RFP 739-SL3732580 AI-Enhanced Dictation and Transcription Solution

Texas Tech University Health Sciences Center (TTUHSC) is issuing a Request for Proposals for an AI-enhanced dictation and transcription solution to support approximately 150 users across six outpatient clinical departments at its Amarillo campus. The procurement seeks a cloud-based, HIPAA-compliant Software-as-a-Service platform capable of real-time and ambient voice-to-text clinical documentation that integrates with the institution's current Electronic Health Record system (Altera Touch Works) and is compatible with a planned future migration to Epic. Key deliverables include the software platform, implementation services, training, and ongoing technical support with defined Service Level Agreement response times (critical issues within 2 hours, major issues within 8 hours, minor issues within 24 hours). The solution must include a formal implementation plan with pilot deployment in two departments and provide documentation of 99.9% uptime guarantees. Qualified vendors must hold active Texas Risk and Authorization Management Program (TX-RAMP) Level 2 or higher certification at the time of proposal submission and must execute a Business Associate Agreement prior to go-live. Proposals will be evaluated on a weighted basis: pricing (35%), proposer experience and reputation (15%), software and service specifications (35%), and account service and support (15%). The deadline for submission of written questions is April 17, 2026, with proposals due by 4:30 PM Central Time on May 8, 2026, and the evaluation period anticipated to run from May 8 through June 15, 2026.

The contract includes a VetHUB Subcontracting Plan requirement in accordance with Texas Administrative Code Section 20.14, and any resulting contract valued at $1 million or more will require the contractor to file a Form 1295 with the Texas Ethics Commission. Respondents must provide three references from similar implementations at medical higher education institutions and detailed pricing broken into licensing costs, annual recurring costs, installation and customization, integration and consulting, and training for Years 1 and 2, as well as optional Years 3 through 5. The anticipated contract term begins upon execution and expires August 31, 2028, with three optional one-year renewal periods available (September 1, 2028 through August 31, 2031). TTUHSC's standard payment terms are Net 30 days. While no specific budget range is listed in the RFP, the requirement for Form 1295 filing suggests the contract value is expected to exceed $1 million. No incumbent vendor or current contractor information is provided in the available documentation.