GovSmart Voicebrook Services

Special Notice – Notice of Intent to Award a Sole Source Procurement

The Department of Veterans Affairs, Veterans Health Administration, Network Contracting Office 17, intends to award a firm-fixed priced contract to GovSmart Inc. for procurement of the following requirement:

GENERAL INFORMATION

The STVHCS has a continued need for service and support of the current Government Owned Voice Brook Voiceover Pro software for Anatomic Pathology Dictation. The STVHCS currently has 6 Pathologists, 2 Surgical Residents, 1 Hematology Fellow, 1 Grossing Technician dictating gross and microscopic descriptions into the 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.

• Voice Over Pro is currently installed on 12 different workstations.
• Voice Over Pro will be used for:
  1. Structured document templates via the VoiceOver Pro report builder.
  2. Free-text dictation or report information
  3. Ability to provide shared(departmental)templates in addition to personal templates per pathologist
  4. Speech-based “macros” for rapid entry of repetitive text
  5. Hands free command control of Vista in the grossing room and at the microscope.
  6. 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 Nuance Speech kit
• 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 for 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 us 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:

• T119.10
• P113
• P116
• P119.6
• T119.12
• P119.5
• T121
• P114
• P115.7
• P115.3

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.

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, Texas, located at the following address:

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 6 Pathologists, 2 Surgical Residents, 1 Hematology Fellow, 1 Grossing Technician up to 12 workstations. Administrative Software, installation and training will be conducted for 2 system administrators.

Brand Name or Equal to:

Item #   Description/Part Number*        Qty       Unit

1 - VOPROUSRLICSK-MTC-GOV VoiceOver PRO User License Maintenance - Software
Maintenance and User Support 11 EA

2 - VOPROLICM-MTC-GOV VoiceOver PRO License-Medium Maintenance -
Software Maintenance and User Support 1 EA

3 - VOP-VVTM-MTC-GOV VA VistA Personality License-Medium Maintenance -
Software Maintenance and User Support 1 EA

4 - VOM-DWMM-MTC-GOV Delegated Workflow Module-Medium Maintenance -
Software Maintenance and User Support 1 EA

5 - SVR-RESTSUB-GOV Resident Remote Training Subscription (covers all
residents) 1 EA

6 - CAP-PATHSUB-GOV CAP Pathologist Subscription 6 EA

7 - VASPKT-USRSUB-GOV VA Nuance SpeechKit Per User Subscription 11 EA

• The anticipated period of performance will begin once the contract is signed, and will be a base plus four (4) 12-month option periods contract.
• The proposed sole source procurement will be made by an open market pricing agreement with GovSmart Inc.         
• The requesting activity has submitted a sole source justification request that states that vendor GovSmart Inc is the only vendor that can provide the necessary supplies. Market research did not find an alternate approved vendor that can provide all the required supplies.
• This notice is not to be considered a request for quotations or proposals. No contract will be awarded based on offers received in response to this notice; however, all responsible sources may submit a capability statement, proposal, or quotation, which shall be considered by the agency.  Proposals or offers received will be used to determine if a comparable source is available and more advantageous to the government.  If no affirmative written response is received within 7 calendar days from the publication of this notice, a contract will be issued to GovSmart Inc without any further notice.
• The anticipated statutory authority permitting other than full and open competition for the requirement is 41 U.S.C. 3304(a)(1), as implemented by FAR 6.302-1, Only One Responsible Source and No Other Supplies or Services Will Satisfy Agency Requirements.