Sole Source Justification (Acustaf Software Maintenance) signed.pdf

Effective Date: 02/01/2022 Page 1 of 4

VHAPG Part 813.5 Simplified Acquisition Procedures for Certain Commercial Items Attachment 1: Request for Sole Source Justification >SAT-$7.5M under FAR13.5

DEPARTMENT OF VETERANS AFFAIRS

SOLE SOURCE JUSTIFICATION UNDER SIMPLIFIED PROCEDURES FOR CERTAIN COMMERCIAL

ITEMS IN ACCORDANCE WITH FAR 13.5

Acquisition Plan Action ID: 36C248-22-AP-4119___2237# 673-23-1-856-0005 AcuStaf Labor Management Systems (Software)

1. Contracting Activity: Department of Veterans Affairs, VISN 08, James A. Haley VA Medical Center Nursing, 13000 Bruce B Downs Blvd, Tampa Florida 33612.

2. Nature and/or Description of the Action Being Processed:

AcuStaf Labor Management Solution (LMS) software incorporates the transparency necessary for staff scheduling, accuracy of time and leave for the payroll process, and the ability to measure patient sensitive indicators (patient falls, infections, restraints). Utilizing this software enables nursing leadership to track real-time labor cost measurements and the association of staffing levels on patient care outcomes. AcuStaf LMS software provides nursing leadership the ability to track Nursing Hours Per Patient Day (NHPPD) in compliance with VHA Directive 2010-034 Staffing Methodology for VHA Nursing Personnel. The software allows for the capability of staff self-scheduling and an alerting tool for overtime availability, thereby increasing employee satisfaction and the ability to fill unique staffing needs. AcuStaf LMS allows for customized reports for productivity benchmarks and regulatory compliance related to VA Nursing Outcomes Data (VANOD) and Joint Commission Standards. Tracking of employee licensing, education, and evaluations entered in the software can be accessed via reports for presentation to the leadership team. The AcuStaf Labor Management Software Solution product 3001-1 currently integrates with VistA Human Resources information and VistA HL7 (real-time Patient Admit, Discharge and Transfer interface) and staff movement. AcuStaf is the only software product that has an HR and HL7 interface to VistA. The system will ultimately decrease Nurse Managers hours spent on scheduling, managing appropriate staffing level, and staff movement. The system is web-based and will allow nurses and managers to self-schedule and make changes from any PC. It is our current system as we depend heavily on its operations for staffing our nurses and administrative staff.

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

The estimated value of the proposed action is $382,240.00__ To obtain a staff scheduling software for Patient Care Services of the Tampa VA, and obtain an on-going maintenance/tech support for the labor management software.

Fully functioning staff scheduling software program that integrates with VISTA, DSS and VANOD programs On-Site Training/Implementation Separated over five visits. To include: process flow, pilot unit training, facility roll-out Training will be comprised of four categories: Administrator, Manager/Supervisor, Timekeeping, and Employee All software support will be included in the service agreement. This support can be provided via the phone 24/7/365 Provides site with software updates at least annually, which include routine maintenance items, coding updates, and content updates. Security patches and maintenance updates must be completed in a timely fashion

Attachment 1: Request for Sole Source Justification Template >SAT-$7.5M under FAR13.5

Effective Date: 02/01/2022 Page 2 of 4

Product enhancements when available System Health Checks: Periodic reviews of system configurations and hardware. Review of clinical workflows and technical performance Hardware replacement: Should hardware failure occur, replacement appliance will be within 24 hours, at hospital expense

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

AcuStaf is dedicated to provide custom products to the Veterans Healthcare Administration (VHA).

The development of a portfolio of unique custom software features includes:

• VistA to AcuStaf Human Resources SFTP (secure file transfer protocol)

• VistA to AcuStaf HL7 (patient admit, discharge, transfer information)

• AcuStaf VistA Pay Schedule module to allow for enhanced communication between management and timekeeping to ensure accurate pay

• Report 2001: Direct Hours Per Patient Day Reporting

• Report 2007: VHA NHPPD Shift Compliance Reporting

• Report 2022: Device Days of Care Compliance Reporting for Joint Commission

• Report 2046: DSS/MCA Labor Mapping Automation

• Report 2051: Morning Report to provide information such as daily OT, daily call-ins, daily staffing with NHPPD variance, and important patient care information.

• AcuStaf Proficiency Tracking Module to allow for alerts and tracking of proficiency due dates

AcuStaf Development Corporation is the only organization to customize a Labor Management software product to fit the unique needs of the Department of Veterans Affairs.

5. Description of Efforts Made to ensure that offers are solicited from as many potential sources as deemed practicable: A Special Notice was posted on Contracting Opportunities for an Intent to Award the Labor Management System services used by VA facilities to schedule and budget clinical staff assignments. AcuStaf’s labor management software, licensing and support are proprietary, and no other company is authorized to provide such services. AcuStaf is the sole source provider of AcuStaf’s Labor Management Software product numbers 3001-1, 3001-2, 3001-3 and 5001-1.

AcuStaf is the only company who can train on VHA’s software.

6. Determination by the CO that the Anticipated Cost to the Government will be Fair and Reasonable:

The equipment is listed on the GSA contract GS-35F-0408X. GSA has previously negotiated and determined the monthly rates for services offered under the Federal Supply Schedule contract to be fair and reasonable. By using the price list, it has been determined , pricing, is best value and beneficial for the government needs.

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7. Description of the Market Research Conducted and the Results, or a Statement of the Reasons Market Research Was Not Conducted

Market research was conducted and documented on the “P02” Market Research Report. The VA’s VIP Database was searched for NAICS 541519 and resulted in 2,502 SDVOSB and VOSB vendors that could not perform the required AcuStaf Labor Management System maintenance. An Intent to Award Special Notice was placed on Contracting Opportunities to determine if there were any other vendors that may be capable of providing the services. There were no two SDVOSB or VOSB vendors capable of providing the service. There were no other vendors who responded to the Intent to Award Special Notice posted on Contracting Opportunities on 6/8/2022. Acustaf Development Corporation (OEM) confirmed in writing that AcuStaf’s Labor Management software, licensing, and support are proprietary, and no other company is authorized to provide such services.

AcuStaf is the sole source provider of AcuStaf’s Labor Management Software product number 3001- 1, 3001-2, 3001-3, and 5001-1. AcuStaf is the only company who can train on VHA’s software to the James A. Haley VAMC.

8. Any Other Facts Supporting the Use of Other than Full and Open Competition: N/A

9. Listing of Sources that Expressed, in Writing, an Interest in the Acquisition:

There are no other sources expressing, in writing, an interest in the Acquisition.

10. A Statement of the Actions, if any, the Agency May Take to Remove or Overcome any Barriers to Competition before Making subsequent acquisitions for the supplies or services required:

AcuStaf Development Corporation is the sole provider to offer maintenance/tech support/upgrades/on-site consultation for the software.

11. Requirements Certification: I certify that the requirement outlined in this justification is a Bona

Fide Need of the Department of Veterans Affairs and that the supporting data under my cognizance, which are included in the justification, are accurate and complete to the best of my knowledge and belief.

Name: Anne Orwa Date:

Title: Nurse Informaticist Facility: James A Haley VA Medical Center

12. Approvals in accordance with the VHAPM Part 806.3 OFOC SOP:

a. Contracting Officer or Designee’s Certification (required): I certify that the foregoing justification is accurate and complete to the best of my knowledge and belief.

Keila President Date Contracting Officer Tampa VAMC FL

KEILA V.

PRESIDENT

132234

Digitally signed by KEILA

V. PRESIDENT 132234

Date: 2022.10.11 14:23:55 -04'00'

ANNE ORWA

Digitally signed by ANNE ORWA Date: 2022.10.11 13:53:36 -05'00'

Effective Date: 02/01/2022 Page 4 of 4

b. One Level Above the Contracting Officer (Required over SAT but not exceeding $750K): I certify the justification meets requirements for other than full and open competition.

Steven Scharlow Date NCO8 Services Branch Chief

Tampa VAMC FL

Steven P.

Scharlow 739080

Digitally signed by Steven P. Scharlow 739080 Date: 2022.10.11 06:13:12 -04'00'