PD - VISN 8 Qgenda Draft.docx

VISN 8 QGenda Scheduling System

PRODUCT DESCRIPTION (PD) TEMPLATE

DEPARTMENT OF VETERANS AFFAIRS

Veterans Health Administration Veterans Integrated Service Network 8 (VISN 8)

Brand Name QGenda Scheduling System

Date: March 27, 2025

VA-25-00037265

PD Version Number: 10.0

Contents

PRODUCT REQUIREMENT

VA, Veterans Health Administration, Veterans Integrated Service Network (VISN) 8 has a requirement for Brand Name Qgenda comprehensive internet-based scheduling system licensing and software maintenance, on an ongoing basis that will serve the 24/7/365 requirements of staff personnel at eight (8) facilities within VISN 8. This includes all Medical Center staff and VISN leadership. The internet-based solution integrates with Vocera and provides access for licenses that will allow online accommodation of diverse scheduling input rules and guidelines to create specific manual and automated schedules, customizable views, online requests, shift trades, and reporting of work summaries and productivity when desired. Schedule will include but not limited to Acute and Community Living Center (CLC) bed coverage as well as schedule staff coverage of nights, weekends, and call. The monthly schedule shall be easy to ready, comprehensive, and accurate.

Qgenda is a secure and robust solution, holding a valid Authorize to Operate (ATO) designation with the Veterans Administration and FEDRAMP Certification. The system is supported by a US-based dedicated resource team that offers facility consultation and support services at no additional cost, available via phone or online from Monday through Friday, 9:00 AM to 6:00 PM (Eastern Time Zone). The platform provides on-demand reporting capabilities with export options to Excel, PDF, and CSV formats, enabling users to easily extract data such as the number of shifts worked, call fairness metrics, weekday versus weekend assignments, and PTO reports. Qgenda offers comprehensive scheduling functionality, allowing users to create schedules as far in advance as needed—whether monthly, quarterly, or annually. It also facilitates the creation, maintenance, and secure access to clinician schedules through a facility-specific website and mobile application. The system is 100% web-based, ensuring accessibility via a web browser both within and outside the VA hospital, and it is accessible through native iPhone and Android mobile applications, which offer full end-user functionality including schedule viewing, requesting, and swapping, with FedRAMP-approved use from both military and personal smartphones.

Qgenda provides multiple scheduling creation methods, including automation driven by a rules-based engine and configurable algorithm. The solution features interactive and intuitive logic that helps prevent scheduling gaps by providing data on conflicts and clinician availability, particularly when the automated build process doesn't reach 100%. It also accommodates diverse preferences and rules for consecutive shifts, allowing for variable numbers of time-based shifts. Qgenda tracks clinician targets in real-time concerning the number of shifts or hours worked, and this information is factored into future automated schedule builds. The system supports the incorporation of individual provider scheduling preferences and offers user-friendly decision support tools to streamline schedule creation. Providers can electronically submit requests for open shifts, specific roles, or time off, and the system enforces any facility-defined limits. Qgenda supports functionality that enables administrators and providers to post shifts for pickup (an "available shifts" board) and allows providers to request to pick up shifts. The system supports a multi-tier approval process and tracks time worked via a mobile application or web solution, with the mobile application offering geo-verification and exception flagging for time punches, along with overtime identification and reporting capabilities. Users can filter schedule data in any format (by region, site, provider type, etc.).

As previously stated, Qgenda is available through native mobile applications for both iOS and Android platforms, providing schedule viewing, filter options, and integration with office/personal scheduling applications like Outlook or Gmail. The mobile application also supports the request process and allows providers to participate in a "swap market" to exchange shifts. Qgenda allows for the configuration of various levels of user permissions and associated functionality at the enterprise, departmental, and user levels. It supports the VA's Single Sign-On Vendor and offers connectivity to other systems, including a schedule integration with Vocera for Voice Group Assignment and a mobile application-to-mobile application integration with Vocera. Finally, Qgenda supports the ability to create tickets when substantial changes are made to the schedule, ensuring that other hospital areas are aware of these changes and can plan accordingly, such as when a provider's clinic day cancellation triggers a ticket for the patient access team to update the EMR.

The contractor shall continue to provide licensing and software maintenance for the Qgenda comprehensive internet-based database scheduling system and provide the services of a reliable rule-based on-line scheduling program to be used over the internet.

BASE PERIOD

OPTION PERIOD ONE

OPTION PERIOD TWO

SITES:

· Bruce W. Carter VAMC (Miami) POC: Dr. Elizabeth Paulus Address: Miami VAMC 1201 NW 16th Street, Miami, FL 33125 Voice: 305-575-3244 Email: elizabeth.paulus@va.gov

· James A. Haley VAMC (Tampa) POC: Dr. Steven Rakita Address: Tampa VAMC 13000 Bruce B. Downs Blvd, Tampa, FL 33612 Voice: 813-972-2000 x6505 Email: steven.rakita@va.gov

· Orlando VAMC POC: Dr. Jessica Feranec Address: Orlando VAMC 13800 Veterans Way, Orlando FL 32827 Voice: 407-631-3771 Email: jessica.feranec@va.gov

· West Palm Beach VAMC

POC: TBD

Address: West Palm Beach VAMC 7305 Military Trail, West Palm Beach, FL 33410 Voice: 561-422-7341 Email:

· Malcom Randall VAMC (Gainesville, FL) POC: Dr. Lindsey E. Goldstein Address: Malcolm Randall VAMC 1601 S.W. Archer Road, Gainesville, FL 32608 Voice: 352-376-1611 x106230 Email: lindsey.goldstein@va.gov

· Lake City VAMC POC: Dr. Lindsey E. Goldstein Address: Malcolm Randall VAMC 1601 S.W. Archer Road, Gainesville, FL 32608 Voice: 352-376-1611 x106230 Email: lindsey.goldstein@va.gov

· C.W. Bill Young VAMC (Bay Pines, FL) POC: Dr. Imtiaz A. Munshi Address: C.W. Bill Young VAMC 10000 Bay Pines Blvd., Bay Pines, FL 33744 Voice: 727-398-6661 Email: imtiaz.munshi@va.gov

· San Juan VAMC POC: Dr. Norma Santiago Address: San Juan VAMC 10 Casia St., San Juan, Puerto Rico 00921-3201 Voice: 787-614-5162 Email: norma.santiago@va.gov

PERIOD OF PERFORMANCE

The period of performance shall be May 1, 2025 to April 30, 2026, with two (2) 12-month option periods, to be exercised at the Governments discretion.

DEFINITIONS

Terms used in this contract shall be interpreted as follows unless the context expressly requires a different construction and/or interpretation. In case of a conflict in language between the Definitions and other sections of this contract, the language in this section shall govern.

1. Customer Data: Any data that are:

a. Entered as input by Customer for Processing by the Services, and

b. Produced as output by the Services based on a specific query or execution initiated by Customer.

2. Documentation: Application Administrator Manual and User Manual

3. Fee Schedule: An invoice detailing the number of users listed on the invoices that adopts this Agreement and is executed by Customer or the affected Affiliate and which provides for fees and related terms and conditions. The Fee Schedule stipulates the Recurring Subscription Fees.

4. Proprietary Rights: All rights in and to copyrights rights to register copyrights trade secrets, inventions, patents, patent rights, trademarks, trademarks rights, confidential and proprietary information protected under contract or otherwise under law, and other similar rights or interests in intellectual or industrial property.

5. Scheduled Staff Member: For customer and its Affiliates means any slot on the schedule whether a label, blank, or anything else inserted for “Creating New Staff Member Accounts”.

6. Non-Scheduled Users: Any person(s) other than a Scheduled Staff Member that is given access to the Site by Customer and/or its Affiliates.

7. Services: Online scheduling services that are described in the documentation, and which are accessible on contract site, including any updates to such services, which may be provided from time to time during the subscription term.

8. Site: Online

9. Support Browser(s): Internet browser(s) JavaScript enabled specified from time to time, and which are supported for purposes of access and use of the Services. The Service’s performance may vary based on supported browsers selected by Customer.

PERFORMANCE AND RESPONSE TIME

1. Internet based scheduling system standard technical support service hours are currently from 9:00 a.m. to 6:00 p.m. USA Eastern time, Monday through Friday, excluding national holidays (“Standard Support”), Phone: 770-399-9945. Internet based scheduling system after hours technical support service hours are currently from 6:00 p.m. until 10:00 p.m. USA Eastern time, Monday through Friday, and 9:00 a.m. to 10:00 p.m. USA Eastern time on Saturday and Sunday, excluding national holidays (“After Hours Support”). For all support requests made via a voicemail to the number listed above or for emails sent to help@qgenda.com made during the time periods listed in Standard Support and After-Hours Support, Internet based scheduling system will respond the same day of receipt of the support request. For all support requests made outside of the time periods listed in Standard Support and After-Hours Support, Internet based scheduling system will respond during the earlier of the next Standard Support or After-Hours Support Period.

2. Service calls made during the hours listed above and related to malfunctions not successfully preempted by preventive maintenance services shall be at no additional cost to the Government. Repair service calls shall not take time away from preventive maintenance and other requirements required under this contract.

3. The Government shall not be responsible for incidental charges including, but not limited to, parking, tolls, mileage, phone, etc., on straight time or overtime work.

RESOURCES, ROLES, AND RESPONSIBILITIES

Identified below are the resources, role(s) to be played, and their associated responsibilities:

1. Contractor Product Manager. Responsible for ensuring the services defined in this PD are delivered to the VHA IRMS staff and end-users as outlined in this document. Also serves as an application and technical issue escalation point.

2. Contractor Account Manager. Responsible for assisting the VHA with the planning of application acquisition and license maintenance. Also serves as a customer service escalation point.

3. VHA ISO. Responsible for granting access requests to VA computer systems hosting Contractor products when required for Contractor installation specialist(s) to perform the duties as outlined in this PD. This will require both onsite and remote access.

4. VHA COR. Authorized in connection with the contract to perform the duties of the Contracting Officer.

5. COR will monitor aspects of the Hardware and software Manager equipment use, through direct observation.

SUPPORT SERVICES

The Contractor shall provide service, at no cost, Monday-Friday between the hours of 9:00 am – 6:00 pm (Eastern) (excluding federal holidays).

· Patient safety issues as defined by VA Directive Number 19-0201 “Patient Safety Notifications” June 2004

· Loss of production data and no procedural work around exists.

· Complete loss of a core organizational or business process where work cannot reasonably continue.

· Systems that have failed over into backup or redundancy mode, or that have cut over to Continuity Management or similar availability.

Examples:

· Site is down (server crash).

· One or more applications are inaccessible to all users.

· No workaround is available.

· Any issue where data completeness or accuracy is in question.

(2 business days)* High – A high incident is a problem where a system is functioning but in a severely reduced capacity.

The situation is causing:

· Significant impact to portions of the business operations and productivity.

· No loss of production data and / or a procedural work around exists.

· The system is exposed to potential loss or interruption of service. Includes incidents that significantly impact development and/or production, but where an alternative operation is available.

· Examples:

· One or more users impacted from completing their task but work around exists.

2 – Medium

4 Hours*

33 Hours (3 business days)* Medium – A medium incident involves partial non- critical functionality loss. A medium incident impairs some operations but allows the user or an application to continue to function. This may be a minor incident with limited loss or no loss of functionality or impact to the user’s operation and incidents in which there is an easy circumvention or avoidance by the end user.

Examples:

· Quarterly update, one or more components are more than one quarter behind.

· Any component not installed on workstation(s).

3 – Low

8 Hours*

44 Hours (4 business days)* Low – A low incident has no impact on the quality, performance or functionality of the system. Low incidents have minimal organizational or business impact.

Examples:

· Any issue that does not prevent use of the application.

· Quarterly updates with no components more than one quarter behind.

· Server migrations.

· Requests for additional training or web casts.

· Requests to add user to e-mail list.

* Indicates timeframe in business hours

Support Services will respond within the timeframes listed above using the contact information provided by the person submitting the request for support. A response is defined as an acknowledgement of receipt of the issue, an action plan or request for additional information to complete an action plan, and, if possible, an estimated time to resolution.

EQUIPMENT

1. There will be no physical equipment installed.

2. No hosting on servers within the VA. The services to be provided to the VA by the internet-based scheduling system shall be hosted utilizing a FedRAMP Moderate approved third-party data center. As of the execution of this SOW, the internet-based scheduling system utilizes Amazon Web Services East to host its customers’ data.

3. No software shall be downloaded to VA users’ desktop or server. VA access to the internet-based scheduling system shall be made via a web browser.

4. No interface to any Vista system. The system shall not interface or integrate with any Vista system.

NOTICE OF THE FEDERAL ACCESSIBILITY LAW AFFECTING ALL INFORMATION AND COMMUNICATION TECHNOLOGY (ICT) PROCUREMENTS (SECTION 508) On January 18, 2017, the Architectural and Transportation Barriers Compliance Board (Access Board) revised and updated, in a single rulemaking, standards for electronic and information technology developed, procured, maintained, or used by Federal agencies covered by Section 508 of the Rehabilitation Act of 1973, as well as our guidelines for telecommunications equipment and customer premises equipment covered by Section 255 of the Communications Act of 1934. The revisions and updates to the Section 508-based standards and Section 255-based guidelines are intended to ensure that information and communication technology (ICT) covered by the respective statutes is accessible to and usable by individuals with disabilities.

SECTION 508 – INFORMATION AND COMMUNICATION TECHNOLOGY (ICT) STANDARDS

The Section 508 standards established by the Access Board are incorporated into, and made part of all VA orders, solicitations and purchase orders developed to procure ICT. These standards are found in their entirety at: https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-ict-refresh/final-rule/text-of-the-standards-and-guidelines. A printed copy of the standards will be supplied upon request.

Federal agencies must comply with the updated Section 508 Standards beginning on January 18, 2018. The Final Rule as published in the Federal Register is available from the Access Board: https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-ict-refresh/final-rule.

The Contractor shall comply with “508 Chapter 2: Scoping Requirements” for all electronic ICT and content delivered under this contract. Specifically, as appropriate for the technology and its functionality, the Contractor shall comply with the technical standards marked here:

COMPATIBILITY WITH ASSISTIVE TECHNOLOGY

The standards do not require installation of specific accessibility-related software or attachment of an assistive technology device. Section 508 requires that ICT be compatible with such software and devices so that ICT can be accessible to and usable by individuals using assistive technology, including but not limited to screen readers, screen magnifiers, and speech recognition software.

ACCEPTANCE AND ACCEPTANCE TESTING

Deliverables resulting from this solicitation will be accepted based in part on satisfaction of the Section 508 Chapter 2: Scoping Requirements standards identified above.

The Government reserves the right to test for Section 508 Compliance before delivery. The Contractor shall be able to demonstrate Section 508 Compliance upon delivery.

INFORMATION TECHNOLOGY USING ENERGY-EFFICIENT PRODUCTS

The Contractor shall comply with Sections 524 and Sections 525 of the Energy Independence and Security Act of 2007; Section 104 of the Energy Policy Act of 2005; Executive Order 13834, “Efficient Federal Operations”, dated May 17, 2018; Executive Order 13221, “Energy-Efficient Standby Power Devices,” dated August 2, 2001; and the Federal Acquisition Regulation (FAR) to provide ENERGY STAR®, Federal Energy Management Program (FEMP) designated, low standby power, and Electronic Product Environmental Assessment Tool (EPEAT) registered products in providing information technology products and/or services.

EPEAT

EPEAT product compliance is not required in this acquisition.

ENERGY STAR

Energy Star compliance is not required in this acquisition.

FEMP

FEMP or FEMP low standby power product compliance is not required in this acquisition.

GENERAL REQUIREMENTS

4.1 VA TECHNICAL REFERENCE MODEL

The Contractor shall support the VA enterprise management framework. In association with the framework, the Contractor shall comply with OIT Technical Reference Model (VA TRM). The VA TRM is one component within the overall Enterprise Architecture (EA) that establishes a common vocabulary and structure for describing the information technology used to develop, operate, and maintain enterprise applications. Moreover, the VA TRM, which includes the Standards Profile and Product List, serves as a technology roadmap and tool for supporting OIT. Architecture & Engineering Services (AES) has overall responsibility for the VA TRM.

4.2 SOCIAL SECURITY NUMBER (SSN) REDUCTION

The Contractor solution shall support the Social Security Number (SSN) Fraud Prevention Act (FPA) of 2017 which prohibits the inclusion of SSNs on any document sent by mail. The Contractor support shall also be performed in accordance with Section 240 of the Consolidated Appropriations Act (CAA) 2018, enacted March 23, 2018, which mandates VA to discontinue using SSNs to identify individuals in all VA information systems as the Primary Identifier. The Contractor shall ensure that any new IT solution discontinues the use of SSN as the Primary Identifier to replace the SSN with the Integrated Control Number (ICN) in all VA information systems for all individuals. The Contractor shall ensure that all Contractor delivered applications and systems integrate with the VA Master Person Index (MPI) for identity traits to include the use of the ICN as the Primary Identifier. The Contractor solution may only use a Social Security Number to identify an individual in an information system if and only if the use of such number is required to obtain information VA requires from an information system that is not under the jurisdiction of VA.

4.3 INTERNET PROTOCOL VERSION 6 (IPV6)

The Contractor solution shall support Internet Protocol Version 6 (IPv6) based upon the memo issued by the Office of Management and Budget (OMB) on November 19, 2020 (https://www.whitehouse.gov/wp-content/uploads/2020/11/M-21-07.pdf). IPv6 technology, in accordance with the USGv6 Program (https://www.nist.gov/programs-projects/usgv6-program/usgv6-revision-1), NIST Special Publication (SP) 500-267B Revision 1 “USGv6 Profile” (https://doi.org/10.6028/NIST.SP.500-267Br1), and NIST SP 800-119 “Guidelines for the Secure Deployment of IPv6” (https://doi.org/10.6028/NIST.SP.800-119), compliance shall be included in all IT infrastructures, application designs, application development, operational systems and sub-systems, and their integration. In addition to the above requirements, all devices shall support native IPv6 and dual stack (IPv6 / IPv4) connectivity without additional memory or other resources being provided by the Government, so that they can function in a mixed environment. All public/external facing servers and services (e.g. web, email, DNS, ISP services, etc.) shall support native IPv6 and dual stack (IPv6 / IPv4) users and all internal infrastructure and applications shall communicate using native IPv6 and dual stack (IPv6 / IPv4) operations.

4.4 SOFTWARE AND LICENSING REQUIREMENTS

The Contractor shall be responsible for the provision of all software licenses and any associated licensing maintenance required for any development, delivery, integration, operation, and/or maintenance associated with its proposed application(s), software products, software solution, and/or system including, but not limited to, any and all application(s), software and/or software products that comprise, are a part of, or integrate with the Contractor’s proposed application(s), software products, software solution, and/or system for the life of any resulting contract.

POINTS OF CONTACT

VA Program Manager:

Contracting Officer’s Representative:

Contracting Officer:

Contract Specialist:

INFORMATION SECURITY CONSIDERATIONS:

The Assessment and Authorization (A&A) requirements do not apply, and a Security Accreditation Package is not required.

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