36C25620Q0040-012.docx

Performance Work Statement Gulf Coast VA Medical Center Lease of Mail Room Mailing System

1. Background: The Gulf Coast VAMC and Community Based Outpatient Clinics (Mobile, Pensacola, Eglin, and Panama City) 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 Gulf Coast 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 2018, this section handled 1,310,000 pieces of outgoing mail items. FY 2018 postage and inbound receiving operations included USPS First Class mail and small parcel/package. The Gulf Coast VAMC is seeking a more cost-effective and efficient 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 October 1, 2019 through September 30, 2020, new and cost-saving inbound mail and package receiving and Mailing System equipment under GSA-Pricing, with Supplies, Updates and Service contract, including all required hardware, software, maintenance and services necessary to manage mail operations for the Gulf Coast VAMC, Prosthetics, and Outpatient Pharmacy that meet all USPS, Federal and VA mail processing requirements.

3. Performance Period:

4. Technical Specifications -The Contractor shall provide:

4.A One (1) high-volume mailing system capable of handling the current mail and projected mail volume requirements for the Gulf Coast VAMC with:

· Equipment must be from USPS-approved manufacturer via authorized distribution channels.

· 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.

· Process speeds of up to 300 letters per minute auto feed letters of same size and weight

· Process speeds of up to 200 letters per minute auto feeder Weigh on the Way (WOW) technology

· Ink Cartridge capable of yielding up to 100,000 impressions

· 1200 dpi printing quality

· Media Size of large 15” full-color & intuitive touch screen

· Wireless keyboard

· Jet spray envelop sealer/ pump-fed pad sealing.

· Envelope sealing thickness of up to 5/8”

· Open and closed flap feeding and sealing

· Envelope flap depth of 1” to 3 7/8”

· LCD 15” touch screen monitor 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

· Self-aligning feed deck

· Mixed Mail Feeder that processes nested and non-nested envelopes of any size or thickness

· Automatic Mixed Mail Feeder capable of handling mail stacks up to 7.5” high

· Print modes of normal, omit day, omit date, and received mail stamp

· Ability to print return address and misc. messages and logos in color simultaneously while printing postage

· Integrated scale of up to 70 lbs.

· Differential Weighing

· Prints permit mail indicia

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

· Postage payment options – Reserve advanced payment with interest earned, Purchase Power, ACH, Easy Permit

· Provides presort report

· Provides postage usage reports

· Ability to access postage usage reports online

· Remote label dispenser for printing of postage tapes for thick packages

· USP report printer

· Commercial Based discounted USPS rates

· Conveyor/stacker

Arrival Inbound Receiving and Tracking System:

· Inbound tracking software that scans and records delivery of parcels, letters and any other trackable items

· Email notification

· Hand held Windows CE based scanner/signature Pad

· Access to tracking data through network

· Record details about each item as it arrives

· Automate flow of incoming shipments

· Prioritize arriving shipments

· Use handheld data collectors to download data, providing instant access to shipment status data

· Identify misrouted and undelivered packages

· Detailed record of each letter or package received

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

· Manage delivery and route schedules by utilizing activity logging

· Track mail pouches and/or “read” the contents of individual cargo containers

· Determine correct destinations of lost mail and attach an explanation, if necessary and clarify the reason for the delay

· Record each incoming item with a scanner or portable data collector

· Maintain a historical electronic database for easy tracking of shipments

· Count and capture inbound tracking numbers

Folder/Inserter:

· 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 8 sheet feeders available for large jobs

· Monthly volume of up to 300,000 per month

· unlimited programmable jobs

· Standard sheet feeder that holds 500 sheets

· Envelope feeder that holds 800 #10 envelopes and up to 500 9” x 12” (landscape), 10” x 13” (landscape) envelopes

· Flat envelope feeder capacity 500

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

· Fold type of C, Z, Half, Double parallel, no fold

· 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 72 sheets

· Barcode Scanner capable of full-page scanning without manually moving the scanner.

· Flats inserting feature up to 72 sheets

· Double Document Detection w/Electromechanical & infrared light

· Envelope Sealing tip-to-tip sealing

· Linked cascading feeders

· Swift start – Load-n-Go job setup

· Batch counter

· Tray break management for postal trade switching

· Vertical power stacker that holds up to 500 envelopes

· Postage meter interface for output into high volume mailing system

Postal Barcoding and Address Correction Software:

· Complete address database cleansing with bi-monthly updates

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

· 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 and Presort reports

· Provides USPS mail.dat file for Full-Service mailing.

· PAVE certified

· Presorting

· Produces all labels for USPS mail trays/sacks

· Separates non-deliverable address documents for further evaluation

· Duplicate detection

· Supports network environment

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

· Must be able to support current jobs of two types of appointment letters and result letter.

· Internal ability to change layout of documents without costly change order requests

· Ability to postal cleanse files to allow for discounted mail rates

· Multi-Threaded to process more than on application at the same time

· Access through browser locally for access for unlimited users

· Must meet all regulatory security requirements

· 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 you regular mailings and projects

4. B One (1) high volume mailing systems capable of handling the current mail and projected mail volume requirements within the Pharmacy with:

· Digital Meter System

· 70lb. (or higher) rated Tabletop scale

· 10 lb. integrated weighing system

· Integrated weighing platform

· Windows 10 or higher PC w/21.5” Touch Screen Monitor – 64 bit

· Programmable access to postage account.

· Equipment must be from USPS-approved manufacturer via authorized distribution channels (https://www.usps.com/business/postage-options.htm#)

· Ability to access the program from different computers

· Postal Management enhanced mailing and shipping base software

· Ability to validate address prior to package label generation

· Small thermal label printer

· Web View and Management Reporting Module

· Minimum 21.5” Touch Screen Monitor

· Power requirements 110-120V, 60Hz, 5A

4.C One (1) high-volume mailing system capable of handling the current mail and projected mail volume requirements for the Gulf Coast VAMC (Pensacola) with:

· Equipment must be from USPS-approved manufacturer via authorized distribution channels (https://www.usps.com/business/postage-options.htm#)

· Process speeds of up to 140 letters per minute auto feed letters of same size and weight

· Process speeds of up to 75 letters per minute auto feeder letters of mixed various sizes and weights

· Ink Cartridge capable of yielding up to 26,000 impressions

· Full-color & intuitive touch screen

· Full USB keyboard

· Inline envelope sealer

· Envelope feeding/sealing thickness of up to 5/8”

· Mixed Mail Feeder

· Print modes of normal, omit day, omit date, and received mail stamp

· Integrated scale capable of weighing up to 30 lbs.

· Ability to weigh and appropriately rate mail automatically while processing

· Differential Weighing

· High speed connection – LAN, Wi-Fi, or 3G

· Postage payment options – Reserve advanced payment account, NeoFunds or equivalent service, or ACH

· Provides postage usage reports

· Ability to access postage usage reports online

· Remote label dispenser for printing of postage tapes for thick packages

· Power Conveyor/stacker

4.D Inbound Receiving and Tracking System:

· Inbound tracking software that scans and records delivery of parcels, letters and any other trackable items

· Email notification

· Hand held scanners with ability to capture signature and photos

· Access to tracking data through network

· Record details about each item as it arrives

· Automate flow of incoming shipments

· Prioritize arriving shipments

· Use handheld data collectors to download data, providing instant access to shipment status data

· Identify misrouted and undelivered packages

· Detailed record of each letter or package received

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

· Manage delivery and route schedules by utilizing activity logging

· Track mail pouches and/or “read” the contents of individual cargo containers

· Determine correct destinations of lost mail and attach an explanation, if necessary and clarify the reason for the delay

· Record each incoming item with a scanner or portable data collector

· Maintain a historical electronic database for easy tracking of shipments

· Count inbound packages and capture inbound tracking numbers

5. Scope of Work: All hardware and software MUST be compatible with the VA’s Information Technology (IT) infrastructure and business operations (windows 10, above and updates). Any software to be installed must be approved in the VA Technical Reference Model (TRM) www.oit.va.gov/service/TRM . This includes but is not limited to the Veterans Health Information System and Technology Architecture (VISTA). The contract shall include 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.

5.1 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 Gulf Coast VAMC.

· Vendors will provide separate, detailed, and on-site end-user training for: Reproduction/Distribution Center, Prosthetics, and Pharmacy staff (on all equipment, software, and procedures). As requested, ongoing detailed, and on-site end-user training will be provided at no additional charge.

· 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 Gulf Coast VAMC, Prosthetics, and Pharmacy Service personnel (on administration, maintenance, and configuration). As requested, ongoing detailed, and on-site end-user training will be provided at no additional charge

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

5.2 Information Protection Requirements

a) 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.

b) 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.

c) 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.

d) 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.

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

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

5.3 Gulf Coast VAMC facility provided items:

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

· IT

· 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 Biloxi VA Facility

· Engineering o Appropriate electrical connections with power filters

· Network connections (cable from closet to equipment location)

· Logistics Contracting Officer’s Representative is Vanessa Jacobs (vanessa.jacobs2@va.gov)

· Key personal/staff attendance for installation and training

· Will be responsible for purchasing ink and labels

6. Evaluation Criteria

6.1 Technical approach to performing work

· The vendor’s proposal clearly identify and addresses the Gulf Coast VAMC’s need for a total mail management system, including equipment, software, and processes? 25%

· Does all of the postage metering equipment in the proposal meet USPS requirements? 25%

· Is the deployment of the proposed solution possible and are aligned with Gulf Coast VAMC’s mail management needs and business processes? 25%

· Four hour on site repair response time (prior to 1pm Central Standard Time). After 1pm CST, next business day prior to Noon. 25%

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

7. Vendor:

7.1 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?

7.2 Price

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

8. Method of Payment

8.1 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.

8.2 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.

Lease versus Ownership:

TECHNOLOGICAL CONSIDERATIONS

Natural Obsolescence Hedge - Perhaps one of the strongest reasons for acquiring equipment through leasing, as opposed to purchasing, is that leasing helps lessees avoid the risk of ownership. A key risk of ownership is that of the equipment obsolescence. Much of today's equipment is based upon technology that is rapidly changing, thus making the equipment subject to obsolescence. The inherent risk of owning technologically-sensitive equipment is that the equipment may become economically useless for the company owning it much earlier than expected and long before the obligations to acquire the equipment have been satisfied. Leasing shifts the ownership risk away from the lessee.

Takeout, Rollovers, and Upgrades - These common lease options give the les-see flexibility during the lease term should the leased equipment become obsolete prior to the termination of the lease. A takeout occurs when a lessor replaces the obsolete equipment with updated equipment, whereby the lessee is "taken out" of the outmoded equipment and then leases the updated equipment. Some-times a lessee may only need an upgrade of its current equipment as opposed to complete replacement. Many lease contracts today are written with upgrade provisions that allow additional equipment to be added to the existing system.

In summary:

The reasons for the growing popularity of leasing have been briefly summarized above. The major benefit for the Gulf Coast VAMC facility to lease is to avoid the risks of technological obsolescence; the many options available for upgrades, the benefit of the straight GSA step lease the advantage of the flexible structuring options available that were utilized in the proposed lease. The benefits of leasing to a lessee are numerous and just one of the reasons mentioned above should prove beneficial and motivating to lease rather than to purchase.

*Leasing shifts the responsibility, risk and hassle of equipment ownership and disposal from us. *Leasing shifts the responsibility, risk and hassle of equipment ownership and disposal from us.