PWS_Inbound Tracking System.docx
DOCX document 27 KB Posted
- Attached to
- R604--Mail Tracking Service
- Solicitation number
- 36C25927Q0017
About this file
This is a Performance Work Statement (PWS) for an Inbound Tracking System to support mail tracking services at the Department of Veterans Affairs Eastern Colorado Health Care System in Aurora, Colorado. The solicitation (36C25927Q0017) is issued by the Veterans Health Administration Veterans Integrated Service Network 19 and requires delivery of a comprehensive mail tracking solution with a submission deadline of October 28, 2026, at 2:00 PM MST.
The PWS outlines requirements for establishing and maintaining a tracking system capable of monitoring inbound mail and packages throughout the VA facility's mail handling operations. The system must provide real-time visibility of mail items from receipt through distribution to end users, with capabilities for barcode scanning, automated logging, and status reporting. Key performance objectives include minimizing mail processing delays, improving mail accountability and security, and providing reports on mail volume and delivery metrics. The contractor must ensure system integration with existing VA infrastructure, provide user training and technical support, and maintain system uptime and data security standards consistent with federal requirements. Additional details regarding pricing terms, specific performance metrics, staffing requirements, and contract duration should be contained within the complete PWS document.
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Other files
| File | Type | Posted |
|---|---|---|
| 36C25927Q0017 0001.docx | DOCX document | |
| Wage Determination 2015-5419.pdf | ||
| 36C25927Q0017.docx | DOCX document |
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Text version
VHAECH (554) PACKAGE TRACKING SYSTEM
PWS
06/22/2025
PERFORMANCE WORK STATEMENT (PWS)
Web-Based Tracking System for Accountable Mail, Packages, and Internal Deliveries
1.0 INTRODUCTION
The Department of Veterans Affairs (VA), Veterans Health Administration (VHA), VISN 19, requires a Web-Based Tracking System (WTS) to support the receipt, tracking, management, reporting, and accountability of accountable mail, packages, and internal deliveries. The Contractor shall provide a complete solution that supports these operations across all current and future VA facilities within VISN 19 for the duration of the contract.
2.0 BACKGROUND
VISN 19 seeks to enhance tracking and accountability for all packages and mail deliveries by implementing a comprehensive, secure, web-based package tracking solution.
3.0 OBJECTIVE
Provide a comprehensive package tracking system that enables VA personnel to accurately and efficiently track, manage, and report on the movement and delivery of packages, accountable mail, and other tracked items throughout VISN 19 facilities.
4.0 SCOPE OF WORK
The Contractor shall provide all necessary resources, including labor, materials, equipment, software, licenses, maintenance, technical support, upgrades, updates, training, and related services required to implement, operate, maintain, and support the package tracking system. The solution must be scalable, secure, and support real-time operations.
5.0 PERFORMANCE REQUIREMENTS
The Contractor shall deliver a solution that meets the following performance objectives:
| Performance Objective |
| Performance Standard / Metric |
| Method of Surveillance |
| 5.1 System Availability |
| ≥99% uptime (excluding scheduled maintenance) |
| Automated Monitoring Reports |
| 5.2 Package Tracking Accuracy |
| 98% package scan and tracking accuracy rate |
| Random Sampling / Audit |
| 5.3 System Response Time |
| <3 seconds for all user-initiated actions during peak hours |
| System Logs / Testing |
| 5.4 Data Security & Privacy |
| Compliance with VA security/privacy policies; no data breaches or unauthorized access |
| Security Scan / Audit |
| 5.5 User Training |
| 100% of designated VA staff trained within 30 days of deployment or upon employee onboarding |
| Training Records |
| 5.6 Support Request Resolution |
| 95% of service/support requests resolved within SLA timelines as defined in contract |
| Ticketing System Review |
| 5.7 Technology Refresh |
| System components are current, supported, and not EOL/EOS; obsolete equipment replaced within 30 days of notification |
| Inventory Review / OEM Notices |
| 5.8 Reporting Functionality |
| Reports generated as specified by VA within required timeframes |
| Report Review |
6.0 REQUIRED SERVICES / TASKS
6.1 Deliver a fully functional, web-based package tracking system including, at minimum:
· Package/mail tracking software solution
· Barcode printers and peripherals
· Electronic signature capture functionality
· User administration and role-based access controls
· Customizable reporting and audit trail functions
6.2 Provide all required software licenses and subscription services.
6.3 Install, configure, test, and implement the system at designated VA sites.
6.4 Provide ongoing system maintenance, support, and help desk services.
6.5 Supply hardware replacement and technology refresh as needed to maintain operational capability.
6.6 Apply all software updates, patches, and upgrades as released by the software publisher.
6.7 Train VA personnel in effective use of all system components.
7.0 DELIVERABLES
| Deliverable |
| Due Date |
| Acceptance Criteria |
| Project Work Plan |
| Within 14 days of contract award |
| VA approval |
| Deployment of Tracking System |
| Per order |
| Functional test and user acceptance |
| User Training Sessions |
| Per schedule / onboarding |
| 95%+ trainee satisfaction feedback |
| Operational System (All Sites) |
| Per order |
| Meets functional requirements |
| Monthly Performance and Issue Reports |
| Monthly, by 5th business day |
| Complete and accurate |
| Technology Refresh / Obsolescence Remediation |
| Within 30 days of notification |
| System maintained in compliant state |
| Final Project Report |
| Upon completion/termination |
| All contractual requirements met |
8.0 PERIOD OF PERFORMANCE
Reference contract award document.
9.0 PLACE OF PERFORMANCE
Primary site:
Rocky Mountain Regional VA Medical Center, 1700 North Wheeling Street, Aurora, CO 80045 Additional VISN 19 locations may be added by order during the period of performance.
10.0 GOVERNMENT FURNISHED PROPERTY AND SERVICES
As specified in individual orders, the government may provide workspace, utilities, and network access.
11.0 SECURITY AND PRIVACY REQUIREMENTS
The contractor shall comply with all current VA information security and privacy requirements, including safeguarding all sensitive data and timely reporting of any incidents.
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