J065--QGenda Scheduling Automation FR Activation

Pre-solicitation Notice of Intent to Sole Source Pre-Solicitation Notice of intent to award a sole source contract. This is not a solicitation. The Department of Veterans Affairs intends to negotiate a sole source contract with: - Government Marketing and Procurement, LLC (123922788) 13350 Ranch Road 12 Wimberley, TX 78676 Unique Entity ID (SAM): E3W3M92ASRQ5 The Department of Veterans Affairs VA Medical Center intends to award a purchase order, Firm Fixed Price, Sole Source contract for QGenda Scheduler Automation. The intent is to procure these services on a sole source basis. - The NAICS 513210. The size standard $47M. The PSC/FSC is J065. - - - Interested persons may contact the Contracting Officer/Contract Specialist by email at sharieka.wright@va.gov regarding this procurement. The determination to conduct a competitive procurement based on responses to this notice is solely within the discretion of the Contracting Officer. - Response must be received on 07/20/2023 by 5PM CST. SEPG 357681 Statement of Objectives (SOO) SCOPE OF REQUIREMENT This service would like to purchase QGenda which is an effective scheduling solution that has a record of driving efficiency and performance. Their market leading physician scheduling solution, along with deep specialty experience and unique customer success model, are why health systems select QGenda to help them optimize provider performance. This scheduling system will enable our service to build our schedules with the highest quality, transparency, flexibility, and fairness possible with amazing ease. QGenda s has a powerful, interactive scheduling engine that solves conflicts as the schedule is built, and creates a schedule that reduces labor expenses while maintaining proper coverage and improving performance The Department of Veteran Affairs, VISN 01, VA Boston Healthcare System due to numerous factors has a requirement for: A program for the development of schedules for the clinicians assigned to the Anesthesiology Service. The assignments must be accurate and comprehensive and ensure coverage for all requirements. The objective of this task order is to provide: The Anesthesiology Service provides in house coverage 24 hours a day, 7 days a week. The staff consists of physicians and nurse anesthetists who support West Roxbury, Jamaica Plain, Brockton and Lowell. At this time the services is using a spreadsheet to identify the status of each person every day. This stubby pencil exercise is inefficient and can easily generate errors in coverage. It is imperative that we purchase this system in order to utilize a comprehensive system that will manage all of our requirements while ensuring that updates are handled and communication flow is in place. PLACE OF PERFORMANCE x VA Boston Healthcare System 1400 VFW Parkway West Roxbury, MA 02301 1.2 HOURS OF OPERATIONS Delivery schedule shall occur from 7:00 a.m. to 3:30 p.m., Monday through Friday, excluding Federal Holidays. 1.3 POINTS OF CONTACT Contract Specialist (CS): Sharieka Wright, sharieka.wright@va.gov Delivery and Warehouse Information: West Roxbury 857-203-5832 Jamaica Plain 857-364-6054 Brockton 774-826-1937 DESCRIPTION OF REQUIREMENT Description Manufacturer Model Number Quantity Unit of Purchase QGenda Sched Automation FR Activation MD 40 ea QGenda Sched Automation FR Term Lic 40 ea QGenda Sched Automation Trainees 4 ea QGenda Sched Automatiom Term License 4 ea ADDITIONAL REQUIREMENTS Description of any specific requirements that are in addition to the 2.0 Description of Requirements or the 1.0 Scope of Requirements did not cover. This section includes salient characteristics of the items needed. Imagine if the item isn t a sole source product and there are multiple sources available that can provide the item you need or its equivalent. What would be the requirements needed to be met by the vendors products to meet the minimum acceptable requirements? Minimum/Maximum heights, weights, colors, sizes etc. Must be able to support the VA s Single Sign On Vendor. . Must have the ability to connect to other systems. If the facility has Vocera, must provide a schedule integration with Vocera for Voice Group Assignment and also have an existing mobile application to mobile application with Vocera. . Must have the ability to offer dual-integration to Vocera for both populating Vocera Voice Group as well as deep link between each vendors mobile applications. . Must assign a US based dedicated support resource that consults the facility at no additional cost, and provide additional support services via phone or online Monday through Friday 9:00AM 6:00PM (Eastern Time Zone). . Must support the ability to pull reports on-demand and be exportable to excel, pdf, and csv including number of shifts worked, call fairness, weekdays vs weekends, PTO reports, etc. . Must be able to create schedules as far out in the future as desired (Monthly, Quarterly, Annually, etc.) . Must be able to create, maintain and provide access to clinician schedules through the use of a secure, facility-specific web site and mobile application. . Must be 100% Web-Based accessible by a web browser both inside the VA hospital and outside and not locally hosted and/or require additional hardware/software at the facility. . Must be accessible via native iPhone & Android mobile applications and provide full enduser functionality (schedule viewing, requesting, swapping, etc.) FedRAMP approved use from both military and personal smart phones. . Must offer multiple ways of creating the schedule including the ability to have software automations create the schedule. The automations should use a rules-based engine, powered by a configurable algorithm. . Must be a solution with interactive/intuitive logic to prevent scheduling gaps if algorithm is unable to reach "100%" during the automated build process which presents data related to conflicts and suggestions on provider availability. . Must be a solution that can take into account various preferences/rules for consecutive shifts and allows for more variable numbers of consecutive, time-based shifts. Must be a solution with the ability to track provider targets in "real time" as it relates to the number of shifts or hours as well as consider this information in future automated schedule builds. . Must be able to incorporate individual provider scheduling preferences. . Must provide user friendly, decision support tools to aid in the efficient creation of schedules. Must support the ability for providers to submit requests for open shifts, specific roles or time off electronically. It should also enforce any limits that a facility would like to put in place. . Must be able to support functionality which allows administrators and providers to put shifts up for pickup (QGenda's "available shifts" board) and ability to request to pick shifts up. . Must be able to support a multi-tier approval process. . Must be able to filter schedule data in any format (by region, by site, by provider type, etc.). . Must be available via native mobile applications for both the iOS and Android platforms. It should provide the ability to view schedules, filter those views and integrate with other office/personal scheduling applications such as Outlook or Gmail. . Must be able to support the request process through the mobile application. It should also let providers submit shifts to a swap market for time they are looking to take off and also allow them to pick up shifts from other providers looking to change their schedule. Must have the ability to configure various levels of user permissions and associated functionality at the enterprise, departmental and user level. Must support the ability to create tickets when substantial changes are made to the schedule so other areas of the hospital are aware of said changes and can plan accordingly (ex. a provider requests to cancel a clinic day and a ticket is created so the patient access team knows they need to update the EMR with the clinic changes so patients do not show up when the provider is no longer covering the clinic).