W074--Mail Meter Machine Lease and Preventative Maintenance

ST PETERSBURG, VA REGIONAL OFFICE

STATEMENT OF WORK

Mail Meter Machines

VR&Es Jacksonville, Orlando, Sunrise and Bay Pines, Florida

April 18, 2023

Mail Meter Machines

INTRODUCTION

The U.S. Department of Veterans Affairs, Vocational Rehabilitation and Employment (VR&E) Offices (locations listed below) are seeking to provide the lease for installation, and maintenance upkeep of four (4) new Mail Meter Machines.

Location 1 9500 Bay Pines Blvd, Bay Pines, FL 33744

Location 2 7825 Baymeadows Way, Jacksonville, FL 32256

Location 3 5201 Raymond Street, Bldg 500, Orlando, FL 32803

Location 4 9800 Commercial Blvd, Sunrise, FL 33351

Duration. The term of this requirement will consist of a one (1) year base period with three (3) one (1) year option periods.

The machines that we have now are as follows:

Relay 3000 is located at the St. Petersburg RO and the DM400 s is located at the other out base locations.

Scope of Work

Contractor will:

Conduct field site survey at all four locations to verify measurements, exact locations, connectivity, and site conditions for the installation of four leased mail meter machines.

Provide and install four leased mail meter machines, one at each of the four identified locations according to the specifications in paragraph 8.

Certify all connections to ensure proper operation.

Provide training to personnel in each office

Provide for routine maintenance and repairs, as well as emergency repairs within four hours of initiation by the respective offices.

GOVERNMENT FURNISHED ITEMS AND SERVICES

Parking. The government shall provide at no cost, parking space and access to the VR&E Offices as necessary.

CONTRACTOR FURNISHED ITEMS AND SERVICES

GENERAL. The Contractor shall:

Provide all supervision, labor, administrative support, materials, tools, parts, supplies, equipment, software, hardware, freight, lodging, transportation costs (rental car, air fare, etc.), per diem, and transportation to and from work site, necessary to fulfill all the requirements of this Statement of Work (SOW) effectively and efficiently.

Provide a fully qualified on-site technician who shall be responsible for the performance of work. The name of the person and all alternates shall be designated in writing to the Contracting Officer Representative (COR). The technician shall have full authority to act for the contractor. The technician shall be on-site during work hours (8am to 4pm) and for contingencies requiring work beyond normal work hours. The Contracting Officer (CO) shall have the right to determine whether the proposed representative has sufficient technical and lingual capabilities, and the contractor shall immediately replace any individual not acceptable to the Government.

Have a thorough knowledge of the installation and functionality of Mail Meter machines.

Provide and utilize on the job site any diagnostic equipment that will enable the Contractor to diagnose/troubleshoot/repair/replace all components to the Meter units.

Be responsible for the acts and omissions of their employees and all subcontractors, their agents and employees and all other persons performing any work under contract with the Contractor.

Not deposit contractor debris in government contracted waste containers.

Perform work in an occupied space during normal working hours from 8 AM to 4 PM.

Respond within 4 hours of being called for repair issues.

transportation costs (rental car, air fare, etc.), per diem, and transportation to and from work site, necessary to fulfill all the requirements of this Statement of Work (SOW) effectively and efficiently.

SECURITY. The Contractor is required to enter and exit each building through the front entrance. Entering or exiting the building through any other door will require VARO approval and an escort. Upon entering the building, the contractor and/or contractor employees will be required to show proof of identity (must have a valid photo ID) as well as pass through a security screening.

SAFETY. The following safety criteria shall be met at the time of the acceptance inspection:

Equipment. The Contractor shall provide all safety equipment/devices, personal protective equipment and clothing as required for its employees.

Compliance with Laws. Contractor represents and warrants that the performance of this contract and the furnishing of goods or services required shall be in accordance with the applicable standards, provisions and stipulations of all pertinent Federal, State or Authority laws, rules, regulations, resolutions, and ordinances including but not limited to the Fair Labor Standards Act, the Equal Employment Opportunity rules and regulations, the Transportation Safety Act, the National Environmental Policy Act, and the Occupational Safety and Health Acts.

DESCRIPTION OF SERVICES. The following services shall be provided by the Contractor:

Phase I - Pre-installation. The Contractor will provide all equipment, parts, labor, and expertise necessary to complete the required pre-installation inspection. The Contractor will:

Perform a physical pre-installation inspection to evaluate site conditions and verify field measurements prior to submitting a bid towards this statement of work.

Ensure all components necessary to install the new Meter Machines are on hand prior beginning installation. The Contractor will ensure all work permits and licenses, if required, are on hand prior beginning any work.

Phase II Installation. The Contractor will provide all parts, labor, and expertise necessary to complete the required installations.

Phase III Post Installation. During the post installation phase, the Contractor will:

Ensure all installation material and debris is removed from each property. All waste and debris will be removed from the VA property and disposed of in accordance with local, state, and federal regulations. No waste or debris will be deposited in, on, or around any VA trash containers.

Provide training to VA personnel on operation of new Meter Machines.

Maintenance. The contractor shall perform both scheduled on the Mail Meter Machines located at the properties as required. Contractor will provide all parts, labor, and expertise necessary to complete required maintenance tasks.

Emergency requests will be responded to within 4 hours.

Scheduled maintenance The contractor shall provide a once a year scheduled maintenance plan when submitting their quote.Â

Inoperable Meter components will be repaired or replaced within 24 hours.

Parts include those items that must be replaced due to fair wear and tear. The cost for parts and labor for maintenance or damage resulting from operator negligence may be submitted to the Contracting Officer for consideration of a modification to the contract.

Meter spare parts inventory. The contractor will maintain a spare parts inventory sufficient for specified maintenance and repair requirements to keep the Meters continuously operating. Under normal conditions a Meter Machine should not be unserviceable for more than 24 hours.

MINIMUM MAIL METER MACHINE SPECIFICATIONS:

The Mail Meter Machines for the VR&E Offices shall have.

a touch screen and keypad for input

minimum 10 lb. weighing platform

label dispenser

automatic mail feeder

automatic envelope sealing system

conveyor stacker

LAN connectivity

Pull updates over-the-air for postal rate updates and funds

batch processing speed of at least 110 letters per minute

ability to process .75-inch-thick envelopes

high-capacity ink tank

Up to 70 pieces / Up to 25 / 5 lbs / Up to 16 letters/min / Automatic No

OR

Up to 200 pieces / Up to 100 / Up to 70 lbs / Up to 50 letters/min / Fully Automatic

No