36C26225Q0464.docx

36C26225Q0464

GENERAL INFORMATION

SET-ASIDE

Network Contracting Office 22 4811 Airport Plaza Drive Suite 600 Long Beach CA 90815

POINT OF CONTACT*

Contracting Officer Anette Doan Anette.Doan@va.gov

PLACE OF PERFORMANCE

VA Loma Linda

11201 Benton Street

Loma Linda CA

COUNTRY

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

Combined Synopsis/Solicitation Notice Combined Synopsis/Solicitation Notice See attached document: Approved Hand Held Computers-Devices.

Combined Synopsis/Solicitation Notice

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

36C26225Q0464 02-10-2025 Doan, Anette 562-766-2200 02-24-2025

PST

36C262 Department of Veterans Affairs Network Contracting Office 22 4811 Airport Plaza Drive Suite 600 Long Beach CA 90815 X 532420 $40 Million N/A X 36C605 Department of Veterans Affairs The Jerry L Pettis VA Medical Center VA Loma Linda 11201 Benton Street Loma Linda CA 92357 36C262 Department of Veterans Affairs Network Contracting Office 22 4811 Airport Plaza Drive Suite 600 Long Beach CA 90815

Department of Veterans Affairs Financial Services Center Submit invoices electronically to:

www.tungsten-network.com

1-877-489-6135 See CONTINUATION Page

PLEASE ENSURE THE FOLLOWING INFORMATION IS REFERENCED

ITEM SCHEDULE, SALIENT CHARACTERISTICS, AND ALL CLAUSES

THIS IS A BRAND NAME OR EQUAL REQUIREMENT FOR LEASE OF MAIL

METERING MACHINES & PACKAGE TRACKING EQUIPMENT & SOFTWARE

REQUEST FOR QUOTE (RFQ) 36C26225Q0464 IS UNRESTRICTED

COMPETITION.

PERIODS OF PERFORMANCE: BASE + 4 OPTION YEARS

BASE YEAR: 04/01/2025 to 03/31/2026 OPTION YEAR 1: 04/01/2026 to 03/31/2027 OPTION YEAR 2: 04/01/2027 to 03/31/2028 OPTION YEAR 3: 04/01/2028 to 03/31/2029 OPTION YEAR 4: 04/01/2029 to 03/31/2030

QUOTE MUST BE SUBMITTED VIA EMAIL TO

ANETTE.DOAN@VA.GOV

QUOTE MUST BE VALID FOR AT LEAST 60 DAYS

OFFERS TO THIS SOLICITATION SHALL BE E-MAILED

NO LATER THAN 12:00PM PST ON FEBRUARY 24, 2024

See CONTINUATION Page X X Nichols, Cecil S.

Contracting Officer Page 1 of Table of Contents

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: TBD

b. GOVERNMENT: Contracting Officer: Anette Doan Department of Veterans Affairs Network Contracting Office 22 4811 Airport Plaza Drive, Suite 600 Long Beach, CA 90815

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

3. INVOICES: Invoices shall be submitted 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.

Department of Veterans Affairs Financial Services Center P.O. Box 149971 Submit invoices electronically to:

http://www.tungsten-network.com

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

B.2 STATEMENT OF WORK

SCOPE OF WORK: Lease of Mail Metering Machines and Package Tracking Equipment/Software.

The Jerry L Pettis VA Medical Center, Loma Linda, California is seeking prospective contractors who may be interested in competing for the leasing of a digital mailing system with new shaped based rating system to replace aging digital mailing system for assigning postage to a variety of mail processed by the Support Services Mail Room. Additionally, both campuses require package tracking equipment and software.

1. Background:

a. The Loma Linda VA facility mail rooms are responsible for processing all incoming and outgoing letters, parcels, and packages (mail room operations do not include “freight”). In FY23, 265,000 pieces of outgoing mail items and 42,004 parcels were processed via postage machines. The two facilities are seeking a comprehensive method of managing and processing mail as well as the ability to track express packages once they arrive on campus.

b. The intent of this Proposal is to lease with a base year and four option years, for the period April 1, 2025 through March 31, 2026, new mailing system equipment and associated service contract, including all required hardware, software, maintenance and services necessary to manage mail operations for the Loma Linda VA mail rooms that meet all USPS, Federal and VA mail processing requirements including Intelligent Mail package barcode (IMpb) compliant.

c. Periods of performance:

Base period: April 1, 2025 through March 31, 2026 Option Year 1: April 1, 2026 through March 31, 2027 Option Year 2: April 1, 2027 through March 31, 2028 Option Year 3: April 1, 2028 through March 31, 2029 Option Year 4: April 1, 2029 through March 31, 2030

2. Mail Meter Equipment Features

a. Features of digital mailing system seeking to lease:

b. Increase the efficiency and proper assignment of postage charges to a variety of mail in differing sizes and weights to a high volume of mail that is processed through the mailroom on a daily basis.

c. Ensure continuity of mailing operations in the event emergency equipment maintenance or repairs are required.

d. One USPS Shape Based Compliant mail metering systems to address our daily mail volume needs. Schedule 48 pricing implemented. The ability to weigh the mail piece and determine its shape in line while processing is required (WOW). The Topeka mail room meter capacity shall be up to 50,000 pieces of mail every month.

Must be FIPs and ATO Compliant

e. The meter/equipment will require the following features for each campus (total footprint not to exceed 112 inches):

· Mailing system that can process outgoing mail and flats with a mixed mail feeder.

· Stand-alone meter with federal funding capability.

· Stand-alone IMPB processing for priority mail, first class parcels, and package services that includes computer, label printer, and >70 pound scale.

· Schedule 48 rates are required.

· 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 - 125 letters per minute.

· Power stacking.

· Interfaced scale automatically setting meter for correct postage.

· SSL encrypted communication.

· An additional separate, integrated/interfaced 70 lb. scale for larger items.

· Departmental/Categories Accounting with report printer.

· Open/closed flap sealing.

· Fifteen-inch touch screen display.

· Automatic gum label dispenser.

· 4-color text messaging system with ability for local personnel to customize message and Quick Response (QR) barcode/graphics printing.

· 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.

· Provide operational stand/table.

· 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).

f. Equipment

· IX9CONVEYOR IX-9 Conveyor Stacker

· 2 IX9DWM PKG IX-9 Dynamic Weighing Module

· 2 IX9C iX-9C 300 LPM Base Puffy Postcard Feeder w/Wireways

· 2 IXWP30 IX 30lb Weighing Platforms

· 2 IXDU300 300 Department Upgrade

· 2 DS85I-INTE3HCF

· 3 Station Expert: 2 Auto Fdrs + 1 HCDF, CIS Scanner, Multi License

· 1 IDSTC51 Zebra TC52 Scanner w/camera

· 10 IDSTCWALLCHAR TC52/57 Power Supply/wall charger

· 10 IDSTC- 5156CABLE TC52/57 Charging Cable - power supply not included.

· 10 IDSTC-5156BOOT TC52/57 Protective Boot

· 10 IDSTC-5156BATT TC52/57 4300 mAh Battery

· 10 IDSTCSTYLUS3PK TC52/57 Stylus 3 pack

· 4 IDSWS-N Wireless Barcode Scanner

· 3 IDSTC- 5SLOTCRAD TC51/56 5-Port Charging Cradle.

· 3 Intra Enterprise Software Subscription by SC Logic.

g. Installation, Training, and On-going Support/Maintenance as needed throughout the term of the lease including but not limited to:

· 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 VALOM.

· All postage rate updates provided at least 10 calendar days before the rate change takes effect.

· Periodic preventive maintenance necessary to avoid unexpected down times performed at least quarterly and more frequently if necessary. CONTRACTOR TO PROVIDE PARTS AND LABOR (including print heads).

· Response from an on-site repair technician within 4 hours of placing a service call. CONTRACTOR TO PROVIDE PARTS AND LABOR (including print heads).

· Ensure continuity of mailing operations in the event emergency equipment maintenance or repairs are required. (i.e., during potential downtime, contractor is to provide a replacement unit within 24 hours).

· Training for staff including initial training and any ongoing training determined to be necessary by the Contracting Officer’s Technical Representative (COTR) at no additional cost (not to exceed 5 formal on-site trainings for the remainder of the Contract).

· Meter will be re-located by the vendor selected, including to a different facility, when needed as determined by the COTR at no additional cost to the facility.

3. Parcel Tracking Equipment Features

a. The parcel tracking software will require the following features for each campus:

· Parcel tracking software

· Counter Signature Pad

· Low to Mid Volume 4 in. Label Printer

· 12 Cordless Scanner: Must include barcode scanning capability and must be compliant with VA standards & TRM Approved

· Single Bay Cradle/Battery Charger for handheld scanner (2 each)

· Basic Operator Training – up to 4 Hrs (2 Operators)

· PC w/ Flat Panel Monitor

b. Technical Support. The vendor will supply telephone technical support during normal business hours Mon. – Fri. 8am – 8pm pm to include the following:

· Assistance with disaster recovery including viruses & hard disk failure.

· End user web ex and diagnostic assistance sessions.

· Inversion updates/ installation and debugging with scanners, mobile computers and printers.

· System configuration concerns & questions.

· Assistance with hardware system upgrades and recommendations for integration.

· Changes to software configuration, import recipient list, change user definable fields, new users, software backup recommendations.

· Direct access to software development staff, discounted on-site technical support.

· Methods to modify report templates to support management decision making.

c. Repairs. Vendor will repair or replace up to 2 mobile units per year and will ship a spare unit within 1-2 days (shipped via UPS/FedEx) providing calls have been received before 2 pm CST. The original unit will be repaired & returned providing it is deemed repairable by vendor at no additional cost. Repairs cover normal wear & tear as well as repairs to displays, touch screens, plastics, keypad exit windows internal and other external components damaged through accidental breakage. Consumables such as batteries & stylus are not covered.

4. 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:

https://www.va.gov/vapubs/viewPublication.asp?Pub_ID=471&FType=2

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 VA Medical Center at the end of the contract and may not be removed from VA premises for any reason.

5. VA Medical Center provided items:

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

· OI&T

· Network connections (from network closet to WLAN/Internet)

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

· Ongoing support of OS and all VA- provided software

· Engineering

· Appropriate electrical connections with power filters

· Network connections (cable from closet to equipment location)

· Logistics

· Key personnel/staff attendance for installation and training

· Responsible for procurement of ink and labels.

6. Supporting Information

Place of Performance: The sorter/inserter will be located at the Jerry L Pettis VA Medical Center at 11201 Benton Street, Loma Linda CA 92357.

Hours of Operation: All work shall be completed during the site’s normal operating hours of 8:00 AM to 4:00 PM Monday through Friday excluding federal holidays. Federal holidays are New Year’s Day, Martin Luther King Jr. Day, President’s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day.

B.3 PRICE/COST SCHEDULE: BRAND NAME OR EQUAL

ITEM INFORMATION: Base Year

Equipment lease for mailroom mail processing. Postage meter machine, inbound, outbound, and proof of delivery services for both mailroom and warehouse.

LOCAL STOCK NUMBER: Base Year

Software lease for mailroom mail processing. Postage meter machine, inbound, outbound and proof of delivery services for both mailroom and warehouse. Intra Enterprise Software Subscription by SC Logic.

LOCAL STOCK NUMBER: SERVICE CONTACT

Servicing and maintenance of equipment

Wireless tracking scanner for parcels Must be compliant with VA standards & TRM Approved Must include barcode scanning capability

ITEM INFORMATION: Option Year 1

Equipment lease for mailroom mail processing. Postage meter machine, inbound, outbound, and proof of delivery services for both mailroom and warehouse.

Software lease for mailroom mail processing. Postage meter machine, inbound, outbound and proof of delivery services for both mailroom and warehouse. Intra Enterprise Software Subscription by SC Logic.

Servicing and maintenance of equipment

Wireless tracking scanner for parcels Must be compliant with VA standards & TRM Approved

ITEM INFORMATION: Option Year 2

Equipment lease for mailroom mail processing. Postage meter machine, inbound, outbound, and proof of delivery services for both mailroom and warehouse.

Software lease for mailroom mail processing. Postage meter machine, inbound, outbound and proof of delivery services for both mailroom and warehouse. Intra Enterprise Software Subscription by SC Logic.

Servicing and maintenance of equipment

Wireless tracking scanner for parcels Must be compliant with VA standards & TRM Approved

ITEM INFORMATION: Option Year 3

Equipment lease for mailroom mail processing. Postage meter machine, inbound, outbound, and proof of delivery services for both mailroom and warehouse.

Software lease for mailroom mail processing. Postage meter machine, inbound, outbound and proof of delivery services for both mailroom and warehouse. Intra Enterprise Software Subscription by SC Logic.

Servicing and maintenance of equipment

Wireless tracking scanner for parcels Must be compliant with VA standards & TRM Approved

ITEM INFORMATION: Option Year 4

Equipment lease for mailroom mail processing. Postage meter machine, inbound, outbound, and proof of delivery services for both mailroom and warehouse.

Software lease for mailroom mail processing. Postage meter machine, inbound, outbound and proof of delivery services for both mailroom and warehouse. Intra Enterprise Software Subscription by SC Logic.

Servicing and maintenance of equipment

Wireless tracking scanner for parcels Must be compliant with VA standards & TRM Approved

B.4 DELIVERY SCHEDULE

12.00

12.00

12.00

12.00

36C26225Q0464

Page 1 of Page 1 of Please refer to the enclosed PDF for full solicitation See attached document: RFQ Mailroom Equipment 36C26225Q0464 Due 2-24-25.

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