Nurse Staffing Scheduling Software

This announcement is issued for informational and planning purposes only. This Request for Information (RFI) is not a Request for Proposals (RFP) and is not to be construed as a commitment by the Government to issue a solicitation or ultimately to award a contract on the basis of this RFI or otherwise pay for the information solicited. Responses to the RFI will not serve as proposals, bids, or offers, which could be accepted by the Government to form a binding contract. The Department of the Treasury's Bureau of the Fiscal Service (BFS) on behalf of the Armed Forces Retirement Home (AFRH) is conducting market research to determine the feasibility of small businesses that can provide Nurse Staffing Scheduling Software that is internet accessible 24/7 on computer and mobile devices. The software should allow the medical staff to do schedule individually, allow supervisors to approve schedules and/or time off, and provide reports for weekly, monthly, and quarterly reports. This RFI is set aside for small businesses. Offerors interested in this procurement and willing to present a online demonstrations of their software shallThe number of nurses in Gulfport is 41 and in Washington, DC is 84; the total number of all nurses is 125 in AFRH. The Contractor shall shall supply an electronic scheduling system that shall meet the highest level of federal internet security, be compliant with the Federal Information Security Management Act (FISMA), and allow AFRH 24/7 access by designated AFRH staff to enter and obtain data and documentation, when needed. The contractor must remain up to date on any changes in medical staff scheduling requirements as currently published by Commission on Accreditation of Rehabilitation Facilities (CARF), The Joint Commission (TJC), National Committee for Quality Assurance (NCQA), and/or the National Association Medical Staff Services (NAMSS) The Contractor shall: a. Contractor shall provide a Cloud/Web-Based software application, accessible 24/7 from multiple loca-tions. b. Maintain expert knowledge on scheduling standards as outlined by TJC, CARF, NCQA, and NAMSS. c. Service shall meet or exceed TJC, NCQA, and NAMSS standards. d. The software shall meet the following requirements: 1. Allow administrative staff to build set schedules and set schedule limits. 2. Allow designated staff to self schedule 24/7 from a computer or mobile device. 3. Allow schedule dates to be closed at specific times. 4. Allow supervisors to manage and adjust schedules. 5. Allow supervisors to set rules for scheduling. 6. Provide flexibility to set shifts by floor, unit, resident type, etc. 7. Provide the capability for designating seniority, credit, balancing mixes of types of medical providers. 8. Provide the capability to block off schedule times when maximum number of slots are filled. 9. Allow sign-off capabilities for staff when they have requested schedules, need to have time off, and have completed their designated schedules. 10. Provide messages to staff as they enter their schedules as to what is available, what is needed, what to do in case their desired schedule is not available. 11. Provide for supervisor approvals and messaging. 12. Provide alerts and notifications to and from staff when - call-in' cancellations occur. 13. Provide schedule reports online and in real time. 14. Provide interoperability with WebTA (?? - not sure we want this) 15. Have the ability to set holidays and specific days off. 16. Provide scheduling capability for non-productive hours (for meetings, training, etc.) 17. Cover 24 hour shifts in various increments (8 hours, 12 hours, 4 hours, etc.) 18. Provide for an intermittent pool and floats who are available to fill empty schedule slots. 19. Provide forecasting schedule tools for multiple and adjustable time frames (weekly, monthly, quarterly, annually). 20. Produce reports for all schedules. 21. Collect scheduling data and provide statistical reporting for time usage. 22. Provide forecasting ability for numbers of providers required for designated periods of time. e. Provide training to selected AFRH staff on the use of the contractor's scheduling system, which includes any upcoming changes to said system. f. Provide an opportunity for the AFRH to engage in the contractor's quality control process, when neces-sary, to resolve concerns about transmission errors, inconsistencies, or other data issues that may be identified. SOFTWARE REQUIREMENTS. a. Features (1) Cloud/Web-Based 24/7 accessible software. (2) Software and systems support compatible with AFRH's computer system for transmitting infor-mation and that is in compliance with the Federal Information Security Management Act (FISMA). (3) Built-in reports and ad-hoc reporting capability (4) Programing flexibility to adapt to the changing healthcare environment (5) Flexible, system generated work list and follow up capabilities (6) Quality assurance mechanisms (7) Allow AFRH 24/7 accesses by staff to review and obtain data and documentation, when needed. (8) Cloud/Web-based automated online application service that allow individual practitioners the ability to complete scheduling online. b. Standards (1) Federal internet security at highest levels (2) Federal Information Security Management Act compliance (3) Cloud/Web-Based, streamlined and automated process for scheduling that meets or exceeds The Joint Commission (TJC) or National Committee for Quality Assurance (NCQA) standards. (4) Remain up to date on all changes in scheduling requirements as published by TJC, NCQA, and NAMSS. INFORMATION TECHNOLOGY SYSTEM REQUIREMENTS. a. Operating Environment: The selected Cloud/Web-Based services should operate in and be minimally compliant with the following -- (1) Windows 7 operating system for desktop computers (2) Google Chrome Version 31.0.1650.63 m or Internet Explorer version 10 (3) 508 Compliant (4) The selected services should be able to export or import files that are developed in a Microsoft Office (Word, Power Point, Excel, Access) or Adobe (PDF) environment. b. Security Compliance: Obtain Cloud or Web-Based services with the requisite Security, Confidentiality, Integrity, Availability, and Privacy levels and controls that are compliant with regulations, including -- (1) Federal government regulatory compliance requirements (i.e., Privacy Act, Federal Information Security Management Act (FISMA); Confidential Information Protection and Statistical Efficiency Act (CIPSEA); Federal Records Act; Freedom of Information Act; Trade Secrets Act; Health Insurance Portability and Accountability Act (HIPAA); Privacy Rules, etc...) (2) Security standards and security control requirements for a Moderate Impact system (FIPS 199 rating) as described in NIST Special Publications (SP) for Cloud/Web-Based computing (SP 800-144, SP 800-145, and SP 800-146) as well as NIST SP 800-53 Rev 4 with an accepted Certification and Accreditation (C&A) or Security Authorization Privacy Act, Title 5 of the United States Code (U.S.C.) - 552a and applicable agency rules and regulations Prior to approval for AFRH operational readiness, the contractor shall be required to provide (for Government review and acceptance) the complete set of Security Assessment and Authorization artifacts, as required by FISMA, for the information system having a Moderate security categorization. The deliverables are required to support system certification and AFRH Authorization to Operate (ATO). c. Data Migration: Conduct a seamless and expedited transition from current electronic environment with minimal service disruption to day-to-day business operations, while ensuring data security and integrity: (1) Plan and conduct an expedited transition from the current electronic environment to the new envi-ronment preserving data integrity and with minimal disruption to the users. (2) Migrate all AFRH identified scheduling data (desktop data migration) to the new Cloud/Web-Based Services environment. (3) Achieve a high degree of user acceptance and adoption of the Cloud/Web-Based services (4) Establish an efficient and feasible data migration plan for existing scheduling data stored on AFRH computer system. (5) Improve workforce efficiency and effectiveness and reduce costs by standardizing on the Cloud or Web-Based services, and enabling user adoption of expanded functions and new capabilities. (6) Deliver a training plan and associated end user and administrator training materials to support proficiency with service offerings and service management capabilities (7) Include an executable exit strategy that would allow data portability to another solution or Cloud or Web-Based platform upon contract completion/termination and that demonstrates transition readiness d. Technical and Service Integrity Objectives: Obtain Cloud/Web-Based services with proven high de-gree of confidentiality, integrity, reliability and availability which should, at a minimum -- (1) Provide 99.9% availability, or higher, to all AFRH users with an acceptable applied penalty schedule (2) Prevent the loss of AFRH data, service degradation, and/or service disruption to AFRH users in the event of planned or unplanned outage (3) Provides the capability - including necessary capacity and availability - that ensures immediate and uninterrupted delivery of critical email notifications as described in the Statement of Objectives (SOO) (4) Provide 24 hours per day, seven days a week, 365 days per year troubleshooting service and support for outages, and issue resolutions (5) Provide for a standalone solution in the event that internet access is interrupted or degraded. (6) Standalone applications must be completely compatible with Cloud/Web-Based services and not require additional training to use the applications. e. Data Ownership: (1) All data is and shall remain the exclusive property of the Government. The scope and pricing of the agreement must ensure that the Government may have access and download capability of all data for research, investigation, transfer, or migration to other systems in a readable format. (2) The Offeror shall provide notice immediately of any third-party request for AFRH data and the re-quest cannot be serviced without AFRH's prior approval. f. Sensitive and Embargoed Data: In accordance with the Federal Acquisitions Regulations (FAR) clause 52.239-1 in meeting the scope and objectives of this SOO, the Offeror shall protect the confidentiality of confidential information by adhering to safeguard principles, including (1) Emphasizing to their officers, employees, contractors, and agents the importance of protecting the confidentiality of information in cases where the identity of respondents can reasonably be inferred by either direct or indirect means; (2) Training their officers, employees, contractors, and agents in their legal obligations to protect the confidentiality of respondent identifiable information, and in the procedures that must be followed to provide access to such information; (3) Implementing appropriate measures to assure the physical and electronic security of confidential data; (4) Establishing a system of records that identifies individuals accessing confidential data and the pro-ject for which the data was required; (5) Being prepared to document their compliance with safeguard principles to other agencies authorized by law to monitor such compliance; (6) Not publishing or disclosing in any manner, without the Contracting Officer's written consent, the details of any safeguards used by the Offeror under the resulting contract or otherwise provided by or for the government. In response to this RFI we are asking that respondents to provide the following information: 1. The name and location of your company, DUNS, contact information, and information pertaining to any socio-economic status your company may hold such as: 1) small business; 2) 8(a) business; 3) HUBZone small business; 4) small disadvanataged business; 5) woman-owned small business; 6) veteran-owned small business; 7) service-disabled veteran-owned small business, or 8) large business. 2. A brief capabilities statement (not to exceed 5 one-sided, 8x11", 12-point font pages) that includes: - Company overview and the services provided - Relevant company experience related to: - Functional expertise and change management experience in Nurse Staffing Scheduling Software services of other federal government agencies. - Demonstrated knowledge of the National Committee for Quality Assurance (NCQA), the Joint Commission and Commission on Accreditation of Rehabilitation Facilities (CARF) requirements. - Provide information on the your Electronic Nurse Staffing Scheduling system The following file extensions are not allowable and application materials/data submitted with these extensions cannot be considered: .bat, .cmd, .com, .exe, .pif, .rar, .scr, .vbs, .hta, .cpl, and .zip files. Microsoft Office compatible documents and .pdf files are acceptable. No other information regarding this Request for Information (RFI) will be provided at this time. NO SOLICITATION IS AVAILABLE. A request for more information, or a copy of the solicitation, will not be considered an affirmative response to this RFI. Telephone responses to, or inquiries about, this RFI will NOT be accepted. Offerors interested in this procurement and willing to present a online demonstration of their software shall Respond to this RFI by 2:00p.m. ET on February 23, 2014. Responses must be submitted electronically to purchasing@fiscal.treasury.gov, with the subject line "RFI-AFR-15-0028, Attn: HS/SB".