W074--Mail Room Equipment Lease & Maintenance Mail Machine System and Postal Meter and a Maintenance and Repair Service Agreement - FY2025

The Department of Veterans Affairs, Veterans Benefits Administration Regional Office in Baltimore MD is looking to lease a mail machine system along with a preventative maintenance service agreement. The VBA is looking for a vendor who can provide a mail machine system that has the functionality listed in the below Statement of Work and preventative maintenance service agreement. The vendor must be able to provide proof they are an authorized manufacturer reseller.

Statement of Work | Department of Veterans Affairs Baltimore Regional Office

Lease of Mail Machine System with Preventative Maintenance Service Agreement

PART I: GENERAL INFORMATION

INTRODUCTION

The Department of Veterans Affairs, Veterans Benefits Administration, Baltimore Regional Office, 31 Hopkins Plaza, Baltimore, MD 21201 has a requirement for a firm fixed price contract for postal equipment leasing services to include a Mail Machine System and Postal Meter and a Maintenance and Repair Service Agreement.

SCOPE OF WORK

The Baltimore Regional Office seeks a Neopost IN750 with Neopost IM16 Letter Opener Brand Name or Equal integrated mailing, shipping and receiving mail machine. The contractor shall provide all labor, equipment, material, supervision, tools and transportation necessary to provide and install Mail Machine System and to provide ongoing preventative maintenance and repairs. The contractor shall install mail machine system, calibrate, sync and train VA Staff within 30 days from date of award.

BRAND NAME OR EQUAL

This is a Neopost IN750 with IM16 Letter Opener Brand Name or Equal Requirement with the following required specifications and capabilities:

Processing Speed up to 175 letters per minute

Process and Seal envelopes up to 5/8 thickness

Electrical Connection must be 110V/Amps

70 LB. weigh platform

Color Touch Screen

Power Conveyor Stacker

Server connection available through LAN

Envelope thickness processing of at least 5/8 inch or better

Online Postal Expense Management

Remote Label Dispenser Option included

Dynamic Scale

Neopost IM16 Desktop Letter Opener Brand Name or Equal with speed up to 300 Letters per Minute, not attached to main mail machine and with ability to process multiple envelope dimensions

ADDITIONAL REQUIREMENTS

A feature to update the postage amount whenever it is raised

Standard maintenance

Postage meter rental with postage-on-call

Online rate protection

Professional installation and training

Ability to run reports for statistical data on usage

Part II: WORK REQUIREMENTS

TECHNICAL REQUIREMENTS

The Contractor shall maintain and be responsible for the serviceability for the Postal equipment

The Contractor is responsible for maintaining liability insurance for the duration of the contract and for following all pertinent federal security regulations with regards to VA Information and Information System Security

While on VARO premises, contractor employees shall have on their person US government issued photo identification, wear a company uniform and a visible identification badge, which contains a photograph of the employee

Contractor employee must always be accompanied by a VA employee while on facility.

The Contractor shall be responsible to ensure contractor employees providing work on this contract are fully trained and completely competent to perform the required work

The Contractor shall sign Contractor Rules of behavior (Appendix D) for safeguarding VA sensitive information and submit it to the contracting officer prior to commencement of contract

The Contracting Officer s Representative (COR) will monitor the service

The Contractor shall be responsible to ensure that contractor employees coming to the work site will receive the information required above.

PLACE OF PERFORMANCE

Service shall take place at the Baltimore Regional Office, 31 Hopkins Plaza, Baltimore, MD 21201.

PERIOD OF PERFORMANCE

Base + 4 Option Years

PREVENTIVE MAINTENANCE & SERVICE CALLS

In addition to a standard annual preventative maintenance program, the contractor shall provide technical on-site support within one (1) business day of receiving a service/repair call.

WORKING HOURS

Working hours for the contractor will normally be between the hours of 8:00 a.m. and 4:30 p.m., excluding Saturdays, Sundays, and Federal holidays (unless otherwise specified). If the Contractor desires to work during periods other than above, additional Government inspection forces may be required. The Contractor must notify the Contracting Officer(CO) or COR three (3) days in advance of intention to work during other periods. These adjustments to the contract price may be made periodically as directed by the CO.

LEGAL HOLIDAYS OBSERVED AT BALTIMORE REGIONAL OFFICE:

New Year s Day

01 January

Martin Luther King s Birthday

Third Monday in January

President s Day

Third Monday in August

Memorial Day

Last Monday in May

Juneteenth

19 June

Independence Day

04 July

Labor Day

First Monday in September

Columbus Day

Second Monday in October

Veterans Day

11 November

Thanksgiving Day

Fourth Thursday in November

Christmas

25 December

PART III: ADMINISTRATIVE NOTES

INVOICING INSTRUCTIONS

Invoices are to include the following: the invoice date; invoice number; contract number, obligation number and description of charges to include the billing period

Invoices are to be sent through Tungsten for payment request

APPLICABLE REFERENCES:

1. VA Handbook 6500.6, Appendix D Contractor Rules of Behavior

PART IV: NOTICE TO OFFERORS:

Please ensure you include brochures and/or specifications for the machine you are bidding.

The Contractor shall provide with their quote an implementation plan that details how all equipment will be installed and made operational. This will include a timeline of machine placement and training.