Employee Software SOW 2025.docx

STATEMENT OF WORK

Resource Management Division

DWIGHT D. EISENHOWER ARMY MEDICAL CENTER (DDEAMC)

FT. EISENHOWER, GA 30905

1.0 GENERAL

This is a non-personnel services contract to provide employee scheduling software maintenance to DDEAMC, Fort Eisenhower, GA. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.1 BACKGROUND

One of the keys to successful patient care is employee efficiency. It all starts with organized and systematic employee scheduling. This is crucial to any business but, has become a major concern for the medical environment.

Some opt to use spreadsheets for this task, and up to a certain point, these can be useful in getting the basics of the job done but, in the long run, nothing beats a good work scheduling app in providing a way to organize healthcare workers’ schedules quickly, efficiently, and accurately.

Employee scheduling software will automate all these processes – from the shift details to the allocation of hours to each employee. Even factors like employee type and pay rate are incorporated into the program so that you have a complete overview of how the employees are scheduled for a certain period, without having to go through a series of time-consuming tasks.

2.0 DESCRIPTION

2.1. Description of Services: The contractor shall provide maintenance/support and upgrades as necessary to the employee scheduling software for the departments of: Medicine, Surgery, Sexual Assault, Family Medicine, and Emergency Room as defined in this Statement of Work.

Vendor will provide Licensee with the following services (“Maintenance”): (1) telephone or email support from Monday through Friday during the vendor’s normal business hours, except public holidays; (2) supply of maintenance releases of the Software as described below; and (3) notification of product problems and solutions. Maintenance is available for the current Software version and the prior version. Provided that Licensee’s Maintenance is not lapsed, vendor agrees to provide Licensee, free of charge, with such maintenance releases, bug fixes, corrections, enhancements, updates and new releases to the Software (other than those independently priced and licensed) as the manufacturer may release (collectively “Updates”). All Updates and upgrades shall be considered part of the Software for purposes of the License Agreement and shall be governed by all the same terms and conditions of this License Agreement and the Order Agreement as are applicable to the Software.

2.2 ADDITIONAL REQUIREMENTS:

Government requests a five (5) year warranty extension and maintenance support contract for Schedule Anytime (Employee Scheduling) software.

2.2.1 PERIOD OF PERFORMANCE:

The period of performance shall be for one (1) Base Year with four (4) option years. The Period of Performance reads as follows:

Base Year: 01 July 2025 – 30 June 2026 Option Year 1: 01 July 2026 – 30 June 2027 Option Year 2: 01 July 2027 – 30 June 2028 Option Year 3: 01 July 2028 – 30 June 2029 Option Year 4: 01 July 2029 – 30 June 2030

2.3 OBJECTIVES:

· To automate the process through scheduling software platform for creating schedules while producing consistent results, managing labor costs, increasing productivity, and improving workforce satisfaction.

· To provide the ability for employees to set their own availability to ensure that a shift is not assigned to an employee who is not available.

· To provide the total number of hours allocated to each employee.

· To provide a tool for instant messaging to an individual employee or group of employees

· To provide a tool that will allow employees to access schedules anytime and anywhere including their own mobile device.

2.4 SCOPE: The requirement for the employee scheduling software support is a crucial process element for having adequate staffing for patient care services provided at DDEAMC. Our footprint involves a wide-ranging demographic of active duty service members, active duty family members, retired service member and family members and VA beneficiaries. We require a solution that provides a data and analytics tools, ongoing software enhancements, services including training and technical support.

The contractor shall provide services for 275 active user software application accounts each month. The contractor shall provide 24/7/365 service and maintenance through the software application and make upgrades as they become available and/or as needed. The contractor shall provide unlimited telephone and email access to technicians for support. Contractor shall also provide all maintenance, upgrades and updates. Contractor is required to provide active contact information inclusive of the name of contract/program manager, primary telephone number, alternate telephone number, email and website in case of a system or equipment failure so that work orders can be reported in a timely manner.

2.5 QUALITY CONTROL: The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s quality control program is the means by which he assures himself that his work complies with the requirement of the contract. The QCP is to be delivered within 30 days after contract award or with the contractor’s proposal. Copies of a comprehensive written QCP shall be submitted to the KO and COR within 5 working days when changes are made thereafter. After acceptance of the quality control plan the contractor shall receive the contracting officer’s acceptance in writing of any proposed change to his QC system.

2.6 RECOGNIZED HOLIDAYS:

Juneteenth

The Contractor shall at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons.

2.6.1 PLACE OF PERFORMANCE: The work to be performed under this contract will be performed at Dwight David Eisenhower Army Medical Center, Fort Eisenhower, Georgia.

2.7 TYPE OF CONTRACT: The government will award a Firm Fixed Price (FFP) contract.

2.8 SECURITY REQUIREMENTS:

For contractors that do not require CAC, but require access to a DoD facility or installation. Contractor and all associated sub-contractors employees shall comply with adjudication standards and procedures using the National Crime Information Center Interstate Identification Index (NCIC-III) and Terrorist Screening Database (TSDB) (Army Directive 2014-05/AR 190-13), applicable installation, facility and area commander installation/facility access and local security policies and procedures (provided by government representative), or, at OCONUS locations, in accordance with status of forces agreements and other theater regulations.

3.0 ORGANIZATIONAL CONFLICT OF INTEREST: Contractor and subcontractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the Contracting Officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the Contracting Officer to avoid or mitigate any such OCI. The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the Contracting Officer and in the event the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may effect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1 GENERAL: The contractor shall provide 24/7/365 service and maintenance through the software application and make upgrades as they become available and/or as needed. The contractor shall provide unlimited telephone and email access to technicians for support. Contractor shall also provide all maintenance, upgrades and updates. Contractor is required to provide active contact information inclusive of the name of contract/program manager, primary telephone number, alternate telephone number, email and website in case of a system or equipment failure so that work orders can be reported in a timely manner.

4.2 MATERIALS. The contractor shall provide 275 active user software application accounts per month. Also see 4.1.

4.3 EQUIPMENT: Web based software application.

5.0 ATTACHMENT/TECHNICAL EXHIBIT LISTING: (Under this section list all attachments and technical exhibits that will be useful for the contractor to submit an appropriate proposal.)

5.1 Attachment 1/Technical Exhibit 1 – Performance Requirements Summary

5.2 Attachment 2/Technical Exhibit 2 – Deliverables Schedule

5.3 Attachment 3/Technical Exhibit 3 – Estimated Workload Data

TECHNICAL EXHIBIT 1

Performance Requirements Summary The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

Performance Objective (The Service required—usually a shall statement)

Method of Surveillance

PRS # 1.

The contractor shall provide services for 275 active user scheduling software application accounts each month.

275 active user scheduling software application accounts each month.

PRS # 2

The contractor shall provide unlimited telephone and email access to technicians for support.

Unlimited telephone and email access to technicians for support.

PRS # 3

Contractor shall also provide all maintenance, upgrades and updates.

Scheduling software application maintenance, upgrades and updates

PRS # 4

Contractor is required to provide active contact information inclusive of the name of contract/program manager, primary telephone number, alternate telephone number, email and website

Contact information inclusive of the name of contract/program manager, primary telephone number, alternate telephone number, email and website is provided

TECHNICAL EXHIBIT 2

DELIVERABLES SCHEDULE

Email

1 – Contracting Officer Representative

2 – Facility POC

TECHNICAL EXHIBIT 3

ESTIMATED WORKLOAD DATA

ITEM

NAME

ESTIMATED QUANTITY

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