DE01--EnCaption 4 Closed Captioning SLA (VA-26-00048911) Avery/Morgan

Solicitation / RFP / RFQ

This solicitation is a Request for Quotation (RFQ) issued by the Department of Veterans Affairs (VA) for EnCaption 4 Closed Captioning support services. The services include 24/7 telephone and email support from US-based support engineers, along with software upgrades. The acquisition is being conducted under Federal Acquisition Regulation (FAR) Part 12 procedures for commercial products and services.

• EnCaption 4 Closed Captioning support services.

• 24/7 telephone and email support from US-based support engineers.

• Includes software upgrades (typically 3-4 per year) at no additional cost.

• Support covers specific EnCaption closed captioning ASR appliances (SN: Chassis: 2347586 – 429700).

• Contract Type: Firm-Fixed-Price.

• Contract Period:

  • Base Period: 08-26-2026 to 08-25-2027
  • Option 1: 08-26-2027 to 08-25-2028
  • Option 2: 08-26-2028 to 08-25-2029
  • Option 3: 08-26-2029 to 08-25-2030
  • Option 4: 08-26-2030 to 08-25-2031

• Estimated Value: $34 Million (This appears to be an estimate for the total potential value).

• Submission Deadline: Block 8 of SF-1449 (06-01-2026, 13:00 EDT).

• Submission Method: Electronically via email to Rachael Avery (Rachael.Avery@va.gov) and Kymberly Morgan (Kymberly.Morgan@va.gov).

• Evaluation Approach: Lowest Price Technically Acceptable (LPTA).

• Evaluation Factors: Technical (meeting specifications and reseller authorization) and Price.

• Quote Components: Technical, Price, and Signed Offer/Other Required Submissions.

• Technical Quote Limit: 10 pages (single-sided, 12pt font), excluding price sheet and past performance.

• Offer Validity: Minimum 30 calendar days from receipt date.

• Technical Questions Due: Third business day after RFQ posting.

• The acquisition is UNRESTRICTED.

• NAICS Code: 541519 - Other Computer Related Services.

• Size Standard: $34 Million.

• Offerors must be registered in SAM.gov.

• Offerors must be an OEM, authorized dealer, distributor, or reseller, confirmed by an authorization letter if not the OEM.

• Refer to Section D for attached Product Description (PD_ENCAPTION 4 SUPPORT for 1 Device_FEB 23 2026).

• FAR 52.212-1, 52.212-3, and 52.212-5 are attached. Addenda are attached.

• Invoices are to be submitted annually after receipt of services.

Statement of Work (SOW) / Performance Work Statement (PWS)

To provide annual support services for the Department of Veterans Affairs' (VA) Institute for Learning, Education and Development (ILEAD) EnCaption 4 Closed Captioning Automatic Speed Recognition (ASR) appliances.

• The contractor shall provide annual EnCaption 4 Closed Captioning support services.

• Services include 24/7 telephone and email support from US-based support engineers.

• Software upgrades are included at no additional cost during the support coverage period (typically 3-4 updates per year).

• Support is specifically for EnCaption closed captioning ASR appliance with Serial Number: Chassis: 2347586 – 429700.

• Support Service Contract: Annual support for the specified EnCaption 4 appliance.

• Due Date: At Award.

• Delivery Date: Annual support shall be delivered at the date of contract award.

• Place of Delivery: Remote annual support shall be delivered at ILEAD Jefferson Barracks VAMC, 1 Jefferson Barracks Drive, Building 56, St. Louis, MO. 63125.

• Contract Type: The Government anticipates awarding a Firm Fixed-Price contract.

• Records Management: Contractors must comply with all applicable records management laws, regulations, and NARA policies. This includes handling Federal records (defined as recorded information made or received by a Federal agency under Federal law or in connection with public business) and preserving them according to statute or regulation. All data created for Government use and delivered to the Government are Federal records. Contractors must prevent alienation or unauthorized destruction of records and report any unlawful or accidental removal, defacing, alteration, or destruction. Records may not be removed from legal custody or destroyed without written concurrence. Contractors must immediately notify the Contracting Officer of any inadvertent or unauthorized disclosures of information. Use of Government IT equipment is restricted to contract-authorized purposes. The Government owns the rights to all data and records produced under this contract.

• Training: Contractor employees handling records must complete ILEAD-provided records management training.

• Subcontracting: The substance of the records management clause must be incorporated into all subcontracts, with written acknowledgment from subcontractors. Contractor is responsible for subcontractor violations.

Solicitation / RFP / RFQ

This is a Pre-Solicitation Notice for EnCaption 4 Closed Captioning Support Services for the Department of Veterans Affairs (VA), Veterans Health Administration (VHA), Program Contracting Activity Central (PCAC). The VA intends to solicit proposals for a Firm Fixed Price (FFP) contract to support the Institute for Learning, Education and Development (ILEAD) Production and Delivery (PD) Service Line in St. Louis, MO. This requirement involves support and software upgrades for existing EnCaption closed captioning automatic speed recognition (ASR) appliances.

• Support and software upgrades for EnCaption closed captioning ASR appliances.

• Closed captioning services for both "live" and "offline" video deliverables.

• Contract Type: Firm Fixed Price (FFP).

• Period of Performance: One base year with four 12-month option periods.

• This notice is not a request for competitive offers; it is for planning purposes.

• The solicitation will be issued as a Request for Quote (RFQ) under FAR Parts 12 and 15.

• All questions must be submitted in writing via email to Kymberly.Morgan@va.gov and Rachael.avery@va.gov. Telephone inquiries will not be accepted.

• The VA will use Contracting Opportunities on SAM.gov for all notifications and amendments.

• It is the contractor's responsibility to check SAM.gov daily for updates.

• Key Deadlines:

  • Estimated Solicitation Posting: On or around 05/19/2026
  • Solicitation Duration: Anticipated 9 calendar days
  • Response Date/Time/Zone: 06-01-2026 13:00 EASTERN TIME, NEW YORK, USA

• Open market competition.

• Prime vendors must be registered in SAM.gov.

• NAICS Code: 541519 (Other Computer Related Services).

• Small Business Administration Size Standard: $34 Million.

• This notice is for informational and planning purposes only and does not constitute a solicitation.

• The Government reserves the right to use only SAM.gov for notifications.

• All Offerors must be registered in the SAM database prior to award.