S02 RFQ 36C26026Q0295.pdf

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

463-26-3-407-0009

36C26026Q0295 02-12-2026

Phillip Folger (360) 816-2790 03-02-2026

16:00 PST

36C260 Network Contracting Office 20

ATTN: V4CONT

1601 E. Fourth Plain Blvd Bldg.17, Suite B428 Vancouver WA 98661

X

Y

532420

$40.0 million

NET 30 Days

N/A

X

36C463

Alaska Healthcare System and Regional Office.

1201 N Muldoon Rd Anchorage AK 99504

36C260

Network Contracting Office 20

ATTN: V4CONT

1601 E. Fourth Plain Blvd

Dept of Veterans Affairs

FMS-VA-2(101)

Financial Services Center

PO BOX 149971

Austin TX 78714-9971

See CONTINUATION Page

This is a solicitation for the following:

mail meter machine For the Alaska Healthcare System and Regional Office

See Section B.2, Price/Cost Schedule and Section D.1 Statement of Work for full requirements.

Period of Performance Base: 04-1-2026 to 03-31-2027 Option Year 1: 04-1-2027 to 03-31-2028 Option Year 2: 04-1-2028 to 03-31-2029 Option Year 3: 04-1-2029 to 03-31-2030 Option Year 4: 04-1-2030 to 03-31-2031

All questions must be received by 16:00PDT on 2/18/2026

RFQ responses to be provided NLT 16:00 PDT on 2/27/2026 Provide quotes via email to phillip.folger@va.gov.

Vendors, please include SAM UEI number and tax ID number.

See CONTINUATION Page

653-3660152-188-841100-2341 010044143

X X

X 1

Jennifer Robles

VA-VHA-RPOW-2023-0015

36C26026Q0295

Table of Contents

SECTION A

A.1 SF 1449 SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

B.3 DELIVERY SCHEDULE

SECTION C - CONTRACT CLAUSES

C.1 TASK/DELIVERY ORDER INTRODUCTORY LANGUAGE

C.2 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020)

C.3 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.4 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000)

C.5 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.6 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV

2018)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

D.1 STATEMENT OF WORK

SECTION E - SOLICITATION PROVISIONS

E.1 EVALUATION—COMMERCIAL ITEMS

E.2 BASIS OF SELECTION

E.3 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

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 36C260 Network Contracting Office 20

ATTN: V4CONT

1601 E. Fourth Plain Blvd

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

[X] 52.232-33, Payment by Electronic Funds Transfer—System For Award Management, or

[] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [X] Monthly in the 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.

http://www.acquisition.gov/far/index.html https://www.tungstenautomation.com/products/einvoice-network

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

AMENDMENT NO DATE

http://www.acquisition.gov/far/index.html https://www.tungstenautomation.com/products/einvoice-network

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT

UNIT

PRICE AMOUNT

5.00 EA _________ _________

Ship Cube

Contract Period: Base POP Begin: 03-01-2026 POP End: 02-28-2027

1.00 EA _________ ________

Mail Center 2000

Contract Period: Base POP Begin: 04-01-2026 POP End: 03-31-2027

1.00 EA _________ _________

FedRAMP Cloud Services and Analytics

Contract Period: Base

Inbound Tracking

Contract Period: Base

Multi-Carrier Shipping

Contract Period: Base

Contract Period: Option 1 POP Begin: 04-01-2027 POP End: 03-31-2028

1.00 EA ________ _________

Contract Period: Option 1

Contract Period: Option 1

Contract Period: Option 1

5.00 EA ________ _________

Multi-Carrier Shipping Contract Period: Option 1

Contract Period: Option 2 POP Begin: 04-01-2028 POP End: 03-31-2029

Contract Period: Option 2

Contract Period: Option 2

1.00 EA _________ ________

Contract Period: Option 2

Contract Period: Option 2

Contract Period: Option 3 POP Begin: 04-01-2029 POP End: 03-31-2030

Contract Period: Option 3

Contract Period: Option 3

Contract Period: Option 3

Contract Period: Option 3

POP Begin: 04-01-2029

5.00 EA _________ ________

Contract Period: Option 4 POP Begin: 04-01-2030 POP End: 03-31-2031

Contract Period: Option 4

Contract Period: Option 4

Contract Period: Option 4

Contract Period: Option 4

GRAND

TOTAL

B.3 DELIVERY SCHEDULE

ITEM

NUMBER SHIPPING INFORMATION QUANTITY

DELIVERY

DATE

0001-

SHIP TO: Department of Veterans Affairs Alaska Healthcare System and Regional Office Office1201 N Muldoon Rd Anchorage, AK 99504 6104

USA

ALL 03-31-2031

SECTION C - CONTRACT CLAUSES

C.1 TASK/DELIVERY ORDER INTRODUCTORY LANGUAGE

The terms and conditions of the Contractor's Indefinite Delivery Contract (IDC), including any contract modifications, apply to all task or delivery orders issued under the contract as a result of this RFQ. When a lower price has been established, or when the delivery terms, FOB terms, or ordering requirements have been modified by the task/delivery order, those modified terms will apply to all purchases made pursuant to it and take precedence over the contract. Any unique terms and conditions of an order issued under the contract that are not a part of the applicable IDC will govern. In the event of an inconsistency between the terms and conditions of a task/delivery order and the Contractor's IDC, other than those identified above, the terms of the IDC will take precedence.

C.2 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT

2020) The Contracting Officer reserves the right to designate an Administrative Contracting Officer (ACO) for the purpose of performing certain tasks/duties in the administration of the contract.

Such designation will be in writing through an ACO Letter of Delegation and will identify the responsibilities and limitations of the ACO. A copy of the ACO Letter of Delegation will be furnished to the Contractor.

(End of Clause)

C.3 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 5 Days.

(End of Clause)

C.4 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR

2000)

(a) The Government may extend the term of this contract by written notice to the Contractor within 5 Days; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 10 Days before the contract expires. The preliminary notice does not commit the Government to an extension.

(b) If the Government exercises this option, the extended contract shall be considered to include this option clause.

(c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed 6 months.

(End of Clause)

C.5 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es):

http://www.va.gov/oal/library/vaar/index.asp

FAR

Number

Title Date

52.204-13 SYSTEM FOR AWARD MANAGEMENT MAINTENANCE OCT 2018

852.203-70 COMMERCIAL ADVERTISING MAY 2018

852.212-71 GRAY MARKET AND COUNTERFEIT ITEMS FEB 2023

852.239-70 SECURITY REQUIREMENTS FOR INFORMATION

TECHNOLOGY RESOURCES

FEB 2023

C.6 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT

REQUESTS (NOV 2018)

(a) Definitions. As used in this clause—

(1) Contract financing payment has the meaning given in FAR 32.001.

(2) Designated agency office means the office designated by the purchase order, agreement, or contract to first receive and review invoices. This office can be contractually designated as the receiving entity. This office may be different from the office issuing the payment.

(3) Electronic form means an automated system transmitting information electronically according to the accepted electronic data transmission methods and formats identified in paragraph (c) of this clause. Facsimile, email, and scanned documents are not acceptable electronic forms for submission of payment requests.

(4) Invoice payment has the meaning given in FAR 32.001; and

(5) Payment request means any request for contract financing payment or invoice payment submitted by the contractor under this contract.

(b) Electronic payment requests. Except as provided in paragraph (e) of this clause, the contractor shall submit payment requests in electronic form. Purchases paid with a government-wide commercial purchase card are considered to be an electronic transaction for purposes of this rule, and therefore no additional electronic invoice submission is required.

(c) Data transmission. A contractor must ensure that the data transmission method and format are through one of the following:

(1) VA’s Electronic Invoice Presentment and Payment System at the current website address provided in the contract.

(2) Any system that conforms to the X12 electronic data interchange (EDI) formats established by the Accredited Standards Center (ASC) and chartered by the American National Standards Institute (ANSI).

(d) Invoice requirements. Invoices shall comply with FAR 32.905.

(e) Exceptions. If, based on one of the circumstances in this paragraph (e), the Contracting Officer directs that payment requests be made by mail, the Contractor shall submit payment requests by mail through the United States Postal Service to the designated agency office.

Submission of payment requests by mail may be required for—

(1) Awards made to foreign vendors for work performed outside the United States.

(2) Classified contracts or purchases when electronic submission and processing of payment requests could compromise the safeguarding of classified or privacy information.

(3) Contracts awarded by contracting officers in the conduct of emergency operations, such as responses to national emergencies.

(4) Solicitations or contracts in which the designated agency office is a VA entity other than the VA Financial Services Center in Austin, Texas; or

(5) Solicitations or contracts in which the VA designated agency office does not have electronic invoicing capability as described above.

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR

ATTACHMENTS

D.1 STATEMENT OF WORK

Alaska VA Healthcare System- 463

Performance Work Statement (PWS)

Scope:

The Alaska VA Healthcare System (AVAHS) and CBOCs intend 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. 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), Federal Express (FedEx), Dalsey, Hillblom and Lynn (DHL), etc.

Background:

The Alaska VA Healthcare System (AVAHS) and CBOCs mail facilities are responsible for processing all incoming and outgoing letters, parcels, and packages. In FY25, 45,000 pieces of outgoing mail items and 8,000 parcels were processed via postage machines. The facility is seeking a comprehensive method of managing and processing mail, inbound/outbound mail tracking, software, and maintenance.

Leased services shall include all mail processing equipment, web-based browser software, scalable cloud-based software solution for data hosting (with web-portal access), inbound/outbound mail tracking, 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, thirty (30) day quantity of operating supplies and removal of old equipment (where applicable).

Period of Performance:

The Period of Performance shall be for one 12-month base year and four option years.

Contract Type

This is a firm fixed price task order.

Places of Performance

Equipment and services provided under this PWS shall be performed at the following locations:

Alaska VA Healthcare System, 1201 N Muldoon Rd., Anchorage, AK 99504

Juneau CBOC Clinic, 709 W. 9th St., Room 150, Juneau, AK 99801-1807

Soldotna CBOC Clinic, 237 West Rockwell Avenue, Soldotna, AK 99669-7412

Fairbanks CBOC Clinic, 2555 Phillips Field Road, Fairbanks, AK 99703-3933

MatSu CBOC Clinic, 865 N. Seward Meridan Pkwy, Ste. 105, Wasilla, AK 99654-7241

Hours of Operation

Contractor shall respond to service calls during normal working hours (Monday through Friday 8:00 AM to 4:00 PM MST)

Recognized Holidays

The Contractor shall provide services during the facility hours of operation, except for the following federal holidays set by law (5 U.S.C. §6103), or as approved by the OCO. The following are recognized United States (US) federal holidays: New Year’s Day, Martin Luther King, Jr.’s Birthday, President’s Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving Day and Christmas Day.

Travel or Special Requirements

This PWS includes all travel to perform the tasks associated with in this contract which includes travel to and from the mail facilities for equipment delivery, implementation, training, maintenance support, services and transition activities through the period of performance. All travel costs are to be included in the firm-fixed price line items. These costs will not be directly reimbursed by the Government.

Mail System Requirements:

Ship Cube 5 Mail Center 2000 with Power Stacker and 70lb Scale

Cloud Services and Analytics 1 Multi-Carrier Shipping

- Two (2) Workstations

Inbound Tracking Software

- Two Tracking Assistants

- One (1) Five Bay Charging Station

Mail System Requirements

The Alaska VA Healthcare System and CBOC 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/throughput demands of the individual facility or facilities as defined in the requirements.

The digital mail metering system provided for use at AVAHS must process at least 110 letters per minute (LPM), handle mail up to 5/8-inch thick, with a 35lb. 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.

The Federal Chief Information Officer (CIO) has confirmed that for Software-as-a-Service (SaaS), the Contractor shall comply with the Federal Information Security Management Act (FISMA) prior to a Task Order Award. The Contractor shall comply with the Federal Risk and Authorization Management Program (FedRAMP) requirements as mandated by Federal laws and policies, including making available any documentation, physical access, and logical access needed to support this requirement. The Contractor shall, where applicable, assist with the Department of Veterans Affairs Authority to Operate (VA ATO) process to help achieve agency authorization of the cloud service or migrated application. The Contractor shall be FedRAMP certified to be eligible for Task Order award.

Postage Meter and System Requirements

Mail facility requires an associated USPS certified postal funds meter capability for assigned 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 permits 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 contractor’s 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 – shall be able to be used to receive and 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.

Printers

Printers –shall provide options for various mailroom requirements to meet mail addressing, barcoding and postage printing. Each mailroom shall specify their pages/minute, size, thickness, resolution, and type of media such as extra-thick card stock, polyester, magnetic media, transparency films pages should conform with industry standards.

Scales

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 0-70 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 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 thirty business day stock of supplies sufficient for the installed Mailing System. The 30-day stock of supplies shall include ink, meter tape, sealing solution and any other system specific supplies sufficient for 30 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.

SECTION E - SOLICITATION PROVISIONS

E.1 EVALUATION—COMMERCIAL ITEMS

Evaluation Factors

1. The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government. The following factors shall be used to evaluate offers:

This evaluation will be based on price.

2. Options. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s).

3. A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer's specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.

(End of Provision)

E.2 BASIS OF SELECTION

1. Contract Type: The contract will be firm fixed price. It will be competed and awarded under Revolutionary FAR Overhaul (RFO)16.202 Firm-fixed-price contracts. The Government intends to select one contractor for the subject solicitation.

2. Responsive and Responsible: This is a Low-Price solicitation where a single Offeror will be selected who is deemed responsive and responsible in accordance with the Federal Acquisition Regulation (FAR) 9.104-1, whose offer conforms to the RFQ requirements and who has a satisfactory or unknown/neutral risk on past performance.

3. SAM Registration: Offeror must be registered in the System for Award Management (SAM).

No contract will be entered into with an unregistered contractor. Internet access allows you to register by completing an electronic on-line registration application at https://www.sam.gov/portal/public/SAM/ On-line Representations and Certifications (ORCA) may also be filled out at this website.

https://www.sam.gov/portal/public/SAM/

4. Questions: Questions to this RFQ shall be submitted via electronic mail to the Contract Specialist Phillip Folger (phillip.folger@va.gov). Questions shall be accepted until 16:00 Pacific standard time 02/18/2026. The Government is not obligated to respond to any questions received after that date and time. All questions received within the designated timeframe that the Government considers relevant will be answered. Responses to questions will be provided as amendment to the RFQ that will be made available to all potential Offerors. Telephonic inquiries will not be responded to.

5. Quote Preparation Instructions:

5.1. Specific Instructions: Submit signed and dated offers to Contract Specialist Phillip Folger (phillip.folger@va.gov). All Quotes shall be legible and prepared in the following general format to be properly evaluated. Offers shall be complete, self-sufficient, and respond directly to the requirements of this solicitation.

5.1.1. Format.

** ALL OFFERORS ARE REQUIRED TO SUBMIT PARTS 1 THROUGH 3 IN ORDER TO

COMPLY WITH THE SOLICTITATION INSTRUCTIONS. IF YOU DON’T COMPLY WITH

THESE INSTRUCTIONS, YOU MAY NOT BE FURTHER EVALUATED FOR AWARD.

Part I: Executed Request for Quote

Part II: Price Proposal

Part III: Responsibility

5.1.2. Part I - Executed Request for Quote: requires the offeror to complete blocks 17a (block 17a must include a SAM Unique Entity ID), 17b, 30a, 30b, and 30c, on the SF 1449 as applicable. Complete acknowledgement of amendments issued.

5.1.3. Part II - Price: Insert proposed unit and extended prices in Contract Line Item Numbers (CLIN). All prices shall be represented in two decimal positions only. Example:

$0.27, not $0.27458.

5.1.4. Part III – Responsibility: Requires the offeror to provide information verifying that it has the capability of meeting the requirements of the solicitation. Please provide copies of the following:

5.1.4.1. Descriptive literature such as illustrations, drawings, or other descriptive information to enable the Contracting Officer to evaluate products against the salient characteristics.

Evaluations shall be based on information furnished by the offeror or identified in the offer and reasonably available to the Contracting Officer. The Contracting Officer is not responsible for locating or obtaining any information not identified in the offer.

5.1.4.2. Verification of authorization by the manufacturer to provide services to the end item.

Past performance will be evaluated using the Contractor Performance Assessment Reporting System (CPARS), as well as the past performance references. If an Offeror does not have past performance available in CPARS, the past performance references will be used exclusively.

Government databases and previous Project Owners/CORs may be contacted as references.

The Government may research offeror performance on any federal, state, local, and commercial contracts of the offeror that is known to the Government but not included on a submitted reference. Additionally, the personal experience and evaluator knowledge of offeror performance may be utilized.

6. Basis For Award: An award will be made to a single offeror. Any award to be made will be based on the lowest price offer that meets responsibility requirements with a satisfactory record of past performance. If an offeror has no record of relevant past performance record or if information is not available, they will not be rated favorably or unfavorably. No offer will be accepted that does not contain the total amount of work specified in this solicitation.

7. Price Criteria:

7.1. Price. Price will be evaluated using Price Analysis Techniques and the following criteria:

7.2. Total Price: The total evaluated price will be the sum of all Contract Line-Item Numbers (CLINs).

7.3. Balance of Offer: The offer is balanced if the price is properly distributed throughout the life of the contract by base and option years.

7.4. Reasonableness. A price is reasonable if, in its nature or amount, it does not exceed what would be incurred by an ordinarily prudent person in the conduct of normal competitive business.

8. Responsibility Criteria:

The ratings focus on the acceptability of the offeror’s offer and will be assessed at the factor level. Responsibility shall be evaluated using the following rating method:

8.1. Acceptable: Meets all specified minimum performance or

capability requirements necessary for satisfactory contract performance.

8.2. Not Acceptable: Fails to meet all or some specified performance or capability requirements. Clearly state why the offeror does not meet any specified performance or capability requirement.

9. Past Performance Ratings:

9.1. Past Performance: The Government will review available past performance data in the Government’s Contractor Performance Assessment Reporting System (CPARS). However, the Government reserves the right to obtain past performance information from any available source and may contact sources other than those identified by the offeror when evaluating past performance. The Government will rate the offeror in relation to risk. A contract award will not be made to any offeror who receives an Unsatisfactory past performance rating. The Past Performance Factor will be assigned one of the ratings defined below:

9.1.1. Acceptable - Little doubt exists that the offeror will successfully perform the required effort based on its performance record.

9.1.2. Not Acceptable – Significant doubt exists that the offeror will successfully perform the required effort based on its performance record.

E.3 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY

REFERENCE (FEB 1998)

This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at this/these address(es):

(End of Provision)

FAR

Number

Title Date

52.204-7 SYSTEM FOR AWARD MANAGEMENT NOV 2024

852.239-71 INFORMATION SYSTEM SECURITY PLAN AND

ACCREDITATION

FEB 2023

852.239-75 INFORMATION AND COMMUNICATION TECHNOLOGY

ACCESSIBILITY NOTICE

FEB 2023

B.3 DELIVERY SCHEDULE