D312--Electronic Mail Management

Request for Information Electronic Mail Management Services June 1, 2020 Introduction: This is a Request for Information (RFI) only issued for conducting market research. Accordingly, this RFI constitutes neither a Request for Proposal (RFP) nor a guarantee that one will be issued by the Government in the future; furthermore, it does not commit the Government to contract for any services described herein. Do not submit a Proposal. The Department of Veterans Affairs (VA) is not, at this time, seeking proposals and therefore, will not accept, review, or evaluate unsolicited received in response hereto. This notice is not to be construed as a commitment on the part of the Government to award a contract, nor does the Government intend to pay for any information submitted because of this request. The Government does not reimburse respondents for any costs associated with submission of the information being requested or, reimburse expenses incurred for responses to this RFI. The information

provided may be used by VA in developing its acquisition strategy and Performance Work Statement (PWS). Any information submitted by respondents to this RFI is strictly voluntary; however, any information received shall become the property of the Government and will not be returned to the respondent. Interested parties are responsible for adequately marking proprietary, restricted or competition sensitive information contained in their response. This is a request for information and does not obligate the Government in any way, nor does it commit the Government to any specific course of action. Be advised that set-aside decisions may be made based on the information provided in response to this RFI. Responses should be as complete and informative as possible. Requirement: The Contractor shall perform electronic mail management services for VA. Services include the receipt, control, and conversion of electronic mail (mail packets) to standardized, indexed, and searchable Portable Document Format (PDF) (PDF Image plus Text). Services also include document retrieval, document preparation, and packaging services for outbound communications (letters) to be delivered to Veterans/claimants and their elected representatives. The Contractor shall perform data extraction on a subset of the documents within mail packets prior to uploading to VBMS, to a contract-developed mail portal, or transmitting mail packets to the VBA Mail Automation Service (MAS). The Contractor shall incorporate quality assurance activities and validation into multiple steps of the conversion process to ensure that VA receives images and data of sufficient quality to support its business processes. The Contractor shall also support onsite Government-contracted third-party auditing throughout the periods of performance. The Government anticipates it will require mail management services for mail packets equivalent to approximately 99 million images (split between 49.5 million images in the base period and 49.5 million images in the option period, if exercised. The volume of electronic mail received by the Contractor for conversion will be dependent primarily on the number of claims received from Veterans/claimants. The Government also anticipates outbound communications equivalent to approximately 50 million letters (split between 25 million letters in the base period and 25 million letters in the option period, if exercised.) See attached PWS. Responses: As part of your RFI response, please provide the following information. Please do not submit general capability statements, marketing materials, or other nonspecific information. General Include the following identification information Company Name CAGE/DUNS Number under which the company is registered in SAM/VetBiz.gov Company Address Point of contact name Telephone number Email address Identify existing contract vehicles (T4NG, GSA, etc.) in which you are a contract holder that can be utilized to procure these services. With respect to the subject effort, would you be the prime contractor? As the Prime Contractor, what tasks would your company perform? Which tasks would any proposed partners provide? Please describe your teaming arrangement. If a small business, what type of small business are you? Are you able to comply with VAAR 852.219-10, VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside (Deviation) and with subcontracting limitations in 13 CFR 125.6 in execution of this effort? Has the draft PWS provided sufficient detail to describe the technical and functional requirements that encompass the requirement? ______ YES _______ NO If NO , please provide your technical and functional comments/recommendations/questions on elements of the draft PWS that may contribute to a more accurate proposal submission and efficient, cost effective effort. Capability Statement: Provide a summary of your organization s technical capability to meet the PWS requirements. What experience does your organization have related to the receipt, control, and conversion of electronic source materials, at scale comparable to VA volume. For Federal awards provide contract number, dollar value, and agency points of contacts. Please describe any experience vendor has in transitioning ownership, management, and control of fax lines into your service from another vendor or Government entity? If so, would the vendor describe the following considerations related to the transition: The duration for transitioning a single fax line or multiple fax lines. Any process considerations for operationalizing a new fax line to receive faxed documents, including the methods to integrate the new fax line with a fax server and database. Any associated costs the Government should anticipate with transitioning a fax line or multiple fax lines. Any specific information the vendor would anticipate being included in the Performance Work Statement (PWS) task to support the transitioning of a fax line or fax lines, each receiving volumes of between 175,000 and 200,000 faxes per month. A description of any Telco interfaces or Telco services the Government should consider for inclusion in the PWS. Any lessons learned the Government should consider within the PWS. Responses: Please submit the below requested information by 10:00AM EST on June 8, 2020 via email to Matthew Newell at Matthew.Newell@va.gov and Juan Quinones at Juan.Quinones@va.gov. VA reserves the right to not respond to any, all, or select responses or materials submitted. All VA current requirements identified herein are subject to change at any time. If you experience any problems or have any questions concerning this announcement, please contact Matthew.Newell@va.gov via email. VA appreciates your time and anticipated response.