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FBO DAILY - FEDBIZOPPS ISSUE OF OCTOBER 25, 2014 FBO #4718
DOCUMENT

70 -- RFI for Nurse Management Scheduling System - Attachment

Notice Date

10/23/2014
 

Notice Type

Attachment
 

NAICS

541511 — Custom Computer Programming Services
 

Contracting Office

Department of Veterans Affairs;Network Contracting Office 23 (NCO23);Contract Officer;4801 Veterans Drive;St. Cloud MN 56303
 

ZIP Code

56303
 

Solicitation Number

VA26315N0108
 

Response Due

11/7/2014
 

Archive Date

11/21/2014
 

Point of Contact

Dean Flanders
 

E-Mail Address

landers@va.gov<br
 

Small Business Set-Aside

N/A
 

Description

Nurse Management Scheduling System Demo RFI The St. Cloud VA Healthcare System would like to invite vendor representatives to the facility to present a demonstration of a Nurse Management Scheduling System for future procurement needs. The system will be used in all Service Lines of the VA. Facility Address: 4801 Veterans Drive, St. Cloud, MN 56303 Minimum Specification: Please see Prosed Statement of Work for specific details. Demonstration: Please come prepared to demonstrate how your Nurse Management Scheduling System works and how it addresses the items listed in the proposed Statement of Work. The audience for the demonstration will be Nurse Managers from all Service Lines, Staff Schedulers, Time Keeping Supervisor, and IT representative. Dates Requested: Tentative dates for demonstrations will be November 17th, 19th, 20th, and 21st, 2014. We will schedule demonstrations for a maximum of 1 hour and vendor must allow time for questions within that timeframe. Tentative Dates due to team member availability and conference room availability with computer connectivity/access. Please contact the POC to schedule demonstrations. Contact Information: POC: Nancy Schellinger Phone: 320-252-1670 Ext. 7778 Email: nancy.schellinger@va.gov PROPOSED STATEMENT OF WORK The St. Cloud VA Health Care System (STCVAHCS) seeks a services solution to automate nursing resource management processes. These include, but are not limited to: nurse scheduling and staffing activities; real-time decision support for staffing management, enhance the availability of data and information relevant to patient care and deployment of nursing assets. And, additionally provides scheduling options to nursing staff at multiple levels. This system will be cloud ready. St Cloud VAHCS will be looking to have a contract for the base year plus four option years. 1) Objectives 1.Implement an automated, cloud-ready, product and software management service specifically tailored for managing nurse staffing and nursing assets throughout a health care system of inpatient, outpatient and remote services. 2.Incorporate a single systems solution. 3.Match staff in numbers, skill and competency to support the acuity and needs of patients. 4.Reduce the time and costs associated with scheduling and staffing activities. 5.Manage budgets and costs. 6.Accurately track staff movement. 7.Use real-time data to support nurse staffing and nurse staff management decisions. 8.Retrieve and organize data through a robust reports mechanism. 9.Eliminate redundant work and improve data reliability through product interfaces with VHA data systems. 10.Meet requirements as outlined by statute, VHA regulations and directives and local policies. 2) Scope An integrated system and automated real-time data store is necessary to effectively assign staffing resources and monitor resource management and utilization of nursing assets. This system will have proven ability to interface with a variety of VHA data management systems and provide minimally for uni-directional data exchange. Capability for bi-directional data exchange is preferred. The intent is to purchase products/services and not individual or facility software licenses. The primary users of the system will be the nurse executive, nursing management, administrative assistants and front line nursing staff. 3) Security Considerations: 1.In accordance with VA Handbook 6500.6 Appendix B, contractor, their personnel, and their subcontractors shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security 2.An interconnection between contractor and SCVAHCS will exist with interfaces to VistA: Human Resources information, Census data, patient movement data, and clinical information using Health Level 7 interfaces. All interfaces will feed contractors system to eliminate points of double data entry and improve efficiencies. All data from these feeds will be compliant with protections for PHI 3.There must be an established Information Security Officer, who can provide oversight through the duration of the System Development Life Cycle (SDLC) phases (development, deployment, operations, and disposal) of the interconnection. 4.All contractor employees who require access to the Department of Veterans Affairs' computer systems shall be the subject of a background investigation and must receive a favorable adjudication from the VA Security and Investigations Center. Salient Characteristics: Must meet all of these salient characteristics. Item 1 1.Product exists as a software services subscription not requiring purchase of actual software or software licenses. 2.Offers annual subscription pricing. 3.Capable of Cloud computing with VHA approved entities. 4.Can minimally accommodate 600 employees. 5.Already has interconnectivity and security agreements in place with VHA to include National ISA/MOU & BAA. 6.Has already met testing and acceptance requirements and has secured a connection for cloud computing at VACO. 7.Reporting systems specifically designed to meet requirements for VHA Directive 2010-034. 8.Inclusive in subscription costs that include: 24/7-365 technical & emergency support, updates, upgrades and interface installations and any other enhancements in use at other VA facilities. 9.Support appropriate responses to the fluctuations in patient census and acuities by using embedded decision support tools. 10.Demonstrated ability to support compliance with public law and other regulatory and agency mandates for staffing regulations and monitors. 11.Demonstrated ability to consolidate data from multiple sources to support multiple administrative decision functions into a single system (licensure, certifications, emergency notifications, etc.) 12.Possess robust reporting capability including both parameter defined standardized and ad hoc reports. 13.Demonstrated ability to accommodate staff based on sets of predetermined parameters. 14.Demonstrated ability to interface with VHA data systems for the collection, retrieval and organization of period-defined (hourly, shift, daily, monthly, annually, etc.) including, but not limited to : a.management of nursing resources and associated costs b.nursing hours (HPPD) data c.patient admission, discharge and transfer activity d.clinically relevant reports 15.Utilizes an HL7 interface with Vista to transfer, (unidirectional and bidirectional) real-time data including, but not limited to: a.Patient admission, discharge and transfer information b.Snapshots of inpatient census at pre-determined intervals c.Select staff data and information from human resource and payroll automated systems 16.Staff Scheduling Tools: a.insure adequate staffing numbers and skills mix based on patient acuity and other care related variables. b.demographic, skills and competency tracking tools c.create and maintain prospective schedules for, at a minimum 6 weeks. d.provide for auditing of changes made in the product by users including date/time and name of individual making changes e.provide archival functions f.allow staff to sign up for open and overtime shifts with notifications via email, text or users preferred method of communication. g.allow shift swapping among peers h.provides a module or function that specifically allows supervisors to view, interact and monitor shift schedules from a central or "birds-eye" vantage point. i.accommodate multi-level permissions-based access 17.Tracking System: a.ability to track: licensure currency,specialty certifications, skills-based competencies and education b.Tools for staff to self- report information into a professional portfolio. 18.Rule engines to facilitate scheduling: a.apply regulations - hour limits, time off, requirements, staffing ratios, etc) as they apply to individuals being scheduled to work: b.apply union requirements stored in the system to create staffing schedules c.use staff preferences to create staffing schedules. d.match competencies to staffing needs. e.apply unit preference to competencies, e.g. RDU nurses are ventilator certified. f.apply permanent schedules requests to when generating schedules. g.apply rotating shifts rules when generating schedules. h.track hours per patient day i.generate alternate work schedules j.allow or restrict swapping unit assignments based on competencies. k.restrict overtime assignment based on defined rules/regulations 19.Communication Tools: a. creates a personalized web-based dashboard for all stakeholders b. web-Based for employee access c. web-based for manager access d.provide options for staff bidding on open positions (Staff to staff communications (e.g. to swap shifts) e.produce reports for budget, operations and strategic planning. Item 0002 - Implementation Cost 1.Minimum 2 Consultants/trainers 2.Minimum 5 on-site visits 3.Vendor to provide on-site training at facility targeting specific user groups: a.first line staff users b.managers c.schedulers and program assistants d.supervisors e.union leadership 4.Project Definition a.establishing project goals b.assigning project roles & workgroups c.define interfaces d.workload e.define and document existing workflow processes f.configuration of job codes and units and leave schedules g.present projections for workflow process 5.System Configuration a.system Administrator Training b.security Configuration c.workload and Unit Budget d.validate Interface Data 6.User Training a.pilot unit training b.user training c.system-wide project roll-out d.employee access e.position tracking 7.Courses and Consultation a.staffing methodology class b.executive analytics class c.reports workshop d.data mining & scorecards e.set up alerts Item 0003 - Consultant Travel 1.Minimum 5 on-site visits
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/SCVAMC656/SCVAMC656/VA26315N0108/listing.html)
 

Document(s)

Attachment
 

File Name: VA263-15-N-0108 VA263-15-N-0108_1.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=1694935&FileName=VA263-15-N-0108-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=1694935&FileName=VA263-15-N-0108-000.docx

 

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

Record

SN03557032-W 20141025/141023234536-ffa5e631484fa5195921d1c8152d0a12 (fbodaily.com)
 

Source

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

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