R615--Beneficiary Locator and Outreach Services VBA Philadelphia - Insurances Services

The RFI aims to:

1. Gain insight into current industry capabilities and best practices regarding beneficiary locator and outreach services.

2. Understand cost structures and pricing models for such services.

3. Assess potential vendors' abilities to meet the requirements stipulated in the PWS.

3.0 Background

VA Insurance Service and Operations Center (INS) offers valuable life insurance benefits and services that provide Veterans with peace of mind and financial security for their beneficiaries. VA INS is responsible for the administration and oversight of eleven government life insurance programs, which provide $1.5T in total coverage to 5.5 million Veterans, Service members, and their families.

In accordance with the Faster Payment to Veteran s Survivors Act of 2022 (Public Law No. 117-313), VA INS requires locator and outreach services to assist with locating difficult to find beneficiaries and establishing contact with beneficiaries to facilitate the completion of claims.

The locator and outreach services will allow VA INS employees to efficiently and effectively disburse payments to beneficiaries who are entitled to VA Insurance proceeds faster and improve the accuracy and timeliness of claims processing.

4.0 Scope

Vendors are requested to provide information on their capabilities to support the following areas:

A. Electronic address search

B. Genealogical research

C. Encrypted file transfer solution

D. Claims outreach mailings

E. Return mail processing for returned outreach letters

5.0 Information Requested

Responses shall include the following information:

1. Company Information:

a. Name of the company

b. Contact information (address, phone number, email)

c. Point of contact

d. Company overview

2. Service & Technology Capabilities:

a. Description of specific services offered that align with the PWS outlined tasks.

b. Outline the processes you use for locating potential beneficiaries.

c. Types of technologies and tools used (CLEAR, Enformion, etc.).

d. Reporting and analytics capabilities.

e. Sample case studies or examples of successful locator service.

f. Experience with similar projects, particularly within the VA or similar government agencies.

g. Capability to capture images of sent outreach letters and providing copies of sent letters to VA.

3. Cost Structure:

a. Pricing models (per transaction, subscription, tiered pricing, etc.).

b. Estimated cost metrics for complex genealogical research.

c. Factors influencing cost variability.

d. Line item structure used in previous contracts (commercial or government) and/or structure recommendations.

5. Compliance and Security:

a. Approach to ensuring compliance with VA, federal, and industry standards.

b. Data protection and privacy measures.

5. Key Personnel:

a. Qualifications/labor categories of key team members likely to be involved in the project.

b. Experience with genealogical research and similar projects.

6. Additional Information: Any other relevant information that would assist the VA in understanding the vendor s capabilities and cost/pricing structures.

6.0 Submission Guidelines

Interested parties are requested to respond to this RFI:

a. In Microsoft Word for Office or compatible format and shall not exceed 20 pages plus a cover page. A page is defined as each face of an 8.5 x 11 sheet with information contained within a one-inch margin on all sides. Font type shall be Times Roman 12 point unless provided in table format. Tables may utilize Times Roman 10 point. 

b. Include RFI Response: Beneficiary Locator Service in the subject line of the email.

7.0 Disclaimer

This RFI is issued solely for information and planning purposes and does not constitute a solicitation. Responses to this RFI will not obligate the Department of Veterans Affairs to any contractual action. All information submitted in response to this RFI will remain confidential.