SOURCES SOUGHT
70 -- Minneapolis VAMC Voice Dictation System Sources Sought
- Notice Date
- 5/20/2023 10:26:39 AM
- Notice Type
- Sources Sought
- NAICS
- 513210
—
- Contracting Office
- NETWORK CONTRACT OFFICE 23 (36C263) Saint Paul MN 55101 USA
- ZIP Code
- 55101
- Solicitation Number
- 36C26323Q0680
- Response Due
- 5/26/2023 3:00:00 PM
- Archive Date
- 05/31/2023
- Point of Contact
- Jeffrey Brown, Contracting Officer, Phone: 651-293-3009
- E-Mail Address
-
Jeffrey.Brown8@va.gov
(Jeffrey.Brown8@va.gov)
- Awardee
- null
- Description
- The Minneapolis VAMC requires a Pathology-Focused Voice-Recognition Digital Dictation System with the salient characteristics/operational requirements listed in the draft Statement of Work below. This is a sources sought looking for businesses to provide the supplies listed below for market research purposes. No awards of a contract will be made from this announcement. Identify if your organization is the developer/manufacturer of the required supplies. If you are not the developer/manufacturer, identify the manufacturer of the supplies that you will provide. Address whether your organization meets the requirements of 13 CFR 121.406 (b)(1)(i), (b)(1)(ii) and (b)(1)(iii) (https://www.ecfr.gov/current/title-13/chapter-I/part-121/subpart-A/subject-group-ECFR0fca5207262de47/section-121.406#p-121.406(b)). If you are a contractor that can provide the requested information and required supplies described below with competitive pricing, send your information with a description of proof of capability to: Jeffrey.Brown8@va.gov on or before May 26th, 2023. *If applicable, 852.219-76 VA Notice of Limitations on Subcontracting Certificate of Compliance for Supplies and Products, will apply to the potential solicitation if set-aside for Veteran Owned Small-Businesses.* *If applicable, 852.212-71 Gray Market Items, will apply to the potential solicitation.* *If applicable, FAR Provision 52.219-14 Limitations on Subcontracting, will apply to the potential solicitation if set-aside for Small-Businesses. 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: 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. The contractor shall provide training and remote technical support. The Minneapolis VAMC requires the contractor maintains the required access per VHA standards. 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. 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. Contractor shall update CAP eCC within 12 weeks of delivery from CAP (twice per year). Contractor shall assist in the development of non-eCC templates. Contractor shall build the new workflow to match the Medical Centers pathology department s reporting goals. The contractor shall present the new workflow to the client team leaders for approval before training and Go-Live date. The contractor shall test the new pathology department s workflow. 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. 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. The Contractor shall provide the facilities the necessary software for installation on the VA network. The software must be compatible with Dragon MED 1 The software must provide free-text dictation or report information. The software must provide speech-based Macros for rapid entry of repetitive text. The software must provide hands-free command and control of VistA in the laboratory and in the Pathology office/work areas. Contractor shall build the new workflow, test the new workflow, and present it to facility for approval prior to Go-Live. Contractor shall utilize VA s Dragons Medical and Dragon MEd 1 (for Cerner) site license for acquiring Dragon Licensing. Contractor shall utilize the VA s Network Management Server s (NMS). 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: Provide contractor with access to equipment and appropriate network rights to install the software. Provide a network file share where users may store and access their speech profiles. Provide contractor with remote access to the central file share for support purposes only. 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: 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. Deliveries shall be made to: VA Medical Center, Bldg. 70 Warehouse (90D), Ref. PO #: One Veterans Drive Minneapolis, MN 55417 Acceptable delivery times are between 8am and 3pm CST, Monday through Friday, except Federal Holidays. Implementation: The contractor shall provide implementation in accordance with the Implementation Plan defined in VoiceBrook quote Q-11231. Estimated timeframe from project kick-off meeting to start of the system 1st productive use is 120-150 days. 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. Training shall be in accordance with the Implementation Plan defined in VoiceBrook quote Q-11231. Equipment Maintenance / Repair Service: The Contractor shall provide software and hardware maintenance and user support 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, 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. Upgrades: The Contractor shall provide upgrades to the software in order to maintain the integrity of the system at no additional charge to the Government. The upgrades shall be provided as they become commercially available and at the same time as they are being provided to commercial customers. This requirement only applies to system upgrades that enhance the model of equipment being offered, i.e. new version of software, correction of hardware defect, upgrade to replace model of equipment no longer Contractor supported, etc. Security: The contractor shall adhere to all the security and privacy clauses listed in this statement of work. Contractor must supply following documentation to Minneapolis VA: MDS2- Manufacturer Disclosure Statement for Medical Device Security VA Directive 6550 Appendix A Pre-Procurement Assessment Business Associate Agreement (BAA) IT Contract Security Clause
- Web Link
-
SAM.gov Permalink
(https://sam.gov/opp/ba65c8d9aa7a4ba9a0f650d4673efdd6/view)
- Place of Performance
- Address: Minneapolis VAMC 1 Veterans Drive, Minneapolis, MN 55417, USA
- Zip Code: 55417
- Country: USA
- Zip Code: 55417
- Record
- SN06689371-F 20230522/230520230108 (samdaily.us)
- Source
-
SAM.gov Link to This Notice
(may not be valid after Archive Date)
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