National Veterans Golden Age Games (NVGAG) PICKLEBALL TOURNAMENT EVENT MANAGEMENT

Solicitation / RFP / RFQ

This solicitation is a Request for Quotation (RFQ) for event management and labor for the 2026 National Veterans Golden Age Games (NVGAG) Pickleball Tournament. The event will take place in Tampa, Florida, from June 26 to July 1, 2026, and is expected to accommodate up to 400 Veterans. The Department of Veterans Affairs (VA) is procuring these services to enhance the quality of life for older Veterans through sports and recreation.

• Provide overall onsite tournament event management and labor for the pickleball competition.

• Support a pickleball tournament format for up to 400 Veterans, including male doubles, female doubles, and mixed doubles, with competition divided into eight age groups and skill divisions.

• Implement a double-elimination tournament format (subject to change based on registration).

• Provide a Pickleball Tournament Director and 2-3 Assistants.

• Manage athlete check-in, court setup and breakdown, and ensure daily safety of competition areas.

• Select and manage appropriate bracketing software and provide necessary IT equipment.

• Review and finalize partner pairings, conduct virtual presentations for athletes, and provide a one-page format factsheet.

• Coordinate with NVGAG officials and medical support.

• Provide wristbands for double pairings and a poster explaining their meaning.

• Validate competition results before medal distribution and submit digital copies of results.

• Develop and maintain a quality control program.

• Contract Type: Firm Fixed-Price.

• Period of Performance: March 15, 2026 - July 1, 2026.

• Estimated Value: $22 Million (This appears to be an estimate or ceiling, not a guaranteed award amount).

• RFQ Questions Due: February 20th, 2026, by 10:00 AM ET.

• RFQ Responses Due: February 27th, 2026, by 1:00 PM ET.

• All questions and quotes must be submitted via email to Jaime.Bennett@va.gov.

• Evaluation Factors: Technical Capability (most important) and Price.

• Award will be made to the responsible Contractor whose offer is most advantageous to the Government, considering price and other factors (best value tradeoff).

• This acquisition is set aside for Service-Disabled Veteran-Owned Small Business (SDVOSB) concerns eligible under the SDVOSB Program.

• Contractors must be certified and listed in the SBA certification database and SAM.gov.

• The specific tournament location in Tampa, Florida, is yet to be determined.

• Invoicing must be submitted electronically via Tungsten Network.

• Contractors new to VA are encouraged to complete the VA FORM 10091 for vendorization.

Form / Attachment / Pricing Sheet

This document is Attachment C, a Question and Answer (Q&A) template provided for vendors to submit questions regarding Solicitation 36C10X26Q0052. It outlines the process for submitting inquiries to the government.

• Instructions: Vendors must use this template to submit questions by the due date specified on the RFP SF1449 Page 1.
• Format: Questions should reference the specific location (e.g., section, task) within the solicitation they pertain to and be entered in the designated "Question" cell. Rows can be added as needed.
• Submission: Submit questions via email to the addresses provided in the solicitation.
• Government Response: The government will compile all questions and provide consolidated responses through an amendment to the solicitation.

This template is crucial for bidders to formally ask for clarification on any aspect of the solicitation. Following these instructions ensures that questions are properly recorded, addressed, and that responses are communicated to all potential offerors via an amendment, impacting proposal preparation and understanding of requirements.

Form / Attachment / Pricing Sheet

This document is a Past Performance Questionnaire (PPQ) provided by the Department of Veterans Affairs (VA) Strategic Acquisition Center - Frederick for Request for Proposal (RFP) 36C10X26Q0052. Its purpose is to gather feedback from references regarding a contractor's past performance under a previous contract.

• Contractor Information: Fields to identify the contractor being evaluated and the contract number under which services were provided.
• Reference Information: Fields for the name, title, company, telephone, and email of the person completing the questionnaire.
• Performance Areas: A rating scale (Exceptional, Very Good, Satisfactory, Marginal, Unsatisfactory, N/A) for evaluating performance in Quality, Schedule, Cost Control, Management, Utilization of Small Business, and Regulatory Compliance. Each area includes space for comments.
• Contract Details: Questions about the contract period of performance, dollar value, and a brief description of services provided.
• Overall Recommendation: A section for the reference to provide an overall recommendation on awarding to the contractor.

Offerors should ensure that their references are aware of this questionnaire and are prepared to complete it accurately and promptly. The feedback provided in this PPQ will be a critical factor in the VA's evaluation of past performance for this solicitation. If the questionnaire is for a subcontractor, both the subcontractor's and prime offeror's names must be included. Completed questionnaires should be sent to Jaime.Bennett@va.gov.

Form / Attachment / Pricing Sheet

This document, "Attachment A NVGAG Pickleball Tournament Event Management.xlsx", outlines the services, tasks, deliverables, and associated costs for managing the NVGAG Pickleball Tournament. It serves as a pricing sheet and detailed scope of work for potential bidders.

• Services: Event management for the NVGAG Pickleball Tournament.
• Brief Description: Includes staff services, travel, equipment/supplies, and labor.
• Period of Performance: March 15, 2026 - July 1, 2026.
• Tasks & Deliverables: Detailed breakdown of contractor responsibilities, including:
  • Providing a Tournament Director and assistants.
  • Approving wayfinding signage.
  • On-site setup and safety checks.
  • Reviewing tournament formats and equipment.
  • Managing bracketing software and IT equipment.
  • Creating competitive skill divisions.
  • Conducting virtual presentations and providing informational documents.
  • Coordinating with client teams and attending trainings.
  • Providing wristbands and informational posters.
  • Validating competition results and scanning for upload.
• Pricing: Includes line items for travel (up to four facilitators) totaling $13,972.00. Other labor and service costs are listed with $0.00, indicating they may be included in the travel cost or are to be detailed separately.

This attachment provides critical details for bidders to understand the scope of services required for the pickleball tournament. It specifies the period of performance, key tasks, and deliverables. Bidders must use this information to formulate their proposals, ensuring they can meet all requirements and accurately price their services, particularly the travel component. The $0.00 pricing for many items suggests that a comprehensive cost proposal needs to be developed by the bidder based on the described tasks and labor needs.