7A21--Notice of Intent to Sole Source | Labor Management System Software | Multiple VA Medical Centers

Other / Unclassified

This document outlines the essential features and functional requirements for a Labor Management System (LMS) software intended for use across multiple Veterans Affairs Medical Centers (VAMCs). The LMS aims to provide decision support for staff assignments, improve patient care by matching nursing competencies to needs, and automate labor-intensive processes to increase efficiency and data quality. It must support self-scheduling options for nursing providers and provide data for outcome measurements.

• Core Modules: HR, Schedule, Staffing, Track, Finance, Payroll, and Report.

• HR Integration: Import data from VISTA to eliminate double entry.

• Scheduling Methods: Support block, manager, or employee self-scheduling.

• Staffing Module: Real-time workload measurements (e.g., patient census).

• Finance Module: Input budgets and track staffing targets.

• Payroll Module: Automate time and attendance tracking.

• Reporting: Exportable to various formats (screen, PDF, Excel, Word, CSV).

• Interfaces: HL7 for Admit/Discharge/Transfer (ADT) data from VISTA; HR interface for data validation (e.g., licensure, education, pay codes).

• Cloud-Based: Secure, cloud-based solution with vendor hosting and maintenance.

• Compliance: Incorporate VHA Directives for labor mapping and managerial cost accounting.

• Reporting Capabilities: Track "true cost" vs. "payroll hours," overtime analysis, Excel output.

• Timekeeping: Integrate with VA Time and Attendance System (VATAS).

• Proficiency Tracking: Manage employee certifications, licensure, education, skills, and continuing education.

• Rule Engines: Apply regulations (hour limits, union rules), staff preferences, competencies, and unit preferences to scheduling.

• Communication Tools: Personalized dashboards, web-based access for employees and managers, staff bidding for open positions, shift swapping.

• Support: 24-hour phone support, 9am-6pm Eastern primary support, unlimited email support, weekly calls for issue resolution and feature demonstrations.

• Security: Must implement VA Critical Security Controls, including Multi-Factor Authentication (MFA). A Business Associate Agreement (BAA) is required.

This document details the technical and functional specifications for a critical software system. Bidders offering LMS solutions should review these requirements to determine if their product meets the government's needs for staffing, scheduling, compliance, and reporting within a healthcare environment. The emphasis on VISTA integration, specific VHA directives, and cloud-based security are key considerations.

Solicitation / RFP / RFQ

This is a Notice of Intent to Award Sole Source for a Labor Management System (LMS) software. The Department of Veterans Affairs (VA) Regional Procurement Office East (RPOE), Network Contracting Office 4 (NCO 4), intends to award a Blanket Purchase Agreement to Acustaf Development Corp. The system is required by multiple VA Medical Centers within the VISN04 coverage area to support staffing and scheduling, track workload, provide personnel management tools, and interface with VA Human Resources Software (VISTA), while meeting VA security requirements and maintaining a Business Associate Agreement for Protected Health Information.

• Staff scheduling / labor management system software.

• Support for staffing and scheduling requirements.

• Workload tracking.

• Personnel management tools.

• Interface with VA Human Resources Software (VISTA).

• Compliance with all VA Security Requirements.

• Maintenance of a VA Business Associate Agreement for the security of Protected Health Information.

• A full description of required features is included in the attachment titled “Essential LMS Features”.

• Type: Blanket Purchase Agreement (BPA).

• Period of Performance: Planned one-year base period with four one-year options.

• This notice is NOT a request for competitive quotes.

• Interested firms believing they can meet the requirements must submit written notification prior to the response due date.

• Responses must include: Company Name, SAM Unique Entity Identifier (UEI) Number, Company Address, Point of Contact (POC) Information, Business Size / Socioeconomic status, and any previous contract numbers, total dollar amounts, performance summary, and customer POC information.

• Vendors must indicate if they are the direct supplier.

• Supporting evidence of capability must be furnished.

• Information on alternative LMS software capable of interfacing with VISTA, possessing VA security approvals (Business Associate Agreement), and meeting essential feature requirements is also requested.

• Responses received will be evaluated, but the government reserves the right not to compete.

• Response Due Date: March 4th, 2026, at 12:00 PM Eastern Time.

• Submission Method: Email only to Eric.Christy@va.gov. Telephone requests will not be accepted.

• This is a sole source notice. However, interested parties can respond.

• NAICS Code: 541519

• Size Standard: $34 Million

• Market research and acquisition history identified Acustaf Development Corp as the only capable source.

• See attached document: Essential LMS Features.