W074--Outbound Veteran's Critical Communication Modernization for VISN 6 Complete Solution

The Department of Veterans Affairs, VISN 6 Network Contracting Office (NCO) is conducting Market Research through this sources sought to help determine the availability of qualified Service Disabled Veteran Owned Small Businesses (SDVOSB), Veteran Owned Small Businesses (VOSB) and Small Businesses (SB) to provide the following solution for VISN 6 for a base and four option years:

PROJECT: Veteran's Critical Communication Modernization (VCCM)

LOCATION: VA Mid-Atlantic Health Care Network, Health Care System (HCS)

Asheville

Durham

Fayetteville

Hampton

Richmond

Salem

Salisbury

Includes Kernersville Health Care Center (HCC)

SITUATION: VISN 6 s patient letters are costly and inconvenient to Veterans. Below is a breakdown of monthly costs and ongoing inconvenience.

Monthly Cost

Mailroom FTE cost $5,862.78

Mail postage cost $403,023.60

Return mail cost $104,544.00

Mail meter machine cost $3,594.00

Mail inserter and software $24,000.00

Service Line MSAs labor $96,853.68

Service Lines MSAs labor $91,236.42

PRN - Cards cost $307,065.60

PRN return cost $104,391.90

Inconvenience

Veterans receive duplicates mailers.

Veteran s mailers do not reach them often due to incorrect addresses.

Veterans receive letters with inconsistencies or in batches.

ACQUISITION NEEDS: See complete CLIN breakdown in section #5

FIVE YEAR EQUIPMENT RENTAL

INSERTER: Quadient DS-700 IQ 3 Station tower Expert: 2 Auto Fdrs + 1 HCDF, CIS Scanner, Multi 2D Data matrix barcode reading or equivalent. CLIN 1

INSERTER: DS95i- 3 Station Expert: 2 Auto Fdrs + 1 HCDF, CIS Scanner, Multi 2D Data matrix barcode reading or equivalent. CLIN 2

INSERTER: Quadient DS 180i 3 Station tower Expert: 2 Auto Fdrs + 1 HCDF, CIS Scanner, Multi 2D Data matrix barcode reader or equivalent CLIN 3

MAIL METER MACHINE: Quadient IX-93 Mail Meter Machine or equivalent CLIN 4

PRODUCTION PRINT ENGINE: Ricoh Pro C7210SX or equivalent CLIN 5

PRODUCTION PRINT ENGINE: Ricoh Pro 8300s of equivalent CLIN 6

PRODUCTION PRINT ENGINE: Ricoh C5310s production print MFD engine or equivalent CLIN 7

PRINT AND VCCM WORKFLOW SOFTWARE: Five Year Software Rental, Installation, and Support CLIN 8

508 Compliant w/VPAT

Planet Press

BCC

Quadient Device Manager

FIVE-YEAR ON-SITE REPRESENTATIVE CLIN 9

GOAL: A complete solution set covering the 9 CLIN to reduce cost, increase Veteran satisfaction and convenience, and reduce labor. Mission:

IMPROVE overall processes, reduce errors, and eliminate repetitive tasks.

INCREASE overall patient care and the Veteran experience.

MODERNIZE the overall process of getting critical information out to the veteran.

ENSURE the VA can meet all regulatory and HIPPA compliance requirements.

QUALIFY for the highest postal discounts and capitalize on savings opportunities.

INTEGRATE postal operations into a single, fluid, and easy-to-manage workflow.

ELIMINATE manual tasks, work more efficiently, and gain capacity for more jobs.

CLIN Breakdown:

CLIN 001

INSERTER: Quadient DS-700 IQ 3 Station tower Expert: 2 Auto Fdrs + 1 HCDF, CIS Scanner, Multi2D Data matrix barcode reading or equivalent. AIMS500 Office Closed Loop Mail Piece Verification Only, with monitor, keyboard, and mouse. 15 AMP Power Conditioning line filter. 4 standard outlets, (District Only) 8hrs Training (IM.IN Series)

ONSITE SUPPORT/TRAINING ASSISTANCE up to 7 days Five years of service, support

CLIN 002

INSERTER:DS95i- 3 Station Expert: 2 Auto Fdrs + 1 HCDF, CIS Scanner, Multi2D Data matrix barcode reading or equivalent. AIMS500 Office Closed Loop Mail Piece Verification Only, with monitor, keyboard, and mouse. 15 AMP Power Conditioning line filter. 4 standard outlets, (District Only) 8hrs Training (IM.IN Series)

ONSITE SUPPORT/TRAINING ASSISTANCE up to 7 days Five years of service, support

CLIN 003

INSERTER: Quadient DS 180i 3 Station tower Expert: 2 Auto Fdrs + 1 HCDF, CIS Scanner, Multi2D Data matrix barcode reading or equivalent. AIMS500 Office Closed Loop Mail Piece Verification Only, with monitor, keyboard, and mouse. 15 AMP Power Conditioning line filter. 4 standard outlets, (District Only) 8hrs Training (IM.IN Series) ONSITE SUPPORT/TRAINING ASSISTANCE up to 7 days Five years of service, support

CLIN 004

MAIL METER MACHINE: Quadient IX-93 Mail Meter Machine or equivalent USPS® based IMI meter standard Processing speed Up to 210, 260, 300 lpm

Dynamic weighing speed Up to 160 lpm / 180 postcards 5.7" control panel Onscreen DIM calculations Envelope thickness Up to 0.8 Internal label dispenser

15 preset jobs 5 levels Adjustable water flow for sealer 100 Standard accounts/departments Dual pump jet spray sealing system Postal mail class inscriptions

Permanent print head ONSITE SUPPORT/TRAINING ASSISTANCE up to 7 days Five years of service, support

CLIN 005

PRODUCTION PRINT ENGINE: Ricoh Pro C7210SX or equivalent 95 PPM Buffer Pass Unit Decurl Unit 250,000 max monthly images per month

7,000 pages on-line Finisher/stacker with up to 5,00 stacking Roll-Away Card with 5,000 sheets Color Controller E-46A 5 years of service, maintenance, and supplies

CLIN 006

PRODUCTION PRINT ENGINE: Ricoh Pro 8300s or equivalent 96 PPM 1,000,000 max monthly images per month 8,300 pages on-line Finisher with up to 4,500 stacking, 100-page staple with 4 staple positions Postscript 3 printing 5 years of service, maintenance, and supplies

CLIN 007

PRODUCTION PRINT ENGINE: One Ricoh C5310s production print MFD engine or equivalent 80 ppm 2400 x 4800 DPI QR code on the print engine for advanced instructions Max paper size 13 x 19.2 Total paper capacity min. of 8,250 sheets On-Line Finisher 4,500 sheets stacking, staple 100 sheets, 4 staple positions staple up to 100 pages. Color controller E-27E 5 years of service, maintenance, and supplies

CLIN 008

PRINT AND VCCM WORKFLOW SOFTWARE: Planet Press, BCC, and Quadient Device Manager certified software or equivalent. 508 compliant, with available VPAT. Must support the in-scope color production printer and included 5 years of service and support. 1 year of on-site support 40hrs per week per month for 12 months, qualified engineer on premises to provide support enhanced applications for different departments and training. Must integrate with System inserter. Produces production control barcodes on every page of every mail piece, to automate inserting by System Must support VMWare. Must Run on Windows 64-Bit physical Server, or logical VMWare Server partition for Windows. Accepts PDF files as input, and is capable of indexing the address fields in different locations for different types of jobs, along with PCL5, TNO, PS, XML Supports USPS CASS certified address cleansing, including the NCOA database. Proposal must include keeping CASS and NCOA current. Provides a USPS PAVE certified sort, and prepares all USPS artifacts (cage/pallet and tray tags, Postage Statement 3600-FCM/3602 Qualification Report, and mail.dat file) for USPS delivery. Prints pages in PAVE-sorted order to minimize postage. Postal savings with grouping, batch printing, sorting and margin Including QR code and AR technology on the individual letter. Allows changes in real-time without IT involvement. Supports integrity barcodes: OMR, BCR, 2D Multi-lingual document management. Delivers the mail.dat file directly, and electronically, to the USPS PostalOne! system. Delivers a list of any problem addresses to the VA, for each print job, including return codes to enable address correction. Produces USPS Full Services Intelligent Mail® barcodes creates a unique tracking ID for every mail piece allowing for USPS Secure Destruct to be requested, by job type. Exports information for every completed job, including page and piece counts, and identifies a file that contains any problem address information associated with that print job. Must be usable via secure browser-based interface and support separate UserID logins. Allows dynamic changes to columns included in job-views. Remembers preferences for screen layout, by UserID, so that each user can have their own view of the system. Supports separately defined roles, including Printer Operator, Supervisor, and System Administrator. Associates each login with one and only one role, which defines what that user is allowed to do.

Records all user actions in job logs for accountability and chain-of-custody. Allows print files to be viewed on the spool, prior to paper production. Supports searches for pages by text fields.

CLIN 009

OSR ON SITE REPRESENTATIVE:

The duties, qualifications, and experience required for this position are provided below: Manages, controls, and/or coordinates all matters related to Repro/Print Production Center management. Provides pertinent information and reports concerning photocopier practices, volumes, and costs. Reviews, on a continuous basis, Print Production Center practices and procedures with the objective of finding opportunities for reducing costs and improving services. Notifying clients of wasteful or uneconomical Repro/Print Production Center practices.

Operates mid to high volume digital devices to image quantities requested. Correctly reads information on job tickets to determine specifications to be performed on the job. Follow procedures to run the job in the proper order. Checks and ensures quality of the output. Replaces hardcopy documents in the fashion requested by the client. Prepares work to be accomplished. Establishes and maintains production and quality. Maintains current manufacturer direct training on existing Repro/Print Center hardware and software to ensure readiness and ongoing equipment functionality. Records print queues/readings correctly. Completes bindery requirements and operates bindery equipment.

Experience:

Shall possess a high school diploma with a minimum of three (3) years of copy or printing management experience (must provide resume with submission of proposal). Demonstrates proficiency in Microsoft Office products, primarily Word, Excel, and PowerPoint. Demonstrates experience and skill operating contractor proposed equipment and software.

If the contractor can provide the above items, the contractor shall provide a letter from the manufacturer stating they are an authorized distributor/licenser of their products. Failure to submit an authorized distributor letter shall result in the product(s) potentially offered to be considered grey market and shall not be considered technically acceptable.

The capability statements received from this market research are for planning purposes only and will assist the Government in planning its acquisition strategy. This is strictly market research and the Government will not entertain questions concerning this market research. The Government will not assume any costs incurred by the contractor in the preparation of responses.Â

All responses shall be submitted in writing no later than May 20, at 8:00 AM, EST to the attention of: John J. Summers, Network Contracting Office (NCO) 6, 27 Averill Avenue, Hampton, VA 23667. E-mail address: john.summers2@va.gov.