J075--Mail Machine Maintenance Sources Sought Notice

This is a Sources Sought notice only. This is not a request for quotes and no contract will be awarded from this announcement. The Government will not provide any reimbursement for responses submitted in response to this Source Sought notice. Respondents will not be notified of the results of the evaluation.

If a solicitation is issued it shall be announced at a later date, and all interested parties must responsed to that solicitation announcement separately. Responses to this notice are not a request to be added to a prospective bidders list or to receive a copy of the solicitation.

The purpose of this announcement is to perform market research to gain knowledge of potential qualified sources and their size classification. The Department of Veterans Affairs (VA), is seeking information and to identify any vendor capable of providing Annual Preventative Maintenance of Pitney Bowes Mailing Equipment at the Milwaukee Wisconsin Department of Veterans Affairs Regional Office.

This Sources Sought notice provides an opportunity for respondents to submit their capability and availability to provide the requirement described below. Vendors are encouraged to provide information relative to their capabilities to fulfill this requirement, in the form of a statement that addresses the specific requirement identified in this Sources Sought. Information received from this Sources Sought shall be utilized to facilitate the Contracting Officer s review of the market base, for acquisition planning, size determination, and procurement strategy.

Submission Instructions: Interested parties who consider themselves qualified or wish to provide information in response to this notice are invited to submit a response to this Sources Sought Notice / Request for Information by 11:30 AM EST, 15-July-2025. All responses under this Sources Sought Notice / Request for Information shall be emailed to Joshua.Gallien@va.gov with RFI #Mail Machine Maintenance (F36B330-26-0000001) in the subject line. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions.

Interested parties should complete the attached Worksheet. Parties may submit additional information related to their capabilities, provided it contains all the requirements contained in the Sources Sought Worksheet. Responses to this Sources Sought shall not exceed 8 pages. In addition, all submissions should be provided electronically in a Microsoft Word or Adobe PDF format.

Attachment 1

Sources Sought Worksheet

QUALIFICATION INFORMATION:

Company / Institute Name: _______________________________________________________

Address: ______________________________________________________________________

Phone Number: ________________________________________________________________

Point of Contact: _______________________________________________________________

E-mail Address: ________________________________________________________________

Unique Entity Identifier (UEI) #:Â ___________________________________________________

CAGE Code: __________________________________________________________________

SAM Registered: (Y / N)

Other available contract vehicles applicable to this sources sought (GSA/FSS/NASA SEWP/ETC): __________________________________________________________________

______________________________________________________________________________

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SOCIO-ECONOMIC STATUS:

SBA Verified SDVOSB: (Y / N)

SBA Verified VOSB: (Y / N)

8(a): (Y / N)

HUBZone: (Y / N)

Economically Disadvantaged Women-Owned Small Business: (Y / N)

Women-Owned Small Business: (Y / N)

Small Business: (Y / N)

NOTE: Respondent claiming SDVOSB and VOSB status shall be registered and verified in: https://dsbs.sba.gov/search/dsp_dsbs.cfm?CFID=4566&CFTOKEN=ab97b84e69c54e36-8499F018-B2BC-7203-D072223AADD0D8EE.

BASED ON THE RESPONSES TO THIS SOURCES SOUGHT / REQUEST FOR INFORMATION NOTICE / MARKET RESEARCH, THIS REQUIREMENT MAY BE SET-ASIDE FOR SDVOSB, VOSB, SMALL BUSINESSES OR PROCURED THROUGH FULL AND OPEN COMPETITION.

CAPABILITY STATEMENT:

Provide a brief capability and interest in providing the services to the identified equipment as listed in Attachment 2 with enough information to determine if your company can meet the requirement. The capabilities statement for this Sources Sought is not a Request for Quotation, Request for Proposal, or Invitation for Bid, nor does it restrict the Government to an ultimate acquisition approach, but rather the Government is requesting a short statement regarding the company s ability to provide the services to the outlined equipment. Any commercial brochures or currently existing marketing material may also be submitted with the capabilities statement. This synopsis is for information and planning purposes only and is not to be construed as a commitment by the Government. The Government will not pay for information solicited. Respondents will not be notified of the results of the evaluation.

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Attachment 2

Veterans Benefits Administration (VBA)

DRAFT Performance Work Statement (PWS)

VA Regional Office Milwaukee, Wisconsin (VARO)

A. INTRODUCTION

The Department of Veterans Affairs, Veterans Benefits Administration has a requirement to purchase a maintenance service contract for Annual Preventive Maintenance/Emergency and Other Unscheduled Repairs as needed for two (2) pieces of Pitney Bowes mailing equipment located at the Milwaukee VARO.

B. PLACE OF PERFORMANCE

VA Regional Office

5400 W. National Avenue

Milwaukee WI, 53214

C. PERIOD OF PERFORMANCE

The contractor shall furnish services in accordance with the PWS necessary to support existing Pitney Bowes mailing equipment, for a one (1) annual base year and four (4) annual option periods, to be exercised at the Contracting Officer s discretion.

D. CONTRACT TYPE

This is a Firm Fixed Price Services requirement to provide maintenance and repair services in accordance with this PWS.

E. WORK REQUIREMENTS

TECHNICAL REQUIREMENTS

The contractor shall provide annual preventive maintenance/emergency and other unscheduled repair services for four Pitney Bowes mailing equipment machines located at the VA Regional Office Milwaukee, mail room. The maintenance agreement shall include: On-site service calls for repairs, OEM replacement parts, labor, technical telephone support, training, replacement print head, loaner equipment, postage rates and software/firmware updates for the postage meter.

Item

Serial

Description

MPR1

0017420

CONNECT+ MONO PRINTER

One machine

MP49

0036800

70/150 LB SCALE

MSF3

0007672

CONNECT+ 3000 WOW FEEDER

MSPS

0008872

CONNECT+ POWER STACKER

DL08

1001709

DL400 LETTER OPENER

Calls for unscheduled maintenance made during regular operating hours shall be responded to the same day, unless mutually alternate time is agreed upon. If the call is made outside of normal operating hours, the contractor shall respond within 24 hours. Operating hours are Monday-Friday 8:00 am to 4:00 pm central time, excluding federal holidays.

For maintenance calls in which the remedy is outside of what is covered by the maintenance agreement, the contractor shall provide a written estimate stating at minimum, total cost of repairs, itemized cost of parts and labor and estimated time for repairs, to the Point of Contact (POC) or designee and the service request must be approved by the Contracting Officer in writing prior to the contractor providing service not covered in the maintenance agreement.