Q515--Notice of Intent to Sole Source License and Support for Voicebrook Dictation System linked to VA VISTA System

Solicitation / Notice of Intent

This is a Notice of Intent to award a Firm Fixed Price contract on a sole-source basis to GovSmart, INC. for the Voicebrook VoiceOver Pro and Nuance SpeechKit Lab dictation system. This system is critical for the Pathology department at the VA San Francisco Health Care System (VASFHCS) to audibly dictate pathology study results directly into VISTA and patient records.

• VoiceOver Pro Licenses

• Speechkit Subscriptions

• Headset and other voice capture accessories

• Server/application maintenance and updates

• Dictation pathology services to support VASFHCS

• Contract Type: Firm Fixed Price

• Authority: FAR 6.103-1 (Only one responsible source)

• This is not a request for quotations. Interested parties may express interest by emailing gary.christensen@va.gov no later than 08:00 AM Pacific Daylight Time (PDT) on 03/18/26.

• Responses must include a full description of how all elements in the attached Statement of Work will be fulfilled.

• Refer to Solicitation Number 36C26126Q0470 in the email subject line.

• Verbal and facsimile responses are not acceptable.

• A determination to compete the requirement will be based on responses received and is at the Government's discretion.

• If no viable responses are received by 03/18/26 at 13:00 PM PDT, negotiations will proceed solely with GovSmart, INC.

• Interested parties must be registered with System for Award Management (SAM) at https://sam.gov/SAM/ to be eligible for award.

• The contracting office is Network Contracting Office 21.

• The Product/Service Code is Q515 and the NAICS Code is 541519.

• See attached document: VOICEBROOK - GOV-SMART Statement of Work DRAFT.

Statement of Work (SOW) / Performance Work Statement (PWS)

This Statement of Work (SOW) outlines the requirements for providing Voice Over for Pathology user license maintenance and support services, including maintenance and technical support for the VoiceBrook VoiceOver Pro and Nuance SpeechKit Lab dictation system. The system enables pathologists, residents, and staff to dictate pathology study results directly into VISTA and the patient record, aiming to standardize reporting, reduce errors, and improve turnaround time.

The contractor shall furnish the following:

• VoiceOver PRO User License Maintenance

• VA Nuance SpeechKit User Subscription

• VA VistA Personality License

• Delegated Workflow Module License

• Boom Mic Maintenance

• Headset Maintenance

• Wireless Kit Maintenance

• PI Engineering - XKeys XK-3 FP Maintenance

• CAP Pathologist Subscription

• VA Nuance SpeechKit Per User Subscription

• Server and Application Maintenance

• BASE Year: 09/24/2026 - 09/23/2027

• Option 1 (4 years): 09/24/2027 - 09/23/2031

• The contractor must ensure equipment functions in conformance with NFPA-99, TJC, NEC, OSHA, HIPAA, and Federal and VA security specifications.

• Equipment must meet or exceed OEM technical specifications.

• Service Technicians must have OEM training and access to OEM service publications, diagnostic services, and software.

• The contractor must provide service manuals or diagnostic software.

• Documentation/Reports are required, including equipment downtime, maintenance procedures, replaced parts, and costs. An Engineer Service Report (ESR) must be completed for each service call.

• Personnel must be "fully qualified" with a minimum of two years of experience and authorized by the contractor.

• The contractor must comply with all applicable records management laws and regulations, including those related to Federal records and the Privacy Act.

• Strict adherence to VA information security and IT policies is required, including handling of electronic storage media and reporting of security incidents.

• The VA prohibits the installation of personally owned or contractor/subcontractor owned equipment or software on VA's network without explicit approval.