SOURCES SOUGHT
65 -- VISN 15 Nurse Scheduling Software
- Notice Date
- 5/9/2014
- Notice Type
- Sources Sought
- NAICS
- 511210
— Software Publishers
- Contracting Office
- Department of Veterans Affairs;Network Contracting Office (NCO) 15;3450 S 4th Street;Leavenworth KS 66048
- ZIP Code
- 66048
- Solicitation Number
- VA25514Q1076
- Response Due
- 6/13/2014
- Archive Date
- 8/12/2014
- Point of Contact
- Eric M Murray
- E-Mail Address
-
6-1978<br
- Small Business Set-Aside
- N/A
- Description
- This is a SOURCES SOUGHT announcement only. It is neither a solicitation announcement nor a request for proposal or quote and does no obligate the Government to award a contract. Requests for a solicitation will not receive a response. Responses to this Sources Sought must be in writing. The purpose of this Sources Sought Announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential qualified businesses. Responses to this notice shall include: (a) Company Name (b) address (c) point of contact (d) phone, fax, and email (e) DUNS number (f) Cage Code (g) Tax ID Number (h) Type of business, e.g. Service Disabled Veteran Owned Small Business, Veteran Owned Small Business, 8(a) HUB Zone, Women Owned Small Business, SDB or Small Business HUB-Zone and (i) must provide a capability statement that addresses the organizations qualifications and ability to perform as a contractor for the work described in the rough draft statement of work below. Response Needed by 5/14/2014 at 1700 CST Contact Information: Eric Murray Contract Specialist Department of Veterans Affairs Network Contracting Office 15 3450 S. 4th Street Leavenworth, KS 66048-5055 Office: 913-946-1978 Fax: 913-946-1998 Email: eric.murray@va.gov STATEMENT OF WORK VISN 15 Nurse Staff Scheduling System and Implementation Background Currently, there is no real-time dynamic, integrated system that provides comprehensive and systematic accounting of nursing workload and staffing requirements, and scheduling needs to meet federal law and other regulatory requirements. 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. The software allows self-scheduling options to nursing providers and data for outcome measurements. This will enable ONS to create strategic plans based on retrievable and accurate data. The system will accommodate today's increasing staffing challenges by using 21st century technology. This system will accommodate all VISN 15 facilities to include: Harry S. Truman Memorial (Columbia, MO) John J. Pershing VA Medical Center (Poplar Bluff, MO) Kansas City VA Medical Center (Kansas City, MO) Marion VA Medical Center (Marion, IL) Robert J. Dole Department of Veterans Affairs Medical and Regional Office Center (Wichita, KS) VA Eastern Kansas Health Care System Colmery-O'Neil VA Medical Center (Topeka, KS) Dwight D. Eisenhower VA Medical Center (Leavenworth, KS) VA St. Louis Health Care System Jefferson Barracks Division (St. Louis, MO) John Cochran Division (St. Louis, MO) Staff Scheduling not only involves staff planning, but also scores of managerial tasks including adherence to directives limiting hours of work in a given time period. This system allows VISN 15 to accurately account for time and pay in accordance to defined payment schedules. Nurses functioning in manager/supervisor role must have the flexibility to determine the appropriate nursing staff to meet patient care needs while considering a constellation of important variables, including the following: scheduled leave, unscheduled leave, education, experience, orientation, temporary staff on the unit, acuity of patients, acuity on a particular shift, physical layout of the unit, availability of hospital resources, technology on the unit, and unit volatility (such as the number of admissions, discharges and transfers). Objectives There is a need for an automatic system that will assist the manager in matching 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 weeks. Nursing 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, nurse's type 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. 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 already have the data stored to avoid duplicate effort and to feed the other downstream data systems. The primary use of the system will be for Staffing Scheduling, so managers can coordinate schedules, capture data, produce reports, and coordinate work assignments to meet patient care needs. This applies not only to nursing staff but other services also. 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%. Selection Criteria Vendor must meet or exceed all requirements as specified below. Deliverables or Deliver Schedule Specifications 1.Utilizes an HL7 interface with VistA that brings in real-time Admit, Discharge, and Transfer information. Utilizes an HR interface (PAID 450, PAID 200) 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: 1.Demographic Tracking tools: maintains employee contact/ emergency contact information. Maintains employee-preferred method of communication. 2.Staffing Scheduling Tools "Maintain prospective schedules. "Audit Trails for changes to the system "Schedules can be created in advance "Allow staff to make themselves available for overtime. 3.Proficiency System: "Ability to staff and maintain repositories of anecdotal notes for proficiency input, specialty certification tracking, licensure tracking, education (all degrees earned) skill based competencies tracking, ACLS/BLS tracking, continuing education tracking. Mandatory tracking, mandatory health information. Tools for staff to self- report professional portfolio. 4.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 scheduling. "Apply patient acuities to staffing needs "Track hours per patient day "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 (e.g. high surgery days) "Provide functionality to maintain disaster preparedness (notifications and callbacks). 5.Communication Tools: "Creates a personalized web-based dashboard for all stakeholders "Web-based for employee access "Web-based for managers access for staff bidding "Staff bidding on open positions (Staff to staff communication, e.g. to swap shifts) "Exchange shifts between co-workers "Alert applicants for checking status "Produce real time reports for long-term strategy for hiring staff. 6.Training/Implementation "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. "On-site implementation of the system is required as follows: "Phase 1: Standardization and Process Improvement "Establishing Project Goals "Assigning Project Roles & Workgroups "Define Interfaces "Workload "Define and Document Existing Workflow Processes "Label configuration of job codes and units and leave schedules "Present Projections for Workflow Process "Phase 2: System Configuration "System Administrator Training "Security Configuration "Workload and Unit Budget "Validate Interface Data "Phase 3: Basic User Training "Pilot Unit Training "User Training "System-Wide Project Role Out "Phase 4: Advanced User Training "Advanced user Training "Employee Access "Position Tracking "Phase 5: Courses and Follow-Up "Staffing Methodology Class "Executive Analytics Class "Reports Workshop "Data Mining & Scorecards "Set Up Alerts Inspection/Acceptance of Products The Government reserves the right to inspect or test any software that has been tendered for acceptance. The Government will provide written documentation of software acceptance or any required repair or replacement of nonconforming software at no increase in contract price. The Government must exercise its post-acceptance rights (1) within a reasonable time after the defect was discovered or should have been discovered; and (2) before any substantial change occurs in the condition of the software, unless the change is due to the defect in the software. Software maintenance will be billed net 30-days after customer acceptance. Government-Furnished Equipment and Government-Furnished Information Utilizes VA computer workstations, laptops, monitors Security VISTA Interface, access to employee and patient information Place of Performance VISN 15 Facilities Period of Performance Annual or Perpetual License?
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/VA/LeVAMC/VAMCKS/VA25514Q1076/listing.html)
- Record
- SN03362134-W 20140511/140509234437-fd4509722d0442df63d318817fb539ae (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 |