SOURCES SOUGHT
R -- SYRACUSE MAILROOM - SDVOSB/VOSB SOURCES SOUGHT NOTICE
- Notice Date
- 12/3/2018
- Notice Type
- Synopsis
- NAICS
- 561499
— All Other Business Support Services
- Contracting Office
- Department of Veterans Affairs;Network Contracting Office (NCO) 2;2875 Union Road;Suite 3500;Cheektowaga NY 14227
- ZIP Code
- 14227
- Solicitation Number
- 36C24219Q0144
- Response Due
- 12/12/2018
- Archive Date
- 12/27/2018
- Point of Contact
- (716)834-9200 x5054
- Small Business Set-Aside
- N/A
- Description
- Page 1 of 10 Page 1 of 10 This is a SOURCES SOUGHT ANNOUNCEMENT ONLY. It is neither a solicitation announcement nor a request for proposals or quotes and does not obligate the Government to award a contract. Requests for a solicitation will not receive a response. Responses to this sources sought must emailed to Joseph.Cellino@va.gov and are due at 5:00pm EST on December 12, 2018. The purpose of this sources sought announcement is for market research to determine the availability of potential qualified Service Disabled Veteran Owned Small Businesses (SDVOSB) and/or Veteran Owned Small Businesses (VOSB) interested and capable of providing MAILROOM SERVICES as described in the draft performance work statement below. Documentation of technical expertise must be presented in sufficient detail for the Government to determine that your company possesses the necessary functional area expertise and experience to compete for this acquisition. Responses to this notice shall include the following: (a) company name (b) address (c) point of contact (d) phone, fax, and email of point of contact (e) DUNS number (f) provide a capability statement that addresses the organizations qualifications and ability to perform as a contractor for the work described below. *Note: At this time, the VA will only review capability statements submitted by verified SDVOSB or VOSB firms listed in the VA s Vendor Information Pages (VIP) at https://www.vip.vetbiz.va.gov/. Period of Performance: Anticipated to be 04/01/2019 through 03/31/2020, with four subsequent option years. Place of Performance: Syracuse VA Medical Center (VAMC), 800 Irving Avenue, Syracuse, NY 13210 DRAFT PERFORMANCE WORK STATEMENT SCOPE OF WORK The Contractor shall perform mail operations, Monday through Friday, 7:30 am-4:00 pm, and provide postal services to Department of Veterans Affairs Syracuse VA Medical Center (VAMC), 800 Irving Avenue, Syracuse, NY 13210-2716 in accordance with U.S. Postal Regulations and VA regulations, policies and procedures. TASKS: The Contractor shall be responsible for accomplishing the following tasks: Contractor shall receive and process one (1) incoming shipment of mail from Teall Station Post Office. Contractor personnel shall deliver the incoming mail to the mailroom between the hours of 8:30 and 9:30am, Monday through Friday. The Contractor shall prepare for shipment to the US Postal Service all outgoing mail. Outgoing shipments shall be loaded by contractor not later than 2:30 pm daily. The Contractor shall accurately sort all incoming mail by 11:30 am daily; VA personnel shall pick-up mail between 10:30 am and 2:00 pm, Monday through Friday. Note that mail may be dropped off at any time. The mailroom must be staffed with at least one (1) qualified employee at all times. In the event that all Contractor personnel must leave or at the end of the work day, the room is to be properly secured during their absence. The Contractor shall pick-up and process all outgoing mail (letter mail), generated by Pharmacy service on a continual basis from 8:00 am 3:00 pm, Monday through Friday. Prescriptions items generated by the Pharmacy shall be delivered to the mailroom by contractor personnel for postage to be affixed by the contracted personnel. Contractor shall also pick-up daily narcotic shipment address listing throughout the day and generate trackable addressed shipping packages and return packs back to the Pharmacy. The Contractor shall process all letter class mail, flats and parcels (this includes all accountable mail, i.e., certified, registered, return receipt for merchandise, etc) presented at the mailroom by VA personnel on the same day as received. Appropriate logs of these transactions need to be maintained. The Contractor shall receive letters and parcels for processing and dispatch via US Postal Service or express delivery service from 8:00 am 3:00 pm, Monday through Friday. Items deemed emergent shall be processed at any time during the work day. The Contractor shall fold, insert and place the correct postage on patient directed letters presented for processing by VA Personnel from 8:00 am 2:00 pm Monday through Friday, for same day dispatch. The Contractor shall forward all mail that cannot be delivered internally. All undeliverable patient mail shall be forwarded within 24 hours of receipt to mailroom. Patient addresses are available via computer access. All other undeliverable mail will be handled in accordance with VA Policies/Regulations and US Postal Service policies. The Contractor personnel will provide services to include unpacking, counting, sorting, disposal and pick up of materials within the VA when needed. These services will not exceed a weekly total of three (3) hours. MAIL SORTING: The Contractor shall sort all incoming mail by the appropriate mail symbol for pick-up by VA personnel, Monday through Friday. Patient mail shall be separated and processed for delivery/forwarding as appropriate. Patient mail shall never be opened. INTERNAL/EXTERNAL MAIL DELIVERY: The Contractor shall be responsible for mail delivery and pick up within the medical center. Pharmacy mail shall be picked-up by the Contractor from Pharmacy for processing; With the exception of narcotics which will be delivered by Pharmacy personnel daily upon arrival of express delivery service provider. EXPRESS DELIVERY The Contractor shall receive, document, and prepare as appropriate, all outgoing express delivery Mail. All outgoing letters and parcels that are to be sent via express delivery should be delivered to the mailroom by 3:00 pm, Monday through Friday. Mail to be processed as Express Delivery after daily closeout shall be dispatched by utilizing express delivery service providers Air Bill the requesting party shall call, for pick-up by provider. ACCOUNTABLE MAIL: Accountable mail is defined as Certified, Insured, Registered, Express and Return Receipt for Merchandise Mail. The Contractor shall be responsible for the proper documentation and delivery of all incoming accountable mail received from VA warehouse personnel. All accountable mail shall be documented for delivery to the addressee on PS Form 3883. All outgoing accountable mail shall be documented on the appropriate U.S. Postal Service form. All accountable mail documentation shall be maintained by the Contractor in accordance with applicable U.S. Postal Service Regulations and VA regulations/policies and procedures. CUSTOMER SERVICE: The Contractor shall provide mail-related customer service support to the VAMC from 7:30 am to 4:00 pm, Monday through Friday. Support shall include advice on the best way to ship parcels, tracer action for express delivery, and all accountable mail, zip codes, wrapping of official parcels, folding, insertion and sealing of letter, operation hours and other mail related questions. SHIPMENT OF PHARMACEUTICALS: The Contractor shall process outgoing pharmaceuticals Monday through Friday, 8:00 am until 2:00 pm. Pharmaceuticals shall be mailed utilizing the most economical postage rate available, unless otherwise specified by the pharmacy. The Contractor shall be responsible for the delivery of outgoing pharmaceuticals from the Pharmacy to the Mailroom for processing. While awaiting pick-up, after processing by Contractor, Pharmaceuticals shall be stored in a locked storage area provided by the VA. FINAL SHIPMENT OF USPS MAIL: The Contractor shall prepare the final shipment of outgoing USPS mail prior to 2:15 pm for pick-up by 2:30 pm by postal services. MAIL VOLUME STATISTICS: The Contractor shall complete the reports provided in the Attachments Section at the frequency described and turn them in to the COR as required. The Contractor shall furnish staffing to perform mail and reproduction services under the following estimated volumes and schedules: Average daily incoming mail: 2000 pieces Average daily outgoing mail: 2256 pieces (letters, flats, parcels excluding Pharmacy) Average daily Pharmacy mail output: 154 pieces Average daily UPS mail: 75 pieces EQUIPMENT AND FURNISHINGS: VA shall provide and maintain all postal equipment needed to perform mail operations; i.e., meter equipment, mail carts, flat beds for moderate to heavy parcels, office furniture for mail clerk, work tables and sorting bin, storage area for mailroom supplies and equipment. See equipment and supplies lists in the Attachments Section. QUALITY CONTROL: Following award, but not later than the pre-performance conference, the Contractor shall have a quality control program to assure the requirements of the contract are provided as specified. Any changes to this basic Quality Control Plan must be submitted to the Contracting Officer on the start date and as changes occur. The plan shall include, but not limited to, the following: An inspection system covering all services listed in this Performance Work Statement. It must specify the areas to be inspected on either a scheduled or unscheduled basis, how often inspections shall be accomplished, and the title of the individual(s) who shall perform the inspection. The methods of identifying and preventing deficiencies in the quality of services performed before the level of performance becomes unacceptable. The contractor shall maintain complete records of his inspections and corrective actions taken and shall provide this information to the VA on request. QUALITY ASSURANCE: The VA will monitor the Contractor s performance under this contract. Performance Evaluation Meetings. The COR will meet with the Contractor on a periodic basis. A specific time, frequency and place shall be established by the Contractor and COR based on the events. The issuance of a Contract Discrepancy Report (CDR) may be cause for the scheduling of a meeting of the Contracting Officer, Contractor and the COR. A mutual effort shall be made to resolve all problems identified. The Government shall prepare written minutes of this meeting. Minutes of these meetings shall be signed by the Contracting Officer, Contractor and COR. Should the Contractor not concur with the minutes and action taken at the meeting he/she shall state in writing to the Contracting Officer any areas wherein he does not concur and explain the reason(s) for non-concurrence. The Contracting Officer shall notify the Contractor in writing of his final decision. A dispute over the Contracting Officer s decision shall be handled in accordance with the Disputes clause in this solicitation. DETERMINATION OF RESPONSIBILITY: Prior to award the Contracting Officer may contact the prospective Contractor to determine the Contractor s financial and technical capability to perform. Upon request, the Contractor shall provide a management official with adequate knowledge of the company to represent the firm at a meeting with the Contracting Officer and COR. The Contracting Officer shall ask the prospective Contractor to provide any necessary information 5 days prior to the meeting in writing. Among those items to be considered may be the following: Record of past performance an experience. Ability to obtain the necessary resources, including evidence that the Contractor can provide a labor force. Record of integrity and business ethics. Ability to comply with performance schedule as required by the solicitation. Evidence of ability to provide training to employees and to provide quality assurance for services to be performed. This evidence may include the Contractor s basic manual for his/her own operation, which may include methods, procedures, and standards of performance. CONTRACTOR S POST AWARD RESPONSIBILITIES: The following information shall be submitted to the Contracting Officer in writing no later than one week after award: Start-up and phase-in schedule. Procedures manual for this contract. Organizational and functional charts reflecting line of management responsibility. Personnel rosters. Plans and management procedures for logistical and administrative support of all functions, that is, Contractor-furnished supplies and equipment and procedures for timely payment of personnel. Quality Control Plan. Provide photo identification card for all employees to work under this contract. CORRESPONDENCE: Correspondence relative to this contract shall bear the VA contract number, name and location of the medical facility and shall be addressed to the Contracting Officer with copies sent to the COR. BUILDING SECURITY: Keys: The VA will provide the Contractor with keys to allow access to rooms required to be accessed in order to fulfill provision of this contract. The contractor and COR shall periodically perform an inventory of all keys assigned to the Contractor (at least every three months and at the end of the contract period). Any expenses incurred for lost keys or replacement door locks as a result of contractor personnel negligence shall be charged to the Contractor to prohibit the use of keys issued by the government by any persons other than the Contractor s employees. The VA will provide employees with photo identification badges to be worn at all times on VA property. CONSERVATION OF UTILITIES: The Contractor shall ensure that all employees are trained in methods to reduce energy consumption as well as recycling and other programs beneficial to the environment. SAFETY AND FIRE PREVENTION: The VA Safety Officer is responsible for the enforcement of all safety regulations as they apply to the safety of VA and Contractor employees, visitors, and patients. Violations shall be submitted to the contractor for immediate corrective actions. If corrective action is not instituted promptly, a copy of the COR s report shall be forwarded tot he Department of Labor. These inspections do not relieve the Contractor from full compliance with the Contractor s responsibilities. In the performance of this contract, the Contractor shall take such safety precautions as necessary to protect the lives and health of occupants of the building. Prior to Contractor occupancy, a joint inspection by the VA and the Contractor shall be made and documented. The Contractor shall not be held responsible for deficiencies which predate occupancy of the area and are documented. The Contracting Officer may hold the Contractor responsible for subsequent deficiencies. The Contractor shall comply with the Federal, State, and local safety and fire regulations and codes identified in the Publications Section of this solicitation as mandatory. HOURS OF OPERATION: Business hours are Monday through Friday 7:30 am to 4:00 pm, exclusive of Federal Holidays Federal Holidays observed by the VAMC are: New Years Day Labor Day Martin Luther King Day Columbus Day President s Day Veterans Day Memorial Day Thanksgiving Day Independence Day Christmas Day And any other day specifically declared by the President of the United States to be a national holiday. APPROPRIATE USE OF POSTAGE: The Contractor shall be guided by VA standard operating procedures in using the least cost postage that is appropriate to the type of item being mailed. The VA reserves the right to perform unannounced inspections to determine that postage is being used only for official government business and mail operations are completed following U.S. Postal Regulations and VA Policies and Procedures to obtain the best mail service at the lowest cost. Use of postage for other than official government business shall, at a minimum, result in the value of the postage being deducted from payments made on this contract and may result in criminal prosecution under Federal law. Offenses of this nature may result in termination of this contract if the contracting Officer determines that the Contractor had not taken effective action to preclude offenses of this type. CONTRACT ADMINISTRATION DATA The Contracting Officer is the only person authorized to approve changes or modify any of the requirements under this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer is authorized to make commitments or issue changes that will affect price, quantity, or quality of performance of this contract. In the event the Contractor effects any such change at the direction of any person other than the Contracting Officer, the change shall be considered to have been made without authority and no adjustment will be made in the contract price to cover any increase in costs incurred as a result thereof. PAYMENT/PROPER INVOICE Payment will be made monthly in arrears, upon receipt of a properly prepared invoice for the services furnished in the previous month. Invoices submitted for payment for goods or services provided under this contract must contain, as a minimum, the following information: (1) name of the business concern; (2) invoice date; (3) contract number or other authorization for delivery of property or services; (4) description, price, and quantity of property or services actually delivered or executed; (5) shipping and payment term; (6) name where practicable, title, telephone number, and complete mailing address of responsible official to whom payment is to be sent; and (7) other substantiating documentation or information as required by the contract. SPECIAL CONTRACT REQUIREMENTS The Contractor shall be responsible for protecting the personnel furnishing services under this contract. To carry out this responsibility, the Contractor shall ensure the following are provided for these personnel: worker s compensation, professional liability insurance, health examinations, income tax withholding, and social security payments. The parties agree that such personnel shall not be considered VA employees for any purpose and shall be considered employees of the Contractor. CONTRACTOR PERSONNEL SECURITY REQUIREMENTS All contractor employees who require access to the Department of Veterans Affairs' computer system, access to sensitive records or require access to the facility shall be the subject of a background investigation and must receive a favorable adjudication from the VA Office of Security and Law Enforcement prior to contract performance. This requirement is applicable to all subcontractor personnel requiring the same access. If the investigation is not completed prior to the start of the contract, the contractor will be responsible for the actions of those individuals they provide to perform work for VA. (1) Position Sensitivity - The position sensitivity has been designated as low risk. (2) Background Investigation - The level of background investigation commensurate with the required level of access is Tier 1, National Agency Check with Written Inquiries. (3) Contractor Responsibilities (a) The contractor shall bear the expense of obtaining background investigations. If the investigation is conducted by the Office of Personnel Management (OPM), the contractor shall reimburse VA within 30 days. The cost of Background investigation is currently $215.00. This price is subject to change. (b) The contractor shall submit or have their employees submit the following required forms to the VA Office of Security and Law Enforcement within 30 days of receipt: (i) Standard Form 85, Questionnaire for Public Trust Positions (ii) FD 258, U.S. Department of Justice Fingerprint Applicant Chart (iii) VA Form 0710, Authority for Release of Information Form (iv) Optional Form 306, Declaration for Federal Employment (c) The contractor, when notified of an unfavorable determination by the Government, shall withdraw the employee from consideration from working under the contract. (d) Failure to comply with the contractor personnel security requirements may result in termination of the contract for default. (4) Government Responsibilities The VA will provide the necessary forms to the contractor or to the contractor s employees after receiving a list of names and addresses. Forms are also available online at http://www1.va.gov/VABackground_Investigations/page.cfm?pg=2 Upon receipt, the Contracting Officer will forward the completed package to VA Office of Security and Law Enforcement who will then review the completed forms for accuracy and forward the forms to OPM to conduct the background investigation. The VA facility will pay for investigations conducted by the Office of Personnel Management (OPM) in advance. In these instances, the contractor will reimburse the VA facility within 30 days. The VA Office of Security and Law Enforcement will notify the contracting officer and contractor after adjudicating the results of the background investigations received from OPM. The contracting officer will ensure that the contractor provides evidence that investigations have been completed or are in the process of being requested. QUALIFICATIONS OF OFFERORS Offers will be considered only from offerors who are experienced and capable in the business called for and who, in the judgment of the Contracting Officer, are financially responsible and able to show evidence of their responsibility, ability, experience, equipment, facilities, and personnel directly employed or supervised by them to render prompt and satisfactory service in the volume required for all items under this contract. By signing this offer, the offeror is certifying that he/she shall meet all requirements of Federal, State, or local laws, codes, and/or regulations regarding the performance of this contract, and shall, upon request of the Government, be able to show evidence of his/her reliability, ability, and experience by furnishing: a. A list of personnel who will perform under the contract showing the length and type of experience of such personnel, and; b. The names and addresses of other concerns and/or Government Agencies for which prior comparable services were rendered by the Offeror. The Offeror s ability to meet the foregoing experience requirements and the adequacy of the information submitted will be considered by the Contracting Officer in determining responsibility of the offeror. The VA will inspect and investigate the establishment, facilities, business reputation, and other qualifications of any offeror and reserves the right to reject any offer, irrespective of price, that shall be administratively determined by the Contracting Officer to be lacking in any of the essentials judged necessary to assure acceptable standards of performance. INSURANCE INDEMNIFICATION The Contractor expressly agrees to indemnify and save the Government, its officers, agents, servants and employees harmless from and against any and all claims, loss, damage, injury, and liability however caused, resulting from, arising out of, or in any way connected with the performance of work and under this agreement. Further, it is agreed that any negligence or alleged negligence of the Government, it officers, agents, servants, and employees, shall not be a bar to claim for indemnification unless the act or omission of the Government, it officers, agents, servants and employees is the sole, competent and producing cause of such claims, loss, damage, injury and liability. At the option of the Contractor, and subject to the approval by the Contracting Officer of the sources, insurance coverage may be employed as guaranty of indemnification. WORKERS COMPENSATION The Contractor agrees to procure and maintain while the contract is in effect, Workmen s Compensation and Employers Public Liability Insurance in accordance with the laws of the State of New York. The policy shall provide coverage for Public Liability Limits of not less than the statutory limitation for any one accident, and at least meeting the statutory limitations, if more than one person is involved. EVIDENCE OF COVERAGE Before commencing work under the contract, the Contractor shall furnish to the Contracting Officer a certificate of insurance indicating the coverage outlined and containing an endorsement to the effect that cancellation of, or any material change in the policies which adversely affect the interests of the Government in such insurance shall not be effective unless a 30-day advance written notice of cancellation or change is furnished the Contracting Officer. General Liability: Contractors are required to have Bodily Injury Liability insurance coverage written on the comprehensive form of policy of at least $1,000,000 per occurrence. Property damage Liability: Contractors are required to have Property Damage Liability insurance coverage of at least $1,000,000. In lieu of insurance coverage required, the Contractor may furnish evidence of financial responsibility in the form of a qualified self-insurance program, an irrevocable letter of credit, or a letter in which the Contractor agrees to accept financial responsibility and further states that he/she is financially able to meet all claims up to the amount specified. The furnishing of such evidence of insurance coverage or financial responsibility MAY NOT be waived. LICENSES AND/OR PERMITS The Contractor shall obtain all necessary licenses and/or permits required to perform all work under the contract. SUPPLIES TO BE FURNISHED BY THE VA All equipment necessary for the processing of mail to include (Equipment with similar capability may be substituted during the term of the contract): (2) Two Pitney Bowes DM1000 Mailing Systems, (1) one Pitney Bowes Series 5 Tabletop Letter Inserting System, (1) one Pitney Bowes Letter Splicing Machine, (4) Desktop Computers (utilized to process all UPS). All ink, postage meter tape, printer ribbons and paper necessary for the operation of the Paragon System. All supplies necessary for the processing of UPS. All inter/outer envelopes necessary for the processing of Scheduling letters. Office space and necessary desks, chairs, tables, pitching cases and all U.S. Postal Service forms. NOTE: THIS NOTICE WAS NOT POSTED TO FEDBIZOPPS ON THE DATE INDICATED IN THE NOTICE ITSELF (03-DEC-2018); HOWEVER, IT DID APPEAR IN THE FEDBIZOPPS FTP FEED ON THIS DATE. PLEASE CONTACT 877-472-3779 or fbo.support@gsa.gov REGARDING THIS ISSUE.
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Link To Document
(https://www.fbo.gov/spg/VA/VAWNYHCS528/VAWNYHCS528/36C24219Q0144/listing.html)
- Record
- SN05165071-F 20181205/181203230021 (fbodaily.com)
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