Voice Recognition Dictation Software

The West Virginia Office of Shared Administration (WVOSA) Purchasing Division, on behalf of the Department of Health Facilities at Welch Community Hospital in Mineral County, is soliciting bids through an Agency Request for Quote (ARFQ) for voice recognition dictation software and related equipment. The primary deliverable is Dragon Medical One and PowerMic Mobile hosted service subscription licenses, with ten (10) physician licenses or equivalent products for direct transcription into patient medical records, supported by 12 monthly terms of service. Secondary deliverables include ten (10) Philips SPEECHMIC Premium (PSP-SMP3700/00) microphones or equivalent units with USB connectivity. Required specifications mandate medical vocabulary dictionaries, custom template creation, regional accent support, HIPAA-compliant secure storage, voice command functionality for macros and abbreviation expansion, and Windows 11 compatibility. The software must integrate with the OpenVista CareVue electronic health records system currently in use at the facility. Vendors must provide maintenance, service warranty, training, delivery, and installation at no additional cost, and all travel, mileage, and facility access costs must be incorporated into bid pricing. Award will be made to the vendor submitting the lowest annual grand total cost meeting all required specifications. The questions deadline is January 27, 2026, at 10:30 AM, a mandatory pre-bid meeting is required (with failure to attend resulting in automatic disqualification), and bids are due February 18, 2026, at 3:00 PM EST, with submission via wvOASIS or sealed delivery preferred and email submissions not accepted.

The solicitation does not identify specific set-aside designations for disadvantaged enterprises, though the Federal Funds Addendum incorporated into the contract requires vendors to take affirmative steps to utilize minority businesses and women's business enterprises as subcontractors. No incumbent vendor or current contractor is identified in the solicitation documents. As a condition of award, the successful vendor must execute a HIPAA Business Associate Agreement with the Department of Health Facilities and Welch Community Hospital, ensuring compliance with HIPAA Privacy and Security Rules for the handling of protected health information. The successful vendor must also be registered with the West Virginia Purchasing Division, provide a performance bond and labor/material payment bond each equal to 100% of contract value, and maintain Commercial General Liability and Automobile Liability Insurance with minimum coverage of $1,000,000 per occurrence naming the State as additional insured. The solicitation indicates that federal funds partially or wholly cover the request, requiring all bidders to acknowledge and adhere to federal compliance requirements including Davis-Bacon prevailing wage determinations, debarment verification through the System for Award Management, and Byrd Anti-Lobbying Amendment certifications. Specific award values or budget ranges are not disclosed in the available documentation.