Postage Machine Lease

The Department of Veterans Affairs (VA) consists of the Veterans Health Administration (VHA), which operates over 170 Medical Centers and 1,063 medical clinics; the Veterans Benefits Administration (VBA), which operates 56 regional benefit offices; the National Cemetery Administration (NCA), which operates over 136 national cemeteries; and numerous staff offices such as the VA Central Office (VACO). VACO operates multiple facilities in Washington, DC.

VACO is establishing and streamlining a lease-based contract vehicle to procure mail systems, standardizing and integrating mailroom operations for the VA administration and staff offices.

VACO has established strategic objectives related to mailroom operations:

• Modernize and standardize mail systems.


• Establish, enhance, and advance mail management reporting through web accessible, cloud-based data hosting services to optimize mail operations and funding efficiencies.


• Establish and advance centralized management and oversight of agency mail managers, mail operations, and accomplishment of emerging strategic objectives.

The federal chief information officer (CIO) has confirmed that for Software-as-a-Service (SaaS), agencies have the option of: (1) leveraging a provisional authority to operate (P-ATO) completed by the Joint Authorization Board (JAB); (2) leveraging an ATO completed by another agency; or (3) conducting their own ATO. However, if either the JAB or another agency has already gone through the risk management framework (RMF) process with the cloud service provider, then we encourage the agency to leverage the work already done. This is less burdensome for both the agencies and the service providers.

VACO requires equipment and services for its mailrooms to standardize mail services, technology, processes, and accountability. In addition, the equipment and services meter mail, provide the best cost shipping options, allow for accurate reporting, accountability of volume and expenditures, and traceability of mail and parcels. All applicable hardware, software, and support services must adhere to the United States Postal Service (USPS) Domestic Mail Manual (DMM), located at www.usps.gov, and shipping partners' rules and regulations, such as those of the United Parcel Service (UPS), Federal Express (FedEx), DHL, etc.