W075--Sources Sought Reproduction Automation Printer and Mail Equipment Lease

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

The VA San Diego Healthcare System (VASDHS) requires mail and reproduction automation services, hardware, software, maintenance, and support to improve mailing and reproduction operations, streamline outgoing mail, and reduce returned mail.

• Provide and maintain leased mail and reproduction automation hardware and software.

• Services include installation, de-installation, maintenance, repair, replacement, relocation, training, and incident response.

• Furnish all necessary equipment, parts, and supplies (excluding paper and transparencies).

• Offer 5 years of maintenance, software support, and operational costs for all hardware and software.

• Provide a toll-free number for service calls, answered during business hours, with a maximum hold time of three minutes.

• Offer online service call submission and supply ordering.

• Provide operator training at installation and on an as-needed basis.

• Furnish operator manuals via electronic or web-based access.

• Production Print Device: Minimum speed of 95 ppm (color/B&W), registration accuracy of 0.5 mm, monthly volume up to 240,000 images, duty cycle of 800,000 images/month. Requires specific paper capacity, media handling, finishing capabilities, and EFI Fiery Controller.

• Monochrome Production Print Device: Minimum speed of 136 ppm (B&W), registration accuracy of 0.5 mm, monthly volume up to 1,000,000 images, duty cycle of 4,000,000 images/month. Requires specific paper capacity, media handling, finishing capabilities, and EFI Fiery Controller.

• Intelligent Inserter: Includes 3 Station Tower, Accumulate & Divert, Conveyor, Furniture, Folder CIS, 2D Datamatrix License, AIMS500, and Workstation.

• Mail Metering & Shipping System: Includes USPS® based IMI meter, Power Conveyor Stacker, Dynamic Scale (up to 160 lpm), and 5.7" control panel.

• Response to Service Calls: Production machines within 2 hours; mailing equipment within 24 hours during normal working hours (Monday-Friday, 7:30 am - 4:00 pm Pacific Time).

• Maintenance Reports: Required upon completion of each service/repair call.

• Base Period: 04/01/2026 - 03/31/2027

• Option Periods: Four (4) additional 12-month periods through 03/31/2031

• Place of Performance: VA San Diego Healthcare System, 3350 La Jolla Village Dr., San Diego, CA 92161

• Contractor personnel must be OEM Factory trained and fluent in English.

• All delivered equipment must be free from defects for a minimum of 5 years.

• Hardware and software do not need to meet FedRAMP or TRM as only outgoing mail is processed.

• Contractor must provide a toll-free number for service calls and online ordering.

• All consumable supplies (toner, staples) are to be furnished by the contractor.

• Contractor is responsible for overtime and holiday pay for their employees.

• Invoices must be submitted electronically via Tungsten-Network System and itemized with specific details.

Solicitation / RFP / RFQ

This is a Sources Sought Announcement for market research to identify potential qualified Service-Disabled Veteran Owned Small Businesses (SDVOSBs) capable of providing Reproduction Automation Printer and Mail Equipment Lease and supplies. The Department of Veterans Affairs, San Diego VA Health Care System requires this equipment and associated supplies.

• Lease of Reproduction Automation Printer and Mail Equipment.

• Provision of associated supplies.

• Services to be performed in accordance with the salient characteristics outlined in the attached Statement of Work.

• The specific contract type, period of performance, and estimated value are not detailed in this announcement.

• This is a Sources Sought announcement only, not a solicitation. No proposals or quotes are requested at this time.

• Responses must be in writing and submitted via email to Charity.Cazee@va.gov.

• Submissions must be marked Attn: Charity Cazee, Contract Specialist.

• All information submissions must be received no later than 12:00 PM PST on March 2, 2026.

• This acquisition is intended as a Service-Disabled Veteran Owned Small Business (SDVOSB) set-aside, as mandated by Public Law 109-461.

• If SDVOSB responses are inadequate, an alternate set-aside or full and open competition may be considered.

• No sub-contracting opportunities are anticipated.

• Offerors must be registered in the System for Award Management (SAM) at www.sam.gov.

• SDVOSBs responding to a solicitation must also be registered with the SBA-Dynamic Small Business Search (DSBS) Registry at https://dsbs.sba.gov.

• The North American Classification System (NAICS) code for this acquisition is 541350.

• The government will not pay for any costs associated with responding to this announcement.

• Responses should include: company name, address, point of contact, phone, fax, email, DUNS number, Cage Code, Tax ID Number, type of small business, and a capability statement detailing qualifications and ability to perform the work.

• A Statement of Work (SOW) titled "P09 - Statement of Work - Mailroom" is attached.