Telephone Town Hall Service RFI 36C10B26Q0706.docx

Department of Veterans Affairs Telephone Town Hall Services Request for Information

1. Introduction

This is a Request for Information (RFI) is issued for information and planning purposes only and does not constitute a solicitation nor does it restrict the Government as to the ultimate acquisition approach. In accordance with Federal Acquisition Regulation 15.101(c)(2), responses to RFIs are not offers and cannot be accepted by the Government to form a binding contract.

The purpose of this RFI is to identify qualified vendors, who are able to meet the Department of Veterans Affairs (VA) requirements for Veterans Health Administration (VHA) Town Hall platform service. Accordingly, this RFI constitutes neither a Request for Quote (RFQ), 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. Any contract/order that might be awarded based on information received or derived from this market research will be the outcome of the competitive process. The purpose of this RFI is to obtain market information on capable sources of supply, industry best practices, and input specific to the information provided. The Government is not responsible for any cost incurred by industry in furnishing this information. All costs associated with responding to this RFI will be solely at the interested vendor’s expense. Not responding to this RFI does not preclude participation in any future RFP, if any is issued. Any information submitted by respondents to this RFI is strictly voluntary. All submissions will become Government property and will not be returned. Interested vendors are responsible for adequately marking proprietary, restricted or competition sensitive information contained in their response.

The North American Industry Classification System (NAICS) for this requirement is 541519.

Requirement:

VA, VHA, requires a new Town Hall platform service that has integrated telephone capabilities to improve Veteran engagement. Gathering regular feedback from Veterans is essential for continuous healthcare improvement, but past virtual town halls have suffered from low attendance of 60 or fewer participants. Because Veterans queried less than four times a year often feel disconnected, leadership wants to implement push/pull technology that allows for real-time crowdsourcing and two-way communication through the use of polling questions and live Question and Answer sessions. The Telephone Town Hall (TTH) Services contract will enable executives to expedite feedback, discuss Veteran patient experiences, and keep Veterans updated on new services and options. It will provide a minimum of four TTH events per facility each year (4 TTHs/year for 8 facilities is 32 TTHs total/year), ensuring Veterans remain informed and actively involved in shaping their care.

The Contractor shall provide telephone town hall (TTH) services for VA TTH events with Veterans as well as event planning, pre-event, day of-event, and post-event customer support for events, training, pre-event, day of-/post-event services, and quality and performance monitoring.

2. RFI Response Instructions

The capability package must be clear, concise, and complete. VA is under no obligation to provide feedback to the company, or to contact the company for clarification of any information submitted in response to this RFI.

There is a page limitation for this RFI of 10 pages. The Government will not review any information or attachments in excess of the page limit.

Provide the following information:

(A) Company Information:

1) Company Name

2) CAGE/UEI Number under which the company is registered in SAM.gov

3) Company Address

4) Point of Contact name

5) Telephone number

6) Email Address

7) Socio-economic Data (If small business, please identify socio-economic category(ies)

8) For small business concerns, indicate whether at least 50 percent of the total amount paid by the Government will be paid to firms that are similarly situated.

9) Company Business Size and Status for NAICS (541519).

10) Existing contractual vehicles (GWAC, FSS, MAC, SEWP, etc.)

Be advised that set-aside decisions may be made based on the information provided in response to this RFI. Reponses should be as complete and as informative as possible.

(B) Brief summary describing your company’s technical approach to meeting the requirements, to include;

1. List any existing contracting vehicles you have with the VA that you would recommend for this requirement.

1. Does the draft PWS provide sufficient detail to describe the technical and functional requirements that encompass the requirement? If “NO”, please provide your technical and functional comments/recommendations/questions on elements of the draft outline that may contribute to a more accurate proposal submission and efficient, cost-effective effort.

1. What additional information would be needed to provide a firm-fixed-price quote for each item/task?

1. Your company’s intent and ability to meet the set aside requirement in accordance with VAAR 852.219-73 (JAN 2023) (DEVIATION) VA Notice of Total Set-Aside for Certified SDVOSB and 13 CFR §125.6, which states the contractor will not pay more than 50 percent of the amount paid by the Government to it to firms that are not SDVOSBs. Your response shall include information as to available personnel and financial resources; full names of proposed team members and the PWS requirements planned to be subcontracted to them, which must include the prime planned percentage or the names of the potential team members that may be used to fulfill the set aside requirement.

(C) Please provide any questions or comments on the Draft PWS. The Government does not anticipate answering questions prior to the RFI closing date.

Responses to this RFI shall be submitted electronically by 12:00 PM Eastern Daylight Time, August 5, 2026 via email the Technology Acquisition Center (TAC) points of contact:

Contract Specialist: Mario Awad at Mario.Awad@va.gov Contracting Officer: Kathryn Pantages at Kathryn.Pantages@va.gov

Please note Telephone Town Hall in the subject of your response. Mark your response as “Proprietary Information” if the information is considered business sensitive.

All proprietary/company confidential material shall be clearly marked on every page that contains such. The file size shall not exceed 5 MB.

RESPONDENTS ARE ADVISED THAT THIS REQUIREMENT MAY BE DELAYED, CANCELED, OR REVISED AT ANY TIME.

See attached document: PWS – Draft.