SOURCES SOUGHT
R -- Sources Sought for Mail Lease Machine SVCS Services for the Coatesville VAMC
- Notice Date
- 3/11/2020 11:42:53 AM
- Notice Type
- Sources Sought
- NAICS
- 532420
— Office Machinery and Equipment Rental and Leasing
- Contracting Office
- 244-NETWORK CONTRACT OFFICE 4 (36C244) PITTSBURGH PA 15215 USA
- ZIP Code
- 15215
- Solicitation Number
- 36C24420Q0392
- Response Due
- 3/18/2020 12:00:00 AM
- Archive Date
- 05/02/2020
- Point of Contact
- William.Schlobohm2@va.gov
- E-Mail Address
-
William.Schlobohm2@va.gov
(William.Schlobohm2@va.gov)
- Awardee
- null
- Description
- GENERAL INFORMATION FOLLOWED BY A TENTATIVE STATEMENT OF WORK NOTICE: This is not a solicitation but rather a Request for Information (RFI) (Sources Sought) to determine capability of potential sources and is for information and planning purposes only. Veterans Health Affairs, Network Contracting Office 4, is issuing this request for information/sources sought notice in order to identify capable firms for Mail Equipment Lease for the Coatesville VAMC. Responses must be submitted by 11:00pm (EST) March 18th, 2019. Submit responses to the information requested above via email to william.schlobohm2@va.gov . All SDVOSB and VOSB firms that respond shall include proof of CVE certification via www.vip.vetbiz.gov. All small business firms that respond shall include proof of small business status via their Representations and Certifications in accordance with (FAR 4.1102 Policy). While SDVOSB/VOSB contractors are preferred, all capable contractors are welcome to respond to this sources sought notice for market research purposes, and shall include as part of their response a brief capability statement that covers the information in the following tentative statement of work The results of this market research will assist in the development of (1) the requirement, and (2) the acquisition strategy (e.g., socioeconomic set-aside, full and open competition, etc.). VA assumes no responsibility for any costs incurred associated with the preparation of responses. Suggested NAICS: 532420 (Support Administrative: Mailing/Distribution) Suggested PSC: R604 (Office Machinery and Equipment Rental and Leasing) Open to suggestions from the market as to a more proper NAICS and/or PSC, as well as any potential GSA/FSS Schedule SIN categories. SAMPLE / TENTATIVE STATEMENT OF WORK (BELOW) Part I: General Information 1. Introduction The Coatesville VA Medical Center (CVAMC) has a requirement to initiate a lease and maintenance agreement for three mail postage machines (VAMC Coatesville Mailroom (high volume), Newtown Square CBOC (medium volume), and Spring City (medium volume) CBOC S. The mail postage machines shall be used for the daily processing of letters, postcards and parcels historically equating to 2,500+ mailings per annum. The use of these mail postage machines is mission critical to administrative operations. The contractor shall be required to ensure that the necessities described herein are provided to meet the requirements of the organization. The contractor must maintain the unit yearly, and if there are any break downs, the contractor must fix the unit during the contract period without charging the VA Medical Center. In the Force package, there are two venders that provide these mail metering services, the first unit is made by FP-USA, and Pitney Bowes. Please review the following files. 2. Scope The lease agreement shall begin on the effective date of award with four (4), twelve (12) month option periods. The LTOP lease agreement shall include a new mail postage machines, full-service maintenance, and preventative maintenance. The contractor shall provide training to the key operator within 7 days of completed installation. The contractor shall ensure networking functionality and security accreditation along with technical and network installation capability. 3. Applicable Documents The mail postage machines utilized by the CVAMC shall comply with the following regulations: � Architectural and Transportation Barriers Compliance Board s Electronic and Information Technology Accessibility Standards (36 CFR 1194)- http://www.gpo.gov/fdsys/search/pagedetails.action?browsePath=Title+36%2FChapter+Xi%2FP art+1194&granuleId=CFR-2011-title36-vol3-part1194&packageId=CFR-2011-title36- vol3&collapse=true&fromBrowse=true � Executive Order 13123, Greening the Government through Efficient Energy Managementhttp:// www1.eere.energy.gov/femp/pdfs/eo13123.pdf � Executive Order 13221, Energy-Efficient Standby Power Deviceshttp:// www1.eere.energy.gov/femp/pdfs/eo13221.pdf � Section 508 of the Rehabilitation Act (29 U.S.C. 794d) Amendments of 1998- http://www.section508.gov/Section-508-Of-The-Rehabilitation-Act 4. Definitions: For the purpose of this acquisition, the following definitions apply. Backup: The mail postage machine installed in place of the malfunctioning machine to provide temporary relief until repairs are made or a replacement is installed. Contracting Officer (CO): The Government representative who possesses the overall responsibility of the successful performance/completion of the contact/lease agreement. Contracting Officer's Representative (COR): The individual who may be designated by the CO to have responsibility for performance of all technical aspects of the contract. Key Operator: The Department of Veterans Affairs, Coatesville, PA employee who is specificallydesignated and trained to deal with day-to-day operations and unexpected issues and other minorevents for the mail postage machine. The Key Operator handles problems which can be correctedand full performance can be restored without the need for a service call. Lease to Own (LTOP): An equipment lease applicable for a stated period of time, at the end of which, the VA has the option to take ownership of the equipment. The plan includes applicable GSA warranties and preventive maintenance services. Replacement: The mail postage machine intended to remain in place for the remainder of the delivery order lease term. The replacement mail postage machine shall be at least the functional equivalent of the mail postage machine they replace. Part II: Work Requirements � The specifications and features provided herein represent the CVAMC s best effort to capture the functions, size capability, and features of the required mail postage machines and maintenance agreement. The CVAMC intends to makes an award of this procurement without discussions so contractors must submit their best initial quotation. � The lease shall include delivery and installation of the mail postage machine, associated equipment listed herein, operating software, the provision of the operating supplies, and maintenance (both preventative and reparative), to ensure the machine is in constant working order. Contractor technicians shall have the ability to communicate in English. � The contractor shall flow down all pertinent terms and conditions of this contract to its subcontractors, including all requirements involving deliveries, installation, and maintenance. 1. Technical Must Have s � Minimum required characteristics for smaller Mail Postage Machine: o 45 letters per minute o Envelope min 3 x 5 / max. 11 X 13 o Maximum envelope thickness up to 3/8 o Envelope orientation Landscape and Portrait / Landscape o Weighing platform 30lb o Automatic Rate Download o Low-ink alerts o Minimum of 10 programmable jobs o 25 dept accounting � Required Operating Features: o Contain no asbestos or polychlorinated biphenyls (PCBs), nor beryllium, lithium, or other compounds o Conform to the requirements of the American National Standards Institute (ANSI) And Underwriters Laboratories (UL) o Include an Operator's Manual for each specific piece of equipment o Accept recycled paper/post cards of up to 50% post-consumer materials o Contain an internal self-diagnostic system indicating, as a minimum, the following conditions: ""needs toner"", ""mis-feed or jam"", or ""call for service"" o Provide an ""on/off signal light or panel indicator. o Power off automatically after a period of non-usage. o In compliance with ""Energy Star"" or ""Environmental Choice"" standards o Utilize digital technology o Employ automated features for the following capabilities: less than 30 seconds warm-up time. 2. Deliverables � Initial acceptance will be at the discretion of the COR during the delivery. All items required shall be fully functional, present, and compatible as required. o Include an Operator's Manual for each specific piece of equipment o The contractor shall demonstrate that the machine is properly functioning upon completion of installation. This demonstration shall be accomplished pursuant to the operating instructions furnished with the mail postage machine and in the presence of the specific key operator 3. Maintenance � Maintenance should be included as part of the lease payment and be on GSA Contract � The contractor shall perform all mail postage machine maintenance (both preventive and reparative). This maintenance includes all parts and labor. The contractor shall respond to all maintenance requests within twenty four (24) hours of notification. Any portion of the mail postage machine that cannot be repaired shall be replaced within 2 days. Only qualified personnel, materials, spare parts, tool, hardware/software and network components necessary to perform the service shall be provided by the contractor. � A single Help Desk telephone number must be provided so the Key Operator can call for field technical support assistance. The contractor shall respond to written/oral requests from the Key Operator for all service calls. � The contractor shall repair the machine within twenty-four (24) working hours after the request for the service call during the hours of 8:00 a.m. to 4:00 p.m. (EST), Monday through Friday (excluding Federal holidays). 3.1 Preventative Maintenance � The contractor shall regularly and systematically examine, clean, lubricate, test, adjust the equipment, and as conditions warrant, repair or replace equipment included under the contract. The contractor shall ensure that the mail postage machines operate as originally designed and installed throughout the entire awarded contract period. 3.2 Replacement � For purposes of this contract, the minimum acceptable levels of performance for these mail postage machines are 90% uptime. The Government's definition of uptime is the full functioning of all the features available on the unit simultaneously. Malfunctioning (downtime), even if the mail postage machine still functions after an original is placed on the platen, includes the nonfunctioning of the feeder, weighing platform and anything else that is necessary for the full functioning of the features available on the unit simultaneously. The failure of the mail postage machine to meet the uptime standard of 90% in one 60-day period will result in a determination by the identified key operator/Contracting Officer and contractor's authorized representative whether to replace mail postage machines. As an alternative, the contractor's representative may certify on the repair record that sufficient repairs have been made to preclude additional abnormal breakdowns. If in the 30 days after such certification, the mail postage machine continues to function below the 90% uptime threshold, the contractor shall replace the mail postage machine with the concurrence of the CO and at no additional cost to the Government. The contractor shall deliver and install a replacement mail postage machine within two (2) working days after the replacement determination. 3.3 Backup � The Contractor shall have an adequate working inventory of components in order to provide backup support for all volume bands. When a malfunctioning mail postage machine cannot be repaired within the on-site repair time, the CVAMC will have the option to request a backup component. The contractor shall supply such a backup component within eight (8) working hours after notification by the key operator or COR. Backup components shall meet or exceed the capabilities of the components to be replaced. The contractor's charge for use of the backup components shall be the same as and in lieu of the charges for the mail postage machine being replaced. For this purpose only, remanufactured equipment may be used until a replacement mail postage machine is delivered. � Backup components are generally expected to remain in place for five (5) working days or less, but in unusual cases, a backup component may remain in place for as long as thirty (30) days. If the original mail postage machine has not been repaired and reinstalled at the end of thirty (30) days, the contractor shall provide a replacement mail postage machine equal to or superior to the original mail postage machine. The Contractor shall supply the model number, serial number and location of the replacement machine to the COR. In such circumstances, the mail postage machine may become the replacement mail postage machine, and another unit shall be designated for future backup requirements. � The contractor shall maintain the entire service history of the CVAMC mail postage machine as indicated. The report must include make, model, serial number, location, install date, and volume. The Inventory Report shall be provided to the key operator on an annual basis with a final report to be provided within 10 days of the conclusion of contract performance. � A Service History Report shall be issued to the appropriate Key Operator for the leased mail postage machine on a yearly basis. The report shall include make, model, serial number, location, and description of each problem and the response time to repair requests. 4. Supplies 4.1 Consumable Supplies � The Contractor shall provide initial start-up consumable supplies in accordance with the lease agreement/contract terms and conditions. The VA will be responsible for the order and cost of ink, tapes/labels and sealing solution. � The Contractor shall deliver supplies to the key operator/COR during the hours of 8:00 a.m. through 4:00 p.m. (EST), Monday through Friday, excluding Federal holidays. � The Contractor shall label all shipped consumable supplies with the name and address (including building number, room number, and mail code) of the CVAMC, key operator. � The key operator may make urgent requests for consumable supplies verbally, with written confirmation by the COR. The contractor shall process and ship these requests within twenty hour (24) hours, excluding Saturdays, Sundays and Federal holidays. Part III: Supporting Information 1. Government Security Requirements and Responsibilities 1.1 The COR will guide the contractor through the security access process in order to gain entrance and access to the facility within the building. The contractor will have access to the facility to provide the following: preventive maintenance, repairs, replenishing and installing supplies, and conducting meter reads. 1.2 The VA Office of Security and Law Enforcement will provide the necessary forms to the contractor after receiving a list of contractor employees' names and addresses. 1.3 Upon receipt, the VA Office of Security and Law Enforcement will review the completed forms for accuracy and forward the forms to the Office of Personnel Management (OPM) to conduct the background investigation. 1.4 The VA will pay for investigations conducted by the Office of Personnel Management (OPM) in advance. 1.5 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 Office of Personnel Management (OPM). 1.6 The Contracting Officer will ensure that the contractor provides evidence that investigations have been completed or are in the process of being requested. 2. Place of Performance 2.1 Hours of Operation: All work shall be completed during the site s normal operating hours of 8:00 AM to 4:00 PM Monday through Friday excluding federal holidays. Federal holidays are New Year s Day, Martin Luther King Jr. Day, President s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day. 3. Special Considerations 4.1 Training: The contractor shall provide training in the English language to the key operator within 7 days of completed installation. Training shall consist of equipment operation (mail postage machine, high capacity letter feeder, operating panel and weighing platform), processing software, and installed software packages. 4.2 Information Technology (IT) Information Security Requirements: Information security is critically important to the Department of Veterans Affairs, and all measures of protection are strictly enforced. Although the requirements elsewhere in this solicitation require the removal of the hard drive whenever the mail postage machine is removed from the CVAMC, for any reason, if the contractor can demonstrate that their quoted mail postage machine model possesses the capability of automatically removing any and all footprints from the hard drive, or any other device that captures information, is encouraged to demonstrate this feature. 4.3 Liquidated Damages for Late Delivery � If the contractor fails to deliver equipment, replacement equipment, maintenance/ service(s) calls, or supplies within the time specified in this contract, or any extensions granted by the Contracting Officer, the contractor shall, in place of actual damages, pay to the Government as fixed and agreed, liquidated damages for each calendar day of delay, the sum of one-twentieth (1/20) of the anticipated monthly lease price for the mail postage machine for which delivery or service is not performed. However, the total of liquidated damages assessed shall not exceed the monthly lease cost of the mail postage machine. In the event of conflict between this provision and the laws and standards promulgated by the Financial Accounting Standards Board regarding the accounting treatment of leases, the latter shall govern. � The contractor, at the Government's option, shall not be assessed with liquidated damages when the delay in delivery or performance arises out of causes beyond the control and without the fault or negligence of the contractor. The contractor shall submit reasons for such non-performance to the Contracting Officer in writing within 3 business days of such delay.
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