Sources Sought Notice Page 10 of 10 SUBJECT* Veteran Images Licensing (VA-26-00009503) GENERAL INFORMATION CONTRACTING OFFICE S ZIP CODE* 07724 SOLICITATION NUMBER* 36C10B25Q0478 RESPONSE DATE/TIME/ZONE 09-26-2025 16:00 pm EASTERN TIME, NEW YORK, USA ARCHIVE 30 DAYS AFTER THE RESPONSE DATE RECOVERY ACT FUNDS N SET-ASIDE PRODUCT SERVICE CODE* DA01 NAICS CODE* 541922 CONTRACTING OFFICE ADDRESS Department of Veterans Affairs Technology Acquisition Center 23 Christopher Way Eatontown NJ 07724 POINT OF CONTACT* Contract Specialist: Harold Nice Harold.Nice@va.gov PLACE OF PERFORMANCE ADDRESS POSTAL CODE COUNTRY ADDITIONAL INFORMATION AGENCY S URL URL DESCRIPTION AGENCY CONTACT S EMAIL ADDRESS EMAIL DESCRIPTION DESCRIPTION Request for Information (RFI) Veteran Images Licensing (VA-26-00009503) 36C10B25Q0560 Introduction This RFI is for planning purposes only and shall not be considered an Invitation for Bid, Request for Quotation or a Request for Proposal. DO NOT SUBMIT A PROPOSAL. Additionally, there is no obligation on the part of the Government to acquire any products or services described in this RFI. Your response to this RFI will be treated only as information for the Government to consider. You will not be entitled to payment for direct or indirect costs that you incur in responding to this RFI. This request does not constitute a solicitation for proposals or the authority to enter into negotiations to award a contract. No funds have been authorized, appropriated, or received for this effort. Interested parties are responsible for adequately marking proprietary, restricted or competition sensitive information contained in their response. The Government does not intend to pay for the information submitted in response to this RFI. Be advised that the set-aside decisions may be made based on the information provided in response to this RFI. Responses shall be as complete and informative as possible. The North American Industry Classification System (NAICS) that is being contemplated for this requirement is 541922 Commercial Photography. Please ensure your response indicates your size status under this NAICS. 2. Submittal Information: All responsible sources may submit a response in accordance with the below information. There is a page limitation for this RFI of 12 pages and shall be in 12 Arial font. The Government will not review any other information or attachments included, that are in excess of the 12 page limit. NO MARKETING MATERIALS ARE ALLOWED AS PART OF THIS RFI. Generic capability statements will not be accepted or reviewed. Your response must address capabilities specific to the Item required in the attached PD and must include the following: Interested Vendors shall at a minimum, provide the following information in the initial paragraph of the submission: Name of Company Address Point of Contact Phone Number Fax Number Email address NAICS code(s) Company Business Size and Status For VOSB and SDVOSBs, proof of verification in VIP. Socioeconomic data Unique Equipment Identifier (UEI) Number Existing Contractual Vehicles (GWAC, FSS, or MAC) B. Provide a summary of your capability to meet the requirements contained within the draft PD for the following areas: 1. Provide a summary of your technical capability to meet the PD requirements. 2. Provide an explanation of any additional technologies and/or best practices that should be considered for inclusion within the PD and why? 3. What additional information would be beneficial in creating proposal for this statement of work? 4. Are there any sections in the PD where the intent of the government is unclear? C. Corporate experience or expertise in performing these services and specific examples or references. Specific examples or references provided must include the agency, point of contact, dollar value, and contract number. D. Small Businesses should also include information as to: Your company s intent and ability to meet the set aside requirement in accordance with VAAR 852.219-73 (JAN 2023) (DEVIATION) VA Notice of Total Set-Aside For Certified SDVOSBs and 13 CFR §125.6, which states the contractor will not pay more than 50% of the amount paid by the government to the prime for contract performance to firms that are not certified SDVOSBs listed in the SBA certification database (excluding direct costs to the extent they are not the principal purpose of the acquisition and the SDVOSB/VOSB does not provide the service, such as airline travel, cloud computing services, or mass media purchases). When a contract includes both services and supplies, the 50 percent limitation shall apply only to the service portion of the contract. Your response shall include information as to available personnel and financial resources; full names of proposed team members and the PD requirements planned to be subcontracted to them, which must include the prime planned percentage or the names of the potential team members that may be used to fulfill the set aside requirement. Has the draft PD provided sufficient detail to describe the technical requirements that encompass the software development and production operations support services to be performed under this effort. ______ YES _______ NO (if No, answer question c) If NO , please provide your technical comments/recommendations on elements of the draft PD that may contribute to a more accurate proposal submission and efficient, cost-effective effort. Responses are due no later September 26, 2025 at 10:00AM EST, via email to Contract Specialist Harold Nice at Harold.Nice@va.gov. Please note Sources Sought # 36C10B25Q0560, Veteran Images Licensing in the subject line of your response. Mark your response as Proprietary Information if the information is considered business sensitive. The email file size shall not exceed 5 MB. See attached document: Product Description (PD) Veteran Images Licensing Draft PD Version Number: 1. 0 PRODUCT DESCRIPTION (PD) DEPARTMENT OF VETERANS AFFAIRS Office of Information & Technology Office of the Chief Technology Officer Veteran Images Licensing Date: August 25, 2025 VA-26-00009503 PD Version Number: 1.0 Contents PRODUCT REQUIREMENTS 7 1.1. COORDINATION OF USE OF IMAGES 7 1.2. SELECTED IMAGES 7 NOTICE OF THE FEDERAL ACCESSIBILITY LAW AFFECTING ALL INFORMATION AND COMMUNICATION TECHNOLOGY (ICT) PROCUREMENTS (SECTION 508) 8 SECTION 508 INFORMATION AND COMMUNICATION TECHNOLOGY (ICT) STANDARDS 8 COMPATABILITY WITH ASSISTIVE TECHNOLOGY 8 ACCEPTANCE AND ACCEPTANCE TESTING 8 INFORMATION TECHNOLOGY USING SUSTAINABLE PRODUCTS AND SERVICES 8 SHIPMENT OF HARDWARE OR EQUIPMENT 8 SPECIAL SHIPPING INSTRUCTIONS 8 NATIONAL ACQUISITIONS 8 INFORMATION SECURITY REQUIREMENTS 9 PRODUCT REQUIREMENTS The Department of Veterans Affairs, Office of Information and Technology, Office of the Chief Technology Officer, VA.GOV Modernization project requires the use of ten (10) digital Veteran images for marketing and artistic purposes as a means to highlight a variety of Veterans from every era and branch of service for the purpose of promoting the services offered by VA.GOV websites. The licensing services provided are delineated below. COORDINATION OF USE OF IMAGES The specific image(s) to be published are listed in section 1.2 below. The Contractor shall contact all selected subjects to obtain permission for inclusion on VETS.GOV and/or VA.GOV and to certify and warrant that the Veteran s full name, highest rank held, branch of service, dates of service and military profession and honorable separation status are correct and current at the time of delivery of the images, including prior to each Option Period, if exercised. In the event that permission is not obtained or contact information cannot be verified for any of the images, another image will be chosen immediately by the VA, for which the Contractor shall certify and warrant the Veteran information to replace the image in question. Additionally, if at any point during the Period of Performance (PoP), a Veteran notifies the Contractor and/or VA that they have changed their mind and choose to no longer have their image represented on VA.GOV, another image will be chosen within fifteen days by VA, after which the Contractor shall certify and warrant the Veteran information to replace the image in question and deliver the certified and warranted replacement image within fifteen days of VA s notice of the selection. Veterans portraits will not be used by the VA in direct correlation to specific medical conditions that would lead the viewer to infer the veteran suffers from the associating ailment. Veterans likeness will not be altered with skin-tone lightning (with the exception of contrast and brightness edits or application of a color filter to black-and-white images), scar removal, or facial structure manipulation. Each image may be used an unlimited number of times for VA.GOV within the PoP for the purpose of promoting the services offered by VA.GOV websites. This contract permits all forms of commercial or promotional use, including, without limitation, display on a website as a design element or in branding materials or profile designs on commercial sites or social media websites pertaining to the Department of Veterans Affairs VA.GOV websites. SELECTED IMAGES 10 Names of the Individuals NOTICE OF THE FEDERAL ACCESSIBILITY LAW AFFECTING ALL INFORMATION AND COMMUNICATION TECHNOLOGY (ICT) PROCUREMENTS (SECTION 508) Not Applicable. SECTION 508 INFORMATION AND COMMUNICATION TECHNOLOGY (ICT) STANDARDS Not Applicable. COMPATABILITY WITH ASSISTIVE TECHNOLOGY Not Applicable. ACCEPTANCE AND ACCEPTANCE TESTING Not Applicable. INFORMATION TECHNOLOGY USING SUSTAINABLE PRODUCTS AND SERVICES Not Applicable. SHIPMENT OF HARDWARE OR EQUIPMENT Inspection: Destination Acceptance: Destination Free on Board (FOB): Destination Ship To and Mark For: Primary: Alternate: Name: Lauren Alexanderson Name: Address: 811 Vermont Ave, NW Washington, DC 20571 Address: Voice: Voice: Email: Lauren.alexanderson@va.gov Email: SPECIAL SHIPPING INSTRUCTIONS Electronic submission. NATIONAL ACQUISITIONS Not applicable. INFORMATION SECURITY REQUIREMENTS The Assessment and Authorization (A&A) requirements do not apply and a Security Accreditation Package is not required. SCHEDULE FOR DELIVERABLES Task Deliverable ID Deliverable Description 1.2 A Digital Veteran Images Due: 15 Days after contract award Electronic Submission to: VA PM, CO Inspection: destination Acceptance: destination POINTS OF CONTACT VA Program Manager: Name: Lauren Alexanderson Address: Voice: Email: Lauren.Alexanderson@va.gov Contracting Officer: Name: Kimberly Geran Address: Voice: Email: Kimberly.Geran@va.gov Contract Specialist: Name: Harold Nice Address: Voice: Email: Harold.Nice@va.gov
