P09 - SOW Final - MACPAC MAIL.pdf

Statement of Work Mid-Atlantic Consolidated Patient Account Center

Department of Veterans Affairs

MACPAC

128 Bingham Road Suite 500 Asheville, NC 28806

Postage Machine, Mail Inserter, and Letter Opener

Background

The Department of Veterans Affairs, Mid-Atlantic Consolidated Patient Account Center contemplates and intends on awarding a lease contract for a Postage Machine, Mail Inserter, and Letter Opener. These machines will provide support to all inbound and outbound mail requirements. These special types of machines have been purchased and used in the past by Veteran Affairs (VA). This effort will replace the existing purchased system as a leased contract.

Objective

The requested mailing equipment is to be used to support the continued use of the mailroom functions located at MACPAC 128 Bingham Road Suite 500 Asheville, NC 28806. This will allow for fast, efficient and continuous use of everyday mailroom operations allowing for the Veterans Administration to recoup funds in a cost-efficient manner.

Scope of Work

The contractor shall provide the Department of Veterans Affairs, Mid-Atlantic Consolidated Patient Account Center all resources required to furnish, deliver, install, test, and provide maintenance for one (1) Postage Machine, one (1) Mail Inserter, and one (1) Letter Openers meeting the specifications and characteristics identified below; and provide staff training on these machines. The contractor will provide a point of contact for issues and or repairs. Repairs will be completed within two business days of notification to the contractor. The contractor needs to provide updates on all postage rates increases within 10 calendar days prior to rate change effective date. The contractor shall also dispose of existing equipment in accordance with VA policy.

General

The leased items shall include the below line items:

Production Mail Machine (Quadient IX-9 Brand Name Or Equal)

Dynamic Scale

Touch PC Conveyor Stacker

Up to 300 letters per minute

Envelope minimum 3.5" x 5"

Envelope Maximum 13" x 15"

Landscape or portrait orientation

220 letter per minute or better in batch mode based on running <1oz #10 envelopes

Automatically processing and sealing mixed mail envelopes (weight, size, thickness) including material with the flaps either open or closed up to ¾” inch thick or better.

15” inch High resolution monitor or larger with touchscreen input capability

Ability to support either gummed pressure sensitive postage tape rolls or self-adhesive peel and stick tapes rolls.

The Mail System provides USPS compliant Intelligent Mail Package Barcode (IMpb)bar codes through standard thermal label printer(s).

Mail Systems supports lowest prices offered and available to federal agencies for USPS. This includes but not limited to the GSA Schedule 48.

Proposed equipment and associated technology allow the Government to fund one USPS Trust postage metering account to cover all US Postal Service transactions processed by all equipment at this location Per Department of Treasury’s requirement for using depositaries to hold public money, Chapter 4100 Section 4130

IMpb compliant label printer

70lb Integrated weighing platform to accurately weight large, oversized packages

Power stacker for the machine

Letter opener (Quadient IM16 Brand Name Or Equal):

Processing up to 300 envelopes per minute

Height range: 5.5" to 13" width range: 3.5" to 10.2"

Maximum Thickness: 4mm

Noise Level: <63 dBA

Catch tray holds up to 80 #10 envelopes

Digital piece counter

Weight 15 lbs or less

Shall cut, open and extract mail letters or overnight packs

Openers shall have adjustable cutters and options for single or multiple envelope cuts

Mailroom requirements range from processing a few letters per minute/hour to several thousands of letters per hour.

Mail inserter (Quadient DS771Q Brand Name Or Equal):

Two Sheet Feeders capable of holding 325 sheets of paper and business reply envelopes

One Maxifeeder for BREs capable of holding 325 sheets of paper and business reply envelopes

Training

Meter rental

USPS Postal Rate changes

Process at least 10,500 pieces per month

Process up to 1,000 letters per hour

The ability to insert non-folded 8.5 x 11 sheets into 9 x12 or 10 x 13 flat envelopes

2 feeders that can be used as sheet or Insert feeder

Insert feeders can hold at least 200 #9 return envelopes

Standard Sheet feeders can hold at least 200

1 High capacity Sheet feeders that can hold up to 500 sheets each

Ability to link feeders so when one empties it will automatically start pulling from next feeder

Flat envelope feeder can hold 9 x 12 or 10 x 13 envelopes

Fold type C, Z, Half (V), Double Parallel, No Fold, / Flats o C-fold up to 8 Sheets

Half fold up to 10 sheets

Automatic Light Sensor Double Document Detection and Document Measurement on All Feeders

The ability to pre or post fold accumulation of material

Delivery/Installation/Training Location:

Mid-Atlantic Consolidated Patient Account Center (MACPAC)

128 Bingham Road Suite 500

Asheville, NC 28806

General Requirements

Competent, experienced, licensed or certified workers shall deliver and perform installation of the above machine and software.

Normal working hours will be used to complete this contract. Normal working hours shall be 8:00 AM to 4:30 PM, Monday through Friday only.

Execute work to interfere as little as possible with normal functioning of MACPAC, including operations of utility services, fire protection systems and any existing equipment, and with work being done by others.

Site and Building Access: Must be escorted in the building and all contractors must sign in with front desk personnel. Maintain free and unobstructed access to facility emergency services and for fire, police and other emergency response forces in accordance with NFPA 241.

Means of Egress: Do not block exiting for occupied buildings, including paths from exits to roads. Minimize disruptions and coordinate with the Contracting Officer Representative (COR).

All Buildings will be occupied during performance of work. Contractor shall take all measures and provide all material necessary for protecting existing equipment and property in affected areas against dust and debris, so that equipment and affected areas to be used in the MACPAC operations will not be hindered. Contractor shall clean up any dust/debris created because of their work at the end of each workday.

Coordinate alteration work in areas occupied by Department of Veterans Affairs so that MACPAC operations will continue during the installation period.

The contractor shall maintain neat and orderly work areas and shall clean area of debris and rubbish daily and dispose of waste materials offsite per MACPAC policies. The contractor shall provide a dumpster if it is determined to be necessary and shall work with the COR in advance for a spot-on site to establish the dumpster.

New work shall be installed and connected to existing work neatly, safely and professionally if applicable. Disturbed or damaged work shall be replaced or repaired to its prior conditions.

All items furnished shall be free from defects that would adversely affect the performance, maintainability and appearance of individual components and overall assembly.

Where the Government determines that the vendor has installed equipment not conveniently accessible for operation and maintenance, or if defects in the system appear within duration of lease, equipment shall be removed, and reinstalled or remedial action performed as directed at no additional cost to the Government.

Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.

A. Access to VA information and VA information systems.

The contractor shall provide all software, access keys or codes, or any external devices that may be required for the operation, calibration, or repair of the equipment purchased.