R604--MWV Mail Meter Equipment Lease RFI

Page 3 of 3 THIS REQUEST FOR INFORMATION IS ISSUED SOLELY FOR INFORMATION AND PLANNING PURPOSES ONLY AND DOES NOT CONSTITUTE A SOLICITATION. This is a Request for Information (RFI)/Sources Sought Notice (SS), this is not a Request for Quotes (RFQ) or Request for Proposals (RFP). No formal solicitation document exists at this present time. This is not a solicitation announcement. The purpose of this Sources Sought notice NAICS 532490 - Other Commercial and Industrial Machinery and Equipment Rental and Leasing PSC R604 support- administrative: mailing/distribution NAIC size standard of $40M for the Martinsburg VAMC. Responses to this Sources Sought notice will be utilized by the Government to make appropriate acquisition decisions. After review of the responses to this Sources Sought notice, a solicitation announcement may or may not be published in SEWP, SAM, or GSA ebuy. REQUESTED INFORMATION If you are interested and capable, and can provide the required service, please provide the requested information for questions 1-9 as indicated below: Responses to this Sources Sought notice shall also include: company name, address, point of contact, if applicable contract number, info listed in 1-9 place of manufacturer, and Sam Uei number: Is mail meter solution open market or GSA pricing? Provide vendor s business size status and representations for NAIC 532490 and PSC code R604? Does vendor have capability, product, and interest for mail meter rental SOW below? Yes/No Is vendor authorized by USPS to lease meter? y/n Is the vendor s mail meter solution FEDramp approved? Y/n Is the vendor s mail meter solution VA TRM approved? y/n Is the vendor s mail meter solution VA SAAS approved? y/n Provide specification sheet, model number, manufacturer name, FEDramp, VA TRM, VA SAAS, USPS lessor authorization, product brochure of mail meter that meets requirement below. SOW GENERAL INFORMATION The digital mail metering system provided for use at Martinsburg VAMC must process at least 160 letters per minute (LPM), handle mail up to 8 inch thick, with a 70 lb. dynamic weight scale which measures mail and determines, sets and prints the appropriate postage. The meter must have a scanner and labeler for certified mail. Leased services shall include all mail processing equipment, web-based browser software, scalable cloud-based software solution for data hosting (with web-portal access), mailroom processing accessories, handheld scanners all supported by maintenance and support services to keep all systems fully operational. Leased services shall also include services of destination delivery of new equipment, install, configuration, user training, repair, maintenance, complete functionality testing, XXX days quantity of operating supplies, maintain software upgrades and patches for the life of the contract, monthly reports to COR, under manufacturer warranty for the life of the contract, and removal of equipment at the end the contract. Martinsburg VAMC will lease only new, unused, non-remanufactured mail system equipment and accessories. The facility will not accept any used equipment, replacement parts, associated accessories, or supplies. The Mail System shall include password protected security features to prevent unauthorized use. The software application connecting all the Mailing Systems for reporting purposes must be FIPS compliant and support active directory sign on authentication. Existing equipment shall be forwards and backwards compatible with new equipment introduced into the mail center. Postage meters must have the ability to stamp and postmark mailings, charging postage costs to the meter balance. Meters should be able to provide exact shipping costs, deducted from the meter and have the ability to utilize postage discount rates assigned by the USPS. Postage meters shall be compatible will all major shippers and have the ability to work with, and process mail formats associated to USPS Domestic Mail Manual (DMM) products, services and shipping partner rules and regulations. Software shall have the ability to electronically capture, store and make accessible mail management data for VA use. Data captured and stored shall be identifiable and referenced by Serial Number of each individual piece of equipment generating such data. Data shall include United States and International volumes (No. Pieces) and expenditures for USPS letters/flats/packages in all mail classes; and commercially provided expedited services in all shipping classes. Upon contract termination, Media (i.e. hard drives, flash drives, memory devices) must be removed from the equipment, secured and managed with return authorization approved by the COR. 4.1. Postage Meter and System Requirements. Mail systems shall accurately scan, weigh, rate, meter, and account for all outbound mail and parcels. All equipment supplied shall have postage meters with remote capability which permit postage replenishment, usage and balance reporting and software upgrades. Mail Systems must support the requirements as defined in the Government Publishing Office (GPO) Code of Federal Regulations 41 CFR 102 192 Mail Management. All physical and virtual postage meters must meet the Department of Treasury s requirement for using depositaries to hold public money, Chapter 4100 Section 4130. The Mail Systems shall accommodate network connectivity for downloading postage, software upgrades, updating rate changes, data collection, reporting, accounting information and maintenance. It is the Vendor s responsibility to meet VA security requirements of all Vendors supplied equipment and software. The Vendor must have a software solution to access VA carrier negotiated rates/ USPS Commercial Plus Pricing (CPP)/GSA Schedule 48 rates and UPS and FedEx NGDS Rates. This includes USPS CMOP rates for pharmacy. Stand-alone Intelligent Mail Package Barcode processing for priority mail, first class parcels, and package services that includes computer, label printer and scale(s). 2 x 70-pound scales for the mailroom, 2 x 50-pound scales for Pharmacy. Web-Based Departmental/Categories Accounting Must have the ability to capture all usage through shipping workstations and current mail machines and combine in the cloud into a single report. Online services for tracking packages and viewing accounting information to include monthly reporting of number of pieces processed and dollar amount. Multi-carrier capability (i.e., USPS, and UPS) to allow for rate shopping and to ensure continuity of operations for package shipments. Must be configured to allow for best rate selection (i.e., Priority Mail Commercial base and Priority Mail Commercial Plus). Authorized USPS approved Intelligent Mail system capability (printed and mail system must be capable of providing USPS Commercial Plus Pricing on Priority and Express Mail). The Vendor shall be responsible for updating approved software by UPS. 4.2. Mailing and Shipping Software Requirements They should take all necessary measures to ensure uninterrupted flow of the software requirements and ensure that the software is consistently updated and maintained. The Vendor is responsible for meeting all mailing and shipping software requirements, including but not limited to: Must meet all requirements of Software-as-a-Service (SaaS) Software application must have FedRAMP authorization to protect VA PII information. 3rd party FIPS 140-2 or 140-3 certified solution for any data containing PHI/PII or VA sensitive information, where applicable. Requires FEDRAMP VA TRM, VA SAAS approval a cloud based software solution for data hosting which will include Personally Identifiable Information as defined in the Controlled Unclassified Information (CUI) Registry at http://www.archives.gov/cui/registry/category-list.html , it is mandatory that the software for shipping, inbound tracking and reporting have a FedRAMP ATO issued by the VA. The solution requires that VA names and address which are PII be transmitted outside the VA network therefor the component for shipping must have an ATO from the VA. All equipment and software rented must be authorized USPS Intelligent Mail Indicia/compatible (IMI) compliant. IMI compliance refers to acquiring a postage meter capable of sending and receiving data from the USPS securely and efficiently. As digitally based mailing systems rely on communication between the USPS and the meter itself, being IMI compliant means having a postage meter that meets these updated communication standards. Provide software name. Software shall be delivered and maintained at the Vendors most current version. Software and application(s) shall support seamless processing of all carriers through automatic rate shopping. Software shall automatically determine the most economical delivery method for letters, flats, and parcels by examining criteria such as applied business rules, delivery time, priority, and transportation method. Upon identifying the most economical delivery method, the system shall produce the carrier compliant label. Software shall have the ability to capture and download postage, track, and determine how much postage has been downloaded; determine postage remaining on the meter, and report daily/monthly/yearly spending from the meter. Software shall be web-based allowing local and remote access to mail machines. Mail machines shall have locally stored data which includes United States and International volumes and expenditures for USPS letters/flats/packages in all mail classes; and commercially provided expedited services in all shipping classes. Integration to Pharmacy ScriptPro software via a SFTP file transfer. When the pharmacy staff scan the ScriptPro barcode it will automatically populate the shipping information from the ScriptPro file and allow the user to create a carrier label. The pharmacy must have the ability to ship using the USPS CMOP rates which are the USPS discounted rates for VA pharmacy mail. 4.3. Mail System Accessory Requirements- Handheld Scanners Handheld scanners and parcel tracking software shall process all types of mail with barcoded technology that allows traceability of items which are sent and received at mailroom or facility. Scanners shall be downloadable to a receipt/delivery program which can be standalone or integrated technology that allows storage of information, printability, and allows for ease of data downloads and research. Receiving program should have editable fields that can be created for ease of sorting by the following methods: Tracking number, Facility/VA Purchase Order Number, Item number, Address (Sender/Receiver), date, or other identifying methods as required by the facility. Tracking features include: Counter Signature Pad Low to Mid Volume 4 in. Label Printer Cordless Scanner Single Bay Cradle/Battery Charger for handheld scanner (2 each) Basic Operator Training up to 4 Hrs. (2 Operators) PC w/ Flat Panel Monitor Mail Openers/Extractors Shall cut, open, extract letters or packs of different dimension or thickness. Openers shall have adjustable cutters and options for single or multiple envelope cuts. Mailroom requirements range from processing a few letters per minute/hour to several thousands of letters per hour. Mailrooms will define their individual overall requirements. Folders/Inserters Shall provide low to high volume document and envelope feeders with multi-sheet collation and fold modes to meet specification requirements. Must process at least 4000 sheets per hour in stacks of at least 500 sheets of 20# paper thousands of letters per hour. Must be able to fold up to 8 pages for insertion into a #10 envelope or 10 pages into a 6 x 9.5 envelope 5ft x 2.5ft not including the stand. Mailrooms will define their individual overall requirements. Sorters Must be able to sort several hundreds to thousands of pieces per day, leverage postal discounts, report mailing cost statistics, and count the number of pieces in a postal tray. Stackers Low to high volume envelope handlers must clear stamped mail from the mail machine. Based on mailroom requirements stackers may be minimum volume holding trays to stackers which are power driven to move stamped mail form the mail machine area. Mailroom requirements range from processing a few letters per minute/hour to several thousands of letters per hour. Digital Scale Must electronically weigh postal and parcel items for shipping. Scales must be USB capable for downloading weight to a computer or other connected devices. Mailroom processing scales able to handle weight ranges from 0-70 lbs. Printers Shall provide options for various mailroom requirements to meet mail addressing, barcoding and postage printing. Each mailroom will specify their pages/minute, size, thickness, resolution and type of media such as: extra-thick card stock, polyester, magnetic media, transparency films pages should conform with industry standards. The Vendor include up to 2 sets of self service Lockers to fit multiple sized mail packages to maintain chain of custody location TBD and delivery TBD. 4.5. Maintenance Support Requirements Plan The Vendor qualified technician shall perform all mail system maintenance includes (both preventive and reparative). This inclusive priced maintenance includes all parts and labor for the life the contract. The Vendor shall respond to all maintenance requests within 24-hours of notification. Any portion of the mail system 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 Vendor. The Vendor shall repair the mail system within 24-hours working hours after the request for the service call during the hours of 7:00 a.m. to 3:30 p.m. EST Monday through Friday (excluding Federal holidays). The Vendor shall regularly and systematically examine, clean, lubricate, test, adjust the equipment, and as conditions warrant, repair or replace equipment included under the contract. The Vendor shall ensure that the mail system operates as originally designed and installed throughout the entire awarded contract period. Vendor maintenance shall include preventative maintenance at manufacturer-recommended intervals. The Vendor shall provide complete remedial and preventive maintenance for the components of the installed solution. The Vendor qualified technician shall provide all replacement component parts as required to meet original equipment performance at no additional cost to VA. The Vendor qualified technician shall provide an affixed label to equipment which identifies equipment make, model, device serial number, mail meter serial number and equipment service support and contact information. Manuals, handbooks or brochures shall be provided in hard copy, soft copy or with electronic access instructions, consistent with standard industry practices for the equipment or device. The Vendor qualified technician shall maintain a record of all service calls including the following minimum level of information. When a pattern of excessive repairs or other frequent operational problems/malfunctions occur, the Vendor shall replace the malfunctioning equipment, accessory, or software component. The term excessive repairs means two or more service calls in a single month, not including preventative maintenance calls. 4.6. Delivery, Installation, Operational Readiness and Transition Requirements The Vendor shall install and make fully operational the mailing solution, including all accessories as ordered. The Vendor shall complete destination delivery, remote test, installation, configuration, testing and operational readiness. The Vendor shall establish internet connectivity to the postage meter for replenishment, rate change updates, etc. If applicable, Vendor is to fully test remote diagnostics and troubleshooting as part of operational readiness. The Vendor shall complete delivery, installation, configuration, testing and operational readiness not to exceed (NTE) thirty calendar days after awarded. Shall contact the receiving site Warehouse Supervisor and COR to schedule delivery and installation. The Vendor provide shipping of mail equipment to the mail facility or facilities at no cost to VA. VA will not reimburse Vendor for shipping or freight costs. Shall also be responsible for all costs associated with relocating or re-shipping any misdelivered solution components. The Vendor shall provide one hard copy and an electronic version of the operator s manual and job aid(s). Vendor is responsible for equipment until fully installed and operational. At the expiration or termination of the lease, the Vendor shall at no cost to the Government, remove and pick-up equipment from the Government facility. Media (i.e. hard drives, flash drives, memory devices) must be removed from the equipment, secured and managed with return authorization approved by the COR. 4.7. Material and Supply Requirements The stock of supplies shall include ink, meter tape, sealing solution and any other system specific supplies necessary for the average use of the installed Mailing System sufficient for XXX business days. The Vendor must provide the supplies on time and in quantity and quality. The supplies must be compatible with the Mailing System installed and should not have any adverse effect on the system's performance. The Vendor shall also provide COR with vendor consumable supply point of contact, phone numbers and ways to place an order for supplies. Suppose the Vendor fails to provide the supplies as per the contract agreement; a failed notification of performance evaluation will be provided to the Contracting Officer via COR. 4.8. Training Requirements The Vendor shall provide training at User site(s) to at least one (1) key operator and three (3) alternates for each solution installed with the following responsibilities but not limited to: The Vendor shall provide and complete key operator training within two business days of the solution s installation. The Vendor shall schedule training in coordination with the Warehouse Supervisor and COR. Training shall include ad-hoc and web-based opportunities. Training shall cover, at a minimum, the following operations: proper operation of the solution component(s), replacement and ordering of supplies, performance of routine tasks such as daily maintenance, adding postage to the meter, reporting of mail volumes and costs, locating a component s model and serial numbers, meter serial number, and placing a service call. For any software/process (minor or major) updates, the Vendor shall provide a complete key operator training within two (2) business days. The training can be virtual (e.g., Zoom, Webex or Microsoft teams) or face-to-face. 4.9. Deliverables RFQ response to address/ provide required/acknowledge info below 4.9 plan to meet VA requirement. The Vendor shall submit list of equipment, software and accessories (name and model) provided at Martinsburg VAMC to the Contracting Officer Representative upon completion of installation. Monthly service and maintenance calls roll-up report for the preceding month (identified by device serial number). Risk and issue report of overall Vendor provided equipment (identified by device serial number) services and support report to COR by the 15th of every month for the life of the contract. 5.0. VENDOR PERFORMANCE CPAR 6.0 GOVERNMENT-Furnished Equipment (GFE)/Government-Furnished Information (GFI) NONE 7.0 Equipment Description of Supplies/Services Unit Unit Price Mail postage system (includes scales, scanners & label printers 1 ea Folding/Inserting system 1 ea Rate shopping/outbound package management software 1 ea Inbound package management software (includes scanners, charging cradles and label printer) 1 ea Mail thermal label printer with scale on top 1 ea FedRAMP authorized cloud service 1 ea Self service mail lockers 1EA Signed BAA within 10 days contract award 1EA must complete a Vendor Security Control Assessment (CSCA) on a yearly basis and provide it to the COTR within 10 days of contract or option year renewal 1EA SECURITY REQUIREMENTS- ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS SECURITY INCIDENT INVESTIGATION LIQUIDATED DAMAGES FOR DATA BREACH VENDOR TRAINING CONTRACT SECURITY BUSINESS ASSOCIATE AGREEMENT (BAA) COMPLIANCE: C&A or an MOU-ISA NOTES All Capability Statements/Responses to this Sources Sought notice shall be submitted via email contact@example.gov Telephone, Fax, or any other form of communication inquiries will not be reviewed or accepted in response to this Sources Sought notice. Responses to this Sources Sought notice must be received no later than 2/18/25 at 1:00 p.m. (Eastern Standard Time). This Sources Sought notice is to assist the VA in determines sources only. A solicitation is not currently available. If a solicitation is issued, it may or may not be announced at a later date, and all interested parties shall respond to that solicitation announcement separately from the responses to this Sources Sought notice. DISCLAIMER This Request for Information (RFI) is issued for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked a proprietary will be handled accordingly in accordance with (IAW) Federal Acquisition Regulation (FAR) 15.201(e), RFIs may be used when the Government does not presently intend to award a contract, but wants to obtain price, delivery, other market information, or capabilities for planning purposes. Responses to these notices are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses incurred associated with responding to this RFI. End of Notice