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FBO DAILY - FEDBIZOPPS ISSUE OF OCTOBER 17, 2014 FBO #4710
DOCUMENT

70 -- Nurse Staff Scheduling Software - Attachment

Notice Date

10/15/2014
 

Notice Type

Attachment
 

NAICS

541519 — Other Computer Related Services
 

Contracting Office

Department of Veterans Affairs;G.V. (Sonny) Montgomery VAMC;1500 E. Woodrow Wilson Dr.;Jackson MS 39216
 

ZIP Code

39216
 

Solicitation Number

VA25615N0031
 

Response Due

10/23/2014
 

Archive Date

11/22/2014
 

Point of Contact

Tammie Chaney
 

E-Mail Address

tammie.chaney@va.gov
(tammie.chaney@va.gov)
 

Small Business Set-Aside

N/A
 

Description

The Department of Veterans Affairs is conducting a MARKET RESEARCH SURVEY to obtain information regarding potential qualified sources and their size classification (service disabled veteran owned small business, veteran owned small business, hub zone, 8(a), small disadvantage business, woman-owned, small business, or large business) relative to NACIS 541519. Your responses to the information requested will assist the Government in determining the appropriate acquisition method, including whether a set-aside is possible. 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 this type of service. Please include the following: (a) staff expertise including their availability, experience, and formal and other training; (b) current in-house capability and capacity to perform the work; (c) prior completed projects of similar nature; (d) corporate experience and management capability; and (e) examples of prior completed Government contracts, references, and other related information. 3) Submit Capability Statements by October 23, 2014 to: Department of Veterans Affairs, NCO 16 - ATTN: Tammie Chaney. Responses should be received no later than 11:00 AM CDT. Submissions must be made via email to: Tammie.chaney@va.gov. 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. STATEMENT OF WORK VHA 16 South Central 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; frequency, intensity and duration of patient care needs; 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 verifiable data, match nursing competency to patient needs, allow self-scheduling options to nursing staff, and provide data for outcome measurements. This will enable VISN 16 and the Office of Nursing Services (ONS) to create strategic plans based on retrievable and accurate data. The system will accommodate today's increasing staffing challenges through the integration of informatics, decision support systems, and technology. Staff scheduling involves staff planning, including adherence to VA Directive 5011/2, and VA Handbook 5011 Hours of Duty and Leave. This system also allows each VISN 16 participating facility to accurately account for time and pay in accordance with defined payment schedules. Nurse managers must have the flexibility to determine the appropriate nursing staff to meet patient care needs, while considering a constellation of important variables, to include, but not be limited to the following: scheduled, unscheduled and military leave, FMLA, education/training, experience, orientation/validation of staff competencies, temporary staff, frequency, intensity and duration of patient care needs (on all tours of duty), physical layout of the unit, availability of hospital support staff and other resources, technology and contingency plans, and unit turbulence the number of admissions, discharges and transfers), and medical emergencies. Objectives There is a need for a system to match the changing care needs of the patients with the appropriate Nursing Hours Per Patient Day (NHPPD) and skill mix. Hospital-based staffing requires 24-hour coverage per 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, skill mix (e.g., RN, LPN) and pay variables. Nurse executives need accurate and timely data to plan for current and future staffing needs and costs. This system will provide the tools needed to help manage their workforce; hence, providing quality, efficient, cost-effective care. Multiple standardized reports as well as ad hoc reports will provide essential data needed to track and trend the reliability and effectiveness of the system. The system of choice will be able to provide an interface with VistA and/or VATAS, the timekeeping systems currently in use in VHA. Scope Integrated systems and automated data extraction tools are necessary to efficiently and effectively assign staffing resources and monitor standards of care. This system will pull from existing systems that already have the data stored to avoid duplication of effort, and will feed the other downstream data systems. The primary use of the system will be for staffing and scheduling, thus allowing managers the ability to coordinate schedules, collect, track and analyze data, generate reports, and coordinate work assignments to meet patient care needs. Tasks or Requirements "Appropriate response to the fluctuations in patient census and the frequency, intensity and duration of patient care needs by using embedded decision support tools. "Adequate staffing levels based on the frequency, intensity and duration of patient care needs and other care related variables. "Ability for the nurse managers to set staffing level parameters to prevent over or understaffing of the units when using self-scheduling option. "Calculate Nursing Hours per Patient Day (NHPPD) and skill mix by percentage. "Compliance with VA Directive 5011/2, and VA Handbook 5011 Hours of Duty and Leave and other regulatory mandates for staffing regulations and monitors. "Collection of data to prepare staffing reports, develop strategic plans and improve hiring practices. "Ability to create reports regarding licensure, certifications, emergency notifications, staff assignment codes, etc. "Generation of predefined and ad hoc reports. "Self-scheduling ability (major nursing satisfier). "Accurate accounting of contract, agency and travel nursing utilization. "Controlled access login "Will eliminate the duplication of documentation of employee work schedules by managers and timekeepers. "Shall eliminate the need for staff to enter requests for leave into two systems. Selection Criteria Offeror shall provide equipment that meets or exceeds the following requirements. Responses shall include a statement of compliance to each bullet item, utilizing the provided format, and a succinct description that permits technical evaluation of features and functionalities. A Best Value contract will be awarded based on technical evaluation, past performance, and price. Deliverables or Deliver Schedule Specifications 1.Utilizes an HL7 interface with VistA or VATAS (add additional interfacing systems; DSS, VANOD, etc. based on software) that brings in real-time Admit, Discharge, and Transfer information (numbers only; no patient sensitive information will be transmitted). The interface would be utilized to extract data without impacting the system from which data is being extracted. This data will be utilized by nurse leaders to determine staffing needs based on the current census as well as census fluctuation patterns over time. Required functional capabilities: 1.Demographic Tracking tools: maintains employee contact information (includes 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 the nurse manager to set target staffing levels and ranges to ensure adequate staffing levels on all tours "Allow staff to make themselves available for overtime, request leave and allow them to self-schedule and provides a messaging system between staff and managers "Post current leaves balances of staff for Managers only "Enable Nurse Manager to balance and approve schedules before posting "Ability to process 8, 10, and 12 hour shift combinations "Allows Nurse Manager to make changes for staff members after schedule is approved and posted 3.The software would include Staffing Methodology parameters for target NHPPD and high and low variance limits Track 1:1 hours by purpose for SI, HI, Fall Prevention, or maintenance of therapy Proficiency System: "Ability to generate and maintain repositories of anecdotal notes for proficiency input, specialty certification tracking, licensure tracking, education (all degrees earned, skill-based competencies tracking, ACLS/131.5 tracking, continuing education tracking, mandatory education 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 skill mix and NHPPD, etc. - as they apply to individuals being scheduled to work: "Apply union requirements stored in the system to create staffing schedules so that schedules follow AFGE, NAGE and other union agreements. "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 "Consider permanent schedule requests when generating schedules "Apply rotating shifts rules within union agreements when generating schedules "Capabilities to accommodate scheduling changes based on patient census and frequency, intensity and duration of patient care needs "Apply patient acuities to staffing needs "Track nursing hours per patient day "Generate schedules that include nurses on alternate work schedules (as defined in Alternate Work Schedules Directive), compressed tours and regular eight hour tours. "Capability to allow or restrict swapping unit assignments based on competencies "Capabilities to restrict overtime assignment based on regulations that prohibit RN's from working more than a total of 60 hours in a rolling 7-day period. "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 "Staff bidding on open positions (Staff to staff communication, e.g., to swap shifts), to include staff alerts when open positions are available "Exchange shifts between co-workers "Capability for staff to turn off notifications/alerts "Produce reports for long-term strategy for hiring staff "Alert timekeepers of changes between staff members and nurse managers "Allow staff to access scheduling at home (off-site) 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 and document existing workflow processes "Label configuration of job codes, units and leave schedules "Phase 2: System Configuration "System Administrator Training in house with additional web-based training support as needed "In-house for all parties. Security configuration "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. A backup of the schedule will be created every four hours in case of computer/network failure. This backup will be accessible for printing and use as a contingency schedule. Government-Furnished Equipment and Government-Furnished Information Utilizes VA computer workstations, laptops, monitors Security VISTA Interface, DSS, PEV, VATAS, etc. access to employee and patient information Place of Performance VHA VISN 16 South Central Period of Performance Implementation will be completed at the end of Phase 5 as outlined above. Software Maintenance is purchased annually in 12-month increments, and will include software upgrades and repairs. No data transmission or access will be needed by the contractor. Interfacing systems will be verified and the priority level of the systems will be determined.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/JaVAMC/VAMCCO80220/VA25615N0031/listing.html)
 

Document(s)

Attachment
 

File Name: VA256-15-N-0031 VA256-15-N-0031_1.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=1681511&FileName=VA256-15-N-0031-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=1681511&FileName=VA256-15-N-0031-000.docx

 

Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
 

Record

SN03550502-W 20141017/141015234234-ae15d797d9537fddf2de2939aa2acd99 (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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