Request for Information (RFI)
The U.S. Department of Veteran Affairs (VA) is seeking information and sources capable of providing the services described below. The purpose of this notice is to gather capabilities and market information pertinent to acquisition planning. The responses to this Request for Information / Market Research notice will contribute to determining the method of procurement and identify parties having an interest in and the resources to support this requirement.
THERE IS NO SOLICITATION AT THIS TIME.
This notice does not constitute a request for quotes or proposals. Submission of any information in response to this notice is purely voluntary. The Government assumes no financial responsibility for any costs incurred.
This RFI does not obligate the Government to any specific course of action or guarantee a future solicitation or contract for services described in this notice. Responses will be treated as information only and not as a proposal. Respondents are responsible for adequately marking proprietary, restricted, or sensitive information contained in their response.
DESCRIPTION
The Department of Veterans Affairs (VA) requires comprehensive legal assistance, including alternate dispute resolution (ADR), court support, and litigation support services to support VA's mission. VA's Office of General Counsel, and program offices routinely require surge and specialized support for litigation, administrative hearings, EEO complaints, investigations, and related proceedings that cannot be fully met with in-house staff alone.
Contractors shall provide support services, for ADR neutrals, court reporting, transcription, training, and other related legal services across VA facilities nationwide, ensuring continuity of legal operations, reduced procurement lead time, and consistent quality and pricing across the enterprise.
Please see the attached DRAFT Performance Work Statement (PWS).
SUBMISSION INSTRUCTIONS
If your organization is interested and capable of providing these services please provide your response to this notice by e-mail to Jennifer.Swift2@va.gov and Justin.Sawicki@va.gov no later than 10:00 AM EDT on September 23, 2026 with a Subject line of RFI # 36C10X26Q0244 VA CLAIM.
If your company has the potential capability to perform these contract services, please respond to this Request for Information by providing a capability statement. The number of pages is limited to a total of 10 pages; size shall be no greater than 8 1/2" x 11". The top, bottom, left and right margins shall be a minimum of one inch each. Font size shall be no smaller than 12-point. Times New Roman fonts are required. The capabilities statement must include the following information:
INFORMATION REQUEST
Does the Draft Performance Work Statement provide you with enough detail to propose labor categories for each objective? If not, what information can the VA provide to enable you to build teams and properly price the work? Please note, the number of hours are not determined at the BPA level.
Are the objectives sufficiently clear to enable you to draft a Technical Approach for the work? If not, which objectives are unclear?
Is the PWS broad enough to account for industry changes over the next five years?
Are there any industry standards not adequately addressed or missing in the PWS?
VA is seeking contractors that can provide these services requiring the assistance throughout the various office locations across the United States. Do you have the capability to provide support services on a national scale for all tasks? If not, which tasks can you provide support?
This procurement will serve as a VA wide, BPA and may result in services performed in all US states and territories. Is this feasible for a small pool of vendors, or is locality/region-based vendors more appropriate?
What is your firm s approach to fulfilling these tasks?
What contract type or pricing structure does your firm expect to see for this acquisition based on the PWS (Firm-Fixed-Price, Cost, T&M/LH)? Please explain your rationale.
Does your firm have the ability to adequately staff and maintain personnel to support tasks and deliverables within the PWS on short notice (24-48 hours)? What are the challenges to hiring/maintaining these personnel? Which labor categories would you use?
What are your firm s thoughts regarding the proposed NAICS Code and PSC? If your firm believes there are more accurate NAICS/PSC Codes to consider, please provide the number and rationale.
Is your firm an SDVOSB, VOSB, SB, or Large Business?
What additional information if any do you have to share with the technical and procurement teams?
Disclaimer:
This Request for Information is for market research purposes only and does not constitute a Request for Quotation. It is not considered to be a commitment by the Government to award a contract nor will the Government pay for any information provided. No basis for a claim against the Government shall arise from a response to this Request for Information or Government use of any information provided. Failure to submit information in sufficient detail may result in considering a company as not a viable source and may influence competition and set-aside decisions. Regardless of the information obtained from this Request for Information, the Government reserves the right to consider any arrangement as deemed appropriated for this requirement. Respondents are advised, the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. No proprietary, classified, confidential, or sensitive information should be included in your response to this Request for Information.
Department of Veterans Affairs Comprehensive Legal Assistance & Integrated Management (VA CLAIM)
1. Introduction
The Department of Veterans Affairs (VA) requires a broad, flexible source of comprehensive legal assistance, alternate dispute resolution (ADR), court support, and integrated case management services to support VA's mission of serving Veterans, their families, and survivors. VA's Office of General Counsel, regional counsel offices, and program offices routinely require surge and specialized support for litigation, administrative hearings, EEO complaints, investigations, and related proceedings that cannot be fully met with in-house staff alone. This Blanket Purchase Agreement (BPA) establishes a pre-vetted pool of qualified Contractors capable of rapidly fulfilling orders for legal support services, ADR neutrals, court reporting, transcription, and related trainings across VA facilities nationwide, ensuring continuity of legal operations, reduced procurement lead time, and consistent quality and pricing across the enterprise.
2. Scope
This Performance Work Statement (PWS) describes the requirements for support of the Department of Veterans Affairs (VA) in accomplishing VA's mission, strategic goals, priorities, and initiatives related to legal, ADR, and court support functions.
Independently and not as an agent of the Government, the Contractor shall provide all personnel, equipment, tools, materials, supplies, vehicles, certifications, supervision, and all other technologies and technical services necessary to deliver comprehensive legal assistance and integrated management services. This includes, but is not limited to:
Alternate dispute resolution services
Legal support services (case development, research, litigation and administrative claim support, expert witness support)
Court reporting services
Transcription, translation, and interpretation services
Real-time reporting, Communication Access Realtime Translation (CART), and remote/video deposition support
Trial and hearing exhibit or technology support
Litigation-related and ADR-related training
This PWS establishes the scope, terms, and general requirements of the base BPA. Specific requirements, deliverables, staffing, place of performance, and performance periods will be defined at the individual order level. Orders may be issued for any combination of the services described herein, and the task areas below are intended to be read broadly so as to encompass the full range of court support, transcription, and litigation support services VA may require over the life of the BPA.
3. General Information
3.1 Type of Agreement/Contract
The Government anticipates awarding multiple Blanket Purchase Agreements (BPAs).
BPA orders will be issued as Firm Fixed Price (FFP) and/or Labor-Hour (LH), and may include a Not-to-Exceed (NTE) CLIN for travel. The type of BPA order will be identified at the order level.
3.2 Ordering Period
The BPA ordering period is a 12-month base period with up to four (4) 12-month option periods.
Each order shall identify its own period of performance, which may extend up to 12 months beyond the expiration of the BPA ordering period, consistent with applicable ordering procedures in effect at time of award.
3.3 Place of Performance
Place of performance will be specified at the order level and may include VA facilities, contractor facilities, and remote/virtual performance as appropriate to the service ordered.
3.4 Travel
Travel requirements will be specified in each order and shall be in accordance with the Federal Travel Regulations (FTR).
Local travel within a 50-mile radius of the contractor's facility or the assigned Government facility is considered the cost of doing business and will not be separately reimbursed, including subsistence and associated labor charges for travel time. Travel for personal convenience or daily commuting will not be reimbursed. Travel, subsistence, and labor charges for travel beyond a 50-mile radius may be authorized on a case-by-case basis with advance approval by the Contracting Officer's Representative (COR). General and Administrative (G&A) costs on travel are not allowable and will not be reimbursed.
3.5 Hours of Operation
Hours of operation will be identified at the order level and shall reflect local time for the parties involved.
3.6 Government-Furnished Information/Equipment
Government-Furnished Information (GFI) and/or Government-Furnished Equipment (GFE), if applicable, will be identified at the order level.
3.7 BPA Ordering Procedures
BPA orders may be issued at any time during the ordering period. The order-level Contracting Officer shall award and administer orders in accordance with the ordering procedures established in this BPA and the applicable FAR Part 12 commercial item/service ordering procedures in effect at the time of ordering, including any subsequent regulatory updates to those procedures.
BPA orders shall be within the scope of the BPA. Only the Contracting Officer for the BPA may modify the BPA itself.
Order of Precedence: The terms and conditions of this BPA apply to all orders issued under it. In the event of inconsistency between the BPA terms and an individual order, the BPA terms and conditions take precedence.
Annual Review: The Government will conduct an annual review of the BPA consistent with applicable ordering regulations, to confirm authorized procedures are being followed and to assess market conditions, sources of supply, pricing, and other factors that may warrant new agreements or modification of existing ones.
Nonconformance: The Government will address nonconformance in accordance with applicable FAR subpart 8.4 procedures governing termination for cause, termination for convenience, and disputes, as in effect at time of order.
At no time shall order prices exceed awarded BPA prices. The discount pricing relationship established under the BPA shall be maintained throughout its life unless modified by the BPA Contracting Officer.
4. Background
4.1 Applicable Laws, Regulations, and Guidance
The Contractor shall perform all services in accordance with applicable federal law and regulation, including but not limited to:
Statutory Authorities
28 U.S.C. § 1346(b), §§ 2671 2680 Federal Tort Claims Act (FTCA)
5 U.S.C. § 552 Freedom of Information Act (FOIA)
5 U.S.C. § 552a, as amended Privacy Act of 1974
5 U.S.C. Chapters 75, 77 Adverse actions; appeals
5 U.S.C. § 504 / 28 U.S.C. § 2412 Equal Access to Justice Act (EAJA)
38 U.S.C. §§ 5901 5905 Recognition of representatives; unauthorized practice
42 U.S.C. § 2000d Title VI, Civil Rights Act of 1964
42 U.S.C. § 2000e et seq. Title VII, Civil Rights Act of 1964
29 U.S.C. § 794 Section 508/Rehabilitation Act (accessibility)
44 U.S.C. § 3541 et seq. Federal Information Security Modernization Act (FISMA) of 2014
44 U.S.C. Chapter 31 Records Management by Federal Agencies
The Administrative Dispute Resolution Act (ADRA) of 1996
Regulatory Authorities
5 CFR Part 177 Administrative claims
29 CFR Part 1614 Federal EEO complaint processing
5 CFR Parts 315, 752, 1201, 1209 Employment, adverse actions, MSPB
38 CFR §§ 14.626 14.637 VA accreditation of representatives
FIPS Pub 201-3 Personal Identity Verification of Federal Employees and Contractors
Federal Rules of Civil Procedure (FRCP)
Federal Acquisition Regulation (FAR) Part 12 Acquisition of Commercial Products and Commercial Services, and BPA ordering procedures thereunder, as in effect at time of ordering
VA Acquisition Regulation (VAAR) and VA Acquisition Manual (VAAM), as applicable
Policy/Guidance
Equal Employment Opportunity Commission (EEOC) Management Directive 110
Model Standards of Conduct for Mediators (www.adr.gov)
VA directives and handbooks governing records retention, information security, and privacy, as applicable at the order level
The Contractor shall remain current with amendments to the above authorities and any additional laws, regulations, or VA policy identified at the order level.
5. Task Areas
Task areas are stated broadly. Individual orders may draw on any combination of the following in any proportion, and are not limited to the specific examples listed.
5.1 Alternate Dispute Resolution (ADR)
The Contractor shall provide ADR services related to workplace disputes, EEO complaints, and facilitation needs across VA, including assignment of neutrals (mediators, facilitators, conflict coaches, arbitrators) within the local commuting area when feasible. Adjudication is not permitted under this task area. Services include, without limitation:
Arbitration Private resolution before one or more neutral arbitrators rendering a binding, court-enforceable award.
Mediation Neutral-facilitated negotiation toward a voluntary, mutually acceptable resolution.
Conciliation Neutral-assisted settlement process involving active proposal of settlement terms, non-binding.
Record development support for all ADR matters, including gathering, organizing, and preparing supporting documentation and evidence.
5.2 Court and Hearing Support Services
The Contractor shall provide the full range of services needed to capture, preserve, and produce the official record of hearings, depositions, investigations, arbitrations, and other proceedings, including:
Court Reporting Certified court reporters/stenographers (or equivalent, e.g., digital/electronic reporters) to record and produce official transcripts; compiling documents and exhibits; reading back portions of the record on request; clarifying inaudible statements.
Transcription Conversion of live or recorded speech into written/electronic text, including AI-assisted transcription where appropriate, with fully operational and serviceable recording/transcription equipment at all times.
Proofreading/Quality Review Accurate editing of AI-generated or draft transcripts against the source recording; production and delivery of complete, accurate final transcripts within order-specified timeframes.
Real-Time Reporting/CART Real-time speech-to-text captioning for proceedings requiring immediate access to the record, including accommodation needs.
Read and Sign Access for deponents and legal representatives to review transcripts and errata sheets, noting page/line discrepancies for verification against the original recording.
Translation and Interpretation Foreign language and sign language interpretation/translation in support of proceedings, upon request.
Remote/Video Proceeding Support Technical and logistical support for remote or hybrid depositions, hearings, and other proceedings, including secure videoconferencing.
Record Development Gathering, organizing, and preparing documentation and exhibits supporting the official proceeding record.
All service providers shall be certified in accordance with applicable state law (e.g., NCRA, NVRA, or state-specific certification) for the jurisdiction in which services are performed, and the Contractor shall furnish proof of certification upon request. VA will provide 24-hour prior notice for expedited assignments; expedited transcripts shall be delivered overnight to VA's Ordering Representative upon request. Certification requirements, cancellation terms, and expedite procedures will be further specified at the order level. Cancellation notices provided at least 24 hours prior to a scheduled appearance shall not incur a cancellation fee, unless otherwise stated at the order level.
5.3 Legal Support Services
The Contractor shall provide comprehensive legal support services spanning case development, research, litigation support, and expert witness services, organized into the following subtask areas:
5.3.1 Case Development, Research, and Analysis Preparing draft documents for attorney review; opening, organizing, and maintaining case files; gathering, sorting, classifying, and interpreting information from multiple sources; identifying gaps, inconsistencies, or issues requiring further inquiry; conducting legal and factual research; coordinating with custodians and stakeholders to obtain responsive information; documenting search and information-processing efforts; compiling authorities into organized reference materials; record development, including gathering, organizing, analyzing, and preparing documentation and evidence.
5.3.2 Litigation and Administrative Claim Support Preparing summaries, chronologies, inventories, and data analyses to support attorney decision-making; identifying and organizing exhibits; scheduling depositions and related meetings; supporting eDiscovery, litigation holds, document acquisition and preparation, data extraction from forensic images, and document analysis; supporting FOIA/Privacy Act appeals, FTCA claims, EAJA processing, and employment/labor litigation matters. All litigation and trial support work product shall be submitted through, and filed by, VA counsel; the Contractor shall not submit filings independently.
5.3.3 Administrative Investigations and Interviews Supporting administrative investigations, including scheduling and coordinating interviews, organizing investigative records, and preparing supporting materials for investigators or administrative judges.
5.3.4 Operational and Case Management Support Entering, updating, and maintaining information in electronic case management systems; scanning, copying, and organizing records; managing case intake; screening and responding to customer/stakeholder communications; monitoring case status and deadlines; closing out matters per established procedures; records retention processing; general project management support. Work shall be performed using checklists, templates, and established guidance, with issues or conflicts elevated to supervising attorneys.
5.3.5 Expert Witness and Technical Analysis Support Providing expert witness services as directed by Agency counsel, including specialized subject-matter analysis and evaluation, preparation of expert reports and opinions, consultation with Agency counsel, development of supporting exhibits, and expert testimony at depositions, hearings, mediations, or trials.
Services under this task area may support, without limitation: eDiscovery; FOIA and Privacy Act appeals; FTCA cases; employment and labor litigation; contract matters; ethics program support; accreditation and fee matters; litigation hold support; document acquisition, preparation, and organization; forensic data extraction and document analysis; EAJA processing; records retention; and general project management.
Contractor personnel shall be fully trained and experienced in their area of expertise commensurate with PWS requirements.
5.4 Training
5.4.1 Litigation Skills Training Training for VA attorneys who represent the Department before the EEOC, Merit Systems Protection Board, Federal Labor Relations Authority, and other legal forums, covering direct and cross-examination, opening statements, closing arguments, exhibit handling, depositions, negotiation, legal writing, and related litigation skills.
5.4.2 ADR and Mediation Training Design, development, and facilitation of customized courses, including meaningful conversations, leading up and advocacy training, group facilitation, workplace civility (including supervisory-level), conflict management, and team building.
Additional or emerging training topics related to litigation, ADR, or court support functions may be added at the order level.
6. Applicable Documents
Conflict of Interest disclosures/certifications, as required at the order level
Additional applicable documents as identified at the order level
7. Deliverables
Deliverables, formats, delivery timeframes, and acceptance criteria shall be identified within each individual order.
