RFP - Ambient Digital Scribes

TARRANT COUNTY

HOSPITAL DISTRICT d/b/a

JPS HEALTH NETWORK

REQUEST FOR PROPOSAL #RFP20261383134 Ambient Digital Scribes

The Tarrant County Hospital District d/b/a JPS Health Network (the "District") is seeking proposals for the provision of RFP#20261383134 Ambient Digital Scribes.

The District will reject any proposal that fails to comply in all respects with the instructions set forth herein for responding to this Solicitation. NO EXCEPTIONS WILL BE MADE, even if you are a current or prior vendor for the District. The contract awarded, if any, under and pursuant to this Solicitation shall supersede any previous contract, bid, or GPO agreement for the products or services described herein.

Release Date: 05-15-2026

Response Deadline: 06/05/2026, 2:00 p.m. CST

OVERVIEW

INTRODUCTION AND OVERVIEW

The District desires to award a contract or contracts based upon vendor proposals ("Solicitation Response(s)") to this Solicitation ("Solicitation"). The District is soliciting vendor proposals from vendors capable of supplying the District with RFP#20261383134 Ambient Digital Scribes (the "Product(s)), as set forth and specified herein (See Section II below, BUSINESS REQUIREMENTS, attached hereto and incorporated herein for all purposes). All Solicitation Responses must be delivered to the District by the date and time, and in the manner specified in Section I.B hereof to be considered a Solicitation Response by the District.

A Solicitation Response does not commit the District to accept such Solicitation Response or to award a contract based on any Solicitation Response ("Contract Award") merely because a Solicitation Response may propose the lowest price for the Products. The District expressly reserves the right to base any Contract Award hereunder upon its evaluation of all relevant factors regarding the vendor, including, but not limited to, Product pricing and terms, management experience and expertise, industry reputation and profile, performance history, support services, location and accessibility, and any other information relevant to its evaluation. Qualifications and omissions will be considered when evaluating vendor solicitation responses. A Solicitation Response that does not meet the minimum requirements set forth in Section II below, BUSINESS REQUIREMENTS, will be disqualified.

This Solicitation is not an order and does not commit the District to pay for any costs incurred by the prospective vendor in the preparation or submission of the Solicitation or in the procurement of the Product. Product quantity estimates used herein may or may not reflect actual quantities needed or used by the District in the future, and do not commit the District to order specific Product quantities. Any Solicitation Response accompanied by terms and conditions that conflict with this Solicitation may be rejected by the District.

The District reserves the right to reject any or all Solicitation Responses and to issue a Contract Award or not to issue a Contract Award based solely on the Solicitation Responses received by the District in response to this Solicitation. However, prior to making any award hereunder, the District also reserves the right to engage in additional discussions with one or more of the vendors responding to this Solicitation.

Any prospective Respondent may request an explanation or interpretation of any portion of this Solicitation by complying with the request procedure described in Section I.C.2 below. The responses, if any, of the District to such requests are subject to and will be in the form of amendment to the Solicitation and will comply with the provisions of Section I.C.2 below. The District may elect not to respond to any or all such requests received from prospective Respondents.

SMALL OR HISTORICALLY UNDERUTILIZED BUSINESS PARTICIPATION

The District maintains a policy of encouraging and engaging in business transactions with vendors who are small or historically underutilized businesses. The District establishes a 25% good faith target goal. The District also encourages its vendors to utilize subcontractors and vendors who qualify and are certified under applicable law as HUBs. HUB Respondents are also strongly encouraged to subcontract to other HUBs to expand HUB participation beyond Respondent's own self-performance. HUB Respondents should identify and list HUB subcontractors and other relevant information under the appropriate Solicitation Response section(s) and on the Good Faith Form (). Prior to the Contract Award, a Respondent's good faith efforts to utilize HUB subcontractors and vendors in its business transactions shall be part of the criteria under which the vendor proposals will be considered. Each Respondent will be required to show in its Solicitation Response its efforts to utilize HUB subcontractors and vendors in its business transactions.

VENDOR PORTAL

Prior to the District's consideration of a Respondent's Solicitation Response each Respondent is required to register as a vendor in the District's online vendor portal, B2Gnow, located on the District's Website at: .

The District will monitor contract compliance via B2GNow. The prime vendor and any subcontractors awarded contracts as a result of this Solicitation are required to use the secure web-based system to submit project information including, but not limited to, monthly progress payment reports and other information related to HUB participation. The District may require additional information related to the contract to be provided electronically through the system at any time before, during, or after contract award. Noncompliance may result in exclusion of a vendor from future contract opportunities with the District.

COMPLIANCE WITH TEXAS GOVERNMENT CODE SECTION 2252.908

Please note that Texas Government Code Section 2252.908 does not require any action until after a vendor has been awarded and a contract is ready for the District's Board of Managers approval. Form 1295s require the District's contract tracking number, which does not exist until after a vendor has been awarded.

Texas Government Code Section 2252.908 ("Section 2252.908") states that a governmental entity or state agency may not enter into certain contracts with a business entity unless the business entity submits Form 1295, a disclosure of interested parties, to the governmental entity or state agency at the time the business entity submits the signed contract to the governmental entity or state agency. Section 2252.908 applies to all contracts entered into from and after January 1, 2016 between business entities and Texas governmental entities and state agencies which meet either one of the following criteria:

1. the contract requires a vote of the governing body of the Texas governmental entity, or

2. the contract has a contractual value of at least $1 Million.

The Texas Ethics Commission has adopted a Certificate of Interested Parties form ("Form 1295") and has made it available on the TEC website.

In 2017 Section 2252.908 was amended to provide that the requirements of Section 2252.908 do not apply to the following contracts entered into or amended after January 1, 2018:

1. a contract with a publicly traded business entity, including a wholly owned subsidiary of the business entity;

2. a contract with an electric utility, as that term is defined by Section 31.002, Texas Utilities Code; or

3. a contract with a gas utility, as that term is defined by Section 121.001, Texas Utilities Code.

In the event a Contract Award is issued pursuant to this Solicitation, the Respondent receiving the Contract Award shall be required to comply with the provisions of Section 2252.908, Texas Government Code, and the Chapter 46 Rules of the TEC, prior to entry into a contract with the District. The TEC has posted a video tutorial to its website for business entity filings of Form 1295. The TEC video provides step-by-step tutorials for creating login accounts for the business entity for completing and filing Form 1295. The TEC video tutorials can be viewed on its website at:

The TEC's FAQs are posted on its website at:

COMPLIANCE WITH TEXAS GOVERNMENT CODE CH. 2271 (Boycott of Israel Prohibited)

In 2017 Texas Government Code Section et seq. was enacted to provide that a Texas governmental entity is prohibited from entering into a contract with a company unless the contract contains a written verification by the company that (i) the company does not boycott Israel, and (ii) the company will not boycott Israel during the term of the contract. The requirement was modified in 2019 to apply only to contracts with a value of $100,000 or more that are made with a company (not including sole proprietorships) with 10 or more full-time employees. The term "boycott Israel" is defined in Section of the Texas Government Code and means refusing to deal with, terminating business activities with, or otherwise taking any action that is intended to penalize, inflict harm on, or limit commercial relationships specifically with Israel, or with a person or entity doing business in Israel or in an Israel-controlled territory, but does not include an action made for ordinary business purposes. Any awarded contract must comply with the verification requirements in Texas Government Code Section , and a Respondent's failure or refusal to comply will result in the withdrawal of the Contract Award. Respondents should ensure they and their affiliates do not appear on the Texas Comptroller's .

COMPLIANCE WITH TEXAS GOVERNMENT CODE SECTIONS 2252.151 et seq. (Scrutinized Business Operations in Sudan, Iran, or with Designated Foreign Terrorist Organizations Prohibited)

In 2017 Texas Government Code Chapter 2252 was amended by adding Sections et seq. to provide that a Texas governmental entity is prohibited from entering into a contract with a company that engages in certain scrutinized business operations in Sudan, Iran, or with foreign terrorist organizations. A Texas government entity may not enter into a contract with a "scrutinized company" as defined in Section of the Texas Government Code. Respondents should ensure that they and their affiliates do not appear on the Texas Comptroller's . The District is from entering into a contract with a company on such a list (including a company with any affiliate on the list).

COMPLIANCE WITH TEXAS GOVERNMENT CODE CH. 2274 (Discrimination Against Firearm Entities or Firearm Trade Associations Prohibited)

In 2021, Texas Government Code Chapter was enacted to provide that a Texas governmental entity is prohibited from entering into a contract with a company unless the contract contains a written verification by the company that (i) the company does not have a practice, policy, guidance, or directive that discriminates against a firearm entity or firearm trade association, and (ii) the company will not discriminate against a firearm entity or firearm trade association during the term of the contract. The requirement applies only to contracts with a value of $100,000 or more that are made with a company (not including sole proprietorships) with 10 or more full-time employees. The requirement does not apply to sole source contracts or competitive solicitations-related contracts where no respondent can provide the verification required. (See Sec. ). The term "discriminate against a firearm entity or firearm trade association" is defined in Texas Government Code Section and means, with respect to the entity or association, to: (i) refuse to engage in the trade of any goods or services with the entity or association based solely on its status as a firearm entity or firearm trade association; (ii) refrain from continuing an existing business relationship with the entity or association based solely on its status as a firearm entity or firearm trade association; or (iii) terminate an existing business relationship with the entity or association based solely on its status as a firearm entity or firearm trade association; the term does not include: (i) the established policies of a merchant, retail seller, or platform that restrict or prohibit the listing or selling of ammunition, firearms, or firearm accessories; and (ii) a company's refusal to engage in the trade of any goods or services, decision to refrain from continuing an existing business relationship, or decision to terminate an existing business relationship: (aa) to comply with federal, state, or local law, policy, or regulations or a directive by a regulatory agency; or (bb) for any traditional business reason that is specific to the customer or potential customer and not based solely on an entity's or association's status as a firearm entity or firearm trade association. Any awarded contract must comply with the verification requirements in Texas Government Code Section , and a Respondent's failure or refusal to comply will result in the withdrawal of the Contract Award.

COMPLIANCE WITH TEXAS GOVERNMENT CODE CH. 2276 (Boycott of Certain Energy Companies Prohibited)

In 2021, Texas Government Code Chapter was enacted to provide that a Texas governmental entity is prohibited from entering into a contract with a company unless the contract contains a written verification by the company that (i) the company does not boycott energy companies, and (ii) the company will not boycott energy companies during the term of the contract. The requirement applies only to contracts with a value of $100,000 or more that are made with a company (not including sole proprietorships) with 10 or more full-time employees. The term "boycott energy company" is defined in Section of the Texas Government Code and means, without an ordinary business purpose, refusing to deal with, terminating business activities with, or otherwise taking any action that is intended to penalize, inflict economic harm on, or limit commercial relations with a company because the company: (A) engages in the exploration, production, utilization, transportation, sale, or manufacturing of fossil fuel-based energy and does not commit or pledge to meet environmental standards beyond applicable federal and state law; or (B) does business with a company described by subsection (A). Any awarded contract must comply with the verification requirements in Texas Government Code Section , and a Respondent's failure or refusal to comply will result in the withdrawal of the Contract Award.

TEXAS PUBLIC INFORMATION ACT

Each Respondent acknowledges that the District is a governmental body operating under and subject to the provisions of the Texas Public Information Act ("TPIA") (Chapter 552 of the Texas Government Code) and thereby acknowledges that certain information collected, assembled, or maintained in connection with the transaction of official business by a governmental body is considered public information potentially subject to disclosure pursuant to a valid TPIA request. Respondent is responsible for challenging any requests for information it considers confidential under the TPIA. The requirements of Subchapter J, Chapter 552 of the Texas Government Code apply to this bid, and the contractor or vendor agrees that that the contract can be terminated if the contractor or vendor knowingly or intentionally fails to comply with a requirement of that subchapter. Respondents should consult the Attorney General's website () for information concerning the application of the provisions of the TPIA to proposals and proprietary vendor information.

SOLICITATION RESPONSE REQUIREMENTS, CONDITIONS AND RELATED INFORMATION

Preparation of Solicitation Response.

Each Respondent should carefully examine and familiarize itself with this Solicitation and all exhibits, drawings, specifications, and instructions included in this Solicitation. Each Respondent, by submitting a Solicitation Proposal, represents that Respondent has read and understands this Solicitation and the drawings, exhibits attached to this Solicitation.

Each Solicitation Response shall be fully completed, shall contain all the information required from the Respondent by this Solicitation, including the Vendor Certification Form attached hereto as ("Required Information"), and shall be signed and executed, on the Signature Form attached hereto as by an officer or other authorized representative of the Respondent. Each page of a Solicitation Response shall contain the company name of the Respondent. A Respondent's failure to provide any of the Required Information in its Solicitation Response, or the failure of the Solicitation Response to contain the signature of Respondent's officer or other duly authorized representative, may result in the District's disqualification of such Solicitation Response. The Required Information shall include detailed information regarding the Respondent's historical efforts (for the last year) to utilize HUB subcontractors and vendors in its prior business transactions and shall include such detailed information in its Solicitation Response.

Each Respondent shall be responsible for and shall bear all costs for the preparation and presentation of its Solicitation Response. Unless otherwise designated by Respondent and agreed by the District, the Solicitation Response and all drawings, materials, supporting documentation, manuals, etc. submitted with any Solicitation Response ("Submitted Materials") will, immediately upon submission, become the property of the District. After the date upon which the final vendor is selected (See Section I.C.1 below) Respondents may request the return of the Submitted Materials. However, all costs associated with returning the Submitted Materials to a Respondent shall be born and paid in advance by the Respondent.

The District does not guarantee the confidentiality of any Submitted Materials. Each Respondent, by submitting a Solicitation Response, acknowledges and agrees that any Submitted Materials will be distributed or made available to appropriate District personnel and consultants involved in this Solicitation process, and further understands that the Submitted Materials may be subject to disclosure pursuant to the TPIA. Information considered proprietary by a Respondent should be clearly marked "Proprietary" when submitted with a Solicitation Response.

The District reserves the right to modify and/or supplement this Solicitation by amendment issued by the District prior to the date and time of the Response Deadline (defined herein). Any such amendments will be posted online prior to the Response Deadline at the same District internet site where this Solicitation is kept available for solicitation of Solicitation Responses. It is the responsibility of each Respondent to check that internet site frequently to determine if any amendments have been issued.

The District reserves the right to withdraw this Solicitation, at its sole discretion, from any or all prospective vendors and Respondents at any time, before or after the Response Deadline. The withdrawal, if ever, of this Solicitation shall be effective upon the District's issuance of written notice posted online at the same District internet site where this Solicitation is kept available for solicitation of Solicitation Responses, which notice may also be sent by the District to the prospective Respondents in any manner deemed reasonable by the District.

Form of Contract.

Any Respondent awarded a contract with the District for the purchase and sale of the products and/or services pursuant to this Solicitation shall be required to execute an agreement between the Respondent and the District which shall in all material respects contain the terms and conditions set forth in (Contract Terms), which is attached hereto and incorporated herein for all purposes.

Respondents may not request additional changes to the Contract Terms after the Solicitation Response has been submitted to the District, nor will the District agree to negotiate any requested changes to the Contract Terms which are not included with the Solicitation Response in the manner and form set forth above in this section I.B.2 and in Exhibit C.

Submission of Solicitation Responses.

All Solicitation Responses shall be submitted to the District as follows:

All Solicitation Responses must be electronically submitted via file upload at this website: . Please ensure this RFP# is entered in the "Bidding Opportunity Num" field on the Response Form, as well as in the file name(s) of each uploaded file. The proposal must include an electronic, editable, unlocked/unsecured copy of your proposed contract (e.g., PDF or TIFF is not acceptable). If you submit a redline of the Contract Terms in response to Exhibit C, you must provide an editable, unlocked/unsecured version of the redline with your Solicitation Response (preferably in track changes). The rest of your response must be submitted in a format that preserves the original graphic appearance, such as portable document format (PDF) or other digital image format that is platform-independent and easily readable without purchased software.

An attempted award will be deemed invalid if the Respondent, upon award of a contract (if ever), is not registered with JPS Vendor Portal () or is not in compliance with the District's requirements for vendor credentialing.

Respondents must submit the Solicitation Response as follows: the file name(s) of each file making up the Solicitation Response must begin with (i) the RFP# followed by (ii) the Respondent's name. Also, the cover page of the Solicitation Response must state the following: (i) the name and address of the Respondent, (ii) the Response Deadline, and (iii) the RFP#. Please put the RFP# in the "Bidding Opportunity Num" field on the Response Form.

Unless otherwise expressly provided in this Solicitation or in any amendment to this Solicitation, no Respondent shall modify or cancel the Solicitation Response or any part thereof for thirty (30) days after the Response Deadline. Respondents may withdraw Solicitation Proposals at any time before the Solicitation Proposals are opened by the District, but may not resubmit them. No Solicitation Proposal may be withdrawn or modified after the Solicitation Proposal deadline.

Solicitation Proposals will not be considered if they show any omissions, alterations of required forms, additions or conditions not requested or irregularities of any kind. However, the District reserves the right to waive any irregularities and to make the award in the best interest of the District.

The Respondent acknowledges the right of the District to reject any or all Solicitation Responses and to waive any informality or irregularity in any Solicitation Response received. In addition, the District reserves the right to reject any Solicitation Response if the Respondent failed to submit the data, information or documents required by this Solicitation, or if the Solicitation Proposal is in any way incomplete or irregular.

Failure to follow the instructions regarding the submission of Solicitation Responses may result in the District's disqualification of such Solicitation Responses.

Solicitation Responses are due on or before 06-05-2026, 2:00 p.m. CST ("Response Deadline"). The Response Deadline may be extended by the District upon amendment to this Solicitation issued prior to the then-existing Response Deadline. Solicitation Responses are not scheduled for public opening. No email, telephone, telephonic, or FAX Solicitation Responses will be accepted. The District will not be responsible for missing, lost, or late deliveries. Solicitation Proposals delivered after the Response Deadline will not be accepted or considered under any circumstances.

Each Solicitation Response shall contain the completed form entitled, "Vendor Certification Form" set forth on which is attached hereto and incorporated herein for all purposes.

SOLICITATION SCHEDULE AND RELATED INFORMATION

Estimated Schedule

Pre-Proposal Conference. No Pre-Proposal Conference will be conducted.

Milestone Dates. Milestone Dates are estimated for planning purposes only and are subject to change.

District Solicitation Contact

Respondents may, in the manner prescribed herein, present requests ("Submission Questions") for an explanation, clarification or interpretation of the BUSINESS REQUIREMENTS in this Solicitation and/or other requirements for submission of Solicitation Responses to the Solicitation Contact identified below during the proposal submission period. All Submission Questions must be submitted in a Questions Submission Form (attached to the Bidding Opportunity) as an editable Excel document. All Submission Questions must be electronically submitted via file upload at this website: , and must reference the appropriate pages and sections number of this Solicitation that are the subject of such Submission Questions. The file name of the Questions Submission Form must begin with (i) the RFP# followed by (ii) the Respondent's name. The final date and time to submit Submission Questions is 05/22/2026, 2:00 p.m. Central Time. NO PHONE CALLS PLEASE. Confirmation of the delivery of Submission Questions to the District is the sole responsibility of the Respondent. The District may, in its sole discretion, elect not to answer or respond to any or all Submission Questions it receives, and the failure of refusal of the District to answer or respond to any Submission Question will not affect, in any way, this Solicitation. Submission Questions may be informally addressed during the Pre-Proposal Conference; provided, however, that no answer or response to any Submission Question by any representative of the District shall be effective unless and until it is issued by the District in writing in the form of one or more addenda to the Solicitation, and has been posted to the District's Solicitation website link prior to the Response Deadline. It is the responsibility of each Respondent to check the website for all addenda to the Solicitation up to the Response Deadline. Prospective vendors are advised that no District employee other than the Solicitation Contact is empowered to make binding statements regarding this Solicitation, and no statements, clarifications, or corrections regarding this Solicitation are valid or binding on the District except those issued in writing by the Solicitation Contact as addenda to the Solicitation.

Contact between Respondents and the District, other than in the manner described and set forth in this Section I.C.2, during the Solicitation Response submission period or evaluation period is prohibited. Any attempt by a Respondent to engage in prohibited contact with the District or the Solicitation Contact may result in disqualification of its Solicitation Response.

The Solicitation Contact is:

David Flores, Sourcing & Contracts Specialist

Supply Chain Department

JPS Health Network

JPS Purchasing Office

1500 S. Main Street

Fort Worth, TX 76104

Email:

District's Solicitation website link:

Solicitation Response submission website link:

BUSINESS REQUIREMENTS

INTRODUCTION

The District is requesting proposals from qualified vendors to provide Ambient Digital Scribes.

Key Metrics:

Total Employees: 8,085

Physicians: 570

Advanced Practice Providers (APPs): 107

Residents: 232

Nurses: 2,000

Annual Emergency Department Visits: 133,000 (excluding Urgent Care)

Annual Urgent Care Visits: 60,000

Annual Inpatient Admissions: 32,000

Annual Outpatient Visits: 765,000 (including Behavioral Health)

BACKGROUND

The Tarrant County Hospital District, known as ("District"), is a tax-supported organization serving the healthcare needs of families across Tarrant County. JPS provides adult inpatient care at John Peter Smith Hospital, a facility licensed for 582 beds and located in Fort Worth, Texas. JPS has served as a Level I Trauma Center for Tarrant County for over a decade and is currently the largest training institution in Fort Worth.

The health network offers comprehensive services including primary care, specialty care, and pharmacy at more than 25 community locations. JPS is dedicated to providing a full continuum of behavioral health services, including inpatient services at Trinity Springs Pavilion, emergency behavioral health services at our Psychiatric Emergency Center, outpatient services at our JPS clinics, and mental health services for children and adolescents through programs like .

JPS is governed by an eleven (11) member Board of Managers, whose members are appointed by the Tarrant County Commissioners Court.

Business Problem

JPS is currently facing several operational challenges that affect both provider and patient satisfaction, as well as overall efficiency. These include:

Same-Day Appointments: Documentation requirements reduce availability for same-day appointments.

Same-Day Chart Closure: Delays in chart closure lead to billing delays and administrative inefficiencies.

Provider Satisfaction: Documentation burden creates provider dissatisfaction.

Excessive Pajama Time: Time-consuming documentation results in after-hours work resulting in provider burn-out.

Patient Satisfaction: Providers are distracted from the patient during clinic visits by documentation.

Desired Outcomes

A solution that enables providers to increase patient capacity.

Enhanced efficiency leading to same-day chart closure.

Improved provider satisfaction by reducing documentation burden.

Work is completed while at work.

Better patient-provider interaction and satisfaction.

PROJECT SCOPE

The scope includes the entire population of network providers and nursing staff with the implementation focusing on these core groups:

* Ambulatory (Primary Care, Medical Specialty, and Surgical Specialty) for physicians and advanced practice providers in the initial go live.

Inpatient, Procedural departments, and the Emergency Department for all clinical users in future implementations.

This includes the development of training programs and methodology to track key performance indicators (KPIs) to measure the solution's effectiveness post-implementation.

MINIMUM REQUIREMENTS

Business Capabilities Required

Primary Care and Medical Specialty: Ambient digital technology to create outpatient medical notes within Epic.

Inpatient Departments: Ability to capture notes from medical interviews using conversational AI.

Procedural Departments: Ability to capture notes from medical interviews using conversational AI.

Emergency Department: Ability to capture notes from medical interviews using conversational AI.

Dictation Services: Ability to capture verbatim dictation in free text documentation fields within Epic.

Order Integration: The capability to extract orders from patient-provider conversations.

Structured Data: The capability to extract structures data (e.g. diagnoses) from patient-provider conversations.

Functional Requirements

Use AI to generate referral letters and after-visit summaries and other clinical documentation.

Ability to edit a note after creation using voice, copy/paste, or typing.

Support automated task creation based on provider instructions during the encounter.

Reporting capabilities to help with quality tracking.

Key Performance Indicators

Technical

Availability or uptime of the platform is greater or equal to 99.9% for the first year.

Word Error Rate (WER) is less than or equal to 10%

Clinical

Percentage of notes generated using the ambient scribe technology to greater than 80% for active licenses.

Reduction in Pajama Time per Scheduled Day for Family Medicine physicians to less than 25 minutes.

Support Model

First contact resolution (FCR) Rate is greater or equal to 70%

Average first response time is within four (4) to eight (8) hours

Average resolution time is between one-to-two (1-2) days

Technical Requirements

Integration:

Current support for IOS 16 and newer and for Android 10 and newer.

Integration with Epic Haiku and Canto.

Seamless integration with the Epic platform using APIs without the need for proprietary software or additional applications.

Compatibility with hospital-grade hardware for secure use in clinical environments (Cisco UC).

Integration with scheduling and clinical tasking systems.

Capability to scale across multiple sites, service lines, and JPS Community Connect locations.

Security:

Ensure compliance with HIPAA, utilizing encryption and access controls.

Provide details on security certifications (e.g., SOC 2, ISO 27001).

Ensure compliance with JPS's security policies, with no reliance on third-party processing.

REQUIRED INFORMATION

Bidders are required to submit a quote with line-item detail supporting the Vendor's pricing proposal in Exhibit A.

PRICE QUOTES

Price quotes shall remain firm during Solicitation evaluation and for an additional 120 days after recommendation for award. Pricing must remain fixed for the initial term of the agreement. Respondents must include all costs associated with use of the items. Any costs not included in the Solicitation response cannot be charged to the District. Respondents may propose pricing increases for the optional renewal terms with set caps (e.g., no more than 1% to 3% annually). Use the spreadsheet attached as to this Solicitation to provide line-item pricing in your Response.

EQUIVALENT OR APPROVED EQUAL

Whenever a product is defined by describing a proprietary product, or by using the name/model of a manufacturer or vendor, the term "or other units considered to be equivalent", if not inserted, shall be implied. The specific product described shall be understood as indicating the type, function, and minimum standard of design, efficiency, and quality desired and shall not be construed in such a manner as to exclude products of comparable quality, design, and efficiency.

The references to brand names and/or numbers are intended to be descriptive, and not restrictive, unless otherwise specified. If the specific product cannot be supplied, equivalent items meeting the standards of quality specified shall be considered. The determination of equivalent or approved equal is at the sole discretion of the District.

CONTRACT TERM

The proposed term of the contract is three (3) years with two (2) additional one-year renewal options. The District may exercise the renewal options by providing vendor with written notice (email notice will be acceptable) of renewal no less than thirty (30) days prior to the expiration of the then-current term. The contract will be subject to cancellation by the District for any reason, at any time, and without penalty of any kind upon furnishing thirty (30) days' advance written notification to vendor. At the end of the term, the District reserves the right to extend the contract for up to 180 days to provide an opportunity to bring a new contract into place with another vendor.

SELECTION AND EVALUATION PROCESS

Selection Process The Solicitation Contact shall designate an evaluation committee ("Evaluation Committee") which will be composed of employees from the District. The District reserves the right to add, delete or substitute members of the Evaluation Committee as it deems necessary. The Evaluation Committee will narrow the field of submitted Solicitation responses to those which best meet the requirements of this Solicitation and which best meet the complete needs of the District. Each such Solicitation Response will then be evaluated according to the criteria set forth herein.

Evaluation Criteria Specific to This Solicitation The Evaluation Committee will conduct a comprehensive, fair, and impartial evaluation of all proposals received in response to this Solicitation. The evaluation of Solicitation Responses will involve scoring each Solicitation Response in the areas listed and set forth below in Section J (Evaluation Factors). The District's evaluation of the Solicitation Responses will be based upon each Respondent's response to the evaluation factors stated in this Solicitation. Any Respondent's failure to provide complete and full responses to the requested information may lead to disqualification of such Solicitation Response.

EVALUATION FACTORS

In determining how to award a contract or contracts in conjunction with the Solicitation, the District may consider the following:

Price

The reputation of the Respondent and of the Respondent's goods and/or services.

The extent to which the goods and/or services meet the District's needs.

Quality of Respondent's goods and/or services.

Historically Underutilized or Small Business Participation - the utilization of historically underutilized or small businesses.

SOLICITATION RESPONSE CONTENT

The overall Solicitation Response should not exceed 25 pages total, excluding exhibits. The District's security system will recognize most common filename extensions, including: .xlsx (Excel), .docx (Word), Adobe PDF, and image files including .jpg, .tiff, and .gif. Any message containing an unknown or prohibited file extension will be quarantined (e.g., .numbers, representative of Apple Numbers application).

Executive Summary

Provide a synopsis of the highlights of the proposal and overall benefits of the proposal to the District. This synopsis should not exceed two pages in length and should be easily understood.

Company Background

How the Proposed Solution Meets the District's Needs

[Describe how the proposed solution meets the minimum requirements in above. Provide the information requested in above. Provide specification sheets for each product bid. Include service and warranty information. ]

Pricing

[Use the spreadsheet in to list line item pricing for all [products/services] you can provide. Add lines as needed for additional [products/services] not already included.]

References

Provide a minimum of three references. [Can include specific types of references needed, if applicable; e.g., other Texas customers, other hospital systems, etc.] Include name, telephone number, and email address. The District will contact the references provided to determine Respondent's performance record for products/services similar to that described in this request.

Historically Underutilized or Small Business Participation

Provide a discussion on how the Respondent intends to meet the District's goal of 25% HUB participation for the scope/specifications of this Solicitation. Discuss any HUB management partners the Respondent plans to team with to provide the scope/specifications. (Maximum 1 page)

The District strongly encourages the utilization of historically underutilized or small businesses.

A. Submit certificate if Respondent is a certified HUB (do not submit an expired certificate).

OR

B. Communication Outreach - Attach the written notification of the subcontracting opportunity and list of three agencies and /or organizations notified regarding the interest in HUB participation in this contract; and

C. Plan of Action - List the subcontractors selected for participation, their certification, and approximate dollar value of the work to be subcontracted and the expected percentage of the total contract amount.

Required Forms

Exhibit A: Price Sheet - Attached as separate file. Bidders do not deviate from this format.

: Signature Form

Exhibit C: Contract Terms (include an editable, unlocked/unsecured redline in track changes if proposing changes to Exhibit C, Contract Terms)

: Vendor Certification Form

Exhibit E: Not Used

: Good Faith Form

: JPS Security Risk Assessment Forms

EVALUATION CRITERIA SCORE SHEET

Exhibit A

Price Sheet

RFP#20261383134 Ambient Digital Scribes

[attached as a separate document]

Exhibit B

Signature Form

Respondent shall signify Respondent's acceptance of and compliance with the requirements, terms, and conditions of this Solicitation by signing in the signature space set forth below.

Respondent warrants that Respondent has examined and is familiar with this Solicitation and its terms and conditions. Respondent warrants that Respondent does not engage in scrutinized business operations in Sudan, Iran or with foreign terrorist organizations, does not engage in any prohibited boycott, and that Respondent does not appear (nor does any affiliate appear) on any .

Respondent warrants that it has the necessary experience, knowledge, abilities, skills, and resources to satisfactorily finance and complete the products and services in its Solicitation Response.

Respondent certifies that the individual signing this Solicitation Response is authorized to sign such documents on behalf of the Respondent entity and to bind Respondent and is authorized to bind the Respondent in this Solicitation Response.

RESPONDENT AGREES TO DEFEND, INDEMNIFY, AND HOLD HARMLESS THE DISTRICT AND ALL OF ITS OFFICERS, AGENTS AND EMPLOYEES FROM AND AGAINST ALL CLAIMS, ACTIONS, SUITS, DEMANDS, PROCEEDINGS, COSTS, DAMAGES, AND LIABILITIES, ARISING OUT OF CONNECTED WITH, OR RESULTING FROM ANY ACTS OF OMISSIONS OF RESPONDENT OR ANY AGENT, EMPLOYEE, SUBCONTRACTOR, OR SUPPLIER OF RESPONDENT IN THE EXECUTION OR PERFORMANCE OF ANY AGREEMENTS OR OTHER CONTRACTUAL ARRANGEMENTS WHICH MAY RESULT FROM THE SUBMISSION OF THE SOLICITATION RESPONSE AND/OR THE AWARD OF A CONTRACT THEREON BY THE DISTRICT.

Exhibit C

Contract

RFP#20261383134 Ambient Digital Scribes

Attached as a separate document.

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Exhibit D

Vendor Certification Form

RFP#20261383134 Ambient Digital Scribes

INCLUDE THE FOLLOWING:

Copy of certificate(s) (State of Texas, North Central Texas Regional Certification Agency (NCTRCA), Historically Underutilized Businesses (HUB), or any agency confirming your business as being a historically underutilized or small business enterprise.

signature: ________________________________________ Title: ______________

Print Name: __________________________________________ Date: ____________

Exhibit F

Good Faith Form

Respondents: Please complete the following questions as applicable to your organization:

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Exhibit F

Good Faith Form

Are you a historically underutilized or small business (HUB)?

If yes, please attach your updated certification form (Stop Here)

If no, please continue to #2 below

List all participating HUB agencies/organizations contacted regarding subcontracting and/or partnership opportunities for this contract. (Insert additional rows as needed.)

If no HUB participation is listed above, have you checked the JPS Vendor portal at ? The vendor portal is a directory of certified HUB businesses Ex: Support services to participate under the contract

If you searched the vendor portal, list HUB company name(s) and contact information below

If you are not a HUB and do not have a HUB subcontractor, please provide a statement regarding steps that your company has taken to demonstrate your commitment to Supplier Diversity:

(insert additional rows as needed)

Please provide an explanation as to how you plan to identify HUB participation on this contract: (insert additional rows as needed)

Exhibit G

JPS Security Risk Assessment

RFP#20261383134 Ambient Digital Scribes

Fill out the following forms attached to the Solicitation website. Upon, completion, these should be saved as PDFs and uploaded with Solicitation Response.

Security Questionnaire

Security Questionnaire Form

This will assist us in completing a comprehensive security assessment.

Ex: SOC2, ISO9001, and any related security policies.

Data Distribution Review Board (DDRB) Review

DDRB Form

This will assist us in understanding how your team uses our data and follow compliance. Data leaving the organization must be documented on how the data is being used, stored, returned/destroyed, and other factors associated with the type of data being shared.

Ex: Data management policies, how data is processed and managed during the contract, and how data is handled after contract.

C AI Review

AI Review Form

If your product has an AI component, please fill out this form for us to review.

Ex: Any AI policies, including large language model, and supporting policies.

Did you complete, sign, and submit all required forms?

If not, your Proposal will be rejected

*Please ensure this RFP# is included in the "Bidding Opportunity Num" field of the RFP Response Form, as well as in the file name(s) of each uploaded file.*