Mail Sorting Machines with Maintenance Services

SOURCES SOUGHT NOTICE
DESCRIPTION
The purpose of this Request For Informati0on (RFI) is to conduct market research to determine if responsible sources exist and to assist in determining if this effort can be competitive and/or a total Service Disabled Veteran-Owned Small Business (SDVOSB) or Small Business Set-Aside. The applicable NAICS Code 423420 Mailing machines merchant wholesalers. Responses are due NO LATER THAN March 13, 2019 at 4:30 p.m. EST via email to: Jacky Jean-Jacques at Jacky.Jean-Jacques@va.gov. Please respond ONLY if you can meet the Government s needs as described below:
The Department of Veteran s Affairs (VA) Financial Service Center (FSC) has a requirement for two (2) mail sorting, folding, and inserting machines to support mailouts. Recurring mail jobs are estimated at 400,000 pieces annually and average approximately 1,500 pieces per day. Letters are processed in window #10 envelopes, including 1-2 tri-folded sheets of paper in variable page sets.
Procurement shall include preventative maintenance services and intervening services on mailroom equipment. This will be an inclusive order for service calls, technical phone support, parts, software updates, labor, material, transportation and related costs. Service calls shall be performed Monday through Friday during normal duty hours (8:00 am 4:30 pm) except holidays. This is a Brand Name or Equal procurement action.
Minimum Requirements:
Collate, Fold, Stuff and Seal. Equipment shall collate and fold letters; and stuff and seal envelopes appropriately to protect patient privacy.
Equipment must have a minimum of 3 feeders. Three (3) multifunctional feeders that can process full size documents and 1/3-page inserts.
Equipment shall be capable to process at speeds up to 4,300 envelopes/hour with a monthly rated capacity of 60,000 per month.
2D Data Matrix Marks and Software Capability. The equipment shall be capable of utilizing 2D Data Matrix marks to collate individual/specific sheets.
Premise Based Output Management Software Ability to generate and print VA FSC mailings with Bar Code Reader (BCR) markings all while interfacing to current closed-loop Automated Insertion Management System (AIMS) verification software.
Must be able to support current jobs of two types of appointment letters and result letter.
Ability to postal cleanse files to allow for discounted mail rates
Internal ability to change layout of documents without costly change order requests.
64-bit technology
Multi-Threaded to process more than on application at the same time
Access through browser locally for access for unlimited users
On-site training available if required or requested
Must meet all regulatory security requirements
Quote needs to include two like units of equipment for work sharing and redundancy.
Must have the ability to process pack thicknesses up to 2.5 mm thick.
Each machine must have a large color touch screen which can be viewed by operators of different height without the need to raise or lower the machine or table. This ergonomic design will be aimed at further increase productivity.
Must have a processing speed at least 4,300 pieces/hour
Must have feeders that can process both full sheets of paper and inserts (1/3 page) from the same feeder
Must have a document divert area for misfed documents
Machine must be able to read a 2D Datamatrix barcode
Salient Characteristics
Processing speed Up to 4,300 envelopes_/_hour
10" Color touch screen
Automatic settings
FlexFeed multi-format feeder
Multi-sheet feeding
Cascade from all feeder
Document and insert feeders Up to 7
Full page CIS scanner
Barcode Recognition (BCR)
Optical Mark Recognition (OMR)
Optical Character Recognition (OCR)
Job memory 50
Manual feed
High-capacity feeder Up to 725 sheets (20 lb.)
FlexFeed capacity 325
MaxiFeeder capacity 1,200 sheets (20 lb.)
Fold types: Letter, z-fold, single, double parallel, no fold
Document height 3.5" - 14"
Document width 5.1" - 9"
Document weight 16 - 66 lbs.
Envelope length 3.5" - 6.3"
Envelope width 6.3" - 9.7"
Maximum set thickness 2.5 mm
Accumulate before folding
Tip-to-tip sealing
AIMS closed loop piece verification
Different exits: vertical stacker, side exit
Output Management Software (OMS)
Versa Feeder Insert Feeder
If you have questions, please contact Mr. Jacky Jean-Jacques:
Phone: 202-815-9495
Jacky.Jean-Jacques@va.gov.