36C10B26R0006.pdf

PAGE 1 OF 1. REQUISITION NO.

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NO. 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE

a. NAME b. TELEPHONE NO. (No Collect Calls) 8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY CODE 10. THIS ACQUISITION IS UNRESTRICTED OR SET ASIDE: % FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

17a. CONTRACTOR/OFFEROR CODE FACILITY CODE 18a. PAYMENT WILL BE MADE BY CODE

TELEPHONE NO. UEI: EFT:

PHONE: FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19. 20. 21. 22. 23. 24.

ITEM NO. SCHEDULE OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA ARE ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________ 29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DATED ________________________________. YOUR OFFER ON SOLICITATION

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY (BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION (REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

36C10B26R0006 03-20-2026

Brandon Caltabilota 848-377-51577 04-03-2026

10:00AM EDT

Department of Veterans Affairs

Technology Acquisition Center

23 Christopher Way

Eatontown NJ 07724

X

541511

$34 Million

N/A

X

See Delivery Schedule

Technology Acquisition Center

23 Christopher Way

Eatontown NJ 07724

Financial Services Center

PO Box 149971

Austin, TX 78714-8971

See website at: http://www.fsc.va.gov/einvoice.asp

See CONTINUATION Page

Ambient Scribe Enterprise

Indefinite Delivery Indefinite Quantity (IDIQ)

Contract Type: Firm-Fixed-Price

--- Points of Contact ---

Contract Specialist:

Brandon Caltabilota, Brandon.Caltabilota@va.gov

Contracting Officer:

Meghan McCloskey, Meghan.McCloskey@va.gov

Meghan McCloskey

Contracting Officer

36C10B26R0006

Table of Contents

SECTION A

A.1 SF 1449 SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES

A.2 COMBINED SYNOPSIS/SOLICITATION

A.3 GOVERNING LAW

A.4 SOFTWARE LICENSE, MAINTENANCE AND TECHNICAL SUPPORT:

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 PRICE SCHEDULE

B.3 PERFORMANCE WORK STATEMENT

SECTION C - CONTRACT CLAUSES

C.1 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.2 52.216-18 ORDERING (AUG 2020)

C.3 52.216-19 ORDER LIMITATIONS (OCT 1995)

C.4 52.216-22 INDEFINITE QUANTITY (NOV 2025) (DEVIATION) (OCT 2025)

(DEVIATION)

C.5 VAAR 852.204-72 PERSONNEL VETTING AND CREDENTIALING (MAR 2026) ..73

C.6 VAAR 852.211-76 LIQUIDATED DAMAGES – REIMBURSEMENT FOR DATA

BREACH COSTS (FEB 2023) ALTERNATE I (FEB 2023)

C.7 METRICS

C.8 MANDATORY WRITTEN DISCLOSURES

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

D.1 Attachment 001 – Pricing Spreadsheet

D.2 Attachment 002 – Business Associate Agreement

SECTION E - SOLICITATION PROVISIONS

E.1 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

E.2 52.216-1 TYPE OF CONTRACT (NOV 2025) (DEVIATION)

E.3 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.4 52.240-90 SECURITY PROHIBITIONS AND EXCLUSIONS REPRESENTATIONS

AND CERTIFICATIONS (NOV 2025) (DEVIATION)

E.5 BASIS FOR AWARD

E.6 PROPOSAL SUBMISSION INSTRUCTIONS

A.2 COMBINED SYNOPSIS/SOLICITATION

This is a combined synopsis/solicitation for commercial products or commercial services prepared in accordance with part 12. This announcement constitutes the only solicitation. Offers are being requested and a separate written solicitation will not be issued.

i. Solicitation number 36C10B26R0006 is issued as a Request for Proposal (RFP) for Ambient Scribe.

ii. This acquisition is not set-aside for small business concerns. This solicitation incorporates provisions and clauses by reference. The full text of provisions and clauses may be accessed electronically at www.acquisition.gov.

iii. See Section B.2 below for the Price Schedule.

iv. The purpose of this Indefinite Delivery Indefinite Quantity (IDIQ) contract is to provide a Commercial-Off-the-Shelf (COTS), cloud-based, ambient scribe solution to transcribe clinical encounters, generate notes, and other Artificial Intelligence (AI) advanced functionalities to improve the efficiency of medical care utilizing a Software as a Service (SaaS) delivery model with AI techniques and technologies. This solution shall integrate with VA’s Electronic Health Record (EHR) systems and workflows so providers can initiate encounter recordings. This mitigates the need for manual entry of patient identifying information and enables automatic insertion of draft notes into

EHR.

v. This is an IDIQ Multiple Award Task Order (MATO) contract. Individual Task

Orders (TO) shall be issued on a Firm-Fixed-Price basis. The ordering period for the basic contract shall be 5-years following the date of award.

vi. See Section E for the incorporated provisions.

vii. See Section C for the incorporated clauses.

viii. Any questions/concerns shall be submitted by March 26, 2026 by 3:00 p.m.

EST with the subject line “Questions – 36C10B26R0006 – Ambient Scribe” to:

Brandon Caltabilota, Contract Specialist at Brandon.Caltabilota@va.gov and Meghan McCloskey, Contracting Officer at Meghan.McCloskey@va.gov.

http://www.acquisition.gov/ mailto:Brandon.Caltabilota@va.gov mailto:Meghan.McCloskey@va.gov

A.3 GOVERNING LAW

Federal law and regulations, including the Federal Acquisition Regulations (FAR), shall govern this Contract/Order. Commercial license agreements may be made a part of this Contract/Order but only if both parties expressly make them an addendum hereto, as permitted by FAR Overhaul 12.107. If the commercial license agreement is not made an addendum, it shall not apply, govern, be a part of or have any effect whatsoever on the Contract/Order; this includes, but is not limited to, any agreement embedded in the computer software (clickwrap), any agreement that is otherwise delivered with or provided to the Government with the commercial computer software or documentation (shrinkwrap), or any other license agreement otherwise referred to in any document. If a commercial license agreement is made an addendum, only those provisions addressing data rights regarding the Government’s use, duplication and disclosure of data (e.g., restricted computer software) are included and made a part of this Contract/Order, and only to the extent that those provisions are not duplicative or inconsistent with Federal law, Federal regulation, the incorporated FAR clauses and the provisions of this Contract/Order; those provisions in the commercial license agreement that do not address data rights regarding the Government’s use, duplication and disclosure of data shall not be included or made a part of the Contract/Order. Federal law and regulation including, without limitation, the Contract Disputes Act (41 U.S.C. § 7101 et seq.), the Anti-Deficiency Act (31 U.S.C. § 1341 et seq.), the Competition in Contracting Act (41 U.S.C. § 3301 et seq.), the Prompt Payment Act (31 U.S.C. § 3901 et seq.), Contracts for Data Processing or Maintenance (38 USC § 5725), and FAR clauses 52.212-4 and 52.227-14 shall supersede, control, and render ineffective any inconsistent, conflicting, or duplicative provision in any commercial license agreement. In the event of conflict between this clause and any provision in the Contract/Order or the commercial license agreement or elsewhere, the terms of this clause shall prevail. The Contractor shall deliver to the Government all data first produced under this Contract/Order with unlimited rights as defined by FAR 52.227-14. Claims of patent or copyright infringement brought against the Government as a party shall be defended by the U.S.

Department of Justice (DOJ) in accordance with 28 U.S.C. § 516; at the discretion of DOJ, the Contractor may be allowed reasonable participation in the defense of the litigation. Any additional changes to the Contract/Order must be made by modification (Standard Form 30) and shall only be made by a warranted Contracting Officer. Nothing in this Contract/Order or any commercial license agreement shall be construed as a waiver of sovereign immunity.

A.4 SOFTWARE LICENSE, MAINTENANCE AND TECHNICAL SUPPORT:

(1). Definitions.

a) Licensee. The term “licensee” shall mean the U.S. Department of Veterans Affairs (“VA”) and is synonymous with “Government.”

b) Licensor. The term “licensor” shall mean the Contractor having the necessary license or ownership rights to deliver license, software maintenance and support of the computer software being acquired.

The term “Contractor” is the party identified in Block 17a on the SF1449. If the Contractor is a reseller and not the Licensor, the

Contractor remains responsible for performance under this Contract/Order.

c) Software. The term “software” shall mean the licensed computer software product(s) cited in the Schedule of Supplies/Services.

d) Maintenance. The term “maintenance” is the process of enhancing and optimizing software, as well as remedying defects. It shall include all new fixes, patches, releases, updates, versions and upgrades, as further defined below.

e) Technical Support. The term “technical support” refers to the range of services providing assistance for the software via the telephone, email, a website or otherwise.

f) Release or Update. The term “release” or “update” are terms that refer to a revision of software that contains defect corrections, minor enhancements or improvements of the software’s functionality. This is usually designated by a change in the number to the right of the decimal point (e.g., from Version 5.3 to 5.4). An example of an update is the addition of new hardware.

g) Version or Upgrade. The term “version” or “upgrade” are terms that refer to a revision of software that contains new or improved functionality. This is usually designated by a change in the number to the left of the decimal point (e.g., from Version 5.4 to 6).

(2). Software License.

a) Notwithstanding any contrary provisions contained in the Contractor’s standard commercial license, the Contractor agrees that the Government will have the rights that are set forth in paragraph (b) below to use, duplicate or disclose any commercial computer software delivered under this Contract/Order.

b) The commercial computer software delivered under this Contract/Order may not be used, reproduced, or disclosed by the Government except as provided below or as expressly stated otherwise in this Contract/Order. The commercial computer software may be-

• Used or copied for use with the computer(s) for which it was acquired, including use at any Government installation to which the computer(s) may be transferred;

• Used or copied for use with a backup computer if any computer for which it was acquired is inoperative;

• Reproduced for safekeeping (archives) or backup purposes;

• Modified, adapted, or combined with other computer software, provided that the modified, adapted, or combined portions of the derivative software incorporating any of the delivered, commercial computer software shall be subject to same restrictions set forth in this Contract/Order;

• Disclosed to and reproduced for use by support service Contractors or their subcontractors, subject to the same restrictions set forth in this Contract/Order; and

• Used or copied for use with a replacement computer.

If the commercial computer software is otherwise available without disclosure restrictions, the Contractor licenses it to the Government without disclosure restrictions. The terms and provisions of this Contract/Order shall comply with Federal laws and the Federal Acquisition Regulation.

c) The Contractor shall affix a notice substantially as follows to any commercial computer software delivered under this Contract/Order: “Notice-Notwithstanding any other license agreement that may pertain to, or accompany the delivery of, this computer software, the rights of the Government regarding its use, reproduction and disclosure are as set forth in Government Contract No.______________________.” Any data delivered shall be submitted and protected IAW VA handbook 6500.

d) Unless otherwise stated in the Schedule of Supplies/Services, the Performance Work Statement or Product Description, the software license provided to the Government is a perpetual, nonexclusive license to use the software.

e) The Government may use the software in a networked environment.

f) Any dispute regarding the license grant or usage limitations shall be resolved in accordance with the Disputes Clause incorporated in FAR Overhaul 52.212-4(e).

g) All limitations of software usage are expressly stated in the Schedule of Supplies/Services and the Performance Work Statement/Product Description.

(3). Software Maintenance and Technical Support.

a) If the Government desires to continue software maintenance and support beyond the period of performance identified in this Contract/Order, the Government will issue a separate contract or order for maintenance and support. Conversely, if a contract or order for continuing software maintenance and technical support is not received, the Contractor is neither authorized nor permitted to renew any of the previously furnished services.

b) The Contractor shall provide software support services, which includes periodic updates, enhancements and corrections to the software, and reasonable technical support, all of which are customarily provided by the Contractor to its commercial customers so as to cause the software to perform according to its specifications, documentation or demonstrated claims.

c) Any telephone support provided by Contractor shall be at no additional cost.

d) The Contractor shall provide all maintenance services in a timely manner in accordance with the Contractor’s customary practice or as defined in the Performance Work Statement or Product Description. However, prolonged delay (exceeding 2 business days) in resolving software problems will be noted in the

Government’s various past performance records on the Contractor (e.g., www.cpars.gov).

e) If the Government allows the maintenance and support to lapse and subsequently wishes to reinstate it, any reinstatement fee charged shall not exceed the amounts that would have been charged if the Government had not allowed the subscription to lapse.

(4). Disabling Software Code. The Government requires delivery of computer software that does not contain any code that will, upon the occurrence or the nonoccurrence of any event, disable the software. Such code includes but is not limited to a computer virus, restrictive key, node lock, time-out or other function, whether implemented by electronic, mechanical, or other means, which limits or hinders the use or access to any computer software based on residency on a specific hardware configuration, frequency of duration of use, or other limiting criteria. If any such disabling code is present, the Contractor agrees to indemnify the Government for all damages suffered as a result of a disabling caused by such code, and the contractor agrees to remove such code upon the Government’s request at no extra cost to the Government. Inability of the Contractor to remove the disabling software code will be considered an inexcusable delay and a material breach of contract, and the Government may exercise its right to terminate for cause. In addition, the Government is permitted to remove the code as it deems appropriate and charge the Contractor for consideration for the time and effort expended in removing the code.

(5). Manuals and Publications. Upon Government request, the Contractor shall furnish the most current version of the user manual and publications for all products/services provided under this Contract/Order at no cost.

http://www.cpars.gov/

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

(continuation from Standard Form 1449, Block 18A.)

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR: TBD

b. GOVERNMENT: Contracting Officer 36C10B, Meghan McCloskey

Office of Procurement, Acquisition and Logistics Technology Acquisition Center 23 Christopher Way Eatontown, NJ 07724

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

[X] 52.232-33, Payment by Electronic Funds Transfer – System for Award Management

[ ] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly [ ]

b. Semi-Annually [ ]

c. Other [X] After Government acceptance of deliverables under individual Task Orders in Section

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

5. ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

AMENDMENT NO DATE

B.2 PRICE SCHEDULE

IDIQ ORDERING PERIOD

CLIN

DESCRIPTION

QTY

UNIT

UNIT

PRICE

TOTAL

PRICE

Ambient Scribe Solution License IAW Basic PWS Paragraphs 5.1.1, 5.1.5, 5.1.6, 5.1.11, 5.1.12, and 5.1.12.1 through 5.1.12.2.

The following Firm-Fixed-Price per user-month rates represent the maximum allowable rates for each Ordering Year.

These rates shall apply to all Task Orders issued under this contract during the applicable Ordering Year:

Ordering Year 1: $______ Ordering Year 2: $______ Ordering Year 3: $______ Ordering Year 4: $______ Ordering Year 5: $______

The Firm-Fixed-Price per User-Month shall include all enhancements, upgrades, improvements, travel, and additional capabilities that become part of the Contractor’s generally available commercial Ambient Scribe solution during the Period of Performance.

The Government shall not be required to pay additional fees for functionality incorporated into the Contractor’s standard commercial offering.

Offerors shall incorporate all anticipated costs associated with such commercially available product updates and capability integration into the proposed Firm-Fixed-Price per User- Month. No additional charges shall be permitted for functionality incorporated into the Contractor’s generally available commercial solution.

Maximum 4,700,000

User Months

Platform Functional Requirements IAW Basic PWS Paragraphs 5.1.2,

5.1.2.1 through 5.1.2.3, and 5.1.7

Specific task(s) and deliverable(s) shall be defined in each individual Task Order.

1 LO $ $

EHR Integration IAW Basic PWS Paragraphs 5.1.3 and 5.1.4

Specific task(s) and deliverable(s) shall be defined in each individual Task Order.

1 EA $ $

Site Configurations IAW Basic PWS Paragraph 5.1.8

Specific task(s) and deliverable(s) shall be defined in each individual Task Order.

1 LO $ $

Additional Capabilities IAW Basic PWS Paragraph 5.1.9

Specific task(s) and deliverable(s) shall be defined in each individual Task Order.

1 LO $ $

Specialty Service Templates IAW Basic PWS Paragraph 5.1.10.

Specific task(s) and deliverable(s) shall be defined in each individual Task Order.

120 EA $ $

Transition and Orientation Support IAW Basic PWS Paragraph 5.2.

Specific task(s) and deliverable(s) shall be defined in each individual Task Order.

1 LO NSP NSP

Contract Management IAW Basic PWS Paragraph 5.3, inclusive of all subparagraphs

Specific task(s) and deliverable(s) shall be defined in each individual Task Order.

20 EA $ $

0008AA

Monthly Report IAW Basic PWS Paragraph 5.3.3.1.

Due on the first business day of the month following contract award and on

1 LO NSP NSP

the first business day of each subsequent month thereafter.

0008AB

Quarterly Summary Report IAW Basic PWS Paragraph 5.3.3.2.

Due on the first business day of the quarter following contract award and on the first business day of each subsequent quarter thereafter.

1 LO NSP NSP

Custom-Developed Code Package IAW Basic PWS Paragraph 6.1.11.

Due 2 days after each release, throughout the development process

Electronic submission to the VA GitHub Source Code Inventory Repository.

1 LO NSP NSP

Contractor Staff Roster IAW Basic PWS Paragraph 6.2.2.

Due 3 days after contract award and updated throughout the PoP.

1 LO NSP NSP

AI System/LLM Development and Operation Document Package IAW Basic PWS Paragraph 6.7.1.

Due 15 days ARO and updated annually thereafter as revisions require.

1 LO NSP NSP

Compliance Monitoring and Reporting Plan IAW Basic PWS Paragraph 6.7.2.

Due 30 days ARO.

1 LO NSP NSP

Corrective Action Plan IAW Basic PWS Paragraph 6.7.2.

Due 10 business days after identification of any deviation of AI Principles.

1 LO NSP NSP

AI Model/LLM Change Disclosure IAW Basic PWS Paragraph 6.7.3.

Due 30 days prior to implementation of change.

1 LO NSP NSP

Contract Maximum/Minimum Ceiling:

In accordance with (IAW) Section C, clause 52.216-22, “Indefinite Quantity,” the Maximum Overall Value of the Ambient Scribe IDIQ contracts is $775,720,000.00. This amount represents the total cumulative dollar value of all Task Orders that may be issued under this contract during the ordering period. IAW Section C, clause 52.216-22, the Minimum Guaranteed Value under this contract is $2,500.00, which shall be satisfied through the issuance of one or more Task Orders. The Government reserves the right to award initial orders at the time of the basic contract award on a sole source basis pursuant to FAR 16.507-6(b)(4) at amounts which may exceed the minimum guaranteed value.

No order under this Ambient Scribe IDIQ contract shall be awarded in excess of the total remaining contract ceiling amount. No Task Order shall cause the cumulative value of all orders issued under this contract to exceed the Maximum Overall Value established herein.

For CLIN 0001, orders are further limited to a cumulative maximum quantity of 4,700,000 User-Months, and shall not exceed the associated Not-to-Exceed contract ceiling amount established in Section B. The Government is not obligated to order the maximum quantity or value.

B.3 PERFORMANCE WORK STATEMENT

PERFORMANCE WORK STATEMENT (PWS)

DEPARTMENT OF VETERANS AFFAIRS

Veterans Health Administration

Digital Health Office

Ambient Scribe

Date: February 27, 2026

VA-26-00012979

PWS Version Number: 1.9

1.0 BACKGROUND

The mission of the Department of Veterans Affairs (VA) Veterans Health Administration (VHA) is to provide superior healthcare services to Veterans of the United States. As the largest integrated healthcare system in the country, VA is uniquely positioned to develop and provide advanced healthcare capabilities to over 9 million Veterans. One significant challenge facing the VA and its ability to deliver high quality and reliable patient care to our Nation’s Veterans is the increase in demand for veteran patients to be seen within the VA healthcare system. In the short window of time allocated for each patient appointment, providers have a multitude of clinical and administrative tasks to be completed. This increases risk of important information being omitted due to rushed interviews and contributes to provider burn out. The myriad of tasks expected of providers beyond caring for patients puts significant cognitive burden and increased strain on them professionally. This strain has the potential to negatively impact patient care. It can also contribute to provider attrition, causing additional impact to Veterans and clinical staff.

One method to reduce the risk of missing vital clinical information that impacts patient care planning and reducing cognitive burden for our providers is the use of ambient scribe technology. Artificial Intelligence (AI) ambient scribes utilize a microphone on a secure device. The ambient AI scribe transcribes patient encounters. It then uses machine learning and natural-language processing to summarize the conversation's clinical content and produce a transcribed note documenting the visit. Such transcribed conversations between patients and providers automatically leverage AI technologies to create notes in the appropriate format (generate clinical documentation) and summarize a patient’s visit. Automating these tasks increases accuracy of information, saves the providers time, and reduces their mental strain. Visit notes that include a patient’s care plan is a critical component of treatment and care delivery. The software functions as a medical and clinical system, equipment, device, or software (MCSEDS) as defined in VA Directive 6008.

Ambient scribe technology also enables other labor-saving capabilities to include but not limited to: pre and post visit charting to summarize important information prior to visit by either completing the task with AI or integrating with provider pre-charted note, coding support, order capture, after-visit summaries, drafting care plans and other capabilities.

The ambient scribing solution required is unique to the operational environment and specific challenges faced by the Veterans Health Administration (VHA). In January 2024, VHA undertook an AI Technical Sprint challenge to ensure that potential solutions were rigorously tested through a competitive and impartial evaluation process under H.R. 4521-Bioeconomy Research and Development Act Of 2021 [America COMPETES Act of 2022]. The goal of the competition was to identify the top AI solutions identified through the VHA AI Tech Sprint Track 1: Ambient Dictation of Clinical Encounters.

Throughout the Technical Sprint, many solutions demonstrated superior technical maturity and clinical performance. Their development was closely aligned with the urgent needs of the VHA, specifically targeting enhancements in provider burnout and clinical documentation efficiencies. IT professionals and healthcare providers assessed these solutions for their maturity and practical applicability in real-world clinical settings, ensuring that they met the highest standards for operational readiness.

Moreover, the effectiveness and safety of these solutions were evaluated through a series of blind scoring assessments. Physicians compared the AI-generated outputs against those produced by human clinicians, establishing their accuracy and reliability without bias. Additionally, their usability and potential for seamless integration into the VHA’s existing EHR systems were critically assessed to determine their capability to enhance operational continuity and data consistency within the VA health care system.

This approach ensured a thorough evaluation of potential Contractors in a manner that fostered broad competition and verified that the selected Contractors met legal, technical, and operational requirements. Evaluations concluded in May 2024.

2.0 APPLICABLE DOCUMENTS

In the performance of the tasks associated with this Performance Work Statement, the Contractor shall comply with the following:

1. “Federal Information Security Modernization Act of 2014”

2. Federal Information Processing Standards (FIPS) Publication 140-3, “Security Requirements for Cryptographic Modules”, March 22, 2019

3. FIPS Pub 199. “Standards for Security Categorization of Federal Information and Information Systems,” February 2004

4. FIPS Pub 200, “Minimum Security Requirements for Federal Information and

Information Systems,” March 2006

5. FIPS Pub 201-3, “Personal Identity Verification of Federal Employees and

Contractors,” January 2022

6. 10 U.S.C. § 2224, "Defense Information Assurance Program", as amended

7. 5 U.S.C. § 552a, as amended, “The Privacy Act of 1974”

8. Public Law 109-461 (P.L. 109-461), Veterans Benefits, Health Care, and

Information Technology Act of 2006, as amended, Title IX, Information Security Matters

9. 42 U.S.C. § 2000d “Title VI of the Civil Rights Act of 1964”, as amended

10. VA Directive 0710, “Personnel Security and Suitability Program,” June 4, 2010, https://www.va.gov/vapubs/index.cfm

11. VA Handbook 0710, “Personnel Security and Suitability Program,” May 2, 2016, https://www.va.gov/vapubs/index.cfm

12. VA Directive 6102, “Internet/Intranet Services,” August 5, 2019

13. 36 C.F.R. Part 1194 “Information and Communication Technology Standards and Guidelines,” as amended

14. Office of Management and Budget (OMB) Circular A-130, “Managing Federal

Information as a Strategic Resource,” July 28, 2016

15. 32 C.F.R. Part 199, “Civilian Health and Medical Program of the Uniformed

Services (CHAMPUS)”, as amended

16. NIST SP 800-66 Rev. 2, “Implementing the Health Insurance Portability and

Accountability Act (HIPAA) Security Rule: A Cybersecurity Resource Guide,” February 2024

17. 45 C.F.R Parts 160 and 164, Subparts A and E, the Standards for Privacy of Individually Identifiable Health Information (“Privacy Rule”); and 45 C.F.R.

https://www.va.gov/vapubs/index.cfm https://www.va.gov/vapubs/index.cfm http://www.va.gov/vapubs http://www.va.gov/vapubs

Parts 160 and 164, Subparts A and C, the Security Standard (“Security Rule”); as amended

18. Sections 504 and 508 of the Rehabilitation Act (29 U.S.C. § 794d), as amended

19. Homeland Security Presidential Directive (12) (HSPD-12), August 27, 2004

20. VA Directive 6500, “VA Cybersecurity Program,” February 24, 2021 (see VA

NOTICE 24-18, dated September 27, 2024, “Update to VA Directive 6500 Cybersecurity Program”, and VA Notice 25-07, dated 3/18/25, “Amending VA Directive 6500 to incorporate M-24-15”)

21. VA Handbook 6500, “Risk Management Framework for VA Information Systems VA Information Security Program,” February 24, 2021 (see VA Notice 25-01, dated October 15, 2024, “Update to VA Handbook 6500 Risk Management Framework for VA Information Systems VA Information Security Program”, and VA Notice 25-06, dated 3/18/25, “Amending VA Directive 6500 to incorporate M-24-15”)

22. VA Handbook 6500.2, “Management of Breaches Involving Sensitive Personal Information (SPI),” June 30, 2023

23. VA Handbook 6500.6, “Contract Security,” March 12, 2010 (see VA Notice 24-12, dated April 22, 2024, “Update to VA Handbook 6500.6, Contract Security, Appendix C VA Information and Information System Security/Privacy Language For Inclusion Into Contracts, As Appropriate”)

24. VA Handbook 6500.8, “Information System Contingency Planning,” March 25, 2025

25. VA Handbook 6500.10, “Mobile Device Security Policy,” February 15, 2018

26. VA Handbook 6500.11, “VA Firewall Configuration,” August 22, 2017

27. OIT Process Asset Library (PAL), OIT Process Asset Library.

28. One-VA Technical Reference Model (TRM) (reference at https://www.va.gov/trm/TRMHomePage.aspx)

29. VA Directive 6508, “Implementation of Privacy Threshold Analysis and

Privacy Impact Assessment,” October 15, 2014

30. VA Directive 6510, “VA Identity, Credential and Access Management,”

September 3, 2024

31. VA Handbook 6510, “VA Identity, Credential and Access Management,”

September 27, 2024

32. VA Directive and Handbook 6513, “Secure External Connections,” October

12, 2017

33. VA Directive 6300, “Records and Information Management,” September 21,

34. VA Handbook, 6300.1, “Records Management Procedures,“ March 24, 2010

35. NIST SP 800-37 Rev 2, “Risk Management Framework for Information

Systems and Organizations: A System Life Cycle Approach for Security and Privacy,” December 2018

36. NIST SP 800-53 Rev. 5, “Security and Privacy Controls for Federal Information Systems and Organizations,” September 23, 2020 (includes updates as of 12/10/2020)

37. VA Directive 0735, “Homeland Security Presidential Directive 12 (HSPD-12) Program,” October 26, 2015

38. VA Handbook 0735, “Homeland Security Presidential Directive 12 (HSPD-

12) Program,” March 24, 2014 https://digital.va.gov/process-asset-library/ https://www.va.gov/trm/TRMHomePage.aspx

39. OMB Memorandum 05-24, “Implementation of Homeland Security Presidential Directive (HSPD) 12 – Policy for a Common Identification Standard for Federal Employees and Contractors,” August 5, 2005

40. OMB Memorandum M-19-17, “Enabling Mission Delivery Through Improved Identity, Credential, and Access Management,” May 21, 2019

41. OMB Memorandum, “Guidance for Homeland Security Presidential Directive (HSPD) 12 Implementation,” May 23, 2008

42. Federal Identity, Credential, and Access Management (FICAM) Architecture, June 30, 2023 (FICAM Architecture (idmanagement.gov))

43. NIST SP 800-116 Rev 1, “Guidelines for the Use of Personal Identity Verification (PIV) Credentials in Facility Access,“ June 2018

44. NIST SP 800-63-3, 800-63A, 800-63B, 800-63C, “Digital Identity Guidelines,” updated March 02, 2020

45. NIST SP 800-157, “Guidelines for Derived PIV Credentials,” December 2014

46. VA Memorandum, VAIQ #7100147, “Continued Implementation of Homeland

Security Presidential Directive 12 (HSPD-12),” April 29, 2011 (reference https://www.voa.va.gov/documentlistpublic.aspx?NodeID=514)

47. IAM Identity Management Business Requirements Guidance document, May 2013, (reference Enterprise Architecture Section, PIV/IAM (reference https://www.voa.va.gov/documentlistpublic.aspx?NodeID=514)

48. VA Memorandum “Personal Identity Verification (PIV) Logical Access Policy Clarification,” July 17, 2019, https://www.voa.va.gov/DocumentView.aspx?DocumentID=4896

49. Trusted Internet Connections (TIC) 3.0 Core Guidance Documents, https://www.cisa.gov/publication/tic-30-core-guidance-documents

50. OMB Memorandum M-19-26, “Update to the Trusted Internet Connections (TIC) Initiative,” September 12, 2019

51. OMB Memorandum M-08-23, “Securing the Federal Government’s Domain Name System Infrastructure,” August 22, 2008

52. Sections 524 and 525 of the Energy Independence and Security Act of 2007, (P.L. 110–140), December 19, 2007

53. Section 104 of the Energy Policy Act of 2005, (P.L. 109–58), August 8, 2005

54. Executive Order 13221, “Energy-Efficient Standby Power Devices,” August

2, 2001

55. VA Directive 0057, “VA Environmental Management Program,” October 25,

56. Office of Information Security (OIS) VAIQ #7424808 Memorandum, “Remote

Access,” January 15, 2014, https://www.voa.va.gov/DocumentListPublic.aspx?NodeId=28

57. Clinger-Cohen Act of 1996, 40 U.S.C. §11101 and §11103

58. “Veteran Focused Integration Process (VIP) Guide 4.0,” March 2021, https://www.voa.va.gov/DocumentView.aspx?DocumentID=4371

59. VA Memorandum “Proper Use of Email and Other Messaging Services,”

January 2, 2018, https://www.voa.va.gov/DocumentListPublic.aspx?NodeId=28

60. “Product Line Management Transformation Playbook” version 3.1, August 2023, https://www.voa.va.gov/DocumentView.aspx?DocumentID=4946

61. NIST SP 500-267B Revision 1, “USGv6 Profile,” November 2020 https://www.idmanagement.gov/arch/#:~:text=FICAM%20is%20the%20federal%20government%E2%80%99s%20enterprise%20approach%20to,identity%20processes%2C%20practices%2C%20policies%2C%20and%20information%20security%20disciplines.

https://www.voa.va.gov/documentlistpublic.aspx?NodeID=514 https://www.voa.va.gov/documentlistpublic.aspx?NodeID=514 https://www.voa.va.gov/DocumentView.aspx?DocumentID=4896 https://www.cisa.gov/publication/tic-30-core-guidance-documents https://www.voa.va.gov/DocumentListPublic.aspx?NodeId=28 https://www.voa.va.gov/DocumentView.aspx?DocumentID=4371 https://www.voa.va.gov/DocumentListPublic.aspx?NodeId=28 https://www.voa.va.gov/DocumentView.aspx?DocumentID=4946

62. OMB Memorandum M-21-07, “Completing the Transition to Internet Protocol Version 6 (IPv6),” November 19, 2020

63. Social Security Number (SSN) Fraud Prevention Act of 2017

64. Section 240 of the Consolidated Appropriations Act (CAA) 2018, March 23,

65. C.F.R Title 15 Part 7, “Securing the Information and Communications

Technology and Services (ICTS) Supply Chain”, as amended

66. Executive Order 14028, “Executive Order on Improving the Nation's

Cybersecurity,” May 12, 2021, https://bidenwhitehouse.archives.gov/briefing-room/presidential-actions/2025/01/16/executive-order-on-strengthening-and-promoting-innovation-in-the-nations-cybersecurity/

67. OMB Memorandum M-22-09, “Moving the U.S. Government Toward Zero Trust Cybersecurity Principles”, January 26, 2022, https://www.whitehouse.gov/wp-content/uploads/2022/01/M-22-09.pdf.

68. NIST SP 800-52 Revision 2, “Guidelines for the Selection, Configuration, and Use of Transport Layer Security (TLS) Implementations

69. OMB M-22-18, “Enhancing the Security of the Software Supply Chain through Secure Software Development Practices,” September 14, 2022

70. OMB M-23-16, “Update to Memorandum M-22-18,” June 9, 2023

71. OMB M-21-31, “Improving the Federal Government’s Investigative and

Remediation Capabilities Related to Cybersecurity Incidents,” August 27,

72. NIST SP 800-88 Revision 1 “Guidelines for Media Sanitization,” December

73. CISA Binding Operational Directive (BOD) 19-02: “Vulnerability Remediation Requirements of Internet-Accessible Systems,” April 29, 2019, BOD 19-02:

Vulnerability Remediation Requirements for Internet-Accessible Systems |

CISA

74. CISA BOD 22-01: “Reducing the Significant Risk of Known Exploited Vulnerabilities,” November 3, 2021, BOD 22-01: Reducing the Significant Risk of Known Exploited Vulnerabilities | CISA

75. CISA BOD 23-01: Improving Asset Visibility and Vulnerability Detection on Federal Networks.” Cybersecurity & Infrastructure Security Agency (CISA), BOD 23-01: Improving Asset Visibility and Vulnerability Detection on Federal Networks | CISA

76. VA Directive 6550, Pre-Procurement Assessment and Implementation of Medical Devices/Systems, June 03, 2019

77. VA Memorandum, “VA Security Controls,” January 17, 2025, https://www.voa.va.gov/DocumentView.aspx?DocumentID=5010

78. General Records Schedule (GRS) 5.2, Transitory and Intermediary Records, June 2023, https://www.archives.gov/files/records-mgmt/grs/grs05-2.pdf

79. E.O. 13960, “Promoting the Use of Trustworthy Artificial Intelligence in the Federal Government,” December 3, 2020

80. E.O. 14319, “Preventing Woke AI in the Federal Government,” July 23, 2025

81. OMB Memorandum M-25-21, “Accelerating Federal Use of AI through

Innovation, Governance, and Public Trust,” April 3, 2025

82. OMB Memorandum M-25-22, “Driving Efficient Acquisition of Artificial

Intelligence in Government,” April 3, 2025 https://bidenwhitehouse.archives.gov/briefing-room/presidential-actions/2025/01/16/executive-order-on-strengthening-and-promoting-innovation-in-the-nations-cybersecurity/ https://bidenwhitehouse.archives.gov/briefing-room/presidential-actions/2025/01/16/executive-order-on-strengthening-and-promoting-innovation-in-the-nations-cybersecurity/ https://bidenwhitehouse.archives.gov/briefing-room/presidential-actions/2025/01/16/executive-order-on-strengthening-and-promoting-innovation-in-the-nations-cybersecurity/ https://www.whitehouse.gov/wp-content/uploads/2022/01/M-22-09.pdf https://www.cisa.gov/news-events/directives/bod-19-02-vulnerability-remediation-requirements-internet-accessible-systems https://www.cisa.gov/news-events/directives/bod-19-02-vulnerability-remediation-requirements-internet-accessible-systems https://www.cisa.gov/news-events/directives/bod-19-02-vulnerability-remediation-requirements-internet-accessible-systems https://www.cisa.gov/news-events/directives/bod-22-01-reducing-significant-risk-known-exploited-vulnerabilities https://www.cisa.gov/news-events/directives/bod-22-01-reducing-significant-risk-known-exploited-vulnerabilities https://www.cisa.gov/news-events/directives/bod-23-01-improving-asset-visibility-and-vulnerability-detection-federal-networks https://www.cisa.gov/news-events/directives/bod-23-01-improving-asset-visibility-and-vulnerability-detection-federal-networks https://www.voa.va.gov/DocumentView.aspx?DocumentID=5010 https://www.archives.gov/files/records-mgmt/grs/grs05-2.pdf https://www.whitehouse.gov/wp-content/uploads/2025/02/M-25-21-Accelerating-Federal-Use-of-AI-through-Innovation-Governance-and-Public-Trust.pdf https://www.whitehouse.gov/wp-content/uploads/2025/02/M-25-22-Driving-Efficient-Acquisition-of-Artificial-Intelligence-in-Government.pdf

83. OMB Memorandum M-26-04, “Increasing Public Trust in Artificial Intelligence (AI) Through Unbiased AI Principles,” December 11, 2025

3.0 SCOPE OF WORK

The purpose of this Indefinite Delivery Indefinite Quantity (IDIQ) contract is to provide a Commercial-Off-the-Shelf (COTS), cloud-based, ambient scribe solution to transcribe clinical encounters, generate notes, and other AI advanced functionalities to improve the efficiency of medical care utilizing a Software as a Service (SaaS) delivery model with AI techniques and technologies. This solution shall integrate with VA’s EHR systems and workflows so providers can initiate encounter recordings. This mitigates the need for manual entry of patient identifying information and enables automatic insertion of draft notes into EHR.

The Contractor shall not initiate contact with, or conduct demonstrations, interviews, or other engagements at any site actively participating in an implementation effort under this contract if the Contractor has not been awarded a Task Order for that site, or for any other site falling under the scope of this contract, unless expressly authorized in writing by the COR or VA PM. This restriction is intended to preserve the integrity of site activities and prevent unsolicited vendor influence, as well as to preserve the integrity of future task order competitions. Unauthorized engagement may be considered a breach of contract and/or result in future restrictions on competition.

4.0 PERFORMANCE DETAILS

4.1 CONTRACT TYPE

This is an IDIQ Multiple Award Task Order (MATO) contract. Individual Task Orders (TO) shall be issued on a Firm-Fixed-Price basis.

4.2 ORDERING PERIOD

The ordering period for the basic contract shall be 5-years following the date of award.

4.3 HOURS OF WORK

Any work at the Government site shall not take place on Federal holidays or weekends unless directed by the Contracting Officer (CO).

There are 11 Federal holidays set by law (USC Title 5 Section 6103) that VA follows:

Under current definitions, five are set by date:

New Year's Day January 1 Juneteenth June 19 Independence Day July 4 Veterans Day November 11 Christmas Day December 25

If any of the above falls on a Saturday, then Friday shall be observed as a holiday.

Similarly, if one falls on a Sunday, then Monday shall be observed as a holiday.

https://www.whitehouse.gov/wp-content/uploads/2025/12/M-26-04-Increasing-Public-Trust-in-Artificial-Intelligence-Through-Unbiased-AI-Principles-1.pdf?_bhlid=c0113a16495d987bc33f63e3dccf35c28d6bfd15

The other six are set by a day of the week and month:

Martin Luther King's Birthday Third Monday in January Washington's Birthday Third Monday in February Memorial Day Last Monday in May Labor Day First Monday in September Columbus Day Second Monday in October Thanksgiving Fourth Thursday in November

4.4 PLACE OF PERFORMANCE

Products and services ordered under this contract shall be delivered to and installed at VA locations within the continental United States (CONUS) and/or outside the continental United States (OCONUS) as specified in individual Task Orders. Incidental services, such as training, shall be provided at these locations as requested by VA.

Work may be performed at Contractor facilities or remote locations other than Contractor facilities with prior concurrence from the Contracting Officer Representative

(COR).

4.5 TRAVEL

Travel shall be in accordance with individual TO requirements. Travel details must be provided to and approved in writing by the COR or the Government designee prior to the commencement of travel. All travel shall be in accordance with (IAW) the Federal Travel Regulations (FTR). OCONUS travel may require additional authorization and approvals as specified in the individual TO.

5.0 SPECIFIC TASKS AND DELIVERABLES

The Contractor shall provide and/or acquire the services and products required by individual TOs pursuant to the requirements specified below. The Contractor shall provide an Ambient Scribe solution and all associated licenses, applications and services necessary to meet the requirements defined in this PWS.

5.1 FUNCTIONAL REQUIREMENTS

Individual Task Orders may encompass more than one functional requirement listed below.

5.1.1 AMBIENT SCRIBE

The advanced AI-enabled tools for ambient scribing focus on enhancing clinical documentation across primary care, mental health, and specialty care settings. The solution shall meet the following requirements:

• Transcription and Note Generation: Automatically extract transcripts and key details from ambient recordings of patient encounters, creating traceable, high-fidelity medical records to include capabilities to populate diversified note templates.

• Interoperability and Integration: Seamlessly integrate with existing VA health system information technologies, particularly the Electronic Health Record (EHR) systems, to ensure smooth operational continuity and data consistency.

o Currently known additional integrations include, but are not limited to, pre-charting, medical coding, order processing, care plans, patient summaries, and medical record interrogation

• Security Compliance: Adhere to stringent VA privacy and security standards for the protection of patient data.

• Advanced Functionalities: Provide continuous improvements to include, but not limited to: record query, recommend diagnoses and referrals, inpatient discharge summaries, nursing patient management, pre-charting capabilities and maintain high performance even in challenging clinical settings.

• Patient Communications: Generate patient-facing summaries (After Visit Summaries and Discharge Summaries) that include, but not limited to:

educational materials, reminders, and follow-up recommendations which adhere to clinical documentation compliance standards.

5.1.2 PLATFORM FUNCTIONAL REQUIREMENTS

The ambient dictation system shall run passively on Government equipment or personal equipment managed under VA’s Bring Your Own Device program during clinical encounters and generate draft clinical documentation following the encounter in near real-time with a maximum limit of two minutes. The system shall work in a variety of clinical settings, including those with poor wireless signals, poor cellular data, and in a variety of room sizes and setups. Providers shall have the opportunity to edit any AI generated material prior to signing it in the EHR (Vista and CPRS).

5.1.2.1 FedRAMP

The Contractor shall provide a cloud-hosted, Commercial Off-the-Shelf (COTS) ambient dictation SaaS solution, on a Contractor-provided infrastructure that is complaint with the Federal Risk Authorization Management Program (FedRAMP). The solution will be authorized at the Moderate Impact Level in accordance with the Day 1 TO, and as mandated by Federal laws and policies, including making available any documentation, physical access, and logical access needed to support this requirement. For specific platform functional requirements, the Contractor shall visit the FedRAMP website at www.fedramp.gov. For questions about FedRAMP, the Contractor shall email info@fedramp.gov.

5.1.2.2 AUTHORITY TO OPERATE

The Contractor shall obtain an agency issued ATO for their provided solution from the VA. Joint Authorization Board (JAB) ATO is not acceptable as a substitute. An approved ATO shall be required for the entire PoP.

The Contractor shall submit for an agency ATO upon Task Order award. Specific requirements will be included in the Task Order. Failure to obtain an agency ATO shall be considered a breach of contract.

5.1.2.3 SaaS SOLUTION

The Contractor shall provide a SaaS solution that shall include a clinician facing web-based application and mobile application compatible with Microsoft (MS) Windows, Apple iOS, and Android operating system (OS). The Contractor provided mobile application shall only be available on the VA App Store.

5.1.3 AMBIENT DICTATION IMPLEMENTATION

The Contractor shall implement the ambient dictation capability throughout identified Veterans Integrated Service Networks (VISN). It is expected that EHR system integration will occur during the time the contractor is awaiting an ATO. The Contractor shall provide a secure URL to enable access, set up, and configuring of the platform at each site. The Contractor shall provide operational training, support and guidance to medical center personnel on the use of the software. The solutions shall maintain and make available any transcripts or recordings for 30 days to maintain compliance with federal record schedules for intermediary documents. All intermediary documents and recordings will be deleted immediately upon day 31. Individual records may be flagged for retention longer than 30 days should a legal requirement exist such as a FOIA.

Request for retention shall be made by the COR and be available until the COR requests deletion.

5.1.4 EHR INTEGRATION

The solution shall be integrated with the EHR and workflows such that providers can conduct pre-charting, initiate encounter recording without manual entry of patient identifying information, and draft notes can be automatically inserted into the EHR without copy and paste manual effort.