6515--580-23-1-4083-0002 Qgenda Scheduling System Software Licenses

Combined Synopsis-Solicitation for Commercial Items VHAPM Part 813.106 SAP: Soliciting Competition & Evaluation of Quotations SOP Page 3 of 5 Original Date: 10/12/17 Revision 04 Date: 06/10/20 Description This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Items, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued. This solicitation is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular: 2022-05, 3-07-2022. This solicitation is set-aside as a Sole Source Requirement The associated North American Industrial Classification System (NAICS) code for this procurement is 511210, with a small business size standard of $38.5 Million. The FSC/PSC is 7030. The Michael E. DeBakey VA Medical Center is seeking a source to provide services as listed in attached Statement of Work (SOW). The internet-based scheduling system will process online schedule requests to generate a comprehensive monthly schedule tailored to coordinate the scheduling of staff to ensure effectively scheduled coverage. See attached Statement of Work All interested companies shall provide quotations for the following: Supplies/Services Line Item Description Quantity Unit of Measure Unit Price Total Price 0001 Q/Genda Sched Automation FR-Term License (per user Annual Fee) Providers 456 EA 0002 Q/Genda Sched Automation FR-Term (per user, Annual Fee) Residents, Administrators, Practitioners 456 EA 0003 Q/Genda Integration Enterprise -Term License (per Integration, Annual Fee) 1 EA See Attachment 1 Statement of Work (SOW) Delivery shall be provided "no later than 30 days after receipt of order (ARO). Place of Performance/Place of Delivery Address: 2002 Holcombe Houston, TX Postal Code: 77030 Country: UNITED STATES The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html. The following solicitation provisions apply to this acquisition: FAR 52.212-1, Instructions to Offerors Commercial Items FAR 52.212-3, Offerors Representations and Certifications Commercial Items www.sam.gov registration is required to be complete at time of submission of response.] Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://www.sam.gov/portal in accordance with FAR 52.212-3, Offerors Representations and Certifications Commercial Items. If paragraph (j) of the provision is applicable, a written submission is required. The following contract clauses apply to this acquisition: FAR 52.212-4, Contract Terms and Conditions Commercial Items FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders The following subparagraphs of FAR 52.212-5 are applicable: All quoters shall submit the following: Price Proposal . All quotes shall be sent to the shannon.west1@va.gov Award will be based upon a comparative evaluation of quotes in accordance with the Simplified Acquisition Procedures of FAR 13. Comparative evaluation is the side by side pairwise comparison of quotes based on factors resulting in a Contracting Officer decision for the quote most favorable to the Government. The following are the decision factors: Lowest Price Technically Acceptable (LPTA) The award will be made to the response most advantageous to the Government. Responses should contain your best terms, conditions. To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows: "The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition." Submission of your response shall be received not later than September 15, 2022 at 10 AM CST to shannon.west1@va.gov hand delivery will not be accepted. Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f). Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the Point of Contact listed below. Point of Contact SHANNON L. WEST, CONTRACT SPECIALIST Shannon.west1@va.gov THE GOVERNMENT DOES NOT ACCEPT RESPONSIBILITY FOR NON-RECEIPT OF QUOTES. IT IS THE CONTRACTOR'S RESPONSIBILITY TO REQUEST AND RECEIVE A CONFIRMATION OF THE QUOTE RECEIPT. STATEMENT OF WORK Qgenda Scheduling System Michael E. DeBakey VA Medical Center (MEDVAC) 2002 Holcombe Blvd Houston, TX 77030 I. EQUIPMENT IDENTIFICATION NAME/DESCRIPTION OF EQUIPMENT: Qgenda Scheduling System MANUFACTURER: Qgenda LOCATION: Michael E. DeBakey VAMC, Houston, TX 77030 II. INTRODUCTION/BACKGROUND Michael E DeBakey VA Medical Center, Education and Service Line, requires a comprehensive internet-based scheduling system (and licensing) on an ongoing basis that will serve the 24/7/365 needs of the facility. Staff from the Education and Service Line serve as the primary facilitator for training mission at the facility providing required training, instruction, and education to various individuals (nurses, providers, students, trainees, and researchers etc.) as part of their core mission. To successfully execute this core mission a comprehensive scheduling system is needed which can be integrated throughout the facility. An internet-based scheduling system is necessary to meet the scheduling needs of multiple staff, for multiple departments (with ever-changing needs that operate on a continuing basis-24/7/365). This internet-based scheduling system will provide access for licenses that will allow online accommodation of diverse scheduling input rules and guidelines to create specific manual and automated schedules, customizable views, online requests, shift trades, and reporting of work summaries and productivity when desired. The Qgenda Scheduling System is already in place (and is already being used in a limited capacity) at the facility however an expansion of this system is needed to meet all scheduling needs for all parties. III. GENERAL REQUIREMENT This is an initial request for the set-up and integration of the Qgenda Scheduling System in other areas of the facility (not currently covered) with a performance period not to exceed twelve (12) months in length. It is expected that the Qgenda Scheduling System will be used long term in the facility however funds are only available (at this time) to set up and integrate this system for a period of one (1) year into the areas not covered. A new contract will be generated and utilized for performance periods that exceed the initial twelve (12) month performance period stated herein. Vendor will provide services as listed above. The internet-based scheduling system will process online schedule requests to generate a comprehensive monthly schedule tailored to coordinate the scheduling of staff to ensure effectively scheduled coverage. IV. EQUIPMENT: There will be no physical equipment installed. No hosting on servers within the VA. The services to be provided to the VA by the internet-based scheduling system shall be hosted utilizing a FedRAMP Moderate approved third-party data center. As of the execution of this Statement of Work, the internet-based scheduling system utilizes Amazon Web Services East to host its customers data. No software shall be downloaded to VA users desktop or server. VA access to the internet-based scheduling system shall be made via a web browser. No interface to any Vista system. The system shall not interface or integrate with any Vista system. V. SCOPE: Minimize administrative time in creating a 365/24/7 schedule. Generate auto and manual scheduling forms. Schedule providers at multiple locations inside the hospital. Develop scheduling rules for managing requests and balancing workload. Build configurable reports including tally of shifts worked and productivity templates. Simplify and automate administrative processing time. Accommodate varied staff duty tours: Full-time, part-time, and intermittent. Will not include patient identifiable data or information. Will only store the following Employee information: First Name, Last Name, Telephone contact number and shift schedule. The scope of the processes provided by the internet web-based system includes the following parameters: VI. METRICS AND PRODUCTIVITY REPORTS: Reports shall be live and actual. Viewing options shall be varied and readily available to view. Report formats will include monthly, quarterly, year-to-date, yearly, and/or fiscal year. The monthly schedule shall be easy to read, comprehensive, and accurate. The internet-based scheduling system shall track and show metrics on workload totals and the nature of the staffs shifts such as days worked during the week, call, holidays, nights, weekends, etc. VII. HELP DESK ACCESSIBILITY: The internet based scheduling system with accompanying help desk support guarantees all scheduling system covered in this contract shall be in optimum working condition at the contract expiration date provided that the internet based scheduling system company is notified of any deficiencies at least one (1) day before the contract expiration date. Scheduling System requires one onsite training. Any material diminution of the Services shall be reported to the COR for annotation on station records. The internet-based scheduling system shall include, at no extra charge, any engineering and software update necessary for continued operation of the online scheduling service listed in this contract. VIII. PERFORMANCE AND RESPONSE TIME 1. Internet based scheduling system standard technical support service hours are currently from 9:00 a.m. to 6:00 p.m. USA Eastern time, Monday through Friday, excluding national holidays ( Standard Support ), Phone: 770-399-9945. Internet based scheduling system after hours technical support service hours are currently from 6:00 p.m. until 10:00 p.m. USA Eastern time, Monday through Friday, and 9:00 a.m. to 10:00 p.m. USA Eastern time on Saturday and Sunday, excluding national holidays ( After Hours Support ). For all support requests made via a voicemail to the number listed above or for emails sent to help@qgenda.com made during the time periods listed in Standard Support and After-Hours Support, Internet based scheduling system will respond the same day of receipt of the support request. For all support requests made outside of the time periods listed in Standard Support and After-Hours Support, Internet based scheduling system will respond during the earlier of the next Standard Support or After-Hours Support Period. 2. Service calls made during the hours listed above and related to malfunctions not successfully preempted by preventive maintenance services shall be at no additional cost to the Government. Repair service calls shall not take time away from preventive maintenance and other requirements required under this contract. 3. The Government shall not be responsible for incidental charges including, but not limited to, parking, tolls, mileage, phone, etc., on straight time or overtime work. IX. PROCEDURE FOR REPORTING OF ARRIVAL AND DEPARTURE FOR ONSITE WORK The internet-based scheduling system training representative shall report his arrival and departure for onsite work/training in accordance with the following procedure: 1. Upon arrival at the station, the training representative shall check in with the Education and Service Line to sign in on response log, so that the VAMC will be aware of the training representative s presence at the facility at all times. 2. Upon each departure, Training representative shall serve notice of disposition of work to the Education and Service Line. In addition, the Training representative shall furnish the Education and Service Line a copy of notification of services performed. Such reports shall include at a minimum the following information: Name and address of Training representative Name of Training representative (s) performing the work Date(s) work performed, and hours spent. Brief description of work performed. Signature of Training representative (s) and signature of COR or other authorized representative/designee. If the report is not submitted, it will indicate to the Government that no inspection or maintenance was performed and payment may be withheld and/or delayed.