Combined Synopsis/Solicitation Notice Combined Synopsis/Solicitation Notice Page 16 of 25 Combined Synopsis/Solicitation Notice *= Required Field Combined Synopsis/Solicitation Notice Page 1 of 25 This is a combined synopsis/solicitation for commercial products and commercial services prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Products and Commercial Services, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued. This solicitation is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2024-05. This solicitation is set-aside for 100% Small Business (SBA). The associated North American Industrial Classification System (NAICS) code for this procurement is 561499, with a small business size standard of $21.5 Million. The FSC/PSC is R613. The VA Loma Linda Healthcare System (VALLHCS), Jerry L. Pettis VA Medical Center (VAMC), 11201 Benton Street, Loma Linda, CA 92357-1000, is seeking to purchase presort mailing services. All interested companies shall provide quotations for the following: Supplies/Services Line Item Description Qty Unit of Measure Unit Price Total Price 0001 Letters Sort / Mail 1 YR 0002 Bulk Mail Sort / Mail 1 YR 0003 Flats Sort / Mail 1 YR 0004 Parcels Processing 1 YR 0005 PRIORITY Processing / Postage 1 YR 1001 Letters Sort / Mail 1 YR 1002 Bulk Mail Sort / Mail 1 YR 1003 Flats Sort / Mail 1 YR 1004 Parcels Processing 1 YR 1005 PRIORITY Processing / Postage 1 YR 2001 Letters Sort / Mail 1 YR 2002 Bulk Mail Sort / Mail 1 YR 2003 Flats Sort / Mail 1 YR 2004 Parcels Processing 1 YR 2005 PRIORITY Processing / Postage 1 YR 3001 Letters Sort / Mail 1 YR 3002 Bulk Mail Sort / Mail 1 YR 3003 Flats Sort / Mail 1 YR 3004 Parcels Processing 1 YR 3005 PRIORITY Processing / Postage 1 YR 4001 Letters Sort / Mail 1 YR 4002 Bulk Mail Sort / Mail 1 YR 4003 Flats Sort / Mail 1 YR 4004 Parcels Processing 1 YR 4005 PRIORITY Processing / Postage 1 YR Statement of Work Contract Title Presort Mail - SCM. Background The VA Loma Linda Healthcare System (VALLHCS) is comprised of two campuses and ancillary facilities in the Inland Empire area. VALLHCS sends out a high volume of mail, much of it comprised of appointment reminder forms and other patient notifications. Increased efficiency is needed to minimize cost and maximize the patient-care experience for each dollar spent. The locations of the two campuses are: Jerry Pettis Memorial Hospital, 11201 Benton Street, Loma Linda, CA 92357; Ambulatory Care Center, 26001 Redlands Boulevard, Redlands, CA 92373; B. The Contractor shall pick up the mail once per day for barcoding, presorting, and delivery to the United States Postal Service (USPS) and shall comply with this Statement of Work (SOW), all VA, local, state, and Federal policies, and regulations. Objective The objective of this firm fixed-price service contract is to have a contractor to provide all labor, materials, supplies, tools, equipment, parts, software (needed for the general operation of the equipment), travel, ICRA Barriers, supervisors, and qualified personnel to provide presort mailing services at the VA Loma Linda Healthcare System. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government. Scope Specific Requirements: The purpose of this contract is for the contractor presorting by nine-digit zip code, barcoding, and commingling mail with that of other customers so that the mail can sent at discounted rates instead of the higher non-bulk rates charged by the U.S. Postal Service (USPS) per piece of standard mail. The contractor will never become involved with the content of the mail but will pick it up sealed and addressed at VALLHCS, sort it, and send it to the addresses printed on the envelopes. The Contractor will process VALLHCS mail in such a way as to qualify for the lowest USPS rates for Standard Mail. The Contractor and VALLHCS will mutually work out standard operating procedures which will preclude any need for the Contractor to return mail to VALLHCS instead of delivering it to the USPS. The Contractor will provide all transportation and sorting services. VALLHCS will provide postage per piece of mail. The Contractor shall furnish vehicles dedicated for contract use within normal working hours. Fuel, maintenance, and other operating costs for vehicles is the responsibility of the Contractor. Vehicles must be closed and secured during transport and when unattended when mail is aboard. The Contractor shall furnish all labor and ancillary equipment, such as protective covers, dollies, rollers, skids, hand trucks, ramps, pry bars, pallet jacks, truck platforms and any other tools needed to perform work under the contract. The Contractor will pick up VALLHCS mail at the Mailroom, located at 10418 Enterprise Drive, Redlands, CA 92374 daily, Monday through Friday, excluding federal holidays, and will complete sorting and deliver the mail to the USPS in accordance with USPS regulations, daily. Additional Requirements: The contractor shall furnish all facilities, equipment, materials, and labor required to meet the requirements of this contract which shall include, but is not limited to: Pick up, barcoding, presorting mail and delivery to the Post Office. Contractor to provide mail trays and have equipment available to load and unload pallets (pallet jack). Permit mail report (PS 3600-R), bar-coding and presort shall be in accordance with the latest United States Postal regulations and with the Domestic Mail Manual (DMM). All contract work shall be performed in contractor-owned facilities. VALLHCS mail contains Personally Identifiable Information (PII) that must be protected from unauthorized disclosure. Contractor site must be secure to prevent unauthorized individuals from access to the VALLHCS mail. Any lost or stolen mail must be reported as soon as it is known to the COR. The number of letters missing must be reported as well as the circumstances surrounding the loss. The contractor will be responsible for all coordination necessary with the United States Postal Service. The contractor must process a sufficient volume of daily mail to ensure that VA's mail qualifies for the highest possible postage discount rate for a minimum of 85% of VA Mail. When necessary, the contractor will be responsible for storage of all mail prior to its release date, unless otherwise specified. All mail will be separated into two categories of weight (mail up to one ounce and mail over one ounce) and into two categories of destination (domestic and foreign) and given to the contractor as it is processed. VALLHCS mail shall be commingled with mail from other customers of the contractor in order to insure that VALLHCS mail receives the highest postage discounts possible. The contractor shall return any mutilated mail within 24 hours of mutilation. All original mutilated letters will be returned to the Contracting Officer's Representative (COR). The contractor shall provide a minimum of one daily pickup no earlier than 10:00 AM, Monday through Friday. The designated COR will be provided with the schedule for pickup. Changes to the regularly scheduled pickup time will be coordinated and agreed upon by both the COR and contractor. The contractor will be notified at least one week in advance of any peak workload periods. Additionally, at the request of the VALLHCS, the contractor shall provide special pickups of mail, in varying amounts, in addition to scheduled pickups. Contractor must provide Fast Forward address update and National Change of Address (NCOA) address correction to comply with US Postal Service move update requirements. All mail shall be processed and sprayed with a barcode representing the Zip+4+2 zip code. Presorted and released to the US Post Office on the same day released from VALLHCS. The bar-coded Zip+4+2 zip code is to be correct for the street, city, and state address. The contractor shall ensure that the final bar-coded and presorted mail product will be in accordance with the most recent USPS requirements in effect. Pickups and deliveries will be made at the Mailroom, 10418 Enterprise Drive, Redlands, CA 92374. The contractor shall submit at a minimum quarterly invoice. This invoice shall include a breakdown of cost and number of pieces, number of pieces not qualifying for a presort rate (residual- which will not exceed 3% of total volume), the cost for encoding, and any special services which will have been provided. As is required when permit imprinted envelopes are used for mailing, the contractor will provide the USPS with the Statement of Mailing with Permit Imprint First-Class Mail PS 3600-R report. On a weekly basis, the contractor will provide the COR with a written report (which may be electronically transmitted) to include the following information for the previous week s processing: a count of envelopes released, number of mutilated letters returned, cost and count of qualified and residual pieces, a breakdown by postage cost and number of pieces for both one ounce and two ounce mail, and copies of PS 3600-R for each day of the previous week. The contractor shall be responsible for all costs for any presorted mail rejected by the USPS during the verification process. On occasion the VALLHCS has experienced blank envelopes or letters without the address showing through the window being sent to the contractor for bar-coding and presorting. These envelopes will reject since an address will not be readable. The contractor must return this rejected mail to the COR on the next pickup of mail from the VALLHCS for reprocessing without additional cost to the VA. The contractor shall return all undeliverable mail to the COR on the next pickup of mail from the VALLHCS. Contract Line Items (CLINs): Presort Postage Service - first class mail to be processed in accordance with postal regulations. Work to be performed in accordance with the SOW. Estimated 30,000 pieces of mail monthly @ variable rates per piece based on weight. Domestic Comingled Mail Service - work to be performed in accordance with the SOW. Estimated 30,000 pieces of mail monthly--appointment letters, flu shot notices and miscellaneous items. Mail Courier to perform duties as per SOW. Services Not Covered: Any work other than as specified in the contract shall be identified as a non-priced task, and if determined by the Contracting Officer (CO) to be within the overall scope of the contract, work shall be added by a modification to the contract. Any work requested that is identified as outside the scope of the contract shall be addressed by the facility as a separate procurement. Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the contracting officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government. Quality Control: The firm shall establish a quality control plan specifying standards of performance. The quality control plan shall be provided to the technical representative who will ensure the firm s performance achieves the standards. Security Requirements The C&A requirements do not apply, and Security Accreditation Package is not required. This service does not involve Contractor connection of one or more contractor-owned IT devices (such as laptop computer or remote connection from a contractor system) to a VA internal trusted (i.e., non-public network) therefore Information Technology (IT) Security certification and accreditation (authorization) (C&A) requirements do not apply per VA Handbook 6500.6. Data Rights: The Government has unlimited rights to all documents/material produced under this contract. All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the contractor without written permission from the Contracting Officer. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights. Period of Performance Work Hours Normal hours of operation are Monday through Friday from 8:00 am to 4:30 pm Pacific time. All work is expected to be performed generally during normal hours of coverage unless requested or approved by the COR or his/her designee. Before commencement of work, the Contractor shall confer with the VA COR and Contracting Office to agree on a sequence of procedures; means of access to premises and building. All work performed, to include delivery of materials and equipment, shall be made with minimal interference to Government operations and personnel. Work performed outside the normal hours of coverage must be approved by the COR or his/her designee. All time shall be approved in advance by the Contracting Officer s Representative (COR). Allow 5-days for approval of any alternate working hours needed. Federal Holidays New Year s Day January 01 Martin Luther King s Birthday Third Monday in January President s Day Third Monday in February Memorial Day Last Monday in May Juneteenth June 19 Independence Day July 04 Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11 Thanksgiving Day Fourth Thursday in November Christmas Day December 25 If the holiday falls on a Sunday, the following Monday will be observed as a national holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a National holiday by U.S. Government Agencies, and any day specifically declared by the President of the United States of America. Identification, Check-in, Parking, and Smoking Regulations Identification The vendor's employees shall wear visible identification at all times while on VALLHCS premises. Contractor employees shall report to VA Police upon entry to the VALLHCS facility to get a visitor badge. Contractor employees are required to be escorted by the COR or designee s office once on campus prior to commencement of work. During emergencies contractor personnel shall check in with VALLHCS Police if the VALLHCS COR or designee is not available. All contract personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed. Parking It is the responsibility of the contract personnel to park in the appropriate designated parking areas. Parking information is available from VA Police & Security Service Office. The Contractor assumes full responsibility for any parking violations. Smoking Veterans Health Administration (VHA) Directive 1085, dated March 5, 2019, provides a comprehensive smoke-free policy for patients, visitors, contractors, volunteers, and vendors, at the Department of Veterans Affairs (VA), Veterans Health Administration (VHA) health care facilities. This updated VHA directive implements a smoke-free policy for patients, visitors, contractors, volunteers, and vendors at VA health care facilities, as defined in this directive, based on scientific evidence regarding the adverse health effects of secondhand and thirdhand smoke exposures. The Assistant Deputy Under Secretary for Health for Administrative Operations (10NA) and the Assistant Deputy Under Secretary for Health for Clinical Operations (10NC) are responsible for the contents of this directive. Questions may be referred to VHA Smoke Free: vhasmokefree@va.gov. This VHA directive is scheduled for recertification on or before the last working day of March 2024. This VHA directive will continue to serve as national VHA policy until it is recertified or rescinded. Weapons and Contraband Possession of weapons or contraband is prohibited and shall be subject to arrest and termination from future performance under this contract. Enclosed containers, including tool kits, shall be subject to search. Violations of VALLHCS regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court. Safety All personnel employed by the Contractor in the performance of this contract, or any representative of the Contractor entering on VALLHCS shall comply with applicable Federal, State, and VA safety and fire regulations and codes, which are in effect during the performance period of the contract. Contractor shall perform work in strict accordance with existing relevant, accredited standards and codes to minimize the possibility of injury to personnel, or damage to Government equipment. Every effort shall be made to safeguard human life and property. Contractor shall comply with all applicable Federal, State, and local requirements regarding workers health and safety. The requirements include, but are not limited to, those found in Federal and State Occupational Safety and Health Act (OSHA) statutes and regulations, such as applicable provisions of Title 29, Code of Federal Regulations (CFR), Parts 1910 and 1926, NFPA 70E, Article 130.7 29 CFR 1910.132(d)(1)(iii), 29CFR1910.137. Contractor shall provide all necessary tools, and Personal Protective Equipment (PPE) to perform the work safely, effectively, and timely. Contractor Personnel Contractor s Program Manager The Contractor shall provide a contract program manager who shall be responsible for the performance of the work. The name of this person shall be designated in writing to the Contracting Officer. The Contractor s Program Manager shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract. Contractor s Employees The Contractor shall not employ persons for work on this contract if such employee is identified to the Contractor as a potential threat to the health, safety, security, general well-being or operational mission of the installation and its population. Contract Personnel shall be subject to the same quality assurance standards or exceed current recognized national standards as established by the Joint Commission (JC). Contractor Qualifications & Other Responsibilities Contractor shall obtain all necessary licenses required to perform this work. Contractor shall take all precautions necessary to protect persons and property from injury or damage during the performance of this contract. Contractor shall be responsible for any injury to himself/herself, his/her employees, or others, as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by him/her or his/her employees fault or negligence. Contractor shall maintain personal liability and property damage insurance prescribed by the laws of the Federal Government. The Government reserves the right to accept or reject Contractor s employee for the rendering of services. Complaints concerning Contract Personnel s performance or conduct will be dealt with by the Contractor and COR with the final decision being made by the Contracting Officer. Insurance Coverage The Contractor agrees to procure and maintain, while the contract is in effect, Workers Compensation and Employee s Public Liability Insurance in accordance with Federal and State of California laws. The Contractor shall be responsible for all damage to property, which may be done by him, or any employee engaged in the performance of this contract. The Government shall be held harmless against any or all loss, cost, damage, claim expense or liability whatsoever, because of accident or injury to persons or property of others occurring in the performance of this contract. Before commencing work under this contract, the Contracting Officer shall require the Contractor to furnish certification from his/her insurance company indicating that the coverage specified by FAR 52.228-5 and per FAR Subpart 28.307-2 has been obtained and that it may not be changed or canceled without guaranteed thirty (30) day notice to the Contracting Officer. Contractor is required to provide copies of proof of Workers Compensation and Employee Public Liability Insurance within fifteen (15) calendar days after notification of contract award. Invoicing and Payment Overtime & Holiday Pay Any overtime and/or holiday pay that may be entitled to the Contractor s employees shall be the sole responsibility of the Contractor and shall not be billed to nor reimbursed by the Government. Contractor will bill and be paid for actual services provided by Contractor personnel. Contractor will not be paid for availability or on-call services unless otherwise provided herein. Invoices Payment of services rendered under this contract shall be made in arrears upon satisfactory completion of each service and receipt of a properly prepared invoice and submitted by the Contractor to the payment address specified by Contracting. Invoices shall reference the Contract Number and Purchase Order Number, Manifest Number(s), provide a complete and accurate description of services/ supplies delivered/ rendered, including dates of performance, amounts, unit prices, extended totals and any other data relevant for payment purposes. The Government shall not authorize payment until such time that the VALLHCS COR all properly executed and signed documentation. No advance payments shall be authorized. Payment shall be made on a monthly arrears for services provided during the billing month in arrears in accordance with FAR 52.212-4, para. (i). Upon submission of a properly prepared invoice for prices stipulated in this contract for services delivered and accepted in accordance with the terms and conditions of the contract, less any deductions stipulated in this contract. Payment of invoices may be delayed if the appropriate invoices as specified in the contract are not completed and submitted as required. The purchase order period of performance is 09/01/2024 08/31/2029, with an FOP of destination. Place of Performance/Place of Delivery Address: Department of Veterans Affairs VA Loma Linda Healthcare System (VALLHCS) Jerry L. Pettis VA Medical Center (VAMC) 11201 Benton Street, 1D-01 Loma Linda, CA Postal Code: 92357-1000 Country: UNITED STATES The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html. The following solicitation provisions apply to this acquisition: FAR 52.212-1, Instructions to Offerors Commercial Products and Commercial Services (SEP 2023) Addendum to FAR 52.212-1, Instructions to Offerors Commercial Products and Commercial Services FAR 52.252-1, Solicitation Provisions Incorporated by Reference (FEB 1998) FAR 52.204-7, System for Award Management (OCT 2018) FAR 52.204-16, Commercial and Government Entity Code Reporting (AUG 2020) FAR 52.217-5, Evaluation of Options (JUL 1990) VAAR 852.239-75, Information and Communication Technology Accessibility Notice (FEB 2023) FAR 52.204-24, Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment (NOV 2021) FAR 52.204-29, Federal Acquisition Supply Chain Security Act Orders Representation and Disclosures (DEC 2023) FAR 52.212-2, Evaluation Commercial Products and Commercial Services (NOV 2021) FAR 52.212-3, Offerors Representations and Certifications Commercial Products and Commercial Services (MAY 2024) Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://www.sam.gov/portal in accordance with FAR 52.212-3, Offerors Representations and Certifications Commercial Products and Commercial Services. If paragraph (j) of the provision is applicable, a written submission is required. The following contract clauses apply to this acquisition: FAR 52.212-4, Contract Terms and Conditions Commercial Products and Commercial Services (NOV 2023) ADDENDUM to FAR 52.212-4, Contract Terms and Conditions-Commercial Products and Commercial Services applies to and is included with this acquisition. FAR 52.252-2, Clauses Incorporated by Reference (FEB 1998) FAR 52.203-17, Contractor Employee Whistleblower Rights (NOV 2023) FAR 52.204-9, Personal Identity Verification of Contractor Personnel (JAN 2011) FAR 52.204-13, System for Award Management Maintenance (OCT 2018) FAR 52.204-18, Commercial and Government Entity Code Maintenance (AUG 2020) VAAR 852.203-70, Commercial Advertising (May 2018) VAAR 852.204-70, Personal Identity Verification of Contractor Personnel (MAY 2020) FAR 52.217-8, Option to Extend Services (NOV 1999) FAR 52.204-9, Personal Identity Verification of Contractor Personnel (JAN 2011) FAR 52.204-13, System for Award Management Maintenance (OCT 2018) FAR 52.204-18, Commercial and Government Entity Code Maintenance (AUG 2020) VAAR 852.204-70, Personal Identity Verification of Contractor Personnel (MAY 2020) FAR 52.217-8, Option to Extend Services (NOV 1999) FAR 52.217-9, Option to Extend the Term of the Contract (MAR 2000) VAAR 852.232-72, Electronic Submission of Payment Requests (NOV 2018) VAAR 852.242-71, Administrative Contracting Officer (OCT 2020) FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders Commercial Products and Commercial Services (MAY 2024) The following subparagraphs of FAR 52.212-5 are applicable: (b)(5), (9), (11), (12), (18), (22)(i), (22)(ii), (26), (31), (33), (34), (36), (39), (46), (51), (55), (59), (c)(1), (7), and (8). All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests. This is accomplished through the Tungsten Network located at: http://www.fsc.va.gov/einvoice.asp. This is mandatory and the sole method for submitting invoices. All quoters shall submit the following: All information required by FAR 52.212-1(b) Submission of Offers. All quotes shall be sent to the Network Contracting Office (NCO) Norman.Napper-Rogers@va.gov. Award will be based upon a comparative evaluation of quotes in accordance with the Simplified Acquisition Procedures of FAR 13. Comparative evaluation is the side by side pairwise comparison of quotes based on factors resulting in a Contracting Officer decision for the quote most favorable to the Government. Options will be evaluated at time of award. The following are the decision factors: Price, and past performance, with price more important. Past performance will be based on CPARS and FAPIIS ratings. No rating in CPARS is equal to a neutral rating. The award will be made to the response most advantageous to the Government. Responses should contain your best terms, conditions. To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows: "The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition." OR "The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:" Quoters shall list exception(s) and rationale for the exception(s), if any. Questions shall be received not later than 08/13/2024, 14:00 PDT at Norman.Napper-Rogers@va.gov only. Subject line shall include QUESTIONS TO RFQ 36C26224Q1220. Final submission of your response shall be received not later than 08/16/2024, 10:00 PDT at Norman.Napper-Rogers@va.gov only. Subject line shall include RESPONSE TO RFQ 36C26224Q1220. Submissions shall include your quote using the attached schedule as well as a capabilities statement with qualifications proving all certifications and education required for the work being conducted in the SOW. Submissions not meeting all requirements of the SOW will be considered ineligible for award. Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f). Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the Point of Contact listed below. Point of Contact Norman Napper-Rogers, Contracting Officer, Norman.Napper-Rogers@va.gov.
