P01 - SOW VoiceOver.doc

STATEMENT OF WORK

A. GENERAL INFORMATION

The STVHCS has a continued need for service and support of the current Government Owned Voice Brook Voiceover Pro software for Anatomic Pathology Dictation. The STVHCS currently has 6 Pathologists, 2 Surgical Residents, 1 Hematology Fellow, 1 Grossing Technician dictating gross and microscopic descriptions into the dictation system. Dictations can be routed to in-house transcriptionists for typing and reporting in Vista for the user to review and make suggestions for any changes before signoff.

· Voice Over Pro is currently installed on 12 different workstations.

· Voice Over Pro will be used for:

a. Structured document templates via the VoiceOver Pro report builder.

b. Free-text dictation or report information

c. Ability to provide shared(departmental)templates in addition to personal templates per pathologist

d. Speech-based “macros” for rapid entry of repetitive text

e. Hands free command control of Vista in the grossing room and at the microscope.

f. The VoiceOver Pro software also incorporates College of American Pathology cancer protocol checklists that are required by Commission on Cancer guidelines.

Features:

· Service and support of VoiceOver Pro, featuring Nuance Speech kit

· 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

· Integration with existing information system including “command and control” for users who require hands-free operation

· Installation of existing personal computers

· Personalized user training and support

· One-year same-day telephone and remote software support.

· Annual Software/Hardware Maintenance and user support form Monday to Friday: 8am -1am, Saturday: 9am-5pm EST, except for Voicbrook Holidays (New Year’s Day, President’s Day, Memorial Day, Independence Day, Labor Day, Veteran’s Day, Thanksgiving, Day after Thanksgiving, Christmas). Commences upon First Productive Use of System for live report creation.

Contractor Personnel:

The contractor must provide a project manager who is responsible for the performance of the work detailed in the Statement of Work. The name of this person, and alternates who must act for the contractor when the manager is absent, must be designated in writing to the Contracting Officer and Contracting Officer Representative.

The project manager and alternate must have full authority to act for the contractor on all contract matters relating to daily operation of this project.

The project manager and alternate must provide all required documentation of its employees who will be assigned to the project and must coordinate with the Contracting Officer and Contracting Officer Representative to process the contractor employees for all Security requirements needed for the performance of this contract.

The contractor must be responsible for safeguarding all government property provided for the contractor to use during the installation and performance of this contract.

No alterations to the property must be made without specific written permission from the contracting officer. The contractor must assure us that the property is in the same condition as received at the beginning of the project.

Contractor assigned work areas include the following room numbers only:

· T119.10

· P113

· P116

· P119.6

· T119.12

· P119.5

· T121

· P114

· P115.7

· P115.3

Qualifications:

· The contractor shall be technically trained and Authorized by Voicebrook on the VoiceBrook VoiceOver Pro Dictation equipment and have the required levels of professional and technical experience to perform the work required by this statement of work. A certificate of training completion by the Field Service Engineer may be requested at any time during the contract.

Scheduling and Hours of Work:

· All work must be scheduled with the Biomed Department at (210-617-5300) ext. 14673/15398, the AP/Cyto Supervisor, Arlynda Johnson at (210-617-5300) ext. 114963 and the Contracting Officer’s Representative Kristen Delgado-Williams (210-617-5300) x115135.

Data/Deliverables:

· Voicebrook or Voicebrook Authorized 3rd Party Vendor will provide installation, training and support services for users and educate administrative support staff on troubleshooting a basic system administration.

· Recurring Training slots for all rotating residents.

· Maintenance and Support for all software and hardware.

· Coordinate with STVHCS to ensure training and support times are scheduled and proper time allocated.

· All software and hardware are included under the contract.

· All parts, labor, travel and freight will be included under the contract.

· All emergency repairs that cannot be corrected remotely, a Field service engineer will be sent onsite to correct the issue.

· Technical support over the phone: Mon-Fri 8am-1am EST; Saturday 9am-5pm EST

· All available software upgrades will be performed by the vendor during this contract

Performance Period:

Base + 4 years Place of Performance:

The service and support of the software will take place at the San Antonio Veterans Affairs Medical Center in San Antonio, TX.

The address is:

South Texas Veterans Health Care System

Audie L. Murphy Memorial VA Medical Center

7400 Merton Minter Boulevard

San Antonio, Texas, 78229

Phone: 210-617-5300

B. GENERAL SPECIFICATIONS

· The Voice Over Pro System will provide hardware (input devices only), software, customization, installation and training and support for 6 Pathologists, 2 Surgical Residents, 1 Hematology Fellow, 1 Grossing Technician up to 12 workstations. Administrative Software, installation and training will be conducted for 2 system administrators.

· Brand Name or Equal to:

Maintenance and User Support

Software Maintenance and User Support

Software Maintenance and User Support

Software Maintenance and User Support

residents)

C. Government Furnished Materials and Responsibilities.

· Nuance Speech Kit Licenses will be handled by the South Texas Veteran’s Affairs OIT team.

· 12 personal computers located in the rooms identified under the Contractor Assigned work areas.

· STVHCS will provide access to Voicebrook (Voicebrook Authorized Vendor) with access to equipment, and appropriate network rights to install software in conjunction with the STVHCS Biomed Department.

· STVHCS will provide a network file share where users may store and access their speech profiles.

C. SECURITY

· Information System Security: The contractor shall follow all applicable VA policies and procedures governing information security. The audio dictations stored on the VoiceBrook server will not contain ePHI, since the files will be associated with accession numbers.

· Privacy Officer: The Contractor will not have access to protected Patient Health Information (PHI), and will not have the capability of accessing patient information during the services provided to the VA and if removal of equipment from the VA is required, any memory storage device will remain in VA control and will not be removed from VA custody.

· Contractor Personnel Security: All Voice Brook (Voice Brook Authorized vendor) employees who require access to the Department of Veterans Affairs' computer systems shall have complete background investigation and must receive a favorable adjudication from the VA Security and Investigations Center (07C).