6530--Intent to Sole Source - AcuStaf Staffing Schedule/Labor Managment System

NOTICE OF INTENT TO SOLE SOURCE: IAW FAR 5.101 this notice is to advise the public that The Department of Veterans Affairs Network Contracting Office 4, intends to award a sole source, Firm-Fixed-Price Contract to AcuStaf Development Corporation, Inc. for an emergent need to support staffing and scheduling requirements, track nursing workload, provide personnel management tools, and interface with existing VA System at VA Pittsburgh Healthcare System, University Drive C, Pittsburgh, PA 15240. Sole source due to the unusual and compelling urgency IAW procedures prescribed in FAR 13.106-1(b) THIS NOTICE OF INTENT IS NOT A REQUEST FOR COMPETITIVE PROPOSALS or QUOTATIONS. Responsible sources may identify their interest by submitting capability information that clearly demonstrates the capability to perform the required work and are able to provide valid certification to provide service by AcuStaf, by 12 Noon EST, on Monday, January 30, 2023. A determination by the Government not to compete this proposed contract 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 Government will not be responsible for any costs associated with the preparation of responses to this notification. All inquiries and submittals must be sent via email to Angelamarie Scott, Contracting Officer, contact@example.gov . Telephone inquiries will not be accepted. Statement of Work Background/Scope: The VA Pittsburgh Healthcare has an emergent need for contract; base plus 4 options years the AcuStaf Staff Scheduling/Labor Management System; this to support staffing and scheduling requirements, track nursing workload, provide personnel management tools, and interface with existing VA System. The primary use of the system will be scheduling staff, 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. The hospital-based staffing requires 24-hour coverage day, seven days per week. Nursing staff and other staff work a variety of shifts at variable pay rates. This staff scheduling system accurately correlates and calculates time and cost by work unit, nurse and other staff type pay variables. This system is needed to help to manage time and scheduling for the workforce to be able to forecast needs and costs for our nation s Veterans. The urgency of this request is because this is the only method our facility has in place to be able to coordinate and plan for staff scheduling needs and ensure that there is a continuum of care for Critical Care, Surgery Service, OR, Acute Care, Inpatient Behavioral Health, and Sterile Processing Services staff needed to care for our nation s Veterans at VA Pittsburgh Healthcare System; a 24/7 facility. Without the proper staff scheduling software in place. Period of Performance: 2/1/23 to 2/1/24 Specific task Requirements: 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. Product / Vendor Requirements: 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). 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. Training/Implementation Vendor to provide implementation specialists to manage software implementation and provide training. Vendor to provide on-site training at each facility to nursing leadership (including managers, service chiefs, nursing informatics staff, etc.), IT, and SPS staff, etc. Training will include 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 Roll Out Employee Access Position Tracking Courses and Consultation Staffing Methodology Class Executive Analytics Class Reports Workshop Data Mining & Scorecards Set Up Alerts Ongoing support Unlimited email and phone support Emergency telephone support line 24/7/365 should an issue arise during the off-tours to be answered by a support person; issue resolution time = one hour, on average Weekly phone call for VA users to resolve issues and demonstrate new features that are released every four weeks in the software update Product Description: We require the following requirements to fulfill this request: Base Year 02/01/2023-01/31/2024 Base Year: 3001 Labor Management Software GSA Price Cap: Includes software license for up to 5,000 active employees Base Year: GSA Consultation/Training with 2% VA Discount 6 days of annual training (QTY 6 Days of Training) Base Year: AcuStaf system set up and training for implementing the following areas: PLMS Core Laboratory, PLMS Phleb/Processing, PLMS Micro/Immuno, Surgical services- Operating Room, Sterile Processing Service, Geriatrics, GEC, HBPC, GE CLC, CB Direct Reports, BMC, DOM and PRRTP, Pharmacy 6 days of training (QTY 6 days training) Base Year: Collaborative Scheduling implementation/training for the following areas: PLMS Core Laboratory, PLMS Phleb/Processing, PLMS Micro/Immuno, Surgical services- Operating Room, Sterile Processing Service, Geriatrics, GEC, HBPC, GE CLC, CB Direct Reports, BMC, DOM and PRRTP, Pharmacy (QTY. 2 days of training) Areas T&L # 303 Acute CareFloat MSAs 304 Acute Care Sitters 307 Acute Care Unit 5W 310 Acute Care Unit 6W 311 Acute Care Unit 4W 328 Acute Care PCCs 332 Acute Care IV Team 350 LTC PCCs, NMs 351 LTC Unit 1N 353 LTC Unit 1S 354 LTC Unit GS 357 LTC Unit 2B 358 LTC Unit 3B 359 LTC Unit 2A (not currently open) 360 LTC Unit 3A 373 BH CB Unit 3CB 377 BH CB Unit 4CB 378 BH CB Unit 5CB Newly Added T&L Service Line Areas Base Contract Includes the following: 101 PLMS Core Laboratory 104 PLMS Phleb/Processing 107 PLMS Micro/Immuno 118 Surgical services- Operating Room 320 Sterile Processing Service 019 Geriatrics 023 GEC 024 HBPC 021 GE CLC 362 CB Direct Reports 411 BMC 930 DOM and PRRTP 070, 071, 072, 073, 470, 770, 771 Pharmacy 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: Delivery Location: Delivery Location is as follows: at the VA Pittsburgh Healthcare System, University Drive C, Pittsburgh, PA 15240. Additional Charges: There will be no additional charge. If there is a need for the vendor to perform on site training the vendor would be responsible for ensuring that they utilize the Symplr System as described below to remain in compliance with VAPHS policies and standards. Contractor requirements prior to notice to proceed on site Have VA approved form of identification Will need to wear a mask while on the premises and be screened on the way in each day. Contractor Personnel Security Requirements Contractor may not have access to the VA network or any VA sensitive information under this contract. Contractor owned computer equipment including laptops are not permitted to be connected to the VA network. Any removable storage device used in medical equipment must be scanned by Biomed or OIT. The following language from VA Handbook 6500.6 is required in this contract: The Contractor may not have access to the VA network or any VA sensitive information under this contract. This software does NOT store PHI/PII information. Clinical Vendors (entering patient care areas/direct patient involvement): Vendor access to the VA Pittsburgh Healthcare System is generally by appointment only and requires credentialing through our vendor credentialing partner, Symplr at https://www.symplr.com/. Symplr registration is at cost to the vendor. Each vendor must complete all requirements of VAPHS in the Symplr system and be in a green light status to be on premises. In the event a vendor is red lighted, a replacement vendor must be substituted and in a green light status or the appointment will be cancelled. All vendors are required to check in at the Symplr kiosk using their smart phone (University Drive) or desktop check-in with Symplr login (Heinz) and obtain a day badge which will include date, time, and location of approved appointment. Company badge with photo ID is also always required to be worn while onsite. Vendors are only permitted to visit the location identified on their badge and must exit the facility promptly, checking out via their smart phone once appointment has ended. - Current cost $249/year (standard plan) Service (Non-Clinical) Vendors: Vendor access to the VA Pittsburgh Healthcare System requires credentialing through our vendor credentialing partner, Symplr at https://www.symplr.com/. Symplr registration is at cost to the vendor. Each vendor must complete all requirements of VAPHS in the Symplr system and be in a green light status to be on premises. In the event a vendor is red lighted, a replacement vendor must be substituted and in a green light status or the appointment will be cancelled. All vendors are required to check in at the Symplr kiosk using their smart phone (University Drive) or desktop check-in with Symplr login (Heinz) and obtain a day badge which will include date, time, and location of approved appointment. Company badge with photo ID is also always required to be worn while onsite. Vendors are only permitted to visit the location identified on their badge and must exit the facility promptly, checking out via their smart phone once appointment has ended. - Current cost: $99/year. INFLUENZA VACCINATION: VHA Directive 1192 requires all health care personnel (HCP) to participate in the seasonal influenza prevention program and outlines the key implementation steps. Health care personnel is defined in VHA Directive 1192 as all VA licensed and unlicensed, clinical, and administrative, paid, and unpaid, full- and part-time employees, intermittent employees, fee basis employees, VA contractors, students, researchers, volunteers, and trainees who work in VHA locations. HCP covered by the policy are expected to receive annual influenza vaccination. This requirement is extended to all Contractor personnel with potential to come into minimal contact (passing in the corridor) with any patients, visitors, or staff members at VAPHS. Those individuals unable or unwilling to be vaccinated are required to wear a face mask throughout the influenza season. Masks are available at entrances throughout the medical center. It is the responsibility of the contractor to ensure that all contract staff is compliant with the requirements outlined in VHA Directive 1192. The contractor shall maintain the following documentation: Documentation of vaccination, e.g., signed record of immunization from a health care provider or pharmacy, or a copy of medical records documenting the vaccination. Completed Health Care Personnel Influenza Vaccination Form (Attachment B of VHA Directive 1192) if unwilling or unable to receive the vaccine. The contractor is required to submit annual certification in the form of a memorandum to the Contracting Officer s Representative (COR) that all contract staff performing services at VA facilities is in compliance with VHA Directive 1192. TUBERCULOSIS PREVENTION: Standard Personnel Testing (PPD, etc.): Contractor shall provide proof of the following tests for personnel within five (5) calendar days after contract award and prior to the first duty shift to the COR and Contracting Officer. Tests shall be current within the past year. Tuberculosis Testing: Contractor shall provide proof of a negative reaction to PPD testing for all contract personnel. A negative chest radiographic report for active tuberculosis shall be provided in cases of positive PPD results. The PPD test shall be repeated annually. Rubella Testing: Contractor shall provide proof of immunization for all contract personnel for measles, mumps, rubella, or a rubella titer of 1.8 or greater. If the titer is less than 1.8, a rubella immunization shall be administered with follow-up documentation to the COR. Negative COVID-19 viral test: The facility is recommending a negative COVID-19 viral test not more than 72 hours prior to presenting onsite for vendors who are required to be onsite.