W075--Mail Meter Lease for Louisville VA Medical Center 603-25-3-4072-0017 Base plus 2 Option Years
ID: 36C24925Q0106Type: Presolicitation
Overview

Buyer

VETERANS AFFAIRS, DEPARTMENT OFVETERANS AFFAIRS, DEPARTMENT OF249-NETWORK CONTRACT OFFICE 9 (36C249)MURFREESBORO, TN, 37129, USA

NAICS

Commercial and Service Industry Machinery Manufacturing (333310)

PSC

LEASE OR RENTAL OF EQUIPMENT- OFFICE SUPPLIES AND DEVICES (W075)

Original Source

https://sam.gov/opp/95062eae1f1647ed88bc763722d745ae/view
Timeline
    Description

    The Department of Veterans Affairs is seeking proposals for the leasing of a mail metering system for the Robley Rex VA Medical Center in Louisville, Kentucky. The procurement aims to secure a digital mailing system capable of processing high volumes of outgoing mail, with specific requirements for software functionalities, maintenance, training, and compliance with USPS regulations. This initiative is crucial for enhancing the efficiency of mail management services within the VA, ensuring that operational needs are met while adhering to federal standards. Interested vendors should note that the contract will cover a base year from April 1, 2025, to March 30, 2026, with two optional years, and can contact Contracting Officer Scott Dickey at scott.dickey@va.gov or 615-225-5635 for further details.

    Point(s) of Contact
    Scott DickeyContracting Officer
    (615) 225-5635
    scott.dickey@va.gov
    Files
    Title
    Posted
    36C24925Q0106_1.docx
    The Department of Veterans Affairs Network Contracting Office 9 is issuing a presolicitation notice for a firm-fixed-price contract to lease Mail Meter Equipment and Maintenance for the Louisville VA Medical Center. The contract aims to deliver the required equipment within 30 days following the award notice. The solicitation is set to be posted on the BetaSam.gov website around February 19, 2025, though this date remains tentative. All interested contractors must be registered in the System for Award Management (SAM) for proposal submission and contract eligibility. The primary point of contact for this notice is Contracting Officer Scott Dickey, whose email is provided for inquiries. This presolicitation notice outlines the key operational needs and administrative details regarding the upcoming solicitation, emphasizing compliance and registration requirements for potential contractors.
    36C24925Q0106.pdf
    The document outlines a Request for Proposals (RFP) from the Department of Veterans Affairs (VA) for leasing a mail metering system to support a high volume of outgoing mail at the Robley Rex VA Medical Center. The RFP establishes requirements for a digital mailing system capable of processing at least 140 letters per minute, including various software functionalities for efficient shipping and tracking. The contract includes one base year (April 1, 2025 - March 30, 2026) with two optional years, emphasizing comprehensive service provisions such as maintenance, user training, and supply provisions. Important details include the delivery and installation of equipment, adherence to postal regulations, and a focus on enhanced reporting capabilities. The contractor will be required to maintain the system and provide support as needed, ensuring operational efficiency. Compliance with records management and data protection standards is mandated. The RFP encourages participation from small businesses and outlines specific NAICS codes related to the service. These specifications aim to ensure that the VA receives a reliable and efficient mail processing system to accommodate their operational needs while adhering to federal standards and guidelines.
    36C24925Q0106 0001.pdf
    This amendment to solicitation 36C24925Q0106, issued by the Department of Veterans Affairs Network Contracting Office 9, aims to incorporate FedRamp requirements into the existing document. Specific additions have been made to the solicitation, particularly in Section 5.3 pertaining to Mailing and Shipping Software requirements on Page 9, and in Section B regarding the Technical Approach on Page 39. Aside from these modifications, all other terms and conditions of the original solicitation remain unchanged. Offerors and bidders are reminded to acknowledge receipt of this amendment in accordance with the specified procedures. The amendment is part of the federal government’s procurement process, ensuring that the solicitation meets necessary security standards while continuing its previous objectives.
    Amended 36C24925Q0106.pdf
    The document outlines a Request for Proposals (RFP) for leasing a mail metering system for the Department of Veterans Affairs (VA) Robley Rex VAMC in Louisville, KY. The RFP includes a detailed Performance Work Statement (PWS) that stipulates the requirements for equipment, software, and services necessary for efficient mail processing. The lease will cover a base year from April 1, 2025, through March 30, 2026, with two optional subsequent years. Key specifications include a digital mailing system capable of processing various mail types, compliance with USPS regulations, and functionalities such as real-time tracking, reporting, and remote capabilities. Additionally, the contractor must provide maintenance, training, and support services. Emphasis is placed on the ability to manage outgoing mail efficiently based on specific volume requirements. The document also includes clauses on contract administration, invoicing, and compliance with federal standards, ensuring that the VA's operational needs are met while adhering to legal and regulatory guidelines. This RFP exemplifies the government’s commitment to procuring advanced solutions for improved operational efficiency in mail management services.
    Salient Characteristics for Mail Meter Leasing .pdf
    The document outlines the required specifications for a high-volume mail and shipping system, folder inserter, and web tracking system for the Robley Rex VAMC under a government request for proposals (RFP). The mail and shipping system must be capable of processing varying mail volumes, featuring high-speed capabilities, a full-color touch screen, automatic weighing and rating of mail, and comprehensive postage reporting functionalities. The folder inserter is designed to seamlessly process multiple pages at high speeds, with user-friendly software and provisions for various fold types and thick inserts. Furthermore, the web tracking system necessitates a robust software platform that integrates with existing databases, ensuring a smooth transition and enhanced user accessibility. All equipment must conform to USPS standards and have specific operational features that align with the VA's mail management needs. This specification aims to modernize the mailing operations, ensuring efficiency and compliance with government standards.
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