7A20--Mail Management Software Base 4 Option Years
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), Network Contracting Office 19 (NCO 19), is conducting market research through a Sources Sought Notice to identify potential sources for the Lease of a Digital Mailing System Equipment, Software, and Services. This system is required for the Rocky Mountain Regional VA Medical Center in Aurora, CO. Responses are due by April 13, 2026, at 4:00 PM MT.
Purpose
This notice is for information and planning purposes only, specifically for market research to determine the interest and capability of potential qualified sources. The VA also aims to determine the socioeconomic size classification of suppliers and manufacturers for a digital mailing system. This is not a solicitation or a request for proposal, and no award will be made based on responses.
Scope of Work
The requirement is for the lease of a digital mailing system that includes equipment, scalable cloud-based software, and comprehensive services. The system must be capable of metering mail, providing best-cost shipping options, accurate reporting, accountability of volume and expenditures, and traceability of mail and parcels. It must adhere to the USPS Domestic Mail Manual (DMM) and rules of shipping partners such as UPS, FedEx, and DHL. Key features include support for USPS, UPS, and FedEx negotiated rates (including GSA Schedule 48), barcode scanners, label printers, digital scales, and USPS-certified postage meter capability. The software must be web-based, FedRAMP approved, and capable of automatic rate shopping and integration with the ScriptPro Outpatient Pharmacy Dispensing system. Services encompass delivery, setup, configuration, user training, functionality testing, initial supplies, and removal of old equipment.
Performance Standards
The mail system must accurately scan, weigh, rate, meter, and account for all outbound mail and parcels. Postage meters require remote capabilities for replenishment, reporting, and software upgrades. A minimum processing speed of 110 letters per minute is required. The contractor must respond to service calls within 24 hours and repair systems within 24 hours during normal working hours. Any unrepairable system components must be replaced within 2 days.
Contract & Timeline
- Type: Sources Sought (Market Research)
- Period of Performance: Anticipated 60 months from contract award (Base Year: June 1, 2026 - May 31, 2027)
- Place of Performance: Rocky Mountain Regional VA Medical Center, 1700 N. Wheeling Street, Aurora, CO 80045
- Set-Aside: None specified; market research to determine socioeconomic classification.
- Response Due: Monday, April 13, 2026, by 4:00 PM MT
- Published: April 8, 2026
Submission Requirements
Interested companies must provide:
- Company Name and Address
- Point of Contact (Name, Email Address, Phone Number)
- Unique Entity ID (UEI) Respondents are encouraged to include relevant information such as specifications, cut sheets, brochures, capability statements, and past experience. Do not include proprietary, classified, confidential, or sensitive information. Responses should be submitted via email to jeremy.ferrer@va.gov.
Important Notes
This notice does not constitute a commitment by the Government to issue a solicitation or award a contract. The Government will not pay for any information received or costs incurred in developing responses.