Mail Management Software and Digital Mailing System Lease

The Department of Veterans Affairs, Veterans Health Administration (VHA), Network Contracting Office 19 (NCO 19) is seeking potential sources for the lease of a digital mailing system. This system should include equipment, software, and services to meter mail, provide best cost shipping options, and allow for accurate reporting, accountability of volume and expenditures, and traceability of mail and parcels. All hardware, software, and support services must comply with United States Postal Service (USPS) Domestic Mail Manual (DMM) and shipping partners' rules and regulations (e.g., UPS, FedEx, DHL). The system is required for the Rocky Mountain Regional VA Medical Center in Aurora, CO. The Performance Work Statement (PWS) details requirements for a cost-effective, leased, digital mail metering system with the latest technologies. Key features include USPS-certified postage meter capability with remote replenishment and reporting, multi-carrier support for rate shopping (USPS, UPS, FedEx), automatic date advance, a minimum processing speed of 110 letters per minute, and Secure Sockets Layer (SSL) encrypted communication. The solution must also include four label printers, four barcode scanners, and the ability to export encrypted customized reports. Web-based software is required for tracking packages and viewing accounting information, with monthly reporting capabilities. The software must interface with the ScriptPro Outpatient Pharmacy Dispensing system for tracking information and be configured for best rate selection, including USPS Commercial Base Pricing. The lease period is for 60 months from the date of contract award, with a base year and four option years. The contractor will be responsible for delivery, installation, configuration, user training, providing an initial thirty-day supply of operating supplies, and removal of old equipment. Maintenance support, including preventive and reparative maintenance with a 24-hour response time, is also required. The contractor must ensure all applicable hardware and software adhere to FedRAMP approval standards.