P09 - Statement of Work - Mailroom.docx

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

D.1 – STATEMENT OF WORK

CONTRACT TITLE: Reproduction Automation Printer and Mail Equipment Lease

PLACE OF PERFORMANCES: VA San Diego Healthcare System, 3350 La Jolla Village Dr.

San Diego, CA 92161

PERIOD OF PERFORMANCE:

Base: 04/01/2026-03/31/2027 Option Year One: 04/01/2027-03/31/2028 Option Year Two: 04/01/2028-03/31/2029 Option Year Three: 04/01/2029-03/31/2030 Option Year Four: 04/01/2030-03/31/2031

OBJECTIVES: The VA San Diego Healthcare System’s (VASDHS) Mail Operations are tasked with supporting the mail and reproduction operational needs of the entire Health Care System.

Contract terms and conditions within the guidelines of the Federal Acquisition Regulations (FAR) shall enter into a contract for mail and reproduction automation services, hardware, software, maintenance, and support as required during the contract period.

This will be a firm-fixed-priced delivery order for one (1) twelve-month base in which devices will be installed and four (4) twelve-month option periods for the maintenance/supplies.

BACKGROUND: The VASDHS is seeking a hardware and software solution to improve mailing and reproduction operations, streamline and improve outgoing mail, letters, and communications to patient veterans. The reduction of returned mail and patient communications originating from the VA San Diego Healthcare System.

GENERAL REQUIREMENTS: The contractor shall perform all services on the leased, mail hardware and software such as installation, de-installation, maintenance, repair and/or replacement, relocations, training and responding and resolving incidents, service requests and changes transportation, service delivery management system(s), equipment, parts, and all required supplies necessary for operation of the mail hardware. All Hardware and software presented to VASDHS does not have to meet FedRAMP and Technical Reference Model (TRM); this facility only processes outgoing mail. All hardware and software will include 5 years of maintenance, software, support, and any outside costs to operate and utilize all mail hardware and software.

CONTRACTOR REQUIREMENTS: The contractor guarantees that all delivered production equipment, mailing equipment, onsite installation, onsite maintenance, Professional IT services, and associated services covered by this contract shall be free from defects in workmanship and material under normal use and maintenance conditions, for a minimum of 5 years. In the event any installed equipment is found in the judgment of the Contracting Officer Representative (COR) to be defective, failing to maintain the volume and quality identified for that piece of equipment, the equipment shall be repaired or replaced at no additional cost to the Government with equipment of equal capability. This guarantee does not extend to any items that have been subject to Government misuse, neglect, or accident, nor does it extend to any items that have been repaired, altered or replaced by other than an authorized dealer identified by the contractor.

CONTRACTOR MAINTENANCE PERSONNEL: All contractor personnel who are production personnel shall possess the skills, knowledge, and ability to perform the services required by this contract and must be OEM Factory trained and employed by the awarded contractor or subcontractor and shall be able to understand speak, read and write the English language fluently. All personnel employed by the contractor in the performance of this contract, or any representative of the contractor entering VA Medical Center VA installations, shall abide by all the regulations of the installation which may be in effect during the contract period. VA Medical Center has the right to restrict access to VA Medical Center VA installations under the contract of any contractor employee, or prospective contractor employee, who is identified as a potential threat to the health, safety, security, general well-being or operational mission of the installation and its population. The contractor’s employees shall adhere to clean professional uniforms/attire. This includes shirts with sleeves, shoes and long pants. Tank tops, tee shirts, worn outerwear and sandals are prohibited. The contractor shall perform work requirements in a manner to protect building occupants from any harm or injury. Work shall be scheduled to afford this protection.

TECHNICAL/MAINTENANCE SUPPORT

RESPONSE TO SERVICE CALLS: The contractor will respond to service calls during normal working hours, Monday through Friday. Excluding holidays observed by the Federal Government. The vendor must respond to verbal service calls within 30 minutes after notification of malfunction of production equipment. Service calls for production machines identified as shall be responded to within an average of 2 working hours. Service calls for mailing equipment shall be responded to within 24 hours. The response time on a service call starts when the authorized personnel of a VA Medical Center VA agency/activity place a service call to the vendor. The service technician will report to the agency/activity requesting service and notify them of his/her arrival and verify the problem for which the service call was made. After the call is completed, the service technician will contact the service requester, key operator, or any VA Medical Center VA representative with the office, whether service is completed satisfactory.

The contractor must provide a toll-free telephone number for service calls which must be answered during at least eight working hours, between 7:30 am and 4:00 pm, Monday thru Friday, and manned in such a way that the caller will not be on hold for more than three minutes in the process of reporting a service requirement. The contractor shall also provide for placing service call through the contractor’s website and provide for ordering supplies over the internet.

The vendor must have sufficient management and qualified dedicated technicians to service the entire solution, including all hardware, software, and support. The vendor must have a crew of qualified and trained service and delivery personnel in sufficient numbers to service and support the requirements under contract within the specified response times.

The contractor shall provide training for key operators at the time of installation. When notified, the contractor shall supply additional key operator training on an 'as needed- basis due to personnel turnover or one (1) time per year for refresher. The contractor shall furnish an operator's manual for all hardware and software supplied and will make such manuals available via electronic media or web-based access.

CONSUMABLE SUPPLIES: All consumable supplies are to be furnished by the contractor, including toner, and staples (for production equipped with automatic stapling capability) Excludes, paper, transparencies.

MAINTENANCE REPORTS: The contractor shall complete a maintenance report upon the completion of each maintenance service/repair call. Report shall include time of arrival on-site, date and time of service completed; and a description of service(s) rendered. A copy of the reports shall be forwarded if requested to the COR within 5 working days.

SALIENT CHARACTORISTICS, PRODUCTS, AND TECHNICAL REQUIREMENTS

COLOR PRODUCTION PRINT DEVICE:

· One Color Production Digital Printer engine or equivalent

· Minimum Speed of 95 ppm full color& black/white

· Registration accuracy of .5 mm or better

· Published Recommended Monthly Volume of up to 240,000 images, Published Duty cycle of no less than 800,000 images/month

· Inline sensors for calibration and continuous automatic Toner Density monitoring and adjustment, inline sensors for precise registration

· 2400 × 4800 dpi laser resolution with VCSEL Technology

· Minimum Paper Capacity of 6,900 sheets from 4 sources, including at least two vacuum-feed air assist drawers for sizes up to 13”x19.2”, weights up to 470 gsm.

· 500 Sheet Multi-Bypass Tray supporting up to 13”x49.6” & 216 gsm stocks.

· Media capability of 470 gsm duplex at full rated system speed

· Paper size capability of 3.9” x 5.5” to 13 x 38” with Auto Duplex

· 21” Smart Operation Panel with Remote Capabilities

· Post-Process Inserter (Inteposer) with at least two trays, to include double-feed detection.

· Inline Puncher with replaceable dies, paper sizes up to 12”x18” with double punch capability. To include Comb Bind & C4 Coil Bind dies.

· Booklet/Staple/Stack Finisher supporting up to 100 sheet stapling with 4 staple options (top, bottom, 2 staples, & top slant). Booklet Making of up to 30 sheets, Stacking of up to 3,500 sheets. 2- and 3-hole punching.

· EFI Fiery Controller, with at least FS500 Pro, 8GB RAM, 1TB Hard Drive, EFI Graphic Arts Premium Edition, Fiery Impose, external Spectrophotometer for calibration, media profiling & spot color matching. Backup & Cloning services.

· Customer-replaceable Service Units (Fuser, Rollers, Cleaning Units, etc.)

· Surge & Noise Power Protection units for Printer & Controller.

· Energy Star rated and epeat silver or better rating

· Certified Manufacturer Operator Training

Must have monthly maintenance plan to include a minimum of 30,000 Black Images & 175,000 Color Images per month as a Flat Rate. Plans must include all parts, labor, toner and staples (not including specialty toners or punch dies).

Vendor must have multiple local technicians certified to service proposed Production System, service response time of 2-4 hours during normal business hours

MONOCHROME PRODUCTION PRINT DEVICE

· One Monochrome Production Digital Printer engine or equivalent

· Minimum Speed of 136 ppm black/white

· Registration accuracy of .5 mm or better

· 220 Sheet Auto Document Feeder with Double Feed Detection.

· Published Recommended Monthly Volume of up to 1,000,000 images, Published Duty cycle of no less than 4,000,000 images/month

· 2400 × 4800 dpi laser resolution with VCSEL Technology

· Minimum Paper Capacity of 7,700 sheets from 5 sources, including at least two vacuum-feed air assist drawers for sizes up to 13”x19.2”, weights up to 350 gsm.

· 500 Sheet Multi-Bypass Tray supporting up to 13”x49.6” & 216 gsm stocks.

· Media capability of 350 gsm duplex at full rated system speed

· Paper size capability of 3.9” x 5.5” to 13 x 19.2” with Auto Duplex

· 17” Smart Operation Panel with Remote Capabilities. Operator Attention Light.

· Post-Process Inserter (Inteposer) with at least two trays, to include double-feed detection.

· Inline Puncher with replaceable dies, paper sizes up to 12”x18” with double punch capability. To include Comb Bind & C4 Coil Bind dies.

· Booklet/Staple/Stack Finisher supporting up to 100 sheet stapling with 4 staple options (top, bottom, 2 staples, & top-slant). Booklet Making of up to 30 sheets, Stacking of up to 3,500 sheets. 2 and 3 hole punching.

· EFI Fiery Controller, with at least FS600 Pro, 8GB RAM, 540/256GB SSD Drive, and EFI Fiery Image Viewer. Backup & Cloning services.

· Customer-replaceable Service Units (Fuser, Rollers, Cleaning Units, etc.)

· Surge & Noise Power Protection unit for Printer & Fiery Controller.

· Energy Star rated and epeat silver or better rating

· Must have monthly maintenance plan to include a minimum 175,000 Black Images per month as a Flat Rate. Plans must include all parts, labor, toner and staples (not including specialty toners or punch dies).

· Vendor must have multiple local technicians certified to service proposed Production System, service response time of 2-4 hours during normal business hours

7.3 INTELLIGENT INSERTER

· One Inserter w/ 3 Station Tower, Accumulate & Divert, Conveyor, Furniture

· Tower Folder CIS Face Down Bottom Position

· Tower Folder - 2D Datamatrix License

· AIMS500 Closed Loop Mail Piece Verification Only, Workstation w/ Monitor, Keyboard, Mouse

· AIMS Search Function

· AIMS Computer Cabinet

· Delivery, Installation, Implementation & Training (up to 7 days)

· Five years of service, support On-site

7.4 MAIL METERING & SHIPPING SYSTEM

· One Mailing System w/ USPS® based IMI meter

· Power Conveyor Stacker, PPFDR, 10lb WP; All-in-One PC, MTN KIT, 70lb MTWP

· Dynamic Scale with weighing speed - Up to 160 lpm / 180 postcards

· 5.7" control panel Color touch screen

· Envelope thickness Up to 0.8”

· Delivery, Installation, Implementation & Training (up to 7 days)

· Five years of service, support On-site

ADDITIONAL SOFTWARE REQUIREMENTS

· Mail order software must be able to interface shipping with ScriptPro, combining UPS, USPS, and FedEx, as well as other mail systems in order to deliver the most cost-effective carrier. Adherence to HIPAA privacy laws, VA Directive 6340, VA Handbook 6340, FedRAMP authorization is NOT required. This shall only apply to outgoing mail as VASDHCS does not utilize the solution for incoming mail. The VA’s objective is to create a process improvement that leverages the full capabilities of the ScriptPro pharmacy automation with outgoing mail order software.

· The outgoing Mail order software should be capable of the following improvement:

· Single-scan process.

· Retrieval of current shipping addresses in real time without manual entry by users.

· Automatic selection of desired mailing class and services and best price defaulting.

· Posting back USPS, UPS, FedEx and other mail system tracking numbers for each packaged prescription to VistA.

· Ability for VistA users to access postal tracking numbers for packages mailed locally from pharmacies.

· Better delivery of most cost-effective USPS shipping rates tracking in delivery process.

· ScriptPro utilizes HL7 messaging with XML listeners so that a common database is not required, that information is pulled in real time as needed. To ensure patient confidentiality, no protected health information is transmitted between systems. The ScriptPro batch ID number is used, because it is an internal reference number that is meaningless to any system other than ScriptPro.

NORMAL WORKING HOURS: Normal hours of operation are Monday through Friday from 7:30 am to 4:00 pm Pacific time. All work is expected to be performed generally during normal hours of coverage unless requested or approved by the COR or his/her designer.

Before commencement of work, the Contractor shall confer with the VA COR and Contracting Office to agree on a sequence of procedures; means of access to premises and building. All work done, to include delivery of materials and equipment, shall be done with minimal interference to Government operations and personnel.

Work performed outside the normal hours of coverage must be approved by the COR or his/her designee.

OVERTIME AND NATIONAL HOLIDAYS: Any overtime or holiday pay that may be entitled to the Contractor’s employees shall be the sole responsibility of the Contractor and shall not be billed, nor reimbursed by the Government. The Contractor is not required to provide service on the following U.S. Government holidays, nor shall the Contractor be paid for these days:

INVOICES and PAYMENTS: Contractor shall submit monthly invoices in the arrears electronically via the Tungsten-Network System at the end of each month, for payment of the storage containers in that billing period. Contractor shall submit original invoice electronically to:

Department of Veterans Affairs Financial Services Center http://www.tungsten-network.com (Toll-free telephone number: (877) 489-6135)

Payment shall be made monthly in the arrears upon receipt of properly prepared invoice.

The invoice MUST be itemized to include the following information. Any information listed below that is not provided on an invoice will be incomplete and the invoice will be returned for immediate correction.

· Dates of service.

· Description of services.

· Invoice number, date.

· Contract number.

· Obligation number

Failure to comply with the above shall delay payment to the Contractor.