Staff Scheduling Software License

Added: Oct 20, 2016 7:10 pm THIS IS A SOURCES SOUGHT NOTICE

(a) The Government does not intend to award a contract on the basis of this Sources Sought or to otherwise pay for the information solicited.

(b) Although "proposal," "offeror," contractor, and "offeror" may be used in this sources sought notice, any response will be treated as information only. It shall not be used as a proposal.

(c) Any information received from a contractor in response to this Sources Sought may be used in creating a solicitation. Any information received which is marked with a statement, such as "proprietary" or "confidential," intended to restrict distribution will not be distributed outside of the Government, except as required by law.

(d) This Sources Sought is issued for the purpose of collecting information about the availability of equal products from different sources for the desired equipment listed in Section 1: "Price/Cost Schedule" that meets the salient characteristics/statement of work listed in Section 3.

(e) Contractors that feel they have an equal product are encouraged to provide a quote in response to this notice and/or email full information to Joleo Dianala at joleo.dianala@va.gov.

" Contractors shall identify the NAICS code for the product being offered as well as their size status.



" Contractors shall complete the "Price/Cost Schedule" for the purpose of market research.



" Contractors shall furnish supporting documentation which demonstrates that the proposed "equal" products meet or exceed the salient characteristics listed in Section 3.



" Contractors shall include the terms and conditions of the warranty for all products listed in attachment.



" Contractors submitting an open market quote must be in possession of an Authorized Dealer letter and the letter must be provided with your quote submission.





















Section 1: Price/Cost Schedule

Item Information

ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

0001 One-Time Profile Setup Fee Per Full Automatic Scheduling License

100.00 EA __________________ __________________

0002 One-Time Profile Setup Fee Per Manual Scheduling License

LOCAL STOCK NUMBER: 50.00

100.00 EA __________________ __________________

0003 Annual Subscription Fee Per Automatic Scheduling License

100.00 EA __________________ __________________

0004 Annual Subscription Fee Per Manual Scheduling License

100.00 EA __________________ __________________

0005 Prorated monthly Subscription Fee Per Automatic Scheduling License

48.00 EA __________________ __________________

0006 Prorated monthly Subscription Fee Per Manual Scheduling License

48.00 EA __________________ __________________

GRAND TOTAL __________________





Section 2: Delivery Schedule

ITEM NUMBER QUANTITY DELIVERY DATE

0001 -0006 SHIP TO: VA Palo Alto Health Care System

3801 Miranda Avenue

2615 East Clinton Avenue

Palo Alto, CA 94304 1290 All One Year ARO

MARK FOR: TBD







Section 3: Salient Characteristics/Statement of Work



Program: National Teleradiology Program (Mail Code: 640/NTP)

Preparer: Bill Warren, NTP Business Manager, COR

Contact Info: BB: 650-444-6939 bill.warren@va.gov

Overview

National Teleradiology Program (NTP) operates clinical facilities in multiple remote locations and in multiple time zones. NTP staff assigned at each location work non-standard rotating tours of duty to enable 24 hour clinical coverage 365 days a year. Scheduling program licenses-for potentially hundreds of users-are needed for web based scheduling system that performs the following:

" Defines assignments by individual and organizational groups

" Displays assignments collectively and individually in calendar formats

" Accommodates and facilities change management of assignments as well as subsequent communication of changes to involved parties

" Enables change request by practitioners

" Facilitates auto-scheduling to specific NTP defined rules

" Provides basic reporting tools on usage and shift coverage

" Provides export function of scheduling data for further analysis in other applications

What is being purchased?

NTP requires a basis or "Manual" license for some users that meets all the salient characteristics defined below (with the exception of auto-scheduling). For a Manual license, all shifts are inputted by administrative personal. Primarily, contractors, fee basis staff, and part time employees will utilize Manual licenses.

An "Automatic" license is required that projects out future schedules for up to one year through schedule auto-generation functionality; these schedules would be revisable through manual input by administrative staff.

Capacity maximum: 200 Manual and 200 Automatic.

Both types of licenses need to be available for purchase as an annual user license and also as a prorated monthly license in order to allow all licenses purchased to end service on annual option renewal dates.

One time initial activation fees may be required to setup profiles for licenses, but these profiles would be revisable by NTP administrators and transferable to new users without any other subsequent fee. Any training required, whether it is at initial program activation or ongoing with change of NTP staff or new program features, needs to be included in licensing fees. All technical support for product needs to be included in licensing fees.

NTP is seeking a contract for a base year along with four more option years. Since this is an ongoing and continually expanding need, an Indefinite Delivery, Indefinite Quantity (IDIQ) might make more sense.

Mandatory salient characteristics

o System Functionality

o Meet all VA security requirements for employee data

o Displaying expanded practitioner profile (i.e. contact info, location, etc.)

o Web-based platform, with 99% uptime

o 24/7 monitoring of system to detect system outages

o Capacity to handle up to 400 licensed accounts

o Initial capacity 150 licensed accounts

o Rule based Auto scheduling in schedule publication and rule-based auto-approval functionality with schedule requests from end users, including the ability to identify potential scheduling violations to predefined payroll expectations (Ex. 1 FTEE = 80 hours/pp)

o Email alert functionality

o Identifying inadequate and excessive staffing to clinical staffing requirements

o Schedule changes after schedule publication

o Minimum Reporting Capabilities

o Individual rotation tallies and rotation frequencies

o Tracking the accumulation and redemption of various "rotations," including but not limited to vacations, sick leaves, CME, weekends and over time. The ability to report real time balances of user defined variables, and the ability to set limits on these variables for each individual user.

o Real time schedule linkage to mobile devices

o Request Calendars, with the ability to wait list non-approved requests

o Ability to run virtual round robin from within the scheduling platform

o Ability to organize users into groups, clusters and departments. These parameters should be available as variables to set up scheduling rules

o Minimum administrator functionalities

o The ability to define and implement scheduling rules

o The ability to create, define and delete shifts

o End User Functionalities

o Inputting demographics including the identification of shift preferences

o Requesting leaves/vacations and rotations

o Dates, hours, note to approving official

o Requesting shift swaps

o Accessing personal schedule from locations outside firewall using smart phone

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Desirable additional characteristics

o System Functionality

o The ability to see all the physicians working at a given time, the "who is on" Gantt chart functionality.

o Tracking office space/ workstation utilization, and the ability to factor space limitation into auto-scheduling

o Ability to utilize a rotation list

o Using a rank list of users, and rotate these users into work shifts in accordance to the order on the rank list.

o Scheduling to a 24/7/365 calendar with staff working in multiple timezones

o Timezone display adjustments to local time of user

o Expanded auto scheduling functionality

o Rule based auto-scheduling based on clinical staffing requirements that takes into account rotation patterns, previous holiday shifts, conflict resolution, user desired shifts