DA10--Budgeting Software / SaaS 4CAST Software License VISN 5 Blanket Purchase Agreement

Statement of Work (SOW)

A. BACKGROUND

VISN 5 has fiduciary responsibilities to cultivate a better business culture within our facilities by improving the technical execution of the budget and utilizing systems to analyze the cost efficiencies of care delivery systems while simultaneously aligning resources along strategic priorities. For the Network in general, the pressures of patient access, ageing infrastructure issues, and the inability to divest old models or systems strains our limited resources. A budget system specifically designed to integrate and analyze data from financial systems currently used by VHA would help alleviate such a strain.

B. PURPOSE

A web-based budget planning software tool that is specifically designed for VA budgeting and with the VA s accounting structure integrated into the budget planning software

A budget planning software that will allow service level budget planning, budget execution monitoring, and budget variance reporting

Financial planning modules within the overall software product that will enable medical centers to analyze budget and payroll data at various level such as service, department, time and leave unit, and overtime expenses

On-demand access to training materials and courses to allow all associated staff within each enrolled station to familiarize themselves with the system, and for these staff members to learn how the system s analysis can assist with various stages of VHA s planning and budgetary cycles

VISN 5 requires financial planning and budget execution software to support any of the stations within the network that enroll into the subscription based SAAS program. The software shall be provided from a contractor who exudes capabilities defined in this Statement of Work (SOW). The goals for this contract require:

C. SCOPE

Services will be provided via a BPA to any station within VISN 5 that elects to enroll in the subscription service. The Government reserves the right to add additional VISN 5 stations during the life of this agreement.

All VISN 5 sites may order from this agreement:

VISN 5 Office

849 International Dr

Linthicum Heights, Md 21090

VA Maryland Healthcare System

10 N Greene St

Baltimore, MD 21201

Perry Point VA Medical Center

515 Broad Street

Perry Point, MD 21902-9998

Loch Raven VA Medical Center

3901 The Alameda

Baltimore, MD 21218-2100

Beckley VA Medical Center

200 Veterans Ave

Beckley WV 25801-6444

Louis A. Johnson VA Medical Center

1 Medical Center Drive

Clarksburg WV 26301

Hershel "Woody" Williams VA Medical Center

1540 Spring Valley Drive

Huntington WV 25704

Martinsburg VA Medical Center

510 Butler Avenue

Martinsburg WV 25405

Washington DC VA Medical Center

50 Irving Street, NW

Washington DC 20422

D. OBJECTIVE/SERVICE TO BE PROVIDED

The objective of this SaaS contract is to improve current operational planning and budgeting practices, ultimately resulting in better alignment of medical center budgets and stronger financial performance. The VISN seeks to instill consistent, repeatable practices and tools that can be effectively utilized year after year. The long-term goal is for all VISN 5 facilities to be solvent in the future years while successfully performing the healthcare mission. The contractor shall provide the following services:

Web based budget and financial planning software as a service, including licenses, specific to VHA accounting structure and current financial systems

Analysis reporting, and tools which are aligned with current VA financial policy requirements

Training in the form of on-demand courses for refreshers and new employees; initial and yearly training on how to use the software as a service

Administrative and technical support of the software

Training updates and announcements for any changes made to the software

BASIC SERVICES:

It is anticipated that this engagement will provide the following services to all enrolled facilities:

Financial & Budget Planning Software: Provides a VA specific financial and budget planning software product that allows for budget planning, execution, and reporting in an effective and sustainable manner. This will include advising of new or enhanced financial and budget tools and reports in the software, as they are deployed.

Software licensing and software training utilizing the web-based application service to support financial and budget planning.

Provide reports and tools within the software which are aligned with current VA policies, financial structures, and processes.

SUPPLEMENTAL SERVICES:

The contractor shall participate in ad hoc conference calls, that may be scheduled with the Contracting Officer s Representative (COR), to discuss potential concerns/issues directly related to the performance of activities associated with work covered under this SOW.

QUARTERLY REPORTS: The contractor shall provide quarterly reports, and other specific task deliverables that are defined in the SOW. Deliverables will include, at a minimum, quarterly written reports to include identification of budget status.

The contractor shall give a quarterly written and oral report to the Contracting Officer s Representative (COR).

ANNUAL REPORTS:

Specific task deliverables are defined in SOW. Deliverables will include at a minimum, yearly written reports to include software downtime, updates to software, and training hours provided at each medical center during the period of performance.

FINAL REPORTS:

Specific tasks are defined in the SOW. Deliverables will include a written report to include identification of task activities completed; progress of ongoing activities; and any problems identified.

E. CONSTRAINTS

The purpose of a SOW is to provide contractors with flexibility to conceive and propose innovative approaches and solutions. However, the government may have to place constraints on those solutions. The government requires a contractor who has experience in and is familiar working with VA specific/legacy accounting systems (IFCAP/VISTA).

WORK REQUIREMENTS

The contractors shall be required to provide training instructors in order to achieve the following technical requirements and specific tasks.

TECHNICAL REQUIREMENTS

TASK 1 SAAS PROJECT IMPLEMENTATION AND REPORTING:

The Contractor shall provide software licensing and training for the financial and budget planning SaaS. Items that should be covered as a part of these services are:

Organize an initial project kick-off meeting and assist each medical center with implementation of the software.

Provide quarterly status reports to the Contracting Officer s Representative (COR). The reports should address software implementation and performance status, and any issues for management attention, such as anticipated software downtime or updates which will require additional training.

Yearly TASK DELIVERABLES: DELIVERABLE

QUANTITY

DUE DATE

Kick-off Meeting

1

Within 10 days of the initial enrollment of a station

Quarterly Performance Status Reports

4

Within 7 days of end of quarter

Final Annual Reporting

1

Within 7 days of the end of the fiscal year Awarded contract 36C24521A0054 to PLAN 4 HEALTHCARE, LLC for unknown amount on 2021-09-01.