36C25222Q0350 0001.docx

DOCX document 39 KB Posted Apr 8, 2022

Attached to: DH10--Virtual Town Hall Services Federal contract opportunity
Solicitation number: 36C25222Q0350
Issued by: Department of Veterans Affairs Veterans Health Administration Veterans Integrated Service Network 12

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Written by GovTribe AI · Dec 27, 2023

This federal solicitation seeks virtual town hall services. The Great Lakes Acquisition Center is soliciting proposals to provide a virtual town hall platform to facilitate multiple large events for Jesse Brown VA Medical Center over a one-year base period and four one-year option periods. Services will include hosting town halls of 40,000 to 50,000 participants on the medical center and specialty topics, as well as smaller 10,000 to 20,000 participant events for affiliated community-based outpatient clinics. Proposers must demonstrate the ability to automatically dial participants, allow question screening and host question-and-answer sessions for the volume of attendees. The Department of Veterans Affairs is the contracting agency, with an anticipated award date of April 18, 2022.

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5. PROJECT NUMBER (if applicable)

CODE

ADMINISTERED BY

2. AMENDMENT/MODIFICATION NUMBER

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4. REQUISITION/PURCHASE REQ. NUMBER

3. EFFECTIVE DATE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED

PAGE OF

PAGES

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED

BPA NO.

1. CONTRACT ID CODE

FACILITY CODE

CODE

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

E. IMPORTANT:

is extended,

(a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE

OF YOUR

ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY is not extended.

12. ACCOUNTING AND APPROPRIATION DATA

(REV. 11/2016)

is required to sign this document and return ___________ copies to the issuing office.

is not, A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

15C. DATE SIGNED

B. THE ABOVE NUMBERE

D CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES

SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

RESULT IN REJECTION OF YOUR

OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendmen t, and is received prior to the opening hour and date specified.

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER

Contractor

16C. DATE SIGNED

14. DESCRIPTION OF AMENDMENT/MODIFICATION

16B. UNITED

STATES OF AMERICA

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER

16A. NAME AND TITLE OF

CONTRACTING OFFICER

15B. CONTRACTOR/OFFEROR

STANDARD FORM 30

PREVIOUS EDITION NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.243 (Type or print) (Type or print) (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

(Number, street, county, State and ZIP Code) (If other than Item 6) (Specify type of modification and authority) such as changes in paying office, appropriation date, etc.)

(If required)

(SEE ITEM 11)

(SEE ITEM 13)

(X)

CHECK

ONE

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF

SOLICITATIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

(Signature of person authorized to sign) (Signature of Contracting Officer) 36C252 Department of Veterans Affairs Great Lakes Acquisition Center (GLAC) 115 S 84th Street, Suite 101 Milwaukee WI 53214-1476 36C252 Department of Veterans Affairs Great Lakes Acquisition Center (GLAC) 115 S 84th Street, Suite 101 Milwaukee WI 53214-1476 To all Offerors/Bidders

36C25222Q0350 04-08-2022

X X X 4/12/2022 at 15:00 Amendment to solicitation 36C25222Q0350 to extend due date for offers to 15:00 on 4/12/2022, as well as to replace sections B.2 Statement of Work and B.3 Price/Cost Schedule of the solicitation to better reflect customer town hall event requirements.

See Attachment 1 for new B.2 Statement of Work and B.3 Price/Cost Schedule.

Erika Cannaday Contracting Officer

ATTACHMENT 1

Replacement B.2 Statement of Work and B.3 Price/Cost Schedule Amendment 0001 and the following sections B.2 Statement of Work and B.3 Price/Cost Schedule hereby replace the same sections in the original solicitation 36C25222Q0350. A CLIN for each period of performance is also added to the B.3 Price/Cost Schedule to support pre-recorded robo-calls prior to each event.

B.2 STATEMENT OF WORK (SOW)

A. GENERAL INFORMATION

1. Title of Project: Contract with a Virtual Town Hall vendor

2. Scope of Work: The vendor shall provide all resources necessary to accomplish the deliverables described in the statement of work (SOW), except as may be otherwise specified. The vendor shall provide a platform to conduct large town hall meetings via telephone.

3. Background: This contract is necessary to fulfill federal law (Comprehensive Addiction and Recovery Act Section 921 part a) to conduct town halls for Jesse Brown VAMC, and the four CBOCs. Jesse Brown VAMC also conducts town hall meetings with special interest groups, such as women and LGBT veterans. Due to COVID, town halls must be virtual.

4. Performance Period:

Base Period: 4/18/2022 – 9/30/2022

OY1: 10/1/2022 – 9/30/2023

OY2: 10/1/2023 – 9/30/2024

OY3: 10/1/2024 – 9/30/2025

OY4: 10/1/2025 – 9/30/2026

5. Type of Contract: Firm-Fixed-Price

6. Place of Performance: The town halls will be virtual. The vendor will be able to facilitate the town halls without leaving their corporate offices.

B. GENERAL REQUIREMENTS

· Software must auto dial to provided participants.

· Software must allow screeners to support user questions.

· Software must allow host to answer questions.

· Software must allow up to 10,000 participants.

· Software shall not require any installation on attendee equipment for use.

C. SPECIFIC MANDATORY TASKS AND ASSOICATED DELIVERABLES

Description of Tasks and Associated Deliverables: The vendor shall provide the specific deliverable described below within the performance period specified in Section A4 of this SOW. Each event will be considered a deliverable. The dates and times for these events will be communicated to the vendor via email no later than ten days before the event’s date.

Base Period of Performance:

Task One: The vendor shall provide a virtual town hall platform to reach patients of Jesse Brown VAMC. The town halls shall begin and end at times specified by Jesse Brown VAMC leadership. The town halls will be capable of hosting between 40-50k participants. The vendor shall provide two screeners to collect questions before they are asked during the town halls. There will be a total of four (4) town halls at this size capacity, broken out as follows:

· 2 Jesse Brown VAMC Town Halls

· 2 Mental Health Town Halls

Deliverable One: Four (4) town hall events for 40-50k participants.

Task Two: The vendor shall provide a virtual town hall platform to reach patients who use each of the four CBOCs. The town hall shall begin and end at times specified by Jesse Brown VAMC leadership. The town hall will be capable of hosting between 10-20k participants. The vendor shall provide two screeners to collect questions before they are asked during the town halls. There will be one (1) town hall at this size capacity to accommodate all four CBOCs

Deliverable Two: One (1) town hall event for 10-20k participants.

Task Three: The vendor shall provide a virtual town hall platform to reach patients of Jesse Brown VAMC and CBOCs regarding Women’s Health. The town halls shall begin and end at times specified by Jesse Brown VAMC leadership. The town halls will be capable of hosting <10k participants. The vendor shall provide two screeners to collect questions before they are asked during the town halls. There will be a total of two (2) town halls at this size capacity.

Deliverable Three: Two (2) town hall events for <10k participants.

Task Four: The vendor shall provide pre-recorded robo-calls to all identified participants prior to each event, regardless of size, in order to advertise the event, provide date and time information and how to a participant may be placed on the do not call list as desired. The total number of events in the base year is seven (7).

Option Year 1-4 Period of Performance:

Task One: The vendor shall provide a virtual town hall platform to reach patients of Jesse Brown VAMC. The town halls shall begin and end at times specified by Jesse Brown VAMC leadership. The town halls will be capable of hosting between 40-50k participants. The vendor shall provide two screeners to collect questions before they are asked during the town halls. There will be a total of six (6) town halls at this size capacity, broken out as follows:

· 4 Quarterly Jesse Brown VAMC Town Halls

· 2 Mental Health Town Halls

Deliverable One: Six (6) town hall events for 40-50k participants.

Deliverable Two: One (1) town hall event for 10-20k participants.

Deliverable Three: Two (2) town hall events for <10k participants.

D. GOVERNMENT RESPONSIBILITIES

The government is responsible for communicating the needs of Jesse Brown VAMC to the vendor in accordance with Section C. The government is responsible for the content of the town hall meetings.

E. EQUIPMENT

The government will be responsible for its own equipment to access the tele-town hall. The vendor will not be required to provide any equipment, only the services outlined above.

B.3 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM NUMBER

DESCRIPTION OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

4.00

__________________

Access Live Telephone Town Hall 1 Event (40-50K Dials) to include: - Event Planning, Customer Support and Training - Secure, Toll-Free Recording Line to Record Messages - One Outbound Pre-Event Invitation Call - Outbound Event List Calling up to 35,000 Numbers - All Inbound Minutes - Audio Streaming of the Event - Event Specialist to Manage the Event - Q&A and Polling - Two Professional Screeners to Screen Questions - Standard Real-Time Statistics and Reporting - Post Call Recording and Reports Contract Period: Base POP Begin: 04-18-2022 POP End: 09-30-2022 PRINCIPAL NAICS CODE: 517911 - Telecommunications Resellers PRODUCT/SERVICE CODE: DH10 - IT and Telecom - Platform As A Service: Database, Mainframe, Middleware

1.00

__________________

Access Live Telephone Town Hall 1 Event (10-20K Dials) to include: - Event Planning, Customer Support and Training - Secure, Toll-Free Recording Line to Record Messages - One Outbound Pre-Event Invitation Call - Outbound Event List Calling up to 35,000 Numbers - All Inbound Minutes - Audio Streaming of the Event - Event Specialist to Manage the Event - Q&A and Polling - Two Professional Screeners to Screen Questions - Standard Real-Time Statistics and Reporting - Post Call Recording and Reports

POP Begin: 04-18-2022 POP End: 09-30-2022

2.00

__________________

Access Live Telephone Town Hall 1 Event (<10 Dials) to include: - Event Planning, Customer Support and Training - Secure, Toll-Free Recording Line to Record Messages - One Outbound Pre-Event Invitation Call - Outbound Event List Calling up to 35,000 Numbers - All Inbound Minutes - Audio Streaming of the Event - Event Specialist to Manage the Event - Q&A and Polling - Two Professional Screeners to Screen Questions - Standard Real-Time Statistics and Reporting - Post Call Recording and Reports

POP Begin: 04-18-2022 POP End: 09-30-2022

7.00

__________________

Two Additional Screeners Two Additional Screeners for Access Live Event up to 60 minutes

POP Begin: 04-18-2022 POP End: 09-30-2022

7.00

__________________

Closed Captioning Service Closed Captioning Service for Access Live Event

POP Begin: 04-18-2022 POP End: 09-30-2022

7.00

__________________

Transcription Service Transcription Service for Access Live Event

POP Begin: 04-18-2022 POP End: 09-30-2022

7.00

__________________

Voicemail Transcription Service Voicemail Transcription Service for Access Live Event

POP Begin: 04-18-2022 POP End: 09-30-2022

7.00

__________________

Transfer Service Transfer Service for Access Live Event

POP Begin: 04-18-2022 POP End: 09-30-2022

7.00

__________________

Pre-recoreded Robo-calls to all identified participants prior to each event.

POP Begin: 04-18-2022 POP End: 09-30-2022

Base Year Total:

6.00

__________________

1.00

__________________

POP Begin: 10-01-2022 POP End: 09-30-2023

2.00

__________________

POP Begin: 10-01-2022 POP End: 09-30-2023

9.00

__________________

Two Additional Screeners Two Additional Screeners for Access Live Event up to 60 minutes

POP Begin: 10-01-2022 POP End: 09-30-2023

9.00

__________________

Closed Captioning Service Closed Captioning Service for Access Live Event

POP Begin: 10-01-2022 POP End: 09-30-2023

9.00

__________________

Transcription Service Transcription Service for Access Live Event

POP Begin: 10-01-2022 POP End: 09-30-2023

9.00

__________________

Voicemail Transcription Service Voicemail Transcription Service for Access Live Event

POP Begin: 10-01-2022 POP End: 09-30-2023

9.00

__________________

Transfer Service Transfer Service for Access Live Event

POP Begin: 10-01-2022 POP End: 09-30-2023

9.00

__________________

Pre-recoreded Robo-calls to all identified participants prior to each event.

POP Begin: 10-01-2022 POP End: 09-30-2023

Option 1 Total:

6.00

__________________

1.00

__________________