R604--Mailroom Operations (VA-24-00000281)

NOTICE OF INTENT TO SOLE SOURCE

NOTICE OF INTENT TO SOLE SOURCE This notice is being published in accordance with Federal Acquisition Regulation (FAR) Subpart 5.101 requiring dissemination of information for proposed contract actions. This is a notice of intent to award a sole source contract and is not a request for competitive quotes/proposals.

The Department of Veterans Affairs, Network Contracting Office (NCO) 07, located at 700 19th Street South, Birmingham Al is issuing this Notice of Intent (NOI) to inform industry contractors of the Government s intent to execute a Sole Source Firm Fixed Price Contract under VAAR SUBPART 819.7007, Sole Source award to a certified Service Disable Veterans Owned Business, Only One Available Source. This notice satisfies the posting requirements at FAR Part 5.101.

The intended Contractor is MEI Mail Services Inc located at 13714 Gamma Road STE, 120, Farmers Branch, TX 75244. Place of Performance is Birmingham VA Medical Center, 700 19th Street South, Birmingham, AL, 35233. The Birmingham VA Medical Center request that the Contractor shall operate the Department of Veterans Affairs (VA) Mailroom for the Birmingham VA Medical Center. The Main Mailroom location is TBD. The contractor shall provide all equipment, personnel, supervision and space, and transportation/travel necessary to perform all work required by the contract for the VA Medical Center located in Birmingham, Alabama. The Contractor will streamline, centralize, and manage mail operations. The main duties of this contract shall consist of the following: incoming mail receiving and sorting, registered, certified, and government mail processing, outgoing mail processing, inter and intra office mail pickup and delivery.

Contractor personnel shall pick up all non-accountable incoming USPS mail from the VA loading dock when advised by USPS that an incoming load of mail has arrived. All received mail will be x-rayed by machine located at the entry of the VA Mail Receiving Center located at 700 South 19th Street, Birmingham, AL 35233 (Room G411) and then taken to the Main Mail Processing Center and processed accordingly.

Contractor shall sort and process all incoming mail for distribution/delivery for each tour of duty to the delivery points of the BVAMC Medical Center Memo 136-19. Mail shall be sorted and processed for delivery by organization, routing symbol, room number or name. The primary method used to locate employees and patients at the Medical Center is the VISTA system.

Contractor shall utilize the VISTA option, frequently call numbers to locate employees and the patient inquiry option in VISTA to locate patients. Employees not located utilizing this method may be identified by using secondary methods such as the employee locator listing provided by Resource Management Service. Physicians, interns, and residents may also be located utilizing lists furnished by clinical services monthly. After all mail is sorted and processed, it shall be either bagged or bundled for delivery (by hand or mail mobile). Mail for employees or patients who are no longer at this facility shall be returned to sender unless a forwarding order authorization is on file. All activity shall be performed within the same tour of duty.

The Contractor shall provide (1) FTEE supervisor and no less than (4.5) FTEE non-supervisory employees, 8 hours daily, from 8:00 am to 4:30 p.m. Monday through Friday. The contractor shall always have a total of (4.5) Full Time Equivalent Employee (FTEE) on duty during the stated required hours.

Contractor will provide a facility no less than three thousand (3,000) square feet and no more than five thousand (5,000) square feet with 2 separate spaces, one (1) space/room must be designated for ingoing and outgoing mail support services and one (1) space/room must be designated for the government to use at its leisure for administrative purposes. The facility should be within a five (5) mile radius of 700 South 19th St Birmingham, AL 35233. The facility should be humidity controlled, security rated, HVAC, and two (2) egresses.

The Certification &Accreditation requirements do not apply, and a Security Accreditation Package is not required.

The North American Industry Classification System (NAICS) for this requirement is (Postal Service) 491110. The Federal Supply Class (FSC) is R604 (Support -Administrative: Mailing Distribution). The Small Business Administration (SBA) size standard for this sector is $9.5M, 1,500 Employees.

This notice of intent is neither a formal solicitation nor a request for competitive proposals. No solicitation document is available and telephone requests will not be honored. No award will be made on the basis of unsolicited quotations or offers received in response to this notice. Any response to this notice must show clear, compelling and convincing evidence that competition will be advantageous to the Government. The intent of this synopsis is for informational purposes only. Information received will normally be considered solely for the purpose of determining whether to conduct a competitive procurement. A determination by the Government not to compete this action based on this notice is solely within the discretion of the Government.

All inquiries and concerns must be addressed in writing via e-mail to Earnest Ellison, Earnest.Ellison@va.gov with the following information referenced in the subject line, 36C24723Q0713 Mail Room Operation Birmingham VAMC. All interested parties who are responsible, certified, and capable may identify their interest and may submit a capabilities statement no later than 3:00 PM Eastern Standard Time (EST) on 26 May 2023 to Earnest Ellison, Earnest.Ellison@va.gov . The interested parties bear full responsibility to ensure complete transmission and timely receipt.