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ABQ Mail System Lease


Arizona, United States
Government : Federal
RFP
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Background.
New Mexico VA Healthcare System (NMVAHCS) provides healthcare to its Veterans through its 1A Healthcare facility located in Albuquerque, New Mexico, and seven Community Based Outpatient Clinics which are located in Rio Rancho, NM (NW Metro); Artesia, NM; Gallup, NM; Farming, NM; Raton, NM; Silver City NM; and Santa Fe, NM.

The V.A. Healthcare system requires metered, traceable, mail services technology, utilizing United States Postal Service standards, to keep up with the high volume mail demand placed on the healthcare system for ease of use, increased functionality, and traceability of postal funds utilized on a daily basis.

The NMVAHCS is requesting cost effective leased, metered mail services for its 1A facility, and seven (7) associated CBOC s. Requesting latest technologies associated with mail scanning, weighing, pricing (metering), letter sorting/folding, and traceability of mail and packages within the facility and outlying areas.

Specific services requested include: High volume, metered mail system, associated USPS certified postal funds meter, mail folding/sorting/inserting machine and eight (8) handheld scanners (Main Facility Only), with latest updateable associated technology, to receive, send, and trace inbound and outbound packages at the main facility at the Albuquerque VA main facility. Four scanners to be set up and utilized in warehouse receiving process (package receipt and delivery), and four scanners in the Main Facility Mailroom.

Additional meters seven CBOC s, (main facility only), The main facility is defined as the mailroom located in the main warehouse, Building 46, 1501 San Pedro Dr. SE, Albuquerque, New Mexico 87108-5128.

Scope.
This procurement is to award a multi-year (base plus four one-year option years) order for a total mailing system solution on a firm fixed price basis for the New Mexico VA Healthcare System. The performance will begin on the effective date of award and will consist of one (1) base period and up to four (4) option years to be exercised at the Government s discretion.

Mailing system will include all applicable equipment, software, software updates, service and maintenance for leased equipment, and have the ability to add USPS postage to postage meters over the telephone, internet, or through approved pre-pay in advance (PIA) notifications. Functions required by this contract include: Contractor will install, provide and maintain the metered mail system, and its associated leased equipment including ongoing training and support, maintenance (parts and labor) and consumables (including toner, ink and liquids) including prepaid postage as lined out by this Statement of Work.

Employees must have the ability to download postage, track and determine how much postage has been downloaded; determine postage remaining on the meter, and report daily/monthly spending from the meter. Mail system must have capability to interface with printer to print reports and on demand meter usage.

Employees must be able to utilize a user specific code prior to processing and stamping mail.

Accounts assigned must have security features for account authentication and tracking of bar codes and bar code technology. Meters will have account logins to track mail sending patterns.

Contractor will be responsible for removal of machines and meters at the expiration or cancellation of the contract. Contractor will upgrade machine technologies as it becomes available, and, if required, replace machines as the technology demands, at no additional cost to Government.

Main Facility metered mail system/postal program should have capability to pull postal accounting data from all CBOC s sites, remotely, as a central hub. This ability will provide the capability of the Main Facility seeing postage usage rates, report generation, and cost analysis associated with each site. Main Facility and CBOC metered mail machines should have accounting program that allows for performance of postal accounting functions.

Postage machines must be obtained from a provider approved by the USPS, where there is usually a monthly charge fee. Payment for the current postage rate is assigned by the USPS as charges are incurred.
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.

Due to the large outgoing mail volume, at NMVAHCS, equipment should be able to rapidly process large quantities of mail/postage and exact bulk quantity discounts. Digital scales determine exact postage amounts.

NMVAHCS will receive special discounted rates from the USPS when sending promotional materials, bulk mailings, brochures, postcards, or any other bulk mail as outlined in this contract.

Postage meters shall have the ability to work with, and process the following USPS mail formats:

First Class Mail- Standard Mail Service
Priority Mail- Cost savings on 2-3 day delivery
Express Mail- Overnight delivery of mail
Package Services- Shipping most cost effective on packages for quick shipment
International Mail- Global delivery services for both mailing and shipping
Pre-sorted First Class Mail- Receipt of discounts if business sends out 500 pieces or more

Leased machines shall have the latest technology allowing associated upgrades to be able to provide/process on demand daily, monthly, and annual reports for mailroom employees. Reports are used to determine and track costs on a weekly, monthly and annual basis and reported to the Department of Veterans Affairs at a National level and used for determining budgetary requirements on an annual basis.

Main facility mail system should have the capability of a multi-carrier solution to include commercial carriers that enable the facility to identify and compare costs of shipping in real time, based on facility price models and guaranteed rates.

Handheld scanners must be able to be used to receive, and process all types of mail with barcoded technology (2D and 3D) that allows traceability of items which are sent and received by the facility and its associated CBOC s and mail/package carriers (UPS, FEDEX etc.). Scanners should 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.

The contractor shall schedule service, as required by the contract and approved by the Contracting Officer, and shall be scheduled within normal working hours, via the Contracting Officer Representative or mailroom supervisor. Normal working hours at NMVAHCS mailroom are Monday through Friday 7:30a.m. to 4:p.m., local time, excluding Federal holidays.

Legal Holidays Observed:

New Year s Day- 1 January
Martin Luther King s Birthday- Third Monday in January
President s Day- Third Monday in February
Memorial Day- Last Monday in May
Independence Day- 4 July
Labor Day- First Monday in September
Columbus Day- Second Monday in October
Veteran s Day- 11 November
Thanksgiving Day- Fourth Thursday in November
Christmas Day- 25 December

The contractor shall have local (geographic) representation to ensure emergent repairs and issues associated with the mailing system can be resolved within the same working day due to patient centric mail requirements of the VA.

Consumable Supplies

Order for additional supplies will be placed by authorized personnel only and supplies delivered by the contractor will be delivered during normal business hours.

Parts/Supplies availability

The contractor shall have access to an inventory of parts and consumable supplies in quantities sufficient to perform under resulting order. The contractor must have an inventory system and delivery system for the parts and consumable supplies.

Service and Maintenance:

The contractor will supply on (1) designated point of contact for coordination of supplies, delivery, and maintenance.

The contractor will employ Field Service Engineers (FSE) that are fully trained and qualified to provide maintenance services, and must maintain personnel in sufficient numbers to provide service, support and delivery of the requirements.

Specific Tasks.
**Note: Machines should meet the minimum capacity stated below + 10%, i.e., correct volume machine based on stated volume per year, per machine**

NMVAHCS, 1501 San Pedro Dr., Albuquerque, New Mexico 87108-5128
a. Install high volume total metered mailing system at NMVAHCS and provide necessary mail machine and meter training and support to mailroom employees. Main facility meter mailing system should be capable of handling and processing over 1 Million pieces of mail per year with an average monthly demand of over 93,000 pieces.

b. Install eight (8) handheld scanners capable of receipt, issue, and tracking of inbound and outbound packages. Four scanners will be installed and used in the mailroom operation and four installed and used in the warehouse receiving operation. Charging and docking stations shall be included. Shall include WTS Printer module (or equivalent) and routing /receiving software. Scanners shall have the capability to scan various bar codes including 2D and 3D technology from all postal and package carriers such as UPS, FEDEX, and USPS.

c. Install two (2) desk top computers with associated tracking systems for scanners, (linked together for ease of package research from more than one terminal). Desk top computers will have the capability of linking up in/outbound packages in the mailroom and warehouse into one common database and program.

d. Install high volume mail folding/sorter/inserter at NMVAHCS and provide necessary training and support.

e. Install associated (30 lb.) postal meter for metered mail system.

f. System should be web based and accounting capable and consist of two (2) PC s desktop view with single data base for shared/linked communication.

g. Mail system shall have capability of multi-carrier solutions to include commercial carriers, enabling the facility to identify and compare costs of shipping in real time, based on facility price models and guaranteed rates.

Artesia Community Based Outpatient Clinic; 1700 W. Main St., Artesia, NM 88210-3712
a. Install high volume metered mail system and provide necessary mail machine training to employees.
Meter mailing system should be capable of handling and processing over 20,000 pieces of mail per year pieces of mail per year with an average monthly demand of over 1,600 pieces. Mail machine should have automatic feed capability; 5 lb. scale.

Farmington Community Based Outpatient Clinic; 3605 English Rd., Farmington, NM 87402
a. Install high volume metered mail system and provide necessary mail machine training to employees.
Meter mailing system should be capable of handling and processing over 56,000 pieces of mail per year pieces of mail per year with an average monthly demand of over 4,700 pieces. Mail machine should have automatic feed capability; 5 lb. scale.

Gallup Community Based Outpatient Clinic; 520 Hwy 564, Gallup NM., 87301
a. Install high volume metered mail system and provide necessary mail machine training to employees.
Meter mailing system should be capable of handling and processing over 20,000 pieces of mail per year pieces of mail per year with an average monthly demand of over 1,600 pieces. Mail machine should have automatic feed capability; 5 lb. scale.

Northwest Metro Community Based Outpatient Clinic; 1760 Grande Blvd SE; Rio Rancho, NM 87124
a. Install high volume metered mail system and provide necessary mail machine training to employees.
Meter mailing system should be capable of handling and processing over 20,000 pieces of mail per year pieces of mail per year with an average monthly demand of over 1,600 pieces. Mail machine should have automatic feed capability; 5 lb. scale.

Santa Fe Community Based Outpatient Clinic; 2213 Brothers Rd., Suite 600, Santa Fe, NM., 87505
a. Install high volume metered mail system and provide necessary training to employees. Meter mailing system should be capable of handling and processing over 56,000 pieces of mail per year pieces of mail per year with an average monthly demand of over 4,700 pieces. Mail machine should have automatic feed capability; 5 lb. scale.

Silver City Community Based Outpatient Clinic; 2950 Leslie Rd., Silver City, NM., 88061
a. Install high volume metered mail system and provide necessary training to employees.
Meter mailing system should be capable of handling and processing over 110,000 pieces of mail per year pieces of mail per year with an average monthly demand of over 9,200 pieces. Mail machine should have automatic feed capability; 5 lb. scale.

Raton Community Based Outpatient Clinic; 1275 South 2nd St., Raton, NM., 87440-2234
i. Install high volume metered mail system and provide necessary training to employees. Meter mailing system should be capable of handling and processing over 56,000 pieces of mail per year pieces of mail per year with an average monthly demand of over 4,700 pieces. Mail machine should have automatic feed capability; 5 lb. scale.

All installation sites require the contractor to uncrate/unbox, install, setup system, and identify serial numbers/part numbers, and associated account numbers for use by the Equipment Section (Logistics) to input in the data base for accountability purposes. Contractor will remove all trash and recyclable materials from the site, or dispose of in approved containers prior to job acceptance.

All serial numbers, part numbers, model numbers shall be delivered in advance of installation, ensuring proper identification to the Equipment/Property Section of the main facility, who will install property tags on the equipment prior to placement.

Performance Monitoring
The Government will not accept reconditioned, renovated, remanufactured or previously used equipment. A quote to provide other than new models will not be accepted. Remanufactured means factory rebuilt to original specifications. Each piece of equipment proposed must be in current production as of the date the offer is submitted.

Security Requirements
Metered mailing machines require connectivity to the internet in order to perform remote account operations at CBOC locations. Direct access to the VA s VISTA system is not required for the purpose of this contract.

The C&A requirements do not apply, and that a Security Accreditation Package is not required.


Government-Furnished Equipment (GFE)/Government-Furnished Information (GFI).
No government Furnished equipment will be utilized tin the execution of this contract. All equipment will be provided for by the contractor and leased by the government.


Packaging, Packing and Shipping Instructions.

Contractor is responsible for storage, delivery, and installation at each site location stated in this Statement of Work. Communication with the COR shall occur in advance of scheduling delivery, set up of mailing system machine.

All packaging and waste will be removed by the vendor and disposed of. The contractor will communicate with an assigned site representative, provided by the COR for delivery, set up, and testing of the mailing systems.

Shipping and delivery is the responsibility of the contractor and must be coordinated through the COR and the site specific POC.

Inspection and Acceptance Criteria.

Final acceptance will occur when machines are installed and fully operational and capable of performing normal mail operations as demonstrated by the contractor, and pursuant to the operating instructions of the equipment provided.

Employee training must be conducted on each site by the contractor, familiarizing them with the system s capabilities and operational functions.

Delivery Schedule.
Delivery/set up times are approximate based on removal of old system and addition of new system, including phased set up testing, Main facility, and CBOC schedules (patient care).




Description of supplies and services/quantity requested
NAME BRAND OR EQUAL
CLIN: 001
Lease: Neopost IS-5500 Postal System or Equivalent at Main Facility with 30# Scale; Web Tracking System; IMDB Barcode System Capable; Multi-carrier; 2 PC s with Desktop view (Shared). All OEM parts, labor, maintenance and materials/consumables; Compatible meter rental w/access to USPS downloadable rates and associated cost savings; USPS tracking services, postage downloads, software and rate updates, financial management and meter reporting functions for all applicable equipment
12 Months (1 Year plus 4 Option Years)
CLIN: 002
Lease: Neopost DS-90i or equivalent Mail Sorter/Folder/ Inserter Main Facility; salient characteristics with all OEM parts, labor, maintenance and materials/consumables
12 Months (1 Year plus 4 Option Years)
CLIN: 003
Lease: Neopost MC55 at Main Facility or Equivalent Scanners (Qty 8) with Web Tracking System and charging/docking stations, WTS Printer module plus routing/receiving software for use in mailroom and warehouse operations; salient characteristics with all OEM parts, labor, maintenance and materials/consumables
12 Months (1 Year plus 4 Option Years)
CLIN: 004
Lease: (7) Community Based Outpatient Clinics Mailing Systems; Neopost IN600 or equivalent, salient characteristics, automatic feed system, 5 lb. scale, department facility web based accounting compatible; salient characteristics with all OEM parts, labor, maintenance and materials/consumables
12 Months (1 Year plus 4 Option Years)

Mary Whitlock
Contract Specialist
602-277-5551 x7372

mary.whitlock@va.gov

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