Loren Data's SAM Daily™

FBO DAILY ISSUE OF AUGUST 29, 2008 FBO #2468
DOCUMENT

W -- Mailing Machines - Combined Synopsis/Solicitation RRB08Q036 - Attachments

Notice Date

8/27/2008
 

Notice Type

Combined Synopsis/Solicitation RRB08Q036 - Attachments
 

NAICS

532420 — Office Machinery and Equipment Rental and Leasing
 

Contracting Office

Railroad Retirement Board, Acquisition Management Division, OA, Procurement Section, 844 North Rush Street, 9th Floor NE, Chicago, Illinois, 60611-2092
 

ZIP Code

60611-2092
 

Solicitation Number

RRB08Q036
 

Point of Contact

Elizabeth A Kelly,, Phone: 312-751-3350
 

E-Mail Address

elizabeth.kelly@rrb.gov
 

Small Business Set-Aside

N/A
 

Description

I. This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in the Federal Acquisition Regulation (FAR) subject 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation. Offers are being requested and a written solicitation will not be issued, however Offerors may contact the Contract Specialist, Elizabeth Kelly, for a copy of this solicitation in a Word document format. Ms. Kelly can be reached at (312)751-3350 or through email at elizabeth.kelly@rrb.gov. Offerors may send questions regarding this solicitation to the above email address by 1:00pm CST on September 4, 2008. A. This solicitation is issued as a Request-For-Quotation RRB08Q036. B. The solicitation document and incorporated provisions are those in effect through Federal Acquisition Circular Number 2005-26. C. This solicitation is not a small business set-aside. D. The U.S. Railroad Retirement Board (RRB) is an independent federal agency that administers a retirement and survivor benefit program for railroad employees and their families. E. The RRB is seeking a single contractor that can provide under terms of a rental agreement the following pieces of mailroom equipment: Two (2) modular or table top insert/sealing machines; One PRIMARY high speed digital mailing machine with postage meter; and One SECONDARY digital mailing machine with postage meter. II. The RRB intends to rent the mailroom equipment specified in the Statement of Work section III for one initial year with three one (1) year options. Offerors shall provide a monthly rental price for the mailroom equipment including implementation, installation and maintenance costs for the initial year and for the three one year options. Offerors shall also provide training costs for two system operators for the initial year during implementation. Offerors shall also furnish a response time and a restore time for all maintenance calls as well as the make and model of the offered mailroom equipment. Offerors may submit their price offer on the attached Price Schedule (Attachment B). III. STATEMENT OF WORK. A. Description of Services/Requirements: The mission of the Railroad Retirement Board is to administer retirement/survivor and unemployment insurance benefit programs for railroad workers and their families under the Railroad Retirement Act and the Railroad Unemployment Insurance Act. These programs provide income protection during old age and in the event of disability, death or temporary unemployment and sickness. The RRB also administers aspects of the Medicare Program and has administrative responsibilities under the Social Security Act and the Internal Revenue Code. In carrying out its mission, the RRB will pay benefits to the right people, in the right amounts, in a timely manner, and will take appropriate action to safeguard our customer’s trust funds. The RRB will treat every person who comes into contact with the agency with courtesy and concern, and respond to all inquiries promptly, accurately and clearly. The RRB is seeking a single contractor that can provide the RRB with insert/sealing equipment, digital mailing systems, and any other mailing equipment necessary to process and handle outgoing RRB mail. B. Mailroom Jobs Requiring Mailing and Folding/Insertion: The RRB mailroom performs a number of daily jobs which require insert sealing systems and digital mailing systems. Currently, all mailroom jobs are inserted into either a number 10 window envelopes or a 6.125 x 9 window envelope. The jobs performed by the RRB mailroom are listed in Attachment D of this notice. C. Mailing Equipment Requirements: At a minimum, the RRB is looking to acquire through rental two (2) table top or modular style insert sealing systems, one PRIMARY high speed digital mailing system, and one SECONDARY digital mailing system to process the mailing jobs detailed above. The new insert sealing system(s) should meet or exceed the following minimum requirements: 1. Minimum PRIMARY Insert/Sealing System Requirements and Specifications a. Shall have a monthly processing volume capacity up to 120,000 pieces/month. b. Have a 4,500 cycle speed/hour. c. Ability to fold with standard folds of “C”, “Z”, single or double fold. d. Ability to detect missing, duplicated or out-of-order pages. e. Shall have the ability to accumulate, fold and insert up to eight (8) pages with the maximum sheet size 8 ½ x 14. f. Be able to process material that doesn’t require folding before inserting into letter size envelopes. Typical inserts include pre-folded brochures and reply envelopes. g. Have the ability to single cycle the equipment in order to clear jams or perform job test runs. h. The sheet feeders shall be able to process paper ranging in size of 5”x 6.7” minimum to 8.5” X 14” maximum. i. Shall have a high volume envelope feeder capable of holding up to 500 #10 envelopes. j. Capability of sealing #10 envelopes through inserter without going through an inline mail machine. k. Be able to run a trial piece or test run of your complete job in order to verify the settings are correct so not to waste time and material. l. Shall have the ability that allows the operator to clear all the material within the transport area at the touch of a button at the end of each job. m. The high volume envelope feeder shall be “load on the fly” to increase operator productivity. n. Have a minimum of two (2) sheet feeders with the capability of holding a maximum sheet size of 8 ½ x 14. o. Have a minimum of three (3) inserter feeders with the capability of inserting paper to card stock. p. Be able to accommodate envelope sizes of #10, #11, 6 x 9” envelope and flat size envelopes from a minimum of 6.5 x 9” to a maximum size of 10.5” x 13”. q. The sheet feeder(s) shall hold a minimum of 500 sheets per tray. r. The Output Stacker shall hold up to a full tray of mail (estimate 500 #10 envelopes). s. Operator shall have the ability to reload a feeder while the machine is processing material out of that feeder The operator will increase his productivity by not stopping the system during a job to refill the stations. This “load on the fly” function must apply to all feeders. t. For ease of set up and operation the Insert/Sealing System shall have one central control panel which provides a graphic display for easy programming and management of jobs. u. As a future consideration, the Insert/Sealing System shall have the capability to read OMR marks properly placed on a sheet of paper. v. Capability to store up to a minimum of 15 re-occurring mail jobs. w. Provide onscreen loading instructions. x. Be able to link feeders to increase running time. y. Shall provide a fold only option. z. Control panel shall have a job set up mode which includes such things as: ability to view system configuration, make or change security settings, create and or edit jobs, save and recall jobs, recall pre-programmed or recently run jobs. aa. Come with an operations manual. bb. Be delivered with and installed on a controlled height adjustable table with enclosed shelves and doors. cc. Have easy access to all paper paths to allow clearance of paper jams. dd. Shall be UL approved and Energy Star compliant. 2. PRIMARY Insert/Sealing System Desired Equipment Capabilities (The RRB desires, but does not require a PRIMARY insert/sealing system with the following features). a. A monthly processing volume capacity in excess of 120,000 pieces/month. b. A 5,000 or greater cycle speed/hour. c. The capability to divert a sheet of paper before being folded. d. Have interchangeable feeder and insert trays. e. The ability to store more than 20 re-occurring mail jobs. f. Have double document detection. g. All operating pieces of the system should face the operator. h. The capability to have a postage metering machine mounted in line with the inserter. i. A high volume envelope feeder capable of holding up to 1,000 #10 envelopes. j. Have a page count feature to be used in processing multiple page documents not having OMR marks. 3. Minimum SECONDARY Insert/Sealing System Requirements and Specifications. a. Shall have a monthly processing volume capacity up to 55,000 pieces/month. b. Have 3,500 cycle speed/hour. c. Have the ability to fold with standard folds of “C”, “Z”, single or double fold. d. Ability to detect missing, duplicated or out-of-order pages. e. Ability to accumulate, fold and insert up to five (5) pages with the maximum sheet size 8 ½ x 14. f. Have the ability to single cycle the equipment in order to clear jams or perform job test runs. g. The sheet feeders must be able to process paper ranging in size of 5”x 6.7” minimum to 8.5” X 11” maximum. h. Shall have a high volume envelope feeder capable of holding up to 250 #10 envelopes. i. Capability of sealing #10 envelopes through inserter without going through an inline mail machine. j. Be able to run a trial piece or test run of your complete job in order to verify the settings are correct so not to waste time and material. k. Ability that allows the operator to clear all the material within the transport area at the touch of a button at the end of each job. l. The high volume envelope feeder must be “load on the fly” to increase operator productivity. m. Have a minimum of two (3) sheet feeders. n. Have a minimum of two (2) inserter feeders. o. Be able to accommodate envelope sizes of 3.78 x 8.58 up to a maximum size of 6 ½ x 10. p. The sheet feeder(s) must hold a minimum of 300 sheets per tray. q. Output Stacker shall hold up to a full tray of mail (estimate 500 #10 envelopes). r. Operator must have the ability to reload a feeder while the machine is processing material out of that feeder The operator will increase his productivity by not stopping the system during a job to refill the stations. This “load on the fly” function must apply to all feeders. s. For ease of set up and operation the system must have one central control panel which provides a graphic display for easy programming and management of jobs. t. Capability to store up to a minimum of 10 re-occurring mail jobs. u. Shall provide onscreen loading instructions. v. Be able to link feeders to increase running time. w. Control panel must have a job set up mode which includes such things as: ability. x. to view system configuration, make or change security settings, create and or edit jobs, save and recall jobs, recall pre-programmed or recently run jobs. y. Come with an operations manual. z. Shall be delivered with and installed on a controlled height adjustable table with enclosed shelves and doors. aa. Have easy access to all paper paths to allow clearance of paper jams. bb. The Insert/Sealing System shall be UL approved and Energy Star compliant. 4. SECONDARY Insert/Sealing System Desired Equipments Capabilities (The RRB desires, but does not require a SECONDARY insert/sealing system with the following features). a. A monthly processing volume capacity exceeding 55,000 pieces/month. b. A 4,000 cycle speed/hour or greater. c. The ability to store more than10 re-occurring mail jobs. d. Have double document detection. e. All operating pieces of the system should face the operator. 5. PRIMARY Digital Mailing System Requirements and Specifications. a. Consist of a feeder, a moistener, a meter, inline weighing, and stacker. b. Capability to feed intermixed media of different sizes, weights, and thicknesses. c. Capability of feeding mail media either automatically (which means no operator intervention) or hand feeding that same media for lower volume applications. d. Process and seal mail media at a speed of 250 pieces/minute. The speed is based on #10 envelopes. e. Capability of processing intermixed mail of varied weights up to 16oz, sizes 3.5” x 5” up to 13” x 15”, and a thickness up to ¾”. f. Must be IBIP compliant to conform to currently known and future postal regulations. g. Capability to produce either self-adhesive roll tape or roll gummed tape, selectable by the operator. h. Shall have a weighing platform up to 70lbs capable of weighing material and automatically setting the postage meter and dispensing a meter tape contingent on the weight and thickness of the mail media. The weighing platform must accommodate the differential weighing of mixed weight and size mail items. i. Be able to upload postage using an analog telephone line. j. Include at a minimum all USPS 1st Class and International postal rates. k. Be equipped with a power stacker capable of holding a minimum of 500 #10 envelopes. l. Shall be delivered with and rest on one console table with shelves and doors. m. Capability of processing both sealed and unsealed material. n. Capability of processing material with the flaps either open or closed. o. Shall automatically adjust the meter imprint based on the size and thickness of the mail piece. p. Ability to receive updated U.S.P.S. rate changes, software upgrades and enhancements. q. Ability to load at a minimum 30 user accounts and the capability of running monthly reports. r. Shall have a user friendly interface for ease of operation by users and clearly display and commit to memory specific mail jobs. s. Be UL approved and Energy Star Compliant. 6. PRIMARY Digital Mailing System Desired Equipment Capabilities (The RRB desires, but does not require a PRIMARY Digital Mailing System with following features). a. Process and seal mail media at speeds greater than 280 pieces/minute. The speed is based on #10 envelopes. b. Unique postal services as follows: Delivery Confirmation, Signature Confirmation, e-Certified Mail and Return receipt. c. The capability of assigning individual passwords for each user operating the equipment. All work performed on the Mail System should be tracked by user passwords 7. SECONDARY Digital Mailing System Requirements and Specifications. a. Consist of a feeder, a moistener, a meter, inline weighing, and stacker. b. Process and seal mail media at a speed of 200 pieces/minute. The speed is based on #10 envelopes. c. Automatically seal and meter envelopes with a minimum size of 3.5” x 5” to a maximum size of 9.5” x 12” up to 5/8” thick. d. Shall be IBIP compliant to conform to currently known and future postal regulations. e. Capability to produce roll gummed tape. f. Include at a minimum all USPS 1st Class and International postal rates. g. Be equipped with a power stacker capable of holding a minimum of 500 #10 envelopes. h. Shall be delivered with and rest on one console table with shelves and doors. i. Be able to upload postage using an analog telephone line. j. Capability of processing both sealed and unsealed material. k. Capability of processing material with the flaps either open or closed. l. Be able to store up to 10 jobs in memory. m. Automatically adjust the meter imprint based on the size and thickness of the mail piece. n. Ability to receive updated U.S.P.S. rate changes, software upgrades and enhancements via online (preffered) or via or media loaded. o. Shall have a user friendly interface for ease of operation by users and clearly display and commit to memory specific mail jobs. p. Shall be UL approved and Energy Star Compliant. 8. SECONDARY Digital Mailing System Desired Equipment Capabilities (The RRB desires, but does not require a SECONDARY Digital Mailing System with following features). The only desired option is the ability to inline the SECONDARY mailing system with the PRIMARY digital mailing machine. D. Installation: Due to continuous operations and requirements the contractor must install and make fully operational the two insert sealing systems and the two digital mailing systems before the current equipment is de-installed. The contractor must provide a detailed implementation plan and implementation assistance to allow for a brief cut- over period. The optimum period for installation would begin after 12 p.m. on Friday and end by noon Sunday; however, the Board is willing to consider other alternatives. In no event may the mailing, insertion services of the Board be disrupted for longer than forty eight hours. The implementation assistance shall include, but not be limited to: 1. Delivery and installation of the system. 2. System engineering assistance and/or consulting in the areas of system software updates, physical planning, testing, and system tuning. 3. Providing and installing all cables, connectors and other peripherals necessary to operate the system. 4. Orientation and technical overview presentations for four (4) in-house system operators. E. Training: Contractor shall provide user orientation and technical training for up to four (4) in-house system operators at the RRB headquarter site or offsite prior to installation of the two insert sealer systems and the two digital mailing systems to ensure proper transition to the new equipment. The training will cover all aspects of the equipment’s operation and be geared to the mail jobs the RRB processes on a daily basis. F. Maintenance. 1. The contractor shall provide maintenance service with respect to all mail and insert sealer machines furnished under this contract. Such service shall include labor and parts required to keep the equipment in good working order. 2. Preventive maintenance shall be performed by the contractor consistent with standard commercial practice. Within 30 days after the contract award, the contractor shall submit a written preventive maintenance plan to the Contracting Officer’s Technical Representative (COTR) specifying both the frequency and duration of maintenance required. This schedule shall be subject to RRB’s approval. If a mutually agreed schedule cannot be established, the RRB reserves the right to specify a schedule. 3. Remedial maintenance service, including the provision of labor and parts, shall be provided by the contractor during the principal period of maintenance service upon notification by the RRB that the equipment needs to be serviced. a. The principal period of maintenance service (business hours) shall be between 8:00 a.m. through 4:30 p.m., Monday through Friday, except Federal holidays. b. The contractor shall provide the RRB with a designated point of contact and shall ensure that its maintenance representative(s) promptly receive the RRB’s request for remedial service by providing a local or toll-free telephone number, website address and/or email address during the principal period of maintenance service. c. The contractor shall respond to a service call placed by the RRB within 4 business hours after the initial notification to effect the repair of any malfunctioning or otherwise inoperable machine. IV. CONTRACT CLAUSES. The following FAR clauses are incorporated by reference: 52.212-2, Evaluation-Commercial Items; 52.212-4, Contract Terms and Conditions; 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders- Commercial Items; 52.232-19, Availability of Funds for the Next Fiscal Year; 52.217-8, Option to Extend Services; Option to Extend the Term of the Contract.V. IMPORTANT INFORMATION. A. Section 508 Compliance Under Section 508 of the Rehabilitation Act of 1973 (29 U.S.C. 794d), acquisitions of electronics and information technology (EIT) supplies and services must meet the accessibility standards as set forth at 36 CFR Part 1194. The offeror is required to certify (Attachment E) which accessibility standards their offered EIT products and/or services meet. B. Post-award conference: In order to codify the implementation and procedural issues attendant upon contract performance, a post-award conference will be held at the RRB headquarters facility in Chicago, IL no later than ten calendar days after contract award. The Contractor must attend this conference and be prepared to discuss the project milestone events and schedule. The Contractor will be responsible for all costs related to attending this conference. C. Billing: Contractor shall submit invoices with quantities for work completed and pricing as designated in Section III.B and indicating actions and dates. VI.SUBMISSION OF QUOTATIONS/PROPOSAL. A. FAR Provision 52.212-1, Instructions to Commercial Offerors- Commercial Items, applies to this acquisition and is hereby included by reference. B. Offerors must submit two (2) signed and dated offers to the office by 1:00pm CST on September 12, 2008. Offerors may also send an electronic version of their proposal/quotation to elizabeth.kelly@rrb.gov. Offers must be submitted on the SF 1449 (Attachment A) or on official company letterhead. Offerors must complete the price schedule (Attachment B) and business information (Attachment C). C. Past Performance: The Offeror should provide three references for systems services provided where offeror installed and supported insert sealing systems and digital mailing systems at customer site. References shall include model purchased, quantity and contact person’s name, phone number and date. D. The Offeror must provide a brief narrative and descriptive literature that addresses the offeror’s ability to meet the requirements in section III. E. The Offeror must provide warranty information, if applicable, and terms must be a part of the package. F. Training: The Offeror must provide a detailed description, including an outline and schedule of the on-site operator training program. Both services must be included in the offered price for the initial year. G. Maintenance: The Offeror shall provide a brief description of maintenance services or programs, including response and restore time of the insert sealing systems and digital mailing systems. The offeror shall describe its ability to meet the RRB’s maintenance requirements as described in the solicitation. H. Implementation Plan: The contractor shall submit a comprehensive plan which details how the transition will be accomplished with minimal disruption to the agency mail operations. It is important to remember that the RRB must have at least one insert/sealer operational during the installation of the new equipment. The plan should include at a minimum the following: 1. Steps to be taken by both the contractor and the RRB and specific time lines of each process beginning with contract award to the initial configuration order and concluding with the contractor’s certification that the initial configuration is ready for use by the RRB. 2. Contractor requirements for site survey. 3. Training of key operators. VII. EVALUATION AND AWARD. A. Technical Evaluation Factors: The following evaluation factors are shown below in the order of importance. 1. Past Performance. 2. Equipment Offered. 3. Implementation Plan. 4. Maintenance. B. Business Proposal Evaluation. 1. Calculation of the “Price Score” will be computed by multiplying the maximum point score available by a fraction representing the ratio of the lowest total evaluated price of all technically acceptable offers received by the RRB to the total evaluated price of the offer being evaluated. 2. Evaluation of the offeror’s final proposal revision shall be conducted in accordance with the technical and business factors contained in this section. 3. A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer’s specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award. Negotiations conducted after receipt of an offer do not constitute a rejection or counteroffer by the Government. 4. Award and determination will be made based on a best value basis and the total evaluated price with technical factors considered as outlined above and following procedures in the FAR subpart 8.405.
 

Web Link

FedBizOpps Complete View
(https://www.fbo.gov/?s=opportunity&mode=form&id=ca05612244d5efeff1e50e772cad8875&tab=core&_cview=1)
 

Document(s)

Combined Synopsis/Solicitation RRB08Q036 - Attachments
 

File Name: Attachment A- SF1449 Document (RRB08Q036 SF1449 Document.pdf)

Link: https://www.fbo.gov//utils/view?id=cc4fa2cac8755a2f50d5e98dd7e71d04

Bytes: 82.32 Kb
 

File Name: Attachment B- Price Schedule (RRB08Q036 Attachment B- Price Schedule.doc)

Link: https://www.fbo.gov//utils/view?id=0a0cb2d4365e73fb40141fb86fe826ab

Bytes: 48.00 Kb
 

File Name: Attachment C- Contractor Information (RRB08Q036 Attachment C- Contractor Information.doc)

Link: https://www.fbo.gov//utils/view?id=4cb726dbdf7a2a8defb304e4ba3e4a58

Bytes: 45.00 Kb
 

File Name: Attachment D- RRB Mailroom Jobs (RRB08Q036 Attachment D- RRB Jobs.doc)

Link: https://www.fbo.gov//utils/view?id=ea4671be75a9670af9bb3f30dc51b803

Bytes: 52.50 Kb
 

File Name: Attachment E- Certification of EIT Accessibility (RRB08Q036 Attachment E- 508 Comp..doc)

Link: https://www.fbo.gov//utils/view?id=18f8f31d23af5fa02d0b991964ed48f3

Bytes: 60.00 Kb
 

Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
 

Place of Performance

Address: U.S. Railroad Retirement Board, 844 N. Rush Street, Chicago, Illinois, 60611, United States

Zip Code: 60611
 

Record

SN01652542-W 20080829/080827220934-ca05612244d5efeff1e50e772cad8875 (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

---

| FSG Index  |  This Issue's Index  |  Today's FBO Daily Index Page |