FY25 Q2 EMM Program Support Services (VA-25-00000798)

Page 2 of 2 This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6 in conjunction with Part 13 of Federal Acquisition Regulation (FAR), as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. This Solicitation is issued as a Request for Quote (RFQ), and the solicitation number is 36C10X25Q0029 (Attachment A). This notice incorporates provisions and clauses in effect through Federal Acquisition Circular (FAC) 2025-1, effective November 12, 2024, and the Veterans Affairs Acquisition Regulations (VAAR). The complete text of any of the clauses and provisions may be accessed in full text at https://www.acquisition.gov/browse/index/far. This Solicitation is being competed as a 100% Service-Disabled Veteran Owned Small Business (SDVOSB) set-aside. The North American Industrial Classification System (NAICS) Code is 541611 Administrative Management and Consulting Services, and the business size standard is $24.5 million. The Veteran Affairs Office of Information Technology Enterprise Mail Management Program (VA OIT EMM) intends to utilize contract staff to support the day-to-day activities of mail managers across the VA to include Veteran Benefits Administration, and the National Cemetery Administration. Support staff is required to understand and guide mail room managers on the United States Parcel Service (USPS), United Parcel Services (UPS), and Federal Express (FEDEX) rules and regulations. Support staff will learn EMM processes and programs working in conjunction with Government staff and FFRRD/MITRE. MITRE will be transitioning duties to support staff to aid VA mail managers and staff supporting mail functions within their facilities. Respondents are to propose Firm Fixed Prices for all of the line items in Attachment B The contract resulting from this solicitation will be a Firm-fixed Price contract. The anticipated Period of Performance will be February 23, 2025, through February 22, 2026, with three 12-month option periods. Any award resulting from this solicitation will be issued on a Standard Form 1449. Note: To receive an award resulting from this solicitation, respondents must be registered in the System for Award Management (SAM) database IAW FAR 52.212-(k). Registration may be done online at: www.acquisition.gov or www.sam.gov. Contractors are advised that any and all questions concerning this solicitation must be sent via email to derek.devine@va.gov and wanda.edwards@va.gov. Questions are due by 1:00 PM (ET) December 23, 2024, and shall be submitted utilizing Attachment B. Questions received after that date and time may not be answered. Quotes shall be emailed to derek.devine@va.gov and wanda.edwards@va.gov. Quotes received after 1:00 PM Eastern time on the due date indicated in SAM.gov may not be accepted. See Attached Documents: ATTACHMENT_A_36C10X25Q0029 RFQ ATTACHMENT_B_36C10X25Q0029 CLINS ATTACHMENT_C_36C10X25Q0029 PRICE WORKSHEET ATTACHMENT_D_36C10X25Q0029 PPR ATTACHMENT_E_36C10X25Q0029 PPQ ATTACHMENT_F_36C10X25Q0029 Q&A

Background
The Department of Veterans Affairs (VA) Office of Information Technology (OIT) aims to enhance its mail management services through the Enterprise Mail Management Program (EMM). The program seeks to provide a seamless experience for veterans by modernizing mail operations and aligning them with federal regulations. This solicitation is issued as a Request for Quote (RFQ) under the solicitation number 36C10X25Q0029, specifically set aside for Service-Disabled Veteran Owned Small Businesses (SDVOSB). The goal is to utilize contract staff to support mail managers across various VA divisions, including the Veteran Benefits Administration and National Cemetery Administration.

Work Details
The contractor will provide supervision, management, and labor to support EMM programs and mail operations. Key tasks include:
1. Assisting with the operation and management of the Information Technology Resource Management (ITRM) EMM Business Office, including analytics support, data management, technology business management, and stakeholder engagement.
2. Developing and maintaining SharePoint sites for communication and document management.
3. Drafting standard operating procedures and guidelines for mail programs across the enterprise.
4. Ensuring compliance with USPS, UPS, and FedEx regulations while managing incoming and outgoing mail processes.
5. Conducting routine analysis on data to recommend operational efficiencies and cost controls.
6. Transitioning duties from MITRE to contractor staff to ensure continuity in mail functions.

Period of Performance
The anticipated period of performance is from February 23, 2025, through February 22, 2026, with three additional 12-month option periods.

Place of Performance
The work will primarily be performed at contractor facilities and at government sites as necessary, with a focus on maximizing teleconferencing for meetings.