DA10--Ambient Scribe Enterprise IDIQ (VA-26-00012979)

Solicitation / RFP / RFQ

This notice serves as a follow-up to a Sources Sought posting and informs interested parties that the Department of Veterans Affairs (VA) intends to pursue a competitive acquisition on a full and open basis for the Ambient Scribe Enterprise IDIQ (VA-26-00012979). The acquisition will be conducted under solicitation number 36C10B26R0006.

Not specified in this notice.

Not specified in this notice.

Not specified in this notice.

This will be a competitive acquisition on a full and open basis.

The solicitation is estimated to be released on March 24, 2026, subject to change. The contracting office is located in Eatontown, NJ (07724). The Product Service Code is DA10 and the NAICS Code is 541511.

Performance Work Statement (PWS)

To provide a cloud-based, ambient scribe solution (Software as a Service - SaaS) that transcribes clinical encounters, generates notes, and offers advanced AI functionalities to improve the efficiency of medical care within the Veterans Health Administration (VHA).

• Implement an ambient dictation system that passively transcribes clinical encounters and generates draft clinical documentation in near real-time (within two minutes).

• Ensure the solution integrates seamlessly with VA's Electronic Health Record (EHR) systems and workflows.

• Provide AI-enabled capabilities such as transcription, note generation, record query, clinical suggestions, and patient communication summaries.

• Support transcription and note generation from ambient recordings, creating traceable, high-fidelity medical records.

• Ensure interoperability and integration with existing VA health system IT, particularly EHR systems.

• Adhere to stringent VA privacy and security standards for patient data protection.

• Offer continuous improvements and advanced functionalities.

• Generate patient-facing summaries (After Visit Summaries, Discharge Summaries) adhering to clinical documentation compliance standards.

• Near real-time transcription (max 2 minutes).

• System must function in various clinical settings, including those with poor wireless signals.

• Providers must have the opportunity to edit AI-generated material before signing.

• Technical support KPIs include Average Speed to Answer (<1 min), Abandonment Rate (<5%), First Call Resolution Rate, and Customer Satisfaction/Net Promoter Score.

• Ordering period for the basic contract: 60 months from award.

• Place of Performance: VA locations throughout all 50 states, Puerto Rico, and Washington D.C., as specified in individual task orders. Work may also be performed at Contractor facilities or remote locations with COR concurrence.

• Contract Type: Indefinite Delivery Indefinite Quantity (IDIQ) with Firm-Fixed-Price Task Orders.

• Licensing: Commercial-Off-The-Shelf (COTS), cloud-hosted SaaS solution compliant with FedRAMP. License fees must cover all capabilities; advanced functionalities should be clearly defined.

• Security: Must comply with all VA cybersecurity directives, including Zero Trust principles, FICAM, and NIST standards. An Authority to Operate (ATO) from VA is required.

• AI Trustworthiness: AI usage must adhere to the VA Trustworthy AI Framework, requiring a Statement of Attestation.

• Personnel: Contractor personnel require background investigations commensurate with task risk designation.

• Deliverables: SaaS Licenses, ATO completion, Ambient Dictation Solution availability, EHR integration, Project Management Plan, Monthly Progress Reports, Usage Reports, Training Materials, etc.

• Optional Tasks: Include additional site configurations, user licenses, specialty service templates, AI capability integration, and Oracle Health EHR integration.

Request for Information (RFI)

This RFI is for planning purposes to gather information regarding a Commercial-Off-the-Shelf (COTS), cloud-based, ambient scribe solution. The goal is to transcribe clinical encounters, generate notes, and provide AI-advanced functionalities to improve medical care efficiency. The solution should be delivered as Software as a Service (SaaS) and integrate with the Veterans Affairs (VA) Electronic Health Record (EHR) systems.

• Solution Type: COTS, cloud-based, ambient scribe.

• Functionality: Transcribe clinical encounters, generate notes, AI advanced functionalities.

• Delivery Model: Software as a Service (SaaS).

• Integration: Must integrate with VA EHR systems and workflows.

• Operation: Run passively on government or BYOD equipment during clinical encounters.

• Output: Generate draft clinical documentation in near real-time (max 2 minutes post-encounter).

• Environment: Must function in varied clinical settings, including areas with poor wireless/cellular signals.

• Provider Interaction: Providers must be able to edit AI-generated material before signing in EHR.

• Workflow Integration: Enable pre-charting, initiate recording without manual patient info entry, and automatic draft note insertion into EHR.

• Base Period: Includes system integration and implementation of AI Scribe Capabilities.

• Page Limit: 10 pages maximum. No marketing materials or generic capability statements.

• Required Information: Company Name, Point of Contact, UEI, Cage Code, Recommended NAICS, Socio-economic Category.

• Capability Summary: Address technical capabilities for PWS requirements, FedRAMP readiness, experience with real-time AI healthcare solutions, and experience in public/private/federal health sectors.

• Resource Outline: Describe resourcing and partnering plans.

• Subcontracting: Identify subcontracting opportunities for small businesses if applicable.

• Existing Contracts: Provide copies of any Federal Supply Schedules, GWACs, or MACs.

• Contract Type Recommendation: Provide recommendation for contract type based on PWS scope.

• PWS Feedback: Provide technical comments/recommendations if the draft PWS lacks detail.

• Response Deadline: November 7, 2025, 10:00 AM EST.

• Submission Method: Email to Brandon Caltabilota (Brandon.Caltabilota@va.gov) and Nicole Beall (Nicole.Beall@va.gov) with subject line "RFI – Ambient Scribe".

• File Size Limit: 5 MB per email.

No specific set-aside mentioned in this RFI. Interested vendors should address their capabilities.

• This RFI is for planning purposes only and does not constitute a solicitation.
• No payment will be made for information submitted.
• Proprietary information should be marked.
• Technical questions may be submitted with the response; direct questions to the customer are prohibited.
• A draft PWS (Ambient Scribe Basic PWS v1.0) is attached.