DE01--EEG Closed Caption Pro Encoders Support (VA-26-00048876) | POP : 08-03-2026 to 08-02-2027| Avery/Morgan

Solicitation / RFP / RFQ

The Department of Veterans Affairs (VA), Program Contracting Activity Central (PCAC) is conducting market research for Closed Caption Pro Encoder Support Services for the Institute for Learning, Education and Development (ILEAD) in Saint Louis, MO. This notice seeks information from potential sources interested in and capable of providing these services.

• Provide Closed Caption Pro Encoder Support Services.

• Specific focus on EEG HD492 and Encoder Pro Card OpenGear.

• Annual technical support for specified encoders.

• Firmware support for Closed Caption Pro Encoders (EEG HD492-O-O1G).

• Must be an authorized dealer/sales partner/reseller for technical support and firmware updates for five (5) EEG HD492-O-O1G Closed Caption Pro Encoders.

• Provide an authorized dealer/distributor letter.

• Comply with Limitations on Subcontracting.

• Period of Performance (POP): 08-03-2026 to 08-02-2027.

• Product Service Code (PSC): DE01 (Note: The RFI also suggests DH01 - IT and Telecom – Platform Support Services: Database, Mainframe, Middleware (labor)).

• NAICS Code: 541519 – Other Computer Related Services.

• This is a Request for Information (RFI) for market research purposes, not a solicitation.

• Responses are not considered offers and cannot be accepted to form a binding contract.

• No evaluation letters or results will be issued.

• The VA may contact respondents for additional information.

• The government reserves the right to change acquisition strategy, evaluation methodology, contract type, etc.

• Key Deadline: April 17, 2026, 1:00 pm Eastern Time.

• Vendors must indicate eligibility for small business programs (SB, HUBZone, 8(a), SDB, WO, SDVOSB, VOSB) or if they are a Large Business.

• Responses will assist the VA in determining potential set-aside categories.

• The attached DRAFT Product Description provides full details.

• Attached documents include: PD_CLOSED CAPTION PRO ENCODER SUPPORT_APR 6 2026 and Limitations on Subcontracting for Supplies - PRE-SOL Certification.

• Submit responses to Rachael Avery (rachael.avery@va.gov) and Kymberly Morgan (kymberly.morgan@va.gov).

Form / Attachment / Pricing Sheet

This document is the VA Notice of Limitations on Subcontracting—Certificate of Compliance for Services and Construction (JAN 2023) (DEVIATION). It requires offerors to certify their compliance with subcontracting limitations if awarded a contract.

• Services: Offeror certifies they will not pay more than 50% of the contract amount to firms that are not certified SDVOSBs or VOSBs.
• General Construction: Offeror certifies they will not pay more than 85% of the contract amount to firms that are not certified SDVOSBs or VOSBs.
• Special Trade Construction: Offeror certifies they will not pay more than 75% of the contract amount to firms that are not certified SDVOSBs or VOSBs.
• The certification acknowledges potential penalties under Title 18, United States Code, Section 1001 for false certifications.
• The offeror agrees to provide documentation to VA to demonstrate compliance upon request.
• A completed, signed, and returned certification is mandatory for offer consideration.

This form is critical for bidders to understand and acknowledge the subcontracting limitations specific to the contract type (services, general construction, or special trade construction). Failure to complete and submit this certification will render the offer ineligible for award.

Product Description (PD)

This document outlines the requirements for annual support and firmware updates for five (5) EEG HD492-O-O1G Closed Caption Pro Encoders used by the Department of Veterans Affairs (VA), Institute for Learning, Education, and Development (ILEAD) broadcast facility in St. Louis, Missouri. The VA is undergoing a reorganization, and contractors must remain adaptable to potential changes.

• Annual support and firmware updates for five (5) EEG HD492-O-O1G Closed Caption Pro Encoders.

• Support includes Encoder Pro HD492 and Encoder Pro Card OpenGear Annual Support.

• The encoders feature iCap connectivity, Lexi cloud-hosted captioning, multiple input options (serial, dial-up), CCMatch™ module, CTA-708 standard captioning, GPI triggers, web-streaming modules, local logging, and relay-bypassed video paths.

• A Service Level Agreement (SLA) is required.

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

• Support shall be available on the date of contract award.

• The remote support will be delivered at ILEAD Jefferson Barracks VAMC, St. Louis, MO.

• Contractors must comply with all applicable records management laws and regulations, including NARA policies.

• All data created for Government use are considered Federal records.

• Contractors must prevent unauthorized destruction or alienation of records.

• Records management training is required for contractor employees.

• The ILEAD owns the rights to all data and records produced under the contract.

• No applicable documents were referenced in this Product Description.