R708--VISN 10 Tele Town Halls - 11 VA Sites

ing from this solicitation. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circulars 2025-06, effective 10/01/2025. The associated NAICS Code is� 541820, Public Relations Agencies. � � The Department of Veterans Affairs, Network Contracting Office 10, is soliciting quotes. This is a Service Disabled Veteran Owned Small Business Set Aside (SDVOSB) for the Veterans Integrated Service Networks (VISN) 10, that include the following Ohio, Indiana and Michigan Cities. Cleveland, Columbus, Chillicothe, Cincinnati, Dayton, Indianapolis, Northern Indiana, Battle Creek, Saginaw, Ann Arbor, and Detroit The requirement is to provide tele-town halls to connect with Veteran patients, gaining insight into patient needs and gathering feedback about patient experience. Respondents to this solicitation must fully demonstrate their capability by supplying detailed quote information, along with any other documents necessary to support the requirements below. All information shall be provided to� Gina P. Crank, Contracting Officer, via email at� gina.crank@va.gov, no later than� January 20, 2026 by� 5:00� PM� EST. No telephone calls will be accepted. Offerors who do not submit all information may not be considered for award.� Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f). ITEM INFORMATION ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 0001 10.00 MO $ $ Access Live - 20K Dials (1 Event) - 60 Minutes Dayton 0002 10.00 MO $ $ Access Live - 10K Dials (1 Event) - 60 Minutes Cleveland 0003 10.00 MO $ $ Access Live - 20K Dials (1 Event) - 60 Minutes Cincinnati 0004 10.00 MO $ $ Access Live - 20K Dials (1 Event) - 60 Minutes Columbus 0005 10.00 MO $ $ Access Live - 20K Dials (1 Event) - 60 Minutes Chillicothe 0006 10.00 MO $ $ Access Live - 20K Dials (1 Event) - 60 Minutes Indianapolis 0007 10.00 MO $ $ Access Live - 20K Dials (1 Event) - 60 Minutes Northern Indiana 0008 10.00 MO $ $ Access Live - 20K Dials (1 Event) - 60 Minutes Detroit 0009 10.00 MO $ $ Access Live - 20K Dials (1 Event) - 60 Minutes Ann Arbor 0010 10.00 MO $ $ Access Live - 20K Dials (1 Event) - 60 Minutes Saginaw 0011 10.00 MO $ $ Access Live - 20K Dials (1 Event) - 60 Minutes Battle Creek Base Year 03/01/2026 12/31/2026 $ Option Year One 01/01/2027 12/31/2027 $ Option Year Two 01/01/2028 - 12/31/2028 $ Option Year Three 01/01/2029 12/31/2029 $ STATEMENT OF WORK (SOW) below. Appendix C (Contract Security) is attached. Tele Town Hall VISN 10 General Requirements The purpose of this contract is to serve VISN 10 through the use of tele-town halls to connect with Veteran patients, gaining insight into patient needs and gathering feedback about patient experience. Medical Centers across VISN 10 will conduct a total of 102 virtual town halls over the course of a 12 month period. These medical centers are located in Cleveland, Columbus, Chillicothe, Cincinnati, Dayton, Indianapolis, Northern Indiana, Battle Creek, Saginaw, Ann Arbor, and Detroit. This will allow all of the Veterans across VISN 10 to have an opportunity to participate. Several laws and directives for VHA require that health care systems to provide regular opportunities for patients and community members to give feedback and interact with health care system employees (Comprehensive Addiction and Recovery Act (CARA) 2015, VHA Directive 0801). This has traditionally been accomplished with face to face town halls in communities throughout the catchment area. These town halls are resource intensive, require extensive planning and preparation, and often result in low attendance regardless of how many paid and unpaid advertising venues VA utilizes, resulting in the wording of the law being followed, but not its intent/spirit. Facilities across VISN 10 have successfully utilized live virtual tele-town halls for years, which dial participating veterans simultaneously and connect them to a live interactive tele-town hall experience. Tele-town hall events interact live with thousands of VA stakeholders, including patients, Veteran Service Officers, and VA staff, in minutes through a monthly town hall-style meeting conducted over the telephone and web, not to exceed ten times a year. Tele-town hall programs rapidly dial out to a list of phone numbers provided by the facilities across VISN 10. The targeted audience receives a personalized, pre-recorded message inviting them to remain on the line if they wish to be transferred automatically to the live Tele-Town Hall event. The C&A requirements do not apply, and a Security Accreditation Package is not required. Though this effort has seen great success at the local level for all of our facilities, the contracts were recently removed during DOGE review. It is our intention that a VISN-level contract would effectively address any/all DOGE concerns, as has been successfully achieved at other VISNs. The benefits of Tele-Town Hall services are many: Allows every Veteran who is connected to the call an opportunity to leave a message for the VA with any issues, questions, or feedback and the VA returns that call within 48 hours. Allows some Veterans the opportunity to ask questions live on the call, getting immediate responses from subject matter experts and providing that same information for the other callers on the line. Provides an opportunity for the health care system to give critical updates and program highlights to hundreds of Veterans at a time. There is no other platform in use that has the same reach and scope. Facilities can ask survey questions during the call to get real time feedback from Veterans and collect valuable information from the callers. For instance, press 1 if you use My HeathE Vet, press 2 if you have signed up and don t use it, and press 3 if you want more information and help getting signed up for My Health E Vet. Tele-Town Hall provides a report with the phone numbers of those who pushed 3 and the My HeathE Vet coordinator calls the patient to sign them up for the service. Veterans who have a difficult time traveling or ambulating have an opportunity to connect with VA leadership without leaving their home or place of residence. VA can connect with multiple demographics of Veterans, like OEF-OIF Veterans, Women Veterans, and recently separated from service veterans, among others, who are traditionally hard to connect with for a variety of reasons. Fiscal savings from travel, event space rental, and staff time providing town hall events for 11 sites of care (plus CBOCs) across three states.. Contractor shall provide: Customer service including call set up, operator assistance during the call, and reports from the call to use for follow-up and tracking. Events: Line Items 1: 102 events with 10,000 direct calls per event, including a pre-event call alerting the recipients of the upcoming teleconference event and a recorded call from the director initiating the event and connecting callers to the live teleconference. Though conducted primarily over the phone, each event will have an online option with closed captioning for those with hearing difficulties. Each event will also include two Call screeners provided by the contractor, in addition to any from facility staff. Dashboard for call screeners, speakers, and collectors to manage the call during the eve