Attachment 1 - Statement of Work - 442 Mail Meter Lease.docx

Statement of Work Cheyenne VAMC Mail Equipment

Scope

The scope of this requirement is to scope to lease a digital mailing system equipment, software and services required to meter mail, provides best cost shipping options, allows for accurate reporting, accountability of volume and expenditures and traceability of mail and parcels for Cheyenne VA Health Care System (CVAHCS). 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 partners rules and regulations of those as United Parcel Service (UPS).

Leased services shall include all mail processing equipment, web-based browser software, scalable cloud-based software solution for data hosting (with web-portal access), mail facility processing accessories, handheld scanners all supported by maintenance and support services to keep all systems fully operational. Lease services additionally includes delivery, set-up, configuration, user training, complete functionality testing, sixty (60) day quantity of operating supplies and removal of old equipment (where applicable).

Period of Performance The Period of Performance shall be for a base year with four (4), one-year options.

PlaceS of Performance Equipment and services provided under this SOW shall be performed at the following locations:

Cheyenne VA Health Care System, 2360 East Pershing BLVD. 82001

Hours of Operation Contractor shall respond to service calls during normal working hours (Monday through Friday 7:30 AM to 4:00 PM MST) excluding holidays observed by the Federal Government.

Equipment

Large Mail Room Meter Lease/Solution (VAMC Cheyenne)

2 EA

Scalable Cloud Based Data Hosting (FedRAMP) (VAMC Cheyenne)

2 EA

Web-Based Mail Shipping and Tracking (VAMC Cheyenne)

2 EA

3 Station Expert: 3 Auto Letter Folder

1 EA

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 and industry the ability to estimate requirements and proposed configurations.

N/A

· 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)

VAMC Cheyenne

4 *

· 100-300 parcels/day

1 +

· 200+ parcels/day

Mail System Requirements CVAHCS requires a cost effective leased, digital metered mail system, 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/throughout demands of the individual facility or facilities as defined in the requirements. Mail system must be FedRAMP approved by VA.

The digital mail metering system provided for use at CVAHCS must process at least 110 letters per minute (LPM), handle mail up to 5/8-inch thick, with a 35 lbs. dynamic weight scale which measures mail and determines, sets, and prints the appropriate postage (175 LPM w/o dynamic weight scale in use). The meter must have a scanner and labeler for certified mail.

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.

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

· Stand-alone meter with federal funding capability.

· 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).

Mailing and Shipping Software Requirements Software shall be delivered and maintained at the contractors most current version. Software and application(s) shall support 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.

Mail System Accessory Requirements

Handheld Scanners

· Handheld scanners and parcel tracking software shall process all types of mail with barcoded technology that allows traceability of items which are sent and received at mailroom or facility.

· Scanners shall be downloadable to a receipt/delivery program which can be standalone or integrated technology that allows storage of information, printability, and allows for ease of data downloads and research.

· Receiving program should have editable fields that can be created for ease of sorting by the following methods: Tracking number, Facility/VA Purchase Order Number, Item number, Address (Sender/Receiver), date, or other identifying methods as required by the facility.

· Tracking features shall include:

· Counter Signature Pad

· Low to Mid Volume 4 in. Label Printer

· Cordless Scanner

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

· Basic Operator Training – up to 6 Hrs. (4 Operators)

· PC w/ Flat Panel Monitor

Digital Scale

· Digital scales shall provide the ability to electronically weigh postal and parcel items for shipping.

· Scales shall be USB capable for downloading weight to a computer or other connected devices.

· Facility processing requires scales able to handle weight ranges from 1-35 lbs.

Maintenance Support Requirements The contractor shall perform all mail system maintenance (both preventive and reparative). This maintenance includes 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 working hours after the request for the service call during the hours of 8:00 a.m. to 4:00 p.m. MST Monday through Friday (excluding Federal holidays).

The contractor shall regularly and systematically examine, clean, lubricate, test, adjust the equipment, and as conditions warrant, repair or replace equipment included under the contract. 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.

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.

Material and Supply Requirements The contractor shall provide, at time of delivery, an initial sixty business day stock of supplies sufficient for the installed Mailing System. The 60-day stock of supplies shall include ink, meter tape, sealing solution and any other system specific supplies sufficient for 60 business days of average use for the Mailing System installed.

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.