S02 NOISS_36C24525Q0623.docx

Special Notice Special Notice

GENERAL INFORMATION

10 North Greene Street Baltimore, MD 21201

POINT OF CONTACT*

Contract Specialist Naana Owusu-Ansah naana.owusu-ansah@va.gov

ADDITIONAL INFORMATION

DESCRIPTION

NOTICE OF INTENT TO SOLE SOURCE

QGenda Scheduling Software Department of Veterans Affairs, Network Contracting Office 5, is issuing this Notice of Intent to Sole Source in order to identify any potential sources that have the resources and capabilities to provide QGenda Scheduling Software. This request is for the set-up and integration of the QGenda Scheduling System within the Anesthesiology care line at the Baltimore VAMC.

BACKGROUND

Furnish all parts, material, travel/shipping to and from for the provision of QGenda Scheduling Software services. Government Marketing & Procurement, LLC (GMP) is the sole distributor of QGenda products and services and has proprietary rights to their software listed in the scope. The ability to perform software upgrades and provide priority scheduling for the proprietary equipment is required. The government is contemplating a Base + 4 option years Firm Fixed Price contract to satisfy this requirement and meet the needs of the Baltimore VA Medical Center, Anesthesiology Care Clinical Center.

SCOPE

I. EQUIPMENT IDENTIFICATION

NAME/DESCRIPTION OF EQUIPMENT: QGenda Scheduling System MANUFACTURER: QGenda LOCATION: Baltimore VAMC, Baltimore, MD 21201

II. INTRODUCTION

The Anesthesiology Care Clinical Center at the Baltimore VAMC requires a comprehensive internet-based scheduling system (and licensing) on an ongoing basis that will serve the 24/7/365 needs of the service. An internet-based scheduling system is necessary to meet the scheduling needs of multiple staff, (with ever-changing needs that operate on a continuing basis-24/7/365). This internet-based scheduling system will allow online accommodation of diverse scheduling input rules and guidelines to create specific manual and automated schedules, customizable views, online requests, shift trades, and reporting of work summaries and productivity when desired.

III. GENERAL REQUIREMENT

This request is for the set-up and integration of the QGenda Scheduling System within the Anesthesiology care line at the Baltimore VAMC. It is expected that the QGenda Scheduling System will be used long term in the facility, and the facility has approved funding for a contract consisting of a base year and four option years. Vendor will provide services as listed above. The internet-based scheduling system will process online schedule requests to generate a comprehensive monthly schedule tailored to coordinate the scheduling of staff to ensure effectively scheduled coverage.

IV. EQUIPMENT:

· There will be no physical equipment installed.

· No hosting on servers within the VA. The services to be provided to the VA by the internet-based scheduling system shall be hosted utilizing a FedRAMP Moderate approved third-party data center. As of the execution of this Statement of Work, the internet-based scheduling system utilizes Amazon Web Services East to host its customers’ data.

· No software shall be downloaded to VA users’ desktop or server. VA access to the internet-based scheduling system shall be made via a web browser.

· No interface to any Vista system. The system shall not interface or integrate with any Vista system.

V. SCOPE:

· Minimize administrative time in creating a 365/24/7 schedule.

· Generate auto and manual scheduling forms.

· Schedule providers at multiple locations inside the hospital.

· Develop scheduling rules for managing requests and balancing workload.

· Build configurable reports including tally of shifts worked and productivity templates.

· Simplify and automate administrative processing time.

· Accommodate varied staff duty tours: Full-time, part-time, and intermittent.

· Will not include patient identifiable data or information.

· Will only store the following employee information: First Name, Last Name, Telephone contact number and shift schedule.

The scope of the processes provided by the internet web-based system includes the following parameters:

VI. METRICS AND PRODUCTIVITY REPORTS:

· Reports shall be live and actual.

· Viewing options shall be varied and readily available to view.

· Report formats will include monthly, quarterly, year-to-date, yearly, and/or fiscal year.

· The monthly schedule shall be easy to read, comprehensive, and accurate.

The internet-based scheduling system shall track and show metrics on workload totals and the nature of staff shifts, such as days worked during the week, call, holidays, nights, weekends, etc.

VII. HELP DESK ACCESSIBILITY:

The internet-based scheduling system, with accompanying help desk support, shall be in optimum working condition at the contract expiration date provided that QGenda is notified of any deficiencies at least one (1) day prior to the contract expiration date. The internet-based scheduling system requires one onsite training. Any material diminution of the services shall be reported to the COR for annotation on station records. The internet-based scheduling system shall include, at no extra charge, any engineering and software updates necessary for continued operation of the online scheduling service listed in this contract.

VIII. PERFORMANCE AND RESPONSE TIME

1. The internet-based scheduling system’s standard technical support service hours are currently from 9:00 a.m. to 6:00 p.m. USA Eastern time, Monday through Friday, excluding national holidays (“Standard Support”), Phone: 770-399-9945. The internet-based scheduling system’s after-hours technical support service hours are currently from 6:00 p.m. until 10:00 p.m. USA Eastern time, Monday through Friday, and 9:00 a.m. to 10:00 p.m. USA Eastern time on Saturday and Sunday, excluding national holidays (“After Hours Support”). For all support requests made via a voicemail to the number listed above or for emails sent to help@QGenda.com made during the time periods listed in Standard Support and After-Hours Support, the internet-based scheduling system will respond the same day of receipt of the support request. For all support requests made outside of the time periods listed in Standard Support and After-Hours Support, the internet-based scheduling system will respond during the earlier of the next Standard Support or After-Hours Support Period.

2. Service calls made during the hours listed above and related to malfunctions not successfully preempted by preventive maintenance services shall be at no additional cost to the Government. Repair service calls shall not take time away from preventive maintenance and other requirements required under this contract.

3. The Government shall not be responsible for incidental charges, including, but not limited to, parking, tolls, mileage, phone, etc., on straight time or overtime work.

IX. PROCEDURE FOR REPORTING OF ARRIVAL AND DEPARTURE FOR ONSITE WORK

The internet-based scheduling system training representative shall report his arrival and departure for onsite work/training in accordance with the following procedure:

1. Upon arrival at the station, the training representative shall check in with the Anesthesiology Service Line (410-605-7269) to sign in on response log, so that the VAMC will be aware of the training representative’s presence at the facility at all times.

2. Upon each departure, the training representative shall serve notice of disposition of work to the Anesthesiology Service Line. In addition, the Training representative shall furnish the Anesthesiology Service Line a copy of notification of services performed. Such reports shall include, at a minimum, the following information:

• Name and address of Training representative performing the work

• Date(s) work performed, and hours spent.

• Brief description of work performed.

• Signature of Training representative (s) and signature of COR or other authorized representative/designee.

• If the report is not submitted, it will indicate to the Government that no inspection or maintenance was performed and payment may be withheld and/or delayed.

PLACE OF PERFORMANCE

Baltimore VA Medical Center Anesthesiology Care Clinical Center 10 North Greene Street Baltimore, MD 21201

TRAVEL

N/A

CLASSIFICATION/SECURITY

Unclassified. Security clearance is not required.

GOVERNMENT FURNISHED PROPERTY

None.

INTERESTED & CAPABLE RESPONSES:

NCO 5 is seeking responses from businesses that are interested in this procurement and consider themselves to have the resources, rights, and capabilities necessary to provide these services. Please respond with your:

1. Business name, business type, socio-economic status (e.g., Veteran-Owned, Woman-Owned, Disadvantaged Small Business, 8(a), etc.), person of contact (including telephone number & email address), GSA Contract number if applicable, and DUNS number

2. Capability statement

3. Authorized Distributor Letter Any contractor that feels they can complete the required work listed above must supply naana.owusu-ansah@va.gov an authorized distributor letter with their response to this notice of intent to sole source. If the authorized letter is not sent the response will be discarded.

Responses must be submitted by 3:00 PM (EDT) July 11, 2025. Responses to the information requested above may be submitted via email to naana.owusu-ansah@va.gov.

This Special Notice of Intent to sole source is for planning purposes ONLY. The results of this notice will assist in the development of (1) the requirement, and (2) the acquisition strategy (e.g., small business set-aside, full and open competition, etc.). VA assumes no responsibility for any costs incurred associated with the preparation of responses submitted as a result of this notice.

Special Notice

Special Notice