Employee Recognition Service (VA-26-00052104)

Product Description (PD)

This document outlines the requirements for an "Employee Recognition Service" for the Orlando VA Health Care System (OVAHCS). The service will be a cloud-based platform designed to facilitate employee recognition by patients, caregivers, family members, and peers. It aims to enhance customer care and support through real-time feedback and personalized recognition.

• Platform Functionality:

  • Push/pull technology for real-time feedback and personalized recognition.
  • Capability to generate reports on patient satisfaction, patient safety, and staff recognition.
  • Capture in-the-moment patient feedback.
  • Provide prioritized, real-time results and insights.
  • Offer marketing and communication tools for patient experience and employee engagement.
  • Accessible on Android and Apple devices.
  • Support for up to 6,648 OVAHCS employees.

• Salient Characteristics:

  • Digital recognition by Veterans and families.
  • Easy-to-use, real-time interface accessible via mobile devices.
  • Support for multiple languages.
  • Routing of positive feedback to staff and constructive feedback to leaders.
  • Integration with existing recognition programs (e.g., DAISY Award).
  • Configurable questions for Veteran experience insights.
  • Real-time notifications for recognition.
  • Resources for program awareness and adoption.
  • Reinforcement of VA's ICARE values (Integrity, Commitment, Advocacy, Respect, Excellence).
  • Support for various recognition types (Veteran-to-staff, peer-to-peer, etc.).
  • Enhancement of employee engagement.
  • Support for employee celebrations and social engagement.
  • Tools for leadership communication and identifying areas of strength/opportunity.
  • Software-as-a-Service (SaaS) hosted in a secure cloud environment.
  • Companion mobile application.
  • Single Sign-On (SSO) integration.

• Security & Compliance:

  • Implementation of an Information Security Management System (ISMS) adhering to ISO27001 and HIPAA.
  • SOC 2 Type II certification.
  • Compliance with VA Critical Security Controls (effective July 1, 2025).
  • Social Security Number (SSN) reduction in accordance with FPA of 2017 and CAA 2018.
  • Support for IPv6-Only environments.
  • Compliance with Trusted Internet Connection (TIC) requirements.
  • Strict adherence to Generative Artificial Intelligence (AI) requirements, including unbiased principles, truth-seeking, and data protection. No public AI services (e.g., ChatGPT) are approved for VA-sensitive data.
  • Delivery of AI system documentation, including Acceptable Use Policy, Model Cards, End User Resources, feedback mechanisms, and pre/post-training activities.
  • Compliance with Section 508 accessibility standards for Information and Communication Technology (ICT).

• Period of Performance: Not explicitly stated, but installation and commissioning are scheduled.

• Contract Type: Implied to be a service contract for a SaaS platform.

• Not detailed in this document, as it is a Product Description.

• Not detailed in this document.

• This document is a "Draft PD" (Product Description) and is version 0.1.

• Key points of contact are provided for VA Program Manager, Contracting Officer's Representative, Contracting Officer, and Contract Specialist.

• Information Security Considerations are outlined, emphasizing protection of VA sensitive information.

Request for Information (RFI)

This RFI is for planning purposes only and is not a solicitation. The government is seeking information regarding Employee Recognition Services. Responses will help the government consider potential products or services but do not obligate the government to acquire them. No payment will be made for RFI responses.

• The RFI requests information on vendor capabilities related to services described in an attached Performance Description (PD).

• Responses must address capabilities specific to the services in the draft PD.

• No marketing materials or generic capability statements are allowed.

• Responses are limited to 10 pages.

• Vendors must provide specific company information, including Name, Address, Point of Contact, Business Size and Status (with SBA certification proof for VOSB/SDVOSB), NAICS code(s), socioeconomic data, and UEI Number.

• Vendors must summarize their capability to meet the draft PD requirements.

• Vendors must address their intent and ability to meet the set-aside requirement for Certified SDVOSBs, including information on personnel, financial resources, proposed team members, and subcontracting plans.

• Vendors must indicate if the draft PD sufficiently details technical requirements for software development and production operations support. If not, provide technical comments and recommendations.

• Technical questions can be submitted as part of the response in a separate document titled "Employee Recognition RFI_Questions".

• The North American Industry Classification System (NAICS) code for this requirement is 541519 with a size standard of 150 Employees.

• The RFI references existing contractual vehicles (GWAC, FSS, or MAC).

• The RFI includes a VA Notice of Total Set-Aside for Certified SDVOSBs.

• The requirement is set aside for Certified SDVOSBs.

• Contractors will not pay more than 50% of the amount paid by the Government to firms that are not SDVOSBs.

• Responses are due no later than 2:00 PM EST, April 23, 2026.

• Responses must be submitted via email to Allison Fulton (Allison.Fulton@va.gov) and Contracting Officer Mina Awad (Mina.Awad@va.gov).

• The subject line of the email must read "RFI - Employee Recognition Service".

• Email file size shall not exceed 5 MB.

• Mark responses as "Proprietary Information" if business sensitive.

• See attached document: Employee Recognition Service_Draft PD.