Postage Machine Lease
Closed Pre-Solicitation Posted
- Solicitation number
- 36C10X25Q0102
- Agency
-
VA Strategic Acquisition Center Frederick
Headquarters, Department of Veterans Affairs
- Responses due
- Set-aside
- No set-aside
Opportunity facts
- NAICS code
- 561499 All Other Business Support Services
- PSC
- W074 Lease Or Rental Of Equipment- Office Machines, Text Processing Systems, And Visible Record Equipment
- Place of performance
- Washington, District of Columbia 20420, United States
- Points of contact
Notice details come from SAM.gov. Updated .
About this opportunity
The Department of Veterans Affairs Strategic Acquisition Center Frederick is seeking to procure a comprehensive mail management system lease for the VA Central Office facilities in Washington, DC. The procurement involves leasing postage metering equipment, web-based software, scalable cloud data hosting services, and related accessories including mail openers, folders, sorters, and scanners to process between 500-5,000 mail pieces daily. The VA aims to modernize and standardize mailroom operations across its administrative offices while establishing centralized management oversight and enhancing mail management reporting through cloud-based data hosting services. All equipment and services must comply with USPS Domestic Mail Manual requirements and shipping partners' regulations, with technical requirements including USPS-compliant postage meters, automatic rate shopping across multiple carriers, and comprehensive maintenance support. The solicitation is currently in pre-solicitation status with responses to the Request for Information due by July 17, 2025, and capability statements must be submitted as 10-page documents to the specified contracting officers.
This opportunity does not include any set-aside designations, though the VA has expressed specific interest in identifying potential service-disabled veteran-owned small business and veteran-owned small business sources during the market research phase. No incumbent contractors or current service providers are mentioned in the available documentation. The contract structure is planned as a firm-fixed-price arrangement spanning five years, consisting of a base year plus four option years, with contract performance scheduled to begin August 1, 2025. The applicable NAICS code is 561499 with a small business size standard of $21.5 million, and the contractor will be responsible for equipment delivery, installation, training, and removal with initial implementation required within 30 calendar days of contract award. The solicitation number is identified as 36C10X25Q0102, and the mail system must support carrier-negotiated rates while providing detailed volume and expenditure reporting capabilities.
Notice text
The Department of Veterans Affairs (VA) consists of the Veterans Health Administration (VHA), which operates over 170 Medical Centers and 1,063 medical clinics; the Veterans Benefits Administration (VBA), which operates 56 regional benefit offices; the National Cemetery Administration (NCA), which operates over 136 national cemeteries; and numerous staff offices such as the VA Central Office (VACO). VACO operates multiple facilities in Washington, DC.
VACO is establishing and streamlining a lease-based contract vehicle to procure mail systems, standardizing and integrating mailroom operations for the VA administration and staff offices.
VACO has established strategic objectives related to mailroom operations:
- Modernize and standardize mail systems.
- Establish, enhance, and advance mail management reporting through web accessible, cloud-based data hosting services to optimize mail operations and funding efficiencies.
- Establish and advance centralized management and oversight of agency mail managers, mail operations, and accomplishment of emerging strategic objectives.
The federal chief information officer (CIO) has confirmed that for Software-as-a-Service (SaaS), agencies have the option of: (1) leveraging a provisional authority to operate (P-ATO) completed by the Joint Authorization Board (JAB); (2) leveraging an ATO completed by another agency; or (3) conducting their own ATO. However, if either the JAB or another agency has already gone through the risk management framework (RMF) process with the cloud service provider, then we encourage the agency to leverage the work already done. This is less burdensome for both the agencies and the service providers.
VACO requires equipment and services for its mailrooms to standardize mail services, technology, processes, and accountability. In addition, the equipment and services meter mail, provide the best cost shipping options, allow 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), located at www.usps.gov, and shipping partners' rules and regulations, such as those of the United Parcel Service (UPS), Federal Express (FedEx), DHL, etc.
Files
| File | Type | Posted |
|---|---|---|
| RFI - Mail management system_Final.docx | DOCX document | |
| IN 4028 Postage Machines Lease PWS_Use.docx | DOCX document |
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