Loren Data's SAM Daily™

FBO DAILY ISSUE OF SEPTEMBER 16, 2011 FBO #3583
DOCUMENT

70 -- Staffing Software - Attachment

Notice Date

9/14/2011
 

Notice Type

Attachment
 

NAICS

511210 — Software Publishers
 

Contracting Office

Department of Veterans Affairs;VA Sierra Pacific Network (VISN 21);VA Northern California HealthCare System;5342 Dudley Blvd. Bldg 98 (90/CCA);McClellan CA 95652-1012
 

ZIP Code

95652-1012
 

Solicitation Number

VA26111RQ0805
 

Response Due

9/20/2011
 

Archive Date

11/19/2011
 

Point of Contact

Daniel Czech
 

E-Mail Address

3-4558<br
 

Small Business Set-Aside

N/A
 

Description

This document is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation, proposals are being requested, and a written solicitation will not be issued The proposed contract action is for supplies or services for which the Government intends to solicit competitive offers. Interested persons may submit offers, and all eligible offers received prior to Sept 20, 2011 will be considered by the Government. The NAICS code is 511210 and the size standard is $25.0 Million. This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2005-53. Only emailed requests received directly from the requester are acceptable. The list of contract line item number(s) and items, quantities and units of measure, (including option(s), if applicable). Please note, all of the line items are designated Brand Name or Equal: CLIN w/DESCRIPTION/QTY/UNIT/UNIT PRICE/TOTAL AMOUNT Period of Performance: Year, Award-Sept 15, 2012 0001 1 EA $___________________ $____________________ AcuStaf Software for labor management Software for 1400 users for scheduling and workload mgt Contractor shall comply with Attachment 1 Security Requirements. Manufacturer name_____________________________________ Brand________________________________________________ No.__________________________________________________ 0002 1 EA $___________________ $____________________ Full Maintenance for CLIN 0001 Manufacturer name_____________________________________ Brand________________________________________________ No.__________________________________________________ 0003 1 EA $___________________ $____________________ Implementation for CLIN 0001 Manufacturer name_____________________________________ Brand________________________________________________ No.__________________________________________________ 0004 1 EA $___________________ $____________________ Training for CLIN 0001 Due 30 days after implementation Manufacturer name_____________________________________ Brand________________________________________________ No.__________________________________________________ 0005 1 EA $___________________ $____________________ Hardware Required to Run the software from CLIN 0001 Due 30 Days ARO Manufacturer name_____________________________________ Brand________________________________________________ No.__________________________________________________ GRAND TOTAL --- $_______________________ Delivery, acceptance, and FOB Destination Point: ITEMS ALL QUANTITY ALL Requested Delivery Date: 31 August 2012 SHIP TO: VA Palo Alto 3801 Miranda Ave, Bldg 100 Palo Alto, CA 94304-1207 INSTRUCTIONS TO OFFERORS Only electronic offers will be accepted. Offers are due to Daniel.Czech@va.gov 3:00 PM PDT Sept 20, 2011. Offerors shall identify any discounts/credits due to trade-ins available. EVALUATION FACTORS Offerors will be evaluated to the extent they can provide the items (or equal) listed in the price schedule in Section B. The Government will award to the lowest priced, responsible, technically acceptable offeror. Software must meet the following salient characteristics: 1.Help screen shall be available to all levels of users. System is user friendly; designed for all personnel's levels of computer skills, novice to moderate working knowledge, and maneuvers straightforwardly and simply amongst modules and platforms. 2.The software shall be able to identify minimum and maximum staffing levels, based on HPPD (hours per patient day) and census. In other words, based on the HPPD for that level of unit and the census, the software shall be able to tell the supervisor if the unit is over staffed, staffed appropriately, or under staffed. In addition, it shall be able to show the manager that the variance is by either hours and FTE (full time equivalent). The minimum and maximum staffing levels per unit are established in the unit Staffing Methodology Matrix as dictated by VHA Directive 2010-034. These numbers are loaded by Palo Alto Nursing Staff into the software package annually or as changed by each unit. Software shall then automatically alert management when the staffing variance falls outside predetermined parameters as configured by PAVAHCS. 3.The software shall be able to manage any combination of shift length; float staff; individual preferences, on-call and rotating shifts. For example, it shall be able to manage both 8 hour and 12 hour tours for one person to make 80 hours/pay period. 4.The application shall track changes to the schedule by date, time, user who made the change and rationale for the change. For example, if a person works unscheduled OT (over-time), the software shall track who approved the overtime, who entered the overtime, why the overtime was scheduled (e.g., to cover call-ins), if the OT was mandatory or voluntary, when it was entered, when it was worked and where it was worked. 5.The application shall manage staff qualifications, certifications and licensures. For example, reports shall be available whenever a user has a certification nearing expiration. In addition, if two staff plan to work for each other, then the software shall verify they are qualified to work for each other. If they are not, the program shall reject the exchange. a. The software shall be able to track qualifications, certifications and licensures. When expiration is approaching, software shall alert both the employee and manager. Tracking information shall also be reportable by employee and/or expiration date. b. When staff engage in shift trades, software shall be able to identify that staff meet the required qualifications to work the shift. These qualifications are determined by labor agreements and job descriptions. The software shall block any shifts where shift qualifications are not met. For example, the software shall block a LVN from trading a shift with an RN because they are two different qualifications. 6.The application shall provide diagnostic tools such as informational messages, warning screens, error messages, and helpful hints, etc. 7.The application will save and close when encountering a fatal error, if a fatal error is encountered. 8.The application shall provide for multiple, simultaneous users with a locking mechanism to prevent concurrent update of the same contents/field. To explain, when using Microsoft Access, it does not seem to handle multiple users well and will lock the program up and/or override what was entered when two people try to edit/enter the same field and record. 9.Software shall be compatible with existing VA hardware/software for example, VistA, VA intranet, OI&T server racks and VA VPN connections. 10.The application shall provide the utility to import and export data (to Microsoft Excel, Microsoft Access, Proclarity, and Vista - specifically employee information to populate the software and pt. Classifications). An interface with the Human Resources/Payroll application is highly desirable but not required. For an import example, it would be preferable that a continuous/daily download occurs that adds new employees and deactivates employees who are no longer employees in the scheduling software. For an export example, VAPAHCS utilized Decision Support System that will need to have reports exported to their system from the scheduling software to track the agency workload. Data must be able to be exported from VistA to the scheduling system to populate employee HR, demographic information, costing information and census. Data must be able to be exported from the scheduling system to Microsoft Excel, Microsoft Access and Proclarity for reporting and labor analytics purposes. Data also must be able to be exported from the scheduling system to Decision Support System for the purpose of tracking agency use. 11.The software shall generate email reminders* and notifications per site set up to both employees and supervisors (e.g. time to approve schedule, sign-off on schedule, Self-Scheduling open for Pay Period 10, Self-Scheduling closed for PP10, etc.) * The user will have the ability to chose where the notification is e-mailed - Vista and/or Microsoft Outlook. 12.The program shall have a mechanism that locks the schedule to further changes after the supervisor has signed off on the schedule by users below a certain access level. 13.System shall have easy to use data entry screens to automate the union rules and make sure schedules are in compliance with Work Agreement rules and unit specific needs/employee skill sets. 14.By law, an RN cannot work more than 12 hours in a 24 hour period nor 60 hours in a 7 day period. The program shall have the capability to alert the supervisor before an individual exceeds those parameters. If it is exceeded, then the program will record the approving official's name, date and a justification for each occurrence. 15.The program shall support partial and total self-scheduling, preference-based scheduling, and cyclical scheduling. To clarify, the employee needs to be able to request and bid for shifts with direct access to the program. Employee access to the scheduling system shall allow employees to request or select shifts to work. If more than one request is made for the same shift, the system shall have a conflict resolution process in place. Shift selection and requests must be rule based, meaning they comply with labor agreements, unit scheduling policies and self-scheduling policies. 16.The program shall provide the ability to print the schedules to be signed for time certification. To clarify, since the program will not interface with PAID (Vista) the time keeper will still need to keep hard copies of the schedule and enter the schedule into Vista. The scheduling software shall provide a way for managers to electronically approve timesheets as well as print timesheets for hardcopy signatures as dictated by PAVAHCS policy. 17.The program shall provide predefined reports and graphs especially for productivity. Some of the reports are leave usage, agency use, overtime use, sick leave use and workload efficiency and based on the user selected date range. All data elements in the system shall be reportable. Nursing needs are ever changing due to new VHA directives, so it is hard to specify an exact data elements now. System shall be flexible for future report creation. At a minimum, scheduling system shall be able to report on leave, agency, overtime, sick and NHPPD for any date range. 18.The program shall provide multiple security levels in terms of who can view, create, update, approve, delete, and create reports based on their position/level of access. For example, the nurse manager will approve the schedule, the evening/night supervisor can override the schedule to offer OT to an employee and the coordinator can override any entry. In addition, staff end users will be able to view only their records. 19.The program shall provide the ability to store data and documents throughout their life cycle and be able to archive and retrieve information. For example, one of the requirements of the VA is to save three years worth of data and possibly five years for patient related data. The program shall be able to store all aspects of the data for at least that amount of time before it is archived. After this time period, the program shall be able to archive the data for longer storage and then access it if necessary. 20.The vendor shall present a contingency plan/backup plan for when the server ceases to function or the connection to the server is severed. A good example of this is the Bar Code Mediation Administration program. It downloads all the medications for the patient on a local stand-alone at near real time for access when the server is unavailable. If the vendor system resides on a server in-house, vendor shall present a plan with OI&T for data backup and disaster recovery. If the vendor system resides off-site (cloud computing), vendor shall have a contingency plan for downtime and disaster recovery 21.The program shall be able to track and trend census data by unit and facility. One of the things we noted reviewing our last two year trending of census data is that the overall length of stay and bed days of care are going down, but on two of our units it is going up, which has caused us to adjust our staffing. Without census data available and trending for each unit, we may not have known a shift in resources was needed. The program shall be able to track and trend census and patient length of stay data for each unit, facility and DRG (Diagnosis Related Group) to correlate patient outcomes and adjust NHPPD as needed, improving quality measures. 22.The program shall have the ability to provide simulation of schedules using what-if scenarios and alternative scheduling to better assist the nurse manager in making the most cost effective decisions. System must be able to cost schedules by employee, unit, shift, day, schedule cycle. Detailed reporting on staffing coverage to verify unit needs and Nursing Hours Per Patient Day. A test partition will be in place to present alternate staffing plans and analyze rule changes using the previously mentioned reporting capabilities. 23.The program shall be network (VISN) wide. Recently it has been proposed to put together a VA traveling nursing corp. If this done, the software needs to be able to identify vacant FTE that could be filled by one of these pool persons anywhere within the network. For the software to be VISN-wide, the system must be able to identify vacant FTEs using Position Control and post vacancy opportunities to a centralized staffing board accessible within the VISN at the traveling employee and manager level. 24.The program shall be able to generate budget reports and graphs based on GS (LPNs and NAs) and Title 38 (RNs) pay scales, grade/step and time. The budget reports and graphs need to include salary costs (including adjustments for benefits), overtime costs, agency/contract costs, float costs (staff being pulled to/from home unit), sitter costs, and unscheduled sick leave costs. 25.The program shall be able to manage overtime offers based on defined criteria (seniority). For example, the union requires the VA to equitable offer overtime to each employee who is interested. All uninterested employees need to be identified and left off the OT call list. From the interested employee list, when the employee was contacted, the result of the contact (no answer, declined, etc.), who contacted, when contacted and OT being offered needs to be recorded. This information also needs to be able to be printed by employee name and by OT offered with all the contacts before a replacement was found. 26.The vendor shall be able to provide technical support (on-line, telephone or on-call) 24 hours per day/7 days per week, preferably USA. FAR 52.211-6 Brand Name or Equal (Aug 1999) (a) If an item in this solicitation is identified as "brand name or equal," the purchase description reflects the characteristics and level of quality that will satisfy the Government's needs. The salient physical, functional, or performance characteristics that "equal" products must meet are specified in the solicitation. (b) To be considered for award, offers of "equal" products, including "equal" products of the brand name manufacturer, must- (1) Meet the salient physical, functional, or performance characteristic specified in this solicitation; (2) Clearly identify the item by- (i) Brand name, if any; and (ii) Make or model number; (3) Include descriptive literature such as illustrations, drawings, or a clear reference to previously furnished descriptive data or information available to the Contracting Officer; and (4) Clearly describe any modification the offeror plans to make in a product to make it conform to the solicitation requirements. Mark any descriptive material to clearly show the modification. (c) The Contracting Officer will evaluate "equal" products on the basis of information furnished by the offeror or identified in the offer and reasonably available to the Contracting Officer. The Contracting Officer is not responsible for locating or obtaining any information not identified in the offer. (d) Unless the offeror clearly indicates in its offer that the product being offered is an "equal" product, the offeror shall provide the brand name product referenced in the solicitation. (End of provision) ADDITIONAL SOLICITATION PROVISIONS/CONTRACT CLAUSES: FAR 52.252-2 Clauses Incorporated by Reference (Feb 1998) For the purpose of this clause, the fill-ins are http://www.acquisition.gov/far/index.html and http://www1.va.gov/oamm/oa/ars/policyreg/vaar/index.cfm, respectively. FAR 52.212-4 Contract Terms and Conditions -- Commercial Items (June 2010). FAR 52.212-5 Contract Terms and Conditions Required To Implement Statutes Or Executive Orders -- Commercial Items (May 2011) For the purposes of this clause, items (b) 1, 4, 6, 7, 9, 13, 21, 24-31, 36, 37 40, and 46 are considered checked and apply. FAR 52.217-8 Option to Extend Services (Nov 1999) For the purpose of this clause, the fill-in is "30 days." FAR 52.217-9 Option to Extend the Term of the Contract (Mar 2000) For the purpose of this clause, the fill-ins are "30 days," "60 days," and "two years, six months." FAR 52.224-1 Privacy Act Notification (Apr 1984) FAR 52.224-2 Privacy Act (Apr 1984) FAR 52.232-19 Availability of Funds for the Next Fiscal Year (Apr 1984), for the purpose of this clause, the fill-ins are both "30 Sept 2011". VAAR 852.203-70 Commercial Advertising (Jan 2008) VAAR 852.211-70 Service Data Manuals (Nov 1984) VAAR 852.211-73 Brand Name or Equal (Jan 2008) VAAR 852.273-75 Security Requirements for Unclassified Information Technology Resources (Interim - Oct 2008) VAAR 852.273-76 Electronic Invoice Submission (Interim - October 2008) FAR 52.252-1 Solicitation Provisions Incorporated by Reference (Feb 1998) For the purpose of this provision, the fill-ins are http://www.acquisition.gov/far/index.html and http://www1.va.gov/oamm/oa/ars/policyreg/vaar/index.cfm, respectively. FAR 52.212-1 Instructions to Offerors - Commercial Items (Jun 2008). FAR 52.212-3 Offeror Representations and Certifications -- Commercial Items (May 2011): Offerors must return this provision with their proposal. They may either (1)complete all relevant portions of the provision or (2) complete paragraph (b) of the provision and indicate that it has completed official representations and certifications online at https://orca.bpn.gov/login.aspx. FAR 52.232-38 Submission of Electronic Funds Transfer Information with Offer (May 1999) VAAR 852.233-70 Protest Content/Alternative Dispute Resolution (Jan 2008) VAAR 852.233-71 Alternate Protest Procedure (Jan 1998) VAAR 852.270-1 Representatives of Contracting Officers (Jan 2008)
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/VANCHCS/VANCHCS/VA26111RQ0805/listing.html)
 

Document(s)

Attachment
 

File Name: VA-261-11-RQ-0805 VA-261-11-RQ-0805.doc (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=255819&FileName=VA-261-11-RQ-0805-000.doc)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=255819&FileName=VA-261-11-RQ-0805-000.doc

 

File Name: VA-261-11-RQ-0805 ATTACHMENT 1 SECURITY REQUIREMENTS.DOC (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=255820&FileName=VA-261-11-RQ-0805-001.DOC)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=255820&FileName=VA-261-11-RQ-0805-001.DOC

 

Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
 

Record

SN02575836-W 20110916/110914235708-ddbf0fbe378dc64d0bfe6c70a8ff62fc (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

---

| FSG Index  |  This Issue's Index  |  Today's FBO Daily Index Page |