36C24720Q0554.docx

Contract Opportunity Sources Sought Notice

PRODUCT SERVICE CODE

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CONTRACTING OFFICE'S

ZIP-CODE

SOLICITATION NUMBER

RESPONSE DATE/TIME/ZONE

ARCHIVE

DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS

SET-ASIDE

NAICS CODE

CONTRACTING OFFICE

ADDRESS

POINT OF CONTACT

(POC Information Automatically Filled from User Profile Unless Entered)

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URL DESCRIPTION

AGENCY CONTACT'S EMAIL

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ADDITIONAL INFORMATION

GENERAL INFORMATION

PLACE OF PERFORMANCE

* = Required Field Contract Opportunity Sources Sought Notice J070 534-20-4-241-0107, ACUSTAF Development Corporation, Nursing Staffing Scheduler, Base+3 (VA-20-00050791) 30084 36C24720Q0554 05-14-2020 N

SDVOSBC

541519 Department of Veterans Affairs VISN 7 Network Contracting Office LaVista Business Park - Bldg A 2008 Weems Road Tucker GA 30084 Joseph E. Horn Joseph.Horn@va.gov Joseph.horn@va.gov 404-321-6111 x4043 VISN 7 Medical Facilities Location in: Alabama, Georgia, South Carolina

Multi United States

THIS REQUEST FOR INFORMATION IS ISSUED SOLELY FOR

INFORMATION AND PLANNING PURPOSES ONLY AND DOES NOT

CONSTITUTE A SOLICITATION.

This is a Request for Information (RFI), this is not a Request for Quotes (RFQ) or Request for Proposals (RFP). No formal solicitation document exists at this present time. This is not a solicitation announcement. The purpose of this Sources Sought notice is for market research to gain knowledge of potential SDVOSB vendors qualified under NAICS code search for Nurse scheduling software for up to 5000 employees of J070 PSC code NAICS 541519 code size standard of $27.5 million. The VISN 7 nine medical facilities to include, Charlie Norwood VAMC, Augusta, Ga., Atlanta VAMC, Atlanta, GA., Dorn VAMC, Columbia, SC., Birmingham VAMC, Birmingham, AL., Central Alabama VA Health Care System – East Campus, Tuskegee, AL., Central Alabama VA Health Care System – West Campus, Montgomery, AL., Ralph H.

Johnson VAMC, Charleston, SC., Tuscaloosa VAMC, Tuscaloosa, AL. This requirement period of performance may be planned for a base year plus 3-year option.

Responses to this Sources Sought notice will be utilized by the Government to make appropriate acquisition decisions. After review of the responses to this Sources Sought notice, a solicitation announcement may or may not be published in Sewp, FedBizOpps (FBO) or GSA ebuy.

REQUESTED INFORMATION

If you are interested, and can provide the required supplies/services, please provide the requested information as indicated below. Responses to this Sources Sought notice shall also include:

company name, address, point of contact, size of business:

1. Do have this item on contract with your GSA, SEWP, other federal contract, or the NAC contract?

2. If on contract please provide include all the contract type, contract expiration date includes options, contract number, category(s), sin, and source code.

3. Indicate business size status and representations for the above NAIC and PSC code, such as Service-Disabled Veteran Owned Small Business (SDVOSB

4. Provide copy authorized seller letter if you are not the manufacturer.

5. This is a Brand-Name requirement.

LINE ITEMs:

1. 3001 LABOR MANAGEMENT SOFTWARE 0-5000 EMPLOYEES: Includes software licenses Charlie Norwood VA Medical Center (Augusta, GA)

2. 3001 LABOR MANAGEMENT SOFTWARE 0-5000 EMPLOYEES: Includes software licenses Atlanta VA Health Care System (Decatur, GA)

3. 3001 LABOR MANAGEMENT SOFTWARE 0-5000 EMPLOYEES: Includes software licenses Dorn VA Medical Center (Columbia, SC)

4. 3001 LABOR MANAGEMENT SOFTWARE 0-700 EMPLOYEES: Includes software licenses Carl Vinson VA Medical Center (Dublin, GA)

5. 3001 LABOR MANAGEMENT SOFTWARE 0-5000 EMPLOYEES: Includes software licenses Birmingham VA Medical Center (Birmingham, AL)

6. 3001 LABOR MANAGEMENT SOFTWARE 0-2500 EMPLOYEES: Includes software licenses Central Alabama VA Health Care System – East Campus (Tuskegee, AL)

7. 3001 LABOR MANAGEMENT SOFTWARE 0-2500 EMPLOYEES: Includes software licenses Central Alabama VA Health Care System – West Campus (Montgomery, AL)

8. 3001 LABOR MANAGEMENT SOFTWARE 0-5000 EMPLOYEES: Includes software licenses Ralph H. Johnson VA Medical Center (Charleston, SC)

9. 3001 LABOR MANAGEMENT SOFTWARE 0-700 EMPLOYEES: Includes software licenses Tuscaloosa VA Medical Center (Tuscaloosa, AL)

This will be a Base Year 3 Option Year as Listed Below Base Year: September 30th 2020 thru September 29th 2021 Option Year 1: September 30th 2021 thru September 29th 2022 Option Year 2: September 30th 2022 thru September 29th 2023 Option Year 3: September 30th 2023 thru September 29th 2024

STATEMENT OF WORK

VISN 07

Nurse Staff Scheduling System and Implementation

Background The Staffing Methodology for VHA Nursing Personnel Directive presents a nationally standardized method of determining appropriate direct care staffing for VA nursing personnel at all points of care. The AcuStaf software is not only useable for nursing staff in the VA, but can be utilized in a variety of work areas throughout the VA. But more importantly, AcuStaf will assist nursing to look at NHPPD and cost associated with the number of FTEE.

AcuStaf software has been updated to track and report Labor Mapping to assist in increasing accuracy. AcuStaf is also a tool to track unexpected leave taken to ensure it is requested in VATAS and deducted from leave totals.

This system will accommodate all VISN 7 facilities to include:

Ralph H. Johnson VA Medical Center (Charleston, SC) Dorn VA Medical Center (Columbia, SC) Atlanta VA Health Care System (Decatur, GA) Birmingham VA Medical Center (Birmingham, AL) Carl Vinson VA Medical Center (Dublin, GA) Central Alabama VA Health Care System – East Campus (Tuskegee, AL) Central Alabama VA Health Care System – West Campus (Montgomery, AL) Charlie Norwood VA Medical Center (Augusta, GA) Tuscaloosa VA Medical Center (Tuscaloosa, AL)

Objectives There is a continued need for an automatic system that will assist the manager in matching the changing care needs of the patients to the appropriate staffing level based on the patient condition and the amount of nursing required to manage the care of each patient.

Hospital based staffing requires a 24-hour coverage a day, 7 days a weeks. Nursing staff work a variety of shifts that require an hourly rate increase, and contract/agency and travel nurses all have different compensation requirements. Therefore, a Staff Scheduling system needs to accurately correlate and calculate time and cost by work unit, nurse's type and pay variables.

Nurse Executives need data to plan for current and future staff needs and costs; this system gives them the tools to help manage their workforce. Multiple standardized reports are needed as well as the ability to create ad hoc reports.

Scope An integrated system and automated data extraction tools are necessary to effectively assign staffing resources and monitor standards of care. This system will pull from systems that already have the data stored to avoid duplicate effort and to feed the other downstream data systems.

The primary use of the system will be for Staffing Scheduling, so managers can coordinate schedules, capture data, produce reports, and coordinate work assignments to meet patient care needs. This applies not only to nursing staff but other services also.

Tasks or Requirements

· Appropriate response to the fluctuations in patient census and acuities by using embedded decision support tools.

· Adequate staffing levels based on patient acuity and other care related variables.

· Collection of nationally comparable hours per patient day (HPPD) data.

· Collection of data to prepare staffing reports, develop strategic plans and improve hiring practices.

· Compliance with public law and other regulatory mandates for staffing regulations and monitors.

· Ability to consolidate multiple administrative needs in one package (licensure, certifications, emergency notifications, etc.) Generation of predefined and adhoc reports.

· Self-scheduling ability (major nursing satisfier).

· Accurate accounting of contract/agency nursing utilization. Success factors: production of accurate HPPD data, increase in efficiencies in managing staffing scheduling issues by 50%.

Selection Criteria Vendor must meet or exceed all requirements as specified below.

Deliverables or Deliver Schedule Specifications

1. Utilizes an HL7 interface with VistA that brings in real-time Admit, Discharge, and Transfer information. Utilizes an HR interface (PAID 450, PAID 200) that brings in several points of data validation for VANOD including series, position, grade, step, licensure information, EOD, degrees, other schooling, BOC, ALBCC, Occupation Series Code and more. Utilizes the census interface to correlate with budgeting and reporting to databases like VANOD, DSS, NDNQI and more.

Required functional capabilities:

1. Demographic Tracking tools: maintains employee contact/ emergency contact information. Maintains employee-preferred method of communication.

2. Staffing Scheduling Tools

· Maintain prospective schedules.

· Audit Trails for changes to the system

· Schedules can be created in advance

· Allow staff to make themselves available for overtime.

3. Proficiency System:

· Ability to staff and maintain repositories of anecdotal notes for proficiency input, specialty certification tracking, licensure tracking, education (all degrees earned) skill based competencies tracking, ACLS/BLS tracking, continuing education tracking. Mandatory tracking, mandatory health information. Tools for staff to self- report professional portfolio.

4. Rule engines to facilitate scheduling: Apply regulations (hour limits, time off requirements, staffing ratios, etc) as they apply to individuals being scheduled to work:

· Apply union requirements stored in the system to create staffing schedules

· Use staff preferences to create staffing schedules.

· Match competencies to staffing needs. Match nursing staff with patient needs, across the system while maintaining balanced patient workloads

· Apply unit preference to competencies, e.g. ICU nurses are ACLS certified.

· Apply permanent schedules requests to when generating schedules.

· Apply rotating shifts rules when generating schedules.

· Capabilities to accommodate scheduling changes based on patient census scheduling.

· Apply patient acuities to staffing needs

· Track hours per patient day

· Generate alternate work schedules

· Capability to allow or restrict swapping unit assignments based on competencies.

· Capabilities to restrict overtime assignment based on regulations

· Predict staffing needs based on previous trends (e.g. high surgery days)

· Provide functionality to maintain disaster preparedness (notifications and callbacks).

5. Communication Tools:

· Creates a personalized web-based dashboard for all stakeholders

· Web-based for employee access

· Web-based for managers access for staff bidding

· Staff bidding on open positions (Staff to staff communication, e.g. to swap shifts)

· Exchange shifts between co-workers

· Alert applicants for checking status

· Produce real time reports for long-term strategy for hiring staff.

Inspection/Acceptance of Products The Government reserves the right to inspect or test any software that has been tendered for acceptance. The Government will provide written documentation of software acceptance or any required repair or replacement of nonconforming software at no increase in contract price. The Government must exercise its post-acceptance rights (1) within a reasonable time after the defect was discovered or should have been discovered; and (2) before any substantial change occurs in the condition of the software, unless the change is due to the defect in the software. Software maintenance will be billed net 30-days after customer acceptance.

Government-Furnished Equipment and Government-Furnished Information Utilizes VA computer workstations, laptops, monitors

Security VISTA Interface, access to employee and patient information

Place of Performance VISN 7 Facilities

Period of Performance Software Maintenance is purchased annually in 12-month increments.

CLAUSES:

MARCH 12, 2010 VA HANDBOOK 6500.6 APPENDIX B

VA ACQUISITION REGULATION SOLICITATION PROVISION AND CONTRACT CLAUSE

NOTE: This clause will undergo official rule making by the Office of Acquisitions and Logistics. The below language will be submitted for public review through the Federal Register. The final wording of the clause may be changed from what is outlined below based on public review and comment. Once approved, the final language in the clause can be obtained from the Office of Acquisitions and Logistics Programs and Policy.

1. SUBPART 839.2 – INFORMATION AND INFORMATION TECHNOLOGY SECURITY REQUIREMENTS

839.201 Contract clause for Information and Information Technology Security:

a. Due to the threat of data breach, compromise or loss of information that resides on either VA-owned or contractor-owned systems, and to comply with Federal laws and regulations, VA has developed an Information and Information Technology Security clause to be used when VA sensitive information is accessed, used, stored, generated, transmitted, or exchanged by and between VA and a contractor, subcontractor or a third party in any format (e.g., paper, microfiche, electronic or magnetic portable media).

b. In solicitations and contracts where VA Sensitive Information or Information Technology will be accessed or utilized, the CO shall insert the clause found at 852.273-75, Security Requirements for Unclassified Information Technology Resources.

2. 852.273-75 - SECURITY REQUIREMENTS FOR UNCLASSIFIED INFORMATION TECHNOLOGY RESOURCES (INTERIM- OCTOBER 2008) As prescribed in 839.201, insert the following clause:

The contractor, their personnel, and their subcontractors shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineated in this contract.

(END OF CLAUSE)

See attached document: VHA Dir 1351 Staffing Methodology for VHA Nursing Personnel.