HAMPTON VAMC TELE TOWNHALL SOURCES SOUGHT

Solicitation description

STATEMENT OF WORK FOR TOWN HALL PLATFORM (Software As A Service) 1. GENERAL 1.1 BACKGROUND: At the Hampton VA Health Care System (HVAHCS), regular input from employees and Veterans is essential to continuous improvement. Historically, Interactive Town Hall engagement sessions were sparsely attended, with 20 or fewer in person participants, limiting leadership s ability to identify issues and implement timely improvements. In exploring best practices, new Virtual Town Hall technology has demonstrated significant impact, enabling engagement with several thousand participants at other VA Healthcare Systems. Consistent outreach helps maintain an effective feedback loop to identify what is not working, informing follow-up actions, and strengthening both the Veteran and employee experience. When employees and Veterans are engaged fewer than four times annually, they may become disconnected and less motivated to provide meaningful insights. 1.2 SERVICES REQUIRED: An online Veteran and employee town hall engagement platform with integrated Telephony is required to enable Executive Leaders to continuously gather input from Veterans and employees and to provide timely feedback using a Software-as-a-Service (SaaS) delivery model. The platform will enhance the organization s ability to gather timely, actionable input from Veterans and employees by expanding participation through an accessible, scalable virtual engagement system that supports real-time two-way communication via online and Telephony access. It will enable leadership to quickly identify issues, monitor trends, and implement improvements based on stakeholder feedback, while ensuring reliable system performance, high availability, and responsive technical support. The solution will accommodate 12 to 16 scheduled town hall events annually under the IDIQ contract and provide robust reporting and analytics to evaluate participation, track feedback trends, and document outcomes. All services and data handling will comply with applicable federal, VA, and information security standards. The platform must support push/pull technology to facilitate real-time crowdsourcing, allowing leaders to engage groups directly and obtain actionable insights that drive ongoing process improvements. An IDIQ contract structure will support 12 to 16 town hall events per year, with the exact number determined by management needs. The contractor must provide a cloud-based town hall engagement platform with integrated Telephony capabilities to support real-time communication between Executive Leaders, Veterans, and employees. The platform sha will enable large-scale virtual engagement, support push/pull interaction, and facilitate rapid collection of feedback used to inform organizational decisions. Services shall include all required hosting, technical support, training, and system maintenance under a Software-as-a-Service (SaaS) model. 1.2 OBJECTIVES for a Veteran and employee town hall platform: 1.2.1.1 Virtual Town...

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