Loren Data's SAM Daily™

SAMDAILY.US - ISSUE OF JUNE 23, 2021 SAM #7144
SOURCES SOUGHT

65 -- AcuStaf Software

Notice Date

6/21/2021 11:16:25 AM
 

Notice Type

Sources Sought
 

NAICS

541519 — Other Computer Related Services
 

Contracting Office

256-NETWORK CONTRACT OFFICE 16 (36C256) RIDGELAND MS 39157 USA
 

ZIP Code

39157
 

Solicitation Number

36C25621Q1233
 

Response Due

6/25/2021 2:00:00 PM
 

Archive Date

07/15/2021
 

Point of Contact

William Shaver, Contract Specialist, Phone: 601-206-6953
 

E-Mail Address

William.Shaver@va.gov
(William.Shaver@va.gov)
 

Awardee

null
 

Description

DEPARTMENT OF VETERANS AFFAIRS VETERANS INTEGRATED SERVICE NETWORK (VISN) 16 G.V. SONNY MONTGOMERY VETERANS HEALTHCARE SYSTEM REQUEST FOR INFORMATION 36C25621Q1233 REQUESTED RESPONSES: The intent of this Request for Information is to establish sources in order to define the procurement strategy. Interested contractors are requested to respond in accordance with the following Please respond to this RFI if you are capable of providing the brand name products listed in the Statement of Work and Schedule found in the background section below. In the response please cite business size status. POTENTIAL SOURCES SHALL PROVIDE THE FOLLOWING INFORMATION IN THEIR RESPONSE: 1) Company name, address, phone number, primary contact(s), e-mail address, NAICS code(s), business size (i.e., small/large) and DUNS Number. 2) Provide a Statement of Capability that demonstrates the offeror's past performance in providing these types of supplies. Please include the following: (a) Proof of OEM or OEM distributor of brand name supplies. (b) examples of prior completed Government contracts, references, and other related information. CONTACT INFORMATION AND RESPONSE DUE DATE: Please email all responses to William.Shaver@va.gov. Please respond to this RFI no later than 16:00 Central Standard Time on Friday, June 25, 2021. DISCLAIMER: This RFI is issued solely for informational and planning purposes and does not constitute a solicitation. Responses to this notice are not offers and cannot be accepted by the Department of Veterans Affairs to form a binding contract. Respondents are solely responsible for all expenses associated with responding to this RFI. BACKGROUND: Statement of Work Introduction: Patient Care Services would like to purchase the AcuStaf: Labor Management Software. This request seeks a solution to automate scheduling and staffing processes; provide decision support for staff assignments based on the objective and variable data; improve patient care by matching nursing competency to required needs. Contractor software shall provide self-scheduling options to nursing providers and data for outcome measurements. Pull data from Veterans Health Information Systems and Technology Architecture (VistA); Decision Support System (DSS); VA Nursing Outcomes Database (VANOD) and Paid Enhancement for VANOD (PEV); 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. This system will accommodate the G.V. (Sonny) VA Medical Center, specifically being requested for nursing services. 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 is needed. Resource management not only involves staff planning, but also scores of managerial tasks including adherence to directives limiting hours of work in each time period, regulatory dictates, and special pay and time accounting accordance to defined payment schedules. Nurses functioning as managers must have the flexibility to determine the appropriate level of nurses/nursing staff for patient care needs while considering a constellation of important variables, including the various education; scope of practice; and experience levels of staff. The number of staff in 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.) Potential use in other Services is under consideration. 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 nurse managers, supervisors, service chief and secretaries, who will coordinate schedules, capture data, produce reports, and coordinate work assignments. 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 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 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 12month 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: 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. 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 I. Predict staffing needs based on previous trends (e4g. high surgery days) Provide functionality to maintain disaster preparedness (notifications and call¬backs). Communication Tools: Creates a personalized web-based dashboard for all stakeholders Based on employee access 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 reports for long-term strategy for hiring staff. 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: Project Definition 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 System Configuration System Administrator Training Security Configuration Workload and Unit Budget Validate Interface Data User Training Pilot Unit Training User Training System-Wide Project Role Out Employee Access Position Tracking Courses and Consultation Staffing Methodology Class Executive Analytics Class Reports Workshop Data Mining & Scorecards Set Up Alerts Government-Furnished Equipment and Government-Furnished Information Utilizes VA computer workstations, laptops, monitors 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. Security: VISTA Interface, access to employee and patient information Place of Performance G.V. (Sonny) VA Medical Center, Jackson, MS Hours of Operation Normal hours of operation are Monday through Friday from 8:00 am to 4:30 pm, excluding holidays All work must be scheduled in advance with the COR on a mutually agreed upon date and time. Emergency services required shall be coordinated through the COR. Contractor must be available to perform emergency services within 3 hours of notification. Federal Holidays observed by the VAMC are: New Years Day Labor Day Martin Luther King Day Columbus Day Presidents Day Veterans Day Memorial Day Thanksgiving Day Independence Day Christmas Day Period of Performance: One year. 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. 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. The primary users of the system will be Staffing Scheduling, so managers can coordinate schedules, capture data, produce reports, and coordinate work assignment to meet patient care needs. Justification: Current methods for accomplishing staffing and scheduling process have been manual in nature and as a result very time consuming, inefficient, and prone to errors. An automated staffing and scheduling program are needed to provide efficient and effective tracking of fiscal and human resources to accurately reflect productivity and workload. An automated program would significantly reduce the number of hours spend manually creating, changing, and correcting schedules; creating and updating staffing sheets; and calculating and analyzing staffing methodology data leaving more time to focus on the care delivery and performance improvement activities to enhance care delivery. 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 entered in them to avoid duplicate effort and to feed the other downstream data systems. Provide the ability to staff to appropriate staffing levels based on an acuity/patient classification information. Provide a resource management system to accurately correlate and calculate time and cost by work unit, nurse position type, and pay variables. Nurse Executives can access standardized reports to plan for current and future staffing needs and costs to help them manage their workforce. They can also create customized reports as needed to help manage their workforce. Benefits: The need/problem/opportunity: there is no real-time dynamic, integrated system to provide comprehensive and systemic accounting of nursing workload and staffing requirements or to provide scheduling 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 process. Compliance with various regulatory mandates for staffing regulations. Ability to consolidate multiple administrative needs in one package (licensure, certifications, emergency notifications, etc.) Generation of predefined reports. Self-scheduling ability (major nursing satisfier). Accurate accounting of contract/ agency nursing utilization. Success factors: production of accurate HPPD data. Increase efficiencies in managing staffing scheduling issues by 50%. Included: Deliver to: G.V. (Sonny) Montgomery VA Medical Center Warehouse, Jackson, MS A.1 PRICE/COST SCHEDULE ITEM INFORMATION ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 0001 12.00 EA __________________ __________________ G.V. (Sonny) Montgomery VA Medical Center 3001 Labor Management Software 0-200 employees 0002 1.00 EA __________________ __________________ One-Time Software Implementation Set-Up and Training Fee 0003 1.00 EA __________________ __________________ Travel Expenses *All travel must be in accordance with the Federal Travel Regulations : GRAND TOTAL __________________ A.2 DELIVERY SCHEDULE ITEM NUMBER QUANTITY DELIVERY DATE 0001 12.00 30 DAYS ARO FOR ALL ITEMS 0002 1.00 0003 1.00 DISCLAIMER This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI. End of Document
 

Web Link

SAM.gov Permalink
(https://beta.sam.gov/opp/3d75ced8cb084f4bb5095166ced26780/view)
 

Place of Performance

Address: Department of Veterans Affairs G.V. (Sonny) Montgomery VA Medical Center 1500 E. Woodrow Wilson Dr., Jackson, MS 39216, USA

Zip Code: 39216

Country: USA
 

Record

SN06037839-F 20210623/210621230117 (samdaily.us)
 

Source

SAM.gov Link to This Notice
(may not be valid after Archive Date)

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