RFI - DHA Enterprise Voice Dictation System

Request for Information (RFI)

Defense Health Agency (DHA) Enterprise Voice Dictation System

1. DISCLAIMER: This is NOT a Request for Proposal (RFP) nor a Request for Quotations (RFQ). It is strictly a Request for Information (RFI) and should not be construed as a formal solicitation nor an obligation on the part of the Government to acquire any products or services. Neither unsolicited proposals nor any other kinds of offers will be considered in response to this RFI, and no contract will be awarded pursuant to this announcement. The information requested by this RFI will be used within DHA to facilitate decision making and will not be disclosed outside of DHA. Any information provided to the Government is strictly voluntary and will be provided at no cost to the Government.

2. SUBJECT: The Medical Research and Development Contracting Division 2, Defense Health Agency Contracting Activity (DHACA), is seeking information in the form of capabilities statements and availability. This RFI is for fact-finding and planning purposes only. The information will be used in conducting market research to identify qualified, experienced, and interested potential business sources in support of the Government’s requirements outlined in Attachment 1, which are subject to change prior to a formal solicitation release. The Government reserves the right to decide whether a small business set-aside is appropriate based on responses to this notice. Contractors are encouraged to inform the Government of any barriers that would prohibit them from competing. Contact with Government personnel, other than those specified in the RFI, by potential offerors or their employees regarding this requirement is not permitted.

3. BACKGROUND: Providers across the DHA rely heavily on timely, accurate, and compliant diagnostic radiology reporting to support patient care, clinical decision making, and mission readiness.  Radiologists generate these reports in high volumes often under time sensitive conditions such as emergency care, trauma, and tele-radiology operations.  As DHA transitions toward greater standardization the goal is to consolidate to a single voice dictation system for the enterprise while implementing a modernized dictation workflow with:

• Highly accurate, specialty tuned voice recognition for diagnostic imaging terminology.
• Rapid, uninterrupted dictation workflows that support productivity and reduce report turnaround times.
• Secure handling of audio and electronic dictation containing Protected Health Information (PHI)
• Reliable operation in bandwidth constrained environments, including Outside Continental United States (includes Alaska and Hawaii) (OCONUS) Military Treatment Facilities (MTF) and remote tele-radiology missions.
• Seamless integration with existing Picture Archiving and Communication System (PACS), Radiology Information System (RIS), and Electronic Health Record (EHR) systems.

Radiology reporting also requires consistent formatting, customizable templates, macro support, and the ability to capture specialized vocabulary across subspecialties such as neuroradiology, musculoskeletal (MSK) radiology, and Nuclear Medicine.  DHA seeks information on commercial solutions capable of delivering these capabilities at scale while meeting cybersecurity, interoperability, and operational requirements of the Department of War (DoW) environment.

4. SCOPE: The Medical Research and Development Contracting Division 2, DHACA, is issuing an RFI to identify Contractors capable of meeting the Government’s requirement.  The Government requests a Capability Statement outlining a proposed solution that includes the following:

1. Provide real-time dictation, ambient listening, and Artificial Intelligence (AI)-assisted documentation.
2. Integrate with PACS, Military Health System (MHS) GENESIS/Cerner, and other DHA clinical systems.
3. Comply with DoW cybersecurity, identity, and Zero-Trust policies.
4. Support all Radiologists across Continental United States (CONUS) and OCONUS sites.
5. Operate effectively in variable network conditions.
6. Provide a central system that has central administration, reporting, and access governance.
7. A draft implementation plan outlining the potential solution to the Government’s requirement.  The plan should highlight the key deliverables, timelines, and expectations of each party responsible for delivery, configuration, and final acceptance of the systems, and include the total number of project managers and implementation team(s) involved.   Detailed steps and task owners for implementation as well as expected completion time for each task are requested.  Please also provide timelines for production and implementation. Implementation is defined utilizing a “Go-live” date accomplished by full clinical usage of the system with fulfillment of migration requirements with no reliance on the legacy system. In addition, the Government requests feedback regarding potential risks and mitigation strategies.

Vendors may also propose alternative or innovative approaches.

In your capability statement, address how you would deliver/implement the specific tasks outlined in Attachment 1.

Task Areas:

1.0 System Architecture & Availability

2.0 Workstation, PACS, and Operating System (OS) Integration

3.0 Enterprise Workload, Templates, & Reporting

4.0 Hardware & Peripheral Requirements

5.0 Clinical Workflow & Critical Results

6.0 DoW System Integration

7.0 DoW Cybersecurity & Risk Management Framework (RMF) Requirements

5. SMALL BUSINESS SET ASIDE: The Government has not determined the set-aside capability at this time. The Government will use the RFI results in analyzing small businesses’ capacity to perform this requirement and make its decision.

6. RESPONSE INSTRUCTIONS: If your firm can provide the requirements described in the Attachment 1, please provide a Capability Statement to the Medical Research and Development Contracting Division 2, DHACA, Mr. David Daniel, David.r.daniel27.civ@health.mil. A vendor responding to this RFI with generic material only, such as brochures, advertisements, or other generic material, is highly discouraged.

The following information is requested: (1) Capability Statement; (2) company Cage Code, Unique Entity Identifier (UEI), company name, address, point of contact and their telephone number and email address; (3) any small business status (8(a), HUBZone, Service Disabled Veteran Owned Small Business (SDVOSB), women-owned, etc.); (4) indicate which North American Industry Classification System (NAICS) code(s) your company usually performs under for Government contracts.

Maximum participation by small business, veteran-owned small business, service-disabled veteran-owned small business, HUBZone small business, small-disadvantaged business, and women-owned small business concerns is encouraged.

Responses to this notice are not offers and cannot be accepted by the Government to form a binding contract.

Parties may begin submitting responses to this RFI immediately. If the information provided contains propriety information, such information must be clearly identified with appropriate disclaimers.

Submission: Please submit an electronic copy of the capabilities statement in a “.pdf” file type and via email to Medical Research and Development Contracting Division 2, DHACA, Mr. David Daniel, David.r.daniel27.civ@health.mil. The subject line of the email should be: “Enterprise Voice Dictation System – RFI Response.”

Due date: RFI response submissions are due no later than 5:00 PM ET (or Close of Business Day, whichever is later for the submitter) on 23 February 2026.

Page Limit: RFI responses shall be limited to 20 pages, not including cover and administrative pages, and written using a 12-point font size. Beyond the 20 page limit, the Government may only review examples of media and graphic design.

THIS IS NOT A SOLICITATION ANNOUNCEMENT OR REQUEST FOR PROPOSALS, AND NO CONTRACT WILL BE AWARDED FROM THIS ANNOUNCEMENT.