36C25927Q0020.docx

SUBJECT*

Qgenda (or equal to) Scheduling Software

GENERAL INFORMATION

SET-ASIDE

Network Contracting Office

NCO 19

6162 South Willow Drive, Suite 300 Greenwood Village CO 80111

POINT OF CONTACT*

Contract Specialist Peyton Wilkerson Peyton.Wilkerson1@va.gov

PLACE OF PERFORMANCE

1011 Honor Heights Drive

Muskogee OK

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

Sources Sought Notice – Brand Name or Equal - Qgenda Scheduling Software

DISCLAIMER

This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. In accordance with RFO 15.101(c), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI.

Response Instructions:

1. Do not provide more than 8 pages, including cover letter page.

2. Submit your response via email to peyton.wilkerson1@va.gov

3. Submit your response NLT 15:00 (MST) on Friday, October 23rd, 2026;

4. Mark your response as “Proprietary Information” if the information is considered business sensitive.

5. VA has identified the appropriate North American Industry Classification System (NAICS) Code as 541519 – Other Computer Related Services with a Small Business size of $34 million. Please identify and explain any NAICS codes your company believes would better represent the predominated work included in the attached Statement of Work draft / Salient Characteristics List;

Information Requested from Industry:

1) In response to the Sources Sought, interested Contractors shall submit the following information and any Capabilities/Qualifications Statement to include but not limited to an overview of proposed solution(s) and a description of the product your company possesses in accordance with the Statement of Work draft / Salient Characteristics List.

Vendor Name:

SAM UEI #:

Name of Manufacturer:

Manufacturer Address:

Estimated Delivery Time:

SAC FSS contract number

Vendor Point of Contract (POC) Name

POC Phone Number:

STATEMENT OF WORK

Brand Name or Equal - Qgenda Scheduling Software

Eastern Oklahoma VA Health Care System

1. General: Currently, the Eastern Oklahoma VA Health Care System (EOVAHCS) requires a hospital wide call scheduling program. The program will standardize how multiple services create and publish their monthly call schedules. The standardization will enable better patient care by facilitating better physician scheduling and up to date contact information throughout the hospital.

2. Delivery Location: Muskogee

3. Delivery Times: Delivery, implementation support, and training shall occur Monday through Friday between 7:00 AM and 4:00 PM local time, excluding federal holidays, unless otherwise coordinated with the COR.

4. Definitions/Acronyms

4.1. OKC VAHCS: Oklahoma City Veterans Affairs Health Care System

5. Scope: The Contractor shall provide a fully hosted, cloud‑based, FedRAMP‑authorized on‑call scheduling solution for enterprise‑wide use. Multiple departments will be able to create unique call schedules, assign permissions, and manage access. Select administrators will have full editing rights, while most users will require read‑only access.

5.1. Must be a solution that has a valid Authorize to Operate (ATO) designation in place with the Veteran’s Administration.

5.2. Must be a solution that is FedRAMP Certified by contract award date.

5.3. Must be able to support the VA’s Single Sign On Vendor.

5.4. Must have the ability to connect to other systems. If the facility has Vocera, must provide a schedule integration with Vocera for Voice Group Assignment and also have an existing mobile application to mobile application integration with Vocera.

5.5. Must have the ability to offer dual integration to Vocera both for populating Vocera Voice Group as well as a deep link between each vendor mobile applications

5.6. Must assign a US based dedicated support resource that consults the facility at no additional cost, and provide additional support services via phone or online Monday through Friday 9:00AM – 6:00PM (Eastern Time Zone).

5.7. Must support the ability to pull reports on-demand and be exportable to excel, pdf, and csv including number of shifts worked, call fairness, weekdays vs weekends, PTO reports, etc.

5.8. Must be able to create schedules as far out in the future as desired (Monthly, Quarterly, Annually, etc.)

5.9. Must be able to create, maintain and provide access to provider schedules through the use of a secure, facility-specific web site and mobile application.

5.10. Must be 100% Web-Based accessible by a web browser both inside the VA hospital and outside and not locally hosted and/or require additional hardware/software at the facility.

5.11. Must be accessible via native iPhone & Android mobile applications and provide full end-user functionality (schedule viewing, requesting, swapping, etc.) FedRAMP approved use from both military and personal smart phones.

5.12. Must offer multiple ways of creating the schedule including the ability to have software automations create the schedule. The automations should use a rules-based engine, powered by a configurable algorithm.

5.13. Must be a solution with interactive/intuitive logic to prevent scheduling gaps if algorithm is unable to reach "100%" during the automated build process which presents data related to conflicts and suggestions on provider availability.

5.14. Must be a solution that can take into account various preferences/rules for consecutive shifts and allows for more variable numbers of consecutive, time-based shifts.

5.15. Must be a solution with the ability to track provider targets in "real time" as it relates to the number of shifts or hours as well as consider this information in future automated schedule builds.

5.16. Must be able to incorporate individual provider scheduling preferences.

5.17. Must provide user friendly, decision support tools to aid in the efficient creation of schedules.

5.18. Must support the ability for providers to submit requests for open shifts, specific roles or time off electronically. It should also enforce any limits that a facility would like to put in place.

5.19. Must be able to support functionality which allows administrators and providers to put shifts up for pickup (Available shifts board) and ability to request to pick shifts up

5.20. Must be able to support a multi-tier approval process.

5.21. Must be able to track time worked via a mobile application and or web solution. The mobile applications should also be able to geo-verify and flag exceptions to all time punches. Finally, the time tracking capabilities should enable users to identify and report on overtime.

5.22. Must be able to filter schedule data in any format (by region, by site, by provider type, etc.).

5.23. Must be available via native mobile applications for both the iOS and Android platforms.

It should provide the ability to view schedules, filter those views and integrate with other office/personal scheduling applications such as Outlook or Gmail.

5.24. Must be able to support the request process through the mobile application. It should also let providers submit shifts to a “swap market” for time they are looking to take off and also allow them to pick up shifts from other providers looking to change their schedule.

5.25. Must have the ability to configure various levels of user permissions and associated functionality at the enterprise, departmental and user level.

5.26. Must support the ability to create tickets when substantial changes are made to the schedule so other areas of the hospital are aware of said changes and can plan accordingly

(ex. a provider requests to cancel a clinic day and a ticket is created so the patient access team knows they need to update the EMR with the clinic changes, so patients do not show.

1. Training for VA Employees: The Contractor is required to provide comprehensive training for Qgenda or equal to software and applications. The contractor shall make the necessary arrangements with the COR to schedule training sessions. Training may be performed as dictated and agreed upon by the EOVAHCS on weekends, after normal business hours (7:00 AM to 4:00 PM), or federal holidays. The training must be completed before implementation of the program.

2. Security Requirements: The contractor will have no access to patient records. All program software will be run through their web-based programs and servers. No software will need to be installed on VA computers.

3. Software and application maintenance and repairs

3.1. The Contractor will be notified, through email from the CO or COR, if equipment is failing, malfunctioning, or not working properly.

3.2. The Contractor shall be responsible for the following, in sections. through 3.2-3.3

3.2.1. Any preventive maintenance

3.2.1.1. The contractor shall provide the most recent preventive maintenance schedule with a minimum of 5-day notice.

3.3. If the software fails, malfunctions, or is not functioning properly repairs will be performed immediately by the contractor within One 1 calendar day.

4. PRORATED PRICE DEDUCTIONS:

4.1. If the Contractor’s software or application malfunctions, fails, or is not functioning properly the current month’s invoice will be prorated as defined below:

4.1.1. During the entire duration of the contract, the Qgenda or equal to software, and applications must maintain a 97% reliability rating or approximately 1 day of inoperability a month.

4.1.2. When the Contractor’s software or applications malfunctions, fails, or is not functioning properly the CO or COR will send a written notice, through email, of the situation to the Contractor.

4.1.3. If the equipment or building malfunctions, fails, or is not functioning properly it shall be fixed within one (1) calendar day from the written notice. The first calendar day is referred to as the grace period.

4.1.3.1. Each calendar day begins at 12:00 AM (Midnight)

4.1.3.2. For each additional calendar day after the grace period, the current years invoice will be credited back to facility at a rate of 3% per occurrence.

4.1.3.3. All deductions will be tracked as calendar days.

4.1.3.4. Examples:

If the software or applications fails, malfunctions, or is not working properly on a Monday and a written notice is sent on Monday to the Contractor, the Contractor will have until the start of the calendar day on Wednesday to have the software or applications fixed and functioning properly before a 3% invoice reduction will be applied.

5.1.1 SECURITY CONTROLS COMPLIANCE TESTING

5.1.1.1 On a periodic basis, VA, including the Office of Inspector General, reserves the right to evaluate any or all of the security controls and privacy practices implemented by the contractor under the clauses contained within the contract. With 10 working-days’ notice, at the request of the government, the contractor must fully cooperate and assist in a government-sponsored security controls assessment at each location wherein VA information is processed or stored, or information systems are developed, operated, maintained, or used on behalf of VA, including those initiated by the Office of Inspector General. The government may conduct a security control assessment on shorter notice (to include unannounced assessments) as determined by VA in the event of a security incident or at any other time.

6.1 GENERAL

6.1.1 Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.

PRICE/COST SCHEDULE

ITEM INFORMATION

QGenda (or equal to) On-Call FR – Activation (Per Bed, One-Time fee) Contract Period: Base POP Begin: 12-01-2026 POP End: 11-30-2027 PRINCIPAL NAICS CODE: 541519 - Other Computer Related Services PRODUCT/SERVICE CODE: DA10 - IT and Telecom - Business Application/Application Development Software As A Service

MANUFACTURER PART NUMBER (MPN): 240-03523

QGenda (or equal to) On-Call FR – Term License (Per Bed, Annual fee)

POP Begin: 12-01-2026 POP End: 11-30-2027 PRINCIPAL NAICS CODE: 541519 - Other Computer Related Services PRODUCT/SERVICE CODE: DA10 - IT and Telecom - Business Application/Application Development Software As A Service

MANUFACTURER PART NUMBER (MPN): 905-03523

QGenda (or equal to) Clinical Solutions Consultant

POP Begin: 12-01-2026 POP End: 11-30-2027

Travel & Expenses (Not to Exceed, billed per FTR)

POP Begin: 12-01-2026 POP End: 11-30-2027

QGenda (or equal to) On-Call FR – Term License (Per Bed, Annual fee) Contract Period: Option 1 POP Begin: 12-01-2027 POP End: 11-30-2028 PRINCIPAL NAICS CODE: 541519 - Other Computer Related Services PRODUCT/SERVICE CODE: DA10 - IT and Telecom - Business Application/Application Development Software As A Service

QGenda (or equal to) On-Call FR – Term License (Per Bed, Annual fee) Contract Period: Option 2 POP Begin: 12-01-2028 POP End: 11-30-2029 PRINCIPAL NAICS CODE: 541519 - Other Computer Related Services PRODUCT/SERVICE CODE: DA10 - IT and Telecom - Business Application/Application Development Software As A Service