Mail Pre-sort Services

Added: Aug 03, 2015 2:34 pm he Gulf Coast Veterans Health Care System (GCVHCS), Biloxi, MS, is issuing a combined synopsis/ solicitation for commercial services prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice in conjunction with procedures in FAR Part 13. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation is being issued. The solicitation number VA256-15-Q-0975 is issued as a Request for Quotation (RFQ). This document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-83 effective July 2, 2015. The NAICS code is 561499 and the size standard is $15.0 million. This requirement is for small business and will be firm-fixed-price. The closing date for this notice is 3:00 PM EST August 28, 2015. The requirement is for the following:



Contractor shall provide all labor, materials, equipment, and transportation to provide bar code presorting services to the Department of Veterans Affairs, Overton Brooks VA Medical Center, located at 510 East Stoner Avenue, Shreveport, LA 71101. See Performance Work Statement for detailed instructions.



Contractor to provide services in accordance with terms and conditions of the contract for the period of October 1, 2015 through September 30, 2016, to include four (4) twelve (12) month option periods.



To be eligible for award of a contract, vendor must be actively registered in the SAM database (http://www.sam.gov). Vendor is also required to complete representations and certifications found in the provision at 52.212-3, Offeror Representations and Certifications - - Commercial Items.



Questions regarding this solicitation must be made in writing to the Contract Specialist, Rene' Impey at rene.impey@va.gov, or by fax at 228-523-4324, and must include the solicitation number VA256-15-Q-0975 on the subject line or the cover sheet. NO TELEPHONE REQUESTS OR INQUIRIES WILL BE ACCEPTED. Submissions must be received by 3:00 PM EST on August 28, 2015.



In order to be responsive, the firm must offer a quote on all items and total base year including all option years pricing as provided below.



Base Year: 10/01/2015 - 9/30/2016

Option year 1: 10/01/2016 - 9/30/2017

Option year 2: 10/01/2017 - 9/30/2018

Option year 3: 10/01/2018 - 9/30/2019

Option year 4: 10/01/2019 - 9/30/2020





Base Year: 10/01/2015 - 9/30/2016



ITEM NO LOCATION QTY UNIT UNIT COST TOTAL

0001 Provide bar code presorting services 373,244 EA

TOTAL BASE YEAR



















Option year 1: 10/01/2016 - 9/30/2017



ITEM NO LOCATION QTY UNIT UNIT COST TOTAL

1001 Provide bar code presorting services 373,244 EA

TOTAL OPTION YEAR





Option year 2: 10/01/2017 - 9/30/2018



ITEM NO LOCATION QTY UNIT UNIT COST TOTAL

2001 Provide bar code presorting services 373,244 EA

TOTAL OPTION YEAR





Option year 3: 10/01/2018 - 9/30/2018



ITEM NO LOCATION QTY UNIT UNIT COST TOTAL

3001 Provide bar code presorting services 373,244 EA

TOTAL OPTION YEAR





Option year 4: 10/01/2019 - 9/30/2020



ITEM NO LOCATION QTY UNIT UNIT COST TOTAL

4001 Provide bar code presorting services 373,244 EA

TOTAL OPTION YEAR























Performance Work Statement

Overton Brooks VA Medical Center

Mail Pre-Sorting Services



Background: The contractor shall provide all labor, materials, equipment, and transportation to provide bar code presorting services to Overton Brooks VA Medical Center (herein after called VA or VA's) located at 510 East Stoner Avenue, Shreveport, LA 71101.



1. CONTRACTOR'S RESPONSIBILITES



The Contractor shall pick up VA's first class metered mail by 1300 (central time) Monday through Friday, excluding federal holidays, at the VA's designated location(s). The mail will be prepared by VA personnel in accordance with current postal rules and regulations. The Contractor shall pre-sort the VA's mail at their facility and deliver to the U.S. Post Office by 1530 on the same day that the mail is picked up from the VA. The Contractor shall accomplish this service in accordance with all current postal rules and regulations. The Contractor must ensure that:



" The mail shall only be handled by those personnel that have been successfully screened by the VA.



" The mail shall not be opened.



" It shall not sell, give, provide, or otherwise disclose any portion of part of the VA's mailing listing or any other information that may have been gained by the contractor or its employees to anyone.



" It shall only process the VA's mail as outlined in this statement of work (SOW).



" It shall provide all documentation required by the United States Postal Service (USPS) that they are certified to perform the work outlined by this SOW.



" The individual (or individuals) who pick up the mail shall meet any required background investigations or security clearances.



" The contractor's employees shall not be considered government employees for any purposes.









2. BUSINESS ASSOCIATES AGREEMENT (BAA)



In accordance with the requirements of the Health Insurance Portability and Accountability Act of 1996 (HIPAA), this contract will require a Business Associate Agreement (BAA). The Contractor shall enter into a BAA with the VA, unless a previously executed BAA is on file. The BAA is an instrument that will hold the contactor liable for any release of confidential medical information by any of its employees. A copy of the signed BAA effective October 2013 is provided in the Contract Documents, Exhibits, Or Attachments section.



3. CONTRACT MONITORING PROCEDURES



At the time of the award, the Contracting Officer (CO) will appoint a Contracting Officer's Technical Representative (COTR) to assist with the contract monitoring requirements. The COTR will monitor such items as quality of service, timeliness of performance, customer service, cost control, and business relations supporting documentation. In accordance with FAR 1.601 (a) "Contracts may be entered into and signed on behalf of the Government only by contracting officers." A COTR may not modify the stated terms of the contract, including extending the length of the contract period. The contractor shall sign and return the COTR Delegation Letter to acknowledge receipt of the COTR Delegation Letter. During Contract Administration, the government shall prepare and submit assessments on contractor performance for contracts and orders in excess of the simplified acquisition threshold ($550,000 or more for construction); $30,000 or more for architect-engineer service contracts-see FAR Subpart 42.1502) by electronic submission to NIH CPS, which automatically transmits the information to PPIRS.



4. SECURITY



The C&A requirements do not apply, and that a Security Accreditation Package is not required.



5. ADDITIONAL CONTRACTOR QUALIFICATIONS



See Clauses C3 52.228-5 Insurance-Work on a Government Installation (JAN 1997), C4 Supplemental Insurance Requirements and Clause C.7 VAAR 852.237-70 Contractor Responsibilities (April 1984).



6. FEDERAL HOLIDAYS



Federal Holidays include: New Year's Day; Martin Luther King Jr's Birthday; Presidents Day; Memorial Day; Independence Day; Veteran's Day; Labor Day; Columbus Day; Thanksgiving Day; and Christmas Day and any other day the President of the United States (POTUS)

designates as a Federal Holiday. When a holiday falls on a Saturday, the preceding Friday is observed as the holiday. When a holiday falls on a Sunday, the following Monday is overserved as the holiday.



7. THE VA'S RESPONSIBILITIES



The VA will meter all mails at the current USPS automated rates for one-ounce and two-ounce first class mail. In the event the USPS changes rates during the period for this contract, the VA will adjust the metered postage to accommodate the new rates. The VA will be responsible for metering the mail in accordance with USPS rules and regulations, regardless whether the mail qualifies or does not qualify for special pre-sort rates. All mail in the one and two ounce category will be picked up and delivered to the post office by the contractor within the time constraints dictated in this SOW. The contractor shall not charge the VA any extra money for those pieces of mail that does not qualify for pre-sort rates. The VA shall have mails ready for pick-up at the pre-designated locations at the time mutually agreed upon by both parties. The VA will further ensure that all mail complies with all applicable laws, rules and regulations of the USPS. The VA will also promptly execute any document(s) required by the USPS in order to proceed with this contract in a timely manner. The VA will ensure that the mail complies with the requirements set forth as follows:



" Place one and two ounce letter size First Class mail together in trays.



" Place any hand written envelopes and greater than two ounce mail together in trays or tubs.



" Have the bottom right hand corner of the envelopes clear of any markings.



" Print "Presort First Class" on the front of the envelopes that are going to be presorted.



" Organize mail in uniform orientation and facing the same direction in USPS trays.



" Have mail ready and available for pick-up at the agreed upon time, unless alternate arrangements have been agreed to.



The VA shall be responsible for reimbursing the Contractor for any additional postage required due to mis-metering. Any mail that does not qualify for automated presort discounts will be placed into the regular mail at the post office by the contractor at no additional charge to the VA.