DA10--Veterans Critical Communication Software, Inserter, and Postal Permit

Questions & Answers / Clarifications

This document provides clarifications and answers to vendor questions regarding the VCCM OnSite Support Requirement solicitation.

• On-Site Support: The VA requires a full-time, physical presence of a technician onsite for 40 hours per week for the entire 12-month period. Partial remote support is not acceptable.
• Postal Permit: The contractor will assist the VA in acquiring a postal permit for patient letters. The cost is $0.388 per letter.
• Mail Volume: Estimated monthly mail volumes for FY25 and FY26 (October through February) are provided, totaling approximately 1,050,000 pieces for FY25 and 354,000 for the first three months of FY26.
• Inserter Line Item: The DS700 iQ Inserter should be proposed as a Rental/Lease, not a one-time purchase.
• Equal Product Configuration: For "Brand Name or Equal" inserters, the station configuration must exactly match the requirements in the PWS; exceeding the configuration is not acceptable.
• Technical Certifications: All required technical certifications (VA TRM compliance, Section 508 VPAT, CASS, NCOA, PAVE, PDF/PCL5/PS/XML/TNO support, OMR/BCR/2D barcode generation) must be submitted with the quote. A link/screenshot of the VA TRM entry is acceptable for TRM-listed software.
• Delivery & Installation: Hardware installation is required within 30 days After Receipt of Order (ARO), while software deployment has a 90-day timeline.
• Subcontracting: The Government will not dictate how a vendor meets the requirement, allowing for coordinated solutions involving partnerships.
• TNO/XML Files: Software will convert TNO and XML files from VistA into PDFs for printing.
• CASS/NCOA Maintenance: The vendor is expected to manage and monitor CASS and NCOA services, which are updated monthly.
• Real-Time Changes: "Real-time changes" refer to modifications of templates and workflows, not changes to VistA or PHI metadata.

These clarifications do not appear to alter key requirements or submission deadlines, but bidders must ensure their proposals address these specific points, particularly regarding on-site presence, hardware leasing, and the submission of all technical certifications with the quote.

Questions & Answers / Clarifications

This document provides answers to questions submitted by vendors regarding Solicitation Number 36C25926Q0276 for Veterans Critical Communication Software, Inserter, and Postal Permit.

• The document contains "Questions and Answers" which are attached and should be reviewed by interested parties.

• Quotes are due on March 13, 2026, at 10:00 AM Mountain Time, Denver, USA.

• The contracting office is located at 6162 South Willow Drive, Suite 300, Greenwood Village CO 80111.

• The Place of Performance is the Department of Veterans Affairs, Eastern Colorado VA Health Care System, Rocky Mountain Regional VA Medical Center, 1700 North Wheeling Street, Aurora CO 80045.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation (RFQ #: 36C25926Q0276) for commercial items, seeking quotes for Veterans Critical Communication Software, Inserter, and Postal Permit. The Department of Veterans Affairs (VA) anticipates awarding a firm-fixed-price contract. The government reserves the right to make no award.

• VCCM Workflow Software (Brand Name or Equal)

• Quadient DS 700 IQ (Brand Name or Equal)

• The solicitation includes a base year and four option years, with estimated performance periods from June 1, 2026, through May 31, 2031.

• Detailed requirements are specified in the attached Statement of Work.

• Offerors must be an OEM, authorized dealer, distributor, or reseller, verified by an authorization letter from the OEM. Gray market or remanufactured items are not acceptable.

• Contract Type: Firm-fixed-price.

• Period of Performance: Base year (June 1, 2026 – May 31, 2027) with four option years.

• The contract includes FAR 52.217-8 (Option to Extend Services) and FAR 52.217-9 (Option to Extend the Term of the Contract), with a total duration not to exceed 5 years.

• Questions Due: March 4, 2026, 10:00 AM MT to Noaa.Lanotte@va.gov.

• Quotes Due: March 13, 2026, 10:00 AM MT to Noaa.Lanotte@va.gov.

• Submission Method: Email only (10MB limit per email). No hand-carried or faxed quotes accepted.

• Evaluation Factors: Technical Capability and Price.

• Award will be made to the responsible offeror whose quote is most advantageous, considering price and other factors. Offers not meeting technical requirements will not be selected regardless of price.

• Quotes must be completed in their entirety and signed.

• Award will be made on an All or Nothing Basis.

• NAICS Code: 541519 (Small business size standard: 150 Employees).

• This solicitation is unrestricted.

• Offerors must complete the FAR 52.225-6 Trade Agreements Certificate.

• The solicitation incorporates provisions and clauses in effect through Federal Acquisition Circular (FAC) 2025-06.

• Offerors must demonstrate technical capability and provide pricing as outlined in the submission volumes.

• Reference attached documents: Statement of Work - VCCM Software and Inserter, and Attachment - FAR 52.225-6 Trade Agreements Certificate.

Statement of Work (SOW) / Performance Work Statement (PWS)

To procure Print and VCCM Software, a Postal Permit for $.38.8 cents, and a Quadient DS 700 IQ Inserter, including all associated hardware, software, and maintenance support, for the VA Eastern Colorado Health Care System.

• Delivery of specified items listed in section 2.5, meeting all salient characteristics.

• Installation must adhere to manufacturer specifications.

• Print and VCCM Workflow Software: Must be VA TRM certified, 508 compliant with VPAT, integrate with the production printer and inserter system, support VMWare and Windows 64-Bit, handle PDF/PCL5/TNO/PS/XML inputs, perform USPS CASS certified address cleaning and PAVE certified sorting, produce production control barcodes, and support postal savings through grouping and sorting.

• Quadient DS 700 IQ Inserter: Includes a 4 Station Expert (2 Auto Fdrs + 1 HCDF, CSIS or equivalent), AIMS500 Office Close Loop Mail Piece Verification, 15 AMP Power Conditioning Line Filter, 3 Station Tower, and a Postal Permit for $0.388 cents per letter.

• Deliverables: Includes software, inserter hardware, maintenance support for base year and four option years, and the postal permit.

• Installation must meet manufacturer specifications.

• Software must be VA TRM certified and 508 compliant.

• USPS CASS certified address cleaning and PAVE certified sorting are required.

• Base year with four (4) option years.

• Eastern Colorado Health Care System, 1700 N. Wheeling Street, Aurora, CO 80045.

• Delivery within 30 days of award.

• Maintenance & Support: 1 year of on-site support (40 hrs/week) with a qualified engineer for the software.

• Documentation: 2 binders and 1 digital copy of operation and maintenance manuals.

• Security: Appendix C outlines extensive VA information security and privacy language, including data protection, encryption, access controls, and incident reporting requirements. Contractors must comply with all federal laws, regulations, and VA directives related to information security and privacy. Background checks are not required.

• Warranty: Manufacturer's warranties on all parts and labor, including travel and shipping for repairs.

Form / Attachment / Pricing Sheet

This document is a provision titled "Trade Agreements Certificate" (FAR 52.225-6) that offerors must complete as part of their response to the solicitation. It requires certification regarding the origin of end products.

• Certification: Offerors must certify that each end product is either U.S.-made or a designated country end product, as defined in the "Trade Agreements" clause.
• Listing of Other End Products: Offerors must list any supplies that are not U.S.-made or designated country end products, including the line item number and country of origin for each.

This provision directly impacts eligibility for award. The government will evaluate offers based on U.S.-made or designated country end products. Offers of other end products will only be considered if no suitable U.S.-made or designated country end product offers are received or if those offers are insufficient. Bidders must accurately identify the country of origin for all their end products to ensure their offer is evaluated correctly according to the Trade Agreements Act and the Buy American statute.