Q518--ADAPTIVE SPORTS CLINIC

Summary: This is a Sources Sought notice and a request for quotes. This request is solely for the purpose
of conducting market research to enhance VHA’s understanding of the market’s offered products,
services and capabilities. The Government will not pay any costs for responses submitted in response to this Sources Sought.
This Sources Sought notice provides an opportunity for respondents to submit their notice of ability, and their available products and services in response to the requirement described below. Vendors are invited
to submit information relative to their potential of fulfilling the requirement below, in the form of a capability response that addresses the specific requirement identified in this Sources Sought.
The Veterans Health Administration (VHA) is seeking a vendor to provide the following products and/or
services below. Please see the General Requirements section below for the requested products/services
and descriptions. This Sources Sought is to facilitate the Contracting Officer’s review of the market base,
for acquisition planning, size determination, and procurement strategy.
The Boston VAMC is seeking capable sources to provide the following adaptive sports clinic support .
PERFORMANCE WORK STATEMET – WINTER SPORTS CLINIC JANUARY 2026
2026 New England Adaptive Winter Sports Clinics (NEAWSC): The mission of the
VA New England Adaptive Winter Sports Clinic is to introduce and provide a variety of
healthy activities and adaptive winter sports modalities using specialized instruction, adaptive equipment, determination, compassion, and drive to empower disabled Veterans to lead healthy lifestyles and regain independence after sustaining life-altering injury or trauma. This program integrates the Veterans’ families, caregivers, community support, and dedicated volunteers to provide a positive impact and assist in the
physical, social, emotional, and cognitive recovery and overall well-being of disabled Veterans.
Many of the Veteran participants in these clinics suffer from mental health diagnoses,
including Military Sexual Trauma (MST), Post Traumatic Stress Disorder (PTSD),
Traumatic Brain Injury (TBI), and others, which require extreme rapport and established
relationships with Veterans actively undergoing specialized treatments for these
diagnoses. Any contractor, volunteer or outside entity involved with these clinics must
be able to provide experiential evidence of their ability to cater to the specific needs of
Veterans with these and other mental health diagnoses.
Specifications: Provide complete, wholistic event coordination for lodging, meals,
opening and closing ceremony setup and all other physical, on-site liaison coordination
for the VA New England Adaptive Winter Sports Clinic. This must include participation in
all planning meetings leading up to the event with VA staff, all pre-event site visitations
and coordination with hotel staff, and all other event planning requirements for the New
England Winter Sports Clinic January 12th – 16th, 2026, with early setup and advanced party arrival beginning after 5pm on January 11th, 2026. The hotel has been vetted for space and ADA accommodation, the hotel of choice for
the winter sports clinic will be the Hilton Garden Inn in Hanover, Lebanon. The event planner will serve as an onsite liaison between clinic personnel and hotel staff. The
event coordinator must be involved in all pre-planning meetings coordinated by the
Adaptive Sports Coordinator for VA Boston and must provide on-site hotel coordination
and troubleshooting during the entirety of the event. All pre-arrangements for lodging
and meals on-site must be directly coordinated with the hotel, based on the Veteran
volunteer dietary restriction information provided by the Adaptive Sports Coordinator for
the clinic.Prepare meeting space within each hotel’s conference room to accommodate up to 175
participants, with wheelchair access for event registration, team breakout groups and
awards presentations.
Room rates should not exceed the maximum government travel per diem lodging rates
for the Lebanon, NH area.
Coordinate for the provision of catered breakfasts, limited on-site contingency lunches,
and dinners, for the clinic in the following numbers:
Winter Clinic
Breakfast 500
Buffet Dinner (Tues and Wed) 250
Hotel Lunches (Mon – Thurs) 55
Plated Dinner (Mon and Thurs) 300
Gluten Free Dinner 10
Meals provided should not exceed the allowable per-diem rate for the New Hampshire
location. Note: providing meals to volunteers and Veterans during this event is
appropriate, in accordance with VA Financial Policy, Volume II, Chapter 4:
Awards, Ceremonies, Food or Refreshments, Gifts or Mementos, subsection
040505: Special Circumstance Authorizing for Food or Refreshments.
Confirmation of the appropriate use of these funds was given by the VA Boston
CFO in October 2022 (details can be shared upon request).
Lodging rooms must be arranged for volunteers to provide aid, service, and attendance
to the disabled Veterans participating in this rehabilitative program. Meals and
conference space are arranged by the event planner, for use by both clinic volunteers
and participating Veterans. Lodging rate for volunteers for the clinic must not exceed the
2026 per diem rate for the Lebenon, NH area and VA is a tax-free entity and no room or
lodging taxes should be included in room costs. The event planner must coordinate for
10 rooms for advanced party/setup volunteers on January 11th, and up to 35 rooms per
night July 12th – 16th (a majority double rooms configuration). Total volunteer room
nights that must be coordinated are up to (planner must ensure up to the maximum
number and prepare for less based on clinic needs) 150 room nights at the listed per diem rate, without taxes (10 rooms x 1 night + up to 35 rooms x 4 nights = 150 room
nights).
Additionally, the event coordinator must ensure a room block of 42 self-pay rooms for
Veterans for their lodging during this event, with all available hotel ADA accessible
rooms within this block. Veterans will self-pay for these rooms, which must be provided
at the per diem rate for the Lebenon area + applicable taxes. The event coordinator
must ensure a mix of single and double rooms are available within these blocks, with all
available double room configurations available for our event during the dates specified,
to maximize the flexibility of Veterans and volunteers needing to share rooms.
Pre and Post Days:
The hotel will offer the discounted, federal per diem rate for up to one day prior and one
day after the official adaptive clinic dates mentioned above.
Smoke Free Hotel:
The Hilton Garden Inn, Hanover-Lebanon in New Hampshire is the only hotels in the
clinic area that meets all requirements for the event and is completely smoke free.
Participants are welcome to smoke outside in designated areas.
ADA Compliance:
The hotel is ADA compliant and all ADA compliance accessible rooms within the hotel
must be reserved for the room block for the event.
Meeting Space Requirements
The hotel will provide adequate conference room space to accommodate all
participants, with wheelchair access and ADA accessibility for event registration, team
breakout groups and awards presentations.
Audio Visual: Both clinics will require full AV setup in the ballroom on Monday evening
and Thursday evening before 5pm for our opening and closing ceremonies. Thursday
for closing we will present awards and will be showing a slide show and the event
coordinator must ensure that the hotel provides a projector and screen for this purpose.
PRICE/COST SCHEDULE
WINTER CLINIC January 11th - 16th, 2026 Hilton Garden Inn Hanover Lebanon
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Item Room Nights Unit Cost per room (per diem rate) Total
1 150 EA
Lodging for volunteers for VA New England Adaptive Winter Sports Clinic. Cost of rooms shall not exceed the Per Diem Rate
In addition to the 150 room nights for our volunteers, the hotel must also have a block of self pay rooms for our Veterans,
which must include all ADA accessible rooms in the hotel. These must include all handicap accessible rooms for Veterans to
reserve during the same period. These rooms are private pay but should be included at the per diem rate + applicable taxes.
Line
Item
Meeting Space and
AV Setup Unit Cost Total
2 1 EA TBD TBD
The facility will setup and make available Ballroom space for use during registration, opening and closing ceremonies, and
throughout the duration of the event for clinic use and storage. Full AV set-up should be provided by the facility for the opening and closing ceremonies. Closing ceremonies will require a slideshow projector and projection screen.
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Item Breakfasts Unit Cost per meal Total
3 500 EA
The facility will provide catered breakfasts not to exceed the per diem rate of
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Item Dinners Unit Cost per meal Total
4 550 EA
The facility will provide catered dinners in the following quantities and type:
Tuesday and Wednesday - Buffet Dinner for 100 participants per day)
Monday and Thursday - For Opening and Closing Ceremonies, plated dinners for 130 and 160 respectively – total of 300).
The costs for plated and buffet meals are not to exceed the per diem rate.
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Item Boxed Lunches Unit Cost per meal Total
5 55 EA
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Item Gluten Free Meals Unit Cost per meal Total
6 10 EA
Facility will provide 10 gluten-free meals to account for dietary restrictions.
Performance Period: The anticipated contract will be a 12-month base award with the possibility of four
12-month options.
The VA requests capable and interested vendors respond by 09:00 EST on August 8, 2025, by completing
answers to the below information via email to ophelia.wilson@va.gov.
1. Company Name
2. Company Duns
3. Company Socioeconomic Status, i.e. Large Business, Small Business, 8(a), SDVOSB, VOSB, etc.
4. Applicable NAICS Codes
5. Three Past Performance References providing the same or similar support
6. Description of previous experience providing services to patients diagnosed with PTSD,
MST and various Behavioral Health diagnosis
7. Please provide Past Performance of work done with the Adaptive Sports clinic
8. Please provide an overview of company access to resources, experience and staff capable
to provide services to patients diagnosed with PTSD, MST and various Behavioral Health
diagnosis
9. Capability Statements