Specifications Dictation.docx

REQUEST FOR QUOTATION

ARFQ 0512 2845 WEH2600000008 Dragon Medical One and PowerMic Mobile Voice Recognition Software or Equal

SPECIFICATIONS

1. PURPOSE AND SCOPE: The West Virginia Office of Shared Administration (WVOSA), Purchasing Division is soliciting bids on behalf of The Department of Health Facilities, Welch Community Hospital (Agency) to establish a contract for Dragon Medical One and PowerMic Mobile Voice Recognition Software or EQUAL for ten (10) physician licenses for direct transcription into patient medical records by physicians.

NOTE: This request is covered in part or in whole by federal funds. All bidders will be required to acknowledge and adhere to the attached Federal Funds Addendum.

NOTE: The DoHS OSA has developed an EEOP Utilization Report, and it is available at:

https://dhhr.wv.gov/office-of-drug-control-policy/news/Documents/EEO%20Uitlization%20Report%20Completed%20Form%201-29-21-final-PDF%20review%20for%20approval%20to%20submit%20%283%29.pdf

NOTE: The Health Insurance Portability and Accountability Act of 1996 (hereafter, HIPAA) Business Associate Addendum (“Addendum”) is made a part of the Agreement by and between the West Virginia Department of Health Facilities (DHF), Bureau for Office of Health Facilities (OHF), Welch Community Hospital (Agency), and Business Associate (Vendor) and is effective as of the date of execution of the Addendum.

2. DEFINITIONS: The terms listed below shall have the meanings assigned to them below. Additional definitions can be found in section 2 of the General Terms and Conditions.

2.1 “Contract Services” means full-service inspection, parts, and occasional corrective maintenance services for fire protection equipment as more fully described in these specifications.

2.2 “Pricing Page” means the pages, contained wvOASIS or attached hereto as Exhibit A, upon which Vendor should list its proposed price for the Contract Services.

2.3 “Solicitation” means the official notice of an opportunity to supply the State with goods or services.

3. MANDATORY REQUIREMENTS:

3.1 Mandatory Contract Services Requirements and Deliverables: Contract Services must meet or exceed the mandatory requirements listed below.

3.1.1 Dragon Medical One Voice Recognition Software or Equal

3.1.1.2 Must include ten (10) physicians licenses.

3.1.1.3 In the event a Physician leaves Welch Community Hospital, facility must have the ability to transfer this licensure to the next physicians who are hired.

3.1.1.4 Must have a medical vocabulary dictionary.

3.1.1.5 Must allow for the creation of custom templates for physician documentation.

3.1.1.6 Must include reginal accent support capability.

3.1.1.7 Must support the Health Insurance Portability and Accountability ACT (HIPAA) Regulations by allowing for the secure storage of speech files.

3.1.1.8 Software must be a self-contained application that keeps all voice profiles and and protected health information (PHI) content within facility networks and allows for access by authorized users from any laptop, personal computer, or tablet within the health system network by logging in to their specific profile.

3.1.1.9 Must allow user to create and insert macros/norms completely with voice commands.

3.1.1.10 Must allow users to create and insert specific words, phrases and names with voice commands.

3.1.1.16 Software must provide updates to medical terminology and vocabulary, macro lists, medication lists, diagnoses lists, and disease list automatically to all users profiles.

3.1.1.17 Must be Windows 11 compatible.

3.1.1.18 Must include Maintenance, Service Warranty, Training, Delivery and Installation.

3.1.2 Philips Speechmike Premium Touch Microphone or EQUAL

3.1.2.2 Must provide high quality sounds capture, clear audio and noise cancellation.

3.1.2.3 Must support hygiene durability for cleaning purposes.

3.1.2.4 Must have customizable buttons for navigation and control.

4.1

4. Contract Award

4.1 Contract Award: The Contract is intended to provide Agency with a purchase price for the Contract Services. The Contract shall be awarded to the Vendor that provides the Contract Services meeting the required specifications for the lowest annual grand total cost as shown on the Pricing Pages.

4.2 Pricing Page: Vendor should complete the Pricing Page by inserting the cost for each item into the Cost per unit and multiplying cost per unit by the quantity and then insert the total cost for each line. Add all lines in the Total Cost column to get the Lowest Grand Total Cost.

Vendor should complete the Pricing Page in full as failure to complete the Pricing Page in its entirety may result in Vendor’s bid being disqualified.

Vendors should type or electronically enter the information into the Pricing Pages through wvOASIS, if available, or as an electronic document.

Examples of a properly completed Pricing Page are shown below and are for reference purposes only.

Quantity x Cost Per Unit = Total Cost (1 each x $10.00 = $10.00)

Lowest Grand Total Cost Add all pricing listed in the Total Cost column to get the Lowest Grand Total Cost.

NOTE: Bids can be submitted in writing and must include a hard copy of the pricing page and can be delivered via USPS, Fed Ex, UPS, FAX (304)558-2892 or hand delivery, etc., to the attention of Melissa S Spitzer OSA Purchasing Division, One Davis Square, Room 107, Charleston, WV 25301. Emailed bids will not be accepted.We encourage bids to be submitted electronically via VSS WVOASIS.

5. PERFORMANCE: Vendor and Agency shall agree upon a schedule for performance of Contract Services and Contract Services Deliverables, unless such a schedule is already included herein by Agency. In the event that this Contract is designated as an open-end contract, Vendor shall perform in accordance with the release orders that may be issued against this Contract.

6. PAYMENT: Agency shall pay pricing as indicated within bid proposal as shown on the Pricing Pages, for all Contract Services performed and accepted under this Contract.

Vendor shall accept payment in accordance with the payment procedures of the State of West Virginia.

7. TRAVEL: Vendor shall be responsible for all mileage and travel costs, including travel time, associated with performance of this Contract. Any anticipated mileage or travel costs may be included in the flat fee or hourly rate listed on vendor’s bid, but such costs will not be paid by the Agency separately.

8. FACILITIES ACCESS: Performance of Contract Services may require access cards and/or keys to gain entrance to the Agency’s facilities. In the event that access cards and/or keys are required:

9.1 Vendor must identify principal service personnel which will be issued access cards and/or keys to perform service.

9.2 Vendor will be responsible for controlling cards and keys and will pay replacement fee, if the cards or keys become lost or stolen.

9.3 Vendor must notify the Agency immediately of any lost, stolen, or missing card or key.

9.4 Anyone performing under this Contract will be subject to Agency’s security protocol and procedures.

9.5 Vendor must inform all staff of the Agency’s security protocol and procedures.

9. VENDOR DEFAULT:

10.1 The following shall be considered a vendor default under this Contract.

10.1.1 Failure to perform Contract Services in accordance with the requirements contained herein.

10.1.2 Failure to comply with other specifications and requirements contained herein.

10.1.3 Failure to comply with any laws, rules, and ordinances applicable to the Contract Services provided under this Contract.

10.1.4 Failure to remedy deficient performance upon request.

10.2 The following remedies shall be available to the Agency upon default.

10.2.1 Immediate cancellation of the Contract.

10.2.2 Immediate cancellation of one or more release orders issued under this contract.

10.2.3 Any other remedies available in law or equity.

10. MISCELLANEOUS:

11.1 Contract Manager: During its performance of this Contract, Vendor must designate and maintain a primary contract manager responsible for overseeing Vendor’s responsibilities under this Contract. The Contract manager must be available during normal business hours to address any customer service or other issues related to this Contract. Vendor should list its Contract manager and his or her contact information below.

Contract Manager: ______________________ Telephone Number: ________________________ Email Address: ____________________________

Revised 12/12/2017