W074--Metered Mail (Bay Pines and Cape Coral)
Overview
Buyer
Place of Performance
NAICS
PSC
Set Aside
Original Source
Timeline
Qualification Details
Fit reasons
- NAICS alignment with historical contract wins in similar service areas.
- Scope strongly matches core technical capabilities and delivery model.
Risks
- Past performance thresholds may require one additional teaming partner.
- Potential clarification needed on staffing minimums before bid/no-bid.
Next steps
Validate eligibility requirements, assign capture owner, and schedule partner outreach to confirm teaming strategy before submission planning.
Quick Summary
The Department of Veterans Affairs (VA), specifically the C. W. Bill Young VA Medical Center in Bay Pines, FL, and the Lee County Veterans Healthcare Center in Cape Coral, FL, is conducting a Sources Sought for market research. The VA seeks information from qualified small businesses to acquire a new lease for cost-saving Mailing System equipment, including supplies, updates, and service. This system will manage mail operations and meet all USPS, Federal, and VA mail processing requirements. Responses are due March 30, 2026, at 2:00 PM EST.
Purpose & Scope
This Sources Sought is for informational and planning purposes only and is not a solicitation. Its primary goal is to conduct market research to determine potential socio-economic set-asides (SDVOSB, VOSB, or SB) for a future requirement. The VA requires a state-of-the-art digital mailing and package tracking solution system, hosted in the VA Enterprise Cloud, to handle inbound and outbound enterprise mail functionalities. This includes metered mail, folding/inserting equipment, inbound/outbound mail tracking, software, and comprehensive maintenance.
Key Requirements
The leased solution must include:
- Hardware & Software: For metered mailing, inbound/outbound package tracking across VISN 8, barcode spraying, and address validation.
- Technical Compliance: All software must be VA-Technical Reference Model (TRM) approved, adhere to USPS Domestic Mail Manual (DMM) and shipping partner rules (UPS, FedEx, DHL), and be FISMA/FIPS compliant.
- Cloud-Based Solutions: A FedRAMP Authorized cloud solution for data hosting, especially for Personally Identifiable Information (PII), with a VA ATO. This applies to inbound tracking and reporting software.
- Mail Processing: High-volume digital metered mail system capable of processing at least 120,000 pieces per month and 5,400 letters per hour, with multi-carrier rate shopping capabilities and cloud-based accounting.
- Inbound Tracking: Real-time visibility, automated notifications, and FIPS 140-2 certified handheld scanners for the VA WIFI network.
- Maintenance & Support: Comprehensive preventive and reparative maintenance with a 24-hour response time, including all parts and labor.
- Training & Supplies: On-site key user training and an initial stock of operating supplies (ink, meter tape, sealing solution).
- Installation: Delivery, installation, configuration, testing, and removal of old equipment at no cost to the VA.
Contract & Timeline
- Opportunity Type: Sources Sought (Market Research)
- Period of Performance: Base year with four option years.
- Response Due: March 30, 2026, 2:00 PM EST
- Published: March 19, 2026
Eligibility & Submission
- Set-Aside: Market research will determine potential set-asides for SDVOSB, VOSB, or SB. If insufficient small business responses are received, it may be solicited as unrestricted.
- Action: Interested SDVOSBs, VOSBs, and SBs should reply affirmatively via email to Michael.Shook@va.gov. Submissions must include a capability statement and, if applicable, a letter of supply. Respondents should indicate if their source can be open market or FSS.
- Note: This is not a request for bids, quotes, offers, or proposals.
Place of Performance
- C. W. Bill Young VA Medical Center, 10000 Bay Pines Blvd, Bay Pines, FL 33744
- Lee County Veterans Healthcare Center, 2489 Diplomat Pkwy E, Cape Coral, FL 33909