Statement of Work QGenda NAVAHCS ED.docx

Department of Veterans Affairs

STATEMENT OF WORK

Prescott, AZ 86313

1. Contract Title:

QGenda Scheduling Automation for the Northern Arizona VA Health Care System (NAVAHCS) Emergency Department.

2. Background.

The NAVAHCS Emergency Department operates in a dynamic clinical environment that requires accurate, timely, and accessible scheduling for physicians, nurses, and other designated clinical team members. Manual or fragmented scheduling processes can limit real-time visibility, delay communication of schedule changes, and reduce administrative efficiency in a 24/7 setting.

NAVAHCS is seeking a secure, healthcare-specific scheduling solution that improves schedule transparency, flexibility, and fairness when operationally feasible; increases access to the most current schedule information from any location or device; and strengthens time and attendance accuracy and workforce planning. The sample QGenda federal Statement of Work provided to the Government indicates that QGenda is already being used within the Department of Veterans Affairs and is positioned to support secure federal healthcare scheduling needs.

3. Scope.

The contractor shall provide a commercial, cloud-based QGenda scheduling solution for the NAVAHCS Emergency Department, including software subscription or licensing, implementation, configuration, testing, training, go-live support, and ongoing technical support for the period of performance.

The solution shall provide a centralized platform to create, publish, maintain, and review schedules in real time and shall support schedule automation, user self-service, reporting, and, if included in the awarded package, time and attendance and workforce analytics capabilities. Any interfaces or integrations shall be limited to those approved by the Government.

4. Specific Tasks.

4.1 Project Planning and Discovery.

The contractor shall conduct project kickoff and discovery activities with the Government to identify scheduling groups, staffing roles, shift types, duty locations, coverage requirements, leave and request rules, reporting needs, implementation milestones, and system administrator responsibilities.

4.2 System Configuration.

The contractor shall configure the QGenda environment for the NAVAHCS Emergency Department, including user roles, permissions, schedule views, shift definitions, templates, requests and swaps workflow, notification settings, and any approved pay or timekeeping rules associated with the awarded solution.

4.3 Required Functional Capabilities.

• The solution must maintain a valid Veterans Affairs Authority to Operate (ATO) and FedRAMP authorization during contract performance.

• The solution must be 100% web-based, accessible by standard web browser, and not require local hosting or specialized onsite server hardware.

• The solution must provide secure access to authorized users inside and outside the medical center, subject to VA security requirements.

• The solution must be accessible through native iPhone and Android mobile applications and allow end users to view schedules, submit requests, swap or pick up shifts, and receive schedule updates.

• The solution must support multiple schedule views, real-time schedule updates, and automated notifications when schedule changes occur.

• The solution must support scheduling automation through a configurable, rules-based engine that can account for staffing rules, targets, preferences, and consecutive shift parameters.

• The solution must provide administrator visibility into conflicts, unfilled shifts, or schedule gaps and allow authorized users to manually resolve issues when needed.

• The solution must allow schedules to be built and maintained as far into the future as operationally required, including monthly, quarterly, and annual schedules.

• The solution must provide reporting that can be run on demand and exported to Excel, PDF, or CSV, including reports related to shifts worked, staffing distribution, weekends versus weekdays, and leave or PTO usage as applicable.

• The solution must support approved integrations and single sign-on methods consistent with VA requirements and the awarded configuration.

Please review the Salient Characteristics attachment for further information on requirements.

4.4 Data Setup and Validation.

The Government will provide approved workforce information needed for implementation. The contractor shall assist with loading or configuring user rosters, schedule templates, coverage rules, and other approved data elements and shall support validation prior to production use.

4.5 Training and Go-Live Support.

The contractor shall provide administrator and end-user training, user reference materials, and go-live support. Training may be delivered virtually, onsite, or through a blended format, as coordinated with the Government.

4.6 Post-Implementation Support.

The contractor shall provide ongoing technical support for administrators and end users through established support channels and shall identify an implementation or support point of contact for issue escalation.

5. Performance Monitoring.

The Government point of contact and/or designated COR will monitor contractor performance through review of implementation milestones, system functionality, configuration accuracy, completion of training, and successful deployment of the solution.

Performance will be considered acceptable when the delivered solution meets the requirements of this Statement of Work, is accessible to authorized users, produces the required schedule views and reports, and any identified deficiencies are corrected within mutually agreed timeframes.

6. Security Requirements.

The contractor shall comply with all applicable VA information security, privacy, and cybersecurity requirements associated with the awarded solution and any approved interfaces. The solution shall maintain a valid VA Authority to Operate and FedRAMP authorization during the period of performance.

The solution shall employ role-based access controls, encryption in transit, and secure authentication methods compatible with federal single sign-on requirements. Any contractor personnel requiring logical or physical access to VA systems, facilities, or information shall comply with applicable VA security and privacy policies, training, and background investigation requirements.

This requirement is intended for workforce scheduling and related administrative data. No exchange of Veteran clinical data is contemplated under this Statement of Work unless separately approved by the Government through appropriate technical, privacy, and security review.

7. Government-Furnished Equipment (GFE)/Government-Furnished Information (GFI).

No special Government-Furnished Equipment is anticipated other than standard Government workstations, network access, and meeting or training space as needed for authorized users.

Government-Furnished Information may include staff rosters, approved staffing groups, schedule templates, leave categories, shift definitions, organizational structure, duty locations, contact information, testing scenarios, and other administrative data necessary to configure and validate the system. The Government is responsible for the accuracy and timeliness of the information it provides.

8. Other Pertinent Information or Special Considerations.

This requirement is for a commercial, cloud-based healthcare scheduling solution tailored to the NAVAHCS Emergency Department. The awarded solution shall be compatible with current VA security requirements and accessible without local hosting by the medical center.

Support, maintenance, and software updates shall be provided in accordance with the awarded quote or subscription terms. Any proposed interfaces, APIs, or third-party integrations shall be coordinated with and approved by the Government before implementation.

This request is intended to support NAVAHCS Emergency Department scheduling operations. Any expansion of the solution to other departments, services, or use cases beyond the awarded scope shall require separate Government review and approval.

9. Risk Control The contractor shall support risk reduction during implementation by using a structured deployment approach that includes discovery, configuration review, testing, user validation, training, and controlled go-live activities.

Key risks include inaccurate source data, misconfigured schedule rules, delayed user adoption, and integration or security approval delays. Mitigation strategies shall include Government review of configuration, validation of loaded data, administrator training, timely issue escalation, and maintenance of an approved backup scheduling process during transition, as needed.

10. Place of Performance.

Primary place of performance shall be the contractor's secure hosted environment supporting the Northern Arizona VA Health Care System Emergency Department, 500 North U.S. Highway 89, Prescott, Arizona 86313. Training, implementation meetings, and support may be performed remotely and/or onsite at the Government's discretion.

11. Period of Performance.

The recommended period of performance is one (1) 12-month base period from date of award, with implementation, configuration, and initial training completed within sixty (60) calendar days of award unless otherwise approved by the Government.