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Sources Sought Notice - R-- Request for Information (RFI)- VA Hines Information Technology Center (ITC) Peripheral Equipment Operations (PEO) Support

July 11, 2014



Notice Type: Sources Sought Notice

Posted Date: 10-JUL-14

Office Address: Strategic Acquisition Center - Frederick;Department of Veterans Affairs;321 Ballenger Center Drive, Suite 125;Frederick MD 21703

Subject: R-- Request for Information (RFI)- VA Hines Information Technology Center (ITC) Peripheral Equipment Operations (PEO) Support

Classification Code: R - Professional, administrative, and management support services

Solicitation Number: VA119A14I0398

Contact: Allen Smithallen.smith3@va.gov mailto:allen.smith3@va.gov [Allen.Smith3@va.gov]

Setaside: N/AN/A

Place of Performance (address): Hines Information Technology Center;Chief Operations Division;Building 215;First Avenue, North of 22nd St.;Hines, IL

Place of Performance (zipcode): 60141

Place of Performance Country: USA

Description: Department of Veterans Affairs

VA Center for Acquisition Innovation (Frederick)

VA CAI Frederick

Department of Veterans Affairs- VA Hines Information Technology Center (ITC) Peripheral Equipment Operations (PEO) Support

Request for Information (RFI)

THIS IS A REQUEST FOR INFORMATION (RFI) ONLY (as defined in FAR 15.201(e)), this is not a solicitation. Solicitations are not available at this time. Requests for a solicitation will not receive a response. This notice does not constitute a commitment by the United States Government. Responders are solely responsible for all expenses associated with responding to this RFI.

Background:

The Department of Veterans Affairs (VA) is in the process of conducting market research in accordance with FAR Part 10. VA has an upcoming requirement for support services for the Peripheral Equipment Operation (PEO) Center at the Hines ITC located in Hines, IL.

The Hines ITC PEO prints a wide variety of letters, VA forms, and reports that are distributed to 58 Regional Offices nationwide, the VA Central Office in Washington DC, and offices outside the continental US (Manila and Puerto Rico). Approximately 10 million letters are printed each year and inserted into envelopes using VA leased Xerox High Speed Laser/Network print systems and VA owned and maintained Bowe Bell & Howell inserting equipment. Another 6 million letters are printed and bulk mailed to Regional offices annually. Large amounts of the data contained in these letters, forms, and reports is protected by the Privacy Act of 1974 and is often time sensitive due to the need for Veterans to respond within a short time frame. Additionally, much of the work processed includes Veterans Personally Identifiable Information (PII), which, if released could result in privacy issues. The nature of the data mailed first class to Veterans is critical in that the receipt and response of this correspondence by Veterans may have a direct effect on the Veterans' receipt of financial benefits. Any letters that are mishandled can result in critical financial benefits being cut off to elderly and disabled Veterans for whom this is their only source of income.

Contractor Services are needed to provide support services inclusive of the following:

" Operation and maintenance of two (2) each Xerox High Speed Laser/Network print systems and Bowe Bell & Howell automatic inserting machines;

" Printing, inserting and folding correspondence, separating reports, and distribution of over 10 million pieces of correspondence in accordance with specific instructions relating to individual job sites;

" Administrative tasks, including the preparation and maintenance of print control logs, priority reports, accomplishment reports, and a Quality Control Plan; and

" Customer service to include the retrieval of lost/missing reports from the VA's benefits applications programs as well as communication with customers and clients by way of e-mail and telephone.

The support services will be required to cover 24 hours, 6 work days (Monday -

Saturday) a week during normal and peak printing season time frame (peak season runs November through March annually). Contractor will work in close coordination with the

PEO staff to ensure that schedules are synchronized and work is prioritized, with the most important tasks completed first. Contractor personnel must be responsive to change, proactive, and must ensure maximum continuity in mission operations. To the maximum extent practicable, the contractor will need to leverage and incorporate existing Hines ITC systems and assets to promote cost efficiency, schedule responsiveness, and optimal return on previous HINES ITC investments. The contractor will recommend and implement practices, standards, and innovation while ensuring compliance with applicable Federal and VA policies and regulations. The contractor will be required to respond to future initiatives and technology evolutions, which may be introduced in order to meet the Hines ITC vision of being recognized as the provider of choice for progressive, technologically advanced information solutions. Examples of future initiatives and technology evolutions may include installation of replacement print equipment or new print methodology (such as printing files received over the Wide Area Network as opposed to printing files residing on magnetic tape).

Information Requested and Specific Questions to be Addressed:

1. Please describe your company's capability and interest in providing the services specified above at the Hine ITC. Responses to this question should be limited to four (4) pages or less. Include in your response a description of relevant examples, similar in scope and complexity of past work your company has performed.

2. Please describe your company's socio-economic status (small business/ Service-Disabled Veteran-Owned/ Veteran -Owned/etc.) and identify GSA schedules (if any) you may hold that could be used for the purchase of the above services.

3. Given the various tasks and scope of the requirement, what NAICS code is most appropriate to this requirement In your response please provide supporting details.

4. The Government is considering the inclusion of FAR Clause 52.222-17, Nondisplacement of Qualified Workers (May 2014), which would require any successor contractor and its subcontractors to offer employees working under the predecessor contract whose employment would otherwise be terminated, a right of first refusal of employment under this successor contract in positions for which they are qualified (This would not apply to executive, administrative, or professional employees exempt under 29 C.F.R. Part 541).

The Government believes this would serve its interest in economy and efficiency, would ensure an experienced and trained workforce familiar with Hines ITC's personnel, facilities, and requirements, and would reduce disruption to the delivery of services during the period of transition between the predecessor and successor contracts.

Please indicate your company's willingness to comply with on-boarding of existing contractor employees as a result of winning a future contract for these services.

VA may utilize the responses to this RFI to conduct additional market research. It is possible that the VA may invite some respondents to meet with VA officials in person for oral presentations and/or question and answer sessions. Information obtained in this information request may be utilized to assist VA in developing a Request for Quotation (RFQ) or a Request for Proposals (RFP).

Submissions: All submissions must be submitted electronically, via email, to Allen Smith, Contract Specialist at: allen.smith3@va.gov.

Submit responses as attachments in Microsoft Word (.doc) or Adobe Portable Document Format (.pdf). Please limit all responses to 12 point font minimum, single spaced 8 '' x 11 page size. Responses shall be submitted on or before Thursday, July 17, 2014 at 3:00 p.m. EST.

Questions: Any questions should be directed to Allen Smith, Contract Specialist, at allen.smith3@va.gov. E-mail communication should include company name, point of contact, address, phone, and fax number.

Note: VA will utilize the information in this RFI to help determine the Agency's next steps. The vendor should identify any proprietary information in their RFI responses. Proprietary materials will neither be distributed to nor discussed with any other vendor. The use of information submitted to the Government as a result of this RFI will be at the discretion of the Government. The information obtained from responses to this RFI will remain confidential insofar as permitted by law, including the Freedom of Information and Privacy Acts.

52.215-3 Request for Information or Solicitation for Planning Purposes (Oct 1997)

(a) The Government does not intend to award a contract on the basis of this solicitation or to otherwise pay for the information solicited except as an allowable cost under other contracts as provided in subsection 31.205-18, Bid and proposal costs, of the Federal Acquisition Regulation.

(b) Although "proposal" and "offeror" are used in this Request for Information, your response will be treated as information only. It shall not be used as a proposal.

(c) This solicitation is issued for the purpose of: Information/ Market Research.

(End of provision)

Link/URL: https://www.fbo.gov/spg/VA/AFMLOVASS/VASSMD/VA119A14I0398/listing.html


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