ESBD_505306_1776459704715_Addendum 1 - Questions - RFP 739-SL3732580 AI-Enhanced Dictation and Transcription Solution.pdf
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- Solicitation number
- 739-SL3732580
- Issued by
- Upton County, Texas
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Summary of Addendum 1 - AI-Enhanced Dictation and Transcription Solution RFP
This document is an Addendum to Request for Proposals 739-SL3732580 issued by Texas Tech University Health Sciences Center (TTUHSC) addressing ten participant questions regarding the AI-Enhanced Dictation and Transcription Solution procurement. The RFP seeks a cloud-based, HIPAA-compliant Software-as-a-Service platform for approximately 150 users (60 faculty/advanced practice providers and 90 residents) across six outpatient clinical departments. Key clarifications include confirmation that all six departments—OBGYN, Family Medicine, Internal Medicine, Psychiatry, Pediatrics, and Surgery—will implement simultaneously without a pilot phase. Altera integration has been clarified as optional, while Epic integration remains required for the Q3 2027 implementation timeline. The contract term begins upon execution and expires August 31, 2028, with three optional one-year renewal periods extending through August 31, 2031.
The addendum addresses critical procedural and operational requirements for vendors submitting proposals. Pricing must be submitted on an enterprise-wide license basis rather than per-user or departmental pricing. Vendors must complete the Business Associate Agreement, specifically Article 2 and Section 10.13 (Notices), and submit these with their proposals, though final execution occurs post-award. TTUHSC does not permit offshore production centers or development activities in India. The institution welcomes vendor standard agreement terms and redlined edits to Appendix A for negotiation as part of the final contractual framework. Additionally, the solution must accommodate resident-initiated notes prior to attending physician signature, with resident and attending notes maintained as separate documentation rather than requiring dual signatures.
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Text version
REQUEST FOR PROPOSALS
AI-Enhanced Dictation and Transcription Solution
Addendum No. 1
RFP 739-SL3732580
Addendum No. 1
AI-Enhanced Dictation and Transcription Solution
RESPONSE TO QUESTIONS
The following responses to participant questions are fully incorporated into the Request for Proposals 739-72807178.
Question TTUHSC Response
1. Can TTUHSC Provide a breakdown of anticipated 150 users, i.e., faculty, physicians, residents, and advanced practice providers?
• Approximately 60 Faculty/APPs and 90 residents.
2. The RFP states integration with Altera is not required buts lists it as a deliverable in Section 5, Item B (Configured SaaS platform integrated with Altera and Epic) Which is accurate – optional or required?
• Altera integration is optional; Epic integration requires for Q3 2027 implementation.
3. Can TTUHSC provide an estimated timeline for Epic migration?
• Q3 2027.
4. The background mentions six outpatient clinical departments. Two pilot departments are listed, Family Medicine and OBGYN. What are the remaining four?
• OBGYN, Family Medicine, Internal Medicine, Psychiatry, Pediatrics, Surgery.
We do not plan to pilot departments in the service. We plan to go-live for all departments at the same time.
5. Should pricing be submitted on a per-user basis, by department or as an enterprise-wide license?
• As an Enterprise License.
6. The Business Associate Agreement (BAA) has blank fields in Article 2. Should vendors submit a completed BAA as part of the proposal, or is it executed only after award?
• The Business Associate (page 23) and section 10.13 Notices (Business Associate) will need to be completed and submitted with the proposal.
Execution does not occur until after an award is made.
7. Could you please advise if executing the project from offshore production center in India aligns with TTUHSC policies and expectations?
• No offshore will not be considered.
8. Will TTUHSC incorporate (an negotiate if needed) proposer’s standard terms (or a mutually agreed version thereof) as part of the final agreement documents, or does TTUHSC expect Appendix A and the Incorporated Terms to serve as the sole contractual framework?
• Proposers are welcome to submit its standard agreement for review by TTUHSC. The agreement documents will consist of the RFP, the signed Proposal, the specifications, a written agreement, and purchase order(s).
Proposers are welcome to provide edits, showing as relines, to Appendix A.
9. Do Resident users need to be able to initiate notes before the Attending signs/completes it?
• Yes, as the Attending Physician could simply addendum the Resident’s note with their attestation of oversight. The Resident and Attending notes can be separate.
10. Are dual-signatures required? • TTUHSC Does not need dual signatures.
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