DA10--QGenda Scheduling Software, Base Plus Four Contract

Form / Attachment / Pricing Sheet

This document outlines the "Salient Characteristics" for a "Scheduling Automation Software" requirement. It details the essential physical, functional, and performance characteristics the software must possess to meet the needs of the NAVAHCS Emergency Department.

• Core Functionality: Ability to create schedules far in advance, 100% web-based accessibility, native mobile applications (iOS/Android) with full end-user functionality, and automated scheduling capabilities using a rules-based engine.
• Provider Management: Features for tracking provider targets, incorporating individual preferences, submitting requests for shifts/time off, and a "swap market" for schedule changes.
• Administrative Features: Multi-tier approval process, user-friendly decision support tools, configurable user permissions, and reporting capabilities (exportable to Excel, PDF, CSV).
• Technical Requirements: Integration with Vocera for Voice Group Assignment, compatibility with iOS and Android, and potential integration with Outlook/Gmail.
• Compliance: Must have a valid Authority to Operate (ATO) with the Veterans Administration and be FedRAMP Certified.
• Support: Requires a US-based dedicated support resource available Monday-Friday, 9:00 AM - 6:00 PM Eastern Time.

This document is critical for bidders as it defines the specific technical and functional requirements for the scheduling automation software. Vendors must ensure their proposed solutions meet all listed salient characteristics to be considered compliant with the opportunity requirements.

Statement of Work (SOW)

To provide a secure, healthcare-specific scheduling solution for the NAVAHCS Emergency Department to improve schedule transparency, flexibility, fairness, and administrative efficiency.

• Provide a commercial, cloud-based QGenda scheduling solution.

• Includes software subscription/licensing, implementation, configuration, testing, training, go-live support, and ongoing technical support.

• Solution must centralize schedule creation, publication, maintenance, and review in real-time.

• Supports schedule automation, user self-service, reporting, and potentially time and attendance/workforce analytics.

• Interfaces and integrations must be approved by the Government.

• Project Planning and Discovery: Identify scheduling groups, roles, shifts, coverage needs, rules, and reporting requirements.

• System Configuration: Configure users, permissions, schedule views, shift definitions, notification settings, and pay/timekeeping rules.

• Required Functional Capabilities: Must maintain VA ATO and FedRAMP authorization, be 100% web-based, accessible via mobile apps (iOS/Android), support real-time updates and automated notifications, feature a rules-based automation engine, provide administrator visibility into conflicts, allow long-term scheduling, and offer exportable reports.

• Data Setup and Validation: Assist with loading and validating user rosters, templates, and rules.

• Training and Go-Live Support: Provide administrator and end-user training and go-live support (virtual, onsite, or blended).

• Post-Implementation Support: Offer ongoing technical support and an escalation point of contact.

Performance monitored through implementation milestones, system functionality, configuration accuracy, training completion, and successful deployment. Acceptable performance means meeting SOW requirements, accessibility, accurate views/reports, and timely deficiency correction.

• Period: One 12-month base period from award. Implementation, configuration, and initial training within 60 days of award.

• Place: Contractor's secure hosted environment; primary location is NAVAHCS Emergency Department, Prescott, AZ. Training/meetings may be remote or onsite.

• Security: Must maintain VA ATO and FedRAMP authorization. Comply with VA information security, privacy, and cybersecurity requirements. Employ role-based access, encryption, and federal single sign-on. No Veteran clinical data exchange unless approved.

• Accessibility: 100% web-based, accessible via standard browsers and native mobile apps.

• Compatibility: Must be compatible with current VA security requirements.

• Data: Government provides approved workforce information; contractor assists with loading and validation.

• Cloud-Based: Commercial, cloud-based solution; no local hosting required by the medical center.

Request for Information (RFI) - Sources Sought

This RFI is for market research purposes only to identify small business capabilities (including SDVOSB/VOSB) interested and capable of providing a commercial, cloud-based scheduling solution for the Northern Arizona VA Healthcare System (NAVAHCS) Emergency Department. It does not constitute a solicitation.

• Commercial, cloud-based scheduling software subscription/licensing.

• Implementation, configuration, testing, training, go-live support, and ongoing technical support.

• Centralized platform for real-time schedule creation, publishing, maintenance, and review.

• Support for schedule automation, user self-service, reporting, and potentially time/attendance and workforce analytics.

• Limited interfaces/integrations approved by the Government.

• Contractor website access for VA staff to building records and files.

• The attached DRAFT SOW and Salient Characteristics Sheet provide further details.

• Responses are due by Tuesday, May 05, 2026, at 12:00 PM Pacific Time.

• Submit responses via email only to Israel.Garcia2@va.gov.

• Required information includes company details, POC, SAM UEI, business type, Service Contract Act exemption statement, current federal contract information, general pricing for patient lift products (for market research), NAICS code confirmation (or alternative), and a detailed capability statement with specific past performance references.

• Market research aims to determine if the procurement can be set aside for VOSB or SDVOSB if two or more verified entities can provide the services.

• SDVOSB/VOSB respondents are encouraged to provide proof of certification and acknowledge limitations on subcontracting (FAR 52.219-14).

• Small businesses must comply with subcontracting limitations (not paying more than 50% to non-similarly situated firms for services).

• All offerors must be registered in SAM.gov.

• Responses must be in writing.

• General statements of capability are not acceptable; detailed past performance is required.

• Failure to provide sufficient information may impact the government's determination of capability and set-aside potential.

• All expenses for responding are the responsibility of the responder.

• Attached documents: DRAFT SOW and Salient Characteristics Sheet.