R410--solicitation development of the Agitation 360 program

Q1. Could you clarify whether this experience is intended to be based on real-life filming (with actors or characters captured in scenes) or a digitally created simulation (similar to a video game)? From there, should this be designed as a true 360° experience (e.g., 360° video or photographs i.e. Users can look around ) or will this be developed as another type of virtual simulation? We plan to use a digitally created simulation. We want a true 360 degree experience where the caregiver can navigate the rooms in rooms of a home caring for a family member experiencing dementia. They will be able to make choices throughout the experience.

Q2. Should the experience be linear/on-rails (with a defined beginning and end), or do you envision it as interactive, allowing participants to click hotspots, explore, or change outcomes? The experience will not be linear. The story line changes depending on the caregiver choices.

Q3. The RFP mentions an interactive character. Could you clarify what level of interactivity is intended? For example:

Simple menus or text prompts

Passive fly on the wall observation the user watches (this can be a very powerful approach when used correctly)

More advanced game-like interactivity The goal is for an interactive game for the caregiver. They will make selections on how to handle situations like seeing their family member with dementia become agitated based on scenarios. We hope to have various scenarios taken from actual caregivers to create a storyboard with selections (eating, bathing, dressing, etc).

Q4. Do you have a target run time in mind for the experience (e.g., 2 minutes, 10 minutes, 20 minutes), or should this be determined during the creative process? This will be finalized with the creative process. We are looking at 3 potential scenarios no more than 30 minutes total time.

Q5. How many components or story segments are expected? Is this a single continuous experience, or multiple shorter modules? Can you provide any more information regarding the scenario(s). Based on your expertise it can either be 3 stories built as one story (max 30 min) or 3 separate scenarios (10 minutes or less each). See above regarding storyboard experiences (eating, bathing, dressing). We have interviewed 5 caregivers and would like to use their stories.

Q6. The RFP refers to an application. How do you foresee the final experience being delivered? For example:

Web-based experience

VR application

Desktop application

Other delivery method

Q7. The RFP references both VR and web-based hosting. Can you clarify if you expect VR headset playback, browser-based playback (e.g., Chrome or Safari), or downloadable applications of some kind? This will be a web-based virtual experience for caregivers of Veterans with dementia. We will not be using VR with this platform. The experience does not need to be downloadable. We will use other testing to see how the virtual experience impacts caregivers.

Q8. The RFP states that Agitation 360 will be deployed to a web server with no ongoing or recurring fees. Since all websites require some form of hosting and maintenance, how do you envision this being handled? We can work with the Veterans Affairs OIT regarding the hosting and maintenance. We also have a VA Innovations team ready to assist.

Q9. If a clear distribution methodology is not yet defined, would you be interested in our support to explore and recommend the best approach? We can provide guidance across platform research, delivery formats, hardware acquisition (e.g., VR headsets), and staff training. We would be interested In learning more regarding your recommendations for the best approach.

Q10. The RFP states: The vendor must have the ability to perform highly multi-disciplinary research towards the design, development, and deployment of applied research products to be utilized outside the research community and integrated into industrial workflows.

Could you clarify what is specifically meant by this requirement and how it applies to the Agitation 360 project? Our team would like assistance to create a storyboard (3 scenarios) based on qualitative interviews with caregivers. We need assistance with developing the online platform (web-based experience) to test with our caregivers.

Q11. Could you share if there is a budget or budget range identified for this project? Understanding available resources can help us determine the best path forward, as the experience could be developed in multiple ways, each requiring different levels of investment.

Since this Is a service type requirement, It Is not permissible to release this Information.

To extend due date for quotes

SPECIAL INSTRUCTIONS

1. All quotes must be submitted directly to the Contracting Officer identified and listed

in block 7a of the Standard Form (SF) 1449, by email to the following address:

joseph.warren@va.gov. Quotes must be received no later than the date/time

indicated in block 8 of the SF 1449. Any quote received after the closing date and

time will be considered late and will not be accepted.

2. All emails must reference RFQ 36C25625Q1242, 360 Degree Interactive Virtual Reality for Agitated Patients and Caregivers in the subject line of the email. Failure to do so may result in mishandling or inadvertent deletion of emails.

3. QUESTIONS: All questions regarding this solicitation must be submitted to the

Contracting Officer by email, no later than 3PM, Thursday, August 28, 2025.

4. SUBMISSION REQUIREMENTS: All quotes must include the following, as a

minimum. Failure to include any of the following with a quote may result in that

quote NOT being evaluated for award IAW 52.212-2 Evaluations page XX.

a. Contractor s business name (as registered in SAM)

b. Contractor s address (as registered in SAM)

c. Contractor s Unique Entity ID (as registered in SAM)

d. Point of Contact (POC) Name

e. POC phone number

f. POC email address

g. Completed Price Schedule (Section B.2)

h. A copy of the proposed technical plan to meet requirements Statement of Work.