70--VISN 15 Nurse Staff Scheduling Software

INTENT TO SOLE SOURCE The Department of Veterans Affairs Network Contracting Office (NCO) 15 intends to award a sole source contract to AcuStaf Development Corp, 7601 France Ave, Minneapolis, MN 55435 for VISN 15 VA Medical Centers. FAR 6.302-1 Only One Responsible Source and No Other Supplies or Services Will Satisfy Agency Requirements, applies to this procurement." The contract is expected to be awarded under FAR 13.106-1 (b). Period of Performance: Base Year: 09/15/2019-9/14/2020 Option Year 1: 09/15/2020-9/14/2021 Option Year 2: 09/15/2021-09/14/2022 Option Year 3: 09/15/2022-09/14/2023 Option Year 4: 09/15/2023-09/14/2024 NAICS code: 334614 Software and Other Prerecorded Compact Dis, Tape, and Record Reproducing SBA Size Standard: 1,250 Employees PSC: 7030 ADP Software - Annual software maintenance service plans. Statement of Work: 1. Monthly Service and Support Provide ongoing use and maintenance of ACUSTAF Scheduling Software Service. ACUSTAF software used for scheduling and staffing processes; provides decision support for staff assignments based on the objective and variable data supposed to the best estimates; improves patient care by matching staff competency to required needs. ACUSTAF software shall provide self-scheduling options to staff and data for outcome measurements and staffing methodology. ACUSTAF will pull data from Veterans Health Information Systems and Technology Architecture (VistA); Decision Support System (DSS); VA Nursing Outcomes Database (VANOD); and Office of Nursing Service (ONS) to create strategic plans based on retrievable and accurate data. The system shall accommodate today s increasing staffing challenges by using 21st century technology. 2. 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 is staffing scheduling for Patient Care Service, 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 nurse managers, supervisors, service chiefs and secretaries, timekeepers and the nursing informaticist. User-defined access can coordinate schedules, capture data, produce reports, and coordinate work assignments as needed in their role. 3. 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 adhoc 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%. 4. Deliverables or Deliver Schedule 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 series, position, grade, step, licensure information, EOD, degrees, other schooling, BOC, ALBCC, Occupation Series Code and more. Utilizes the census interface to correlate with budgeting and reporting to databases like VANOD, DSS, NDNQI and more. Required Functional capabilities: 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. Staffing Scheduling Tools Maintain prospective schedules. Audit Trails for changes to the system. Schedules can be created prospective across 12-month period. Allow staff to switch shifts amongst peers. Allow staff to make themselves available for overtime and advise of current OT use in comparison to regular clients. Manage Position Control. Proficiency System Certification tracking, licensure tracking, education (all degrees earned) tracking, skill-based competencies tracking, ACLS/BLS tracking, and continuing education tracking. Mandatory tracking, mandatory health information. Tools for staff to self- report professional portfolio. Vendor required to provide previously requested enhanced Proficiency functionality by the start of this contract. Rule engines to facilitate scheduling Apply regulations hour limits, time off requirements, staffing ratios, etc.) as they apply to individuals being scheduled to work. Apply union requirements stored in the system to create staffing schedules. Use staff preferences to create staffing schedules. Match competencies to staffing needs. Match nursing staff with patient needs across the system while maintaining balanced patient workloads. Apply unit preference to competencies, e.g. ICU nurses are ACLS certified. Apply permanent schedules requests to when generating schedules. Apply rotating shifts rules when generating schedules. Capabilities to accommodate scheduling changes based on patient census and patient needs. Track Hours per Patient Day (HPPD). Generate alternate work schedules. Capability to allow or restrict swapping unit assignments based on competencies. Capabilities to restrict overtime assignment based on regulations. Predict staffing needs based on previous trends (eg. high surgery days). Provide functionality to maintain disaster preparedness (notifications and call backs). Communication Tools Web-based application for easy access by all users (access dependent on level of access assigned) from within the VA Firewall. Exchange shifts between co-workers. Alert applicants for checking status. Produce real-time reports for staffing methodology and long-term hiring strategies. 8. Training/Implementation Vendor is available to schedule for off-site training on general functionality, staff scheduling for end-users, and management reports for resource analysis. Vendor is available, at additional cost after initial deployment, for on-site implementation and training. Specific training needs can be procured as needed when software is expanded to other services and will be determined based on the needs of the service. 5. Government-Furnished Equipment and Government-Furnished Information All hardware (servers, workstations, scanners, printers) are the property and responsibility of VISN 15 VA Medical Centers and are not covered as part of this service support contract. Vendor hosted solution: utilizes the Amazon Government Cloud. Due to PII and employee data used by AcuStaf, all data will then be stored on VA servers, behind the VA firewall which can be access through a VPN tunnel. 6. SECURITY/PRIVACY OF VA SENSITIVE INFORMATION Contractor will provide the appropriate security clearances and authorization as required. VPN access required. Complete annual training for VA Security/Privacy and provide copy of certificate of course completion to either the COR or the CO. See VA Handbook 6500.6, Appendix C, paragraph 9. Sign VA s Rules of Behavior. See VA Handbook 6500.6, Appendix D. The contractor, their personnel, and their subcontractors shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineated in this contract. 7. Place of Performance VISN 15 VA Medical Centers 8. Hours of Operation Normal hours of operation are Monday through Friday from 8:00 am to 4:30 pm, excluding holidays. All software installations and enhancements and updates must be scheduled in advance with the Project Manager or COR on a mutually agreed upon date and time. Emergency services required shall be coordinated through the Project Manager, COT or Designee. Contractor must be available to perform emergency services within 3 hours of notification. 9. Objectives 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 a 24-hour coverage a day, 7 days a week. Direct Care staff work a variety of shifts that require an hourly rate increase, and contract/agency and travel nurses all have different compensation requirements. Therefore, a Staff Scheduling system needs to accurately correlate and calculate time and cost by work unit, type of staff, and pay variables. Nurse executives need data to plan for current and future staff needs and costs; this system gives them the tools to help manage their workforce. Multiple standardized reports are needed as well as the ability to create ad hoc reports. 10. 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 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 day coverage, 7 days a week. Nursing hours worked frequently involve a variety of shifts that require an hourly rate increase; in addition, contracts/agency 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 reports. THIS NOTICE OF INTENT IS NOT A REQUEST FOR COMPETITIVE QUOTES. However, all responsible sources may submit a capability statement or quotation, which shall be considered by the agency on or before September 4, 2019, 10:30 am Central Standard Time to [email protected]. A determination not to compete this requirement, based upon responses to this notice, is solely within the discretion of the Government. Information received will normally be considered solely for the purpose of determining whether to conduct a competitive procurement. The Department of Veterans Affairs will NOT be responsible for any costs incurred by interested parties in responding to this notice of intent. Only written responses will be considered. All responses from responsible sources will be fully considered. As a result of analyzing responses to this notice of intent, the Government shall determine if a solicitation will be issued. Any prospective contractor must be registered in the System for Award Management (SAM) in order to be eligible for award. Interested parties are encouraged to furnish information by email only with RESPONSE TO INTENT TO SOLE SOURCE 36C25519Q0781 VISN 15 Nurse Staff Scheduling Software in the subject line. All documents submitted will not be returned. All interested parties shall submit clear and convincing documentation demonstrating their capabilities to satisfy the requirements listed above to the Contracting Officer Paul Dixon, Jr., by email at [email protected]. The capability documentation should include general information and technical background describing in detail the prospective contractor's capabilities and experience that will demonstrate the ability to support these requirements, including proof of training and certification for performing maintenance and service on the listed equipment and systems. Point of Contact: Paul Dixon, Jr., [email protected]