2.5 mm Accumulate before folding Standard Tip-to-tip sealing Standard

Installation, Training, and On-going Support/Maintenance

Vendors must provide complete installation, configuration, setup, and testing of all equipment and software, including integration with and configuration for data streams and document types processed at the St. Louis VA Health Care System.

Vendors will provide separate, detailed, and on-site end-user training for:

o Mail Manager and other identified staff (on Mail Output / Document Management Software Solution, Browser-Based, Campus-Wide, Multi- Carrier Integrated Shipping System, Address Input/Correction system) o Identified staff at both divisions (on Low- to mid-volume postage metering systems)

Vendors will also provide separate, detailed, and on-site administrative training and detailed documentation for Mail Manager, local OI&T staff, and key St.

Louis VA Health Care System personnel (on administration, maintenance, and configuration)

Proposal will include a minimum of 20 hours block time of support annually for software changes and design/layout of mail “templates”.

Local, on-going support will include a 2-hour response time at the two VASTLHCS (2) locations (Jefferson Barracks and John Cochran divisions) and next-business-day uptime guarantee (via modular, replaceable systems or “loaner” equipment).

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

St. Louis VA Health Care System provided items

Unless otherwise indicated, the St. Louis VA Health Care System will be responsible for providing:

OI&T

o Network connections (from network closet to WLAN/Internet) o Security software for servers (Anti-Virus, Firewall, etc.)

o Ongoing support of OS and all VA- provided software

Engineering o Appropriate electrical connections with power filters and Uninterruptible

Power Supply systems o Network connections (cable from closet to equipment location)

MMPS

o COTR o Staff attendance for installation and training

4. DELIVERY & LOCATION INFORMATION

Delivery of mail equipment will be shipped to:

St. Louis VA Health Care System – JC division 915 North Grand Boulevard St. Louis, MO 63107

St. Louis VA Health Care System – JB division 1 Jefferson Barracks Drive St. Louis, MO 63136

5. PRE-QUOTATION SITE VISIT

One (1) pre-quotation site visit will be conducted on Tuesday, June 15th, 2021, at the St.

Louis VA Healthcare System, 915 North Grand Blvd, St. Louis, MO 63106. The site visit will take place at 1:00 PM CST, Building 6, Engineering. The purpose of this site visit is to allow offerors the opportunity to inspect the area and equipment. Questions will be taken at that time and responses will be included in the amendment to be posted to Contract Opportunities (FBO) within 2 days of the site visit. Any responses given at time of site visit shall not be considered the final/binding answer. Offerors must sign in upon arrival providing the company name, individuals attending, along with contact information. Please be prepared to write your questions and give them to the COR conducting the site-visit.

Questions and Answers submitted

1. With the VA Priorities and Strategic plan being introduced in 2018, is the goal with this RFP to meet requirements for improved veteran communications? We are striving to improve Veteran services.

2. During our other VA implementations we see the following main applications - Appointment, Cancellations and Lab results. Are these your applications too? We want to implement the smooth process of incoming and outgoing mail.

3. What are the volumes for each of your applications – envelopes and pages Approximately 38,000 per quarter at each facility.

4. What percentage of your envelopes are #10, 6x9.5 and flats? 95% of them are #10 and 5% are flats and 0% on 6x9.5.

a. If flats, are these manual inserted? No If so, would the inserter proposed need to be able to insert into flat envelopes?

5. Today, can a veteran receive more than one envelope in a day? Yes

6. Will the documents be barcoded? No Discuss the importance of the document contents being secure. The VA is mandated to protect PHI and PII?

7. What are the volumes of all packages/parcels sent out for the facilities, and is that for USPS only or UPS, FedEx, and DHL? Approximately 3978 quarterly for USPS and 3322 for UPS.

8. What is the process today for processing outgoing USPS parcels/packages. Please explain in detail and is the process the same for the other carriers (including Pharmacies).

Parcels/packages are either picked up or delivered to the mailroom, then it is weighed with a meter stamped placed on the package. Placed in a tonka for USPS to pick up.

9. Will the mailing system be required to process UPS small parcel and package shipping? No If yes, please explain.

10. Will an automated process be required for processing certified USPS mail? No If yes, please explain.

11. If an item is listed as “available” should that be included in the RFQ? Or, do we just acknowledge it as an option? As an example, under the mailing system/equipment section on page 29 EMS (Enhanced Mailing and Shipping). How do we address that? If there is an item with the word Available, i.e. EMS (Enhanced Mailing and Shipping) Available, the station expects that item to be available for use any time they need to use it. Some of the items listed as Available have been removed.

12. What is the process today for the inbound tracking system? Please explain in detail. UPS, USPS and FEDEX delivers to the mailroom. Each package/letter is scanned into our tracking system and assigned to a destination. Upon delivery the package will be scanned and the receiver will sign the item for proof of delivery.

3. SCOPE OF WORK

MAILING SYSTEM/EQUIPMENT

Question: Does the system need to support the lowest prices offered by the USPS listed on the GSA contract Sch 48 which is Commercial Plus pricing? yes was the answer given at walk through Answer: Yes

Sealing system Dual pump, jet spray

Question: In order to allow for fair and open competition will the government please change this requirement to sealing system? yes was the answer given at walk through as long as they can still control the amount of wetness Answer: Yes

Permanent print head Standard

Question: In order to allow for fair and open competition will the government please remove this requirement or change it to the government will not be charged if a print head needs to be replaced? yes was the answer given at walk through Answer: Yes

Ultra-high capacity ink tank Up to 100,000 imprints

Question: Will the government please removed this requirement as the ink tank capacity spec is specific to one manufactures yield and doesn’t allow for fair and open competition as different manufactures ink yield different amounts? yes was the answer given at walk through Answer: Government do not want any refurbished ink cartridges

Dynamic scale Available Yes Differential weighing Available Yes Barcode Reader (BCR) Available No USB mass storage Available No External USB report printer Available Yes External label dispenser Available yes EMS (Enhanced Mailing and Shipping) Available EMS is brand name but they said yes they would like shipping software with UPS and USPS. FedEx is not currently used ARM (Account Report Manager) Available Need to be able to create reports based on usage and account that will complete the quarterly GSA reports that they currently do

Question: The above requirements are listed as “available” or optional on the Quadient IS-5000 brochure. Will the government please clarify which features are required?

Answer: We are requesting the below

Weighing Platform

Full keyboard

Dynamic Scale

Power Conveyor Stacker

Ergonomic Workstation

Sealing System

Mixed Mail Feeder

View postage usage online

Question: In order to view postage usage online that postage data must be sent to the cloud. The technology solutions requested by the Government incorporate cloud services for outside communications which can include Personally Identifiable Information (PII). The transmission of PII data requires a FedRAMP review of the application for compliance with security protocols. Does the Government require a solution for implementation within the mail center that is listed on the FedRAMP Marketplace as ‘in process’ or better to comply with security directives where security protocols have been submitted for review? They would like to pull data from cloud Answer: The VA is only allowed to use approved software from https://trm.oit.va.gov/

Weighing platforms 10, 30, 70 lb.

Question: Will the government please clarify which scale weight is required? 70 was the answer given at walk through Answer: Yes 70 lb

System Dimensions Length x Depth x Height Mailing system with catch tray 58" x 25" x 14" Mailing system with dynamic scale and catch tray 78" x 25" x 14" Power conveyor stacker 40" x 14" x 12" Adjustable control panel height 26" - 33"

Question: The system dimensions listed are specific to a Quadrent IS-5000 brand mail machine.

In order to allow for fair and open competition will the government please provide the space allotted that the equipment must fit in? yes was the answer given at walk through

Accounts/department 500, 1,000 – up to 10,000

Question: Can the government please clarify as to how many accounts re required? The most accounts they use is 4 at JB

Answer: 4

Question: Is it a requirement that equipment and associated technology be able to take advantage of the lowest rates offered to the VA by the USPS on Priority Mail™ and Priority Mail Express by creating full service IMpb labels? yes was the answer given at walk through Answer: We are taking advantage of the lowest price

Question: Is it a requirement that the proposed solution have the ability to rate shop between USPS, UPS and FedEx? Yes for UPS and USPS they do not need FedEx was the answer given at walk through Answer: No

Question: Is it a requirement that the system provides for the use of the lowest prices offered and available to federal agencies pursuant to the US Postal Service GSA Schedule 48 Contract including but not limited to Commercial Plus Pricing, United Parcel Service Next Generation Delivery Service (NGDS) rates? yes was the answer given at walk through Answer: No

Question: The VA has determined that the combination of a veterans full name and full address meets the rule of 2 and is considered PII. It is required by the USPS to send names and address to them for Priority mail, Express mail and parcels. This incorporates cloud services for outside communications which includes Personally Identifiable Information (PII). The transmission of PII data requires a FedRAMP review of the application for compliance with security protocols. Does the Government require a solution for implementation that is listed on the FedRAMP Marketplace as ‘in process’ or better to comply with security directives where security protocols have been submitted for review?

Answer: Nothing is permitted to be in the cloud services

TRACKING SYSTEM: WTS

Eight (8) Tracking systems capable of tracking current and projected mail volume requirements for St. Louis VA Health Care System. JB & JC divisions will receive 4 systems each with the following parameters:

Question: Can the government please clarify if each location should receive 4 tracking assistants? 4 Tracking assistants at each location was answer given at walk through

Answer: Yes

Question: How many workstations are required at each location? 1 per location was the answer given at walk through Answer: Yes one at each location

Question: Is each workstation required to have a wireless barcode scanner used to receive packages when delivered by carriers and a label printer in order to have the ability to create a barcoded label if one is not available on the package? Each workstation should have a wired barcode scanner a label printer is not needed was the answer given at walk through Answer: No and your reasoning is correct

Question: Is it a requirement to capture a signature when delivering a package? Yes was the answer given at walk through Answer: Yes

Question: Is it required to include a signature pad to capture a signature when packages are picked up in the mail room/ warehouse? No they use a TA was the answer given at walk through Answer: No this can be done with a hand scanner

Instant access to real-time package and accountable mail status Question: In order to provide real-time package and accountable mail status the tracking assistants will need to connect to the VA Wi-Fi. Do both locations have Wi-Fi?

If the answer is yes for either location is it required that the software on the Tracking Assistants have a TRM approval so they can connect through the VA Wi-Fi? No real time access is not required as the TA are not allowed to use the guest Wi-Fi. Bring back to mail room and sync

Answer: No, we use a mobile hotspot

DOCUMENT FOLDER

Stores up to 25 user-customized folds in memory for instant job recall Question: How many different jobs does the government use the folder for? They do one job with one type of fold using an 8.5 x 11 paper

Answer: 1

Question: In order to allow fair and open competition will the government accept 20 user-customized folds in memory? Yes was the answer given at walk through Answer: Yes but one will suffice

Accommodates 11", 14" and 17" paper sizes as well as documents up to 18" L by 12.25" W

Question: Can the government please provide a sample of a document that they run that is 18”L by 12.25”W or in order to allow for fair and open competition will the government please adjust the requirement to allow for up to 11 x 17? Yes was the answer given at walk through as they only use 8.5 x 11 paper in this machine Answer: Yes we only use 8.5 x 11

FOLDER INSERTER

10" Color touch screen Standard

There is nothing inherently superior or more efficient in a “touch screen” utilized primarily by Neopost versus touch “buttons” utilized primarily by Pitney Bowes to control the functions of the folder/inserters. Both technologies allow the same ease of use of the systems with a single finger tap. Pitney Bowes offers the touch button on their high volume folder inserters to allow user in a production environment to operate the machine with a single finger tap even if wearing safety gloves.

Question: Would the government accept folder inserters with touch buttons? Yes was the answer given at walk through Answer: Yes touch screen and touch button is acceptable

Sheet Feeders Flex Feed multi-format feeder Standard / Flex Feed capacity 325 High-capacity feeder Up to 725 sheets (20 lb.)

Maxi Feeder capacity 1,200 sheets (20 lb.)

Question: The requirements for sheet feeders list 3 different options. Will the government please clarify how many sheet feeders and which options of sheet feeders they require? Minimum size was answer given. We were told they only need 2 sheet feeders Answer: We are requesting 2

Insert Feeder

Flex Feed multi-format feeder Standard capacity 40 Maxi Feeder capacity 325 Versa Feeder Insert Feeder capacity 500

Question: The requirements for insert feeders list 3 different options. Will the government please clarify how many insert feeders and which options of insert feeders they require? We were told they don’t need insert only 2 sheet feeders Answer: We are requesting 2 sheet feeders

Options AIMS closed loop piece verification Available no Short feeders Available no Different exits: vertical stacker, no side exit Available no Output Management Software (OMS) Available no Versa Feeder Insert Feeder Available no Mailing system interface Available no

Question: Will the government please clarify which options listed are required?

Answer: No to the above

Question: Is it a requirement that the solution include the software which can take the print file from Vista and apply the 2D barcode to the document prior to printing for Appointment Reminder Letters and Lab Result Letters? No automation software is required was the answer given

Answer: No

Document height 3.5" - 14" Document width 5.1" - 9" Document weight 16 - 66 lbs.

Envelope length 3.5" - 6.3" Envelope width 6.3" - 9.7" Maximum set thickness 2.5 mm

Question: The requirements listed are specific to a Quadrent DS-95 brand folder inserter. In order to allow for fair and open competition will the government please provide the spec’s based on their material and needs? At the walk through they said they only run 8.5 x 11 paper and only 1 page into an envelope. If it is more than one page the department does it

Answer: The above statement is correct.