P03._20RPO-E_20Approved_20J_A_20AcuStaf_Redacted.pdf

PM Part 813.5 SAP for Certain Commercial Items Original Date: 08/30/17 Revision 02 Date: 08/04/2020

DEPARTMENT OF VETERANS AFFAIRS

SOLE SOURCE JUSTIFICATION UNDER SIMPLIFIED PROCEDURES FOR CERTAIN COMMERCIAL

ITEMS IN ACCORDANCE WITH FAR 13.5

Acquisition Plan Action ID: 36C247 20 AP 2771

Contracting Activity: Department of Veterans Affairs, Atlanta VA Medical Center, 2008 Weems Road, Tucker, GA 30084. (VISN) 07, PR 2237# 534 20 4 241 0154

Nature and/or Description of the Action Being Processed: This new requirement AcuStaf Nursing Labor Management System in accordance with FAR 13.5 Simplified Procedures for Certain Commercial Items and specifically FAR

13.501 Special Documentation Requirements, where acquisitions conducted under Simplified Acquisition Procedures are exempt from the requirements of FAR Part 6, but still require a justification using the format of FAR 6.303 2. The award for this requirement will result a Firm Fixed Price (FFP).

Description of Supplies/Services Required to Meet the Agency’s Needs:

The following facilities, within VISN 7, have an identified need for AcuStaf Labor Management System:

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).

This is a new requirement and based on past AcuStaf Labor Management System, an annual need of AcuStaf Labor Management System was projected. The AcuStaf Scheduling Software is used 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 24 hour coverage per day, 7 days per week. 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. Projected award date 9/29/2020.

Revision 02 Date: 08/04/2020

Monthly software usage per year includes:

• Use of scheduling software application

• Maintenance of software application

• Software Upgrades andEnhancements

• Access to General and Custom Reports

• Educational Materials

• Technical Support

The Contractor shall provide all labor, supplies, equipment, maintenance, information technology and supervision necessary to provide Nurse Scheduling AcuStaf Labor Management System to the identified contracting activities. This is a Base Plus Three Years contracting for existing systems.

Base Year: September 30, 2020 – September 29, 2021 $599,140.80 Option Year One: September 30, 2021 – September 29, 2022 $599,140.80 Option Year Two: September 30, 2022 – September 29, 2023 $599,140.80 Option Year Three: September 30, 2023 – September 29, 2024 $599,140.80 Total Contract Value Including all Options: $2,396,563.20

4. Statutory Authority Permitting Restricted Competition:

FAR 13.5 Simplified Procedures for Certain Commercial Items. The statutory authority for applying the Simplified Procedures for Commercial Items of FAR 13.5 is 41 U.S.C. § 1901 and is implemented by FAR 13.106 1(b)(2) for restricting competition on this procurement. Competition is restricted on this procurement for the reason below:

(X) Only One Responsible Source and No Other Supplies or Services Will Satisfy Agency Requirements

5. Demonstration that the Contractor’s Unique Qualifications or Nature of the Acquisition Requires the Use of the Authority Cited Above (applicability of authority

a. Only One Responsible Source – This contract is a brand name only requirement and must utilize the system listed in section III when providing these supplies and services. The AcuStaf Nursing Labor Management System is currently utilized at the VISN 7 VA Medical Centers for nursing scheduling and is the only acceptable brand for standardized use. Accordingly, the AcuStaf Nursing Labor Management System described in Section III above is the only brand that can fulfill the Veteran’s Health Administration need without the facilities experiencing unacceptable delays in fulfilling its requirements by having to re train VA nursing personnel on a different brand of equipment, integrating new program into the VA systems, and experiencing substantialduplication cost that could not be expected to be recovered through competition and unacceptable delays in fulfilling its requirements.

Revision 02 Date: 08/04/2020

AcuStaf Scheduling Software offers:

• 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 budge and reports, develop strategic plans, and improve hiring process.

• Compliance with various regulatory mandates for staffing regulations.

• Ability to consolidate multiple administrative needs in one package (licensure,certifications, emergency notifications, etc.)

• Generation of predefined and ad hoc reports.

• Self scheduling ability (major nursing satisfier).

• Accurate accounting of contract/agency nursing utilization.

• Utilizes HL7 interface with Vista that brings in real time Admit, Discharge, and Transfer

• information. Utilizes an HR interface 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.

• AcuStaf Scheduling Software is currently in place and functioning for PatientCare Service Staff Scheduling.

• AcuStaf Software was developed to provide and integrated system and automated data extraction tools that are necessary to effectively assign staffing resources, monitor standards of care, and pulled from systems that already have the data entered in them to avoid duplicate effort and to feed the other downstream data systems.

6. Description of Efforts Made to ensure that offers are solicited from as many potential sources as deemed practicable: IAW Rule of Two, PPM 2016 05 Veterans First Program, a search for Veteran Owned small businesses was posted to SEWP under RFQ # 128525 Scheduling Software resulted in 2 SDVOSB with the following findings:

• On 8 13 2019 to 8 20 2019 posted a SDVOSB/VOSB set aside RFQ to SEWP with the following results. SEWP displayed 3 vendors available for requested scheduling software.

• On 8 20 2019 I called Four Points to inquire about them being a re seller of the AcuStaf software currently in use or equal product. "AcuStaf is no longer authorizing SDVOS/VOSB or Small business to re sell their software and Four Points currently do not have any scheduling program to meet the needs of this requirement."

• On 8 20 2019 contacted Cynergy Professional Systems, LLC to inquire about them being a re seller of the AcuStaf software currently in use or equal product. I was informed by a Sales Rep that AcuStaf is no longer authorizing SDVOSB/VOSB to re sell their software and they do not currently have a scheduling software that meets this requirement.

• A search of GSA keyword Labor Management Solutions resulted in one (1) small business vendor that met the requested criteria AcuStaf Development Corporation.

• Based on an analysis of the market research, the contracting officer does not have a reasonable expectation that two or more small business concerns owned and controlled by service disabled veterans or veterans will submit offers and that the award can be made at a fair and reasonable price that offers best value to the United States.

7. Determination by the CO that the Anticipated Cost to the Government will be Fair and Reasonable: Based on this acquisition being issued as a Sole Source Award fair and reasonable pricing with be developed by reviewing historical pricing data retrieved from past procurement