36C10B26Q0471_1.docx
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- Solicitation number
- 36C10B26Q0471
About this file
This is a Request for Information (RFI) and Sources Sought Notice (SSN) issued by the Department of Veterans Affairs Technology Acquisition Center for National Cemetery Administration (NCA) Nationwide Tier II IT Support Services. The VA is conducting market research to inform development of a future Request for Quote (RFQ) anticipated to be issued at a later date. This notice is issued under FAR Part 10 for informational and planning purposes only and does not constitute a solicitation or commitment to award a contract. Responses are voluntary and will not be reimbursed.
The requirement encompasses nationwide Tier II IT support services for approximately 216 NCA locations, 2,000 users, and 1,000 to 1,200 end-user devices across the United States, District of Columbia, and Puerto Rico. The Government seeks a hybrid, remote-first delivery model with centralized Tier II support and regional or dispatch-based onsite support. Key service areas include Tier I/Tier II integration through ServiceNow ticketing, end-user device lifecycle management for both Government-furnished equipment (GFE) and contractor-furnished or Device-as-a-Service (DaaS) options, remote troubleshooting and break-fix support, peripheral and endpoint-connected systems support, network issue triage and escalation, VoIP/VTC endpoint support, special-purpose systems triage, cybersecurity compliance support, and onsite dispatch when remote resolution is not feasible. The Government anticipates implementing a six-month pilot before full deployment and is seeking realistic Rough Order of Magnitude (ROM) pricing that clearly separates fixed recurring services from variable cost drivers. Respondents must address staffing models, service level frameworks with response and resolution times, scope boundary clarifications, device strategy recommendations (GFE versus CFE/DaaS), travel and dispatch pricing, geographic support approach, transition-in methodology, pilot success criteria, performance metrics, and identification of required Government data to reduce pricing risk. Responses are limited to ten pages and must be submitted by June 12, 2026, at 1:00 PM Eastern Time to Velouse Rock at velouse.rock@va.gov. The NAICS code is 541519, and the product/service code is DA10. No set-asides or specific federal contract vehicles are mandated in this market research phase.
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SUBJECT*
National Cemetery Administration (NCA) Nationwide IT Support Services (DaaS) - Market Research (VA-26-00059101)
GENERAL INFORMATION
| CONTRACTING OFFICE’S ZIP CODE* |
| 07724 |
| SOLICITATION NUMBER* |
| 36C10B26Q0471 |
BASE NOTICE TYPE
| RESPONSE DATE/TIME/ZONE |
| 06-12-2026 13:00 EASTERN TIME, NEW YORK, USA |
| ARCHIVE |
| 17 DAYS AFTER THE RESPONSE DATE |
| RECOVERY ACT FUNDS |
| N |
SET-ASIDE
| PRODUCT SERVICE CODE* |
| DA10 |
| NAICS CODE* |
| 541519 |
| CONTRACTING OFFICE ADDRESS |
| Department of Veterans Affairs |
Technology Acquisition Center
23 Christopher Way Eatontown NJ 07724
POINT OF CONTACT*
Contract Specialist Velouse Rock velouse.rock@va.gov
(948) 205-0762
PLACE OF PERFORMANCE
ADDRESS
POSTAL CODE
COUNTRY
ADDITIONAL INFORMATION
AGENCY’S URL
URL DESCRIPTION
AGENCY CONTACT’S EMAIL ADDRESS
EMAIL DESCRIPTION
DESCRIPTION
As permitted by FAR Part 10, this Sources Sought Notice (SSN) is being utilized for informational and planning purposes National Cemetery Administration (NCA) Nationwide Tier II IT Support Services. Your response will assist the Government in the development of its acquisition strategy for a possible Request for Quote (RFQ), to be issued on a later date.
This SSN shall not be construed as an RFQ or as any commitment or obligation on the part of the Government to issue a solicitation. No reimbursement will be made for any costs associated with providing information in response to this SSN or any follow-up information requests.
Response is strictly voluntary - it is not mandatory to submit a response to this notice to participate in any formal RFQ process that may take place in the future however, it should be noted that information gathered through this notice may significantly influence VA’s acquisition strategy.
Interested Contractors that can provide the services and/or products identified in the Performance Work Statement (PWS) shall submit a Capabilities Statement on company letterhead demonstrating the company’s qualifications to perform the defined work. Responses must be complete and sufficiently detailed to address the specific information. The information submitted shall not exceed ten (10) pages. Excessive reliance on promotional brochures is discouraged. The documentation shall include, at a minimum, the following:
1. Company name and address.
2. Two points of contact (names, titles, phone numbers and email addresses).
3. UEI number and CAGE Code, as registered in the System for Award Management (SAM) at http://www.sam.gov/.
4. Small Business designation/status under NAICS 541519 (must correlate with SAM registration):
_____ SB _____ HUBZONE _____ WOSB_____ EDWOSB_____ 8(a) _____ VOSB_____ SDVOSB_____ SDB_____LARGE BUSINESS
5. Existing contract vehicles relevant to this requirement (i.e. General Services Administration, Federal Supply Schedule and/or Government Wide Acquisition Contract number (GWAC).
6. Does the draft RFI provide sufficient detail to describe the technical/functional requirements that encompass the solution products and services to be provided under this effort?
| Yes |
| No |
If “No”, please provide recommendations on elements of the draft RFI that may contribute to more accurate responses.
CONTACT INFORMATION AND RESPONSE DUE DATE:
Submit all responses via email to Velouse.Rock@VA.gov no later than June 12, 2026, 01:00 PM EST. Include the following in the subject line of the email: RFI Response 36C10B26Q0471_Business Name.
Modification to a Previous Notice Modification to a Previous Notice
| *= Required Field |
| Modification to a Previous Notice |
Modification to a Previous Notice
REQUEST FOR INFORMATION (RFI)
National Cemetery Administration (NCA) Nationwide Tier II IT Support Services
DISCLAIMER
This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI.
1.0 Purpose
The National Cemetery Administration (NCA) is conducting market research to obtain industry input, capability statements, execution approaches, staffing models, pricing methodologies, and recommendations for nationwide Tier II Information Technology (IT) support services within the Department of Veterans Affairs (VA) enterprise environment.
The Government is seeking responses that support refinement of the requirement, validation of scope boundaries, development of a realistic acquisition strategy, and identification of cost drivers associated with a geographically dispersed, low-density support model.
2.0 Disclaimer
This RFI is issued for market research and planning purposes only. It is not a solicitation, request for quotation, request for proposal, or promise to issue a future solicitation. The Government is not obligated to award a contract as a result of this RFI and will not reimburse respondents for any costs associated with preparing or submitting a response.
Information received in response to this RFI may be used by the Government to refine the requirement, acquisition strategy, contract structure, pricing methodology, performance standards, and solicitation documentation. Respondents shall clearly mark proprietary information. The Government requests that respondents avoid proprietary approaches when recommending requirement refinements unless the proprietary nature of the recommendation is clearly identified.
3.0 Operating Environment
NCA operates a geographically dispersed mission environment that includes national cemetery facilities, administrative offices, rural locations, and specialized site operations. The requirement is expected to support approximately 216 locations, approximately 2,000 users, and approximately 1,000 to 1,200 end user devices.
The operating model is expected to use a hybrid, remote-first delivery approach. Remote support is expected to be the primary method of performance. Onsite support is expected to be dispatch-based and used only when remote resolution is not feasible, dispatch criteria are met, or the Government directs onsite support.
Use of VA enterprise systems, including ServiceNow for ticketing, incident management, work documentation, asset tracking, reporting, and performance data.
Compliance with VA cybersecurity, privacy, records management, configuration, endpoint management, access, and change management requirements.
Coordination with VA system owners, Information System Security Officers (ISSOs), endpoint management teams, network operations, vendors, field operations, and other Government-designated stakeholders.
Support for continuous operations through a clearly defined coverage model that distinguishes fully staffed coverage, after-hours support, on-call support, emergency escalation, and surge support.
Support for a low-density, nationwide environment where fully distributed onsite staffing at every location is not expected to be cost-feasible.
4.0 Government-Provided Baseline / Vendor Assumptions
To support accurate, comparable, and defensible industry responses, respondents shall base their Rough Order of Magnitude (ROM), staffing model, service delivery approach, and risk assessment on the Government-provided baseline information and assumptions identified in this section.
The Government intends to reduce variability in industry responses by ensuring all respondents evaluate the same operational, technical, geographic, and performance conditions. Respondents shall clearly identify any assumptions, dependencies, exclusions, or additional data required to validate pricing, staffing, service levels, transition timelines, and execution risk.
4.1 Workload and Ticket Flow Assumptions
The VA Enterprise Service Desk / Help Desk shall remain the primary Tier I entry point for end users unless otherwise directed by the Government. The contractor shall provide Tier II support services in coordination with Tier I and shall not independently redefine Tier I routing, escalation, or intake procedures.
Respondents shall assume:
Tickets will be escalated from Tier I to Tier II through Government-defined routing criteria.
Certain ticket categories may be assigned directly to Tier II when authorized by the Government.
ServiceNow will serve as the authoritative system for ticketing, incident management, request management, asset tracking, and reporting.
The contractor shall document all actions, status updates, resolution notes, escalation actions, and closure details in ServiceNow.
The contractor shall identify any additional ticket volume, ticket quality, categorization, routing, or historical workload data required to validate staffing and pricing assumptions.
Respondents shall address the following in their response:
Expected monthly Tier II ticket volume assumptions.
Assumed percentage of tickets resolved remotely.
Assumed percentage requiring onsite dispatch.
Assumed Tier I-to-Tier II escalation effectiveness.
Assumed level of direct end-user interaction by Tier II personnel.
Expected surge conditions or demand variability.
Data limitations that may affect ROM accuracy.
4.2 Service Delivery Model Assumptions
The baseline service delivery model is a hybrid, remote-first Tier II support model. Remote resolution shall be the primary method of support. Onsite support shall be dispatch-based and used only when remote resolution is not feasible or when onsite support is specifically required by the Government.
Respondents shall assume:
The Government does not intend to require dedicated onsite staffing at all NCA locations.
Onsite support shall be provided through regional, dispatch-based, subcontractor, or partner-based coverage models.
Any recommendation for dedicated onsite staffing shall be separately identified, justified, and priced.
Respondents shall distinguish between fully staffed 24x7 support and on-call 24x7 support.
Respondents shall identify how onsite dispatch will be triggered, managed, documented, and reported.
Respondents shall clearly state the service delivery model they recommend and identify the cost, risk, and performance implications of that model.
4.3 Geographic Operating Assumptions
NCA operates approximately 216 geographically dispersed locations across the United States, District of Columbia, and Puerto Rico. The environment includes a low-density user and device population spread across urban, rural, and remote locations.
Respondents shall assume:
Geographic dispersion is a primary cost and performance driver.
Travel, dispatch, and onsite response assumptions must be clearly stated.
Not all locations will support the same onsite response timelines.
Rural and remote locations may require different service level assumptions than higher-density locations.
Respondents shall identify any recommended regional grouping, dispatch model, or site classification approach.
Respondents shall identify any additional geographic data required, including regional site groupings, high-incident locations, travel constraints, or locations requiring special support consideration.
4.4 Service Level Assumptions
The Government intends to establish service levels that are achievable, measurable, and aligned to a remote-first hybrid delivery model.
Respondents shall address:
Recommended response times by priority level.
Recommended resolution times by priority level.
Recommended onsite response timelines by location type.
Whether 24x7 support should be fully staffed, on-call, or tiered by priority.
Dependencies that may affect SLA performance, including Government system access, Tier I ticket quality, external VA teams, vendors, network availability, or incomplete asset data.
Recommended performance thresholds for SLA compliance, remote resolution rate, first-time fix rate, asset accuracy, customer satisfaction, and cost efficiency.
Respondents shall identify any service levels they believe are not achievable or would materially increase cost.
4.5 Scope of Responsibility Assumptions
The contractor responsibility shall be limited to the scope expressly identified by the Government. Respondents shall not assume full operational ownership of systems, infrastructure, networks, applications, or special-purpose systems unless explicitly stated.
Respondents shall use the following baseline assumptions:
| Service Area |
| Baseline Contractor Role |
| Not Included Unless Specifically Authorized |
| End user devices |
| Tier II support, imaging, configuration, troubleshooting, lifecycle support, asset updates, warranty coordination |
| Enterprise architecture decisions, unauthorized configuration changes, procurement decisions outside contract scope |
| Network support |
| Endpoint and site-level troubleshooting, issue isolation, documentation, escalation, coordination |
| Network engineering, firewall changes, router/switch configuration, circuit ordering, enterprise network operations |
| VoIP/VTC |
| Endpoint-level troubleshooting, user support, coordination with responsible VA teams |
| Enterprise voice administration, call manager configuration, telecom engineering, VTC architecture changes |
| Special-purpose systems |
| Tier II triage, issue documentation, coordination with system owners, vendors, or SMEs |
| Full system ownership, software development, engineering changes, vendor-managed system administration unless ordered |
| Applications |
| Troubleshooting within defined support boundaries, escalation of defects, coordination with system owners |
| Application ownership, source code changes, licensing administration unless specifically assigned |
| Cybersecurity |
| Patch support, vulnerability remediation support, audit support, compliance documentation |
| Security operations center functions, incident command, authority to operate ownership, ISSO responsibilities |
Respondents shall clearly identify any areas where their proposed approach assumes a broader or narrower scope than the baseline.
4.6 Technical Environment Assumptions
Respondents shall base their approach on an environment consisting of approximately:
216 NCA facilities.
2,000 users.
1,000 to 1,200 end user devices.
Government-furnished and potentially contractor-furnished endpoint devices.
VA enterprise tools, processes, cybersecurity policies, and ServiceNow-based ticketing and asset management.
Standard, specialized, and legacy applications.
Network-connected peripherals, communications endpoints, and special-purpose systems.
Respondents shall identify any additional technical baseline information required to refine pricing, including device inventory by type, operating system distribution, device age and warranty status, application inventory, AVD/Citrix usage and performance assumptions, network conditions by site, special-purpose system inventory and documentation quality, and known high-incident or high-risk systems.
4.7 Government-Furnished Applications, Tools, and Licensing
The Government will identify Government-furnished applications, tools, licenses, and access required for contract performance. Respondents shall not include duplicate license costs unless they clearly identify the need for contractor-provided tools or licenses.
Respondents shall assume:
ServiceNow will be the authoritative tool for ticketing, incident management, request management, asset tracking, and reporting.
VA-approved endpoint management, cybersecurity, and remote support tools will be used unless otherwise approved.
Contractor-provided tools shall require Government review and approval prior to integration or use.
Respondents shall identify any tool access, licensing, integration, reporting, or data export requirements needed to perform the work.
4.8 End User Device Strategy Assumptions
The Government may use a GFE, CFE/DaaS, or hybrid device model. Respondents shall separate pricing and assumptions for each model.
Respondents shall assume:
Existing Government-furnished equipment shall be supported by the contractor, including warranty coordination and lifecycle support.
Contractor-furnished equipment may be used when directed by the Government.
CFE/DaaS pricing shall be provided as a fixed monthly per-device price inclusive of hardware, maintenance, lifecycle refresh, asset accountability, and disposal.
GFE support pricing shall be separately identified from CFE/DaaS device pricing.
Any blended pricing model shall clearly identify transition assumptions, device refresh timing, and cost impacts.
Respondents shall identify lifecycle assumptions, refresh periods, device standards, warranty assumptions, and secure disposal approach.
4.9 Staffing Model Assumptions
Respondents shall base staffing on a remote-first hybrid support model with dispatch-based onsite support.
Respondents shall identify:
Total estimated FTE.
Labor categories and skill mix.
Hours of coverage.
24x7 staffing approach.
Remote support staffing.
Onsite dispatch staffing.
Use of regional subcontractors or partners.
Surge staffing approach.
Assumptions that would increase or decrease staffing levels.
Any proposed dedicated onsite staffing shall be separately identified and justified.
4.10 Transition Assumptions
Respondents shall provide a transition-in approach that supports continuity of operations and minimizes disruption to NCA users and locations.
Respondents shall address:
Transition timeline.
Staffing ramp.
Knowledge transfer.
Tool access.
ServiceNow queue configuration.
Backlog handling.
Asset inventory validation.
Site onboarding.
Communications plan.
Risk mitigation.
Respondents shall identify any Government actions, access, documentation, incumbent support, or data required to complete transition successfully.
4.11 Travel and Cost Structure Assumptions
Respondents shall clearly identify how travel and onsite dispatch are priced.
Respondents shall address:
Whether travel is included in fixed monthly pricing or priced separately.
Assumed dispatch frequency.
Regional dispatch strategy.
Travel cost drivers.
Rural/remote location impacts.
Any recommended not-to-exceed travel structure.
Any separate pricing for emergency, after-hours, or surge onsite support.
Respondents shall not assume unlimited onsite support unless explicitly priced and described.
4.12 Performance Measurement Assumptions
Respondents shall recommend a performance measurement framework that supports Government inspection, acceptance, and contract oversight.
Respondents shall address:
SLA compliance reporting.
Ticket aging.
Reopen rate.
First-time fix rate.
Remote resolution rate.
Onsite dispatch rate.
Asset inventory accuracy.
Customer satisfaction.
Cost per user.
Cost per device.
Performance dependencies outside contractor control.
Corrective action approach when performance thresholds are not met.
4.13 Known Conditions, Risks, and Data Limitations
Respondents shall identify key risks, assumptions, and dependencies that may affect cost, staffing, service levels, transition, or performance.
At a minimum, respondents shall address risks associated with:
Geographic dispersion.
Low user/device density.
Rural and remote site coverage.
24x7 support expectations.
Ticket data quality.
Scope ambiguity.
Special-purpose systems.
Network, VoIP, and VTC support boundaries.
Government system access.
External VA team dependencies.
Hardware availability and lifecycle strategy.
Travel and dispatch cost variability.
Respondents shall clearly state what additional Government data is required to reduce risk pricing and improve ROM accuracy.
4.14 Required Vendor Assumption Statement
Each respondent shall include a consolidated assumption statement with its response. The statement shall identify:
All pricing assumptions.
All staffing assumptions.
All SLA assumptions.
All travel assumptions.
All scope exclusions.
All Government dependencies.
All data limitations.
Any recommended changes to improve cost, performance, or execution feasibility.
Failure to clearly identify assumptions may limit the Government ability to evaluate the response for market research purposes.
5.0 Objectives
Determine industry capability to provide nationwide Tier II IT support across NCA locations.
Validate whether a hybrid, remote-first delivery model can meet service level requirements at an executable cost.
Obtain industry recommendations for staffing, regional dispatch, onsite support, travel, service levels, and transition approach.
Obtain recommendations on Government-furnished equipment (GFE), contractor-furnished equipment (CFE), Device-as-a-Service (DaaS), and hybrid device lifecycle models.
Identify scope areas that should be included in the base requirement, separately priced, treated as optional, or limited to triage and escalation.
Obtain a realistic Rough Order of Magnitude (ROM) and pricing structure that separates fixed recurring services from variable cost drivers.
Validate a pilot-based approach before full deployment.
6.0 Anticipated Scope of Required Capabilities
The following scope is provided for market research purposes. Respondents shall identify whether the scope is complete, excessive, ambiguous, or likely to produce inconsistent pricing. Respondents shall recommend specific refinements where needed.
6.1 Tier I / Tier II Integration
The VA Tier I Help Desk is expected to remain the primary entry point for end users. The contractor would provide Tier II support through Government-defined escalation criteria, routing rules, and ServiceNow workflows. Respondents shall address how they would integrate with Tier I without duplicating Tier I functions or bypassing established Government processes.
Receive Tier II incidents and service requests escalated from Tier I through ServiceNow.
Accept direct assignment of Government-approved Tier II ticket categories when authorized.
Document troubleshooting, customer contact, dispatch, escalation, resolution, dependencies, and closure data in ServiceNow.
Return incorrectly routed tickets or escalate tickets only in accordance with Government-approved workflows.
Identify recurring Tier I routing or knowledge gaps and recommend corrective actions.
6.2 End User Device Lifecycle Management
The contractor may be required to provide lifecycle support for supported end user devices, including GFE and CFE/DaaS devices when ordered.
Provision, configure, image, deploy, maintain, refresh, and retire supported devices using VA-approved images, configurations, baselines, and processes.
Maintain accurate device records in ServiceNow or other Government-designated asset system.
Support patching, configuration management, vulnerability remediation, and compliance tracking using Government-approved tools and schedules.
Monitor device health and report exceptions, noncompliance, failed patches, warranty issues, and lifecycle risks.
Coordinate GFE warranty repair, replacement, return merchandise authorization, and related actions as directed.
Perform data migration, secure sanitization, and disposition support in accordance with VA policy and Government direction.
6.3 Tier II End User Support
The contractor may be required to diagnose, troubleshoot, resolve, or escalate Tier II incidents and service requests for supported users, devices, applications, and endpoint-connected services.
Resolve Tier II incidents using remote support as the default approach.
Perform break/fix troubleshooting, system restoration, approved software support, configuration correction, and peripheral troubleshooting.
Execute Moves, Adds, and Changes (MACs) in accordance with VA-approved processes.
Coordinate with Tier I, system owners, ISSOs, endpoint management teams, network teams, vendors, and other stakeholders when required.
Maintain complete ticket documentation, including symptoms, impact, troubleshooting performed, root cause if known, resolution, dependencies, elapsed time, and closure notes.
6.4 Infrastructure, Peripheral, VoIP, and VTC Endpoint Support The contractor role for endpoint-connected peripherals and user-side communications components is expected to be troubleshooting, isolation, documentation, restoration within authorized access, and escalation. The contractor is not expected to assume full ownership of VA enterprise infrastructure unless specifically ordered.
Troubleshoot endpoint-connected printers, copiers, monitors, keyboards, docking stations, scanners, and workstation components.
Perform user-side VoIP and VTC endpoint troubleshooting, including basic connectivity, configuration validation, device restart, cable validation, and escalation documentation.
Coordinate with responsible VA teams, vendors, or service providers when issues exceed authorized access or contractor scope.
Document whether each issue is user-side, endpoint-side, site-side, network-side, vendor-side, or dependent on external resolution.
6.5 Network Support Boundaries
The anticipated contractor role for network-related issues is Tier II triage, isolation, documentation, coordination, and escalation. The contractor is not expected to perform network engineering, architecture, circuit ordering, firewall administration, routing changes, switching changes, or enterprise network configuration unless explicitly authorized in a future solicitation or order.
Isolate and document endpoint-level and site-level connectivity issues.
Validate user-side and endpoint-side conditions before escalation.
Escalate network issues to VA network operations, circuit providers, or other responsible parties in accordance with Government-defined procedures.
Track dependencies, status, and resolution outcomes in ServiceNow.
6.6 Special-Purpose Systems Support
NCA uses special-purpose systems that may include cemetery directory kiosks, mission-specific applications, legacy systems, facility systems, security systems, irrigation systems, and environmental systems. Respondents shall identify the practical support boundaries for these systems and recommend whether specific systems should be base scope, optional scope, separately priced, or escalation-only.
Perform Tier II triage and troubleshooting within authorized access and documented procedures.
Coordinate with system owners, vendors, facilities personnel, SMEs, or other responsible parties when required.
Document actions taken, responsible party, dependency, and resolution status in ServiceNow.
Identify where specialized training, system documentation, site access, vendor support, or licensing is required.
6.7 Security, Privacy, Accessibility, and Compliance
Respondents shall address how they would comply with applicable Federal and VA security, privacy, records management, accessibility, and information protection requirements. Contractor personnel may be required to complete VA security, privacy, rules of behavior, and role-based training before system access is granted.
Protect CUI, PII, PHI, and other sensitive Government information in accordance with applicable requirements.
Report suspected or confirmed security incidents, privacy incidents, data compromise, lost equipment, or unauthorized access in accordance with VA procedures.
Comply with Section 508 requirements for deliverables, reports, and any contractor-provided tools or interfaces, where applicable.
Use contractor-provided tools only after Government approval and completion of all required security, privacy, technical, and contractual reviews.
7.0 Responsibility Boundary Matrix
Respondents shall review the proposed responsibility boundaries below and identify whether each area is appropriate, excessive, insufficient, or likely to create pricing ambiguity.
| Service Area |
| Anticipated Contractor Role |
| Excluded Unless Specifically Ordered |
| Requested Industry Feedback |
| Tier I Help Desk |
| Coordinate with Tier I; receive escalations; return or reroute tickets in accordance with approved workflows. |
| General Tier I call center/help desk operations. |
| Recommend escalation criteria and ticket routing controls. |
| Tier II Endpoint Support |
| Diagnose, troubleshoot, resolve, or escalate Tier II incidents for supported devices, users, and endpoint-connected services. |
| Unsupported applications, unauthorized configuration changes, or enterprise system ownership. |
| Recommend staffing, skill mix, and remote resolution assumptions. |
| End User Device Lifecycle |
| Image, deploy, maintain, refresh, track, and retire supported devices using approved processes. |
| Unapproved images, unapproved tools, or unsupported device classes. |
| Recommend GFE, CFE/DaaS, and hybrid lifecycle model. |
| Network |
| Triage, isolate, document, and escalate endpoint/site connectivity issues. |
| Network engineering, architecture, firewall/routing/switching changes, circuit ordering, or full network operations. |
| Recommend practical boundary and data required for pricing. |
| VoIP/VTC |
| User-side and endpoint-side troubleshooting, documentation, and escalation. |
| Enterprise voice/video administration unless specifically ordered. |
| Recommend support boundary and escalation model. |
| Special-Purpose Systems |
| Tier II triage, coordination, documentation, and escalation within authorized access and documented procedures. |
| Full system ownership, engineering, vendor administration, or unsupported proprietary maintenance. |
| Recommend systems that should be base, optional, separate CLIN, or escalation-only. |
| Cybersecurity / Compliance |
| Support endpoint patching, vulnerability remediation, audit support, and incident escalation within defined responsibilities. |
| Security operations center ownership, enterprise cyber operations, or authority to accept risk. |
| Recommend controls, metrics, and dependency exclusions. |
| Onsite Dispatch |
| Dispatch-based onsite support when remote resolution is not feasible or Government-approved criteria are met. |
| Dedicated onsite staffing at every location unless ordered. |
| Recommend site categories, response timelines, and travel pricing treatment. |
8.0 Anticipated Service Delivery Model
The Government anticipates a hybrid, remote-first model with centralized Tier II support and regional or on-demand dispatch capability. Respondents shall identify whether this model is executable and recommend any changes needed to support NCA mission requirements.
Centralized Tier II remote support as the primary delivery method.
Regional dispatch capacity sufficient to meet approved onsite response requirements.
Government-approved dispatch criteria to avoid unnecessary travel and uncontrolled variable cost.
Dispatch records tied to ServiceNow tickets or Government-approved work orders.
Coverage model that clearly distinguishes fully staffed support, after-hours support, on-call support, emergency escalation, and surge support.
9.0 Anticipated Pilot Approach
The Government is considering an initial six-month pilot to validate workload, ticket routing, staffing, remote resolution, dispatch frequency, travel, service level performance, asset data quality, reporting, and cost assumptions before full deployment. Respondents shall provide recommendations on pilot scope, duration, entry criteria, exit criteria, success metrics, and scaling approach.
| Pilot Element |
| Government Objective |
| Requested Industry Input |
| Transition-In |
| Confirm staffing, access, tools, reporting, ticket workflows, asset baseline, and operational readiness. |
| Recommend transition timeline, required Government dependencies, and risks. |
| Workload Validation |
| Validate volume, ticket type, routing quality, escalation criteria, and Tier I/Tier II split. |
| Identify data required to price and staff accurately. |
| Remote Resolution |
| Validate achievable remote resolution rates and conditions requiring onsite dispatch. |
| Recommend target remote resolution rate and measurement method. |
| Onsite Dispatch |
| Validate dispatch frequency, travel cost, response times, and rural support constraints. |
| Recommend site categories, dispatch criteria, and pricing treatment. |
| Service Levels |
| Validate response and resolution thresholds by priority and site type. |
| Recommend realistic SLA structure and exclusions for external dependencies. |
| Full Deployment Decision |
| Determine whether to continue, modify, expand, reduce, or discontinue services after pilot. |
| Recommend decision gates and measurable success criteria. |
10.0 Anticipated Performance Metrics
The Government is considering performance metrics such as the following. Respondents shall recommend realistic thresholds, measurement sources, exclusions, and reporting frequency.
| Metric |
| Potential Measurement Approach |
| Requested Industry Input |
| SLA Compliance |
| Percentage of tickets meeting approved response and resolution targets. |
| Recommend thresholds by priority and site category. |
| Remote Resolution Rate |
| Percentage of eligible tickets resolved without onsite dispatch. |
| Recommend target and exclusions. |
| First-Time Fix Rate |
| Percentage of tickets resolved without reopening or repeat dispatch. |
| Recommend practical measure for Tier II support. |
| Ticket Documentation Quality |
| Completeness of work notes, dependencies, troubleshooting, resolution, and closure data. |
| Recommend quality review method. |
| Asset Inventory Accuracy |
| Accuracy of device, location, user, status, and lifecycle data in ServiceNow or approved system. |
| Recommend threshold and validation method. |
| Dispatch Control |
| Dispatches tied to approved criteria, documented justification, and cost data. |
| Recommend reporting fields and controls. |
| Backlog and Aging |
| Open tickets by age, priority, site, dependency, and ownership. |
| Recommend thresholds and aging categories. |
| Customer Experience |
| Government-approved customer feedback or satisfaction method. |
| Recommend collection approach and reasonable target. |
11.0 Pricing and Contract Structure Input
The Government is seeking pricing input that clearly separates fixed recurring services from variable cost drivers. Respondents shall avoid bundled pricing that prevents the Government from understanding the cost impact of onsite support, travel, device ownership, lifecycle refresh, special-purpose systems, or enhanced service levels.
Recommended contract type and rationale.
Recommended CLIN structure and rationale.
Fixed recurring Tier II support pricing.
Separate GFE device support pricing.
Separate CFE/DaaS per-device monthly pricing, if recommended.
Separate device refresh, imaging, migration, disposal, and lifecycle event pricing.
Separate onsite dispatch labor, travel, and regional support pricing.
Separate surge support, after-hours, on-call, and enhanced service pricing.
Separate pricing or scope treatment for special-purpose systems, VoIP/VTC, and network-related support.
Key assumptions, exclusions, dependencies, and data gaps affecting price.
12.0 Anticipated Vendor Question Areas and Government Response Baseline The following clarifications are included to reduce the most likely industry questions and to improve the comparability of RFI responses. Respondents shall use these baselines for market research purposes unless their response clearly states a different recommended assumption and explains the cost, performance, and risk impact.
Respondents shall not assume broader responsibility than expressly stated in this RFI. Where Government data is not available at the time of the RFI, respondents shall identify the missing data, provide a reasonable pricing assumption, and describe how that assumption would change if more precise data is provided.
| Question Area |
| Government Response Baseline |
| Required Vendor Response |
| Historical ticket volume and data quality |
| The Government intends to use ServiceNow or other authoritative VA data sources to provide or validate available ticket volume, ticket categories, escalation patterns, onsite dispatch history, and data quality limitations. Where verified data is unavailable, respondents shall price using stated assumptions rather than assuming unlimited demand. |
| State monthly Tier II ticket assumptions, ticket mix, remote-resolution percentage, onsite-dispatch percentage, data limitations, and the impact of inaccurate ticket data on ROM accuracy. |
| Tier I / Tier II boundary |
| Tier I remains the primary end-user intake path unless the Government directs otherwise. Tier II shall receive escalated or Government-authorized direct-assignment tickets and shall not operate as a general Tier I help desk. |
| Identify recommended escalation criteria, examples of tickets that should remain Tier I, tickets appropriate for Tier II, and controls to prevent scope creep. |
| 24x7 support definition |
| Respondents shall distinguish fully staffed 24x7 coverage from after-hours on-call, emergency-only, or priority-based support. The Government is seeking industry input on the most cost-effective model. |
| Price and describe any recommended 24x7 model separately, including staffing, after-hours process, escalation, cost drivers, and service-level impact. |
| Site list, geography, and Puerto Rico |
| The operating baseline is approximately 216 locations across the United States, District of Columbia, and Puerto Rico. Rural and remote sites may require different dispatch assumptions than higher-density locations. |
| Identify regional support model, subcontractor/partner strategy, travel assumptions, Puerto Rico assumptions, site classifications needed, and any location-specific SLA limitations. |
| Onsite dispatch triggers and approvals |
| Remote support is the primary support method. Onsite support shall be dispatch-based and used when remote resolution is not feasible or when approved criteria are met. |
| Recommend dispatch approval criteria, dispatch documentation process, emergency dispatch process, regional coverage model, and whether travel is included or separately priced. |
| SLA exclusions and clock pauses |
| SLA performance should account for dependencies outside contractor control, including Government access delays, user availability, external VA teams, third-party vendors, parts availability, security approvals, and network or system outages outside contractor control. |
| Recommend measurable SLA exclusions, pause conditions, restart rules, and reporting methods that preserve accountability without penalizing the contractor for Government or third-party delay. |
| Network, VoIP, VTC, and special-purpose systems |
| The baseline contractor role is Tier II triage, issue isolation, documentation, coordination, and escalation unless the Government specifically orders broader support. Enterprise network engineering, telecom engineering, system ownership, software development, and facility-system operations are not assumed. |
| Identify what can be supported under Tier II, what requires specialized labor, what should be excluded, and what should be separately priced or handled through optional CLINs. |
| Kiosks and facility-related systems |
| Cemetery directory kiosks and other non-standard systems may require special handling. Facility systems such as security, irrigation, and environmental systems are not assumed to be traditional endpoint support unless the Government defines the support boundary. |
| Recommend categorization, support boundaries, required documentation, vendor/system-owner dependencies, and any optional pricing needed for expanded support. |
| GFE, CFE/DaaS, refresh, and disposal |
| Respondents shall separate GFE support from CFE/DaaS device pricing. CFE/DaaS shall be priced as a fixed monthly per-device model when proposed. Device refresh, imaging, migration, asset update, and disposal shall be separately identified. |
| Provide pricing and assumptions for GFE support, CFE/DaaS by device type, lifecycle/refresh cycle, warranty, secure disposal, and blended transition scenarios. |
| Security, access, FedRAMP, and Section 508 |
| Respondents shall identify background investigation, PIV, VA system access, privacy, cybersecurity, FedRAMP, and Section 508 considerations applicable to any proposed tools, portals, dashboards, or services. |
| Identify required Government access, onboarding timeline, training, security constraints, contractor-provided tool approvals, FedRAMP status if applicable, and Section 508 approach. |
| Transition, incumbent support, and backlog |
| Respondents shall not assume full incumbent cooperation or complete documentation unless stated by the Government. Any inherited backlog shall be identified separately from steady-state support assumptions. |
| Provide transition timeline, Government dependencies, knowledge-transfer needs, backlog treatment, operational-readiness criteria, and risks to meeting Day 1 performance. |
| Pilot scope and expansion |
| The Government is considering a six-month pilot to validate workload, staffing, dispatch, travel, asset quality, SLA performance, and cost assumptions before full deployment. |
| Recommend pilot site mix, entry criteria, exit criteria, success metrics, scale-up decision points, and pricing method for optional expansion. |
| Set-aside, vehicle, teaming, and subcontractors |
| The RFI is for market research and does not commit the Government to a vehicle, set-aside, acquisition strategy, or award. Respondents may identify suitable contract vehicles and teaming approaches. |
| State business size, socioeconomic status, available vehicles, ability to prime or subcontract, and any recommended acquisition approach that improves competition and performance. |
| Page limit, proprietary data, and response format |
| Responses shall follow the stated page limit and response instructions. Proprietary information shall be clearly marked by the respondent. |
| State whether assumptions, pricing tables, product literature, resumes, or appendices are included in the page count if the Government requests such clarification through the posting process. |
13.0 Required ROM Pricing and Assumption Template
To improve comparability, respondents shall provide ROM pricing using the structure below. Respondents may add rows where necessary, but shall not combine fixed recurring support, device ownership, travel, dispatch, lifecycle refresh, transition, pilot, and optional expansion costs in a manner that prevents Government comparison.
| Pricing Element |
| Required Vendor Input |
| Required Assumptions / Notes |
| Remote Tier II support |
| Monthly fixed price and estimated FTE/labor mix. |
| Include hours of coverage, ticket-volume assumption, remote-resolution assumption, and included service areas. |
| 24x7 support |
| Separate price for fully staffed, on-call, emergency-only, or priority-based model, as applicable. |
| Identify staffing, escalation approach, priority coverage, and service-level impact. |
| Onsite dispatch labor |
| Per-dispatch, hourly, regional pool, fixed monthly, or included pricing. |
| State dispatch triggers, approval process, assumed frequency, and regional coverage model. |
| Travel |
| Included, reimbursable, not-to-exceed pool, or separate estimate. |
| State travel assumptions by region, rural/remote site impacts, Puerto Rico assumptions, and exclusions. |
| GFE device support |
| Per-device/month, fixed monthly price, or other recommended pricing. |
| Separate from CFE/DaaS. Include warranty coordination, asset updates, and lifecycle support assumptions. |
| CFE/DaaS devices |
| Per-device/month by device type, if recommended. |
| Include hardware, maintenance, refresh, replacement, disposal, asset accountability, and any minimum quantities. |
| Device refresh / lifecycle event |
| Per-device refresh event price. |
| Include imaging, configuration, data migration, asset reconciliation, secure disposal, and shipping/staging assumptions. |
| Special-purpose systems |
| Included support, separate optional support, or excluded support. |
| Identify systems supported, support boundary, skill sets, dependencies, and exclusions. |
| Network / VoIP / VTC support |
| Included Tier II triage or separate optional pricing. |
| Identify whether pricing includes only endpoint/site triage or broader engineering/administration. |
| Transition-in |
| One-time fixed price or recommended structure. |
| Include timeline, staffing ramp, access assumptions, knowledge transfer, backlog treatment, and readiness criteria. |
| Six-month pilot |
| Fixed pilot price and included scope. |
| Include proposed pilot sites/types, staffing, dispatch, reporting, success metrics, and expansion assumptions. |
| Optional expansion / scale-up |
| Pricing method for additional sites, users, devices, or service levels. |
| Identify unit pricing, volume bands, activation lead time, and assumptions. |
| Surge / emergency support |
| Separate price or rate structure. |
| Identify after-hours, emergency dispatch, surge labor, and escalation assumptions. |
| Assumption register |
| Consolidated list of all assumptions affecting price. |
| Include exclusions, Government dependencies, data gaps, and conditions that would materially change ROM. |
14.0 Requested Industry Response
Respondents shall organize responses using the structure below. Responses should be concise, execution-focused, and directly aligned to the NCA requirement. Generic marketing material, boilerplate corporate descriptions, and unsupported claims should be avoided.
| Section |
| Topic |
| Required Response |
| 1 |
| Company Information |
| Business size, socioeconomic status, relevant contract vehicles, federal experience, VA experience if applicable, and point of contact. |
| 2 |
| Capability Statement |
| Describe ability to provide nationwide Tier II IT support across approximately 216 locations, 2,000 users, and 1,000 to 1,200 devices. |
| 3 |
| Service Delivery Model |
| Describe recommended remote-first, hybrid, centralized, regional, or alternative delivery model. Address rural support and subcontractor/partner use. |
| 4 |
| Staffing Model |
| Provide estimated staffing levels, labor categories, skill mix, coverage model, escalation roles, and geographic dispatch approach. |
| 5 |
| Service Level Framework |
| Recommend response times, resolution times, onsite response timelines, 24x7 coverage model, and dependency exclusions. |
| 6 |
| Scope Boundary Assessment |
| Identify which scope areas should be base, optional, separately priced, or escalation-only. Address network, VoIP/VTC, and special-purpose systems specifically. |
| 7 |
| Device Strategy |
| Compare GFE, CFE/DaaS, and hybrid approaches. Address cost, lifecycle, refresh, warranty, disposal, security, and transition risk. |
| 8 |
| Pricing Approach / ROM |
| Provide realistic ROM pricing, pricing assumptions, cost drivers, fixed vs variable cost elements, and recommended CLIN structure. |
| 9 |
| Pilot Approach |
| Recommend pilot scope, duration, success criteria, decision gates, transition timeline, and scale strategy. |
| 10 |
| Risks and Mitigation |
| Identify major execution, cost, staffing, travel, data, scope, security, and transition risks with recommended mitigations. |
| 11 |
| Government Data Required |
| Identify the minimum data required to provide accurate pricing and reduce risk premiums. |
| 12 |
| Recommended Requirement Changes |
| Provide specific recommendations to improve clarity, performance, affordability, competition, and execution. |
15.0 Response Parameters
Responses shall not exceed 10 pages, excluding cover page and product literature if included as a separate attachment.
Responses shall be submitted in Microsoft Word or searchable PDF format.
Responses shall include a realistic ROM or explain why a ROM cannot be provided based on missing Government data.
Responses shall clearly identify all assumptions, exclusions, dependencies, and data gaps.
Responses shall distinguish proven capabilities from proposed capabilities or subcontractor/partner capabilities.
Respondents are encouraged to recommend non-proprietary refinements that improve competition, reduce cost risk, or improve performance accountability.
16.0 Submission Instructions
Responses shall be submitted in accordance with the instructions, due date, time zone, and point of contact identified in the Government posting. The Government may review responses, ask follow-up questions, conduct additional market research, or issue a follow-on RFI based on the information received.
Suggested subject line: RFI Response - NCA Nationwide Tier II IT Support Services
17.0 Industry Questions and Government Response Process
Respondents are encouraged to submit questions early in the response period. The Government may use industry questions to refine scope boundaries, data assumptions, pricing instructions, site classifications, pilot assumptions, and future solicitation documentation. Respondents should identify any ambiguity that materially affects ROM pricing, staffing, risk, or performance commitments. The Government may, at its discretion, publish responses to questions through the official posting process.
18.0 Additional Notes
The Government is particularly interested in industry feedback that reduces ambiguity in the areas most likely to affect cost and proposal comparability: onsite dispatch, travel, 24x7 coverage, network support boundaries, VoIP/VTC support boundaries, special-purpose systems, GFE/CFE device strategy, and pilot success criteria.
NCA Nationwide Tier II IT Support Services - Request for Information image1.png
File details come from the government source that posted it. Updated .