36C24425Q0570.docx

Sources Sought Notice Sources Sought Notice

GENERAL INFORMATION

SET-ASIDE

Network Contracting Office 4

1010 Delafield Road Pittsburgh, PA 15215

POINT OF CONTACT*

Stephanie McFadden, Contracting Officer stephanie.mcfadden@va.gov

PLACE OF PERFORMANCE

NCO4

1010 Delafield Road

Pittsburgh PA

COUNTRY

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

THIS IS NOT A SOLICITATION. This is a Sources Sought Notice only and is issued to conduct market research and gain knowledge of current market capabilities. Responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. This notice is issued solely for information and planning purposes and does not constitute a solicitation or a guarantee to issue a solicitation in the future. This notice does not commit the Government to contract for any supply or service. All information submitted in response to this announcement is voluntary; the Government will not pay for information requested nor will it compensate any respondent for any cost incurred in developing information provided to the Government. Not responding to this notice does not preclude participation in any future solicitation, if issued. This announcement is based on the best information available at this time and is subject to future amendment.

The Department of Veterans Affairs, Network Contracting Office 4, is conducting a market survey to identify potential sources to perform a firm fixed price contract for procurement of AI Ambient Dictation Software for all nine VISN 4 Medical Centers:

DRAFT REQUIREMENTS DESCRIPTION (NOT COMPREHENSIVE)

The Department of Veterans Affairs, Network Contracting Office 4 is seeking to procure a contract for AI Ambient Dictation Software for all nine medical centers in VISN 4.

DESCRIPTION

The Department of Veterans Affairs, Network Contracting Office 4, has a requirement for a firm fixed price contract for AI Ambient Dictation Software.

The Contractor shall provide a Commercial-Off-the-Shelf (COTS) AI Ambient Dictation Software solution that utilizes state-of-the-art generative AI technology to transcribe clinical encounters and generate clinical documentation of the encounter from the transcript. The AI tool will interface with the VA Electronic Health Record (EHR) to support clinician workflows such that providers can initiate encounter recording without manual entry of patient identifying information. The AI tool will extract critical information from the EHR and insert draft notes into the EHR without copy and paste manual effort.

SCOPE OF WORK

The AI Ambient Dictation Software system shall run passively on Government equipment during clinical encounters and generate draft clinical documentation following the encounter in near real-time. The system shall work in a variety of clinical settings, including those with poor wireless signals and/or poor cellular data, as well as in a variety of room sizes and setups, including those with ambient noise. Clinical staff shall be able to edit notes prior to signing in the EHR, and this process shall not require manual copying and pasting of information.

The system shall provide features consistent with leading ambient dictation technologies and functionality shall remain current with advances in the technology. Other features of interest in populating structured fields such as nursing flowsheets and templates/clinical reminders, generating unsigned orders for review and assisting with coding of patient encounters for billing purposes.

Prospective vendors shall indicate in their response the status of their SaaS approvals and FedRAMP approvals.

Informal pricing estimates shall be included with your response due to this product being new to the market and there is no historical pricing data available.

Capabilities Statement and Documentation:

Companies are invited to provide their capabilities, experience, and knowledge in the provision of AI Ambient Dictation Software Services. Sources are asked to provide information to demonstrate their answers to the following items of information:

1. General information about your company to include:

Company Name:

Company Address:

Socioeconomic Status:

GSA Contract Number covering these services and Expiration Date (if applicable):

Company Unique Equity Identifier (UEI):

Company NAICS Code(s):

Point of Contact Name:

Point of Contact Phone Number:

Point of Contact Email Address:

Company Website (if available):

2. The North American Industry Classification System Code (NAICS) is 513210 (Software Publishers), and the Small Business Size Standard is $47 million.

3. Based on market response, the following clauses may be included in a resulting solicitation, should one be issued:

VAAR 852.219-10, VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside.

VAAR 852.219-11, VA Notice of Total Veteran-Owned Small Business Set-Aside.

FAR 52.219-6, Notice of Total Small Business Set-Aside.

Accordingly, prospective contractors will be required at time of solicitation response to certify to the applicable limitation on subcontracting requirements in 13 CFR 125.6, with reference to the appropriate set-aside. Please include in the response to this sources sought notice your ability or inability to certify to the clause applicable to your organization.

4. Provide a detailed summary of your firm’s ability to provide the services described in this announcement. In addition to a well-defined Capability Statement, submissions shall include specifications, technical details, informal pricing estimates, and status of SaaS approvals and FedRAMP approvals.

RESPONSES

Submit responses via email only to Contract Specialist, Stephanie McFadden, at stephanie.mcfadden@va.gov, no later than 1:00 PM EST, Tuesday, May 7, 2025, with Sources Sought number 36C24425Q0570 in the subject line. Telephone responses shall not be accepted. If you identify ambiguities or have concerns about anything in the description of the requirement, please include them with your response. Confirming receipt of the response is the responsibility of the contractor. Contact the Contracting Officer if the Government does not confirm receipt of the sources sought response within two business days.

QUESTIONS

The deadline for questions is 1:00PM, ET, Thursday, April 23, 2025. Questions shall be addressed via email only to the Contracting Officer, Stephanie McFadden, at stephanie.mcfadden@va.gov. No phone call shall be accepted.

Simply responding as an “interested party” does not constitute your company as a source. Prospective contractors must provide the above requested information. After review of the responses to this sources sought notice, a solicitation announcement may be published on the SAM, NASA SEWP V or GSA websites in the near future. Responses to this sources sought notice are not considered adequate responses to a solicitation announcement. All prospective contractors are required to respond to a solicitation announcement in addition to responding to this sources sought notice.

Prospective contractors are reminded that in accordance with FAR 4.11 they shall be registered in the System for Award Management (SAM) database and shall complete electronic annual representations and certifications in SAM prior to award of a contract. SAM is located at https://sam.gov/SAM/ and consolidated the capabilities of CCR/FedReg, ORCA, and EPLS. There is NO cost to use SAM.

No solicitation document is available at this time; this notice is to acquire information only.

End of Document

Sources Sought Notice