36C24623Q0090.docx

SUBJECT*

Upgrade to VoiceBrook PRO BRAND NAME

GENERAL INFORMATION

SET-ASIDE

CONTRACTING OFFICE ADDRESS

Department of Veterans Affairs Network Contracting Office 6 100 Emancipation Drive Hampton VA 23667

POINT OF CONTACT*

PLACE OF PERFORMANCE

VISN 6

VAMC ASHEVILLE

1100 TUNNEL RD

ASHEVILLE NC

COUNTRY

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

Initial Requirements

Dictation Transmission Equipment VoiceOver PRO solution will include many unique features. Here are some of the more important components:

▪ Complete project management services through “Go-Live”

▪ Analysis evaluation, including non-eCC template/macro building

▪ VoiceOver PRO, featuring Dragon Medical

▪ Networked speech profiles allow physicians to use multiple machines, and provide automatic backup of speech profiles

▪ Noise-canceling headsets (wired) and foot pedals for hands-free operation (other microphone choices available)

▪ Integration with existing information system including “command and control” for users who require hands-free operation (e.g., in the cutting room)

▪ Installation on existing personal computers

▪ Personalized user training and support through “go live”

▪ One-year same-day telephone and remote software Support

▪ Annual Software/Hardware Maintenance and User Support from Monday to Friday: 8am -1am, Saturday: 9am - 5pm EST, except for holidays (New Year's Day, Martin Luther King Day, Presidents Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Veteran’s Day, Thanksgiving, Day After Thanksgiving, Christmas).

Commences upon First Productive Use of System for live report creation.

Statement of Work

The project is segmented into 5 stages: Analysis & Planning; Workflow Integration & Customization; Preparation for Productive Use; Go-Live; and Transition to Support.

a. Analysis & Planning. This phase starts with a project planning meeting. Critical success factors and potential roadblocks are identified, and team roles for the project are assigned.

b. Workflow Integration & Customization. This is the project phase where Voicebrook integrates software with underlying systems and hardware. It requires access to a test system and a PC that is connected to the underlying information system. This phase can be performed on-site or remotely depending upon access. During this phase, Voicebrook will document reporting process workflow and map out associated voice commands and integration points. Voicebrook will build the new workflow to match VISN 6 reporting goals, test the new workflow, and present it to the VISN team leaders for approval before Go-Live.

c. Preparation for Productive Use. During this stage of the project final preparations are made for Go-Live. All software and hardware are installed and tested on production machines, and the final walkthrough is completed. Final scheduling for training is also completed.

d. Go-Live. Each user receives approximately 2 hours of personalized training in their environment while working on live cases, and once completed immediately they begin working in a production environment. After training is completed Voicebrook specialists monitor user progress and provide supplementary follow-up as needed over the designated Go-Live period.

Sources Sought Notice Sources Sought Notice

Sources Sought Notice

Brand Name Justification

DEPARTMENT OF VETERANS AFFAIRS

BRAND NAME JUSTIFICATION UNDER SIMPLIFIED PROCEDURES FOR CERTAIN COMMERCIAL ITEMS IN ACCORDANCE WITH FAR 13.5

Acquisition Plan Action ID: 36C246-22-AP-6313

1. Contracting Activity: Department of Veterans Affairs, Network/Program Contracting Office 06, located at 100 Emancipation Dr, Hampton, VA 23667, in support of VISN 06 VA Health Care System.

2237: 637-23-1-164-0001

2. Nature and/or Description of the Action Being Processed: This procurement is for an upgrade to the existing system that will improve the Dictation and Reporting system utilized for VISN 6 Pathology Reports in accordance with FAR 13.5 Simplified Procedures for Certain Commercial Items and specifically FAR 13.501 Special Documentation Requirements, where acquisitions conducted under Simplified Acquisition Procedures are exempt from the requirements of FAR Part 6, but still require a justification using the format of FAR 6.303-2. This is a new requirement and will be procured as a firm-fixed-priced contract with a base and four option years starting on 11/1/2022 with an estimated completion date of 9/30/2027.

3. Description of Supplies/Services Required to Meet the Agency’s Needs: Upgrade the existing Dictation Transmission Equipment/System to improve the Dictation and Reporting system utilized for VISN 6 Pathology Reports. The estimated value of this procurement including all options is $648,480.34.

4. Statutory Authority Permitting Restricted Competition:

FAR 13.5 Simplified Procedures for Certain Commercial Items. The statutory authority for applying the Simplified Procedures for Commercial Items of FAR 13.5 is 41 U.S.C. § 1901 and is implemented by FAR 13.106-1(b)(2) for restricting competition on this procurement. Competition is restricted on this procurement for the reason below:

(X) Only One Responsible Source and No Other Supplies or Services Will Satisfy Agency Requirements

5. Demonstration that the Contractor’s Unique Qualifications or Nature of the Acquisition Requires the Use of the Authority Cited Above (applicability of authority): This is an upgrade to the existing system –the goal is to standardize VISN 6 with VoiceOver PRO system.

VoiceOver Pro is proprietary to Voicebrook. GovSmart has an exclusive agreement with Voicebrook for distribution under a SEWP contract. Voicebrook and GovSmart are the only firms capable of providing VoiceOver PRO.

6. Description of Efforts Made to ensure that offers are solicited from as many potential sources as deemed practicable: Sources sought notice no. 36C24623Q0090 was posted to contracting opportunities on 10/21/2022 with a closing date of 10/26/2022. The notice sought qualified businesses under NAICS code 541519 capable of providing VoiceOver PRO to VISN 6.

7. Determination by the CO that the Anticipated Cost to the Government will be Fair and Reasonable: The Contracting Officer will determine that the prices will be fair and reasonable based on a comparison of proposed prices to other Medical Centers within VISN 6. Prior to award price analysis of the proposed contract price will be performed and documented to sufficiently determine that the cost to the Government of the proposed acquisition will be fair and reasonable.

8. Description of the Market Research Conducted and the Results, or a Statement of the Reasons Market Research Was Not Conducted: VA’s VIP database was searched utilizing NAICS code 541519 provided no options.

A telephonic call was made to Voicebrook to determine if there would be an expectation of competition. Voicebrook informed the CO that they are proprietary to VoiceOver PRO but do have an exclusive distribution agreement with GovSmart through a SEWP contract. Sources sought 36C24623Q0090 with Brand Name justification was posted on 10/21/22

9. Any Other Facts Supporting the Use of Other than Full and Open Competition: None

10. Listing of Sources that Expressed, in Writing, an Interest in the Acquisition:

GovSmart, Charlottesville, VA HUBZone SB Voicebrook, Lake Success, NY SB

11. A Statement of the Actions, if any, the Agency May Take to Remove or Overcome any Barriers to Competition before Making subsequent acquisitions for the supplies or services required: NCO 6 will continue to conduct market research to ascertain if there are changes in the marketplace that would enable competition for future actions.

12. Requirements Certification: I certify that the requirement outlined in this justification is a Bona Fide Need of the Department of Veterans Affairs and that the supporting data under my cognizance, which are included in the justification, are accurate and complete to the best of my knowledge and belief.

Effective

Date:

02/01/2022 Page of

Tony Gurganus Manager Pathology Lab VAMC Asheville

TONY GURGANUS

Digitally signed by TONY GURGANUS Date: 2022.10.06 15:46:40 -04'00'

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13. Approvals in accordance with the VHAPM Part 806.3 OFOC SOP:

a. Contracting Officer: I certify that the foregoing justification is accurate and complete to the best of my knowledge and belief.

Page 1 of John Harmsen Contracting Officer NCO 6

John P. Harmsen 484188

Digitally signed by John P. Harmsen 484188 Date: 2022.10.07 08:44:04 -04'00'

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One Level Above the Contracting Officer (Required over SAT but not exceeding $750K): I certify the justification meets requirements for other than full and open competition.

Jerry Mann Branch Chief Supply Team 3 NCO 6