Mail Meter System Lease for Louisville VA Medical Center

The Department of Veterans Affairs Veterans Health Administration (VA) is seeking a digital mail metering system lease for the Robley Rex VA Medical Center in Louisville, Kentucky. The solicitation requires a comprehensive mail management solution capable of processing at least 140 letters per minute, handling mail up to 3/4-inch thick, and featuring a 35lb dynamic weight scale with a USPS-certified postal funds meter. Vendors must provide a system supporting multi-carrier shipping, electronic return receipts, rate shopping, web-based software, and FedRamp approval. Quotes must be submitted electronically to scott.dickey@va.gov by April 23, 2025, at 11:00 AM CST, with all questions required to be emailed by April 21, 2025, at 11:00 AM CST. The contract will be awarded on a firm fixed-price basis with monthly invoicing, and all offerors must be registered in the System for Award Management (SAM) and complete required representations and certifications.

The solicitation does not have a specific small business set-aside, and the contract is classified under NAICS Code 333310 with a small business size standard of 1,000 employees. The procurement covers a three-year period, including a base year from May 1, 2025, to April 30, 2026, with two optional one-year extension periods. The estimated annual processing volume is 435,790 parcels/pieces, and the contract will be performed at the Louisville, KY 40206 location. While no incumbent contractor is explicitly mentioned, the solicitation includes multiple line items for equipment and services such as a Large Mail Room Meter, Scalable Cloud Based Data Hosting, Virtual Mail Metering Software, Web-Based Mail Software, Letter Folder, Letter Inserter, Laser Printer, and Thermal Printer. The contract will be awarded through electronic payment via the VA Financial Services Center, with each item having a 12-month duration and specific references to the Performance Work Statement (PWS).