Ambient Listening AoI 3.pdf

Area of Interest #3

Ambient Listening Services

DoD Healthcare Management System Modernization (DHMSM) Program Management Office

(PMO)

The DHMS PMO is interested in awarding prototype other transaction agreement(s) for prototype projects under the authority of 10 U.S.C. 4022 for Area of Interest (AoI) #3 Ambient Listening Services.

This AOI #3 leverages the competitive process under Commercial Solutions Opening (CSO) HT0038-25- S-C001.

**Vendors are required to submit in accordance with submission instructions and requirements identified at AOI #3 only.**

AOI #3 Problem Statement

The Government seeks ambient clinical intelligence and artificial intelligence (AI) automation and decision support solution(s) to improve clinical documentation accuracy, completeness, and efficiency within the Military Health System (MHS). The Government is looking for solution(s) that reduce users’ administrative burden, enhance patient care, and improve coding and documentation accuracy by seamlessly integrating with the MHS GENESIS electronic health record (EHR) system.

Providers at military treatment facilities (MTFs) face a growing documentation burden, which reduces face-to-face time with patients and contributes to clinician fatigue. Current clinical documentation processes present challenges, including:

• High clinician workload due to manual documentation.

• Increased administrative overhead and potential for clinician burnout.

• Lack of real-time assistance during patient interactions.

• Potential for documentation errors.

• Inability to leverage AI to suggest clinical orders and prescriptions.

• Coding inefficiencies and missed data capture.

The ultimate solution(s) must be fully integrated with the MHS GENESIS EHR system and compliant with all applicable DoD cybersecurity, accreditation, and network integration requirements. The Government anticipates that for MHS GENESIS integration this means: Ensure bi-directional interoperability with the MHS GENESIS EHR system using DoD-mandated interfaces (e.g., HL7 FHIR APIs, HL7 v2.x, and other integration pathways). The Government anticipates that for cybersecurity and network compliance this means: Achieve all required DoD cybersecurity certifications (e.g., Risk Management Framework (RMF), IL5/IL6 cloud compliance) and support integration within DoD networks (e.g., NIPRNet).

Given the urgent need and the number of existing commercial solutions, the Government is working under a compressed time frame for award and prototyping. As a result, the Government intends to leverage existing commercial solutions and is focusing on those that the Government can fully integrate and deploy in 12 months or less. The Government intends to make the initial prototype other transaction awards prior to or on September 26, 2025. The Government intends to award follow-on production agreement(s) and/or contract(s) to successful prototype project(s).

Background

The DHMSM PMO is responsible for leading the effort to modernize healthcare delivery across the MHS.

The DHMSM PMO’s core mission is to deliver an integrated, interoperable health information technology solution that enables the MHS to provide high-quality, cost-effective care to service members, veterans, and their families. This is achieved through the deployment and management of a comprehensive EHR and associated technologies designed to improve patient care, enhance operational efficiency, and support data-driven decision-making throughout the MHS enterprise.

The DHMSM PMO awarded a contract to Leidos in 2015 for development and deployment of the DoD EHR. To that end, Leidos teamed with Oracle and a number of other commercial vendors to create MHS GENESIS. Today, the DoD EHR is an Oracle Cerner Millenium product that supports the availability of longitudinal health records for more than 9.6 million DoD beneficiaries and has been deployed to over 137 parent hospitals and clinics with a user base of more than 190,000 Defense Health Agency (DHA) personnel.

Instructions for White Paper and Video Demonstration Submission

Create a cover page that identifies AOI #3 Ambient Listening Services and the solicitation number, the name(s) of the company(ies), website(s), point(s) of contact, and contact information (email address, phone number and mailing address). Responses should clearly indicate whether the proposing company is collaborating with any other organizations to deliver the proposed solution.

Interested companies are requested to submit a white paper describing the proposed solution in response to the AOI #3 Ambient Listening Services Problem Statement. The white paper should not exceed 8 pages in length. If submission is on behalf of a group of companies, the white paper should address the contribution of each company to the approach. Please be specific in the description of the proposed solution and where specific software or the approach has been successfully leveraged by providing real-world examples. Diagrams or figures to depict the proposed solution are encouraged. Please do not include elaborate brochures or resumes. All submissions shall be unclassified.

While companies are not limited in how they choose to structure their white paper, the Government recommends that they clearly address the following areas in the white paper:

• FedRAMP compliance status and impact level

• Description of the ambient capture and transcription capability, transcription accuracy, how accuracy is measure, and latency.

• AI-driven documentation, automation, & decision support – AI support capabilities and address the approach to mitigating potential bias in AI algorithms and ensuring fairness in clinical decision support and describe their plan for ongoing monitoring and evaluation of AI performance to identify and correct any errors or biases.

• Experience integrating with the Oracle Cerner Millenium product architecture and compliance with all applicable DoD cybersecurity, accreditation, and network integration requirements.

• Systems Integrator – As Leidos is the current MHS GENESIS systems integrator, please outline how your solution anticipates interacting with Leidos’ existing infrastructure. If there are any concerns sharing information in your white paper or video with Leidos or any of the Government support contractors identified in the CSO, please include a restrictive marking on each page with such limitation, as well as a paragraph explaining the concern.

• Security, privacy and hosting including whether the solution can be hosted in DoD IL5 or higher cloud environment, the specific hosting environment, whether a full RMF accreditation package has been or can be developed, Health Insurance Portability and Accountability Act (HIPAA) compliance, ability to support Common Access Card/Personal Identify Verification (CAC/PIV) authentication and ability to encrypt data at rest and in transit.

• Source Code – specifically address whether the source code is held in the United States and whether other than United States citizens access, maintain or upgrade the software.

• Software demonstration link – The Government wants the ability to view a demonstration of the software. Companies may include a link to existing demonstration videos (for example, to a website). For longer existing videos, the Government suggests identifying a no more than 7-minute clip of an existing video in the white paper. Alternatively, if companies prefer, they may submit a no more than 7-minute video through Bidscale. Bidscale videos may not exceed 1.5 GB in size. For companies who wish to submit a video instead of a link, please email both Government points of contact below, no later than September 3rd, to arrange access to Bidscale.

Please clearly identify in the white paper if a video will be separately submitted.

Include an Addendum 1 that identifies whether each company listed on the cover page is a nontraditional defense contractor as defined in 10 U.S.C. 3014 or a nonprofit research institution. (In short, a nontraditional defense contractor is an entity that has not received a full Cost Accounting Standards covered contract from the Federal Government within a 12-month period prior to the issuance of the solicitation.) This information should not take more than a page to provide and will not be used to determine which solutions are chosen for the next step of the review process.

Include an Addendum 2 with known licensing terms (end-users licensing agreements) for software/technology included in the approach as well as any other terms and conditions (for example, for services) that the submission would rely upon. References to existing Federal Government contracts with appropriate terms that could be used to streamline negotiations are encouraged. There is no page limit for Addendum 2.

Note that, per the text of the CSO, the Government will not pay for costs associated with the preparation of any other materials used to determine whether the company has merit for purposes of an AOI or is awardable for purposes of a prototype other transaction agreement.

Submit the cover page, white paper and addenda as a single document via email to both Government points of contacts listed below. Companies that have decided to submit a video demonstration through Bidscale must email the Government points of contact by September 3rd to request Bidscale access. The Government intends to review submissions on a rolling basis beginning on 26 August 2025 and ending on September 9th, 2025, at 5 p.m. Eastern Standard Time. Interested companies are encouraged to meet the due dates set forth herein as the Government has set aside personnel to review submissions based on these dates. The Government is under no obligation to consider submissions made later than the due date.

The Government will review the solutions described in the white papers and plans to invite the companies whose solutions are most likely to be successful in addressing the Government’s problem statement to engage in a question-and-answer session and/or live demonstration. Given the compressed time frame, the Government intends to leverage the flexibility of the other transaction authority and reach out to companies as the Government identifies likely successful solutions instead of waiting and notifying all companies at the same time. The government may customize its next steps based on the perceived concerns and benefits of each individual solution. This means the process may vary. For example, while one company might be asked to participate in a question-and-answer session, another company might be asked to provide a more detailed demonstration. In yet other cases, the Government may proceed directly to negotiating the prototype other transaction award.

For planning purposes, the prototyping phase is expected to require the company to integrate the software with MHS GENESIS and complete a 3-month pilot with approximately 150 primary care users at four target locations. The Government will share specific information regarding the pilot at an appropriate point in the process

If you have any questions pertaining to this Problem Statement, please contact the following individuals.

Government Points of Contacts

• Ms. Tiffany Kilburn-Franklin Tiffany.m.kilburn-franklin.civ@health.mil

• Ms. Milan Barbee McGruder Milan.r.barbeemcgruder.civ@health.mil mailto:Tiffany.m.kilburn-franklin.civ@health.mil mailto:Milan.r.barbeemcgruder.civ@health.mil