Tele SOW revised 6-15-22 final .docx

Tele-Town Hall Statement of Work

6-15-22

Background:

The Department of Veterans Affairs (VA), West Palm Beach VA Healthcare System (WPB VAHS), requires Tele-Town Hall Events Service and Robo Call Message delivery for veteran groups in the community.

Objective:

To have a telecommunications service that will reach the audience, through pre-recorded messages inviting them to a virtual Town Hall Event.

Statement of Work:

The West Palm Beach VA Healthcare System needs to get the word out to Veterans that they may be eligible for Veterans Health services & benefits. The target audience includes all Veterans who may be eligible for healthcare from the VA to include but not limited to: OEF / OIF Veterans, 55+ Male Veterans, Women Veterans, Vietnam Veterans and Veterans in areas that includes Palm Beach, Indian River, Okeechobee, St. Lucie, Martin, Glades and Hendry Counties. The VA is looking to maximize the reach and frequency to this target audience through the following venues: Tele - Town Hall and Robo Calls specific to our catchment area. Veterans residing in these locations with out-of-town area codes will be considered at this time.

A. Tele- Town Hall events and robo-call delivery (to be determined). Virtual Town Hall Events expected to be done quarterly (Not set on a recurring date), with need for robo call or tele-town hall services determined as needed. All robo call services shall be executed via phone calls. All virtual town hall event connections provided by contractor.

Scope of Work:

FY22 work activities include Robo Call & Voice Prompts recordings that participants will either hear when they answer the phone informing them to remain on the line to connect to the tele-town hall or left as a voicemail in the event, they missed the call, or if the tool is used to pre-advertise the event The Recorded message will be provided by WPB VAHS. No marketing campaign service is needed by contractor.

The contractor shall provide services to WPB VAHCS, and services will support outbound calls, and virtual Tele - Town Hall Events.

Government furnished items:

· Veterans phone list

· Date and time of event

· Recorded audio content

Contractor furnished items, services, and responsibilities:

The contractor shall provide

· Robo Call- Per call (Recorded message up to 60 seconds).

· Outbound calls not to exceed 110,000 (per Town Hall event).

Tele-Town Hall Event Service:

· (2501-5000 dial size) up to 60-minute virtual event (per Town Hall event)

· (5000 – 10,000 dial size) up to 60-minute virtual event (per Town Hall event) This is the maximum number of calls we are requesting. The actual number of calls used may not be at the maximum.

Staff Trainings and Comprehensive post – event data is required to be provided by the Contractor. After uploading the list, remove any defective and duplicate phone numbers and provide a new total. Pre-event robo calls to advertise the event may be done 24 - 48 hours prior to the Town Hall Event and scheduled early evening the day prior – 5 PM to 7 PM. The Contractor will not store phone list or any other communication data. The trainings are a 2-3 hour orientation for the VA Staff members estimated 2-3 people on how to use the services. Training can be virtual. .