R408--Market Research, Polling, Printing, and mailing services to support VA Million Veterans Program.

This is a PRE-SOLICITATION NOTICE for a commercial acquisition using FAR Parts 12 and 15. THIS PRESOLICITATION NOTICE IS NOT A REQUEST FOR PROPOSAL (RFP). VENDORS SHALL NOT SUBMIT FORMAL PROPOSALS UNTIL AN RFP IS POSTED TO THE SYSTEM FOR AWARDS MANAGEMENT (SAM) WEBSITE. This procurement will be solicited as UNRESTRICTED: If award cannot be made, the solicitation will be cancelled, and the requirement resolicited.

The requirement to provide all support and resources necessary to facilitate primary data collection, program management, strategic communications, and education and training services for VA medical studies. The desired outcome is to provide market research and polling to drive veteran recruitment, engagement and retention for the VA sponsored Million Veterans Program (MVP). The contract will also provide high volume support to design and develop survey booklets, letters, and other printed materials. This process also includes material mailings, response tracking, and handling returned correspondence.

The Department of Veterans Affairs (VA), Regional Procurement Office East, Research and Development team is soliciting on behalf of the Massachusetts Veterans Epidemiology Research and Information Center (MAVERIC) and Clinical Excellence Research Center (CERC) entities based at the VA facility in Boston, MA.

Any resultant contract will be effective for a base ordering period of five (5) years. Individually funded task orders will award actual performance periods.

PROJECT OVERVIEW

The Tasks and Associated Deliverables detailed below describe the anticipated services to be performed under this contract. However, specific taskings and deliverables will be issued under individual Task Orders.

Note: All letters and survey cover sheets should have VA logo (in color) and program logo (in color), survey instruction sheets should have program logo (in color), all questionnaire booklets and forms will be black/white with drop out color.

For tasks with design features, the contractor will design according to VA requirements, re-format as directed by the government and suggest design improvements to the government based on industry expertise. Design tasks will include integrating standard language into mailing materials that promote the MVP marketing/promotional messaging as provided by the government.

Prior to any outbound mailing, the contractor will check the address against applicable USPS databases and remove any mailing that will not be delivered, change the address where a new address is provided and update the mailing database as directed by the government.

Task 1: PROJECT MANAGEMENT

Task 2: DESIGN, PRINT, MAIL/REMAIL BASELINE SURVEY PACKET

Task 3: DESIGN, PRINT, MAIL/REMAIL POSTCARD PACKET (3rd and 4th mailing)

Task 4: DESIGN, PRINT, MAIL APPOINTMENT PACKET

Task 5: DESIGN, PRINT, MAIL MODIFIED APPOINTMENT PACKET

Task 6: DESIGN, PRINT, MAIL BASELINE SURVEY REMINDER PACKET

Task 7: DESIGN, PRINT, MAIL/RE-MAIL LIFESTYLE SURVEY PACKET

Task 8a: DESIGN, PRINT, MAIL WITHDRAWAL FORM REQUEST PACKET

Task 8b: DESIGN, PRINT, MAIL WITHDRAWAL CONFIRMATION LETTER

Task 9: DESIGN, PRINT, MAIL APPOINTMENT CHANGE/CANCELLATION LETTER

Task 10: DESIGN, PRINT, MAIL INFORMED CONSENT PACKET

Task 11: RECEIPT AND SCAN OF RETURNED MATERIALS

Task 12: DESIGN, PRODUCTION AND DISTRIBUTION OF PUBLIC RELATIONS MATERIALS

Task 13: DESIGN, PRODUCTION AND DISTRIBUTION OF PINS, PENS AND/OR COINS

Task 14a: DESIGN, PRODUCTION AND DISTRIBUTION OF MVP NEWSLETTER

Task 14b: DESIGN, PRODUCTION AND DISTRIBUTION OF ANNUAL PERSONALIZED LETTERS (i.e. Veterans Day)

Task 15a: DESIGN, PRODUCTION AND DISTRIBUTION OF BUSINESS REPLY ENVELOPES

Task 15b: DESIGN, PRODUCTION AND DISTRIBUTION OF THANK YOU PIN LETTERS

Task 16: DESIGN, PRINT, MAIL/REMAIL OF SURVEY (Name and length of survey could change and will be priced each budget year.)

Task 17: DESIGN, PRINT, MAIL/REMAIL OF SUB-PROGRAM SURVEY (Name and length of survey could change and will be priced each budget year.)

Task 18: DESIGN, PRODUCTION AND DISTRIBUTION OF PERSONALIZED LETTERS (i.e. invitation to enroll online after completing baseline survey or to complete surveys online after enrollment at site)

The agency is contemplating single award of an Indefinite Delivery/Requirements contract with Firm fixed price (FFP) task orders to the contractor whose submission represents best value to the Government. The North American Industry Classification System code is 541910 Market Research and Public Opinion Polling. Interested parties shall be registered in the System for Award Management at (www.sam.gov).

The Veteran s Health Administration Regional Procurement Office - East estimates a posting date of solicitation 36C24E26R0001 on approximately November 6, 2025 and distributed solely through the SAM Website (www.sam.gov). If the Request for Proposal (RFP) is posted before, on, or after the above date then it will supersede this notice. This notice does not constitute an RFP, nor any other commitment by the Government and should not be construed to as a commitment of any kind by the Government to issue a formal solicitation or ultimately award a contract. Responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Any costs incurred by interested parties will NOT be reimbursed. It is the responsibility of any interested party to monitor this site for additional information pertaining to this notice.

Primary Point of Contact:

Michael Haydo

Contracting Officer

Email: michael.haydo@va.gov