36C24425Q0570 0001.pdf

5. PROJECT NUMBER (if applicable)

CODE 7. ADMINISTERED BY

2. AMENDMENT/MODIFICATION NUMBER

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4. REQUISITION/PURCHASE REQ. NUMBER 3. EFFECTIVE DATE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED

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10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED

BPA NO. 1. CONTRACT ID CODE

FACILITY CODE CODE

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

E. IMPORTANT:

is extended,

(a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY is not extended.

12. ACCOUNTING AND APPROPRIATION DATA

(REV. 11/2016)

is required to sign this document and return ___________ copies to the issuing office. is not, A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

15C. DATE SIGNED

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER

Contractor

16C. DATE SIGNED

14. DESCRIPTION OF AMENDMENT/MODIFICATION

16B. UNITED STATES OF AMERICA

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER 16A. NAME AND TITLE OF CONTRACTING OFFICER

15B. CONTRACTOR/OFFEROR

STANDARD FORM 30 PREVIOUS EDITION NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.243

(Type or print) (Type or print)

(Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

(Number, street, county, State and ZIP Code)

(If other than Item 6)

(Specify type of modification and authority)

(such as changes in paying office, appropriation date, etc.)

(If required)

(SEE ITEM 11)

(SEE ITEM 13)

(X)

CHECK

ONE

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

(Signature of person authorized to sign) (Signature of Contracting Officer)

1 5

0001 05-06-2025

36C244

Department of Veterans Affairs Network Contracting Office 4

1010 Delafield Road Pittsburgh PA 15215

36C244

Department of Veterans Affairs Network Contracting Office 4

1010 Delafield Road Pittsburgh PA 15215

To all Offerors/Bidders

36C24425Q0570

X

X X

** HOUR & DATE for Receipt of Offers is EXTENDED to: 05-14-2025 1:00PM EDT

The purpose of this Amendment is to provide answers to questions proposed by vendors and to extend the due date for responses to RFQ 36C24425Q0570.

The original due date for responses of 1:00PM, ET, Wednesday, May 7, 2025 is being extended to 1:00PM, ET, Wednesday, May 14, 2025.

Please see pages 2 through 5 for the vendor QA.

All other terms and conditions remain unchanged.

Stephanie McFadden Contracting Officer

36C24425Q0570 0001

I. The purpose of this solicitation amendment is to answer vendor questions for solicitation 36C24425Q0570.

II. Contractors submitted 16 questions. The Government has included those questions verbatim and provided answers below:

Question 1: The document shares that you are looking for firm fixed pricing for all nine VISN 4 Medical Centers but did not share any information about the number of providers.

Answer 1: The exact numbers included for this effort will be determined. However, the VISN has about 800 physicians and about 800 full-time physicians and about 2500- 3000 full-time providers.

Question 2: Which EMR (Electronic Medical Record) system will be used ?

Answer 2: Vista/CPRS

Question 3: Description: for the AI tool will extract critical information from the EHR and insert draft notes into the EHR without copy and paste manual effort.

a. Please name and describe the specific data VISN 4 expects to be extracted from the EHR.

b. If this extraction functionality requires customization, would VA prefer to contract for this integration work, or to have the contractor make third-party toolkits available for VA development?

c. Microsoft is assuming data extraction will be from Vista/CPRS

Answer 3: The application should extract patient identifiers so that no information needs to be copied from the EHR. There is also an interest in additional integration capabilities for coding support, order capture, and care plans, and these might require additional data elements. The preference would be for the contractor to create the integration, but other options could be discussed. Data extraction would be from Vista/CPRS.

Question 4: Ambient End Users

a. Please provide the number of end users expected for the base year.

b. Are all users expected to be physician providers? If not, what other, additional providers are anticipated will also use the technology?

Answer 4: There will be non-physicians as well (e.g. NPs, PAs).

Question 5: Implementation

a. Would VISN 4 be willing to consider a phased approach to implementation?

b. If so, how does VISN 4 envision the rollout be staged (i.e., # of users;

sequence of VAMCs or specialties, etc.)

Answer 5: The plan would likely be to stagger implementation across sites and to focus on a subset of providers at first. Under consideration is to focus first on primary care with a staggered implementation. The number of PCPs per facility is an average of 43 (x 9 sites).

Question 6: Authorization / Security

a. Does VISN 4 plan to provide the required agency Authority to Operated (ATO) support prior to go-live if VISN 4 is the first VA customer to go live with the solution?

Answer 6: Yes

Question 7: Period of Performance

a. What is the anticipated period of performance (i.e., # of months/years)?

Answer 7: The specific dates and timing can be discussed. In general, we would expect a base year and four options.

Question 8: VISN 4 goals

a. What are VISN 4’s goals and/or expected KPIs for the ambient solution?

Answer 8: Goals are to have an application with significant uptake among VISN staff that saves time for staff without compromising accuracy of documentation. Crucial goals are to increase efficiency and decrease burnout. Data to track would include utilization (number of encounters, time spent using the application, user history), provider efficiency (time per note, time per encounter, measures such as pajama time/same-day note completion rate), provider and patient satisfaction, safety (documentation safety events).

Question 9: Which EMR (Electronic Medical Record) system will be used ?

Answer 9: Vista/CPRs

Question 10: We understand that the VA has announced a Modernization project of the EHR System. Can you please share a timeline for this project? Who will be the Contractor/Subcontractor? Perhaps knowing more about the modernization SW product platform/backend selections could inform the selection of COTS products based on compatibility, interoperability, etc. For example, if the platform to be used is compatible with Microsoft, we may recommend one product for seamless integration vs. another.

Answer 10: VA has publicly announced to transition from Vista/CPRS to Oracle Health by 2031, but the initial phase of this effort is focused on use with Vista/CPRS.

Question 11: Assuming that the AI tool would be developed in parallel with the modernization project, can we assume that interfacing, testing and deployment would be required with the current EHR and the modernized EHR? What APIs will be offered to seamlessly integrate the AI tool to deliver the dictation functionality as well as the additional functionality, including flowsheets, templates/reminders, draft orders and coding for billing?

Answer 11: VA has publicly announced a plan to accelerate Oracle Health deployment with target completion by 2031. However, this RFI is focused initially on Vista/CPRS.

Information on integrating with Oracle Health could be provided as well. VA APIs are listed here: https://developer.va.gov/. However, it is often necessary to create a custom interface for Vista/CPRS.

Question 12: Given the variety of clinical settings to consider, what ranges can we expect with respect to poor wireless signals and poor cellular data?

Answer 12: We cannot speak to the exact needs of any specific tool. However, in general VA has a robust wifeless infrastructure and we have many wireless devices operating on the network without issues.

Question 13: Is the VA expecting the AI tool to provide its own UI to support editing or are there expectations to use the current EHR’s UI? Is the AI tool a backend solution or should we plan for a separate UI?

Answer 13: The AI tool should provide its own UI.

Question 14: Can we assume that FedRAMP and SaaS approved COTS products should be recommended or can that occur during/after the integration begins? And would the responsibility to pursue such certifications and approvals be a function of the vendor?

Answer 14: Yes, either FedRAMP or deployment in the VA environment (on premises or VA enterprise cloud). If FedRAMP, the vendor would need to obtain FedRAMP.

Question 15: I wanted to reach out regarding the open solicitation for Ambient AI Dictation Software to confirm the number of clinicians in the requested scope. The document shares that you are looking for firm fixed pricing for all nine VISN 4 Medical Centers but did not share any information about the number of providers.

Answer 15: The exact numbers included for this effort will be determined. However, the VISN has about 800 physicians and the VISN has about 800 full-time physicians and about 2500-3000 full-time providers.

Question 16: You mention 9 facilities; however how many subscriptions and/or users at each facility will be needed?

https://developer.va.gov/

Answer 16: The exact numbers included for this effort will be determi8ned. However, the VISN has about 800 physicians and The VISN has about 800 full-time physicians and about 2500-3000 full-time providers.

III. The Government has answered all timely vendor questions, and the question period has closed. The Government will not accept further questions relating to this solicitation.

The solicitation response time has been extended to 1:00PM, ET, Wednesday, May 14, 2025.

End of Document