Inactive

2237# 676-20-2-041-0007 STATEMENT OF WORK Tomah Veterans Affairs Medical Center (VAMC) Nurse Staff Scheduling and Labor Management System and Implementation Background Currently, Tomah VAMC has a real... 2237# 676-20-2-041-0007 STATEMENT OF WORK Tomah Veterans Affairs Medical Center (VAMC) Nurse Staff Scheduling and Labor Management System and Implementation Background Currently, Tomah VAMC has a real-time dynamic, integrated system that provides comprehensive and systematic accounting of nursing workload and staffing requirements and scheduling needs to meet federal law and other regulatory requirements in that of the system of Acustaf. This request for a new contract because Acustaf continues to provide a solution to automate scheduling and staffing processes; provide decision support for staff assignments based on the objective and variable data supposed to the best estimates; improve patient care by matching nursing competency to required needs. It allows self-scheduling options to nursing providers and data for outcome measurements. This will enable strategic plans based on retrievable and accurate data. The system will accommodate today's increasing staffing challenges by using 21't century technology. This system will accommodate ONLY one facility to include: Tomah VAMC Objectives There is a need for an acuity/patient classification system to match the changing care needs of the patients to the appropriate staffing level based on the patient condition and the amount of nursing required to manage the care of each patient. Medical Center based staffing requires a 24-hour coverage a 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, nurse's type and pay variables. Nurse executives need data to plan for current and future staff needs and costs; this system gives them the tools to help manage their workforce. Multiple standardized reports are needed as well as the ability to create ad hoc reports. Scope An integrated system and automated data extraction tools are necessary to effectively assign staffing resources and monitor standards of care. This system will pull from systems that already have the data stored to avoid duplicate effort and to feed the other downstream data systems. The primary users of the system will be Staffing Scheduling, so managers can coordinate schedules, capture data, produce reports, and coordinate work assignments to meet patient care needs. Tasks or Requirements Appropriate response to the fluctuations in patient census and acuities by using embedded decision support tools. Adequate staffing levels based on patient acuity and other care related variables. Collection of nationally comparable hours per patient day (HPPD) data. Collection of data to prepare staffing reports, develop strategic plans and improve hiring practices. Compliance with public law and other regulatory mandates for staffing regulations and monitors. Ability to consolidate multiple administrative needs in one package (licensure, certifications, emergency notifications, etc.) Generation of predefined and adhoc reports. Self-scheduling ability (major nursing satisfier). Accurate accounting of contract/agency nursing utilization. Success factors: production of accurate HPPD data, increase in efficiencies in managing staffing scheduling issues by 50%. Selection Criteria Vendor must meet or exceed all requirements as specified below. Deliverables or Deliver Schedule Specifications Utilizes an HL7 interface with VistA that brings in real-time Admit, Discharge, and Transfer information Required functional capabilities: Demographic Tracking tools: maintains employee contact/ emergency contact information. Maintains employee-preferred method of communication. Staffing Scheduling Tools Maintain prospective schedules. Audit Trails for changes to the system Schedules can be created in advance Allow staff to make themselves available for overtime. Pay tracking tools for budgeting of salaries and overtime (interfacing with pay system). Proficiency System: 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/131.5 tracking, continuing education tracking. Mandatory tracking, mandatory health information. Tools for staff to self- report professional portfolio. 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. Acute/Urgent Care 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 I. Predict staffing needs based on previous trends (e4g. high surgery days) Provide functionality to maintain disaster preparedness (notifications and call backs). Communication Tools: Creates a personalized web-based dashboard for all stakeholders 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 reports for long-term strategy for hiring staff. Training/Implementation Vendor to provide on-site training at each facility to superusers on general functionality, staff scheduling for end-users, and management reports for resource analysis, as determined in. System Configuration System Administrator Training Security Configuration Workload and Unit Budget Validate Interface Data User Training Pilot Unit Training User Training System-Wide Project Role Out Employee Access Position Tracking Courses and Consultation Staffing Methodology Class Executive Analytics Class Reports Workshop Data Mining & Scorecards Set Up Alerts Government-Furnished Equipment and Government-Furnished Information Utilizes VA computer workstations, laptops, monitors Security VISTA Interface, access to employee and patient information Place of Performance Tomah VAMC Period of Performance Base Year 1/1/2020 thru 12/31/2020 Option Year 1 1/1/2021 thru 1/1/2021 Option Year 2 1/1/2022 thru 1/1/2022 Option Year 3 1/1/2023 thru 1/1/2023 Option Year 4 1/1/2024 thru 1/1/2024 The Great Lakes Acquisition Center (GLAC) intends to negotiate a sole source contract with AcuStaf Development Corporation of Minneapolis, Minnesota to provide staff scheduling and management software for Tomah VA Medical Center in accordance with the attached Statement of Work. This procurement is being conducted in accordance with FAR 8.405-6 Limited Source Justification Approval and no other vendor will satisfy agency requirements. This notice of intent is not a request for competitive quotes. No solicitation documents are available. However, any firm that believes it can meet the specific requirements outlined in the Statement of Work may give written notification to the Contracting Specialist by March 2, 2020, 10:00 a.m. local time. Supporting evidence must be furnished in sufficient detail to demonstrate the ability to comply with the above requirements. Information must be sent to the Contract Specialist, via email at Brandon.Bennett@va.gov TELEPHONE INQUIRIES WILL NOT BE ACCEPTED. Responses received will be evaluated; however, a determination by the Government not to compete the proposed procurement based upon responses to this notice is solely within the discretion of the Government. If no responses are received, the GLAC will proceed with the sole source negotiation with AcuStaf Development Corporation.