7A21--FY26: Staff Scheduling Program Sources Sought

The Department of Veterans Affairs, VA Caribbean Healthcare System (VACHS), San Juan, Puerto Rico, is conducting market research to identify capable sources with the availability to provide staff scheduling program software. The requested software scheduling program will be utilized for approximately 1,400 employees. In addition to the scheduling software, the VACHS will need an ongoing service contract for product support. The purpose of this Source Sought notice is to identify Service-Disabled Veteran-Owned Small Business (SDVOSB), Veteran-Owned Small Business (VOSB), and Small Business interested in this procurement, the level of experience, qualifications, and whether it might be suitable for a specific small business socioeconomic group set-aside.

The period of performance will be established during the solicitation process and in the execution of the contract. Expressions of interest shall be submitted to Mr. Elder Vazquez, via email at elder.vazquezmelendez@va.gov, on or before December 22, 2025, 10:00 am local time, with the following information:

General company information, including socio-economic and UEI numbers.

Can you provide a brief overview of your company, including years in business and key areas of expertise in staff scheduling and healthcare software?

How many similar implementations have you successfully completed, specifically within VA hospitals?

Can you provide references from at least three other VA hospitals where your software has been implemented?

How does your software integrate with current VISTA, DSS, and VANOD programs?

Can you provide an example of a successful ADT feed with another VA facility?

Does your software have the ability to extract data from the VistA PAID 200, 450, and 210 files?

Compliance and Security

Is your software 508 compliant, and can you provide documentation supporting this?

What security features does your software offer, including backup hardware, disaster recovery, and 24/7 emergency hardware support?

Does your software include demographic tracking tools, and how do they function?

How does your software handle competency, licensure, mandatory training compliance, certification, proficiency, and mandatory health tracking?

Does your software support virtual server capability and web-based employee access?

What is your approach to onsite training and implementation?

Can you provide a detailed training plan that includes the four specified categories: Administrator, Manager/Supervisor, Timekeeping, and Employee?

What are the details of your ongoing product support service contract?

How do you handle software updates, security patches, and product enhancements?

How often do you perform system health checks and what do these reviews include?

Can you confirm the hardware replacement time frame in case of hardware failure?

What types of reports can your software generate, and can it filter reports based on job title and job category?

Can your software build custom reports based on available data contained in the integrated system?

Does your software have data roll-up capabilities to VISN and National Dashboards?

How does your software monitor workload variances related to admissions, discharges, and transfers of patients?

How does your software manage overtime and generate related financial and budget reports?

What specific product enhancements have been introduced in recent updates?

Can you provide a roadmap for future enhancements and features?

CONVINCING EVIDENCE MUST BE SUBMITTED TO BE CONSIDERED CAPABLE AND SUITABLE FOR A SPECIFIC SMALL BUSINESS SOCIOECONOMIC GROUP SET ASIDE. OTHERWISE, IT WON'T BE CONSIDERED FOR THE SPECIFIC SMALL BUSINESS SOCIOECONOMIC GROUP PROCEDURE.