SAMDaily.us | SRCSGT | J | STX Voice Over Pro Support

SAMDAILY.US - ISSUE OF JUNE 04, 2021 SAM #7125
SOURCES SOUGHT

J -- STX Voice Over Pro Support

Notice Date: 6/2/2021 8:13:48 AM
Notice Type: Sources Sought
NAICS: 541519 — Other Computer Related Services
Contracting Office: 257-NETWORK CONTRACT OFFICE 17 (36C257) ARLINGTON TX 76006 USA
ZIP Code: 76006
Solicitation Number: 36C25721Q0956
Response Due: 6/11/2021 1:00:00 PM
Archive Date: 08/10/2021
Point of Contact: Janice Malbon, Contract Specialist, Phone: (210) 694-6340
E-Mail Address: janice.malbon@va.gov
(janice.malbon@va.gov)
Awardee: null
Description: Sources Sought Notice This notice is for planning purposes only and shall not be considered an invitation for bid, request for quotation, request for proposal, or as an obligation of the government to acquire any products or services. Responses to this notice will be used for informational purposes only. No entitlement to payment of direct or indirect costs from the government will arise as a result from a response to this announcement. No contract will be awarded from this notice. The information requested in this notice will be used to determine if there are sufficient socioeconomic small business concerns that are capable of performing the work described for the requirement. The Department of Veterans Affairs, Veterans Health Administration, Network Contracting Office (NCO) 17 is seeking sources for the following procurement: The STVHCS has a need for continued service and support of the current Government Owned Voicebrook Voiceover Pro software for Anatomic Pathology Dictation (see Statement of Work below). South Texas Veterans Health Care System Audie L. Murphy Memorial VA Medical Center 7400 Merton Minter Boulevard San Antonio, Texas, 78229 RESPONSE If interested, please provide the following information in a response: 1. Name of Company 2. Point of Contact; name, phone number and email address 3. DUNS number 4. Company socio-economic status (i.e., SDVOSB, VOSB, Small Business) 5. Capability Statement The information provided in a response to this notice may be used in developing an acquisition approach. Interested parties are responsible for adequately marking any proprietary or competitive sensitive information that is provided in a response. Interested firms must respond to the notice to be considered. For any questions regarding this notice, email the point of contact (janice.malbon@va.gov) no later than 6/11/2021 by 3:00PM CST. STATEMENT OF WORK GENERAL INFORMATION Scope of Work: The STVHCS has a need for continued service and support of the current Government Owned Voicebrook Voiceover Pro software for Anatomic Pathology Dictation. The STVHCS currently has 8 pathologists, 5 residents and 1 fellow dictating gross and microscopic descriptions into a 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. VoiceOver Pro is currently installed on 14 different workstations. VoiceOver Pro will is used for: Structured document templates via the VoiceOver Pro report builder. Free-text dictation or report information Ability to provide shared(departmental)templates in addition to personal templates per pathologist Speech-based macros for rapid entry of repetitive text Hands free command control of Vista in the grossing room and at the microscope. 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 Dragon Medical 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 of 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 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: T119.2 T119.10 T119.6 T119.5 T112.3 P114 P115.1 P115.2 P115.7 P113 P116 P119.5 P119.6 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 to be scheduled with Biomed Department at (210-617-5300) ext. 14673/15398, the Specialty Supervisor, Ana Sandoval at (210-617-5300) ext. 17526 and the Contracting Officer s Representative Kristen Delgado-Williams (210-617-5300) x15135. 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 GENERAL SPECIFICATIONS The Voice Over Pro System will provide hardware (input devices only), software, customization, installation and training and support for 8 pathologists, 5 residents and 1 Fellow up to 14 workstations. Administrative Software, installation and training will be conducted for 2 system administrators. Brand Name or Equal to: Item # Description/Part Number* Qty 1 SVR-RUT-GOV Remote User Training 12 2 VOPROUSRLIC-MTC-GOV VoiceOver PRO User License Maintenance 14 3 VOPROLICM-MTC-GOV VoiceOver Pro License-Medium Maintenance 1 4 VOP-VVTM-MTC-GOV VA Vista Personality License-Medium Maintenance 1 5 VOM-DVMM-MTC-GOV Delegated Workflow Module-Medium Maintenance 1 6 CAP-PATHSUB-GOV CAP Pathologist Subscription 8 Government Furnished Materials and Responsibilities. Dragon Medical Licenses will be handled by the South Texas Veteran s Affairs OIT team. 14 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), nor will they have 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 a complete background investigation and must receive a favorable adjudication from the VA Security and Investigations Center (07C). D. RECORDS MANAGEMENT There will be no federal records created, maintained, used or dispositioned with this contract; regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.]. VA ACQUISITION REGULATION SOLICITATION PROVISION AND CONTRACT CLAUSE 1. SUBPART 839.2 INFORMATION AND INFORMATION TECHNOLOGY SECURITY REQUIREMENTS 839.201 Contract clause for Information and Information Technology Security: a. Due to the threat of data breach, compromise or loss of information that resides on either VA-owned or contractor-owned systems, and to comply with Federal laws and regulations, VA has developed an Information and Information Technology Security clause to be used when VA sensitive information is accessed, used, stored, generated, transmitted, or exchanged by and between VA and a contractor, subcontractor or a third party in any format (e.g., paper, microfiche, electronic or magnetic portable media). b. In solicitations and contracts where VA Sensitive Information or Information Technology will be accessed or utilized, the CO shall insert the clause found at 852.273-75, Security Requirements for Unclassified Information Technology Resources. 2. 852.273-75 - SECURITY REQUIREMENTS FOR UNCLASSIFIED INFORMATION TECHNOLOGY RESOURCES (INTERIM- OCTOBER 2008) As prescribed in 839.201, insert the following clause: The contractor, their personnel, and their subcontractors shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineated in this contract. STX-HCR671-04 General Information Security Requirements /Records All information and records provided to Contractor by VA, in whatever medium, as well as all information and documents, including drafts, emails, back-up copies, hand-written notes and copies that contain such information and records gathered or created by Contractor (collectively referred to as VA information ) in the performance of this contract, regardless of storage media, are the exclusive property of VA. Contractor does not retain any property interest in these materials and will not use them for any purpose other than performance of this contract. Upon completion or termination of the contract, Contractor will either provide all copies of all VA information to VA or certify that it has destroyed all copies of all VA information as required by VA in a method specified by VA, at VA s option. Medical records of any kind including notes shall be returned to the VA. The Contractor will not retain any copies of VA information. Where immediate return or destruction of the information is not practicable, Contractor will return or destroy the information within 30 days of completion or termination of the contract. All provisions of this contract concerning the security and protection of VA information that is the subject of this contract will continue to apply to VA information for as long as the Contractor retains it, regardless of whether the contract has been completed or terminated. Prior to termination or completion of this contract, Contractor will not destroy VA information received from VA or gathered or created by Contractor in the course of performing this contract without prior written approval by VA. Contractor will receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in accordance with the terms of this contract and applicable federal and VA information confidentiality and security laws, regulations and policies. The Contractor shall not make copies of VA information except as necessary to perform this agreement or to preserve electronic information stored on Contractor electronic storage media for restoration in case any electronic equipment or data used by the Contractor needs to be restored to an operating state. Contractor shall provide access to VA information only to employees, subcontractors, and affiliates only: (1) to the extent necessary to perform the services specified in this Contract, (2) to perform necessary maintenance functions for electronic storage or transmission media necessary for performance of this contract, and (3) only to individuals who first satisfy the same conditions, requirements and restrictions that comparable VA employees must meet in order to have access to the same VA information. These restrictions include the same level of background investigations, where applicable. Contractor will store, transport or transmit VA information only in an encrypted form, using an encryption application that meets the requirements of FIPS 140-2, and is approved for use by VA. Except for uses and disclosures of VA information authorized by this contract for performance of the contract, the contractor may use and disclose VA information only in two other situations: (i) in response to an order of a court of competent jurisdiction, or (ii) with VA s prior written authorization. The contractor will refer all requests for, demands for production of, or inquiries about, VA information to VA for response. If VA information subject to the contract includes information protected by 38 USC 7332, or 5705, include the following after the last sentence of the paragraph immediately above: Contractor shall not release information protected by either 38 USC 5705 or 7332 in response to a court order, and shall immediately refer such court orders to VA for response. Prior to any disclosure pursuant to a court order, the Contractor shall promptly notify VA of the court order upon its receipt by the Contractor, provide VA with a copy by fax or email, whichever is faster, and notify by telephone the VA individual designated in advance to receive such notices. If the Contractor cannot notify VA before being compelled to produce the information under court order, the Contractor will notify VA of the disclosure as soon as practical and provide a copy of the court order, including a copy of the court order, a description of the records provided pursuant to the court order, and to whom the Contractor provided the records under the court order. The notice will include the following information to the extent that the Contractor knows it, if it does not show on the face of the court order: the records disclosed pursuant to the order, to whom, where, when, and for what purpose, and any other information that the Contractor reasonably believes is relevant to the disclosure. If VA determines that it is appropriate to seek retrieval of information released pursuant to a court order before Contractor notified VA of the court order, Contractor will assist VA in attempting to retrieve the VA information involved. The Contractor will inform VA by the most expeditious method available to Contractor of any incident of suspected or actual access to, or disclosure, disposition, alteration or destruction of, VA information not authorized under this Contract ( incident ) within one hour of learning of the incident. An incident includes the transmission, storage or access of VA information by Contractor or subcontractor employees in violation of applicable VA confidentiality and security requirements. To the extent known by the Contractor, the Contractor s notice to VA will identify the information involved, the circumstances surrounding the incident (including to whom, how, when, and where the VA information was placed at risk or compromised), and any other information that the contractor considers relevant. Contractor will simultaneously report the incident to the appropriate law enforcement entity of jurisdiction. The Contractor, its employees, and its subcontractors and their employees will cooperate with VA and any law enforcement authority responsible for the investigation and prosecution of any possible criminal law violation(s) associated with any incident. The Contractor also will cooperate with VA in any civil litigation to recover VA information, to obtain monetary or other compensation from a third party for damages arising from any incident, or to obtain injunctive relief against any third party arising from, or related to, the incident. VA will provide the Contractor with the name, title, telephone number, fax number and email address of the VA official to whom the Contractor will provide all notices required by this Contract. VA has the right during normal business hours to inspect the Contractor s facility, information technology systems and storage and transmission equipment, and software utilized to perform the contract to ensure that the Contractor is providing for the security of VA data and computer systems in accordance with the terms of this Contract. Contractor will receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in compliance with all applicable Federal Information Processing Standards (FIPS) and Special Publications (SPs) issued by the National Institute of Standards and Technology (NIST) concerning VA information that is the subject of this contract. If NIST issues or updates an applicable FIPS or SP after execution of this contract, the parties agree to negotiate in good faith to implement the FIPS or SP in this contract. A determination by VA that the Contractor has violated any of the information confidentiality and security provisions of this contract, including a violation of any applicable FIPS or SP, shall be a basis for VA to terminate the contract for cause. If anyone performing this contract, including employees of subcontractors, accesses VA computer systems or data in the performance of the contract, VA may monitor and record all such access activity. If VA monitoring reveals any information of suspected or potential criminal law violations, VA will refer the matter to the appropriate law enforcement authorities for investigation. Contractor shall inform its employees and other individuals performing any part of this contract that VA may monitor their actions in accessing or attempting to access VA computer systems and the possible consequences to them for improper access, whether successful or not. The Contractor shall ensure that any subcontractors or others acting on behalf of, or for, the Contractor in performing any part of this contract inform their employees, associates or others acting on their behalf that VA may monitor their access activities. Execution of this contract and any subcontract or agreement constitutes consent to VA monitoring. The Contractor will ensure that all individuals who will access VA data or systems in performing the contract are appropriately trained in the applicable VA confidentiality and security requirements. Contractor may do this by requiring and documenting that these individuals have completed the VA training for its employees. To the extent practicable, Contractor shall mitigate any harmful effect on individuals whose VA information was accessed or disclosed in an incident. Contractor shall require subcontractors, agents, affiliates or others to whom Contractor provides access to VA information for the performance of this contract to agree to the same VA information confidentiality and security restrictions and conditions that apply to the Contractor before providing access. The contractor shall abide by FAR clauses 52.224-1 and 52.224.2. The contractor shall abide by FAR clauses 52.239-1 and 52.224.1-2 for Privacy or Security Safeguards In the performance of any part of the work on this contract, the contractor shall utilize only employees, subcontractors or agents who are physically located within a jurisdiction subject to the laws of the United States. Contractor will ensure that it does not use or disclose Patient Health Information (PHI) received from Covered Entity in any way that will remove the PHI from such jurisdiction. Contractor will ensure that its employees, subcontractors and agents do not use or disclose PHI received from Covered Entity in any way that will remove the PHI from such jurisdiction. VA Handbook 6500.6 Appendix C Paragraph 2 - ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS 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. 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. 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. 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. 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. VA Handbook 6500.6 Appendix C Paragraph 6 - SECURITY INCIDENT INVESTIGATION The term security incident means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. The contractor/subcontractor shall immediately notify the COR and simultaneously, the designated ISO and Privacy Officer for the contract of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor/subcontractor has access. To the extent known by the contractor/subcontractor, the contractor/subcontractor s notice to VA shall identify the information involved, the circumstances surrounding the incident (including to whom, how, when, and where the VA information or assets were placed at risk or compromised), and any other information that the contractor/subcontractor considers relevant. With respect to unsecured protected health information, the business associate is deemed to have discovered a data breach when the business associate knew or should have known of a breach of such information. Upon discovery, the business associate must notify the covered entity of the breach. Notifications need to be made in accordance with the executed business associate agreement. In instances of theft or break-in or other criminal activity, the contractor/subcontractor must concurrently report the incident to the appropriate law enforcement entity (or entities) of jurisdiction, including the VA OIG and Security and Law Enforcement. The contractor, its employees, and its subcontractors and their employees shall cooperate with VA and any law enforcement authority responsible for the investigation and prosecution of any possible criminal law violation(s) associated with any incident. The contractor/subcontractor shall cooperate with VA in any civil litigation to recover VA information, obtain monetary or other compensation from a third party for damages arising from any incident, or obtain injunctive relief against any third party arising from, or related to, the incident. VA Handbook 6500.6 Appendix C Paragraph 9 - TRAINING All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete the following before being granted access to VA information and its systems: Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Contractor Rules of Behavior, Appendix E relating to access to VA information and information systems. Successfully complete the VA Cyber Security Awareness and Rules of Behavior training and annually complete required security training. Successfully complete the appropriate VA privacy training and annually complete required privacy training; and Successfully complete any additional cyber security or privacy training, as required for VA personnel with equivalent information system access [to be defined by the VA program official and provided to the contracting officer for inclusion in the solicitation document e.g., any role-based information security training required in accordance with NIST Special Publication 800-16, Information Technology Security Training Requirements.] The contractor shall provide to the contracting officer and/or the COR a copy of the training certificates and certification of signing the Contractor Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required. Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until the training and documents are complete.
Web Link: SAM.gov Permalink
(https://beta.sam.gov/opp/80eccb7057da47b590ce250e316357e9/view)
Place of Performance: Address: South Texas Veterans Health Care System Pathology & Laboratory Medicine Service 7400 Merton Minter, San Antonio, TX 78229-4404, USA; Zip Code: 78229-4404; Country: USA
Record: SN06019712-F 20210604/210602230122 (samdaily.us)
Source: SAM.gov Link to This Notice
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J -- STX Voice Over Pro Support