Teletown Hall services

This is a combined synopsis/solicitation for Quarterly Tele-town hall live event services for the VA Puget Sound Health Care System, as supplemented in the attached Request for Quotes (RFQ). A firm-fixed price purchase order is anticipated. Simplified Acquisition Procedures IAW Revolutionary FAR Overhaul (RFO) Part 12 will be used. This announcement constitutes the only solicitation. The solicitation number is 36C260-26-Q-0199 and is attached. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2024-07 dated 09/30/2024 This solicitation is set aside 100% for Service Disabled Veteran Owned Small Businesses and the associated NAICS Code 517121 has a small business size standard of 1,500 employees. The business has been verified for ownership and control pursuant to 38 CFR 74 and is so listed in the Vendor Information Pages database (https://search.certifications.sba.gov/) Offeror must be registered in the System for Award Management (SAM). No contract will be entered into with an unregistered contractor. Internet access allows you to register by completing an electronic on-line registration application at https://www.sam.gov/portal/public/SAM/ Award will be based upon price, technical and past performance in accordance with the Simplified Acquisition Procedures of RFO Part 12. The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government. Responses should contain your best terms and conditions. Quotes must be emailed to Amy.Kuczajda@va.gov and received no later than 3pm MST on 12/12/25. Quotes may be submitted on the attached RFQ or the vendor s own form. No late quotations will be accepted.

Background
The Department of Veterans Affairs (VA) Puget Sound Health Care System is seeking to enhance communication with Veterans through quarterly Tele-town hall live events. The goal is to facilitate information exchange about VA services, programs, and changes, particularly for those Veterans who prefer phone access over digital platforms. This solicitation is specifically set aside for Service Disabled Veteran Owned Small Businesses.

Work Details
The contractor will provide comprehensive services for the Tele-town hall events, which include:

1. Event Planning, Customer Support, and Training
2. Secure Toll-Free Recording Line to record messages and upload Veteran phone numbers
3. Outbound Pre-Event Invitation Calls to approximately 120,000 Veterans for broad base events and 20,000 for women-only events
4. All inbound minutes during the event
5. Audio streaming of the event
6. Event Specialist to manage the event
7. Q&A and polling features during the event
8. Two professional screeners to manage questions from participants
9. Standard real-time statistics and reporting on attendance and engagement
10. Post-call recording and reports detailing performance metrics such as total participants and engagement levels
11. Closed captioning services included in all events.

Period of Performance
The contract will cover four quarterly Tele-town hall events scheduled for December 2025 (potentially moved to January 2026), March 2026, June 2026, and September 2026.

Place of Performance
All work will be performed virtually, including training sessions and event hosting.