Labor Management Solution Software for Louisville VA Medical Center - Base Year with 4 One Year Options

The Department of Veterans Affairs Medical Center, NCO 9 Network Contracting Office, on behalf of Veterans Administration Medical Center Louisville, is conducting market research through this sources sought notice to seek sources that can provide Labor Management Solution in accordance with the below Statement of Work. The North American Industry Classification System (NAICS) Code for this acquisition is 541519. The small business size standard is $27.5 million. The contracting office is contemplating a base year plus four one-year options contract beginning on 11-17-2017.



Disclaimer and Important Notes: This Sources Sought Notice is for market research purposes only and does not constitute a Request for Proposal/Quotation; and, it is not considered to be a commitment by the Government to award a contract nor will the Government pay for any information provided; no basis for claim against the Government shall arise as a result from a response to this Sources Sought Notice or Government use of any information provided. Failure to submit information in sufficient detail may result in considering a company as not a viable source and may influence competition and set-aside decisions. Regardless of the information obtained from this Sources Sought Notice, the Government reserves the right to consider any arrangement as deemed appropriated for this requirement. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. No proprietary, classified, confidential, or sensitive information should be included in your response to this Sources Sought Notice. The Government reserves the right to use any information provided by respondents for any purpose deemed necessary and legally appropriate, including using technical information provided by respondents in any resultant solicitation. At this time no solicitation exists; therefore, do Not Request a Copy of the Solicitation. After a review of the responses received, a pre-solicitation notice and solicitation may be published on Federal Business Opportunities (FedBizOpps) website. It is the potential offeror's responsibility to monitor FedBizOpps for release of any future solicitation that may result from this Sources Sought Notice. However, responses to this Sources Sought Notice will not be considered adequate responses to any resultant solicitation.



Pursuant to FAR Part 10 (Market Research), the purpose of this notice is to: (1) determine if sources capable of satisfying the agency's requirements exists, (2) determine if commercial items suitable to meet the agency's needs are available or could be modified to meet the agency's requirements, and (3) determine the commercial practices of company's engaged in providing the needed service or supply. Pursuant to FAR Part 6 and FAR Part 19, competition and set-aside decisions may be based on the results of this market research. This notice in no way obligates the Government to any further action.



SAM: Interested parties should register in the System for Award Management (SAM) as prescribed in FAR Clause 52.232-33. The SAM can be obtained by accessing the internet at www.sam.gov or by calling 1-866-606-8220.



VA VENDOR INFORMATION PAGE (VetBiz): Interested SDVOSBC and VOSBC parties should be registered in the VA Vendor Information Page (VetBiz) https://www.vip.vetbiz.gov/.



Submission of Information: Companies having capabilities necessary to meet or exceed the stated requirements are invited to provide information to contribute to this market survey/sources sought notice including commercial market information and company information. Companies may respond to this Sources Sought Notice via e-mail to craig.ziegemeier@va.gov. The subject line must read 36C24918Q0032, Labor Management Solution Software VAMC Louisville . Responses must be submitted no later than October 19, 2017 at 2:00pm, Central Standard Time with the following information/documentation:

Name of Company, Address and DUNS Number.

Point of Contact and Phone Number.

Business Size applicable to the NAICS Code:

Service-Disabled Veteran Owned Small Business Concern (SDVOSBC); the status will be verified VA Vendor Information Page.

Veteran Owned Small Business Concern (VOSBC); the status will be verified VA Vendor Information Page.

HuBZone Small Business Concern; if claiming HuBZone status, provide a copy of your HuBZone Certificate from SBA.

Small Business Concern;

Large Business Concern

If you believe another NAICS is more suitable for the Snow Removal Services, please include the code.

























































DEPARTMENT OF VETERANS AFFAIRS

ROBLEY REX VA MEDICAL CENTER LOUISVILLE, KY

STATEMENT OF WORK





Introduction



This request seeks a solution to automate scheduling and staffing processes; provide decision support for staff assignments based on the objective and variable data supposed to the best estimates; improve patient care by matching nursing competency to required needs. Allows self-scheduling options to nursing providers and data for outcome measurements. This will enable Nursing Service to create strategic plans based on retrievable and accurate data. The system will accommodate today s increasing staffing challenges by using 21st century technology.



The system shall automate labor intensive time consuming processes that are now manually interfaced with multiple applications that increase efficiencies, data quality, and to support decision making. Staffing schedules are currently created several weeks in advance; however, as a patient population and available resources can change in a matter of hours, it is critical to have access to employee information to be able adjust staffing arrangements to manage the clinical nursing needs of Veterans and to facilitate communication in changing needs within the facility and with the employees. Because nursing care is delivered 24 hours/7 days a week, ability to access and modify scheduling by managers, supervisors and chiefs in needed.



Resource management not only involves staff planning, but also scores of managerial tasks including adherence to directives limiting hours of work in a given time period, regulatory dictates, and special pay and time and time accounting accordance to defined payment schedules Nurses functioning as managers must have the flexibility to determine the appropriate level of nurses for patient care needs while considering a constellation of important variables, including the various education and experience levels of staff. The number of staffing orientation, the number of temporary staff on the unit, the acuity of patients, anticipated acuity on a particular shift, the physical layout of the unit, the availability of hospital resources, the technology on the unit, and the unit turbulence (such as the number of admissions, discharges and transfers.)



Scope



An integrated system and automated data extraction tools are necessary to effectively assign staffing resources and monitor standards of care. This system will pull from systems that have data stored to avoid duplicate effort and to feed the other downstream data systems.



The primary use of the system will be staffing scheduling, so managers can coordinate schedules, capture data, produce reports, and coordinate work assignments to meet patient care needs. The primary users of the system are managers, supervisors, service chiefs and secretaries, who will coordinate schedules, capture data, produce reports, and coordinate work assignments for the following services:



Acquisitions and Logistics Oncology

Ambulatory Care Social Work

BioMed Nursing

Business Office Nutrition and Foo

Canteen Pathology and Laboratory

Chaplin Pharmacy

Dental Physical Medicine and Rehabilitation

Education Public Affairs

Emergency Medicine Radiology

EMS Research and Development

Engineering Safety Office

Fiscal SPS

GEC Suicide Prevention

HRMS QM

IMS Surgical

Infection Control VA Police

Medical Media Voluntary

Mental Health



Tasks or Requirements



Appropriate response to the fluctuations in patient census and acuities by using embedded decision support tools.

Adequate staffing levels based on patient acuity and other care related variables.

Collection of nationally comparable hours per patient day (HPPD) data.

Collection of data to prepare staffing reports, develop strategic plans and improve hiring practices.

Compliance with public law and other regulatory mandates for staffing regulations and monitors.

Ability to consolidate multiple administrative needs in one package (licensure, certifications, emergency notifications, etc.) Generation of predefined and ad hoc reports.

Self-scheduling ability (major nursing satisfier).

Accurate accounting of contract/agency nursing utilization. Success factors: production of accurate HPPD data, increase in efficiencies in managing staffing scheduling issues by 50%.



Specifications



Utilizes an HL7 interface with Vista that brings in real-time Admit, Discharge, and Transfer information. Utilizes an HR interface that brings in several points of data validation for VANOD including position, grade, step, pay rate, station entrance on duty (EOD), Budget Object Code (BOC), Account Level Budgeter Cost Center (ALBCC), Occupation Series Code and more known as the Vista PAID 450 and 200 files. Utilizes the census interface to correlate with budgeting and reporting to databases like VANOD, DSS, NDNQI and more.



Required Functional capabilities



1. An automated staffing package is required to provide: Demographic Tracking tools: maintains employee contact/ emergency contact information. Maintains employee-preferred method of communication. Vendor shall provide any software updates and installation as they become available.



2. Staffing Scheduling Tools



a. Maintain prospective schedules.

b. Audit Trails for changes to the system

c. Schedules can be created prospective across 12 month period.

d. Allow staff to switch shifts amongst peers

e. Allow staff to make themselves available for overtime and advise of current OT use in comparison to regular clients

f. Manage Position Control



3. Proficiency System



a. Ability to staff and maintain repositories of anecdotal notes for proficiency input, specialty certification tracking, licensure tracking, education (all degrees earned) tracking, skill based competencies tracking, ACLS/BLS/131.5 tracking, and continuing education tracking. Mandatory tracking, mandatory health information. Tools for staff to self- report professional portfolio.



4. Rule engines to facilitate scheduling



a. Apply regulations hour limits, time off requirements, staffing ratios, etc.) as they apply to individuals being scheduled to work:

b. Apply union requirements stored in the system to create staffing schedules

c. Use staff preferences to create staffing schedules.

d. Match competencies to staffing needs. Match nursing staff with patient needs across the system while maintaining balanced patient workloads.

e. Apply unit preference to competencies, e.g. ICU nurses are ACLS certified.

f. Apply permanent schedules requests to when generating schedules.

g. Apply rotating shifts rules when generating schedules.

h. Capabilities to accommodate scheduling changes based on patient census scheduling. Apply patient acuities to staffing needs

i. Track hours per patient day

j. Generate alternate work schedules

k. Capability to allow or restrict swapping unit assignments based on competencies.

l. Capabilities to restrict overtime assignment based on regulations I. Predict staffing needs based on previous trends (e4g. high surgery days)

m. Provide functionality to maintain disaster preparedness (notifications and call-backs).



5. Communication Tools



a. Creates a personalized web-based dashboard for all stakeholders

b. Web-based for employee access

c. Web-based for managers access for staff bidding

d. Staff bidding on open positions (Staff to staff communication, e.g. to swap shifts)

e. Exchange shifts between co-workers

f. Alert applicants for checking status

g. Produce real time reports for long-term strategy for hiring staff.



6. Training/Implementation



a. Vendor to provide on-site training at each facility to super users on general functionality, staff scheduling for end-users, and management reports for resource analysis.

b. On-site implementation of the system is required as follows:

(1) Project Definition

(a) Establishing Project Goals

(b) Assigning Project Roles & Workgroups

(c) Define Interfaces

(d) Workload

(e) Define and Document Existing Workflow Processes

(f) Label configuration of job codes and units and leave schedules

(g) Present Projections for Workflow Process

(2) System Configuration

(a) System Administrator Training

(b) Security Configuration

(c) Workload and Unit Budget

(d) Validate Interface Data

(3) User Training

(a) Pilot Unit Training

(b) User Training

(c) System-Wide Project Role Out

(d) Employee Access

(e) Position Tracking

(4) Courses and Consultation

(a) Staffing Methodology Class

(b) Executive Analytics Class

(c) Reports Workshop

(d) Data Mining & Scorecards

(e) Set Up Alerts



Security



VISTA Interface, access to employee and patient information



Justification



An integrated system and automated data extraction tools that are necessary to effectively assign staffing resources, monitor standards of care, and pulled from systems that already have the data entered in them to avoid duplicate effort and to feed the other downstream data systems. For example, there is a need for an acuity/patient classification system to match the changing care needs of the patients to the appropriate staffing level based on the patient condition and the amount of nursing required to manage the care of each patient.



Hospital based staffing requires 24-hour coverage a day, 7 days a week. Nursing hours worked frequently involve a variety of shifts that require an hourly rate increase; in addition, contracts/agency and travel nurses all have different compensation requirements. Therefore, a resource management system needs to accurately correlate and calculate time and cost by work unit, nurse position type, and pay variables.



Nurse Executives need data to plan for current and future staffing needs and costs which requires tools to help them manage their workforce. Multiple standardized reports are needed as well as the ability to create ad hoc reports.



Benefits



The need/problem/opportunity: there is no real-time dynamic, integrated system that provides comprehensive and systematic accounting of nursing workload and staffing requirements, and scheduling needed to meet federal law and other regulatory requirements.



Successful benefits would be: Appropriate response to the fluctuations in patient census and acuities by using embedded decision support tools. Adequate staffing levels based on patient acuity and other care related variables. Collection of nationally comparable hours per patient day (HPPD) data. Collection of data to prepare budget and reports, develop strategic plans, and improve hiring practices. Compliance with various regulatory mandates for staffing regulations and monitoring of those regulations. Ability to consolidate multiple administrative needs in one package (licensure, certifications, emergency notifications, etc.). Generation of predefined and ad hoc reports. Self-scheduling ability (major nursing satisfier). Accurate accounting of contract/agency nursing utilization. Success factors: production of accurate HPPD data. Increase in efficiencies in managing staffing scheduling issues by 50%.