JA - Redacted.pdf

AcuStaf Software VA-26-00006177

Veterans Health Information Systems and Technology Architecture (VistA); VA Time and Attendance System (VATAS), Decision Support System (DSS); VA Nursing Outcomes Database (VANOD) and Paid Enhancement for VANOD. The system provides real time data validation for series, position, grade, step, licensure information, degrees, other schooling, Occupation Series Code and more. AcuStaf also utilizes the patient census to correlate with budgeting and reporting to databases that have nurse sensitive indicators to ensure safe staffing levels on every unit that provides care to Veterans. The system automates labor-intensive time-consuming processes that were previously done manually, further increasing efficiency and allocation of resources for the care of Veterans.

Without AcuStaf, VA Medical Centers would no longer be able to provide resource management capabilities to support all areas where care is delivered: inpatient, outpatient, home care, long term care, and domiciliary. This technology was installed at the AVAHCS facility in October 2020. AcuStaf is the only product compatible with the required VA data platforms such as VATAS, DSS, and VistA and supports HL7 standards. The AcuStaf software is a complete labor management system with extensive analytics that transform data into useful information for critical decision making at all points in patient care continuum.

AcuStaf LMS was already customized to fit the unique needs of VA and is currently used in 106 VA facilities to schedule and budget clinical staff assignments. AcuStaf software is proprietary, and no other sources can provide maintenance on this software. If VA were to procure an alternative LMS software, VA would have to maintain AcuStaf software while any alternative solution customized its product to meet VA requirements, developed integration to the required VA applications and obtained an ATO. Transitioning from AcuStaf LMS to a new platform for 3,500 employees is a significant undertaking, and the timeframe can vary. LMS migrations can take anywhere from 30 to 90 days depending on the amount of data and courses that need to be transferred. Should VA consider implementing a concurrent labor mapping software service for a duration of 30 to 90 days, the projected costs would be as follows: approximately $6,000 to $18,000 for the services, $25,000 for the training package, and $5,000 for travel expenses. This would result in a total estimated expenditure ranging from $36,000 to $48,000.

6. Efforts to Obtain Competition: Market research was conducted, details of which are in section 8 of this justification. This effort did not yield any additional sources that can meet the Government's requirements. There is no competition anticipated for this acquisition.

7. Actions to Increase Competition: The Government will continue to conduct market research to ascertain if there are changes in the marketplace that would enable future actions to be fully competed. In accordance with FAR 5.301 and 8.405-6(a)(2) the award notice for this action will be synopsized on the Contracting Opportunities website and this justification will be made publicly available within 14 days of award.

8. Market Research: Market research was conducted in January 2025. Specifically, the Government's technical experts engaged in thorough discussions and conducted online research to explore other software options that could fulfill VA's requirements.

They reviewed several alternatives, including:

- 4C Staffing Solutions, Inc.

- Workforce

- Deputy

While these alternatives offered general scheduling and payroll capabilities, they lacked the multiple data points and compatible interfaces required to meet VA's specific requirements. AcuStaf LMS was the only option that demonstrated the necessary technical expertise and experience within VA, particularly in the use and implementation of LMS with a Health Level Seven interface. This software includes customized reporting features and integrates with existing VA systems such as Veterans Health Information Systems and Technology Architecture, Hours Per Patient Day, Decision Support System, and VA Nursing Outcomes Database.

While there are various vendors in the marketplace, none of them fulfill the comprehensive requirements necessary for effective staffing and scheduling. It is crucial for the selected solution to continue to enable the tracking and monitoring of real-time nursing workload and staffing needs. Additionally, it should ensure compliance with Federal laws and other regulatory requirements.

The Contract Specialist conducted market research in July 2025 to identify sources capable of providing the brand name requirement by searching the National Aeronautics and Space Administration Solution for Enterprise-Wide Procurement V Governmentwide Acquisition Contracts Provider Lookup using key word “AcuStaf” and returned only one result from Cynergy Professional Systems, a SDVOSB.

However, a letter from Lora Holland, Chief Operating Officer of AcuStaf Development Corporation, dated July 23, 2025, confirmed that AcuStaf’s LMS licensing and support are proprietary, and no other company is authorized to provide such services or resell them. The sole source letter from AcuStaf Development Corporation was placed in the contract file. As a result, it was determined that the required AcuStaf LMS licensing and system support must be procured on a sole source basis from AcuStaf Development Corporation on the General Services Administration Multiple Award Schedule contract GS-35F-0408X.

9. Other Facts: N/A

10. Technical and Requirements Certification: I certify that the supporting data under my cognizance, which are included in this justification, are accurate and complete to the best of my knowledge and belief.

11. Best Value Determination: I hereby determine that the proposed contract action will represent the best value to the Government consistent with FAR 8.404(d). GSA has already determined that the prices on the FSS contract are fair and reasonable.

Additionally, price discounts will be sought.

12. Procuring Contracting Officer Certification: I certify that this justification is accurate and complete to the best of my knowledge and belief. This contract action exceeds the simplified acquisition threshold, but does not exceed $750,000, therefore, the certification required by FAR 8.405-6(d)(1) serves as the Contracting Officer’s approval.