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W074--Market Research/Sources Sought Only Montgomery Mail Meter Machine

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36C10D26Q0024Federal

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Solicitation details, issuing organization, response deadlines, documents, and interested companies for this government contract opportunity.

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The Department of Veterans Affairs, Veterans Benefits Regional Office in Montgomery, Alabama, is conducting market research through a sources sought notice to identify certified vendors for the lease, installation, and maintenance of one new mail meter machine. This requirement is set aside for Service-Disabled Veteran-Owned Small Businesses (SDVOSB) and encompasses a one-year base period with four one-year option periods. The selected contractor will be responsible for a three-phase implementation process: a pre-installation site survey to verify connectivity and measurements, the installation of a machine meeting FIPS 140-2 Security Level 3+ standards, and post-installation activities including the decommissioning of the existing Pitney Bowes equipment and personnel training. The required machine must feature IMI meter technology, a touch screen, a 50 lb. weighing platform, and a batch processing speed of at least 110 letters per minute. Maintenance requirements are stringent, requiring a once-yearly scheduled plan, a four-hour response time for emergency requests, and a 24-hour window for the repair or replacement of inoperable components. The contractor must provide a qualified on-site technician and adhere to strict security protocols, including valid photo identification and security screening for building access. All work must comply with federal and state laws, including OSHA and the Fair Labor Standards Act.

General Info

Leasing, installing, maintaining mail meter machine; five-year term; SDVOSB set-aside; VA compliance required.

Agency

Department Of Veterans Affairs → Veterans Benefits Administration (36C10D)

NAICS

532420 - Office Machinery and Equipment Rental and Leasing

Place of Performance

Department of Veterans Affairs Veterans Benefits Administration, Montgomery, DC, 36109, USA

Set-Aside

SDVOSBC

Documents

1

Sources Sought Notice for Mail Meter Machine Lease and Maintenance - VA Montgomery

DOCX, High priority: read this first6 pages · sources-sought
High

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Timeline

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Sources Sought

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Organization & Contact Information

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AgencyDepartment Of Veterans Affairs → Veterans Benefits Administration (36C10D)
Contacts1 person available
OfficeWASHINGTON, DC, 20006, USA
Organization / AgencyDepartment Of Veterans Affairs → Veterans Benefits Administration (36C10D)
Office AddressWASHINGTON, DC, 20006, USA
Contacts
Tiffany GarfieldContract Specialist
contact@example.gov
+1 (555) 000-0000

Full Description

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MARKET RESEARCH ONLY SOURCES SOUGHT
MONTGOMERY VA REGIONAL OFFICE
STATEMENT OF WORK Mail Meter Machines VA Regional Office, Montgomery, Alabama
INTRODUCTION The U.S. Department of Veterans Affairs, Veterans Benefits Regional Office Montgomery, Alabama is seeking a certified vendor to provide the lease for installation, and maintenance upkeep of one (1) new Mail Meter Machine. 345 Perryhill Road Building 42 Montgomery, Al 36109
Duration. The term of this requirement will consist of a one (1)-year base period with four (4)-one (1) year option periods. The machine currently possessed is a: Pitney Bowes Sendpro 3000 with IBI technology. Scope of Work
Contractor will:
Conduct field site survey at location to verify measurements, exact locations, connectivity, and site conditions for the installation of one leased mail meter machine to comply with the FIPS 140-2 Security Level 3+ standards.
Provide and install one leased mail meter machine according to the specifications in the minimum specifications section of this SOW.
Certify all connections to ensure proper operation.
Provide training to personnel in each office
Provide for routine maintenance and repairs, as well as emergency repairs within four hours of initiation by the respective offices.
GOVERNMENT FURNISHED ITEMS AND SERVICES Parking. The government shall provide a no-cost parking space and access to the Regional Office as necessary. CONTRACTOR FURNISHED ITEMS AND SERVICES GENERAL. The Contractor shall: Provide all supervision, labor, administrative support, materials, tools, parts, supplies, equipment, software, hardware, freight, lodging, transportation costs (rental car, air fare, etc.), per diem, and transportation to and from work site, necessary to fulfill all the requirements of this Statement of Work (SOW) effectively and efficiently. Provide a fully qualified on-site technician who shall be responsible for the performance of work. The name of the person and all alternates shall be designated in writing to the Contracting Officer Representative (COR). The technician shall have full authority to act for the contractor. The technician shall be on-site during work hours (8am to 4pm) and for contingencies requiring work beyond normal work hours. The Contracting Officer (CO) shall have the right to determine whether the proposed representative has sufficient technical and lingual capabilities, and the contractor shall immediately replace any individual not acceptable to the Government. Have a thorough knowledge of the installation and functionality of Mail Meter machines. Provide and utilize on the job site any diagnostic equipment that will enable the Contractor to diagnose/troubleshoot/repair/replace all components to the Meter units.
Be responsible for the acts and omissions of their employees and all subcontractors, their agents and employees and all other persons performing any work under contract with the Contractor.
Not deposit contractor debris in government contracted waste containers.
Perform work in an occupied space during normal working hours from 8 AM to 4 PM. Respond within 4 hours of being called for repair issues. Provide transportation costs (rental car, air fare, etc.), per diem, and transportation to and from work site, necessary to fulfill all the requirements of this Statement of Work (SOW) effectively and efficiently.
SECURITY. The Contractor is required to enter and exit each building through the front entrance. Entering or exiting the building through any other door will require VARO approval and an escort. Upon entering the building, the contractor and/or contractor employees will be required to show proof of identity (must have a valid photo ID) as well as pass through a security screening. SAFETY. The following safety criteria shall be met at the time of the acceptance inspection: Equipment. The Contractor shall provide all safety equipment/devices, personal protective equipment and clothing as required for its employees. Compliance with Laws. Contractor represents and warrants that the performance of this contract and the furnishing of goods or services required shall be in accordance with the applicable standards, provisions and stipulations of all pertinent Federal, State or Authority laws, rules, regulations, resolutions, and ordinances including but not limited to the Fair Labor Standards Act, the Equal Employment Opportunity rules and regulations, the Transportation Safety Act, the National Environmental Policy Act, and the Occupational Safety and Health Acts. DESCRIPTION OF SERVICES. The following services shall be provided by the Contractor: Phase I - Pre-installation. The Contractor will provide all equipment, parts, labor, and expertise necessary to complete the required pre-installation inspection. The Contractor will: Perform a physical pre-installation inspection to evaluate site conditions and verify field measurements prior to submitting a bid towards this statement of work. Ensure all components necessary to install the new Meter Machine are on hand prior beginning installation. The Contractor will ensure all work permits and licenses, if required, are on hand prior beginning any work. Phase II Installation. The Contractor will provide all parts, labor, and expertise necessary to complete the required installations. Phase III Post Installation. During the post installation phase, the Contractor will: Ensure all installation material and debris is removed from the property. All waste and debris will be removed from the VA property and disposed of in accordance with local, state, and federal regulations. No waste or debris will be deposited in, on, or around any VA trash containers. Ensure current mail meter is properly decommissioned and returned to Pitney Bowes with receipt acknowledgement. Provide training to VA personnel on operation of new Meter Machines. Maintenance.  The contractor shall perform scheduled maintenance on the Mail Meter Machine located at the property as per manufacturers recommendations.  Contractor will provide all parts, labor, and expertise necessary to complete required maintenance tasks at no additional cost to the government. Emergency requests will be responded to within 4 hours. Scheduled maintenance The contractor shall provide a once a year scheduled maintenance plan when submitting their quote.  Inoperable Meter components will be repaired or replaced within 24 hours. Parts include those items that must be replaced due to fair wear and tear. The cost for parts and labor for maintenance or damage resulting from operator negligence may be submitted to the Contracting Officer for consideration of a modification to the contract. Meter spare parts inventory.  The contractor will maintain a spare parts inventory sufficient for specified maintenance and repair requirements to keep the Meters continuously operating.  Under normal conditions a Meter Machine should not be unserviceable for more than 24 hours.
MINIMUM MAIL METER MACHINE SPECIFICATIONS: The Mail Meter Machines for the Regional Office shall be equivalent to existing mail machine with IMI meter technology.
Key Components A touch screen and keypad for input Minimum 50 lb. weighing platform Label dispenser Automatic mail feeder Automatic envelope sealing system Conveyor stacker Ethernet connectivity Pull updates over-the-air for postal rate updates and funds Batch processing speed of at least 110 letters per minute Ability to process .75-inch-thick envelopes High-capacity ink tank

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NAICS: 333310
Federal
3550--Project Name: Veteran Self-Employment Plan – AI Vending Machines; Project Number: None; and Station Location: Sioux Falls, South Dakota, Veterans Affairs Regional Office (VARO), Veteran Readiness and Employment (VR&E) Division
Solicitation # 36C10D27Q0007
Solicitation 36C10D27Q0007 is a Request for Quotation issued by the Department of Veterans Affairs, Veterans Benefits Administration, for the acquisition of nine artificially intelligent-based vending machines. This requirement supports a Veteran Self-Employment Rehabilitation Plan in the automated retail industry, with the equipment being delivered to Rapid City, South Dakota. The procurement is set aside for Service-Disabled Veteran-Owned Small Businesses (SDVOSB). The scope includes the delivery of various AI smart coolers, including compact single-door, high-capacity with freezer capabilities, premium single-door, and large double-door models. All equipment must be new commercial-off-the-shelf products meeting the minimum salient characteristics defined in the Statement of Work. The contract will be awarded as a Firm-Fixed-Price Purchase Order using the lowest-price technically acceptable (LPTA) methodology. Technical acceptability is based on the product specifications for the machines, while price evaluation considers the total proposed cost across all contract line items. The period of performance is ninety calendar days from the receipt of the purchase order. Due to the lack of a loading dock at the delivery site, the contractor is required to provide a vehicle equipped with a liftgate for offloading. Payments will be processed electronically via the VA's Electronic Invoice Presentment and Payment System.
Commercial and Service Industry Machinery Manufacturing

POSTED

9 days ago

DEADLINE

in 5 days
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NAICS: 333112
Federal
3720--Veteran’s agricultural land-clearing equipment 100% SDVOSB SET ASIDE
Solicitation # 36C10D27Q0009
Solicitation 36C10D27Q0009 is a Request for Quote issued by the Department of Veterans Affairs, Veterans Benefits Administration, for the procurement and installation of agricultural land-clearing equipment. The equipment is intended to support a Veteran's approved VR&E self-employment plan and includes one mulching head, one rotary cutter, one laser grader, one 2D laser auto system, and one turbo saw. The contractor is responsible for the delivery, installation, testing, and provision of technical documentation, as well as comprehensive training and post-installation support to ensure safe and effective operation. This procurement is a 100% set-aside for certified Service-Disabled Veteran-Owned Small Businesses (SDVOSB). Award will be granted to the responsible offeror with the lowest price that is determined to be technically acceptable. Offers must be submitted by November 3, 2026, and must include the offeror's Unique Entity Identifier and a statement of agreement with all solicitation terms. Payment will be made via Electronic Funds Transfer upon receipt and acceptance of the equipment at the destination.
Lawn and Garden Tractor and Home Lawn and Garden Equipment Manufacturing

POSTED

9 days ago

DEADLINE

in 5 days
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NAICS: 333914
Federal
Mobile Spray Polyurethane Foam (SPF) Application System Intergration
Solicitation # 36C10D26Q0209
The Department of Veterans Affairs, through the Veterans Benefits Administration, is soliciting quotations for a firm-fixed-price purchase order to deliver a fully integrated and operational Mobile Spray Polyurethane Foam (SPF) Application System. This project supports a Veteran's self-employment services plan under the Lincoln VA Regional Benefit Office in Nebraska. The selected contractor will be responsible for transforming a Veteran-furnished trailer and previously acquired equipment into a turnkey end item. This scope includes the procurement of additional brand-name or equal equipment—such as a proportioner package, transfer pump, spray gun, compressor, diesel generator, and vacuum system—as well as the necessary design, layout, integration, configuration, testing, commissioning, and hands-on training for the Veteran. Award will be based on the best overall value, with technical factors weighted significantly more than price. Technical evaluations will focus on the proposed design, adherence to safety and regulatory standards—specifically OSHA, NIOSH, and NFPA requirements for isocyanate handling and electrical safety—and the robustness of the testing methodology. The total period of performance is limited to 30 calendar days following the delivery of the trailer to the installation site. Final acceptance and payment are contingent upon a successful operational demonstration, the delivery of a complete as-built documentation package, and written verification of training. Verified Veteran-Owned Small Businesses (VOSB) may receive a 3.0% price reduction for evaluation purposes.
Measuring, Dispensing, and Other Pumping Equipment Manufacturing

POSTED

28 days ago

DEADLINE

in about 2 months
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