DA10--Operating Room Scheduling Software (PeriOptimization)

document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2025-04. This solicitation is set-aside for: Small Business The associated North American Industrial Classification System (NAICS) code for this procurement is 541519 Other Computer Related Services, with a small business size standard of $34 Million The FSC/PSC is DA10 - it and telecom - business application/application development software as a service The Regional Procurement Office East, Network Contracting Office 1 is seeking to purchase Operating Room Scheduling Software. All interested companies shall provide quotations for the following: White River Junction VA Healthcare System Operating Room Scheduling Software Performance Work Statement Objective The purpose of this Performance Work Statement (PWS) is to outline the tasks and responsibilities of the awarded Contractor in relation to the provision, installation, and implementation of an operating room procedure scheduling software. This document highlights the technical specifications and services requested by the White River Junction VAMC for consideration regarding the purchase of this software. Vendors under this proposal shall provide all equipment, accessories, applicable training, and manuals. Project Management / Equipment Implementation Product delivery will be the responsibility of the Vendors working with the White River Junction VAMC project management POC, the Vendor will be responsible for coordinating and performing the delivery, implementation, and training for the clinical system. Background/Justification The White River Junction VA is seeking operating room scheduling software that is a comprehensive software solution designed to streamline and optimize operating room scheduling processes within the VA healthcare system. The software would leverage advanced algorithms and data analytics to automate the scheduling of surgical procedures, ensuring efficient utilization of resources while prioritizing patient safety and satisfactions. Key features of the software should include automated scheduling, real-time updates, resource optimization, integration of hospital systems, and analytics and reporting. Specifically, the software should automate the scheduling of surgical procedures based on factors such as surgeon availability, operating room availability, equipment requirements, and patient needs. This would help minimize scheduling conflicts and ensure that surgical procedures are efficiently scheduled, while also providing clinical staff with real-time updates and notifications regarding changes in scheduling, equipment availability, or patient statuses. This would enable quick adjustments and ensure that all members of the care teams are informed and aligned throughout the surgical process. The software should also seamlessly integrate with existing hospital systems, electronic health records, and other healthcare IT infrastructure to ensure compatibility and streamline data exchange. This would allow for efficient communication and coordination among different departments and stakeholders involved in the surgical process, as well as minimizing administrative work requirements. One feature of the OR scheduling software that is crucial to clinical workflow is the addition of Out-of-OR scheduling capabilities. This allows for better management of patient flow from pre-operative/pre-procedural assessment through post-operative recovery. By coordinating scheduling across different stages of care and having full visibility of where resources are being utilized, the software would minimize bottlenecks, reduce waiting times, and enhance overall scheduling efforts, patient and staff experiences, and most importantly safety. By extending scheduling capabilities beyond the operating room, staff would be able to effectively allocate resources such as pre-operative and post-operative areas, equipment, and staff. This ensures that all resources are optimally utilized, and that patient flow is streamlined throughout the entire peri-operative process. The OR scheduling software should also accommodate procedures that may not require OR resources, such as minor surgeries or outpatient procedures, enabling clinicians to maximize the use of our available resources and efficiently meet patient needs without overburdening our Peri-operative capacity. The OR scheduling software must strategically align with the goals and mission of the VA healthcare system in several keyways. For instance, the software should prioritize patient-centered care by focusing on optimizing surgical scheduling processes to minimize wait times, enhance patient satisfaction, and improve outcomes. This aligns with WRJ s commitment to providing high-quality, patient-centered healthcare services to veterans. The software should also enhance operational efficiency by automating scheduling tasks, optimizing resource allocation, and streamlining communication and coordination among healthcare providers. This would ensure that we can deliver timely, effective care to veterans while maximizing the utilization of our available resources. The software should offer cost-effective solutions by reducing waste, improving resource utilization, and minimizing the need for manual intervention in our scheduling process. This aligns with the goal of maximizing value and efficiency in our healthcare delivery while minimizing costs. The software should help ensure compliance with our regulatory requirements and safety standards by providing real-time updates, notifications, and data insights to healthcare providers. This promotes a culture of safety and quality within our VA, aligning with our commitment to upholding the highest standards of care for our veterans. The software should be scalable and adaptable to our evolving needs, allowing for growth and expansion over time. This ensures that the software can continue to support the VA s mission and strategic objectives as healthcare needs and technologies evolve. The Contractor is responsible for the set-up of the equipment. VA Staff in Healthcare Technology Management, HTM, are responsible for connecting the equipment to the VA network with vendor guidance if the facility opts to network the device. Equipment Specifications Equipment: All equipment must be new, state-of-the-art, and not recertified nor refurbished. All equipment must be compliant with current VA requirements including vendor supported operating systems. All equipment and corresponding software must meet or exceed the following salient characteristics. The vendor must support equipment for 10 years from the point of purchase. Salient Characteristics: Bidirectional integration with VISTA/CPRS to include perioperative nursing clinical documentation and reporting. Inclusion of all applicable procedures, including operating room and out-of-operating room cases, in one software package. Inclusion of provider preference sheets and surgical instrument pick sheets for each procedure within the scheduling software. Full staffing visibility and assignment capabilities for all procedures to include surgical providers, anesthesiologists, surgical technicians, and nursing staff for each scheduled case. Ability to display all scheduled procedures (in and out of operating room) on one monitor/screen. Ability to record and track data metrics r