R408--MAIL MANAGEMENT SERVICES

Sources Sought Notice Sources Sought Notice *= Required Field Sources Sought Notice 1.0 INTRODUCTION THIS IS NOT A SOLICITATION. The Department of Veterans Affairs (VA) Veterans Benefits Administration (VBA) is issuing this Request for Information (RFI) for Mail Management Services. This RFI is issued solely for information and planning purposes only. There is no obligation for the Government to acquire any products or services described in this RFI. In accordance with the Revolutionary FAR Overhaul (RFO) Subpart 15.101(c), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. No funds have been authorized, appropriated, or received for this effort. The information provided may be used by VBA in developing its acquisition strategy and informing, refining, and finalizing a Performance Work Statement (PWS). Interested parties are responsible for adequately marking proprietary, restricted or competition sensitive information contained in their response. Only electronic responses to this RFI will be accepted. The Government will not pay for any time expended or information submitted in response to this RFI. Eligibility in participating in a future acquisition does not depend upon a response to this RFI. 2.0 BACKGROUND Through its three (3) administrations, Veterans Benefits Administration (VBA), National Cemetery Administration (NCA), and Veterans Health Administration (VHA), Veterans Affairs (VA) administers vital services to America's Veterans. VA provides health care services, benefits programs, and access to national cemeteries for former military personnel and their dependents. The fundamental mission of the Veterans Benefits Administration (VBA) is to provide Veterans, service members, and their families the benefits they have earned through their military service to the United States. VBA accomplishes its mission by delivering client-centered, personalized services that help Veterans readjust to civilian life and enhance their well-being. To continuously improve benefits processing efficiency and cycle-time, VBA expanded its mail receipt and processing services to include Centralized Mail (CM) processing. The CM activities require vendors to receive mail directly from Veterans, claimants, Veterans / claimants representatives and third parties providing evidence in support of a claim. Physical materials are received via paper mail (bulk mail, US Postal Service pickup and delivery, other external mail delivery services) and digital formats (CD/DVD, Flash drives, Microfilm, Microfiche, Other alternate media). Non-physical information is received via various digital formats (direct upload service by Veterans, external Veteran Service Organization user or other third party; through an application program interface (API); secure file transfer; email; and fax). The materials and information received by the contractor are converted into digital files in the searchable Portable Document Format (PDFs) and are then made available to VA end users for review within an interactive centralized mail portal; routed for additional processing; or accessed for unattended mail automation operations. Upon completion of mail processing, images, with associated data, are uploaded to VBA s image repository, the Veterans Benefits Management System (VBMS). If the CM materials were received in physical formats (e.g., paper), they are prepared for shipment to a government contracted long-term storage facility, awaiting disposition. This Request for Information (RFI) describes VBAs requirements for contractor support related to mail management services. In addition, the purpose of the RFI is to engage industry vendors with expert knowledge and extensive experience as well as with credibility in addressing and mitigating risks. The Government seeks innovative solutions from industry on mail management services. 3.0 INFORMATION SOUGHT The Government is seeking the following information to be provided by vendors when responding to the RFI: Company Information Capability Statement Answers to Questions Draft Performance Work Statement Comments 3.1 Company Information RFI respondents shall provide the following information: Company Name Company Address Company Point of Contact (name, address, telephone number, email address) Unique Entity Identifier (UEI) NAICS Codes and business size for NAICS code 518210 - Identify if your company has any of the following business concern statuses (include all that apply): Small Business (SB); Certified Small Business Administration (SBA) 8(a) firm; Small Disadvantaged Business (SDB); Service-Disabled, Veteran-Owned Small Business (SDVOSB); Veteran-Owned Small Business (VOSB); Economically Disadvantaged Women-Owned Small Business (EDWOSB); Woman-Owned Small Business (WOSB); Historically Underutilized Business Zone (HubZone) Small Business; Large Business Existing Multiple Award Contract (MAC) vehicles currently held by your company (examples may incl