Voice Dictation Mpls VAMC 36C26323Q0725.docx

36C26323Q0725

PAGE 1 OF

1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

UEI:

EFT:

PHONE:

FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER 18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only) 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________. YOUR OFFER ON SOLICITATION

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER) 30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

06-06-2023 Jeffrey Brown 651 293 3009 06-16-2023 17:00

CDT

36C263 Department of Veterans Affairs

NETWORK 23 CONTRACTING OFFICE

316 Robert Street N. STE. 506 St. Paul MN 55101

X

513210 $47 Million

N/A

Department of Veterans Affairs Minneapolis VA Medical Center One Veterans Drive, Building 70

Minneapolis MN 55417

Department of Veterans Affairs

NETWORK 23 CONTRACTING OFFICE

316 Robert Street N. STE. 506 St. Paul MN 55101

Y

Financial Services Center PO Box 149971

Austin TX 78714-9971

See CONTINUATION Page This acquisition is for Voice Dictation Software for the Minneapolis VAMC Department of Pathology & Laboratory Medicine Services in accordance with the Statement of Work and schedule below.

Prior to submitting a quote, please review all documentation within.

Review and follow INSTRUCTIONS TO OFFERORS in Clause 52.212-1 Addendum.

This solicitation is set-aside for Small Business.

See CONTINUATION Page

Jeffrey Brown

VA-VHA-RPOC-2023-0062

Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C263 Jeffrey Brown

NETWORK 23 CONTRACTING OFFICE

316 Robert Street N. STE. 506 St. Paul MN 55101

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

3. INVOICES: Invoices shall be submitted in arrears:

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

VOICE OVER PRO USER LICENSE

Contract Period: Base POP Begin: 07-01-2023 POP End: 01-01-2024 PRINCIPAL NAICS CODE: 513210 - Software Publishers PRODUCT/SERVICE CODE: 7E20 - IT and Telecom - End User: Conferencing, AV, Helpdesk, Deskside Support, Workspace, Printers, Collaboration and Productivity Tools (Hardware and Perpetual License Software)

LOCAL STOCK NUMBER: VOPROUSRLIC-GOV

VoiceOver PRO License-Small

POP Begin: 07-01-2023 POP End: 01-01-2024 PRINCIPAL NAICS CODE: 513210 - Software Publishers PRODUCT/SERVICE CODE: 7E20 - IT and Telecom - End User: Conferencing, AV, Helpdesk, Deskside Support, Workspace, Printers, Collaboration and Productivity Tools (Hardware and Perpetual License Software)

LOCAL STOCK NUMBER: VOPROLICS-GOV

VA VistA Personality License-Small

POP Begin: 07-01-2023 POP End: 01-01-2024 PRINCIPAL NAICS CODE: 513210 - Software Publishers PRODUCT/SERVICE CODE: 7E20 - IT and Telecom - End User: Conferencing, AV, Helpdesk, Deskside Support, Workspace, Printers, Collaboration and Productivity Tools (Hardware and Perpetual License Software)

LOCAL STOCK NUMBER: VOP-VVTS-GOV

Delegated Workflow Module-Small

POP Begin: 07-01-2023 POP End: 01-01-2024 PRINCIPAL NAICS CODE: 513210 - Software Publishers PRODUCT/SERVICE CODE: 7E20 - IT and Telecom - End User: Conferencing, AV, Helpdesk, Deskside Support, Workspace, Printers, Collaboration and Productivity Tools (Hardware and Perpetual License Software)

LOCAL STOCK NUMBER: VOM-DWMS-GOV

VA Nuance SpeechKit Per User Subscription

POP Begin: 07-01-2023 POP End: 01-01-2024 PRINCIPAL NAICS CODE: 513210 - Software Publishers PRODUCT/SERVICE CODE: 7E20 - IT and Telecom - End User: Conferencing, AV, Helpdesk, Deskside Support, Workspace, Printers, Collaboration and Productivity Tools (Hardware and Perpetual License Software)

LOCAL STOCK NUMBER: VASPKT-USRSUB-GOV

VoiceOver PRO Resident User License

POP Begin: 07-01-2023 POP End: 01-01-2024 PRINCIPAL NAICS CODE: 513210 - Software Publishers PRODUCT/SERVICE CODE: 7E20 - IT and Telecom - End User: Conferencing, AV, Helpdesk, Deskside Support, Workspace, Printers, Collaboration and Productivity Tools (Hardware and Perpetual License Software)

LOCAL STOCK NUMBER: VOPRORESUSRLIC-GOV

Onboarding & Adoption

POP Begin: 07-01-2023 POP End: 01-01-2024 PRINCIPAL NAICS CODE: 513210 - Software Publishers PRODUCT/SERVICE CODE: 7E20 - IT and Telecom - End User: Conferencing, AV, Helpdesk, Deskside Support, Workspace, Printers, Collaboration and Productivity Tools (Hardware and Perpetual License Software)

LOCAL STOCK NUMBER: SVR-ONB-GOV

Plantronics - Audio 610 Wired Headset

POP Begin: 07-01-2023 POP End: 01-01-2024 PRINCIPAL NAICS CODE: 513210 - Software Publishers PRODUCT/SERVICE CODE: 7E20 - IT and Telecom - End User: Conferencing, AV, Helpdesk, Deskside Support, Workspace, Printers, Collaboration and Productivity Tools (Hardware and Perpetual License Software)

LOCAL STOCK NUMBER: HRWMIC-PA610WH-GOV

SoundTech - Boom Mic (USB)

POP Begin: 07-01-2023 POP End: 01-01-2024 PRINCIPAL NAICS CODE: 513210 - Software Publishers PRODUCT/SERVICE CODE: 7E20 - IT and Telecom - End User: Conferencing, AV, Helpdesk, Deskside Support, Workspace, Printers, Collaboration and Productivity Tools (Hardware and Perpetual License Software)

LOCAL STOCK NUMBER: HRWMIC-STBMUSB-GOV

Sennheiser Wireless Kit

POP Begin: 07-01-2023 POP End: 01-01-2024 PRINCIPAL NAICS CODE: 513210 - Software Publishers PRODUCT/SERVICE CODE: 7E20 - IT and Telecom - End User: Conferencing, AV, Helpdesk, Deskside Support, Workspace, Printers, Collaboration and Productivity Tools (Hardware and Perpetual License Software)

LOCAL STOCK NUMBER: HRWMIC-SWK3G-GOV

Voicebrook (LineMaster) - Water Proof w/ Bars HRWFP-VBFP-LINE-WP-WB-GOV

POP Begin: 07-01-2023 POP End: 01-01-2024 PRINCIPAL NAICS CODE: 513210 - Software Publishers PRODUCT/SERVICE CODE: 7E20 - IT and Telecom - End User: Conferencing, AV, Helpdesk, Deskside Support, Workspace, Printers, Collaboration and Productivity Tools (Hardware and Perpetual License Software)

LOCAL STOCK NUMBER: HRWFP-VBFP-LINE-WP-WB

AA Rechargeable Battery Unit (includes batteries)

POP Begin: 07-01-2023 POP End: 01-01-2024 PRINCIPAL NAICS CODE: 513210 - Software Publishers PRODUCT/SERVICE CODE: 7E20 - IT and Telecom - End User: Conferencing, AV, Helpdesk, Deskside Support, Workspace, Printers, Collaboration and Productivity Tools (Hardware and Perpetual License Software)

LOCAL STOCK NUMBER: HRWACC-AABU-GOV

PI Engineering - XKeys XK-3 FP

POP Begin: 07-01-2023 POP End: 01-01-2024 PRINCIPAL NAICS CODE: 513210 - Software Publishers PRODUCT/SERVICE CODE: 7E20 - IT and Telecom - End User: Conferencing, AV, Helpdesk, Deskside Support, Workspace, Printers, Collaboration and Productivity Tools (Hardware and Perpetual License Software)

LOCAL STOCK NUMBER: HRWFP-PIXKEYXK-GOV

Speechware FlexyMike Dual Ear Cardioid

POP Begin: 07-01-2023 POP End: 01-01-2024 PRINCIPAL NAICS CODE: 513210 - Software Publishers PRODUCT/SERVICE CODE: 7E20 - IT and Telecom - End User: Conferencing, AV, Helpdesk, Deskside Support, Workspace, Printers, Collaboration and Productivity Tools (Hardware and Perpetual License Software)

LOCAL STOCK NUMBER: HRWMIC-SWFXM-GOV

Philips - SpeechMike Pro III

POP Begin: 07-01-2023 POP End: 01-01-2024 PRINCIPAL NAICS CODE: 513210 - Software Publishers PRODUCT/SERVICE CODE: 7E20 - IT and Telecom - End User: Conferencing, AV, Helpdesk, Deskside Support, Workspace, Printers, Collaboration and Productivity Tools (Hardware and Perpetual License Software)

LOCAL STOCK NUMBER: HRWMIC-PSMPROIII-GOV

VoiceOver PRO User License Maintenance

POP Begin: 07-01-2023 POP End: 01-01-2024 PRINCIPAL NAICS CODE: 513210 - Software Publishers PRODUCT/SERVICE CODE: 7E20 - IT and Telecom - End User: Conferencing, AV, Helpdesk, Deskside Support, Workspace, Printers, Collaboration and Productivity Tools (Hardware and Perpetual License Software)

LOCAL STOCK NUMBER: VOPROUSRLICSK-MTC-GOV

VoiceOver PRO License-Small Maintenance

POP Begin: 07-01-2023 POP End: 01-01-2024 PRINCIPAL NAICS CODE: 513210 - Software Publishers PRODUCT/SERVICE CODE: 7E20 - IT and Telecom - End User: Conferencing, AV, Helpdesk, Deskside Support, Workspace, Printers, Collaboration and Productivity Tools (Hardware and Perpetual License Software)

LOCAL STOCK NUMBER: VOPROLICS-MTC-GOV

VA VistA Personality License-Small Maintenance

POP Begin: 07-01-2023 POP End: 01-01-2024 PRINCIPAL NAICS CODE: 513210 - Software Publishers PRODUCT/SERVICE CODE: 7E20 - IT and Telecom - End User: Conferencing, AV, Helpdesk, Deskside Support, Workspace, Printers, Collaboration and Productivity Tools (Hardware and Perpetual License Software)

LOCAL STOCK NUMBER: VOP-VVTS-MTC-GOV

Delegated Workflow Module-Small Maintenance

POP Begin: 07-01-2023 POP End: 01-01-2024 PRINCIPAL NAICS CODE: 513210 - Software Publishers PRODUCT/SERVICE CODE: 7E20 - IT and Telecom - End User: Conferencing, AV, Helpdesk, Deskside Support, Workspace, Printers, Collaboration and Productivity Tools (Hardware and Perpetual License Software)

LOCAL STOCK NUMBER: VOM-DWMS-MTC-GOV

VoiceOver PRO Resident User License Maintenance

POP Begin: 07-01-2023 POP End: 01-01-2024 PRINCIPAL NAICS CODE: 513210 - Software Publishers PRODUCT/SERVICE CODE: 7E20 - IT and Telecom - End User: Conferencing, AV, Helpdesk, Deskside Support, Workspace, Printers, Collaboration and Productivity Tools (Hardware and Perpetual License Software)

LOCAL STOCK NUMBER: VOPRORESUSRLIC-MTC-GOV

Plantronics - Audio 610 Wired Headset Maintenance

POP Begin: 07-01-2023 POP End: 01-01-2024 PRINCIPAL NAICS CODE: 513210 - Software Publishers PRODUCT/SERVICE CODE: 7E20 - IT and Telecom - End User: Conferencing, AV, Helpdesk, Deskside Support, Workspace, Printers, Collaboration and Productivity Tools (Hardware and Perpetual License Software)

LOCAL STOCK NUMBER: HRWMIC-PA610WH-MTC-GOV

SoundTech - Boom Mic (USB) Maintenance

POP Begin: 07-01-2023 POP End: 01-01-2024 PRINCIPAL NAICS CODE: 513210 - Software Publishers PRODUCT/SERVICE CODE: 7E20 - IT and Telecom - End User: Conferencing, AV, Helpdesk, Deskside Support, Workspace, Printers, Collaboration and Productivity Tools (Hardware and Perpetual License Software)

LOCAL STOCK NUMBER: HRWMIC-STBMUSB-MTC-GOV

Sennheiser Wireless Kit Maintenance

POP Begin: 07-01-2023 POP End: 01-01-2024 PRINCIPAL NAICS CODE: 513210 - Software Publishers PRODUCT/SERVICE CODE: 7E20 - IT and Telecom - End User: Conferencing, AV, Helpdesk, Deskside Support, Workspace, Printers, Collaboration and Productivity Tools (Hardware and Perpetual License Software)

LOCAL STOCK NUMBER: HRWMIC-SWK3G-MTC-GOV

Voicebrook (LineMaster) - Water Proof w/ Bars Maintenance HRWFP-VBFP-LINE-WP-WB-MTC-GOV

POP Begin: 07-01-2023 POP End: 01-01-2024 PRINCIPAL NAICS CODE: 513210 - Software Publishers PRODUCT/SERVICE CODE: 7E20 - IT and Telecom - End User: Conferencing, AV, Helpdesk, Deskside Support, Workspace, Printers, Collaboration and Productivity Tools (Hardware and Perpetual License Software)

LOCAL STOCK NUMBER: HRWFP-VBFP-LINE-WP-WB

PI Engineering - XKeys XK-3 FP Maintenance

POP Begin: 07-01-2023 POP End: 01-01-2024 PRINCIPAL NAICS CODE: 513210 - Software Publishers PRODUCT/SERVICE CODE: 7E20 - IT and Telecom - End User: Conferencing, AV, Helpdesk, Deskside Support, Workspace, Printers, Collaboration and Productivity Tools (Hardware and Perpetual License Software)

LOCAL STOCK NUMBER: HRWFP-PIXKEYXK-MTC-GOV

Speechware FlexyMike Dual Ear Cardioid Maintenance

POP Begin: 07-01-2023 POP End: 01-01-2024 PRINCIPAL NAICS CODE: 513210 - Software Publishers PRODUCT/SERVICE CODE: 7E20 - IT and Telecom - End User: Conferencing, AV, Helpdesk, Deskside Support, Workspace, Printers, Collaboration and Productivity Tools (Hardware and Perpetual License Software)

LOCAL STOCK NUMBER: HRWMIC-SWFXM-MTC-GOV

Philips - SpeechMike Pro III Maintenance

POP Begin: 07-01-2023 POP End: 01-01-2024 PRINCIPAL NAICS CODE: 513210 - Software Publishers PRODUCT/SERVICE CODE: 7E20 - IT and Telecom - End User: Conferencing, AV, Helpdesk, Deskside Support, Workspace, Printers, Collaboration and Productivity Tools (Hardware and Perpetual License Software)

LOCAL STOCK NUMBER: HRWMIC-PSMPROIII-MTC-GOV

AA Rechargeable Battery Unit (includes batteries) Maintenance

POP Begin: 07-01-2023 POP End: 01-01-2024 PRINCIPAL NAICS CODE: 513210 - Software Publishers PRODUCT/SERVICE CODE: 7E20 - IT and Telecom - End User: Conferencing, AV, Helpdesk, Deskside Support, Workspace, Printers, Collaboration and Productivity Tools (Hardware and Perpetual License Software)

LOCAL STOCK NUMBER: HRWACC-AABU-MTC-GOV

CAP Pathologist License

POP Begin: 07-01-2023 POP End: 01-01-2024 PRINCIPAL NAICS CODE: 513210 - Software Publishers PRODUCT/SERVICE CODE: 7E20 - IT and Telecom - End User: Conferencing, AV, Helpdesk, Deskside Support, Workspace, Printers, Collaboration and Productivity Tools (Hardware and Perpetual License Software)

LOCAL STOCK NUMBER: CAP-PATHSUB-GOV

B.3 DELIVERY SCHEDULE

Building 70 1 Veterans Drive Minneapolis, MN 55417

USA

11.00

612-467-5989 x315989 rachel.pike@va.gov

Building 70 1 Veterans Drive Minneapolis, MN 55417

1.00

Building 70 1 Veterans Drive Minneapolis, MN 55417

1.00

Building 70 1 Veterans Drive Minneapolis, MN 55417

1.00

Building 70 1 Veterans Drive Minneapolis, MN 55417

13.00

Building 70 1 Veterans Drive Minneapolis, MN 55417

2.00

Building 70 1 Veterans Drive Minneapolis, MN 55417

30.00

Building 70 1 Veterans Drive Minneapolis, MN 55417

3.00

Building 70 1 Veterans Drive Minneapolis, MN 55417

10.00

Building 70 1 Veterans Drive Minneapolis, MN 55417

3.00

Building 70 1 Veterans Drive Minneapolis, MN 55417

3.00

Building 70 1 Veterans Drive Minneapolis, MN 55417

2.00

Building 70 1 Veterans Drive Minneapolis, MN 55417

13.00

Building 70 1 Veterans Drive Minneapolis, MN 55417

4.00

Building 70 1 Veterans Drive Minneapolis, MN 55417

1.00

Building 70 1 Veterans Drive Minneapolis, MN 55417

11.00

Building 70 1 Veterans Drive Minneapolis, MN 55417

1.00

Building 70 1 Veterans Drive Minneapolis, MN 55417

1.00

Building 70 1 Veterans Drive Minneapolis, MN 55417

1.00

Building 70 1 Veterans Drive Minneapolis, MN 55417

2.00

Building 70 1 Veterans Drive Minneapolis, MN 55417

3.00

Building 70 1 Veterans Drive Minneapolis, MN 55417

10.00

Building 70 1 Veterans Drive Minneapolis, MN 55417

3.00

Building 70 1 Veterans Drive Minneapolis, MN 55417

3.00

Building 70 1 Veterans Drive Minneapolis, MN 55417

13.00

Building 70 1 Veterans Drive Minneapolis, MN 55417

4.00

Building 70 1 Veterans Drive Minneapolis, MN 55417

1.00

Building 70 1 Veterans Drive Minneapolis, MN 55417

2.00

Building 70 1 Veterans Drive Minneapolis, MN 55417

9.00

Page 1 of Page 1 of B.4 Statement of Work

Pathology-Focused Voice-Recognition Digital Dictation System

Introduction:

This acquisition serves as a request for a Pathology-exclusive voice recognition dictation/transcription system for the Minneapolis VAMC, Department of Pathology & Laboratory Medicine Service (P&LMS). This acquisition seeks to obtain a digital “talk-to-text” dictation/transcription system which can accurately transfer dictated speech into the Electronic Medical Records reporting system. The dictation/transcription system must accommodate all aspects necessary to create an accurate Pathology report from the point of grossing the tissue to microscopic review and final reporting. This system would ultimately streamline the dictation/transcription process through increased workload efficiency, decreased manual entry, reduced typographical errors, and replacing the current Nuance Enterprise Speech Dictation/Transcription system.

Background:

Surgical Pathology specimens require dictation for both the grossing of tissue and for the microscopic description of the tissue. For years, analog Dictaphones were used, and dictation was recorded on cassette tapes and typed into the pathology report by transcriptionists. The Minneapolis VAMC then purchased Nuance Enterprise Speech Dictation/Transcription in which dictated speech was transferred to an audio file. With the Nuance Enterprise Speech Dictation/Transcription, a transcriptionist listens to the digital audio file and manually transcribes what is heard into VistA. This process is labor-intensive, time consuming, prone to transcription errors and is at the end of life.

Over the past decade voice-recognition systems have become available but have proven to be ineffective for various reasons. First, Pathology has rather complex terminology and specific reporting and vocabulary requirements which basic medical voice-recognition dictation/transcription systems do not have and cannot accommodate. Second, the majority of voice-recognition dictation/transcription systems do not interface with the VistA lab package which means that what is dictated does not automatically get translated into the VistA pathology report. Rather, it requires cutting and pasting text from MS Word into VistA. Lastly, many voice-dictation systems do not account for specialty languages and accents, making it difficult to translate speech accurately into text without a significant amount of time being spent on voice-profile training. Due to the number of pathology residents continually rotating through the service, this would provide a host of challenges. The Minneapolis VAMC seeks a digital voice-recognition system that is exclusively for Pathology and can accurately translate speech directly into the Electronic Medical Records reporting system. It is imperative that the selected dictation system is compatible with both VistA and Cerner, since over the next several years the Minneapolis VAMC will be converting from VistA to Cerner.

Objective:

Multiple VA Health Care Systems have encountered these same issues listed and have found a proven voice-recognition system that works specifically for Pathology. The system found acceptable by the Minneapolis VAMC and multiple other VA sites is the VoiceBrook VoiceOver Pro. If another system is found to possess the same salient characteristics/operational requirements described below then, it will be considered (Brand name or equal).

Operational Requirements:

1. The contractor shall provide and install all required or necessary components of the voice recognition dictation/transcription system. All components must be new and discontinued models are not acceptable.

2. The contractor shall provide training and remote technical support. The Minneapolis VAMC requires the contractor maintains the required access per VHA standards.

3. The contractor shall have a knowledge base of pathology templates, then develop and set up Minneapolis VAHCS specific templates for gross and microscopic reporting dictation/transcription.

4. The software shall have a module for the College of American Pathologists (CAP) Electronic Cancer Checklists (eCC) for Cancer Protocol Templates and allow pathologists to use speech recognition technology to comply with the CAP eCC. This must have the ability to tag discrete data for the CAP eCC Cancer Protocol Templates.

5. Contractor shall update CAP eCC within 12 weeks of delivery from CAP (twice per year).

6. Contractor shall assist in the development of non-eCC templates.

7. Contractor shall build the new workflow to match the Medical Centers pathology department’s reporting goals.

8. The contractor shall present the new workflow to the client team leaders for approval before training and Go-Live date.

9. The contractor shall test the new pathology department’s workflow.

10. The speech recognition software shall have proven integration with the Veterans Health Information Systems and Technology Architecture (VistA) Anatomic Pathology Lab Package with multiple VA customers, as well as proven integration capabilities with Cerner systems.

11. The Minneapolis VAHCS will be replacing VistA Pathology with Cerner Millennium PathNet. The contractor will provide the Cerner Millennium PathNet Integration Personality at no additional charge.

12. The Contractor shall provide the facilities the necessary software for installation on the VA network.

13. The software must be compatible with Dragon MED 1

14. The software must provide free-text dictation or report information.

15. The software must provide speech-based “Macros” for rapid entry of repetitive text.

16. The software must provide hands-free “command and control” of VistA – in the laboratory and in the Pathology office/work areas.

17. Contractor shall build the new workflow, test the new workflow, and present it to facility for approval prior to Go-Live.

18. Contractor shall utilize VA’s Dragons Medical and Dragon MEd 1 (for Cerner) site license for acquiring Dragon Licensing.

19. Contractor shall utilize the VA’s Network Management Server’s (NMS).

20. The Contractor is required to provide alert/notification on all technical advisory/alerts to the designated individuals determined at contract award.

Technical Requirements:

The Minneapolis VAMC will:

1. Provide contractor with access to equipment and appropriate network rights to install the software.

2. Provide a network file share where users may store and access their speech profiles.

3. Provide contractor with remote access to the central file share for support purposes only.

4. Provide computers and server which will meet specifications listed below:

Processor: The latest quad core processor (the faster the better) IMPORTANT: SSE2 Instruction Set required Operating System: Windows 10 64 bit Memory: 16GB Available Hard Drive Disk Space: 10GB Shared workstations (such as gross, resident or shared signout) may require additional available hard drive disk space.

Network Speed: 1Gbps FULL DUPLEX to the VoiceOver Fileshare Other .Net Framework 4.7.2 or higher (full version) Requirements for workstation installation and environment:

Each VoiceOver workstation should be setup with the latest Windows updates.

2 Free USB Ports 1 free power outlet for certain microphone types (gross room, autopsy) 16 bit audio sound card Windows Media Player Internet Explorer 11 or higher Microsoft Office 2007/2010/2013*/ 2016* (32 or 64-bit)(* Versions may require a upgrade) Workstations should be provided with access to the following online resources:

Zoom.us Success.Voicebrook.com (redirects to Voicebrook.force.com Connect.Voicebrook.com (GoToAssist for remote support) www.fastsupport.com ( alternative address for GoToAssist support connectivity) Function of server: Primary VoiceOver server Specifications: Server Type: Physical or Virtual Operating System: Microsoft Windows Server 2008 R2, 2012, 2012 R2, or 2016 Processor: Dual core - 3.0 GHz or greater Memory: 8 GB Available Hard Drive Space:

- OS = 120GB

- VoiceOver Applications = 80GB Total space required = 200GB [OS + VoiceOver Applications] Network Connectivity: Recommended: 1Gbps or greater (FULL DUPLEX) Minimum: 100Mbps (FULL DUPLEX) Other:

AES 256-bit SSL certificate from certified authority .Net Framework 4.7.2 or higher (full version) SQL Server 2016 Microsoft IIS 7.5. 8.0, or 8.5 PowerShell Ports:

- 437, 8010 and 443 must be open for proper communication between servers and desktops

- 7333 must be open for server to communicate with desktops, for sites using Peer Sync for audio files ** Size of VoiceOver PRO Document SQL DB* = Report Storage + Audio Storage Report Storage = 3gb x [# of Users] Size of VoiceOver PRO Configuration SQL DB = 1GB Size DMNE SQL DB* = 2GB

Support:

1. Delivery: All new equipment will be shipped within 120 days of receipt of award. The contractor will make arrangements with the Minneapolis VAMC for delivery and installation of equipment. The Minneapolis VAMC requests delivery terms of: FOB DESTINATION for all shipments, deliveries, installations and training.

a. Deliveries shall be made to:

VA Medical Center, Bldg. 70 Warehouse (90D), Ref. PO #:

One Veterans Drive Minneapolis, MN 55417

b. Acceptable delivery times are between 8am and 3pm CST, Monday through Friday, except Federal Holidays.

2. The contractor shall complete the work required under this SOW between 120-150 days from the date of award unless otherwise directed by the Contracting Officer (CO). If the contractor proposes an earlier completion date, and the Government accepts the contractor’s proposal, the contractor’s proposed completion date shall prevail. Work at the Government site shall not take place on Federal holidays or weekends unless directed by the CO.

New Year’s Day Martin Luther King Jr.’s Birthday President’s Day Memorial Day Juneteenth Independence Day Labor Day Columbus Day Veteran’s Day Thanksgiving Day Christmas Day

3. Training: The contractor shall provide training on basic system administration and troubleshooting. The instrument training program must be coordinated with the equipment installation, and appropriate for the size and scope of the facility’s services.

4. Equipment Maintenance / Repair Service: The Contractor shall have the capability to provide software and hardware maintenance and user support for the items supplied on this contract from Monday to Friday: 7 AM – 12 AM and Saturday 8 AM to 4 PM, except for federal holidays. Federal holidays include: New Year’s Day, Martin Luther King Day, Presidents Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day and Christmas Day. The contractor shall provide technical assistance available by telephone and remote assistance.

Security:

1. The contractor shall adhere to all the security and privacy clauses and security requirements listed in this contract to include:

Completing the TMS 10203 Privacy and HIPAA Training

Adhering to the Following Clauses contained in the attached VHA Handbook 6500.6 General Security/Privacy Clause Access to VA Information and VA Information Systems Clause Training Clause

2. Contractor must supply following the documentation to Minneapolis VA:

MDS2- Manufacturer Disclosure Statement for Medical Device Security VA Directive 6550 Appendix A Pre-Procurement Assessment Business Associate Agreement (BAA)

B.5 IT CONTRACT SECURITY

VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY

1. GENERAL

Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.

2. ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS

a. A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order.

b. All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures.

c. Contract personnel who require access to national security programs must have a valid security clearance. National Industrial Security Program (NISP) was established by Executive Order 12829 to ensure that cleared U.S. defense industry contract personnel safeguard the classified information in their possession while performing work on contracts, programs, bids, or research and development efforts. The Department of Veterans Affairs does not have a Memorandum of Agreement with Defense Security Service (DSS). Verification of a Security Clearance must be processed through the Special Security Officer located in the Planning and National Security Service within the Office of Operations, Security, and Preparedness.

d. Custom software development and outsourced operations must be located in the U.S. to the maximum extent practical. If such services are proposed to be performed abroad and are not disallowed by other VA policy or mandates, the contractor/subcontractor must state where all non-U.S. services are provided and detail a security plan, deemed to be acceptable by VA, specifically to address mitigation of the resulting problems of communication, control, data protection, and so forth. Location within the U.S. may be an evaluation factor.

e. The contractor or subcontractor must notify the Contracting Officer immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the contractor or subcontractor's employ. The Contracting Officer must also be notified immediately by the contractor or subcontractor prior to an unfriendly termination.

3. VA INFORMATION CUSTODIAL LANGUAGE

a. Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data - General, FAR 52.227-14(d) (1).

b. VA information should not be co-mingled, if possible, with any other data on the contractors/subcontractor's information systems or media storage systems in order to ensure VA requirements related to data protection and media sanitization can be met. If co-mingling must be allowed to meet the requirements of the business need, the contractor must ensure that VA's information is returned to the VA or destroyed in accordance with VA's sanitization requirements. VA reserves the right to conduct on site inspections of contractor and subcontractor IT resources to ensure data security controls, separation of data and job duties, and destruction/media sanitization procedures are in compliance with VA directive requirements.

c. Prior to termination or completion of this contract, contractor/ subcontractor must not destroy information received from VA, or gathered/ created by the contractor in the course of performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract.

d. The contractor/subcontractor must receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in compliance with the terms of the contract and applicable Federal and VA information confidentiality and security laws, regulations and policies. If Federal or VA information confidentiality and security laws, regulations and policies become applicable to the VA information or information systems after execution of the contract, or if NIST issues or updates applicable FIPS or Special Publications (SP) after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations and policies in this contract.

e. The contractor/subcontractor shall not make copies of VA information except as authorized and necessary to perform the terms of the agreement or to preserve electronic information stored on contractor/subcontractor electronic storage media for restoration in case any electronic equipment or data used by the contractor/subcontractor needs to be restored to an operating state. If copies are made for restoration purposes, after the restoration is complete, the copies must be appropriately destroyed.

f. If VA determines that the contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for VA to withhold payment to the contractor or third party or terminate the contract for default or terminate for cause under Federal Acquisition Regulation (FAR) part 12.

g. If a VHA contract is terminated for cause, the associated BAA must also be terminated and appropriate actions taken in accordance with VHA Handbook 1600.01, Business Associate Agreements. Absent an agreement to use or disclose protected health information, there is no business associate relationship.

h. The contractor/subcontractor must store, transport, or transmit VA sensitive information in an encrypted form, using VA-approved encryption tools that are, at a minimum, FIPS 140-2 validated.

i. The contractor/subcontractor's firewall and Web services security controls, if applicable, shall meet or exceed VA's minimum requirements. VA Configuration Guidelines are available upon request.

j. Except for uses and disclosures of VA information authorized by this contract for performance of the contract, the contractor/subcontractor may use and disclose VA information only in two other situations: (i) in response to a qualifying order of a court of competent jurisdiction, or (ii) with VA's prior written approval. The contractor/subcontractor must refer all requests for, demands for production of, or inquiries about, VA information and information systems to the VA contracting officer for response.

k. Notwithstanding the provision above, the contractor/subcontractor shall not release VA records protected by Title 38 U.S.C. 5705, confidentiality of medical quality assurance records and/or Title 38 U.S.C. 7332, confidentiality of certain health records pertaining to drug addiction, sickle cell anemia, alcoholism or alcohol abuse, or infection with human immunodeficiency virus. If the contractor/subcontractor is in receipt of a court order or other requests for the above mentioned information, that contractor/subcontractor shall immediately refer such court orders or other requests to the VA contracting officer for response.

l. For service that involves the storage, generating, transmitting, or exchanging of VA sensitive information but does not require C&A or an MOU-ISA for system interconnection, the contractor/subcontractor must complete a Contractor Security Control Assessment (CSCA) on a yearly basis and provide it to the COR.

4. INFORMATION SYSTEM DESIGN AND DEVELOPMENT

a. Information systems that are designed or developed for or on behalf of VA at non-VA facilities shall comply with all VA directives developed in accordance with FISMA, HIPAA, NIST, and related VA security and privacy control requirements for Federal information systems. This includes standards for the protection of electronic PHI, outlined in 45 C.F.R. Part 164, Subpart C, information and system security categorization level designations in accordance with FIPS 199 and FIPS 200 with implementation of all baseline security controls commensurate with the FIPS 199 system security categorization (reference Appendix D of VA Handbook 6500, VA Information Security Program). During the development cycle a Privacy Impact Assessment (PIA) must be completed, provided to the COR, and approved by the VA Privacy Service in accordance with Directive 6507, VA Privacy Impact Assessment.

b. The contractor/subcontractor shall certify to the COR that applications are fully functional and operate correctly as intended on systems using the VA Federal Desktop Core Configuration (FDCC), and the common security configuration guidelines provided by NIST or the VA. This includes Internet Explorer 7 configured to operate on Windows XP and Vista (in Protected Mode on Vista) and future versions, as required.

c. The standard installation, operation, maintenance, updating, and patching of software shall not alter the configuration settings from the VA approved and FDCC configuration. Information technology staff must also use the Windows Installer Service for installation to the default "program files" directory and silently install and uninstall.

d. Applications designed for normal end users shall run in the standard user context without elevated system administration privileges.

e. The security controls must be designed, developed, approved by VA, and implemented in accordance with the provisions of VA security system development life cycle as outlined in NIST Special Publication 800-37, Guide for Applying the Risk Management Framework to Federal Information Systems, VA Handbook 6500, Information Security Program and VA Handbook 6500.5, Incorporating Security and Privacy in System Development Lifecycle.

f. The contractor/subcontractor is required to design, develop, or operate a System of Records Notice (SOR) on individuals to accomplish an agency function subject to the Privacy Act of 1974, (as amended), Public Law 93-579, December 31, 1974 (5 U.S.C. 552a) and applicable agency regulations. Violation of the Privacy Act may involve the imposition of criminal and civil penalties.

g. The contractor/subcontractor agrees to:

(1) Comply with the Privacy Act of 1974 (the Act) and the agency rules and regulations issued under the Act in the design, development, or operation of any system of records on individuals to accomplish an agency function when the contract specifically identifies:

(a) The Systems of Records (SOR); and

(b) The design, development, or operation work that the contractor/ subcontractor is to perform;

(1) Include the Privacy Act notification contained in this contract in every solicitation and resulting subcontract and in every subcontract awarded without a solicitation, when the work statement in the proposed subcontract requires the redesign, development, or operation of a SOR on individuals that is subject to the Privacy Act; and

(2) Include this Privacy Act clause, including this subparagraph (3), in all subcontracts awarded under this contract which requires the design, development, or operation of such a SOR.

h. In the event of violations of the Act, a civil action may be brought against the agency involved when the violation concerns the design, development, or operation of a SOR on individuals to accomplish an agency function, and criminal penalties may be imposed upon the officers or employees of the agency when the violation concerns the operation of a SOR on individuals to accomplish an agency function. For purposes of the Act, when the contract is for the operation of a SOR on individuals to accomplish an agency function, the contractor/subcontractor is considered to be an employee of the agency.

(1) "Operation of a System of Records" means performance of any of the activities associated with maintaining the SOR, including the collection, use, maintenance, and dissemination of records.

(2) "Record" means any item, collection, or grouping of information about an individual that is maintained by an agency, including, but not limited to, education, financial transactions, medical history, and criminal or employment history and contains the person's name, or identifying number, symbol, or any other identifying particular assigned to the individual, such as a fingerprint or voiceprint, or a photograph.

(3) "System of Records" means a group of any records under the control of any agency from which information is retrieved by the name of the individual or by some identifying number, symbol, or other identifying particular assigned to the individual.

i. The vendor shall ensure the security of all procured or developed systems and technologies, including their subcomponents (hereinafter referred to as "Systems"), throughout the life of this contract and any extension, warranty, or maintenance periods. This includes, but is not limited to workarounds, patches, hotfixes, upgrades, and any physical components (hereafter referred to as Security Fixes) which may be necessary to fix all security vulnerabilities published or known to the vendor anywhere in the Systems, including Operating Systems and firmware. The vendor shall ensure that Security Fixes shall not negatively impact the Systems.

j. The vendor shall notify VA within 24 hours of the discovery or disclosure of successful exploits of the vulnerability which can compromise the security of the Systems (including the confidentiality or integrity of its data and operations, or the availability of the system). Such issues shall be remediated as quickly as is practical, but in no event longer than 5 days.

k. When the Security Fixes involve installing third party patches (such as Microsoft OS patches or Adobe Acrobat), the vendor will provide written notice to the VA that the patch has been validated as not affecting the Systems within 10 working days. When the vendor is responsible for operations or maintenance of the Systems, they shall apply the Security Fixes within 5 days.

l. All other vulnerabilities shall be remediated as specified in this paragraph in a timely manner based on risk, but within 60 days of discovery or disclosure. Exceptions to this paragraph (e.g. for the convenience of VA) shall only be granted with approval of the contracting officer and the VA Assistant Secretary for Office of Information and Technology.

5. INFORMATION SYSTEM HOSTING, OPERATION, MAINTENANCE, OR USE

a. For information systems that are hosted, operated, maintained, or used on behalf of VA at non-VA facilities, contractors/subcontractors are fully responsible and accountable for ensuring compliance with all HIPAA, Privacy Act, FISMA, NIST, FIPS, and VA security and privacy directives and handbooks. This includes conducting compliant risk assessments, routine vulnerablity scanning, system patching and change management procedures, and the completion of an acceptable contingency plan for each system. The contractor's security control procedures must be equivalent, to those procedures used to secure VA systems. A Privacy Impact Assessment (PIA) must also be provided to the COR and approved by VA Privacy Service prior to operational approval. All external Internet connections to VA's network involving VA information must be reviewed and approved by VA prior to implementation.

b. Adequate security controls for collecting, processing, transmitting, and storing of Personally Identifiable Information (PII), as determined by the VA Privacy Service, must be in place, tested, and approved by VA prior to hosting, operation, maintenance, or use of the information system, or systems by or on behalf of VA. These security controls are to be assessed and stated within the PIA and if these controls are determined not to be in place, or inadequate, a Plan of Action and Milestones (POA&M) must be submitted and approved prior to the collection of PII.

c. Outsourcing (contractor facility, contractor equipment or contractor staff) of systems or network operations, telecommunications services, or other managed services requires certification and accreditation (authorization) (C&A) of the contractor's systems in accordance with VA…